CHAPTER THREE: WORKING WITH … THREE: WORKING WITH PRESENTATIONS 3 OMA241 –INTEGRATED OFFICE...

CHAPTER THREE: WO RKI NG WITH PRES ENTATIO N S 1

OMA241 –INTEGRATED OFFICE APPLICATIONS |

TOPIC

Integrate Presentation with Other

Applications

Manage and Deliver

Presentations

Organizing and

Presenting the Data

Chapter 3

WORKING WITH

PRESENTATIONS



Creating a plain text outline for your presentation first can help

you organize your thoughts and the flow of ideas on the slides. In a

text editor or word processor, you can more easily see the whole

outline than in PowerPoint.

A. CREATE A PLAIN TEXT OUTLINE

1) Open NOTEPAD or another plain

text editor.

2) Type the following text in the blank Notepad document.

3) Save to your class folder

Chapter3 with the

file name P-A1.txt

(Create the folder if you do not have

one yet.)

4) Close Notepad.

TO CREATE A PRESENTATION FROM A TEXT OUTLINEEXERCISE 1

LESSON 1 ORGANIZING AND

PRESENTING THE DATA



B. OPEN A PLAIN TEXT OUTLINE IN POWERPOINT

1) Open PowerPoint.

2) Navigate to your Class disk to the text file you just typed. [\Chapter3\]

3) If necessary, change the file type box to ALL OUTLINES.

The file P.txt should be the only file showing.

4) Select the file and click on the Open button.

PowerPoint is happy to open the file and create slides, but look at the thumbnails! Each

paragraph is now a slide title. This is NOT what you want at all. Happily, it is easy to fix -

without having to move any text!



C. USE INCREASE/DECREASE INDENT TO

PROMOTE/DEMOTE

The Home ribbon tab has two buttons that make it easy to manage the outline

levels. These look like the Decrease Indent and Increase Indent buttons you may be familiar with from Word. In PowerPoint the indention is a side-effect of changing the outline list level.

Increase List Level put into a LESS important spot in the outline. You demote it in importance, from level 1 level 2 OR level 2 level 3. Or make in a subtopic.

Decrease List Level You promote it, making it MORE important.

NOTE: Increasing the list level therefore also increases the indention.

Level 1 has no indention. Level 2 has some indention but less than Level 3.

1) Click the OUTLINE in the

Navigation pane.

Each paragraph from the text outline has a slide icon -17 slides! You must fix this mess!

2) Click on the slide icon for

Slide #3: Preparing

Marketing.... The whole

line is selected.

3) On the Home ribbon tab,

click Increase List Level

button .

The title text from Slide 3 is

now a bullet item on Slide 2 and

the slides are renumbered.



4) Open the P-A1.txt from the Notepad for you to have a guide in the indention.

Position the Notepad window on the LEFT part of your screen, and the

PowerPoint on the RIGHT side.

5) Continue by selecting slides 4 and 5 increase the list level – indent it 2 times.

6) Click the Save button

7) Save with the name P-A1.pptx

NOTEPAD POWERPOINT



D. CREATE A TABBED TEXT OUTLINE IN NOTEPAD

PowerPoint recognizes tabbed text when it creates slides. If the outline uses tabs instead of spaces to indent the outline parts, the slides will turn out better!

1) Open Notepad again and open text.txt from your Class disk.

2) For lines that have 2 spaces to the left, REPLACE the spaces with 1 tab.

(Select the spaces and press the TAB key.) The indention will be larger than before.

3) For lines that have 4 spaces to the left, REPLACE the spaces with 2 tabs.

(Select the spaces and press the TAB key twice.)

4) From Notepad's File menu select Save As.

Use the name P-A2.txt to save your revised outline to your Class disk in the

Chapter3 folder.

5) Close Notepad.

1 TAB

1 TAB 1 TAB



E. OPEN TABBED TEXT OUTLINE IN POWERPOINT

1) Switch to PowerPoint.

2) Open P-A2.txt on your Class disk.

3) Switch to Slide Sorter

View by clicking the Slide Sorter button in the View bar on the Status bar.

These slides are in much better form that the ones from the first text outline.

4) Click the Save As button on the Quick Access Toolbar.

The Save As dialog appears since this presentation has not been saved before. Use the P-A2.pptx



PowerPoint can open many Word documents and create

slides from the text. You will get better results if you create a copy to edit and then assign outline levels to all of the text that you want in the presentation.

The more complex the Word doc, the more you will need to make changes before letting PowerPoint create slides from it.

Images in your Word doc will not be put on the slides automatically. You will have to insert them into the presentation yourself.

A. OPEN WORD DOCUMENT

1) Open Word (Not PowerPoint) and open the file

hikeinfo.doc

[This file will be provided by the Instructor/Demonstrator]

Make sure that this file is save in your PowerPoint

Exercise folder.

B. EDIT WORD DOCUMENT INTO AN OUTLINE

1) Edit the text so that the document

reads as shown.

NOTE: If the word document contains long

text /sentences this is the time to simplify it!!!

The font and styling of the text will not

actually matter at this point. You will be

changing those in PowerPoint later.

2) Delete the images as you edit, because

PowerPoint will not import them.

3) Edit the content into an outline.

TO CREATE A PRESENTATION FROM A WORD OUTLINEEXERCISE 2



C. APPLY HEADINGS

1) Access the Home tab of the Ribbon. Within the Styles group select Perspective

style.

2) Put your cursor in the first line, “Take a

Hike”, in the Styles palette box on the

Home ribbon tab apply Heading 1.

3) Apply Heading 1 to the lines listed below, which will become slide titles:

To apply a style to multiple lines that are not next to each other, hold CTRL

down while selecting.

CTRL + ALT + 1 is the key combo to apply Heading 1.

Planning the Adventure

Packing supplies

Wearing the Right Clothes

4) Apply Heading 2 to the lines listed below. These will become first level bullets in PowerPoint. Heading 2 tells PowerPoint to put the text on a slide.

CTRL + ALT + 2 is the key combo to apply Heading 2.

An Adventure with Kids

Pines Nature Center

Trail Length – Varies by child’s age

Backpack – Limit to 20 percent of child’s

weight

Snacks and drinks

Miscellaneous

Dress in layers

Wear long pants and long-sleeved shirt

Wear a hat and comfortable shoes

5) Apply Heading 3 to the lines which will become second level bullets:

CTRL + ALT + 3 is the key combo to apply Heading 3. Ages 2 to 4: 1 to 2 miles

Ages 5 to 7: 3 to 4 miles

Ages 8 to 12: 5 to 7 miles

Childs favorite healthy foods

Fruit and nuts



Water

Sunscreen

Insect repellent

First-aid kit

Children get cold quicker than adults

Protect against insects and cuts

Keep body warm

6) Save as A3.docx

7) Close Word.

D. OPEN A WORD OUTLINE IN POWERPOINT

PowerPoint automatically creates a presentation when you open a word processing document with PowerPoint.

1.) If necessary, open PowerPoint and open the file select A3.docx.

Problem: No Word documents are showing: Solution: Change the Files of type: box to All Outlines.

2) Click on each of the slide thumbnails to see what PowerPoint put on the slides. Not too bad at first glance.

The formatting is quite different from the original and not at all what you will want for your presentation.

3) Click View, then Slide Sorter to see the entire slides.

4) Click the Save

button .

Save it as P-A3.pptx to the Chapter4 folder.



E. CHANGE SLIDE LAYOUT

The first slide is a Title slide but it uses the normal slide layout. All it takes is a simple click to change a slide layout.

1.) Select Slide #1 to display it in the

Slide pane.

2.) On the Home ribbon tab, click on

the Layout button .

3.) Click the thumbnail for Title Slide, which has two placeholders in the middle of the slide. Your title and subtitle placeholders are moved.

4.) Select Slide #3 to change the

slide layout to “Two Content”.

5.) Cut and paste the following

text to the next placeholder on

the right side.

Miscellaneous Sunscreen Insect repellent First-aid kit

6.) Add some pictures relevant to

the slide content.

7.) Click the Save button.[ P-A3.pptx]



Most of the formatting for your slides should be controlled by the Slide Master. That makes it easy to be consistent throughout the presentation and will make new slides match the old automatically.

Saving your formatting as a custom template makes it easy for you to reuse your lovely design and its effects in other presentations.

This time you will create the template from scratch.

A. FORMAT FONTS ON SLIDE MASTER

1.) Open P-A3.pptx which you created in the last lesson.

2.) Click View, select Slide Master View and select the thumbnail at the top of the

Navigation pane.

The slides are using some formatting that has been inherited from the original document, just as

if you had manually applied the formatting.

3.) On the Slide Master, select the Title placeholder.

4.) Right click in the Title placeholder to show the Mini-Toolbar and context menu.

5.) From the Mini-Toolbar, set the Font to Arial Black. Leave the Font Size at 44

pt.

6.) Change the

font color to

Olive Green.

7.) Drag across all text in the Text placeholder to select it.

TO CREATE A CUSTOM TEMPLATEEXERCISE 3



8.) Change the font to Tahoma. .Leave the font size alone.

9.) Use Save As to save the presentation with the name P-A3b.pptx to your

Class disk in the chapter3 folder

B. FORMAT BULLETS ON SLIDE MASTER

1.) In the Slide Master view, click on the

first outline level to select it

3.) Right click on the selected line and

select Bullets from the context menu.

Click on Bullets and Numbering.

4.) Click on the hollow square bullet

style.

5.) Click on Olive Green for the color.

6.) Click on OK to close the Bullets and

Numbering dialog.

The first outline level now has a

bullet that is square and colored.

7.) Select the Second outline level and change its bullet to: - Shape = filled round bullet

- Color = blue,

- Size = 120%

8.) Close the Slide Master view and look at Slide #2:

Planning.

Something is wrong! The formatting was not applied.

9.) Save P-A3b.pptx



C. REMOVE MANUAL TEXT FORMATTING

The slides are still using the fonts from the original outline. You must make the slides use the formatting from the Masters. The easiest way uses the Outline.

1.) In the Slide Pane, click on Slide #2:

Planning the Adventure in an area outside

of the two placeholders.

2.) Use the key combo CTRL + A.

3.) Both placeholders are selected.

4.) Use the key combo CTRL + SHIFT + Z.

All of the formatting that is not on the

Slide Master is removed.

5.) If necessary, show the Outline pane again.

6.) Click in the Outline pane and repeat the key combos above:

CTRL + A to select all the outline text

CTRL + SHIFT + Z to remove formatting that is not on the Slide Master

The manual formatting is

removed for all of the

slides and the Slide

Master rules again.

7.) Switch to Slide Sorter

view to see all of the

slides at once.

8.) Save .

Old formatting

Master slide formatting



TO INSERT HEADER AND FOOTERS:

1) Click the Insert tab Text Group , click the Header & Footer to display the

Header and Footer dialog box.

2) In the Header & Footer dialog box, click the Notes and Handouts tab -> Under

Include on Page, select the Date and Time check box.

3) If necessary, click the Update automatically option button so that the current

date prints on the notes and handout each time, the presentation is printed.

4) Select the page number and Footer checkbox, Type Your Own name and ID

TO PRINT A PRESENTATION

1) Click the FilePrint.

2) In the gallery, under Handout, click 4 slides Horizontal. Notice that the Print

Preview displays the slide handout., and the current date, filename and page

number.

3) Click Print Button.

4) In the File Info tab Properties. Click Show Document Panel, and then in

the Author, delete any text and type your firstname and lastname.

5) In the Subject Box, type your course name and section number.

6) In the keywords box, type the (keywords about the presentation) and then

Close.

TO INSERT HEADER & FOOTER AND PRINT A PRESENTATIONEXERCISE 4



Text Outline Title and Main Topics(Topic 1 ,2, …) - NO TAB or NO spaces

Level 1 Subtopics – should have one (1) TAB

Level 2 Subtopics – should have two (2) TABs

Word Outline Title and Main Topics(Topic 1 ,2, …) - Heading1

Level 1 Subtopics – Heading2

Level 2 Subtopics – Heading 3

TITLE Topic1

Level1 Subtopic Level2 Subtopic


Topic2 Level1 Subtopic Level1 Subtopic

TITLE Topic1



Topic2 Level1 Subtopic Level1 Subtopic

SUMMARY



PowerPoint – Lab1 : Create Presentation from Word Outline

IN MS WORD

a) Copy the Word document NZInfo.doc from the \Chapter4

Resource file folder

b) Create an outline by applying Heading 1 to main topics, Heading 2

to subtopics and so on. Edit by removing the images.

c) Save it as NZInfo-Text.doc.

IN POWERPOINT

d) Open the word file you just created (NZInfo-Text.doc.) in PowerPoint .

e) Create the presentation with the following requirements:

Theme – apply Austin theme.

Clipart – Insert one (1) related clipart image to slide#2.

Slide Layout– apply Title Slide to slide#1.

Transition – apply Cover effect to slide#1; apply Checkboard effect to slide#2

Animation – apply Float in effect to text in slide#1 ; apply Zoom effect to clipart

in slide#1

f) Save the presentation as PPT-Lab1.pptx in the Chapter3 folder

LET’S APPLY IT!



Overview of audio and video files

The following tables show the audio and video file formats that you can use in PowerPoint 2010. If

you do not see a file format listed below, you can convert that file type to a supported file format by

using programs, utilities, or add-ins other than PowerPoint 2010 such as those listed below.

Microsoft Windows Media Encoder Windows Media Encoder is a free program that makes

some files compatible with PowerPoint. For more information, see Microsoft Windows

Media Encoder.

Windows Media Player Windows Media Player is a digital media player and media library

application used for playing audio, video, and viewing images on personal computers

running the Microsoft Windows operating system, as well as on Pocket PC and Windows

Mobile-based devices.

Compatible audio file formats

Note Both iPod and Zune support the Advanced Audio Coding (AAC) file format. PowerPoint 2010

will support this file format provided that the correct codec (codec: An abbreviation for

compressor/decompressor. Software or hardware used to compress and decompress digital media.)

is installed. Examples of codecs for the AAC file format include the Apple QuickTime player and

ffDShow.

LESSON

2 INTEGRATE PRESENTATION WITH OTHER APPLICATIONS

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http://r.office.microsoft.com/r/rlidAWSContentRedir?AssetID=XT102248541033&CTT=11&Origin=HA103367091033



File

format Extension More information

AIFF

Audio

file

.aiff Audio Interchange File Format This sound format originally was used on Apple and Silicon

Graphics (SGI) computers. These waveform files are stored in an 8-bit monaural (mono or one

channel) format, which is not compressed and can result in large files.

AU

Audio

file

.au UNIX Audio This file format typically is used to create sound files for UNIX computers or

the Web.

MIDI file .mid or .midi Musical Instrument Digital Interface This is a standard format for the interchange of

musical information between musical instruments, synthesizers, and computers.

MP3

Audio

file

.mp3 MPEG Audio Layer 3 This is a sound file that has been compressed by using the MPEG

Audio Layer 3 codec.

Windows

Audio

file

.wav Wave Form This audio file format stores sounds as waveforms, which means that one

minute of sound can occupy as little as 644 kilobytes or as much as 27 megabytes of storage.

Windows

Media

Audio

file

.wma Windows Media Audio This is a sound file that has been compressed by using the

Microsoft Windows Media Audio codec, a digital audio coding scheme developed by

Microsoft that is used to distribute recorded music, usually over the Internet.

Compatible video file formats

NOTE Videos in the .mp4, .mov, and .qt formats can be played in PowerPoint if the Apple

QuickTime player is installed.

File

format Extension More information

Adobe

Flash

Media

.swf Flash Video This file format is generally used to deliver video over the Internet using the

Adobe Flash Player.

Windows

Media

file

.asf Advanced Streaming Format This file format stores synchronized multimedia data and can

be used to stream audio and video content, images, and script commands over a network.

Windows

Video

file

.avi Audio Video Interleave This is a multimedia file format for storing sound and moving

pictures in Microsoft Resource Interchange File Format (RIFF) format. It is one of the most

common formats because audio or video content that is compressed with a wide variety of

codecs can be stored in an .avi file.

Movie

file

.mpg or

.mpeg

Moving Picture Experts Group This is an evolving set of standards for video and audio

compression developed by the Moving Picture Experts Group. This file format was designed

specifically for use with Video-CD and CD-i media.

Windows

Media

Video

file

.wmv Windows Media Video This file format compresses audio and video by using the Windows

Media Video codec, a tightly compressed format that requires a minimal amount of storage

space on your computer's hard disk.

Source: Microsoft Office Help



Video and audio can be linked or embedded from files or clip

art. In this lesson, you will embed video and audio from files.

Media files tend to be large; therefore, always compress the

files as you did with photographs.

TO EMBED VIDEO IN PRESENTATION

PowerPoint will support QuickTime (.mov, .mp4) and Adobe Flash (.swf) files when you have

installed the QuickTime and Adobe Flash players.

1.) Click in the slide; then click the arrow

under Video and select Video from File.

2) In the Insert Video dialog box, locate the

video you want to embed and click Insert.

[C:\Users\Public\Videos\Sample Videos]

TIP You can also click the Video icon in a

content layout to insert a video.

TO LINK VIDEO FROM THE PRESENTATION

You can link to an external video or movie file from your

Microsoft PowerPoint 2010 presentation. By linking your

video, you can reduce the file size of your presentation.

1.) Click in the slide; then click the arrow

under Video and select Video from File.

2.) In the Insert Video dialog box, locate the

video you want to link and click Insert.

[C:\Users\Public\Videos\Sample Videos]

TO EMBED OR LINK VIDEO AND AUDIOEXERCISE 5



Important To prevent possible problems with broken links, it is a good idea to copy the

videos into the same folder as your presentation, and link to them there.

Comparison of file size for embed Video and Link Video:

TO LINK VIDEO FILE ON A WEBSITE

You can link to a video file on your local drive or to a video file that you uploaded to a web site, such

as YouTube or hulu.

Important Please make sure that you obtain the owner's approval before you link to, use, or

distribute content (that you did not create) that is copyrighted.

1) On the Slides tab in Normal view, click the slide to which you want to add a

video.

2) In your browser, go to the web site that contains the video that you want to

link to, such as YouTube or hulu.

3) On the web site, locate the video, and then locate and copy the Embed

code.



Note Most web sites that contain videos include an embed code, yet the locations of embed

codes will differ depending on each web site. And, some videos do not have an embed code,

and therefore you cannot link to those. And, to be clear, even though they are called 'embed

codes', you are actually linking to the video and not embedding it in your presentation

4) Back in PowerPoint, on the Insert tab, in the Media group, click the arrow

under Video.

5) Click Video From Web Site.

6) In the Video From Web Site dialog box, paste the embed code, and then

click Insert.

Embed code



TO EMBED AUDIO:

1.) Click in the slide; then click the arrow under Audio and select Audio from File.

2.) In the Insert Audio dialog box, locate the audio you want to embed and click

Insert.

TO FORMAT VIDEO OR AUDIO:

The Format and Playback tools for video and audio are very similar.

1.) To start the media, select Automatically or On Click.

2.) Check options desired such as Rewind after Playing, Hide During Show (audio

icon), or Trim Video or Trim Audio.

3.) To shorten video or audio, select the media and click Play. Then click Trim

Video or Trim Audio and drag the beginning green marker or ending red marker

inward to reduce the amount of time.



Overview of External Data

When you want to use data from an existing spreadsheet or document, you certainly don't want to

have to type it in all over again. There are a few decisions you must make.

What Do You Want?

Part of a document or the whole document?

Static copy or one that can update to show changes in the original file

Edit in the original program or as PowerPoint text or object

How to Insert the Data

You have two methods to get external data onto a slide:

1) Copy and Paste

Depending on what you copied, you may have several Paste Options.

Examples:

Cells in a spreadsheet:

o Use Destination Styles

o Keep Source Formatting

o Embed

o Picture

o Keep Text Only

Chart in a spreadsheet:

o Use Destination Theme and Embed

o Keep Source formatting and Embed

o Use Destination Theme and Link Data

o Keep Source formatting and Link Data

2) Insert Object

Insert ribbon tab > Object > Dialog

Insert Object

The file is embedded on the slide unless you check one of the boxes.

'Link' puts a picture of the file on the slide.

'Display as icon' put an icon on the slide. While running the slide show, clicking the icon opens the object. The icon is most often used to open another presentation.



.

Consequences of your choices:

Simple Paste: The pasted data is on the slide, just as if you had typed it.

Embed:

o External data is now included in the presentation file and is not connected to the original

file any more.

o Changes on the slide will not affect the original file.

o Changes to the original file will not affect the presentation, including moving, renaming,

or deleting the original file.

o Editing what was embedded uses the original program.

Link:

o Changes to the original file will show up on the slide, after you Update Link.

o Changes while in PowerPoint are actually changes to the original file.

Be warned!

o Moving, renaming or deleting the original file breaks the link. You will not be able to edit

what shows in PowerPoint



When a chart is pasted or embedded in a presentation, any

changes made in the Excel chart must be made separately in

the chart in a presentation.

When a chart is linked, changes in the Excel chart are also

made in the chart in the presentation.

TO EMBED AN EXCEL CHART

1.) Copy the Excel file [nz-languages.xls] to the same folder as will be used to

store the presentation. Get resource files from your Instructor/Demonstrator.

2.) Open the PowerPoint, create New Presentation. First SlideLayout – Title and

Content

3.) On the Insert ribbon tab, click on the Object button

4.) To embed the chart

(external Excel file )

in a slide, Click on

the radio button

(circle) for Create

from file.

The dialog changes! You

need the path to the file

you want to import

5.) Click the Browse Button.

6.) Navigate to the resource files on your hard disk and select nz-languages.xls

7.) Click Ok.

8.) You can now move the object or resize it on your slide.

9.) Type on the Title – Embed Chart

10.) Insert New Slide _ Slide#2

TO LINK OR EMBED EXCEL CHARTSEXERCISE 6



TO LINK AN EXCEL CHART

1) On the Insert ribbon tab, click on the Object button

2) To link the chart to a

slide, (external Excel file )

in a slide, Click on the

radio button (circle) for

Create from file and

click Link.

The dialog changes! You need

the path to the file you want to

link.

3) Type on the Title of Slide#2 – Link Chart

4) Double-lick the chart to edit the chart in MS Excel. Changes made in the Excel automatically reflected in MS Powerpoint

TO MODIFY A LINKED EXCEL WORKSHEET OBJECT 1) Double-click the worksheet object in the PowerPoint

2) Make your changes to the worksheet

3) Save your changes to the Excel worksheet

4) Close the Excel worksheet .

5) Save your changes to the PowerPoint.

Worksheet is the same in Excel

and in PowerPoint



You can print handouts from Microsoft PowerPoint 2010, but

if you want to use the editing and formatting features of

Microsoft Word, you can work on and print your handouts

using Word. In the open presentation, do the following:

TO CONVERT A POWERPOINT PRESENTATION INTO A WORD

DOCUMENT.

1) Click File tab , then click Save & Send ,

2) Under File Types click Create Handouts, then under Create Handouts in

Microsoft Word, click the button Create Handouts

3) Select the Page Layout in Microsoft Word(Select on the type of handouts you

want to make) then do one of

the following:

a. To paste content that

you want to remain

unchanged when the

content in the original

PowerPoint presentation

is updated, click Paste,

and then click OK.

b. To ensure that any

updates that occur to

the original PowerPoint

presentation are

reflected in the Word

document, click Paste

Link, and then click OK.

4) The presentation opens as a

Word document in a new

window. You can edit, print or save as with any Word document.

TO EDIT OR PRINT POWERPOINT HANDOUTS IN WORDEXERCISE 7

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