INTRODUCTORY MICROSOFT POWERPOINT Lesson 4

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INTRODUCTORY MICROSOFT POWERPOINTLesson 4
Expanding on PowerPoint Basics
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Objectives

• Integrate PowerPoint with other Office programs.
• Work with multiple presentations.
• Replace text fonts in an entire presentation.
• Use the Format Painter.
• Deliver a presentation.
• Change the output format.
• Publish a presentation to the Web.
• Send a presentation via e-mail.

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Terms Used in This Lesson

• Embed
• Format Painter
• Grid settings
• Guide settings
• Pack and Go
• Snap to
• Route

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Integrating PowerPoint with Other Office Programs

• You can enhance your PowerPoint presentation by
  importing and embedding text and worksheets from
  other Office programs.

Text and Worksheets
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Import Text

• You can import text from Word to create a new
  presentation or add slides to an existing
  presentation.
• A Word outline is the easiest kind of document to
  import because it is formatted with styles and
  each heading level is translated into a
  corresponding level of text in PowerPoint.

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Embedding Data

• When you move data among applications by cutting
  or copying and pasting, Office changes the format
  of the information you are moving so that it can
  be used in the destination file.
• When it is easier to edit the information using
  the original application, you can embed the
  information as an object by accessing the Insert
  Object dialog box. The embedded information
  becomes part of the new file, but as a separate
  object that can be edited using the application
  that created it.

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Editing Embedded Data

• To make changes to the Word file embedded in the
  PowerPoint presentation, double-click the text
  you want to edit. Word, the application in which
  the file was created, opens so that you can edit
  the text. When you finish and return to
  PowerPoint, the presentation includes the changes
  you made to the text.

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Import Excel Charts into a Presentation

• You can create a chart by importing data from an
  existing Excel worksheet just as you can with a
  Word document.

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Insert Word Tables on Slides

• You can also insert tables from Word. When you
  insert a Word table, a Word menu and Word buttons
  appear, incorporated with PowerPoint menus so
  that you can edit the table.

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Send a Presentation to Word

• You can send a presentation to Word to use as a
  handout or create other documents using the text
  and slides from the presentation.

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Working with Multiple Presentations

• PowerPoint can combine presentations or add
  slides from another presentation. This saves time
  if you need to include information from one
  presentation in a different one.
• You can also add a slide to your new presentation
  by copying it from another presentation.

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Formatting Text and Objects
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Replace Text Fonts

• You can change a font throughout your
  presentation by choosing Replace Fonts on the
  Format menu.

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Use the Format Painter

• If you format an object with certain attributes,
  such as fill color and line color, then want to
  format another object the same way, use the
  Format Painter feature.

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Aligning Text and Pictures

• Presentations that contain out-of-alignment text
  or pictures can distract from the point of the
  presentation.
• To align a text box or picture, you can use
  gridlines and picture guides as reference points.
  Choose Grid and Guides from the View menu.
• Snap to will move an object to the closest
  gridline on a slide.
• Grid settings sets the spacing between the
  intersections of the gridlines.
• Guide settings display a set of crosshairs on the
  screen to help you align an object in the center,
  left, right, top, or bottom of the slide.

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Delivering a Presentation
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Running the Slide Show

• To start a presentation, click the Slide Show
  view button. You can start the slide show on any
  slide by displaying or selecting the slide you
  want to begin with before clicking the Slide Show
  view button.
• There are on-screen navigation tools you can use
  to control a presentation while presenting it.

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Set Up a Slide Show

• There are several options for delivering a
  presentation.
• A presentation can be set up as a self-running
  presentation or you can view a presentation over
  a company intranet or on the Web. However, the
  most common method is to run a presentation with
  a speaker who directs the show.
• To set up the slide show, choose Set Up Show from
  the Slide Show menu.

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Rehearse Timing

• PowerPoint can automatically advance the slides
  in your presentation at preset time intervals.
• To rehearse timing for a presentation, choose
  Rehearse Timings from the Slide Show menu. The
  slide show automatically starts, and the
  Rehearsal toolbar with a timer for the slide and
  a timer for the presentation appears on the
  screen.

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Embedding Fonts

• Not all computers have every font style installed
  on them. If you are giving your presentation on a
  computer other than your own, your presentation
  text might not look exactly as it did when you
  created it.
• PowerPoint can embed fonts in your presentation
  so that your text appears exactly as you
  originally created it.

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Use Pack and Go

• If you are giving your presentation on another
  computer, you can use the Pack and Go Wizard to
  compact all your presentation files into a
  single, compressed file that fits on a floppy
  disk.
• PowerPoint will unpack the files when you reach
  your destination computer.

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Publishing Presentations to the Web

• PowerPoint will create Web documents, either by
  creating a new presentation for that purpose, or
  converting an existing presentation.
• If you are creating a new presentation for the
  Web, you can use the AutoContent Wizard.
• If you are converting an existing presentation to
  a Web page, choose Save as Web Page from the File
  menu.
• To preview a presentation in your browser, choose
  Web Page Preview from the File menu. The browser
  opens and displays your presentation as a Web
  page.

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Scheduling and Delivering Web Broadcasts

• PowerPoint allows you to broadcast your
  presentation over the Internet or an intranet, to
  an audience as close as the next room or in a
  city across the country.
• You can include narration with your presentation
  so that the audience can see and hear you as if
  you were presenting in the same room.

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Sending a Presentation via E-mail

• You can use e-mail in conjunction with PowerPoint
  by sending the presentation as an e-mail
  attachment or to a recipient for review.
• To route a presentation is to send it via e-mail
  for others to review which allows the recipient
  to make changes to the presentation. A routed
  presentation is sent as an e-mail attachment.

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Review Presentations

• You might want to send your presentation to
  another person so they can make corrections or
  additions.
• PowerPoint has a feature that allows another
  person to make corrections and marks the changes
  so the original author can easily identify them.

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Creating Output

• You can alter the output format of your
  presentation by choosing Page Setup from the File
  menu. In the Slides sized for box you can choose
  the type of output you want for your
  presentation.
• You can choose to print a slide to fit a certain
  size paper, or you can choose an output for
  overhead transparencies, 35mm slides, or a banner.

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Summary

• You can create a new presentation from existing
  slides and you can copy a slide from one
  presentation into another.
• You can replace fonts throughout an entire
  presentation, by choosing Replace Fonts from the
  Format menu. You can change the formatting of an
  object or text by clicking the Format Painter
  button.

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Summary

• When delivering a presentation, you can start the
  slide show on any slide. To navigate through a
  presentation while it is running, click the
  triangle in the corner of the screen and choose
  from the menu.
• You can use your pointer as a pen to draw or
  write on a slide while running a presentation. To
  change the color of the pen, choose Pen Color
  from the Pointer Options menu and choose a color.
• You can e-mail a copy of a presentation as an
  attachment or route a presentation for others to
  review.

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Summary

• You can create a presentation for the Web using
  the AutoContent Wizard. To convert any
  presentation to a Web page, choose Save as Web
  Page from the File menu.
• You can import text from Word to create a new
  presentation or add slides. It is easiest for
  PowerPoint to convert the text to slides when the
  Word document is in outline form.

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Summary

• Embedding is another way to integrate data
  between applications. Information is embedded as
  an object so that it can be edited using the
  original application.
• To make changes to an embedded object,
  double-click it to open the application that
  created it. Changes made when editing are
  reflected in the destination file.