© 2001 computerprep, inc. all rights reserved. powerpoint 2000: module ii

© 2001 ComputerPREP, Inc. All rights reserved.

PowerPoint 2000: Module II


Lesson 2:Working with Slide Outlines

Objectives

• Create slides from outlines• Rearrange slides using outlines

Creating Slides from Outlines

• To create a new slide after an existing slide:– In the Outline pane, click anywhere in the last

item in the existing slide– Press END, then press CTRL+ENTER

• To create a new slide after the last slide in a presentation:– In the Outline pane, click anywhere in the slide

text– Press CTRL+END, then press CTRL+ENTER

Rearranging Slides Using Outlines

• To rearrange slides in the Outline pane:– Click and drag a slide icon to a new location to

move the slide• To rearrange slide topics and subtopics:

– Use the Outlining toolbar buttons to:• Promote subtopics• Demote topics and subtopics• Move topics and subtopics up and down


Lesson 3:Creating Charts and Tables

Objectives

• Create charts• Customize charts• Animate chart elements• Create tables• Modify tables• Apply diagonal borders to a table

Creating Charts

• Chart – a graphical representation of numeric data• To create a chart:

– Create a slide using a content layout, then double-click on the Insert Chart icon

– Enter new data in the Datasheet window, replacing the sample data

– Close the Datasheet window– Deselect the chart

Customizing Charts

• Use the Chart Type dialog box to specify the chart type and subtype– Chart type – defines the kind of chart, such as a

column chart or a pie chart– Chart subtype – defines other chart appearance

features, such as two- or three-dimensional

Customizing Charts (cont’d)

• Use the cards in the Chart Options dialog box to customize a chart by specifying:– A chart title– Axis labels– Whether or not to show a legend– The legend placement– Etc.

Animating Chart Elements

• To animate chart elements:– Display the Chart Effects card of the Custom

Animation dialog box– You can specify to animate data:

• By data series, or• By data categories, or• By elements within a data series or data

category

Creating Tables

• Tables can display numbers, text, graphics, or a combination of all three data types

• Tables are best used when you want to see the values of the data instead of changes in the data

• To create a table: – Click on the Insert Table button in the Standard

toolbar– Move the mouse pointer over the table grid to a

cell that defines the table size, then click– Enter data into table cells by typing it and using

the TAB or arrow keys to move from cell to cell

Modifying Tables

• Use the Borders card of the Format Table dialog box to change the style, color, and width of table borders

• Use the Gradient card of the Fill Effects dialog box to modify the colors and shading style of table cells

• Use the Text Box card of the Format Table dialog box to change the alignment and rotation of text in table cells and to increase or decrease the distance between the cell borders and the text

Modifying Tables (cont’d)

• You can use PowerPoint’s table drawing feature to modify a table by drawing new rows or columns in the table

• You can use the Symbol dialog box to display all the characters and symbols that are available in a font and insert any of them into a slide

Applying Diagonal Borders to a Table

• You can apply a diagonal border to give a table a more polished look and to split cell text that may appear in two opposite corners of the cell

• To add a diagonal border:– Display the Borders card of the Borders and Fill

dialog box– Remove the borders (either right and bottom or

left and top) that define the current cell as a rectangle

– Click the Left Diagonal or Right Diagonal border button to apply the appropriate diagonal border


Lesson 4:Creating Organization Charts

Objectives

• Add organization charts• Customize organization charts

Adding Organization Charts

• Organization chart – a graphic representation of the people and their functions in an organization

• To create an organization chart:– Display the New Slide dialog box– Double-click on the Organization Chart

AutoLayout– Enter a slide title, then double-click on the

organization chart icon– Enter names and titles into the organization

chart boxes as appropriate

Adding Organization Charts (cont’d)

• To select all boxes in an organization chart:

– Click on Edit, Select All, or press CTRL+A

• To select multiple boxes in an organization chart:

– Click on the first box, then press and hold SHIFT

– Click on additional boxes, then release SHIFT

• To add a box to an organization chart:

– Click on the box with which the new box is to be associated

– In the Organization Chart toolbar, click on the button of the box type you want to add

Customizing Organization Charts

• To apply borders to boxes:– Select the box(es) to which you want to add

borders– Display the Border Style palette– Select a border style

• To apply shadow styles to boxes:– Select the box(es) to which you want to add

shadow styles– Display the Shadow palette– Select a shadow style

Customizing Organization Charts (cont’d)

• To change text fonts:

– Select the box(es) for which you want to change text fonts

– Display the Font dialog box

– Specify the formatting attributes you want to apply

• To change colors:

– Select the box(es) for which you want to change colors

– Display the Color dialog box

– Specify text colors and background colors

Customizing Organization Charts (cont’d)

• To align text:– Select the box(es) for which you want to align

text– Click on the appropriate alignment option on

the Text submenu


Lesson 5:Adding Multimedia Elements

Objectives

• Insert sounds• Insert motion clips• Insert scanned images• Customize multimedia elements

Inserting Sounds

• Sound files – digitized sound files that you can play back during slide shows

• You can:– Insert sound clips from the Clip Gallery– Insert sound files from your hard disk using the

Insert Sound dialog box – Add sounds to custom animation settings

• You can set sounds to play:– Automatically when a slide show is run, or– When you click the sound icon

Inserting Motion Clips

• Motion Clips – files containing a set of pictures that display in sequence, presenting the visual impression of motion

• You can:– Insert motion clips from the Clip Gallery– Insert custom clips you created from your hard

disk using the Insert Movie dialog box

Inserting Scanned Images

• You can:– Add still images from the Clip Gallery– Add still images from your hard drive using the

Insert Picture dialog box– Scan images using an attached scanner

• You can use the Picture toolbar to modify the colors, contrast and brightness of the picture

Customizing Multimedia Elements

• You can customize multimedia elements to specify how the audio or motion clips will be activated

• Use the Action Settings dialog box to determine whether the multimedia elements will be activated by clicking on them or by positioning the mouse pointer over them

• Use the Order & Timing card of the Custom Animation dialog box to specify when multimedia elements will play

• Use the Effects card of the Custom Animation dialog box to add special effects


Lesson 6:Working with Templates

Objectives

• Modify slide masters• Apply design templates• Create design templates• Create presentations from content templates

Modifying Slide Masters

• Slide master – a slide you can use to specify common characteristics for all slides in a presentation

• You modify a slide master when you want to:

– Change the font style or size of the title or bulleted text on every slide

– Enter footer text on every slide

– Enter the current date on every slide

– Enter a slide number on every slide

– Add text or graphics that you want to appear on every slide

Applying Design Templates

• Design template – a template that contains predesigned formats and color schemes that can be applied to a presentation

• Using design templates ensures that the presentation will have a consistent, professional appearance

• Use the Apply Design Template dialog box to apply design templates

Creating Design Templates

• You can create a design template by:– Modifying an existing template, or– Using an existing presentation

• For example, you can change the background color or modify the bullet style of an existing template to create a new design template

• Once you have created a new design template, you can add it to the AutoContent Wizard so that it will be available the next time you use the wizard

Creating Presentations from Content Templates

• Content template – a predefined presentation that contains recommended presentation titles and bulleted text on a variety of topics

• Use the AutoContent Wizard to create a presentation from a content template

• All aspects of a presentation are provided, including:– The design template– The color scheme– Recommended content

• Add your own specific data to the presentation to fill in the details


Lesson 7:Adding Customizations

Objectives

• Create custom toolbars• Create and modify color schemes• Create custom slide shows

Creating Custom Toolbars

• Create a custom toolbar to contain frequently used command buttons that are in several different toolbars

• To create a custom toolbar:– Display the Toolbars card of the Customize

dialog box and click on the New button– Specify a name for the custom toolbar– Display the Commands card and drag the

command buttons you want to the custom toolbar

Creating Custom Toolbars (cont’d)

• You can add, delete and rearrange toolbar buttons on any toolbar by dragging them while the Customize dialog box is open

• You can reset built-in toolbars, but not custom toolbars

• You can delete custom toolbars, but not built-in toolbars

• To delete a custom toolbar:– Display the Toolbars card of the Customize

dialog box, click on the toolbar you want to delete, then click on the Delete button

Modifying Color Schemes

• A color scheme consists of the colors that are used in the design of a slide for the various slide elements

• Use the Standard card of the Color Scheme dialog box to change the color scheme of an individual slide or an entire presentation

• Use the Custom card of the Color Scheme dialog box to change the color of individual elements in the current color scheme

• Use the Standard card of the Title Text Color dialog box to change the color of all titles in the presentation

Creating Custom Backgrounds

• Use the Background dialog box to change the background color and texture of an individual slide or an entire presentation

• To change the background color:– Display the Background dialog box– Display the drop-down list and click on More

Colors…– Apply the desired color

Creating Custom Backgrounds (cont’d)

• To change the background texture:– Display the Background dialog box– Display the drop-down list and click on Fill

Effects…– Display the Texture card of the Fill Effects

dialog box– Apply the desired texture

Creating Custom Slide Shows

• You can save your slide show as multiple custom slide shows containing slides for specific audiences

• Use the Custom Shows dialog box to create, edit, remove and copy custom slide shows

• Use the Define Custom Show dialog box to add or remove slides from the original presentation to create the custom show

• Use the Set Up Show dialog box to specify how a slide show will be presented


Lesson 8:Linking Slides

Objectives

• Insert hyperlinks• Use action settings• Insert action buttons• Create agenda slides

Inserting Hyperlinks

• Hyperlink – colored and underlined text or a graphic that you can click on to jump to another location in the current presentation, in another presentation, or in a file

• You can insert a hyperlink in a slide:– Using the Insert Hyperlink dialog box, or– Using the Action Settings dialog box, or– By inserting an action button onto the slide

Using Action Settings

• You can use the Action Settings dialog box to configure a hyperlink so that it is activated:– By a mouse click– By passing the mouse pointer over it– By both methods

• Use the Mouse Click card of the Action Settings dialog box to specify the actions that will take place when you click on a hyperlink

• Use the Hyperlink To Slide dialog box to specify the destination slide to which the hyperlink will jump when you click on it

Inserting Action Buttons

• Action button – a predefined button shape to which you can apply a hyperlink

• The Action Button palette contains a number of tools you can use to draw buttons on a slide

• The function of the button is represented by the icon on the button

• Once a button is created, you can assign a hyperlink to the button based on the action you would like it to perform

Creating Agenda Slides

• Agenda slide – a slide containing the main sections of the presentation (summary slide)

• You can create an agenda slide for a presentation that:– Lists the slide titles or main sections of the

presentation– Contains hypertext links that, when clicked, will

jump to the slide or section– Will automatically return to the agenda slide

when you reach the end of the section

Creating Agenda Slides (cont’d)

• To create an agenda slide:– Create a custom slide show for each section (in

order to return to the agenda slide at the end of a section)

– Create a summary slide for the presentation– Add hypertext links to the text in the summary

slide and specify the actions to perform when you click on the text


Lesson 9:Preparing Presentations

Objectives

• Prepare speaker notes• Use the Meeting Minder• Change show types

Preparing Speaker Notes

• Speaker notes can assist you in the delivery of a presentation

• You use speaker notes to add supporting information, optional ideas, and other items to help make your presentation go smoothly

• You create speaker notes by clicking in the Notes pane below the slide and typing the note

• You can view speaker notes by displaying Notes Page view

• You can print speaker notes from the Print dialog box

Preparing Speaker Notes (cont’d)

• You can use the Notes Master to add items to all the notes pages in the presentation, such as headers or footers, the date, the time, page numbers, shapes, ClipArt, and text

• You can use the Speaker Notes dialog box to enter, view, and modify speaker notes during a slide show

Using the Meeting Minder

• The Meeting Minder records notes and action items and automatically places them on a slide at the end of the presentation– Use the Meeting Minutes card of the Meeting

Minder dialog box to enter notes about the progress and outcome of the meeting as you step through a slide show

– Use the Action Items card of the Meeting Minder dialog box to enter action items

Changing Show Types

• You can use the Set Up Show dialog box to alter the ways in which a slide show runs for different situations

• You can set up a slide show for:

– Presentation by a speaker using a full screen

– Study by an individual viewing it in a window

– Browsing at a kiosk

• Kiosk – a booth set up to present a slide show with little or no user intervention

• Use the Slide Transition dialog box to configure a slide show for automatic or user-controlled slide advance


Lesson 10:Saving Presentations in Other

Formats

Objectives

• Save presentations for overheads and 35-mm slides

• Save presentations for the World Wide Web• Save presentations for automatic launch• Prepare presentations for broadcast on an intranet• Prepare presentations for other computers

Saving Presentations for Overheads and 35mm Slides

• Overheads and 35-mm slides have different dimensions than do computer displays

• To save presentations as overheads or 35-mm slides:– Display the Page Setup dialog box– Display the “Slides sized for” drop-down list– Select Overhead or 35-mm Slides

• The width and height dimensions will automatically change to reflect the medium you chose

Saving Presentations for the World Wide Web

• Presentations intended for publication on the World Wide Web must be saved in HTML format so they can be viewed by a browser

• To preview a presentation as a Web page:– Click on File, Web Page Preview

• To save a presentation as a Web page:– Click on File, Save as Web Page…– Specify a name and location for the file– Click on the Save button

Saving Presentations for Automatic Launch

• Save a presentation as a .pps (PowerPoint show) file so that when you double-click on the .pps icon, the PowerPoint slide show will automatically launch

• To save a presentation for automatic launch:– Click on File, Save As…– Select PowerPoint Show in the “Save as type”

drop-down list– Click on the Save button

• PowerPoint must be installed on your system in order to launch a .pps file

Preparing a Presentation for Broadcast on an Intranet

• Use the Broadcast Schedule dialog box to set up and schedule a new broadcast, change broadcast settings, reschedule a broadcast, and replace a file that is currently scheduled for broadcast

• Use the Description card of the Schedule a New Broadcast dialog box to name the broadcast, describe it, designate the presenter and contact, schedule it, and preview the lobby page– Lobby page – a Web page containing

information about the presentation that will be broadcast on an intranet

Preparing a Presentation for Broadcast on an Intranet (cont’d)

• Use the Broadcast Settings card of the Schedule a New Broadcast dialog box to specify whether to send audio and/or video with the broadcast, to allow viewers to send e-mail to the presenter, to record the broadcast and save it to a location, to allow participants to view speaker notes, and to choose server options

• Use the NetShow server message box to limit your broadcast to a maximum of 15 participants (you must have a NetShow server to broadcast to more than 15 participants)

Preparing a Presentation for Other Computers

• Use the Pack and Go Wizard to pack presentation files and save them on floppy disks for transfer to another computer

• Use the Pack and Go Wizard to specify:– Which presentation to pack– The drive to which to transfer the packed presentation– Whether to include linked files and embed TrueType fonts– Whether to include the PowerPoint Viewer in the Pack

and Go file• The PowerPoint Viewer allows the slide show to be run on

computers that do not have PowerPoint installed

© 2001 computerprep, inc. all rights reserved. powerpoint 2000: module ii

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