Editing Halifax Health Experience PowerPoint

Linking PowerPoint Objects
Insert Object Create from file browse to fileselect file
Auto Forwarding Linked Presentation Object
Select the object on slideAnimationsCustom AnimationAdd EffectEntranceAppearSelect After Previous Add EffectObject ActionsShowDouble-click the bottom object in the listTimingDelay .1
Insert a Sound
Select slideInsertSoundAutomatically
Insert a Video
Select slideInsertMovieAutomaticallyResize movie to fit slide
LoopingPowerPoint Presentation
Slide ShowSet Up Slide ShowLoop continuously until ‘Esc’
Advancing Slides Automaticallyor Manually
Slide ShowSet Up Slide ShowManually or Using timings, if present

PowerPoint 2007 Basics TutorialThe Ribbon

The first change you'll notice in Office 2007 over previous versions is the Ribbon. The Ribbon reorganizes and replaces the menus and toolbars you have been accustomed to in previous Office versions into tabs and groups. This makes access to commands more intuitive (once you get used to it!). In the example below, notice that the Home tab is active; this is the default tab when you first start PowerPoint 2007. Within this example of the Home tab we can see three groups: Clipboard, Slides, and Font.

In addition to the tools that are visible, notice the small diagonal arrow in the lower right corner of the Clipboard and Font groups. Clicking this arrow in PowerPoint will open additional options for that group of tools.


Ribbon

We will introduce the various sections of the Ribbon as we explore how to complete certain tasks within PowerPoint, but in the remainder of this section, let's look at some of the features of the Ribbon.

Help

As you mouse over tools on the Ribbon, Office will display a pop-up Screen Tip like the one shown below. The tip will show the name of the tool, a miniature of how it relates spatially to other tools, and provide a brief description or set of instructions. If you're new to PowerPoint 2007, screen tips provide a great introduction to the environment.


Screen Tip

Another great resource for getting help in Office 2007 is the Microsoft Help. To access Help, click the blue circle with the white question mark (like the one shown on the left), located on the far right upper corner of the screen. A new window will open, displaying several topic categories as well as providing a search box for you to type keywords into. Help files range from step-by-step instructions to video demonstrations.

Keyboard Shortcuts

Many of you may be accustomed to using keyboard shortcuts such as CTRL-P to print or CTRL-C to copy. The "CTRL" keyboard shortcuts that you have used in the past will continue to work in PowerPoint 2007. However, with the reorganization into tabs and groups, many shortcuts have been reworked. The ALT key is now the trigger for keyboard shortcuts. When you press ALT, PowerPoint will display numbers or letters in small blocks on the Ribbon (see example below) above the functions they represent. In order to access a tab, then access a tool, you need to sequence your keyboard shortcuts. For example,

To insert a picture into a presentation, first click in the slide where you want the picture inserted then using the keyboard, press

  1. ALT (to display the keyboard shortcuts)
  2. N (to access the Insert tab)
  3. P to issue the command to insert picture

So the keyboard shortcut sequence to insert a picture is: ALT N P.

Keyboard Shortcuts

Office Button

This is the Microsoft Office Button. It contains many of the important commands that you previously found in the File menu including New, Open, Save, Save as, and Print.

Starting a New Presentation

You can begin to create a presentation using the blank slide and PowerPoint tools when PowerPoint first starts, or click the Microsoft Office Button and choose New. From the Button's New dialog box (shown below), double click the icon or link to select:

  • A blank or recently used template
  • A "pre-built" installed template that you can alter or build upon
  • Installed Themes, which are pre-selected color and design palettes
  • Templates you have previously built
  • New from existing, which allows you to choose an existing presentation to serve as the foundation for your new presentation
  • Pre-built presentation types from Microsoft Online


New Presentation Dialog Box

Opening a Presentation

To open an existing presentation, click the Office Button and choose Open, then browse for the file. You can also select from the list of Recent Documents.

Saving A Presentation

In the Office Button are two save options: Save and Save As. If the presentation you are working on has been changed and you want to save it with the same name as previously used and in the same location, click Save.

The Save As options allow you to save your presentation in a variety of types as shown below:

  • Office 2007 formats (presentation file: .pptx or slide show: .ppsx)
  • PowerPoint 97-2003 format (.ppt)
  • Adobe PDF (if you have Adobe Acrobat installed—not the Adobe Reader, which is installed in the Web browsers automatically, but the application that creates PDF documents)
  • PDF or XPS (a Microsoft add-in that allows you to save in a pdf format even if you do not have Adobe Acrobat installed)
  • Other Formats (including templates, themes, macro-enabled files, Web pages)
  • Tools (add a password to open the presentation file and/or a password to modify the file)
Printing a Presentation

To see a preview of your presentation, from the Office Button choose PRINT : Print Preview. From this screen you can print the presentation as handouts, slides, outline, or notes as well as navigate through the presentation.

To exit Print Preview, click the Red box with the white X.

To send the presentation directly to the default printer and print all the slides in the presentation, from the Office Button choose PRINT : Quick Print.

For the most options, from the Office Button, click PRINT.

  • To create pdfs, if you have either Adobe Acrobat or Microsoft XPS Document Writer installed, choose the option from the Printer Name box.
  • To select a printer, choose from the Printer Name Box.
  • To choose specific slides or a range of slides to print, make the appropriate selections in the Print range section of the dialog box.
  • To choose the format of the printed output (slides, notes pages, outline, or handouts), select from the Print What drop-down list.
  • To print handouts, choose from 1-9 slides per page. The most popular option for handouts is to print the presentation 3 slides per page; this option prints 3 slides down the left margin and a lined area to the right of each slide on which to take notes. Selecting the number of slides per page from the drop-down list will preview the layout prior to printing it.
  • To give definition to printed slides, choose to frame the slides. This prints a simple box around each slide.
  • To include any pen marks or comments you added to your presentation, check the "Print comments and ink markup" box.

Select from the Color/grayscale drop-down options depending on whether you have a color printer or not.

Publishing a Presentation to a Folder or CD

To package your presentation to a CD:

  1. Save your presentation.
  2. Insert a CD-R or CD-RW CD into the CD drive.
  3. Click the Office Button and choose PUBLISH : Package for CD.
  4. If prompted that some of your files will be updated to be able to run in the PowerPoint Viewer, click OK.
  5. In the Package for CD dialog box, type a name for the CD.
  6. The currently open presentation will automatically be included in the list. To add additional files or presentations, click Add Files.
    Presentations will automatically be listed in the playlist in the sequence that you add them. To re-sequence the files, select the presentation, then click the up or down arrows.
  7. After you have added each presentation you want to be listed, click Options.
  8. In the Options dialog box:
  9. Make a selection from the Viewer Package option to specify how the presentations will play in the viewer.
  10. Check the Linked files box if you have included any media clips in the presentation.
  11. If the computer on which you are giving an on-screen presentation does not have the font installed that you used during development, a substitution will be made by the computer system itself. Therefore, be sure to check the Embedded TrueType fonts to ensure that any TrueType fonts you have used will also play on the presentation computer, even if that font package isn't installed.
    NOTE: Non-true type fonts will not be displayed as intended unless they are installed on the computer driving the presentation.
  12. Click OK.
  13. Click Copy to CD.
  14. Office may prompt you that you should only package presentations from sources you trust. Click Yes.
  15. When the files are finished being written, you will be prompted as to whether you wish to copy the same files to another CD. Respond and continue as desired.
  16. Click Close

When the CD is inserted into the computer, you will be prompted to accept the license agreement for the PowerPoint Viewer. The presentations will play sequentially and transition according to the settings in the presentations (automatically or manually).

To package your presentation to a Folder,

  1. Save your presentation.
  2. Click the Office Button and choose PUBLISH : Package for CD.
  3. Click the Copy to Folder button.
  4. Type a name for the folder and choose a location for the folder to be stored.
  5. You may be prompted that linked files should only be copied if from a source you trust; click Yes.
  6. Click Close.

Quick Access Toolbar

The other new addition to the toolbar is the Quick Access toolbar. This is a customizable area where you can add tools that you frequently use in your work in this application. By default it contains the Save, Undo, Redo, and Print tools. I've customized my PowerPoint Quick Access toolbar (as shown on the left) by including the tools to insert Clipart and Pictures from Files.

To add tools to the Quick Access toolbar,

  1. Point to the tool you want to add.
  2. Right-click and from the pop-up menu, choose: Add to Quick Access Toolbar.

To remove tools from the Quick Access toolbar,

  1. Right-click on the tool you want to remove.
  2. From the pop-up menu, choose: Remove from Quick Access Toolbar.

The Basics

Understanding Layouts

Layouts are the organizational structure for slides and give your presentations consistency. All but the blank layout contain pre-selected locations called Placeholders, shown in PowerPoint with a thin dashed line, in which to insert text and other elements. The example below contains three Placeholders.

Each Placeholder contains "prompt text" to suggest what to add in that location or icons that you can click to add specific types of elements to the slide. To type in a Placeholder, click anywhere within the dotted line box and begin typing. An unused Placeholder will not display the "prompt text" or icons when the presentation is played or printed.

It is important to insert text into each Title Placeholder. PowerPoint uses that information to help you orient yourself during presentations when you need to move to a different slide.


Sample Layout and Placeholders

Although Placeholders are automatically added to slides in predefined configurations, you can resize and move them to accommodate the needs of your presentation.

To move a Placeholder,

  1. Point to the dashed line border until your cursor changes to a four-headed arrow:
  2. Click to select the Placeholder; use the arrow keys on your keyboard or press and drag your mouse to move.

To resize a Placeholder,

  1. Point to the dashed line border until your cursor changes to a four-headed arrow
  2. Click to select the Placeholder.
  3. Point to one of the handles until your cursor changes to a two-headed arrow (the angle of the arrow will change to indicate the direction of the re-size):
    NOTE: to ensure that your Placeholder remains proportional, hold your SHIFT key as you press and drag.
  4. Press and drag to increase or decrease the size of the Placeholder.

To rotate a Placeholder (including the contents therein),

  1. Point to the dashed line border until your cursor changes to a four-headed arrow
  2. Click to select the Placeholder.
  3. Point to the rotate tool:
  4. Press and drag to rotate.

After adjusting Placeholders, you may decide you want to return to the default size and location of the selected Layout. To reset the Placeholders to their original size, orientation, and location, in the Home tab's Slides group, click the Reset tool.

Navigating the Development Area

PowerPoint 2007's normal view has a three-pane development area as shown in the figure below (note the orange shading behind the slide thumbnail in left pane; that's the indicator for the current slide):


PowerPoint 2007 Development Layout

  • The Slide Thumbnails/Outline pane on the left contains two tabs, one for the slides and one for the outline. To move between the two views, click the tab for the view you want to work in.
    The Slides view displays a miniature version of each slide. To move directly to a slide, click that slide's miniature. To resequence the slides, drag and drop slides to the new location. To delete a selected slide, press the Delete key.
    The Outline view displays only text that is typed into a slide's Placeholder. Add text, create new slides, and move between placeholders to build the textual part of your presentation.
  • The Slide Development pane displays any text you type into the Placeholder as well as any objects you place on the slide.
  • The Notes pane allows you to type speaker's notes without changing views.

Moving between Views

The View toolbar is located in the lower right corner of the screen. To move between different views, click the corresponding view tool:

/ Normal / default view
/ Slide Sorter / view of a thumbnail of each slide
/ Slide Show / displays on-screen presentation
/ Fit slide to window / after zooming in or out, click this tool to return the slide to the original view
Zoom
/ zooms in or out to alter the size of the slide development pane; drag the slider or click the minus or plus icons

Home Tab


Home Tab

Clipboard Group

/ To remove text or an object from its original location and add it to the Clipboard,
  1. Highlight the text or select an object.
  2. Click the Cut tool.

/ To make a duplicate of text or an object while keeping it in its original location then add it to the Clipboard,
  1. Highlight the text or select an object.
  2. Click the Copy tool.

/ To apply the same format to multiple text elements,
  1. Format the original text as desired.
  2. Click in the text.
  3. Click the Format Painter.
  4. Press and drag over the text you want to apply the same formatting to.
To apply the same formatting to multiple text elements, double click the Format Painter to keep it "locked on."
To deselect, or turn off, the Format Painter, press the ESC key.
The text being formatted do not have to be on the same slide.
/ To add the contents of the Clipboard to a new location,
  1. Position your cursor where you want to add the captured text or object.
  2. Click Paste.

Within the Paste tool is the Paste Special function, which allows you to retain the formatting of an object you are pasting or to add the copied object as an image. For example, you can type text on one slide or in another presentation or Office document, highlight it and copy it to the Clipboard. Then in your presentation, choose Paste Special and insert it into the presentation as a .jpg image.

Another function of the Clipboard Group is the Clipboard Task Pane. By default, the Clipboard allows you to paste only the last data you added to it; each time you click Cut or Copy, it replaces whatever you last added to the Clipboard through a cut or copy command. The Clipboard Task Pane, though, retains the last 24 items you copied or cut, allowing you to select the item you want to paste.

NOTE: The Clipboard works across applications, so, for example, you can copy a URL from your browser and paste into a PowerPoint presentation slide. However, I have noticed that Office 2007 often "forgets" items if you perform other tasks, like checking your e-mail or using your Web browser, between the copy/cut and paste.