Exercise 5 Animated Excel Charts in PowerPoint

Exercise 5 Animated Excel Charts in PowerPoint This is a fun exercise to show you how even graphs can become even more interesting if you use multimedia. You will write some slides on your own to summarize what conclusions you can draw from your charts and select a music background on your own. Starting PowerPoint 1. Click Start on the Menu bar, point to Programs, and select Microsoft PowerPoint. 2. The PowerPoint dialog box opens. 3. Select Design Template. 4. Click OK. 5. The New Presentation dialog box opens. 6. Click the Design Templates tab. 7. Select the Whirlpool presentation design template. 8. Click OK. 9. Select the Title Slide AutoLayout. 10. Click OK. 11. You should be in Normal View. 12. Click on the Normal View button. 13. Notice that the Status bar displays information about the current slide the slide number and current design template. 14. Click OK. Saving Your Presentation Presentation1 has not been saved with a name. 15. Press Ctrl+S. 16. The Save dialog box appears. 17. To the right of the Save in text box, click the drop-down arrow and select your period folder. 18. In the File name text box, a suggested file name should be highlighted. 19. Replace this filename by typing Animating Excel Charts, press Spacebar, type your initials, press Spacebar, and type your partner s initials. 20. Click Save or press Enter. Setting-up the Title Slide 21. Click in the title placeholder of Slide 1. PowerPoint Exercise 5 Page 1

22. Type Animating Excel Charts. 23. Triple-click the title text to select it. 24. Using the Formatting toolbar, change the Font Size to 54 points the title should be on one line. 25. Click in the subtitle placeholder of Slide 1. 26. Type Presented by:. 27. Press Enter. 28. Type your names and do not press Enter. 29. Select the words Presented by. 30. Press Ctrl+I to italicize the text. 31. Using the Formatting toolbar, change the Font Size to 32 points. Figure 1 Setting-up Slide 2 So far, you have created a new slide by using the Insert Menu and the Ctrl+M shortcut. A third way to insert a new slide into a presentation is by clicking on the Common Tasks button on the Formatting toolbar. 32. Click the Common Tasks button on the Formatting toolbar and select New Slide. 33. The New Slide dialog box opens. 34. Select the Title Only AutoLayout 35. Click OK.. 36. Click in the title placeholder. 37. Type Class Birthdays. 38. Click Insert on the Menu bar and select Chart. 39. A dummy chart and spreadsheet will appear on the screen. 40. Click Edit on the Menu bar and select Import File. 41. The Import Options dialog box will open 42. Look in your period folder. PowerPoint Exercise 5 Page 2

43. Double-click your My First Excel Workbook file. 44. The Import Data Options dialog box will open. 45. All of the worksheets in your workbook will be showing. 46. Select Class Birthdays Chart. 47. Click OK. 48. Your class birthday chart will now appear on the Slide 2. The spreadsheet will also appear. 49. Click in the spreadsheet to activate it. 50. Click the spreadsheet s close button to close the spreadsheet. Problem: Right now your Excel chart is selected and you are in Excel. As you can see, your chart is too small and has no contrast with the slide background. Therefore, you should format the chart. Formatting the Chart 51. Click Chart on the Menu bar and select Chart Type. 52. The Chart Type dialog box will open. 53. Select the Clustered-Column chart type. 54. Your chart is now 2-dimensional. 55. Click OK. 56. Click the Chart Title to select it. 57. Press the Delete key to get rid of the chart title. 58. Double-click the Plot Area. 59. The Plot Area dialog box will open. 60. Under Area, select None to make the chart transparent. 61. Click OK. 62. Double-click one of the columns. 63. The Format Data Series dialog box opens. 64. Click the Patterns tab. 65. Under Area, select the Red color to contrast with the blue background. 66. Click OK. 67. Double-click the Y-Axis title (Number of Students). 68. The Format Axis Title dialog box will open. 69. Click the Font tab. Figure 2 PowerPoint Exercise 5 Page 3

70. Change the Font Color to yellow. 71. Click OK. 72. Double-click a number on the Y-axis scale. 73. The Format Axis dialog box will open. 74. Click the Font tab. 75. Change the Font Color to yellow. 76. Click OK. 77. Double-click the X-Axis title (Months). 78. The Format Axis Title dialog box will open. 79. Click the Font tab. 80. Change the Font Color to yellow. 81. Click OK. 82. Double-click any month on the X-axis. 83. The Format Axis dialog box will open. 84. Click the Font tab. 85. Change the Font Color to yellow. 86. Click OK. Figure 3 Resizing the Chart 87. Click a blank area of the slide away from the chart. 88. The toolbars and menu bar return to PowerPoint. 89. Hold the Shift key down and drag one of the corner resizing handles. 90. Drag to make the chart as large as you can without covering up the title. 91. Drag the chart into the middle of the slide. 92. Look at Figure 2. Setting-up Slide 3 93. Click the Common Tasks button on the Formatting toolbar and select New Slide. 94. The New Slide dialog box opens. 95. Select the Text and Clip Art AutoLayout. 96. Click OK. 97. Click in the title placeholder of Slide 3. 98. Type Conclusions. PowerPoint Exercise 5 Page 4

99. Click Insert on the Menu bar, point to Picture, and select Clip Art. 100. The Insert Clip Art dialog box opens. 101. Click the Motion tab. 102. In the Search for clips text box, type birthday. 103. Press Enter to start the search. 104. The Clip Gallery will find any pictures with that keyword. 105. Select an animated birthday cake. 106. Click the thumbnail picture of the birthday cake of your choice and select the top button to insert it into Slide 3. 107. Drag the birthday cake into the clip art placeholder. 108. The birthday cake will automatically resize to fit the placeholder. Note: This is an animated GIF file. GIF files are raster files, so your picture will look somewhat jagged. 109. Click in the bulleted list placeholder. 110. Type 3 or 4 conclusions that you can draw out of your chart. What did you learn about the class? Remember to keep your statements short no more than 5 or 6 words per bullet. You may use second level bullets to add supporting details to your conclusions. Setting-up Slide 4 111. Click the Common Tasks button on the Formatting toolbar and select New Slide. 112. The New Slide dialog box opens. 113. Select the Title Only AutoLayout. 114. Click OK. 115. Click in the title placeholder. 116. Type The Percent of Different Colors in a Bag of M&Ms. 117. Click Insert on the Menu bar and select Chart. 118. A dummy chart and spreadsheet will appear on the screen. 119. Click Edit on the Menu bar and select Import File. 120. The Import Options dialog box will open 121. Look in your period folder. 122. Double-click your My First Excel Workbook file. 123. The Import Data Options dialog box will open. PowerPoint Exercise 5 Page 5

124. All of the worksheets in your workbook will be showing. 125. Select the M&Ms Chart. 126. Click OK. 127. Your M&Ms chart will now appear on the Slide 4. The spreadsheet will also appear. 128. Click in the spreadsheet to activate it. 129. Click the spreadsheet s close button to close the spreadsheet. As you can see, your chart is too small. Therefore, you must format the chart. Formatting the Chart 130. Double-click on the M&Ms Chart to make it active. 131. The PowerPoint toolbars and menu bar will change to Excel toolbars and Menu bar. 132. Click the Chart Title to select it. 133. Press the Delete key to get rid of the chart title. 134. Double-click any data label. 135. The Format Data Label dialog box will open. 136. Click the Font tab. 137. Change the Font Color to yellow. 138. Click OK. Figure 4 Resizing the Chart 139. Click a blank area of the slide away from the chart. 140. The toolbars and menu bar return to PowerPoint. 141. Hold the Shift key down. 142. Place the mouse pointer over a corner resizing handle. The mouse pointer changes into a doubleheaded arrow. 143. Drag diagonally to make the chart larger. 144. Resize the slide as large as you can without covering up the title. 145. Move the chart into the center of the slide. 146. Look at Figure 4. Setting-up Slide 5 147. Click the Common Tasks button on the Formatting toolbar and select New Slide. 148. The New Slide dialog box opens. PowerPoint Exercise 5 Page 6

149. Select the Clip Art and Text AutoLayout. 150. Click OK. 151. Click in the title placeholder of Slide 3 and type Conclusions. 152. Double-click the clip art placeholder. 153. The Insert Clip Art dialog box opens. 154. In the Search for clips text box, type candy. 155. Press Enter to start the search. 156. Click the thumbnail picture of the photo of M&Ms and select the top button to insert it into Slide 5. 157. Click in the bulleted list placeholder. 158. Type 3 or 4 conclusions that you can draw out of your chart. What did you learn about the percent of each color in a bag of M&Ms Remember to keep your statements short no more than 5 or 6 words per bullet. You may use second level bullets to add supporting details to your conclusions. Figure 5 Setting-up Slide 6 159. Click the Common Tasks button on the Formatting toolbar and select New Slide. 160. The New Slide dialog box opens. 161. Select the Title Slide AutoLayout. 162. Click OK. 163. Click in the title placeholder of Slide 6. PowerPoint Exercise 5 Page 7

164. Type Thank You For Viewing. 165. Click in the subtitle placeholder. 166. Type This presentation will repeat automatically in a few seconds.. 167. Triple-click the title text. 168. The title is selected. 169. Using the Formatting toolbar, change the Font Size to 54 points. 170. Press Ctrl+S to save the document. Figure 6 Adding Music to Your Presentation In this presentation, you will have a background music that will play while the presentation runs. First, you must find a wav, or mp3, or midi file on the Web or bring in an audio CD. The music must last long enough for six slides or you will have to loop it. Since this is a fun presentation, find some lively music. 171. Find a piece of background music. It can be a wav or midi file, or an audio CD. 172. Save the wav or midi file to your period folder. 173. In Normal View, scroll to Slide 1. 174. Click Insert from the Menu bar, point to Movies and Sounds, and select either Sound from File or Play CD Audio Track. 175. When you are finished finding and inserting your sound file, this message will appear over the slide. 176. Since you want the music to start automatically when you start the presentation, click OK. 177. In Slide 1, you will see the sound object icon with its handles on the slide. or 178. To hear a sound object, double-click the icon. 179. To stop the music press the Esc key. 180. Drag the speaker icon off the slide into the gray area. Animating Slide 1 181. Click the Slide 1 icon in the Outline pane of the PowerPoint window. 182. PowerPoint moves to Slide 1. PowerPoint Exercise 5 Page 8

183. Right-click the sound object icon and select Custom Animation. 184. The Custom Animation dialog box opens. 185. Under Check to animate slide objects, check all of the objects. 186. You should be on the Multimedia Settings tab. 187. The sound file is called Media 3. 188. Check the box next to Play using Animation order. 189. Next to While playing:, select Continue slide show. 190. Next to Stop playing:, select After 6 slides. 191. Click the Order & Timing tab. 192. Under Animation order, select Media 3 (the sound file). 193. Click the Move Up arrow to make the sound file first. 194. Make the Title animate second, and the Text animate last. 195. Under Animation order, select Media 3 (the sound file) again. 196. Under Start animation, select Automatically and 0 seconds after the previous event. 197. Under Animation order, select Title 1. 198. Under Start animation, select Automatically and 5 seconds after previous event. 199. Click the Effects tab. 200. Under Entry animation and sound there are three text boxes. 201. Click the drop-down arrow next to the top left text box and select Fly. 202. Click the drop-down arrow next to the top right text box and select From Left. PowerPoint Exercise 5 Page 9

203. Click the drop-down arrow next to the lower text box and select No sound. 204. Under Introduce text, select All at once from the drop-down list. 205. Click the Order & Timing tab. 206. Under Animation order, select Text 2. 207. Under Start animation, select Automatically and 5 seconds after previous event. 208. Click the Effects tab. 209. Under Entry animation and sound there are three text boxes. 210. Click the drop-down arrow next to the top left text box and select Fly. 211. Click the drop-down arrow next to the top right text box and select From Left. 212. Click the drop-down arrow next to the lower text box and select No sound. 213. Under Introduce text, select All at once from the drop-down list. 214. Click the Preview button to see your animation. 215. If the picture looks correct click OK. Animating Slide 2 Making a Chart Dance 216. Click the Slide 2 icon in the Outline pane of the PowerPoint window. 217. PowerPoint moves to Slide 2. 218. Right-click the title and select Custom Animation. 219. The Custom Animation dialog box opens. 220. Under Check to animate slide objects, check all of the objects. 221. Click the Order & Timing tab. 222. Under Animation order, make Title 1 first and Chart 2 last. 223. Under Animation order, select Title 1. 224. Under Start animation, select Automatically and 5 seconds after previous event. 225. Click the Effects tab. 226. Under Entry animation and sound there are three text boxes. 227. Click the drop-down arrow next to the top left text box and select Fly. PowerPoint Exercise 5 Page 10

228. Click the drop-down arrow next to the top right text box and select From Left. 229. Click the drop-down arrow next to the lower text box and select No sound. 230. Under Introduce text, select All at once from the drop-down list. 231. Click the Order & Timing tab. 232. Under Animation order, select Chart 2. 233. Under Start animation, select Automatically and 1 second after previous event. 234. Click the Chart Effects tab. 235. Under Introduce chart elements click the drop-down arrow and select by Elements in a Series. 236. This will make the columns rise one at a time to their value. 237. Under Entry animation and sound there are three text boxes. 238. Click the drop-down arrow next to the top left text box and select Wipe. 239. Click the drop-down arrow next to the top right text box and select Up. 240. Click the drop-down arrow next to the lower text box and select No sound. 241. Check the box next to Animate grid and legend. 242. Click the Preview button to see your animation. 243. If the picture looks correct click OK. Animating Slide 3 244. Click the Slide 3 icon in the Outline pane of the PowerPoint window. 245. PowerPoint moves to Slide 3. 246. Right-click the title and select Custom Animation. 247. The Custom Animation dialog box opens. 248. Under Check to animate slide objects, check all of the objects. 249. Click the Order & Timing tab. 250. Under Animation order, use the Move buttons to make the Title animate first, the Object animate second, and the Text animate last. PowerPoint Exercise 5 Page 11

251. Under Animation order, select Title 1 (the title placeholder). 252. Under Start animation, select Automatically and 5 seconds after the previous event. 253. Click the Effects tab. 254. Under Entry animation and sound there are three text boxes. 255. Click the drop-down arrow next to the top left text box and select Fly. 256. Click the drop-down arrow next to the top right text box and select From Left. 257. Click the drop-down arrow next to the lower text box and select the No sound. 258. Under Introduce text, select All at once from the drop-down list. 259. Click the Order & Timing tab. 260. Under Animation order, select Object 3 (the clip art placeholder). 261. Under Start animation, select Automatically and 5 seconds after the previous event. 262. Click the Effects tab. 263. Under Entry animation and sound there are three text boxes. 264. Click the drop-down arrow next to the top left text box and select Fly. 265. Click the drop-down arrow next to the top right text box and select From Right. 266. Click the drop-down arrow next to the lower text box and select the No sound. 267. Click the Order & Timing tab. 268. Under Animation order, select Text 2 (the bulleted list placeholder). 269. Under Start animation, select Automatically and 5 seconds after the previous event. 270. Click the Effects tab. 271. Under Entry animation and sound there are three text boxes. 272. Click the drop-down arrow next to the top left text box and select Fly. 273. Click the drop-down arrow next to the top right text box and select From Left. 274. Click the drop-down arrow next to the lower text box and select the No sound. PowerPoint Exercise 5 Page 12

275. Under Introduce text, select All at once from the drop-down list. 276. Check the box next to Grouped by. 277. Click the drop-down arrow and select 2 nd level paragraphs. 278. Click the Preview button to see your animations. 279. Click OK. Animating Slide 4 280. Click the Slide 4 icon in the Outline pane of the PowerPoint window. 281. PowerPoint moves to Slide 4. 282. Right-click the title and select Custom m Animation. 283. The Custom Animation dialog box opens. 284. Under Check to animate slide objects, check all of the objects. 285. Click the Order & Timing tab. 286. Under Animation order, make Title 1 first and Chart 2 last. 287. Under Animation order, select Title 1. 288. Under Start animation, select Automatically and 5 seconds after previous event. 289. Click the Effects tab. 290. Under Entry animation and sound there are three text boxes. 291. Click the drop-down arrow next to the top left text box and select Fly. 292. Click the drop-down arrow next to the top right text box and select From Left. 293. Click the drop-down arrow next to the lower text box and select No sound. 294. Under Introduce text, select All at once from the drop-down list. 295. Click the Order & Timing tab. 296. Under Animation order, select Chart 2. 297. Under Start animation, select Automatically and 1 second after previous event. 298. Click the Chart Effects tab. PowerPoint Exercise 5 Page 13

299. Under Introduce chart elements click the drop-down arrow and select by By Category. 300. This will make the slices move one at a time to their value. 301. Under Entry animation and sound there are three text boxes. 302. Click the drop-down arrow next to the top left text box and select Split. 303. Click the drop-down arrow next to the top right text box and select Vertical In. 304. Click the drop-down arrow next to the lower text box and select No sound. 305. Check the box next to Animate grid and legend. 306. Click the Preview button to see your animation. If the picture looks correct click OK. Animating Slide 5 307. Click the Slide 5 icon in the Outline pane of the PowerPoint window. 308. PowerPoint moves to Slide 5. 309. Right-click the title and select Custom Animation. 310. The Custom Animation dialog box opens. 311. Under Check to animate slide objects, check all of the objects. 312. Click the Order & Timing tab. 313. Under Animation order, use the Move buttons to make the Title animate first, the Object animate second, and the Text animate last. 314. Under Animation order, select Title 1 (the title placeholder). 315. Under Start animation, select Automatically and 5 seconds after the previous event. 316. Click the Effects tab. 317. Under Entry animation and sound there are three text boxes. 318. Click the drop-down arrow next to the top left text box and select Fly. 319. Click the drop-down arrow next to the top right text box and select From Left. 320. Click the drop-down arrow next to the lower text box and select the No sound. 321. Under Introduce text, select All at once from the drop-down list. 322. Click the Order & Timing tab. 323. Under Animation order, select Object 3 (the clip art placeholder). 324. Under Start animation, select Automatically and 5 seconds after the previous event. 325. Click the Effects tab. 326. Under Entry animation and sound there are three text boxes. PowerPoint Exercise 5 Page 14

327. Click the drop-down arrow next to the top left text box and select Fly. 328. Click the drop-down arrow next to the top right text box and select From Left. 329. Click the drop-down arrow next to the lower text box and select the No sound. 330. Click the Order & Timing tab. 331. Under Animation order, select Text 2 (the bulleted list placeholder). 332. Under Start animation, select Automatically and 5 seconds after the previous event. 333. Click the Effects tab. 334. Under Entry animation and sound there are three text boxes. 335. Click the drop-down arrow next to the top left text box and select Fly. 336. Click the drop-down arrow next to the top right text box and select From Right. 337. Click the drop-down arrow next to the lower text box and select the No sound. 338. Under Introduce text, select All at once from the drop-down list. 339. Check the box next to Grouped by. 340. Click the drop-down arrow and select 2 nd level paragraphs. 341. Click the Preview button to see your animation. 342. If the picture looks correct click OK. Animating Slide 6 343. Click the Slide 6 icon in the Outline pane of the PowerPoint window. 344. PowerPoint moves to Slide 6. 345. Right-click the title placeholder and select Custom Animation. 346. The Custom Animation dialog box opens. 347. Under Check to animate slide objects, check all of the objects. 348. Click the Order & Timing tab. PowerPoint Exercise 5 Page 15

349. Under Animation order, make Title 1 first and Text 2 last. 350. Under Animation order, select Title 1. 351. Under Start animation, select Automatically and 5 seconds after previous event. 352. Click the Effects tab. 353. Under Entry animation and sound there are three text boxes. 354. Click the drop-down arrow next to the top left text box and select Fly. 355. Click the drop-down arrow next to the top right text box and select From Left. 356. Click the drop-down arrow next to the lower text box and select No sound. 357. Under Introduce text, select All at once from the drop-down list. 358. Click the Order & Timing tab. 359. Under Animation order, select Text 2. 360. Under Start animation, select Automatically and 5 seconds after previous event. 361. Click the Effects tab. 362. Under Entry animation and sound there are three text boxes. 363. Click the drop-down arrow next to the top left text box and select Fly. 364. Click the drop-down arrow next to the top right text box and select From Left. 365. Click the drop-down arrow next to the lower text box and select No sound. 366. Under Introduce text, select All at once from the drop-down list. 367. Click the Preview button to see your animation. If the picture looks correct click OK. Adding Headers and Footers to Your Slides and Handout You can add headers and footers to add information on each slide and on your printed material. 368. Click View on the Menu bar and select Header/Footer. 369. The Header/Footer dialog box opens. 370. Click the Notes and Handouts tab. 371. Check the box next to Date and time. 372. Select Update automatically. 373. Check the box next to Header. 374. In the Header text box, type your name and your partner s name. 375. Check the box next to Footer. 376. In the Footer text box type PowerPoint Exercise 5. PowerPoint Exercise 5 Page 16

377. Click Apply to All. 378. Check your slides to make sure that none of the footers are covered by text or graphics. Adding Slide Transition Effects 379. Click the Slide Sorter View button at the bottom of the screen. 380. Press Ctrl+A to select all the slides. 381. Slides 1 through 6 are selected as indicated by the heavy border around each slide. 382. Right-click any slide and select Slide Transition. 383. The Slide Transition dialog box opens. 384. The Effect list displays available slide transition effects. 385. Click the drop-down arrow and select any transition. 386. Set the Effect speed to any speed. 387. The Slide Transition Effect preview demonstrates your transition effect. 388. To see the demonstration again, click the picture in the Slide Transition Effect preview. 389. Under Advance, select Automatically after 30 seconds for right now. 390. You will change this later to make the slide advance automatically to fit your music. 391. Do not apply a sound effect. 392. Click the Apply to All button. Setting the Times between Slide Transitions In a self-running presentation, each slide has to be set to appear for an amount of time so that the average person can read the information and view the animations. You have set each animation to start 5 seconds after the previous one. Each animation takes a certain amount of time to play. In addition, you need to add some time to let a person to read the slide s information comfortably without feeling rushed, and yet not be bored. Your music has to be long enough to last the entire presentation or you need to change some settings so that it will automatically restart when it ends. You have set the slide transition to 20 seconds. That means that each slide will only last 30 seconds before transitioning to the next slide. Therefore, to figure out how much time to allow a slide to appear on the screen takes some math and experimentation. 393. Click the Slide Sorter View button to display all your slides. 394. Right-click the slide you wish to change and select Slide Transition. 395. Under Advance, check the box next to Automatically after and type in the number of seconds. Click OK. 396. Change any other slides. Remember to experiment until the timings come out right, 397. You should now see the times under each slide in Slide Sorter View. PowerPoint Exercise 5 Page 17

Figure 7 As you can see, your teacher changed the length of time for each slide. Some slides require a lot of time to read. Spell Check Your Document 398. Click the Spell Check button on the Standard toolbar. 399. Check all your spelling carefully. Setting-up a Self Running Presentation 400. Click Slide Show on the Menu bar and select Set Up Show. 401. Click Browsed at a kiosk (full screen). 402. When you click this option, Loop continuously until "Esc" is automatically selected. 403. Click OK. Starting a Self-Running Animated Slide Show 404. Click the Normal View button. 405. Scroll to Slide 1. 406. Click the Slide Show button. 407. The presentation should now continue until you press the Esc key. Review Your Work 408. Did the music play? PowerPoint Exercise 5 Page 18

409. Did your presentation run and loop automatically? 410. Did each graph animate? 411. Did you have a slide transition between slides? Printing a Handout 412. Click File on the Menu bar and select Print. 413. The Print dialog box opens. 414. Make sure Ireland is the selected printer. 415. Under Print range, All should be selected. 416. Under Print what, click the drop-down arrow and select Handouts. 417. Next to Slides per page, click the drop-down arrow and select 6. 418. Under Number of copies, type 2. 419. Click OK. PowerPoint Exercise 5 Page 19