POWERPOINT 2007 Add the Pizzazz to Your Presentation Microsoft Office 2007
TABLE OF CONTENTS ADDING GRAPHICS TO YOUR PRESENTATION... 1 DRAWINGS... 1 CLIP ART... 2 PICTURES... 3 SMARTART... 4 WORDART... 5 EQUATIONS... 6 WORKING WITH GRAPHICS... 6 POSITIONING GRAPHICS ON THE SLIDE... 6 Using Connectors... 7 Stacking Objects... 7 Aligning Objects... 7 Grouping Objects... 8 GRAYSCALE VIEW FOR PRINTING... 8 USING A GRAPHIC AS A BACKGROUND... 8 GIVE YOUR PRESENTATION SOME MOTION... 9 TYPES OF ANIMATION... 9 Slide Transitions... 9 Animate... 10 Custom Animation... 10 ANIMATING OBJECTS... 11 Text... 11 Charts... 11 SmartArt Diagrams... 12 CREATING MOTION WITH LINKS... 12 Hyperlinks... 12 Actions... 13 Action Buttons... 13 MULTIMEDIA... 14 READY SET PRESENT!... 15 RECORDING NARRATION... 15 REHEARSE TIMINGS... 15 CUSTOM SHOW... 16 SET UP THE SHOW LIVE OR RECORDED... 16 PACKAGING THE SHOW... 17 PPTX vs. PPSX... 17 Save to CD... 17
Adding Graphics to Your Presentation Drawings Drawn objects begin as shapes. Choose a shape from the Shapes dropdown on the INSERT tab or the Drawing section of the HOME tab. To create a perfect square or circle, hold the SHIFT key while drawing the shape. When resizing a graphic, use the corner handle to maintain the dimensions of the drawing. To resize and change the dimensions, use one of the side handles. Some of the AutoShapes can be adjusted. Use the yellow handle to customize the shape. Page 1
Shape Styles offer a combination of gradients, shadows, borders and effects using colors from the selected theme. Shape Effects offer even more choices to make your drawing stand out, such as reflections, bevels, rotation and more. Clip Art Insert clip art from the INSERT tab. A task pane will open that will allow you to search for clip art based on keywords. Selecting a clip art will place it on the current slide. Page 2
Pictures Pictures can present your point more effectively than words. Styles and effects can be used to make your pictures truly stand out in your presentation. Picture Styles is a gallery of quick styles to apply to a picture. These styles combine picture shapes, borders and effects. Applying a picture shape creates a frame for the picture. Page 3
Use a combination of effects, such as shadows, reflections and bevels, to truly enhance a picture. SmartArt SmartArt helps you create fabulous diagrams and graphics. A number of designed layouts are available to insert in your document. You can add shapes within the SmartArt graphic from the SMARTART DESIGN tab. To delete a shape, select it and hit DELETE. Page 4
You can also add shapes by typing and/or remove shapes by deleting the text in the Text Pane. Rearrange shapes using Cut and Paste in the Text Pane. You can quickly change your graphic to a different layout. You can make your graphic really stand out by using SmartArt Styles. Some SmartArt layouts include picture placeholders. WordArt WordArt is text that appears as a graphic. Once you select one of the predefined formats, you can customize the appearance by applying colors, outlines and effects from the DRAWING FORMAT tab. You can also choose a shape for the text under Transform. Not only can you insert WordArt text, you can also apply WordArt styles to existing text in the document or other drawing objects. Page 5
Equations Microsoft Office comes with a program called Equation Editor, which can be used to create complex equations in Office applications. To insert an equation in POWERPOINT, choose Object from the INSERT tab, then select Microsoft Equation 3.0. Once in equation mode, you will get a toolbar that contains various mathematical elements to build your equation. Working with Graphics Positioning Graphics on the Slide Tools to position graphics can be found on the DRAWING TOOLS FORMAT tab. To select multiple items for grouping, etc. use the SHIFT key as you click on each object or use the mouse to draw a box around the objects. Page 6
Using Connectors Use connector lines instead of regular lines to connect different shapes. Using connectors allows you to move a shape without having to redo the line. Stacking Objects Bring to Front and Send to Back are tools to adjust the order of stacked items, creating overlapped drawings. Aligning Objects The alignment tools can be used to position an object in an exact position on a slide, such as centered. Alignment tools can also be used to align objects in relation to each other. Page 7
Grouping Objects When you layer and align shapes and objects, you will want to group them into one item. Otherwise, every time you move the objects, you will have to fix the drawing, unless you remember to select all of the objects to be moved. To adjust individual elements, use Ungroup once the adjustments have been made, use Regroup to recreate the grouping without having to select the items again. Grayscale View for Printing If you plan to print handouts of your presentation, be sure to preview the slides in grayscale. Some objects may not print, and others may be too dark. Grayscale can be found on the VIEW tab. Once selected, you can change the settings of each object form the GRAYSCALE tab. To hide an object on printouts, choose Don t Show or White. To make sure an object prints (such as a white object placed on a color background), select Black. Using a Graphic as a Background You can use a picture as the background to your slide. One way is to insert the picture then resize it to fill the slide. Hold the SHIFT key down as you resize the picture to maintain its proportions. The background picture will show on printed handouts using this method, unless you adjust the grayscale settings. Page 8
The other way is to format the background as a picture. Select Background Styles from the DESIGN tab, then Format Background... Give Your Presentation Some Motion POWERPOINT was designed to create dynamic presentations a far cry from the old slide or transparency projectors. When adding the zing to your presentation, be sure the audience won t be so dazzled by the special effects that they miss your message. Make sure your animations and effects have purpose and keep them simple and consistent. Types of Animation Slide Transitions Transitions between the slides are not necessary, but if you want that extra motion when moving between slides, make sure your transitions are consistent throughout the presentation. Apply the transition to the slide master or click Apply To All. Page 9
Animate Animate on the ANIMATION tab offers simple entrance effects to the selected elements on your slide. The available animation options will vary according to the type of object selected. Below is a sample of the animation options for drawing objects. Custom Animation Animate allows you to bring items onto the slide using the Fade, Wipe or Fly In settings. Custom Animation allows you to do so much more. With Custom Animation, you have access to several different entrance effects. You can also designate a number of exit and emphasis animations and move items across the slide according to a set path. Page 10
Animating Objects Text Animate will allow you to bring the text in all at once, or by the 1st level paragraphs. Custom Animation will allow you to set the text to enter or exit by different level paragraphs, or even one line (or word) at a time. Charts Charts can be animated by having each data series or category show up one at a time. While a chart is a powerful visual aid, animation helps the audience focus on each piece of data on the chart, which makes your message super powerful! Page 11
SmartArt Diagrams SmartArt diagrams are a simple and effective way to present a sequence of data, such as a flowchart. These diagrams become even more powerful when the sequence can build with animation. Creating Motion with Links Hyperlinks Select the text or graphic you wish to use as a hyperlink then choose Hyperlink from the INSERT tab. You can create a hyperlink to a file or webpage, email address, or a particular slide in your presentation. Page 12
Actions Actions can be used to perform the same actions as hyperlinks, but there are more options available, such as using sounds. Actions can also be set to operate by running the mouse over the object instead of selecting it. Select an object then click Action from the INSERT tab and an Action Settings dialog window will open. Action Buttons Action Buttons are shapes that are designed to be used with action settings. Once the shape is drawn the Action Settings window will automatically open. Page 13
Multimedia You can insert a movie clip or sound bite in a presentation from the INSERT tab. You will be asked if you would like the sound or movie to run automatically or when clicked. This choice will be added to the slide s animation. A separate tab opens with settings for the movie or sound item. If you will be showing your presentation on a different computer than it was created on, there may be issues with inserted movies. A foolproof workaround is creating a hyperlink to open the movie file as opposed to inserting the movie on the slide. Action buttons are a perfect way to guarantee the success of your movie. Choose Other file from the Hyperlink To dropdown and browse to your movie file. Page 14
Ready Set Present! The SLIDE SHOW tab contains the options for your presentation to run on its own. Recording Narration Using Record Narration from the SLIDE SHOW tab, you can record your the entire presentation so it can run automatically. The narrations will be saved as sound clips with each slide and you will be given the option to save the timings of the actions performed through the presentation. If the narration on an individual slide needs to be redone, you can narrate that slide alone. First delete the sound icon at the bottom corner of the slide. When you access Record Narration, choose to record from the current slide. Be sure to press ESC at the end of the slide to avoid interfering with the narration on the next slide. Rehearse Timings If the entire presentation was narrated with timings saved, you can skip this step. However, if narrations were recorded individually on each slide, or you simply want to run the show automatically, select Rehearse Timings from the SLIDE SHOW tab to prepare the presentation. Page 15
Custom Show You can tailor your presentation for different audiences. Use Custom Show to create versions of the show containing only the slides you want for your viewers and arrange them in any order. Set Up the Show Live or Recorded If you have narrations or set timings, you need to run Set Up Slide Show from the SLIDE SHOW tab. The options in the window determine if the presentation will run manually or automatically. When presenting live, you need to check Show without narration and Show without animation and be sure the slides will advance manually. To finalize your show for distribution, you want to include the narration and animation and have the slides advance using the set timings. Page 16
Packaging the Show PPTX vs. PPSX A POWERPOINT file has an extension of.pptx. Opening a PPTX file first opens the POWERPOINT application so you can edit the presentation or run the show. You can save your presentation as a POWERPOINT show so it will run automatically when opened. A POWERPOINT show has a file extension of PPSX. The save options can be found in the OFFICE BUTTON. Save to CD Unless you will be presenting from your own computer, if you used custom fonts and multimedia or hyperlinked to files, you will want to burn the presentation with embedded fonts and all of the associated files to a CD. Once your presentation is complete, open the OFFICE BUTTON and choose Package for CD under Publish. Select any files you would like included and choose your options, such as embedding fonts or including the PowerPoint Viewer. Next choose Copy to Folder. This folder will contain all the files needed for your presentation. Use your CD burning software to save the contents of this folder. Page 17