Microsoft PowerPoint version 2002 (included in Office XP)

Product Guide

Introduction

The PowerPoint Product Guide is designed to assist in the evaluation of Microsoft PowerPoint version 2002, included in the Office XP suite. It contains information on the new and improved capabilities of the application, examples of how you can access them, and, in some instances, screenshots of those new or improved capabilities.

Communicating ideas effectively is the cornerstone of being successful in today’s business environment. PowerPoint has long helped users present their ideas in a clear and concise manner by giving them a set of easy-to-use tools that make their presentations look professional. PowerPoint version 2002 extends this tradition by giving users additional functionality to create professionally designed presentations while at the same time making it easier for them to discover and use the functionality that was previously in the application. New and improved tools in PowerPoint also make it easier to share and collaborate on presentations over the Web, enabling users to present to and work with others who are geographically dispersed—without anyone needing to leave his or her office.

Below is an overview of the key design goals for PowerPoint version 2002 and the new and improved functionality associated with those design goals.

Key Design Goals and Overview of New Features

Productivity and Efficiency

A key design goal for PowerPoint version 2002 was to empower users to discover and use more of the existing functionality in the application. When thus empowered, users can gain the confidence to try new things and ultimately create more effective presentations. This goal is achieved through new tools such as Task Panes and Smart Tags, which are shared throughout the Office suite, help users take advantage of the functionality of the application. In addition, PowerPoint version 2002 features improved technology for working with diagrams, drawings, pictures, text, and printing.

Feature
/
Description
/
How to Access
Slide Design (Task Pane)
/ The Slide Design Task Pane gives users an easier way to discover their design options. These options include design templates, color schemes, and animation schemes—all easily previewed at the time a selection is made. /
  • Select Slide Design from the Format menu.
  • Select design template, color schemes, and animation schemes.

Animation Schemes (Task Pane)
/ As part of the Task Pane, Animation Schemes give users one-click access to professionally designed animations. Users can easily get a preview of each animation scheme and can cycle through various options until they find the animation they want. /
  • Select Animation Schemes from the Slide Show menu (or access it from the Slide Design Task Pane).

Custom Animation (Task Pane)
/ PowerPoint now adds high-quality custom animations that help make presentations come alive. Examples of these animation effects include moving multiple objects simultaneously, “path” animation (moving objects along a predescribed path), and easy sequencing for all effects on the slide, including exits.
Animation performance is also improved and takes advantage of hardware acceleration if available (such as hardware bitmap rotation and transparency blending in many 3-D video cards). Finally, PowerPoint adds new, more exciting slide transitions and enables users to add animation schemes to their entire presentation with one click. /
  • Select Custom Animation from the Slide Show menu.
  • Highlight a text box or object.
  • Drop down the arrow next to Add Effects and select the desired effect.
  • Select speed, path, and starting options by dropping down appropriate arrows.
  • Preview animation by clicking the Play button.

Feature
/
Description
/
How to Access
Multiple Masters
/ PowerPoint users can easily create more than one slide, title master, or slide master within one file. This makes it possible for users to combine multiple presentations in one file or create separate sections within the same presentation. /
  • Select Slide Master from the View>Master menu.
  • Select Insert New Slide Master from the Slide Master toolbar.
  • Select Slide Design from the Format Menu to apply different Design Templates.

Presenter Tools
/ Users presenting their PowerPoint slides will always be prepared, thanks to the new Presenter Tools. Presenters have their own view, not visible to the audience. This view includes details on what bullet or slide is coming next, enables a presenter to see their speaker notes, and lets them jump directly to any slide. /
  • From the Slide Show menu, select Setup Show and then Show Presenter Tools.
Note: This functionality requires a computer that supports multiple monitors.
Apply Automatic Layout
(Smart Tag)
/ Apply Automatic Layout automatically snaps content into placeholders when inserted or pasted into an already existing slide. For example, when a user is working on a slide with the bulleted list layout applied and they insert a table, PowerPoint automatically changes the layout to the Text and Object layout so that the table and text are side by side. Furthermore, a Smart Tag icon is displayed to enable the user to undo the automatic layout or access more AutoCorrect options. /
  • Open a presentation and create a bulleted list.
  • Insert a table from the Insert menu.
  • Notice the automatic layout behavior.
  • Drop down the Smart Tag for additional automatic layout options.

Print
Preview
/ Print Preview enables users to get a preview of how their presentations will look when printed. Users have the option to switch between various views such as notes, slides, and handouts, or even switch between landscape and portrait view. /
  • Select Print Preview from the File menu.

Thumbnails
in Normal View
/ From within the Normal View (also known as the Tri-Pane View), users can switch between a presentation’s outline view and thumbnail views of the slides, just as they can in the PowerPoint Slide Sorter. This graphical representation makes it easy for users to navigate through their presentation. /
  • Open a presentation and select Normal View.
  • Click the Slides tab on in the left pane.

Feature
/
Description
/
How to Access
Diagrams
/ Users can easily choose from a variety of built-in diagrams (including organization charts, pyramid, cycle, radial, and Venn diagrams) from within PowerPoint without needing to have an OLE server. Benefits of these native diagrams include the ability to execute in-place chart editing, smaller file sizes, and improved international text handling. /
  • Click Diagram from Insert menu.
  • Select any diagram.

Compress Pictures
/ The Office XP Compress Pictures functionality enables users to compress images within their PowerPoint (or other Office application) files. Users can select the intended use of the file (Web, print, screen display, etc.) and designate whether one or all images in the file should be optimized. The image(s) are then shrunken and compressed in a manner that minimizes the size of the image without minimizing the visual quality of the image. /
  • Open up Picture Toolbar by selecting View> Toolbars.
  • Select Compress Pictures Button.

Image Rotation
/ Provides users with the ability to flip and rotate all images in documents. /
  • Insert a picture or a drawing
  • Hover over the green rotate “lever” and rotate the image.

Visible Grid
/ A new visible grid makes it easier to create a drawing within PowerPoint. Within the Grid and Guides dialog boxes, users can select from a variety of options such as snapping objects to the grid or other objects and displaying drawing guides on-screen. /
  • Select Grid and Guides from the View menu.
  • Select View Grid on Screen.

AutoFit
(Smart Tag)
/ PowerPoint now extends the AutoFit functionality so that as users type, the font is automatically resized to fit the slide. Unlike PowerPoint 2000, there is no minimum font size for AutoFit. Additional layouts in the user’s presentation (such as the two-column layout) also use the AutoFit feature. A Smart Tag icon makes it easy to undo auto fit, continue the text on a new slide, or change to a two-column layout. /
  • Enter a bulleted list into PowerPoint.
  • Keep typing until you’ve reached the end of the slide placeholder.
  • Keep adding bullets. Notice that the text is being resized to fit.

Feature
/
Description
/
How to Access
Grouped Objects
/ Users can select specific AutoShapes, drawings, or pictures within a group and format them without needing to ungroup and regroup the objects. /
  • Insert two drawings or pictures into the presentation.
  • Select both of them (by holding down the Ctrl key), right-click, and select Grouping> Group.
  • Double-click one of the pictures and change the formatting.

Organization Chart Conversion
/ PowerPoint can convert existing organization charts to Office diagrams. This enables users to take advantage of the enhanced functionality and benefits of the native organization charting (highlighted above). /
  • Double click on your existing Organization Chart.
  • PowerPoint will convert it automatically.

Multiple Picture
Select
/ This feature provides the ability for users to easily include multiple graphics in one step (and even view thumbnails of those pictures), thereby speeding up the process. /
  • Select Picture From File from the Insert menu.
  • Select a picture from the My Pictures Folder or any other folder.
  • Hold down the CTRL button and select another picture
  • Click Insert.

Graphical Device Interface Integration (GDI)
/ Integration of Windows GDI+ enables users to see dramatic improvements in both the rendering and the printing of images in PowerPoint. Most notably, this technology provides antialiasing in both the edit and slideshow mode for PowerPoint and provides smooth edges and true semi-transparency. This gives a more professional look to graphics.

Reliability, Data Recovery, and Security

Another key design goal for PowerPoint version 2002 was to make sure users were spending their time working on their presentations rather than worrying about their software. For example, in the past, if an error were to occur, it was likely that the user would have had to spend a significant amount of time recreating their work. With the new reliability features in PowerPoint, users can continue to work even in the unlikely event of an error. Furthermore, a variety of security enhancements have been included in PowerPoint to help users feel more secure when working with their presentation. Note: See the Office XP Product Guide for additional functionality in this area that spans across the Office applications.

Feature
/ Description / How to Access
Document
Recovery
/ Users have the option of saving their current files at the time an error occurs. As a result, users spend less time recreating their presentations. /
  • This feature appears automatically if an error occurs.
  • Choose to recover the document and click Close.
  • Open the recovered document from the Document Recovery pane.

Application Error Reporting
/ PowerPoint now enables users to have the applications automatically report any errors that occur directly to Microsoft or their corporate IT departments. This gives Microsoft (or organizations) the data needed to further diagnose and correct these errors and to provide users with direct access to workarounds or other information on the error. /
  • This feature appears automatically if an error occurs.
  • Choose to report the error back to Microsoft from the error dialog box.

Application
and Document
Recovery
/ This provides a safer method for shutting down PowerPoint if it is not responding. Users can choose to shut it down while initiating recovery of the document. They can also report the problem to Microsoft or their corporate IT department at the same time. /
  • If PowerPoint is not responding, go to the Windows Start menu.
  • Under Programs, select Office Tools.
  • Then select Microsoft Office Application Recovery.
  • Choose to restart or end the application.

Feature
/ Description / How to Access
Document Password Encryption
/ When users save their presentation, they are now offered the choice of using the standard CryptoAPI. CryptoAPI is a stronger encryption algorithm than previous versions. Default encryption remains the same (for backward compatibility) while the stronger encryption is offered as a choice. In addition, users can now set a password on the document that protects the user’s data while allowing others to still view the presentation. /
  • Select Options from the Tools menu in PowerPoint.
  • Select the Security Tab.
  • The Password encryption options can be accessed by clicking the Advanced tab.

Web-Based Collaboration on Presentations

A third design goal for PowerPoint version 2002 was to make it simple for users to share and collaborate on presentations with others via the Web. As a result, users will be able to work more effectively on presentations with their team members, regardless of where they are located. PowerPoint now includes a whole new way of reviewing presentations with others that takes away the confusions and difficulties associated with integrating multiple, disparate presentations. It also includes the ability for users to use the Web to broadcast live or recorded presentations to others around the world.

Feature
/ Description / How to Access
Send for Review
/ The newest version PowerPoint understands each user’s specific role in the review cycle and gives each user the tools needed to successfully collaborate on presentation. When a presentation is sent for review (from the File > Send To menu), the correct reviewing tools are automatically turned on. Furthermore, when the presentation is sent back, users can merge the changes back into the original document. /
  • Select File>Send To>Mail Recipient for Review.
  • Outlook automatically attaches the presentation to an outgoing e-mail message and sets the Send for Review process in place.

Compare and Merge
/ PowerPoint now gives users the ability to merge together comments and revisions from multiple reviewers. The author (presentation owner) can then accept and reject one or all revisions. /
  • Open a revised presentation that you had originally sent to others for review.
  • Click “yes” to merge and compare the presentations from the reviewers.

Markup
/ PowerPoint users now can more easily track the changes that are made to their presentations. The Markup feature allows users to track changes made to their presentations by using “call-outs” within the presentation. These call-outs detail the substance of the change without obscuring the presentation or affecting its layout. They also give the user a more visible and comprehensive view of the changes that have been made. /
  • On the reviewing toolbar, make sure Track Changes is selected.
  • Make changes to your presentation.

Revisions Task Pane
/ The Revisions Task Pane enables users to easily identify the changes a reviewer has made to a presentation. Users can see a list of the changes made by a given reviewer or get a graphical representation of the changes via the gallery tab. A drop-down menu makes it simple to apply or unapply changes the reviewer has made. /
  • After others’ changes have been merged, the Revisions Pane appears on the right side of the screen.
  • Select reviewer.
  • Switch between List and Gallery.

Reviewing
Toolbar
/ The reviewing toolbar gives users a variety of views and options when reviewing documents. For example, users can filter the document to view changes by specific reviewers or by all reviewers. Users can also step through each change and accept or reject the changes individually, or they can accept or reject all of the changes at the same time. /
  • From the View menu, select Toolbars and then Reviewing.
Note: This automatically appears when opening a document that was sent for review.
PowerPoint Commenting
/ Comments in PowerPoint are incorporated into the Office review process. Comments take up little room on a slide and can easily be printed. /
  • Open up a reviewed document that has comments in it.

Presentation Broadcasting
/ Presentation Broadcasting, which gives users the power to deliver a presentation over the Web, has a number of improvements for both the presenter and the audience. The presenter can rerecord all or part of anarchived broadcast, improve stability during real-time presenting, and add rich media (audio and video) into their broadcast.
Improvements for the audience consist of easier navigation to an archived presentation and support for Netscape Navigator 4. /
  • From the Slide Show menu, select Online Broadcast.
  • Select one of the available options for setting up your online broadcast.

HTML Improvements
/ PowerPoint now provides users with a variety of improved functionality when working with presentations in the browser. Improvements include higher fidelity of all images as well as the ability to print multiple slides from the browser, save to FTP servers, play sounds, and animate charts.

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