ABOUT THIS COURSE... 3 ABOUT THIS MANUAL... 4 LESSON 1: CUSTOMISING THE POWERPOINT ENVIRONMENT... 5

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1 Table of Contents ABOUT THIS COURSE... 3 ABOUT THIS MANUAL... 4 LESSON 1: CUSTOMISING THE POWERPOINT ENVIRONMENT... 5 TOPIC 1A: CUSTOMISE THE POWERPOINT INTERFACE... 6 Add a Button to an Existing Tab in the Ribbon... 6 Remove a button... 7 Add a New Tab to the Ribbon... 8 Reset the Ribbon back to default... 8 TOPIC 1B: SET OPTIONS FOR WORKING WITH POWERPOINT... 9 PowerPoint Options dialog box General Options... 9 PowerPoint Options dialog box Proofing Options PowerPoint Options dialog box Save Options LESSON 2: CUSTOMISING A DESIGN TEMPLATE TOPIC 2A: SET UP A SLIDE MASTER Set Up a Slide Master TOPIC 2B: CUSTOMISE SLIDE LAYOUTS Customise Slide Layouts Add a Custom Layout TOPIC 2C: CREATE CUSTOM THEMES Create Custom Themes Colour Create Custom Themes - Fonts Create Custom Themes - Effects Save the Theme TOPIC 2D: ADD HEADERS AND FOOTERS Add Headers and Footers to slides Add Headers and Footers to Notes and Handouts TOPIC 2E: MODIFY THE NOTES AND HANDOUT MASTER Modify the Notes Master Modify the Handout Master LESSON 3: ADDING SMARTART GRAPHICS TO A PRESENTATION TOPIC 3A: INSERT SMARTART GRAPHICS Create SmartArt Modify a Diagram TOPIC 3B: MODIFY SMARTART DIAGRAMS Design Tab Create Graphic Format Tab Shapes LESSON 4: ADDING SPECIAL EFFECTS TO A PRESENTATION TOPIC 4A: ADD MULTIMEDIA ELEMENTS Compatible Video File Formats Inserting Video into PowerPoint from file Manipulating Video files, Playback tab Play video Manipulating Video files, Playback tab Add/Remove Bookmark Manipulating Video files, Playback tab Trim Video Manipulating Video files, Playback tab Fade in/out Manipulating Video files, Playback tab Video Options Group Manipulating Video files, Format tab Preview and Adjust Groups Manipulating Video files, Format tab Video Styles Group Manipulating Video files, Format tab Arrange Group Manipulating Video files, Format tab Size Group Insert a Video from a Web Site... 32

2 2 Microsoft Office PowerPoint 2010 Level 2 Insert a ClipArt Video Inserting Audio from file into PowerPoint Inserting ClipArt Audio Compatible Audio File Formats Record Audio TOPIC 4B: CUSTOMIZE SLIDE COMPONENT ANIMATIONS To set Custom Animations using the Animations Pane LESSON 5: CUSTOMISING A SLIDE SHOW TOPIC 5A: SET UP A CUSTOM SHOW Set up a Custom show View a custom Show TOPIC 5B: SLIDE SHOW ANNOTATIONS To add annotations during a slide show Use the Laser TOPIC 5C: SET UP A SLIDE SHOW TO REPEAT AUTOMATICALLY LESSON 6: COLLABORATING ON A PRESENTATION TOPIC 6A: REVIEW A PRESENTATION Add a Comment Delete a comment Delete Markups Edit a comment Go to Previous or Next Comment Show or hide Revisions TOPIC 6B: PUBLISH SLIDES TO A SLIDE LIBRARY LESSON 7: SECURING AND DISTRIBUTING A PRESENTATION TOPIC 7A: BROADCAST A PRESENTATION Viewing a broadcast TOPIC 7B: CONVERT A PRESENTATION TO A VIDEO TOPIC 7C: PACKAGE A PRESENTATION Package for CD Package to a Folder TOPIC 7D: PUBLISH A PRESENTATION TO OTHER FILE FORMATS Publish a Presentation as an Image File Publish a Presentation PowerPoint Show TOPIC 7E: SECURE PRESENTATIONS Password protect a Presentation Remove the password... 54

3 Microsoft Office PowerPoint 2010 Level 2 3 About this Course This course has been designed specifically for delegates with little or no experience. The objectives of this tailored course are the following: Lesson 1: Customizing the PowerPoint Environment Topic 1A: Customize the PowerPoint Interface Topic 1B: Set Options for Working with PowerPoint Lesson 2: Customizing a Design Template Topic 2A: Set Up a Slide Master Topic 2B: Create Custom Slide Layouts Topic 2C: Add Headers and Footers Topic 2D: Modify the Notes and Handout Master Lesson 3: Adding SmartArt Graphics to a Presentation Topic 3A: Insert SmartArt Graphics Topic 3B: Modify SmartArt Graphics Lesson 4: Adding Special Effects to a Presentation Topic 4A: Add Multimedia Elements Topic 4B: Customize Slide Component Animations Lesson 5: Customizing a Slide Show Topic 5A: Set Up a Custom Slide Show Topic 5B: Annotate a Presentation Topic 5C: Create a Presenter-Independent Slide Show Topic 5D: Set Up a Slide Show to Repeat Automatically Lesson 6: Collaborating on a Presentation Topic 6A: Review a Presentation Topic 6B: Publish Slides to a Slide Library Lesson 7: Securing and Distributing a Presentation Topic 7A: Broadcast a Presentation Topic 7B: Convert a Presentation into a Video Topic 7C: Package a Presentation Topic 7D: Publish a Presentation to Other File Formats Topic 7E: Secure a Presentation Both the Course and the Manual will give you Hands-On experience which is vital to your learning process within this course.

4 4 Microsoft Office PowerPoint 2010 Level 2 About this Manual Within the Manual s contents, we have for simplicity, kept terminology to a minimum. Any terminology we have used is fully explained in easy to understand statements. The Manual has been designed to provide you with a useful tool both in the classroom environment and as a Reference Book once the course is over. At the beginning of each topic you will see a list of Module Objectives that detail exactly what the topic contains. Each topic is graphically represented at the top of each page with some diagrams and/or text. Often these are condensed items for the particular topic. Within each topic are snapshots of dialog boxes you will see on your own screen as you go through the course. This will assist you when you go back over any particular topic as to what you should be viewing on your screen at any given time. Whilst working with the Manual, you will see that when you are asked to click on something on your screen, the text will be in bold. For example: Click the Ok button In this instance, we would like you to click on the button, which says Ok. We are always interested in your comments on the Manual, Course and Tutor. We would ask, therefore, that you give your comments on your Course Evaluation Sheet at the end of the Course. Please be aware that Elite Training & Consultancy Ltd, holds the copyright to this manual and should not be photocopied as a whole or in part.

5 Microsoft Office PowerPoint 2010 Level 2 5 Lesson 1: Customising the PowerPoint Environment Learning Module Objectives When you have completed this learning module you will have seen how to: Customize the PowerPoint Interface Set Options for Working with PowerPoint

6 6 Microsoft Office PowerPoint 2010 Level 2 Customise the PowerPoint Interface In PowerPoint 2010 you can now add your own tabs to the Ribbon or Customise the tabs which are already there. Topic 1A: Customise the PowerPoint Interface Background Now that you have used PowerPoint for some time, you may have the desire to add some tabs of your own to the Ribbon or customise the tabs already there. In PowerPoint 2010 you now have the ability to do this. NOTE: The one thing you should note is that if when you add more buttons to the tabs already there, you must first add a new group and then add the buttons to that group! Add a Button to an Existing Tab in the Ribbon Select the File tab and then select Options From the choices at the left of the window, click on Customise Ribbon and you will see a window similar to the one below. At the left of the window are the most popular commands in PowerPoint At the right side of the window are the tabs within the Ribbon you have at the present time. Select one of the tabs in the right hand pane. If the tab is contracted like this click the small + to expand the selection so that it looks like this

7 Microsoft Office PowerPoint 2010 Level 2 7 The next thing to do is select one of the button groups like Slides for example. We will now need to add a New Button Group before we can add any buttons, so click the New Group button. You will see that the new group is displayed under the group you selected. Below we selected the Slides group. Click on the words New Group (Custom) and click the Rename button. In the Rename window, enter a name for your group. We are calling our group Animations. Click OK Your group should now look like this Select the name of the Custom Group (ours is Animations). From the left window (Popular Commands), click the button you wish to add then click the Add button between the two windows. The button should now be displayed under the button group like this. If you don t see the button you required, click the drop down arrow at the top left of the Popular Commands section and select All Commands. You will now be presented with a full list of buttons available in PowerPoint Click OK to finish. Our Ribbon now looks like this with the new Animations group and buttons. Remove a button Click on the button in the right hand section of the Customise Ribbon window. Click the Remove button which is located between the two windows. Click OK.

8 8 Microsoft Office PowerPoint 2010 Level 2 Add a New Tab to the Ribbon Select the File tab and then select Options From the choices at the left of the window, click on Customise Ribbon Select one of the tabs in the right hand pane. Click the New Tab button You will now see your New Tab (Custom) with New Group (Custom) underneath it like this. Click on New Tab (Custom) then click on the Rename button Enter a new name for the Tab. We have called ours Specialised Options. Click OK You should now have something that look like this Click on New Group (Custom) and click the Rename tab. Enter a name for the group and click OK Reset the Ribbon back to default This is what ours looks like now From the left side of the window, click on the button you want to add to the new tab and group then click the Add button. Continue until you have all the buttons required then click OK to close the Customize Ribbon window. From within the Customise Ribbon window, and under Customization, click the button group you wish to Click the Reset button drop down arrow and select Reset only selected Ribbon tab to just reset the tab your custom group is in or click Reset all customizations if you want to set PowerPoint Ribbon and all its tabs back to default.

9 Microsoft Office PowerPoint 2010 Level 2 9 Set Options for Working with PowerPoint There are many options you can set for PowerPoint to enable you to customise the application to just how you want it Topic 1B: Set Options for Working with PowerPoint Background Within PowerPoint 2010 there are many options you can customise from the colour of the Ribbon to printing the background. Most users will want to customise how they work with PowerPoint at some point so this is what we will learn here. PowerPoint Options dialog box General Options From the File tab, select Options. You will see the Options like the image you see above. There are the General Options. Under the User Interface options you can switch on the Mini Toolbar by clicking Show Mini Toolbar on Selection. If you wish to see a preview of colours, font size etc. of selected text, tick the Enable Live Preview option. In the Color Scheme section, click the drop down arrow and select from colours Blue, Silver or Black In the ScreenTip Style selection, click the drop down arrow and make your selection from the following options. In the Personalize your copy of Microsoft Office, change the User name or Initials if required. These two items are what is captured as metadata by the application when you create a new presentation. Click OK to accept any changes.

10 10 Microsoft Office PowerPoint 2010 Level 2 PowerPoint Options dialog box Proofing Options In the AutoCorrect Options section, click the AutoCorrect Options button to change how AutoCorrect works for PowerPoint. In the When correcting spelling in Microsoft Office programs tick the options required which deal with your Spell Checking. What you see above is the default. In the When correcting spelling in PowerPoint section, tick the options required.

11 Microsoft Office PowerPoint 2010 Level 2 11 PowerPoint Options dialog box Save Options In the Save Presentation section and the Save files in this format section, click the drop down to set the default save options. By default it is PowerPoint Presentation which is the 2010 file format (xml). Other options like these are also available. If you rely on PowerPoint 2010 autosaving your last presentation if you close and don t save it, tick the Keep the last autosaved version if I close without saving tick box. It should be ticked by default. The AutoRecover file locations and the Default file locations are where your autorecovered files and default file locations are. If you need to change this, click inside the box and enter the file path required. If you use SharePoint, the Offline editing options for ducment management server files section is where the draft document locations are. If this is incorrect, enter a new file path.

12 12 Microsoft Office PowerPoint 2010 Level 2 Lesson 2: Customising a Design Template Learning Module Objectives When you have completed this learning module you will have seen how to: Set Up a Slide Master Create Custom Slide Layouts Create Custom Themes Add Headers and Footers Modify the Notes and Handout Master

13 Microsoft Office PowerPoint 2010 Level 2 13 Set Up a Slide Master Slide Master Handout Master Notes Master Topic 2A: Set Up a Slide Master Background Slide Masters govern the look of all the slides in a presentation. For example if you change the bullets in the Slide Master to yellow squares, then all slides with bullets will change to be the same. This option is excellent either to keep your presentation look consistent or to quickly change something which appears frequently in the presentation. By changing the Slide Master once you will not have to change each individual slide. You can make up numerous masters to use in your presentation. These are displayed on the left hand side of the window. In the Slide Master you can: Make another set of masters to use in the presentation to have available when you need them even if it is not used currently in the presentation Add a new layout with the same background, title, footer style to which you can add your own placeholders Delete a selected layout Change the ScreenTip that appears when you point to a layout in the Layout Gallery Specify which placeholders will be included on the selected layout Select and fine-tune the theme applied to the master set Control the background colour, texture and graphics Set the default page setup for the presentation While you are in Slide Master View you can use the buttons on the other tabs: Format a text placeholder on a master by selecting it and using the Font and Paragraphs groups on the Home tab Add objects like graphics and WordArt text to a master using the Insert Tab Animate parts of the slide and add Transitions using the Animations Tab

14 14 Microsoft Office PowerPoint 2010 Level 2 Microsoft Office PowerPoint 2010 has 3 masters: Slide Master controls the look of all the slides in a presentation, the theme, text placement, background graphics etc. the set contains a master design for most of the layouts you will usually use Handout Master controls the look of handouts Notes Master controls the look of notes

15 Microsoft Office PowerPoint 2010 Level 2 15 Set Up a Slide Master From the View tab and from the Master Views group of buttons, select Slide Master button On the Slide Master tab select Insert Slide Master button Make the changes required to the Master to include graphics, backgrounds etc. using the Slide Master tab. Click the Close Master View button

16 16 Microsoft Office PowerPoint 2010 Level 2 Customise Slide Layouts Slide Layouts can be customised to suit your needs These can be applied whenever you require them in your presentation Topic 2B: Customise Slide Layouts Background Often when you require a new layout for your presentation it can be time consuming to make these up as you go along. You can create custom slide layouts and use them whenever you require them. This option is much simpler and less time consuming. Customise Slide Layouts From the View tab and from the Master Views group of buttons, select Slide Master button On the Slide Master tab select Insert Layout button Make the changes required to the Master to include graphics, backgrounds etc. using the Slide Master tab To insert Placeholders, click the Insert Placeholder drop down arrow and select the placeholder required Keeping the left mouse button held down drag your mouse over the slide to draw where the place holder should be set Release the mouse. Continue until the required layout is complete To name the layout, click the Rename button from the Edit Master group of buttons Insert a name and click Rename Click Close Master view button Add a Custom Layout From the Home tab and the Slides group of buttons, click the Layout drop down arrow and select your custom layout.

17 Microsoft Office PowerPoint 2010 Level 2 17 Create Custom Themes There are a range of Themes for you to choose from Once you have chosen a Theme you can customise the colours, fonts, and graphics effects Topic 2C: Create Custom Themes Background You can also create new custom themes in this version of PowerPoint. With the ability to change the background colour, the fonts and the effects and save them as a custom theme, the sky s the limit. This is useful if you want to include corporate colours into your presentation for a more professional and branded look. We will change the colour scheme, Font and Effects then save the look as a new theme. Create Custom Themes Colour Select the Design tab and then the Themes group of buttons. From the Colors drop down arrow, select Create New Theme Colors Change the colours of the Text, Hyerlinks etc. and enter the new name for the Color Theme. Click Save

18 18 Microsoft Office PowerPoint 2010 Level 2 Create Custom Themes - Fonts Select the Design tab and then the Themes group of buttons From the Fronts drop down arrow, select Create New Theme Font Create Custom Themes - Effects Change the Heading Font, Body font Enter a name for the Font Theme in the Name box Click Save Select the Design tab and then the Themes group of buttons From the Effects drop down arrow, select an Effect Save the Theme From the small drop down arrow at the end of the Themes group of buttons select Save current Theme Enter a name for your new theme and click Save

19 Microsoft Office PowerPoint 2010 Level 2 19 Add Headers and Footers Headers and Footers can be applied to Slides or Notes and Handouts Topic 2D: Add Headers and Footers Background Headers and footers in PowerPoint can be added to Slide or Notes and Handout pages. These can include Page numbers, Date and time etc. Add Headers and Footers to slides From the Insert tab and the Text group of buttons select the Headers and Footers button You will be presented with a dialog box like the one below to make selections from. In the Include on slide section, select from Date and Time and decide if you want it to update automatically or not. Click the drop down arrow next to the date displayed and decide on one of the formats given. Select the language to use which will set the date format. If you want numbers on your slide, click the Slide Number option. If you want a Footer, click the Footer tick box and enter the data you want on the footer. If you don t want to add this data to the first slide, leave the Don t show on title slide unchecked. Click Apply to apply to the selected slide or Apply to all to apply to all slides in the presentation.

20 20 Microsoft Office PowerPoint 2010 Level 2 Add Headers and Footers to Notes and Handouts From the Insert tab and the Text group of buttons select the Headers and Footers button You will be presented with a dialog box like the one below to make selections from Select the Notes and Handouts tab In the Include on slide section, select from Date and Time and decide if you want it to update automatically or not Click the drop down arrow next to the date displayed and decide on one of the formats given Select the language to use which will set the date format If you want numbers on your slide, click the Slide Number option If you want a Header, click the Header tick box and enter the data you want on the header If you want a Footer, click the Footer tick box and enter the data you want on the footer Click Apply to apply to the selected slide or Apply to all to apply to all slides in the presentation

21 Microsoft Office PowerPoint 2010 Level 2 21 Modify the Notes and Handout Master You can modify the Notes Master which you can use throughout your presentation Topic 2E: Modify the Notes and Handout Master Modify the Notes Master From the View tab and from the Master Views group of buttons, select Slide Master button On the Slide Master tab select Notes Master button Make the changes required to the Master to include graphics, backgrounds etc. using the Slide Master tab Click the Close Notes Master button when you are finished Modify the Handout Master As above but click the Handout Master button Make the changes required to the Master from the selections on the Handout Master tab. Under Page setup you have these choices. Click the Close Notes Master button when you are finished

22 22 Microsoft Office PowerPoint 2010 Level 2 Lesson 3: Adding SmartArt Graphics to a Presentation Learning Module Objectives When you have completed this learning module you will have seen how to: Insert SmartArt Graphics Modify SmartArt Graphics

23 Microsoft Office PowerPoint 2010 Level 2 23 Insert SmartArt Graphics Diagrams play a big part of your presentation With PowerPoint 2010 you can add many dynamic diagrams for a very visual effect Topic 3A: Insert SmartArt Graphics Background There are many different diagrams available in PowerPoint 2010 form Cycle, List, Process, Hierarchy, Relationship, Pyramid and Matrix all with their particular uses. Create SmartArt From the Insert tab and the Illustrations group of buttons select the SmarArt button and a list will be displayed. Select the Diagram required and click OK. Depending on which one you choose you will have options to enter text into the diagram. Click in the placeholder and enter the required text. If you prefer you can expand the left section and enter text there instead. Just click the little triangle at the left side of the window Click the cross on the left hand window to close it

24 24 Microsoft Office PowerPoint 2010 Level 2 Modify SmartArt Diagrams SmartArt diagrams can be modified in a number of ways Colours, shadows, embossing all can be added with a few clicks of the mouse Topic 3B: Modify SmartArt Diagrams Modify a Diagram For each diagram you introduce you will be given two new contextual tabs to work with; Design and Format. We will look at the Design tab first Design Tab Create Graphic Within this tab you can Add a Shape or Bullet, swap the arrows right to left, show or hide the Text Pane. Promote or Demote headings too. In the Layouts group of buttons, you can change the layout to something different by selecting one of the predefined layouts There are more layouts if you click the small drop down arrow at the right end of the options buttons

25 Microsoft Office PowerPoint 2010 Level 2 25 In the SmartArt Styles group of buttons you can change the colours or styles There are more offerings if you click the small drop down arrow at the right end of the options buttons Format Tab Shapes If you really make a mess of things you can click the Reset Graphic button to take the graphic back to its original format Before you can use this option you must select a piece of your diagram to apply it to The Change Shape option will give you a chance to change the selected shape into something else The Larger and Smaller options buttons do just what they say Shape Styles will give the opportunity of changing the style to include fills, outlines and shape effects If you click the Dialog launcher arrow you will see a dialog box with which you can further customise the style

26 26 Microsoft Office PowerPoint 2010 Level 2 WordArt Styles allows you to change the style of the Words along with a text fill, outline and text effects If you click the Dialog launcher arrow you will see a dialog box with which you can further customise the style

27 Microsoft Office PowerPoint 2010 Level 2 27 Lesson 4: Adding Special Effects to a Presentation Learning Module Objectives When you have completed this learning module you will have seen how to: Add Multimedia Elements Manipulate and Format Multimedia Elements Customize Slide Component Animations

28 28 Microsoft Office PowerPoint 2010 Level 2 Add Multimedia Elements Multimedia elements can be.wav files for sound or.avi files for movies You may even play a CD audio track Topic 4A: Add Multimedia Elements Background Compatible Video File Formats Movies files like.avi files can be played in PowerPoint and in this version you can comfortably play up to 30 minutes of video file without the application crashing! PowerPoint has truly come into the video age because now you can edit the video too. In PowerPoint 2010 you can insert video from a Web Site too! Once the Movie is embedded into PowerPoint you can choose to play the movie on a mouse click or automatically when the slide is shown in the presentation. You will have a whole Playback set of buttons to manipulate it. NOTE Videos in the.mp4,.mov, and.qt formats can be played in PowerPoint if the Apple QuickTime player is installed. FILE FORMAT EXTENSION MORE INFORMATION Adobe Flash Media.swf Flash Video This file format is generally used to deliver video over the Internet using the Adobe Flash Player. Windows Media file.asf Advanced Streaming Format This file format stores synchronized multimedia data and can be used to stream audio and video content, images, and script commands over a network. Windows Video file.avi Audio Video Interleave This is a multimedia file format for storing sound and moving pictures in Microsoft Resource Interchange File Format (RIFF) format. It is one of the most common formats because audio or video content that is compressed with a wide variety of codecs can be stored in an.avi file. Movie file Windows Media Video file.mpg or.mpeg.wmv Moving Picture Experts Group This is an evolving set of standards for video and audio compression developed by the Moving Picture Experts Group. This file format was designed specifically for use with Video-CD and CD-i media. Windows Media Video This file format compresses audio and video by using the Windows Media Video codec, a tightly compressed format that requires a minimal amount of storage space on your computer's hard disk.

29 Microsoft Office PowerPoint 2010 Level 2 29 Inserting Video into PowerPoint from file Select the slide layout you require. Title Only or just a plain slide is best From the Insert tab and the Media group of buttons select Video button You can either choose from Video from File, Video from Web Site or from the Clip Art Video. If you select from Video from File, navigate to where the file resides Click on the video you want to insert then click the drop down arrow on the Manipulating Video files, Playback tab Play video Insert button. To simply insert the video click Insert. To link the file to the presentation, click Link to File. (With Windows 7 there is a Wildlife.wmv video file by default) Resize as necessary to fit the slide. Once the video file has been inserted into your presentation, you can manipulate it using the Playback tab. Manipulating Video files, Playback tab Add/Remove Bookmark To play the video, click the Play button. You can add a bookmark to a video file to indicate time points of interest, trigger animations, or to jump to a specific location in a video. You can also use a bookmark to help trim a video at specific points. Once the video starts to play, click on the timeline where you want to place the bookmark Click Add Bookmark button. Manipulating Video files, Playback tab Trim Video You will see a yellow dot appear to indicate where the bookmark is. To remove the bookmark, click on the yellow dot which is the bookmark. Click the Remove Bookmark button on the Playback tab. You can now trim a video so that only the specific parts of the video you want to run will be played. Add a bookmark as above if required. Click the Trim Video button on the Playback tab. You will see the Trim Video window like the one you see here. Drag along the timeline on the small blue bar to indicate where you want the video to start. Drag the green bar over the top of the blue bar and this will trim the start. Do the same for the end and drag the red bar to indicate where the video should stop and click OK.

30 30 Microsoft Office PowerPoint 2010 Level 2 Manipulating Video files, Playback tab Fade in/out Manipulating Video files, Playback tab Video Options Group From the Editing group of buttons on the Playback tab either enter a number in the Fade In box or use the spinner to alter the number. This will fade the video in this amount of time when the video plays. Use the Fade Out box to alter how the video fades out. To see the results, click the Play button From the Video Options group you can adjust the volume by clicking the Volume drop down arrow and select from Low, Medium, High or Mute. Manipulating Video files, Format tab Preview and Adjust Groups Click the Start button and select whether you want to start the video Automatically when the slide appears or On Click when you click the mouse over it. Click the Play Full Screen tick box if you want to play the video full screen size. Click the Hide While Not Playing tick box if you want to hide the video when it s on the slide but isn t playing. Useful if you have other information on the slide too. Click Loop until Stopped tick box to keep the video playing over and over again until you click the mouse to stop it. Click Rewind after Playing if you want to rewind the video once it has played. Useful if you want to replay the video over again before the end of the presentation. Click the Play button to play the video. Click the Corrections drop down arrow to change the Brightness and Contrast. Below is just a sample of these. Click the Color button drop down arrow to change the colour of the video. This will give a colour overlay. Click the Poster Frame button drop down arrow to select a frame either from file or the one you already have. You can also reset the frame fromm here. Click the Reset Design button drop down arrow to reset the design or size back to its original.

31 Microsoft Office PowerPoint 2010 Level 2 31 Manipulating Video files, Format tab Video Styles Group Click the drop down arrow at the end of the group and you will see a set of different styles you can add to your video to give it a completely different look. Manipulating Video files, Format tab Arrange Group Choose from Subtle, Moderate or Intense styles by resting your mouse over the option. You will see how it looks with auto preview before you click to select it. When you have the style required, click on the style button. Video Shape, Video Border and Video Effects all have drop down arrows. Click the Video Shape button to select a shape to fit your video into. Click the Video Border button to select a colour, weight and outline style Click the Video Effects button to select from Shadows, Reflections and Glows. Very similar to formatting an object in PowerPoint. This group is used when you have multiple videos on one slide. You can change the stacking order using the Bring Forward and Send Backward buttons. Click the Bring Forwatd button to bring the selected video to the front. Click the Send Backward button to bring the selected video to the back. Click the Selection Pane button to display a selection pane at the right hand side of the screen. Click the small to hide the shape. Click the again to show the shape. To re-order the shapes click the shape and click the up or down arrow on the Re-order section. Use the Align button to align multiple videos up. Select the videos required and click the drop down arrow. You will see a list of alignments. Select the one required. Click the Group button once you have selected more than one video to group them together. Click the Rotate button to rotate the video.

32 32 Microsoft Office PowerPoint 2010 Level 2 Manipulating Video files, Format tab Size Group With the video selected, click the Crop button You will now see small markers around the outside of the video. Insert a Video from a Web Site Place your mouse over one of the markers and while holding down the left mouse, move your mouse either up or towards the centre of the video to crop out the part you require. Click the Crop button again to turn off the crop. Click the Height box and either enter the height number required or click the spinner. Click the Width box and either enter the width number required or click the spinner. From the Insert tab and the Media group of buttons select Video button Choose Video from Web Site. You will see the Insert Video from Web Site window like the one below. Open the web site you want to insert the video from. Click the Share button. You should now see options like these. Click the Embed button. Copy (Ctrl + C) the HTML code from the window. Paste (Ctrl + V) it into the Insert Video from Web Site window and click Insert..

33 Microsoft Office PowerPoint 2010 Level 2 33 Insert a ClipArt Video From the Insert tab and the Media Clips group of buttons select ClipArt Video button. A series of clip art will be displayed at the right of the screen. In the Search for box, enter what you are looking for and click the Go button. From the clip art which will be displayed, click on the one you want to insert into your slide. The clip art video will run when you play the slide. Inserting Audio from file into PowerPoint Select the slide layout you require. From the Insert tab and the Media Clips group of buttons select Audio button Choose Audio from File Navigate to where the sound file resides and select it. Click Insert drop down arrow and select either Insert or Link to file. Inserting ClipArt Audio A small speaker will be displayed on the slide When the slide is played, you can click the speaker icon to play the music. To manipulate the sound, use the Playback and Format tabs. These options are the same as the ones for the video which were described earlier in this manual. From the Insert tab and the Media Clips group of buttons select Audio button Choose Clip Art Audio A series of clip art will be displayed at the right of the screen. In the Search for box, enter what you are looking for and click the Go button. From the clip art which will be displayed, click on the one you want to insert into your slide. The clip art audio will run when you play the slide.

34 34 Microsoft Office PowerPoint 2010 Level 2 Compatible Audio File Formats FILE FORMAT AIFF Audio file AU Audio file EXTENSION.aiff.au MORE INFORMATION Audio Interchange File Format This sound format originally was used on Apple and Silicon Graphics (SGI) computers. These waveform files are stored in an 8-bit monaural (mono or one channel) format, which is not compressed and can result in large files. UNIX Audio This file format typically is used to create sound files for UNIX computers or the Web. MIDI file.mid or.midi Musical Instrument Digital Interface This is a standard format for the interchange of musical information between musical instruments, synthesizers, and computers. MP3 Audio file Windows Audio file Windows Media Audio file.mp3.wav.wma MPEG Audio Layer 3 This is a sound file that has been compressed by using the MPEG Audio Layer 3 codec. Wave Form This audio file format stores sounds as waveforms, which means that one minute of sound can occupy as little as 644 kilobytes or as much as 27 megabytes of storage. Windows Media Audio This is a sound file that has been compressed by using the Microsoft Windows Media Audio codec, a digital audio coding scheme developed by Microsoft that is used to distribute recorded music, usually over the Internet. Record Audio From the Insert tab and the Media Clips group of buttons select Audio button Choose Record Audio You will see a small window like the one below. Click the red Record button to start recording and the blue Stop button to stop recording. If you want to pause the recording click the blue Pause button. To manipulate the sound, use the Playback and Format tabs. These options are the same as the ones for the video which were described earlier in this manual.

35 Microsoft Office PowerPoint 2010 Level 2 35 Customize Slide Component Animations Allows you to customise animation settings Timings, Effect Options and Text Animation can be customised Topic 4B: Customize Slide Component Animations Background To set Custom Animations using the Animations Pane During the last course, we learned how to animate objects within our PowerPoint presentation. Here we will look at further customising those animations. Open the slide you animated text or graphics in. Select the object you animated. Select the Animations tab and then choose the Advanced Animation group. Click the Animation Pane button You will now see the Animation Pane docked at the right hand side of the window like the illustration above. Each animation has its own number. Click the drop down on the animation you wish to customise and select from the list. Start On Click is usually the default and it means that the animation will start when you click the mouse. Start With Previous will start the selected animation at the same time as the previous animation. Start After Previous will start the selected animation after the previous animation. Click the Effect Options button to see further customisations. What you see here will depend on what has been selected on the slide to animate i.e. text, graphics, chart etc. We have selected a text box.

36 36 Microsoft Office PowerPoint 2010 Level 2 On the Effect tab and under Settings you can click the drop down arrow and change the direction of the text. Under Enhancements then Sound you can click the drop down arrow and select a sound In the After animation section, click the drop down arrow and choose from the list In the Animate text option, click the drop down arrow and select from All at once, By Word or By Letter. You will have different options if the selection had been a graphic. Select the Timing tab and you will see options like the ones below. The Start options can be changed by clicking the drop down arrow to With Previous or After Previous. In the Delay box, enter the number of seconds you want to delay the animation In the Duration section, click the drop down arrow and decide how fast or slow you want the animation to play. In the Repeat section, click the drop down arrow and select either a number or Until Next Click or Until End of Slide. The Triggers section you will see options like Animate as part of click sequence. Ticking this box will allow you to animate this object with others. In the Start effect on click of, you click the drop down arrow and select what the trigger will be. i.e. another piece of text appearing or object. For the Start effect on play of we added a bookmark to a video file and selected that from the drop down list.

37 Microsoft Office PowerPoint 2010 Level 2 37 Selecting the Text Animation tab will give you options like these. Group text has a drop down arrow where you can only select As One Object in this case. If we had select an inserted text box to animate the options you would see here would look like this. Once you have chosen one of the options from the list the rest of the options in this tab will be available. These include, animate Automatically After and then a number of seconds, If the object is say a circle with text on it, the Animate attached shape option will be available. Select In reverse order to have the text animate in reverse order.

38 38 Microsoft Office PowerPoint 2010 Level 2 Lesson 5: Customising a Slide Show Learning Module Objectives When you have completed this learning module you will have seen how to: Set Up a Custom Slide Show Annotate a Presentation Create a Presenter-Independent Slide Show Set Up a Slide Show to Repeat Automatically

39 Microsoft Office PowerPoint 2010 Level 2 39 Set up a Custom Show When presenting you might not want to show all the slide in every presentation You can set up a Custom Show in PowerPoint to include just some of the slides in your presentation Topic 5A: Set up a Custom Show Background In PowerPoint you can set up a number of Custom Shows. This is very useful if you want to change the order or presentation of your show from time to time. Set up a Custom show From the Slide Show tab select Custom Slide Show button Click Custom Shows then the New Button You will see the Define Custom Show dialog box View a custom Show Select the slide in the order you want to present them then click the Add button Click OK From the Slide Show tab select Custom Slide Show button Click the name of the show you wish to see

40 40 Microsoft Office PowerPoint 2010 Level 2 Slide Show Annotations It s possible to add freehand annotations to draw attention to a particular part of the slide Begin the slide show Click the Right mouse button Select Pen from the Shortcut menu Hold down the mouse button to write or draw on the screen To erase annotations during a slide show, press the E key When you move to the next slide the annotations will disappear Press the Esc key to turn the feature off Topic 5B: Slide Show Annotations To add annotations during a slide show When you are running a slide show it is possible to add freehand annotations to draw attention to a particular part of the slide. Begin the slide show. Click the pen button at the bottom left of the screen to display the menu. Select either Pen, or Highlighter. Use the Laser Begin the slide show. Hold down the left mouse button to write or draw on the screen. To erase annotations during a slide show press the E key. When you move to the next slide the annotations will disappear. When finished, press the Esc key to turn the feature off. Alternatively click on the highlighter which appears when you hover your mouse over the bottom left corner of the slide. Hold down the left mouse button and the Ctrl key together You will see a small red laser appear on the screen Keeping the mouse pressed down and holding the Ctrl key down, move the mouse across the screen to move the laser

41 Microsoft Office PowerPoint 2010 Level 2 41 Set up a Slide Show to Repeat Automatically Topic 5C: Set up a Slide Show to Repeat Automatically Background If you are running your presentation in a booth at a trade show you can set up your presentation to run automatically in a loop. From the Slide Show tab and the Set up group of buttons Select Set up slide show You will see the dialog box above From the Show Option section click Loop continuously until Esc. From the Show slides section select All to show all slides or in the From box, enter the slide numbers you want to use. Alternatively, if you have a custom show, tick the Custom Show box and select the name of the custom show you want to use. From the Advanced Slides section, select whether you want to manually advance the slides or if you have set timings already, you could check Using timings, if present option. Select which slide show you want to use and any other options required. Click OK

42 42 Microsoft Office PowerPoint 2010 Level 2 Lesson 6: Collaborating on a Presentation Learning Module Objectives When you have completed this learning module you will have seen how to: Review a Presentation Publish Slides to a Slide Library

43 Microsoft Office PowerPoint 2010 Level 2 43 Review a Presentation Topic 6A: Review a Presentation Background The Send for Review command is not available in Microsoft Office PowerPoint In earlier versions of PowerPoint, by using the Send for Review command with Microsoft Office Outlook or another program, you could request feedback about a draft of your presentation from reviewers, such as your colleagues and partners. To send your Office PowerPoint 2010 presentation to reviewers, attach your presentation to an message. Reviewers can comment on your presentation by using the Comments features (located on the Review tab, in the Comments group) in Office PowerPoint 2010, and then attach the marked-up presentation to an message to you. By using the Comments features in Office PowerPoint 2010, you or your reviewers can do the following: Show or hide revisions Add new comments Edit existing comments Delete comments Go to a previous comment Go to the next comment Add a Comment Select the slide you wish to add the comments to From the Review tab and the Comments group of buttons click the Comments button A comment box will appear. Enter the desired comments. The comments will be marked by a small box with a number in it.

44 44 Microsoft Office PowerPoint 2010 Level 2 Delete a comment Select the slide you wish to add the comments to From the Review tab and the Comments group of buttons click the Delete Comment button drop down arrow Click Delete Delete Markups Select the slide you wish to add the comments to From the Review tab and the Comments group of buttons click the Delete button drop down arrow Select Delete All Markup on the Current Slide to delete all comments on the slide Select Delete All Markup in this Presentation to delete all comments in the whole presentation Edit a comment Select the slide you wish to add the comments to Go to Previous or Next Comment Show or hide Revisions From the Review tab and the Comments group of buttons click the Edit Comment button Make the changes and click away from the comment Select the slide you wish to add the comments to From the Review tab and the Comments group of buttons click the Previous button or Next button PowerPoint will select the next comments for you Select the slide you wish to add the comments to From the Review tab and the Comments group of buttons click the Show Markup button

45 Microsoft Office PowerPoint 2010 Level 2 45 Publish Slides to a Slide Library In this version of PowerPoint you can publish some or all of your slides to other places like a Slide Library or to SharePoint Topic 6B: Publish Slides to a Slide Library Background There may come a time when you want to publish some or all of your slides to either a slide library or to SharePoint. The benefit of this is that other people can use your slides if they are in a shared location, they can track and review changes to slides, locate the latest version of a slide, or receive an notification when slides change (SharePoint). Save the presentation first From the File tab select Save a& Send then Publish Slides button At the right hand side of the screen you will see this. Click the Publish Slides button and you will see the Publish Slides dialog box (See illustration above) Select the slides you want to publish by clicking a tick in the box next to the required slide. If you want all the slides to be included, click the Select All button. If you have chosen only some of the slides, click a tick in the Show only selected slides section. In the Publish to box, enter the place or url of the SharePoint site you want to publish to. You might need to click the Browse button if you want to save the slides to a library on a network drive. Click Publish button.

46 46 Microsoft Office PowerPoint 2010 Level 2 Lesson 7: Securing and Distributing a Presentation Learning Module Objectives When you have completed this learning module you will have seen how to: Broadcast a Presentation Convert a Presentation into a Video Package a Presentation Publish a Presentation to Other File Formats Secure a Presentation

47 Microsoft Office PowerPoint 2010 Level 2 47 Broadcast a Presentation If other remote viewers want to watch you presentation you can Broadcast your slide show. You do this using your Windows Live ID sign in Topic 7A: Broadcast a Presentation Background If you want remove viewers to watch your presentation in a Web Browser, then you would Broadcast your Slide Show. There is no particular set up required and PowerPoint will create a link to share with other people. Anyone using the link can watch the slide show during the broadcast. From the File tab, select Save & Send then click the Broadcast Slide Show button Then click the Broadcast Slide Show button on the right hand side of the window The Broadcast Slide Show dialog box will be displayed like the one you see here. Click Start Broadcast and you will then be asked for your Windows Live ID sign in. Enter the address and password and click OK. You will be provided a public link by PowerPoint that you can send to up to 50 remote viewers. Anyone who receives a link to the broadcast may watch it. It s worth bearing in mind that if a viewer forwards the link to someone else, that person can also use the link to view your broadcast. If you re within an organization that has set up its own broadcast service, you will be able to start a broadcast without a Windows Live ID

48 48 Microsoft Office PowerPoint 2010 Level 2 Viewing a broadcast Open the link you receive from the presenter. All you need is the latest version of Internet Explorer, Firefox, or Safari for Mac.

49 Microsoft Office PowerPoint 2010 Level 2 49 Convert a Presentation to a Video You might want to convert you presentation to a video so that you can play it without PowerPoint It will keep all the timings, narrations and even laser pointer gestures Topic 7B: Convert a Presentation to a Video Background Using PowerPoint 2010 you can now create a full-fidelity video from your presentation which can be distributed using a disk, web or . All the recorded timings, narrations and laser pointer gestures will be included along with all the animations, transitions and media. The time it takes will depend on the complexity of the presentation itself. From the File tab select Save & Send then click the Create a Video button Under the Computer & HD Displays drop down arrow, select one of the options available From the Don t Use Recorded Timings and Narrations section, click the drop down arrow and select the options required from the list. Click the Create Video button and select where you want to store the video. Double click the video to view.

50 50 Microsoft Office PowerPoint 2010 Level 2 You can compress and Package your presentation to CD or DVD Or you can Package your presentation to a Folder Package a Presentation Topic 7C: Package a Presentation Background If you are on the move and want to take your PowerPoint Presentations with you to play on other computers, you can use the Package for CD option. This option will compress your PowerPoint onto either a CD/DVD or to a folder where you can then save it to a Flash Drive. You can even play the presentation on a computer which has never heard of PowerPoint! All the executable files you will need will be compressed along with the presentation. All you need to do is play the presentation on a computer with Windows XP or later. Package for CD From the File tab select Save & Send then Package Presenttion for CD and you will see a window similar to the one above In the Name the CD section, either keep the suggested name or enter a new one If you want to copy more than one presentation, click the Add button and select the other files If you have linked files click the Options button to control how they are linked If you want to copy to a CD click the Copy to CD button If you have not inserted a CD or DVD into the CD Drive you will be prompted to do so You will then see a dialog box informing you that the copying process is taking place Once the process has been successful, you will see a dialog box like the one below If you have more files to copy click Yes if not click NO

51 Microsoft Office PowerPoint 2010 Level 2 51 Package to a Folder As above but click the button Copy to Folder You will see the Copy to folder dialog box with the a default folder name If you want to call the folder something else, just edit the text The location of the folder will be displayed also, and if you want to change this click the Browse button and decide where you want to store it Click OK You will then see a dialog box informing you that the copying process is taking place Once the process has been successful, you will see a dialog box like the one below The folder can now be saved to a Flash Drive or other device.

52 52 Microsoft Office PowerPoint 2010 Level 2 Publish a Presentation to Other File Formats There are various other file formats you can save your presentation to Image file types, PDF or XPS, or a PowerPoint Show Topic 7D: Publish a Presentation to Other File Formats Background There are various other file formats you can publish your presentation to like Image file types, PDF or XPS documents or even a PowerPoint Show. When you save as a PowerPoint Show it will run in presentation mode and you won t see all your notes attached to your slides. This makes for a very professionally presented presentation. Publish a Presentation as an Image File Open the presentation that you want to publish. Select the File tab, and then click Save & Send then click the Change File Type button. From the Image File Types select the types required by double clicking. Select where you want to store the file. You will then see a dialog box like the one below asking if you want to include just the current slide or every slide in the presentation Select the one required and you will then be informed where it has been saved to. Each slide will be saved as an image file. Click OK Open the presentation that you want to publish. Select the File tab, and then click Save & Send Click Create PDF/XPS Document button Click the Create PDF/XPS button on the right hand side of the screen. From the Save as Type drop down list, select from PDF or XPS and click Publish