List of Figures

Chapter 1: A First Look at PowerPoint

Figure 1.1: PowerPoint offers unparalleled flexibility for presenting information to potential customers.

Figure 1.2: PowerPoint can generate camera-ready marketing materials, although they can't substitute for the tools that professional advertising companies use.

Figure 1.3: Microsoft's Organization Chart lets you easily create organizational diagrams from within PowerPoint.

Figure 1.4: Test the student's knowledge with a user-interactive quiz in PowerPoint.

Figure 1.5: With PowerPoint, you can easily create certificates and awards.

Figure 1.6: The Ribbon and its tabbed pages of command groups enable users to select commands and apply formatting.

Figure 1.7: The Office button opens a menu of commands similar to those that were on the File menu in previous versions of PowerPoint.

Figure 1.8: You can apply styles to easily and consistently format graphic objects.

Figure 1.9: Many more effects are available for drawn lines and shapes.

Figure 1.10: WordArt can now be applied to regular text, including slide titles.

Figure 1.11: Choose colors for text and graphic objects from a color picker that focuses on theme-based color choices.

Figure 1.12: When you apply (Body) and (Heading) as the font choices rather than a specific font, you enable formatting via font themes.

Figure 1.13: SmartArt diagrams are easy to create and make information more palatable and easy to understand.

Figure 1.14: You can construct charts more easily with better formatting and layout options in PowerPoint 2007.

Figure 1.15: A shortcut to PowerPoint might appear on the top level of the Start menu.

Figure 1.16: The PowerPoint window is a combination of usual Windows features and unique Office 2007 elements.

Figure 1.17: The Ribbon is PowerPoint 2007's primary user interface.

Figure 1.18: The size of the PowerPoint window determines how much the groups are collapsed or expanded on the Ribbon.

Figure 1.19: Some of the commands on the Office menu have submenus.

Figure 1.20: The Print dialog box is an excellent study in dialog box controls.

Figure 1.21: Select a view from the View tab or from the viewing controls in the bottom-right corner of the screen.

Figure 1.22: Normal view, the default, offers access to the outline, the slide, and the notes all at once.

Figure 1.23: Use Slide Sorter view for a birds-eye view of the presentation.

Figure 1.24: Slide Show view lets you practice the presentation in real life.

Figure 1.25: Notes Page view offers a special text area for your notes, separate from the slides.

Figure 1.26: Zoom in or out to see more or less of the slide(s) at once.

Figure 1.27: You can zoom with this Zoom dialog box rather than the slider if you prefer.

Figure 1.28: Gridlines and the ruler help align objects on a slide.

Figure 1.29: Set grid options and spacing.

Figure 1.30: Guides are movable, non-printing lines that help with alignment.

Figure 1.31: Select a grayscale or a black-and-white preview type.

Figure 1.32: Get help with PowerPoint via the PowerPoint Help window.

Figure 1.33: A typical article in the Help system contains some background information and step-by-step instructions.

Figure 1.34: Support tools for PowerPoint appear in the Resources section of the PowerPoint Options dialog box.

Figure 1.35: Choose how your copy of PowerPoint will interact with Microsoft via the Internet.

Chapter 2: What Makes a Great Presentation?

Figure 2.1: Make notes about your presentation's purpose and audience.

Figure 2.2: In a classroom arrangement, each audience member has plenty of room to write and work.

Figure 2.3: An auditorium setup (or theater-style seating) fits a lot of people into a small space; it's great for large company meetings.

Figure 2.4: Having small groups clustered around tables encourages discussion and works well for presentations that incorporate hands-on activities.

Figure 2.5: Arrange the room in a U-shape if you want participants to have discussions as a large group.

Chapter 3: Creating and Saving Presentation Files

Figure 3.1: Select Blank Presentation from the New Presentation dialog box.

Figure 3.2: Choose a previously used or custom template.

Figure 3.3: Select an existing presentation to use as a template.

Figure 3.4: Select a data file from some other program as the basis of a new presentation.

Figure 3.5: Save your work by specifying a name for the presentation file.

Figure 3.6: Jump to a desired location using the Favorite Links and/or Folders lists.

Figure 3.7: Click an arrow on the Address bar to see a menu of locations at the chosen level within the current path.

Figure 3.8: Select a top-level location from the Save In list and then double-click folders to work your way through to the desired location.

Figure 3.9: Choose a different format, if needed, from the Save As Type drop-down list.

Figure 3.10: Set Save Options to match the way you want PowerPoint to save your work.

Figure 3.11: Set a password to prevent unauthorized access.

Figure 3.12: Close the presentation via the Office menu.

Figure 3.13: The Open button's menu contains several special options for opening a file.

Figure 3.14: To open files from different programs, change the File Type setting to All Files.

Figure 3.15: Use the Search box in the Open dialog box (Windows Vista only) to look for a file.

Figure 3.16: Enter information to store in the file's properties.

Figure 3.17: The Summary tab has many of the same fields as the ribbon.

Figure 3.18: The Custom tab enables you to set custom properties based on your tracking needs.

Figure 3.19: Create a new folder from a Windows Vista style dialog box.

Figure 3.20: Create a new folder from a Windows XP style dialog box.

Chapter 4: Creating Slides and Text Boxes

Figure 4.1: When you type text into the Outline pane, it automatically appears on the current slide.

Figure 4.2: Create a new slide, based on the layout of your choice.

Figure 4.3: Choose individual slides to copy to the current presentation.

Figure 4.4: A Word document consisting mainly of plain paragraphs makes for an unattractive presentation.

Figure 4.5: Select slides in Slide Sorter view by holding down the Ctrl key and clicking each slide.

Figure 4.6: Select slides in the Outline pane by clicking the slide icon to the left of the slide title.

Figure 4.7: Use the Undo button to undo your mistakes and the Redo button to reverse an Undo operation.

Figure 4.8: The Repeat button appears when Redo is not available, and enables you to repeat actions.

Figure 4.9: As you drag a slide, its new position is indicated by a vertical line.

Figure 4.10: Drag a slide's icon to move it up or down in the Outline pane.

Figure 4.11: A content placeholder can contain a variety of different elements.

Figure 4.12: Two text placeholders and a text box.

Figure 4.13: The border of a text box is different when the box itself is selected (left) and when the insertion point is in the box (right).

Figure 4.14: You can set an exact size for a text box from the Format tab's Size group.

Figure 4.15: You can adjust the size of the text box from the Size and Position dialog box.

Figure 4.16: You can adjust the position from the Size and Position dialog box.

Figure 4.17: You can use the AutoFit icon's menu to change the AutoFit setting for a text box.

Figure 4.18: You can set AutoFit properties in the Format Shape dialog box.

Chapter 5: Working with Layouts, Themes, and Masters

Figure 5.1: In Slide Master view, notice that each layout has its own customizable layout master.

Figure 5.2: Switch to a different layout for the selected slide(s).

Figure 5.3: When there are multiple slide masters, each one's layout is separate.

Figure 5.4: Open the Themes gallery by clicking the down arrow with the line above it.

Figure 5.5: Select the desired theme from the menu.

Figure 5.6: PowerPoint uses color pickers such as this one to enable you to easily apply color placeholders to objects.

Figure 5.7: Select the desired theme from the dialog box.

Figure 5.8: When some text is using a font placeholder rather than a fixed font, (Headings) or (Body) appears after its name in the Font group on the Home tab.

Figure 5.9: Select the desired font theme.

Figure 5.10: Select the desired effect theme.

Figure 5.11: Select the color for the chosen placeholder.

Figure 5.12: Choose a custom color if none of the standard colors is appropriate.

Figure 5.13: Create a new custom font theme by specifying the fonts to use.

Figure 5.14: A slide's background is separate from its background graphic(s) if any are present.

Figure 5.15: Apply a preset background style.

Figure 5.16: Select a background fill type, and configure the options for the type you chose.

Figure 5.17: Each slide master contains these placeholders (or can contain them)

Figure 5.18: Restore deleted placeholders from the slide master.

Figure 5.19: Choose which of the footer elements should appear on slides.

Figure 5.20: Create a new placeholder on a slide.

Figure 5.21: Change the name of a layout to clarify its purpose.

Figure 5.22: Slide master names form the category titles on the Layout list.

Figure 5.23: The Preserve Master command saves a slide master so that PowerPoint cannot automatically delete it.

Chapter 6: Formatting Text

Figure 6.1: Fonts appear on the Fonts list on the Home tab.

Figure 6.2: Apply a font from the Font list on the Home tab.

Figure 6.3: Use the mini toolbar to apply a font.

Figure 6.4: The Font dialog box provides access to many different text-formatting controls, as well as the font list.

Figure 6.5: Replace all instances of one font with another.

Figure 6.6: Select a font size from the drop-down list, or click in the Font Size text box and type a value.

Figure 6.7: Character spacing, which you set from the Home tab, affects the appearance and readability of your text.

Figure 6.8: Adjust character spacing and kerning using custom settings in the Font dialog box.

Figure 6.9: The Font Color button (left) and the Text Fill button (right) are both located on the Home tab. They can both apply solid-color formatting, but only the Text Fill button can apply special fill effects.

Figure 6.10: You can now apply borders to regular text.

Figure 6.11: You can apply a text outline color, as well as a different line thickness, or weight.

Figure 6.12: Text attributes that are available in PowerPoint 2007.

Figure 6.13: Some fonts use different character sets for bold and italic, while others do not.

Figure 6.14: Use the Font group's buttons for these five attributes.

Figure 6.15: Choose font attributes from the Font dialog box.

Figure 6.16: Change the case of the selected text by selecting a Change Case option from the menu.

Figure 6.17: Select a WordArt Style.

Figure 6.18: Select a shadow preset.

Figure 6.19: Select a reflection preset to apply a Reflection effect to text.

Figure 6.20: This text has a Glow effect applied to it.

Figure 6.21: You can select a glow preset, as well as a different color.

Figure 6.22: You can select a bevel present and add depth or texture to text.

Figure 6.23: Fine-tune the bevel settings in the Format Text Effects dialog box.

Figure 6.24: The Depth setting sets the length of the sides of the text. These sides are visible only when you apply a rotation to the text.

Figure 6.25: The 3-D rotation effect makes text appear to tilt, slant, and rotate.

Figure 6.26: Choose a 3-D rotation preset.

Figure 6.27: Some examples of transformation effects.

Figure 6.28: Choose a transformation effect.

Figure 6.29: Modify the shape of the transformation effect by dragging a purple diamond.

Figure 6.30: Format Painter copies formatting, not only for text but also for other objects.

Chapter 7: Formatting Paragraphs and Text Boxes

Figure 7.1: To ensure consistency, make bullet format changes on the slide master.

Figure 7.2: Click the Bullets button to toggle bullets on/off or open its drop-down list.

Figure 7.3: Change bullet size and color.

Figure 7.4: Select an alternative symbol to use as a bullet.

Figure 7.5: Choose a picture bullet from the Clip Organizer.

Figure 7.6: Click the Numbering button to toggle numbering on/off or open its drop-down list and select a preset.

Figure 7.7: Change numbering size and color.

Figure 7.8: Adjust the indents by dragging their markers.

Figure 7.9: You can set up indentation via the Paragraph dialog box.

Figure 7.10: Set or clear tab stops in the Tabs dialog box.

Figure 7.11: Choose a line spacing preset from the button's menu.

Figure 7.12: Adjust line spacing in the Paragraph dialog box.

Figure 7.13: Click a button on the Paragraph group to set alignment.

Figure 7.14: Format a text box using the Shape Styles group on the Format tab.

Figure 7.15: Choose Other Theme Fills to select one of the theme's backgrounds for the fill of the text box.

Figure 7.16: The same fill has been applied both to the background and to the text box.

Figure 7.17: Set a text box's transparency in the Format Shape dialog box.

Figure 7.18: Vertical centering combinations with paragraph-level horizontal alignment.

Figure 7.19: Select a vertical alignment from the Align Text button's menu.

Figure 7.20: Choose a vertical alignment option.

Figure 7.21: Rotate a text box by dragging its rotation handle.

Figure 7.22: You can set text direction separately from text box rotation.

Figure 7.23: Choose a number of columns for the text box.

Figure 7.24: Use the Columns dialog box to enter a larger number of columns than 3, or to adjust spacing between columns.

Chapter 8: Correcting and Improving Text

Figure 8.1: Type what you want to find, and then click the Find Next button.

Figure 8.2: Enter what you want to find and what you want to replace it with.

Figure 8.3: Right-click a red-underlined word for quick spelling advice.

Figure 8.4: When PowerPoint finds a misspelled word with the spell checker, you can respond to it using these controls.

Figure 8.5: You can set spelling options here.

Figure 8.6: Edit custom dictionaries from the Custom Dictionaries dialog box.

Figure 8.7: Select a language for the text.

Figure 8.8: Set up the corrections that you want PowerPoint to handle as you type.

Figure 8.9: You can reverse an action, disable a correction, or open the AutoCorrect Options dialog box.

Figure 8.10: You can select the AutoFormat As You Type options that you want in this dialog box.

Figure 8.11: Use a smart tag by clicking its button and selecting from its menu.

Figure 8.12: Configure smart tags from the AutoCorrect dialog box.

Figure 8.13: Look up a word in the Encarta Dictionary.

Figure 8.14: Select a word in the thesaurus, and then insert it, copy it, or look it up.

Figure 8.15: Translate a word or phrase from your language to another language, or vice versa.

Figure 8.16: Find in-depth information about a term or phrase with the Research group of sources.

Figure 8.17: Find important information about a business with the business and financial sites sources.

Chapter 9: Creating and Formatting Tables

Figure 9.1: Open the Insert Table dialog box from either the Table menu or a content placeholder.

Figure 9.2: Enter the number of rows and columns to specify the size of the table that you want to create.

Figure 9.3: Drag across the grid in the Table button's menu to specify the size of the table that you want to create.

Figure 9.4: You can create a unique table with the Draw Table tool.

Figure 9.5: Select a row or column with the Select button's menu, or click above or to the left of the column or row.

Figure 9.6: To resize a table, drag a selection handle on its frame.

Figure 9.7: Set a precise height and width for the table from the Table Size group.

Figure 9.8: Insert rows or columns by using these buttons on the Layout tab.

Figure 9.9: Specify how the split should occur.

Figure 9.10: Apply a table style from the gallery.

Figure 9.11: Set a precise size for a row or column.

Figure 9.12: You can set the internal margins on an individual cell basis for each side of the cell.

Figure 9.13: Use the Draw Borders group's lists to set the border's style, thickness, and color.

Figure 9.14: Select the side(s) to apply borders to the chosen cells.

Figure 9.15: Apply a fill effect to the selected cell(s).

Figure 9.16: Apply a fill to the table's background.

Figure 9.17: When you apply a picture fill to a table, each cell gets its own copy.

Figure 9.18: Set the picture to be tiled as a texture.

Figure 9.19: The picture is too large (top) or too small (bottom) for the table fill.

Figure 9.20: A picture placed behind a transparent table appears to fill its background.

Figure 9.21: Apply a shadow to a table.

Figure 9.22: This 3-D table is actually a plain table with a 3-D rectangle behind it.

Figure 9.23: Set the vertical and horizontal alignment of text from the Alignment group.

Figure 9.24: You can set types of text direction.

Figure 9.25: An Excel object can substitute for a table grid and can provide Excel-specific capabilities.

Chapter 10: Drawing and Formatting Objects

Figure 10.1: Select a shape from the Shapes list.

Figure 10.2: Line tools.

Figure 10.3: Flow-chart connectors have red balls on the ends when they are connected.

Figure 10.4: Use the Change Shape option in the Edit Shape drop-down menu to reselect a shape.

Figure 10.5: Fine-tune a shape by converting it to freeform and adjusting its points.

Figure 10.6: If the text overflows the shape (left), press Shift+Enter to insert line breaks where needed (right).

Figure 10.7: Selection handles appear around a selected object.

Figure 10.8: Hold down the mouse button and drag a box that includes all of the shapes that you want to select.

Figure 10.9: Each selected object displays its own selection handles.

Figure 10.10: The Selection and Visibility pane assists you in selecting objects.

Figure 10.11: Drag an object on the slide to reposition it.

Figure 10.12: Move or copy multiple items using the Clipboard pane.

Figure 10.13: For drawn objects, charts, and text boxes, these formatting options are available.

Figure 10.14: For photos and clip art, these formatting options are available.

Figure 10.15: Adjust an object's size from the Size tab in the Size and Position dialog box.

Figure 10.16: Rotate an object by dragging its rotation handle.

Figure 10.17: Rotate an object 90 degrees, or flip an object from the Rotate menu.

Figure 10.18: Toggle the grid on and off in the Grid and Guides dialog box.

Figure 10.19: Choose an alignment for the object in relation to the slide.

Figure 10.20: The original positioning (left) and the positioning after you apply the Align Top command (right).

Figure 10.21: The original positioning (left) and the positioning after applying the Distribute Horizontally command (right).

Figure 10.22: You can create all kinds of logos, artwork, and other special effects by layering objects.

Figure 10.23: Apply a Shape Style as a shortcut to formatting a drawn object or a chart element.

Figure 10.24: Apply a Picture Style to quickly format an imported graphic such as a photo.

Figure 10.25: A color picker offers the current color theme's colors, and also some standard (fixed) colors.

Figure 10.26: Use the Custom tab of the Colors dialog box to precisely define a color that you want to use.

Figure 10.27: Use the Format Shape dialog box to fine-tune the line style.

Figure 10.28: Apply a preset gradient from the Gradient submenu for a shape.

Figure 10.29: Gradient stops define when and how the color will change.

Figure 10.30: You can define gradient stops and settings in the Format Shape dialog box.

Figure 10.31: Select one of the preset textures from the Texture button's gallery.

Figure 10.32: A background fill allows the background to show through, but hides any intervening objects.

Figure 10.33: You can use presets to apply 3D object effects.

Figure 10.34: Outer (left), inner (center), and perspective (right) shadows.

Figure 10.35: If none of the presets meets your needs, you can customize a shadow using the Format Shape dialog box.

Figure 10.36: The reflection presets combine various amounts of reflection and offset.

Figure 10.37: Beveled edges give a shape a three-dimensional appearance without tilting or rotating the object.

Figure 10.38: You can set bevels and other 3-D formatting effects in the 3-D Format section of the Format Shape dialog box.

Figure 10.39: Some examples of 3D rotation and formatting.

Figure 10.40: Set X, Y, and Z rotation for the object in the Format Shape dialog box.

Chapter 11: Creating SmartArt Diagrams

Figure 11.1: A typical SmartArt diagram being constructed.

Figure 11.2: A list diagram deemphasizes any progression between items.

Figure 11.3: A process diagram shows a flow from point A to point B.

Figure 11.4: A cycle diagram traces the steps of a repeating process.

Figure 11.5: A hierarchy diagram, also called an organization chart, explains the structure of an organization.

Figure 11.6: A relationship diagram shows how parts relate to a whole.

Figure 11.7: A matrix diagram uses a grid to represent the contributions of parts to a whole.

Figure 11.8: A pyramid diagram represents the progression between less and more of something.

Figure 11.9: Click the SmartArt icon in the placeholder on a slide.

Figure 11.10: Select the diagram type you want to insert.

Figure 11.11: Add a shape to the diagram.

Figure 11.12: Create subordinate bullet points under a shape.

Figure 11.13: When you move pieces of a diagram, connectors move and stretch as needed.

Figure 11.14: Switch to a different diagram layout.

Figure 11.15: Add more shapes to a hierarchy diagram.

Figure 11.16: An Assistant box in a hierarchy chart.

Figure 11.17: This is the standard layout for a branch of an organization chart.

Figure 11.18: Hanging layouts make the chart more vertically oriented.

Figure 11.19: Select a SmartArt Style.

Figure 11.20: Open the SmartArt Style gallery for more choices.

Figure 11.21: Select a color scheme from the Change Colors button's menu.

Figure 11.22: Select a color scheme from the Change Colors button's menu.

Figure 11.23: Right-click the graphic and choose Size and Position to open this dialog box.

Figure 11.24: Apply a different shape to a part of the diagram.

Chapter 12: Using and Organizing Clip Art

Figure 12.1: The clip art that matches your search specifications appears in the task pane.

Figure 12.2: Narrow the search for a clip to certain collections by deselecting the check boxes for unwanted collections.

Figure 12.3: Narrow the search for a clip to certain file types by only selecting check boxes for the media types that you want.

Figure 12.4: You can browse clip art by collection, as well as by category within a collection.

Figure 12.5: You can create new collection folders.

Figure 12.6: You can specify the locations that you want the Clip Organizer to catalog.

Figure 12.7: You can specify the location to which you want to add the clips.

Figure 12.8: You can remove a clip or a category from the Clip Organizer by right-clicking it and choosing Delete.

Figure 12.9: You can add or delete keywords for a clip.

Figure 12.10: You can add or delete keywords for multiple clips at once on the All Clips at Once tab.

Figure 12.11: Visit the Office Online clip art Web page for more information and more clip art.

Figure 12.12: You can download clips from Office Online for future use.

Figure 12.13: Select a color wash to apply to the clip.

Figure 12.14: You can break apart a clip art image into separate shapes.

Chapter 13: Working with Photographic Images

Figure 13.1: A raster graphic, normal size (right) and zoomed in to show individual pixels (left).

Figure 13.2: At high magnification, the difference in dpi for a scan is apparent.

Figure 13.3: When the image is used at a normal size, there is virtually no difference between a high-dpi and low-dpi scan.

Figure 13.4: You can insert a picture by using the Insert Picture from File content placeholder icon.

Figure 13.5: Select the picture to be inserted.

Figure 13.6: Select the device and the basic properties.

Figure 13.7: Custom insert options are available when scanning into the Clip Organizer.

Figure 13.8: Size a photo via either the dialog box or the Format tab.

Figure 13.9: This picture can benefit from cropping.

Figure 13.10: The picture has been improved by cropping and resizing it.

Figure 13.11: Adjust the brightness or contrast for the selected picture.

Figure 13.12: Set an image mode from the Recolor button's menu.

Figure 13.13: Click OK to compress with the default settings or click Options to fine-tune.

Figure 13.14: Adjust compression settings here.

Figure 13.15: Choose a shape in which the selected picture should appear.

Figure 13.16: Select a picture style from the Picture Styles gallery.

Figure 13.17: Specify graphics to appear in the photo album, a page layout, and a style of photo frame.

Chapter 14: Working with Charts

Figure 14.1: Parts of a chart.

Figure 14.2: The PowerPoint 2007 charting interface.

Figure 14.3: Microsoft Graph from within PowerPoint 2007.

Figure 14.4: Select the desired chart type.

Figure 14.5: Examples of chart types, from top left, clockwise: column, line, bar, and pie.

Figure 14.6: Examples of chart types, from top left, clockwise: area, scatter, donut, and surface.

Figure 14.7: A chart with the columns representing the series.

Figure 14.8: A chart with the rows representing the series.

Figure 14.9: You can redefine the range for the chart by dragging the blue outline on the datasheet.

Figure 14.10: To fine-tune the data ranges, you can use the Select Data Source dialog box.

Figure 14.11: Specify what should happen when the data range contains blank or hidden cells.

Figure 14.12: You can choose one of the preset layouts that fits your needs.

Figure 14.13: Labels help to make it clear to the audience what the chart represents.

Figure 14.14: Each type of label has its own button that displays a drop-down list.

Figure 14.15: An axis title describes what is being measured on the axis; you can edit the placeholder text in the title.

Figure 14.16: You can select these vertical axis titles, from left to right: Rotated Title, Vertical Title, and Horizontal Title.

Figure 14.17: You can adjust the size of the plot area to make more room for the vertical axis title.

Figure 14.18: You can select a legend position, or turn the legend off altogether.

Figure 14.19: You can set legend options in the Format Legend dialog box.

Figure 14.20: You can display or hide data labels using the Data labels button.

Figure 14.21: You can set data label options using the Format Data Labels dialog box.

Figure 14.22: Use a data table to show the audience the numbers on which the chart is based.

Figure 14.23: Use the Data Table Options to specify which borders should appear in the data table.

Figure 14.24: Presets for horizontal axes.

Figure 14.25: Presets for vertical axes.

Figure 14.26: This chart does not show the differences between the values very well.

Figure 14.27: A change to the values of the axis scale makes it easier to see the differences between values.

Figure 14.28: You can set axis options in the Format Axis dialog box, including the axis scale.

Figure 14.29: You can set a number format in the Format Axis dialog box.

Figure 14.30: You can apply a chart style using the Chart Styles gallery.

Figure 14.31: You can apply gridline presets from the Gridlines drop-down menu.

Figure 14.32: You can set gridline colors, styles, and shadows in the Format Major Gridlines dialog box.

Figure 14.33: You can adjust the 3-D rotation of a chart.

Chapter 15: Incorporating Data from Other Programs

Figure 15.1: Using the Office 2007 Clipboard task pane enables you to copy more than one clip to the Clipboard.

Figure 15.2: You can drag data from one application to another. Hold down the Ctrl key to copy rather than move.

Figure 15.3: Use the Paste Special dialog box to link or embed a piece of a data file from another program.

Figure 15.4: Enter the filename or browse for it with the Browse button.

Figure 15.5: Choose the object type you want to create. The object types listed come from the OLE-compliant programs installed on your PC.

Figure 15.6: The embedded program's controls appear, with PowerPoint in the background.

Figure 15.7: You can change the update setting for the links in your presentation here.

Chapter 16: Adding Sound Effects, Music, and Soundtracks

Figure 16.1: You can preview a clip in the Preview/Properties dialog box.

Figure 16.2: The sound clip appears as a small speaker icon on the slide.

Figure 16.3: Choose a sound file from your hard disk or other location (such as your company's network).

Figure 16.4: To make a sound play when the mouse pointer is over its icon, you can set it up on the Mouse Over tab. You can use the Mouse Click tab to make the sound play when you click it.

Figure 16.5: Custom animation settings allow you to specify when a sound plays.

Figure 16.6: You can choose whether the sound should play automatically or only when a user clicks it.

Figure 16.7: You can use the Timing controls to set a delay for when the sound will play.

Figure 16.8: You can specify that a clip plays at a different time than the beginning, or set it to restart playing from wherever it left off if you stop it.

Figure 16.9: You can set the volume for an individual sound in comparison to the overall volume for the entire presentation.

Figure 16.10: The Options tab allows you to adjust some sound settings.

Figure 16.11: You can choose the sound that you want to assign to the object.

Figure 16.12: You can specify a starting and ending track, as well as a time within those tracks.

Figure 16.13: You can adjust the CD track times from the Options tab.

Figure 16.14: You can use a timeline to graphically set the timing between clips on a slide.

Figure 16.15: You can record your own sounds using your PC's microphone.

Chapter 17: Incorporating Motion Video

Figure 17.1: Inserting a video clip from the Clip Organizer.

Figure 17.2: Making a clip available offline involves copying it to one of your local clip collections.

Figure 17.3: Set the Object Action to Play on the Mouse Click and Mouse Over tabs.

Figure 17.4: The Movie Options group controls movie playback directly from the Options tab.

Figure 17.5: The Movie Options dialog box offers many of the same options as the Options tab.

Figure 17.6: If you set the clip to play automatically, separate entries for Pause and Play appear in the Custom Animation task pane.

Figure 17.7: Timing options for pausing the movie.

Figure 17.8: Timing options for playing the movie. Notice that Repeat and Rewind are available (unlike in Figure 17.7).

Figure 17.9: Timing options for the clip in general.

Figure 17.10: Set up optional triggers that make the clip play when you click something other than the clip.

Figure 17.11: Specify from what point the clip should begin playing and when it should stop.

Chapter 18: Creating Animation Effects and Transitions

Figure 18.1: You can specify automatic transition times on the Animations tab.

Figure 18.2: You can view slide timings in Slide Sorter view.

Figure 18.3: Use the Rehearsal toolbar to set timings for automatic transitions.

Figure 18.4: Select a transition effect.

Figure 18.5: You can select a transition sound.

Figure 18.6: You can select an animation preset.

Figure 18.7: You can view an animation in the Custom Animation pane.

Figure 18.8: You can expand the animations list to show the animations for bullet points 1, 2, and 3 individually.

Figure 18.9: You can apply an effect from the Add Effect drop-down menu.

Figure 18.10: When you choose More Effects from the Add Effects submenu in Figure 18.9, the Add Effects dialog box appears, displaying additional choices.

Figure 18.11: Use the Custom Animation pane's drop-down lists to fine-tune the selected animation.

Figure 18.12: Emphasis effects have some choices that do not involve motion.

Figure 18.13: You can rearrange animations on the animations list in the Custom Animation pane by dragging them or by using the Re-Order arrow buttons.

Figure 18.14: You can control how text in a text box is animated.

Figure 18.15: You can control the timing of an animation effect in the Timing tab.

Figure 18.16: You can set a trigger for an animation.

Figure 18.17: You can adjust the volume for an animation in relation to the general volume of the presentation.

Figure 18.18: You can choose a color for the object after animation, or specify that it should be hidden afterwards.

Figure 18.19: You can select a motion path.

Figure 18.20: The motion path appears on the slide.

Figure 18.21: You can edit a motion path by dragging the black or white squares that represent its anchor points.

Figure 18.22: In this progression, the chart is appearing by series.

Figure 18.23: Here, the chart is appearing by category.

Figure 18.24: You can animate the chart by series, by category, or by individual data points.

Figure 18.25: The advanced timeline shows how much time is allotted to each animated element on the slide.

Figure 18.26: Drag a bar on the timeline to increase or decrease the duration of an individual animation.

Figure 18.27: Although these figures look like two separate slides, they are actually a single slide at two different points in the animation sequence.

Chapter 19: Creating Support Materials

Figure 19.1: Choose Handouts to print and specify which handout layout you want.

Figure 19.2: Select a printer if you have more than one.

Figure 19.3: Each printer's options are slightly different, but the same types of settings are available on most printers.

Figure 19.4: The Handout Master lets you define the handout layout to be printed.

Figure 19.5: Choose a number of slides per page.

Figure 19.6: Turn on/off placeholder elements from the Handout Master tab.

Figure 19.7: Portrait (left) and Landscape (right) handout orientation.

Figure 19.8: Landscape (left) and Portrait (right) slide orientation.

Figure 19.9: Set orientation from the Page Setup group.

Figure 19.10: Apply color, font, and/or effect themes from the Edit Theme group.

Figure 19.11: Notes Page view is one of the best ways to work with your speaker notes.

Figure 19.12: You can edit the layout of the notes pages in Notes Master view.

Figure 19.13: Choose a format for sending the presentation to Word.

Figure 19.14: With the notes pages or handouts in Word, you can change the margins and other settings.

Figure 19.15: Set table alignment from the Table Tools Layout tab.

Figure 19.16: The Borders button has a drop-down list of border sides to turn on/off.

Chapter 20: Preparing for a Live Presentation

Figure 20.1: Buttons appear in the bottom-left corner of a slide in Slide Show view. The third button opens a menu that controls navigation between slides.

Figure 20.2: Click the Slide button or right-click on the slide to open this menu.

Figure 20.3: The Slide Show Help dialog box provides a quick summary of the shortcut keys that are available during a presentation.

Figure 20.4: You can go to a specific slide using the Go to Slide command on the menu.

Figure 20.5: The All Slides dialog box lists the titles of all of the slides so that you can select the one that you want to go to.

Figure 20.6: You can select a pen type and an ink color for it.

Figure 20.7: You can draw on the slide with the pen tools.

Figure 20.8: You can jump to a hidden slide just as you would to any other slide.

Figure 20.9: You can use custom shows to hide related groups of backup slides.

Figure 20.10: You can create custom shows that allow you to use the same presentation for multiple audiences.

Figure 20.11: Use the Add button to copy slides from the main presentation into the custom show.

Figure 20.12: You can select a custom show to edit, copy, or delete, and then click the appropriate button.

Figure 20.13: Choose the custom show that you want to jump to.

Figure 20.14: You can return to the full presentation from the All Slides dialog box.

Figure 20.15: You can create hyperlinks on slides that display custom shows.

Figure 20.16: Choose one of your custom shows as the place to jump to when the user clicks the hyperlink.

Figure 20.17: Use the Set Up Show dialog box to control which of your custom shows runs when you start the show.

Figure 20.18: Use the Package for CD feature to place all of the necessary files for the presentation on a CD.

Figure 20.19: When you specify multiple files for a CD, you can specify the order in which they should play.

Figure 20.20: You can set options for copying the presentations to CD.

Figure 20.21: You can copy presentation files and support files anywhere, not just to a CD.

Figure 20.22: You must set up the second monitor in Windows before setting it up in PowerPoint.

Figure 20.23: You can set up the show for multiple monitors in the Set Up Show dialog box.

Figure 20.24: Presenter View provides tools for helping you manage your slideshow from a second monitor.

Chapter 21: Designing User-Interactive or Self-Running Presentations

Figure 21.1: A sampler of the various navigational control types available in PowerPoint.

Figure 21.2: Some examples of bare Internet hyperlinks.

Figure 21.3: Insert a hyperlink by typing the text to display and choosing the address of the slide or other location to jump to.

Figure 21.4: Enter a custom ScreenTip if desired.

Figure 21.5: Select the slide that the hyperlink should refer to.

Figure 21.6: You can browse files on your hard disk by choosing Current Folder, and then setting Look In to Computer.

Figure 21.7: You can create a new document with a hyperlink.

Figure 21.8: You can use a hyperlink to send e-mail.

Figure 21.9: You can create a hyperlink via an action setting.

Figure 21.10: Action buttons are shapes, inserted from the Shapes palette.

Figure 21.11: Specify what should happen when you click the action button.

Figure 21.12: Change the shape of an action button as you would any other shape.

Figure 21.13: You can create any of these sets of action buttons by typing and formatting text on blank buttons.

Figure 21.14: Tell PowerPoint that this show should loop continuously.

Chapter 22: Preparing a Presentation for Mass Distribution

Figure 22.1: Use the Document Properties window that appears at the top of the presentation window to assign or change document metadata.

Figure 22.2: The Summary tab of the Properties dialog box contains additional property fields.

Figure 22.3: You can set a custom property in the Custom tab.

Figure 22.4: You can inspect the presentation for information that you might want to remove.

Figure 22.5: You can view the inspection results.

Figure 22.6: This message appears after you mark a document as final.

Figure 22.7: You can find out about potential problems that may occur when sharing the file in 97–2003 format.

Figure 22.8: You can add a password to a presentation file.

Figure 22.9: You can use the Package for CD feature to place all of the necessary files for the presentation on a CD, or in another location.

Figure 22.10: You can package the presentation files to another location.

Figure 22.11: You can select multiple presentations to include on the CD, and set the order in which they should play.

Figure 22.12: You can set options for copying your presentations to disc.

Figure 22.13: The Save As dialog box appears different when you are saving in a Web format.

Figure 22.14: This is a PowerPoint presentation that was saved in Web page format.

Figure 22.15: You can use this dialog box to provide more input on how PowerPoint converts your presentation to Web format.

Figure 22.16: You can fine-tune the Web export settings of your presentation even more precisely with these options.

Figure 22.17: You can customize how you save your presentation for a specific Web browser version.

Figure 22.18: All of these file options are enabled by default; you can deselect the ones that you do not want.

Figure 22.19: You can choose default fonts.

Figure 22.20: An instruction page such as this one provides links to the downloadable PowerPoint file, as well as to the PowerPoint Viewer program.

Chapter 23: Sharing and Collaborating

Figure 23.1: Type a comment in the box.

Figure 23.2: Mark the Print Comments and Ink Markup box to see the comments in print.

Figure 23.3: In Windows Vista, you can choose to share with Everyone to provide wide access to the folder location.

Figure 23.4: You can allow others to make changes to the presentation file by setting the permission level for the Everyone group (or for a specific user) to Co-Owner.

Figure 23.5: In Windows XP, you can grant read-only or write permission to the folder.

Figure 23.6: PowerPoint helps you e-mail presentations easily.

Figure 23.7: A SharePoint document workspace.

Figure 23.8: Create a Document Workspace.

Figure 23.9: The task pane displays the status of the document in the workspace.

Figure 23.10: You can choose to update the document workspace's copy of the presentation with any changes you make to it.

Figure 23.11: Set workspace management options here.

Figure 23.12: Check a file out of the document library or workspace.

Figure 23.13: Create a slide library.

Figure 23.14: Publish slides to a slide library from within PowerPoint.

Figure 23.15: The list of published slides in the library.

Figure 23.16: The first four buttons on the blue bar are drop-down menus for managing the slide library.

Figure 23.17: Set up a new column for slide type.

Figure 23.18: This alternate view of the slide library contains columns that are different from the default.

Figure 23.19: Mark or clear check boxes for the desired columns and set their positions.

Figure 23.20: Anderson Slide Library datasheet view.

Figure 23.21: Change slide properties on a single slide, and then click OK.

Appendix A: Feature Finder-2003 to 2007

Figure A.1: The interactive PowerPoint lookup tool tells you where to find commands in PowerPoint 2007.

Appendix B: Customizing PowerPoint

Figure B.1: You can add commands to the Quick Access toolbar from the Customization section of the PowerPoint Options dialog box.

Figure B.2: You can set up new trusted locations in the Trust Center dialog box.

Figure B.3: You can specify what should happen when a presentation outside a trusted location tries to run a macro.

Figure B.4: You can specify what should happen when a presentation outside a trusted location tries to run an ActiveX control.