Course Description Advanced PowerPoint In the PowerPoint Introduction course, you learned how to create a new presentation, work with text objects, insert objects to enhance the presentation, add a background and design, basic transition and animation, present a slide show, protect the presentation and print the presentation. There are so many more things which can be done in PowerPoint. Objectives: Using Master Slides Using a Notes Master and a Handout Master Add a Picture to a master Inserting a Header and Footer Change Individual Slides once the master is set Add Sound Create Automatic Timings Create a Custom Slide Show Hide Slides Present the Slide Show Create a Design Template Package a Presentation and burn it to a CD Advanced PowerPoint 2007 Page 1
Master Slides Masters hold the format for text and background items appearing on every slide, handout or notes page. This is helpful if you want your name, a date, a logo, etc. to appear on every slide, handout or notes page in an exact location. To have consistency, you can also format all your text prior to creating each slide. There are three types of masters: Slide Master Handout Master Notes Master Used to apply text formatting, set graphic placement, and add a header & footer to all slides in the presentation. Used to choose the placement of slides and add a header & footer to the handout. Used to apply text formatting, set graphic placement, and add a header & footer to the notes which will be printed and used during the presentation. If you change a font on an individual slide, this change will not affect other slides in the presentation. To change a font for all the slides, the font must be changed on the Slide Master It is a good idea to create a master for the slides before creating the slides. Any changes made to the default settings of individual slides before a master is built will not be affected by the master. To view the Slide Master 1. Click the View tab. 2. Choose Slide Master from the Presentation Views group. 3. The slide master and slide layouts associated with the slide master will be displayed. 4. Once the slide master is finished, click on Close Master View to go back to the presentation. Page 2 Advanced PowerPoint 2007
The first piece of the master shown is the Primary Master. The primary master s headers and footers cannot be changed. A slide for each layout is shown under the primary master. Changes to the primary master will affect all other layouts. Custom layouts can be added under the primary master. Insert and Save a New Layout 1. Click Insert Layout from the Edit Master group of the Slide Master tab. 2. Choose the Insert Placeholder down arrow from the Master Layout group. 3. Select a placeholder type from the list. 4. Click and drag on the slide to place the object. 5. Once the layout is completed, choose Rename from the Edit Master group. 6. Type in a name for the layout. 7. Click Rename. The new layout will be available from the New Slide option on the Home tab for only the current presentation. If you want your presentation to have different styles, you will want to create more than one slide master. To change any item on a layout, select the text or select the place holder box and make the desired formatting changes. A place holder can be moved to another location on the layout. The font and font size of text may be adjusted. Color changes can be made to the background and text. Bullets may be modified to reflect the presentation. Advanced PowerPoint 2007 Page 3
Handout Master and Notes Master These masters work the same way as the slide master. The handout master controls how your handout will print and what is included on the handout. The notes master controls how the notes will print and what is included on the notes. Display the Handout Master or the Notes Master 1. Click the View tab. 2. Choose either Handout Master or Notes Master. 3. Add clipart, text, headers or footers, as well as the date, time, or page number. Handout Master Notes Master Picture When you have a picture that you would like displayed on each slide of your presentation or on each page of your handout or notes, you will want to add that graphic item to the corresponding master. Add a Picture 1. Click the Insert tab. 2. Choose Picture from the Illustrations group. 3. Locate and choose the object to be placed on the slide. 4. Click Insert. 5. Resize and move as necessary. Other graphics can also be added to the master by using the Insert tab. Header and Footer Within the slide master setup area, you can set up each layout to have a different set of information. Footer information is the only information available for the slide master. Both header and footer information can be applied to a handout master and notes master. Add a Footer or Header 1. Click the Insert tab. 2. Choose Header and Footer from the Text group. Enter the date and time or select to automatically update with the current date and time based on your PC. Click on Slide Number to insert numbers. Insert text for the footer as desired. Can omit from the title slide by clicking on check box Don t show on title slide. The Preview box shows the spot for each added item. 3. Click Apply to All or Apply when you are done with your setup. Page 4 Advanced PowerPoint 2007
Change Individual Slides: At any time in your presentation a slide can be unique and not have the master options applied. For example, one slide might use a different background color or shading pattern, or you may want to suppress a background graphic, such as a company logo. For another slide, you may want to use a different size or color for the title or text format. Individual Slide with Different Text Individual Slide with a Different Background 1. Select the text you want to change. 2. Click the Home tab. 3. Select options from the Font group to format the text. 1. Select the slide which will be changed. 2. Click the Design tab. 3. Choose Background Styles from the Background group. 4. Select Format Background. 5. Make the selections of choice from the Format Background dialog box. Select the Hide background graphics check box to omit the master s graphics from this slide. A gradient fill can also be applied to the slide. 6. Click Close to apply the settings to the individual slide. Sound If your PC has a sound card and speakers you may enhance your presentation with sound. This is especially effective when the presentation does not need a presenter or if the presentation is being used for a demonstration. Add Sound to a Slide Show 1. Select the first slide where the music will begin. 2. Click the Insert tab. 3. Select the Sound down arrow from the Media Clips group. 4. Choose Sound from Clip Organizer. 5. Search for and select a sound. 6. Choose and option (Automatically or When Clicked) from the message that pops up. 7. Choose other options from the Sound Tools contextual tab which appears. If you would like the sound to continue until another sound is played, check the Loop until next sound box. The sound s icon can be hidden in the presentation. Advanced PowerPoint 2007 Page 5
Automatic Timings Once your PowerPoint presentation is complete, figure out if you would like to automate it. You can add a time to each slide to make them advance automatically as you are giving the presentation. Times can be added manually or by rehearsing your presentation. Manually Add Timings Rehearse Timings Other Set Up Items 1. Select the slide to apply the animation to. 2. Click the Animations tab. 3. Click the Automatically after check box. 4. Set the minutes and seconds. 5. Select the next slide and check the box and set the minutes and seconds. 6. Continue until all of the slides are set with specified timings. 1. Click the Slide Show tab. 2. Select the Use Rehearsed Timings check box. 3. Choose Rehearse Timings. 4. Advance through each slide to apply an amount of time. 5. At the end, click Yes to the message that asks if you want to keep the new slide timings. After timings have been added, they will show under the individual slide in Slide Sorter View. 1. Click the Slide Show tab. 2. Select Set Up Show. You can run a PowerPoint Slide Presentation manually by using the mouse or keyboard to advance to the next slide. The Slide Presentation can be run automatically if the conditions for an automatic presentation exist. An example would be a speech without questions or pauses for comments. You may also run the show in a continuous loop for demonstration purposes. Page 6 Advanced PowerPoint 2007
Custom Slide Show If you will be giving your presentation to a couple different audiences and one audience only needs to see 90% of the slides, don t create two different presentations. Set up a custom slide show or hide the slides for the 2 nd audience. Setting up a Custom Slide Show Play the Custom Slide Show Hide a slide 1. Click the Slide Show tab. 2. Choose Custom Slide Show. 3. Select Custom Shows. 4. Click New. 5. Type in a name for the slide show. 6. Choose a slide from the slides in presentation box. 7. Click Add. 8. Continue until all the slides needed for the custom show are added. 9. Click OK. 10. Click Close. 1. Click the Slide Show tab. 2. Select Custom Slide Show. 3. Choose one of the shows listed. 1. Select the slide to be hidden. 2. Click the Slide Show tab. 3. Select Hide Slide. When a slide is hidden, the slide number will have a box around it along with a slash through the number. Follow the same steps to unhide a slide. Advanced PowerPoint 2007 Page 7
Slide Show When showing your presentation, you will notice that there is a navigation tool. Use this tool to advance to the next slide, return to a previous slide, or change the pointer type. When showing your presentation, you can change your pointer from an arrow into a ballpoint pen, felt tip pen, or highlighter. Click on the pen icon from the navigation tool to change the pen s options. When you are done with your presentation and you have made markings or highlights, PowerPoint will ask if you want to keep your ink annotations. You answer by clicking on Keep or Discard. Remove Black Slide at End of Presentation 1. Click the Microsoft Office Button. 2. Select PowerPoint Options. 3. Click the Advanced button. 4. Uncheck the box next to End with black slide. Design Template Once you have your presentation design just the way you like it, you can save it as your own personal design template. You can use the template for future presentations. Create a Design Template 1. Click the Microsoft Office Button. 2. Choose Save As. 3. Type in a name for the file. 4. Click the down arrow next to Save As type. 5. Choose PowerPoint Template. 6. Click Save. This will save the design in the presentation templates on your c-drive. However, you can store your design template on any drive you wish, saving it to the m-drive will allow you to access it from other computers on the network. Page 8 Advanced PowerPoint 2007
Package for CD Are you giving this presentation at DMU? Did you save this presentation to your M-Drive or somewhere on the network? If you answered yes to both of these questions then you are good to go. If you are taking the presentation off campus and you do not have it on a laptop you are taking, you will want to burn it to a CD. Package for CD 1. Insert a blank CD. 2. Click the Microsoft Office Button. 3. Hover over Publish. 4. Choose Package for CD. 5. Click OK to the message that warns that this file will be converted to PowerPoint 97-2003. 6. Type a name for the CD. 7. Click Options. 8. Linked files and Embedded TrueType fonts may be good to include. 9. Click OK. 10. Choose Copy to CD. 11. Click Yes to verify you want to include linked content. 12. When the process is done, click No to the question about burning another copy. 13. Click Close. Advanced PowerPoint 2007 Page 9
Notes: Page 10 Advanced PowerPoint 2007