FastCourse PowerPoint 2007: Level 3 Quick References 1 Fast Course PowerPoint 2007: Level 3 Quick References Quick Reference tables provide generic instructions for key tasks. This document contains various Quick Reference tables for tasks you have learned in this course. You may want to print this document or save it to your Desktop to use as a reference. CONNECTING PRESENTATIONS Task Procedure Connect presentations with a hyperlink ■ Select the text or object in the main presentation to turn into a hyperlink. ■ Choose Insert→Links→Hyperlink from the Ribbon. ■ In the Link To option, select Existing File or Web Page. ■ Navigate to the other presentation, select it, and click OK. Connect presentations with an action ■ Select the text or object in the main presentation to turn into a hyperlink. ■ Choose Insert→Links→Action from the Ribbon. ■ Choose the Hyperlink To option, and then select Other PowerPoint Presentation from the menu. ■ Navigate to the other presentation, select it, and click OK. ■ Select a specific slide within the target presentation and click OK. ■ Click OK to close the Action Settings dialog box. Use Object Linking and Embedding (OLE) to link or embed presentations ■ Choose Insert→Text→Object from the Ribbon. ■ Choose the Create from File option. ■ Click the Browse button, navigate to the file or presentation you’d like to link, and then click OK. ■ Select the Link checkbox option for a linked presentation, or leave it unchecked to embed the presentation. ■ Select the Display as Icon checkbox to display a generic file icon on the slide, or leave the box unchecked to display a snapshot of the file contents.
Quick Reference tables provide generic instructions for key tasks. This document contains various Quick Reference tables for tasks you have learned in this course. You may want to print this document or save it to your Desktop to use as a reference.
CONNECTING PRESENTATIONS Task Procedure
Connect presentations with a hyperlink
■ Select the text or object in the main presentation to turn into a hyperlink.
■ Choose Insert→Links→Hyperlink from the Ribbon.
■ In the Link To option, select Existing File or Web Page.
■ Navigate to the other presentation, select it, and click OK.
Connect presentations with an action
■ Select the text or object in the main presentation to turn into a hyperlink.
■ Choose Insert→Links→Action from the Ribbon.
■ Choose the Hyperlink To option, and then select Other PowerPoint Presentation from the menu.
■ Navigate to the other presentation, select it, and click OK.
■ Select a specific slide within the target presentation and click OK.
■ Click OK to close the Action Settings dialog box.
Use Object Linking and Embedding (OLE) to link or embed presentations
■ Choose Insert→Text→Object from the Ribbon.
■ Choose the Create from File option.
■ Click the Browse button, navigate to the file or presentation you’d like to link, and then click OK.
■ Select the Link checkbox option for a linked presentation, or leave it unchecked to embed the presentation.
■ Select the Display as Icon checkbox to display a generic file icon on the slide, or leave the box unchecked to display a snapshot of the file contents.
EDITING A LINKED OR EMBEDDED PRESENTATIONTask Procedure
Edit a linked presentation
■ Choose Office→Open from the Ribbon, navigate to the original linked file, select it, and click Open.
or
■ Right-click the hyperlink in the main presentation and choose Open Hyperlink from the pop-up menu.
■ Make the changes to the linked presentation, and then save and close the linked presentation.
■ The hyperlink in the main presentation may change color (depending on the document theme and color scheme) to indicate that the link has been clicked. The color will revert to its original color when viewed in a slide show.
Edit an OLE linked presentation
■ Double-click the OLE object icon in the main presentation, or open the linked presentation normally with the Office→Open command.
■ Make the changes to the linked presentation, and then save and close the linked presentation.
Edit an OLE embedded presentation
■ Double-click the OLE object icon in the main presentation.
■ If the OLE object is displaying as a generic icon, the embedded presentation will open in full screen just as a linked presentation does. Make the changes to the embedded presentation and then close it. Changes are automatically saved.
■ If the OLE object is displaying as a snapshot of the file contents, the embedded presentation becomes editable in a small window inside the current slide. Make the changes to the embedded presentation, and then click anywhere on the main slide.
This option allows you to display Back/Forward buttons at the bottom of the browser window and displays the Outline panel on the left. You can choose between standard colors and document theme colors for the Outline panel hyperlinks.
On
B Show slide animation
If your presentation includes slide transitions, you can opt to include them in the presentation. Not all browsers support slide transitions. If bullet animation appears, viewers can find it tedious to repeatedly make each bullet appear.
Off
C Resize graphics
This option scales graphics used on slides to fit in the browser window so users don’t have to scroll left and right to view large images.
On
CHOOSING FILE TAB OPTIONS
Option DescriptionRecommended Setting
Organize supporting files in a folder
■ Creates a folder in which to store the web presentation files.
On
Use long filenames whenever possible
■ Attempts to maintain your filenames, even if they are long.
■ If this option is not selected, PowerPoint will force you to rename your presentation with a maximum of eight characters. For example, Pinnacle Pet Care Connected would have to be renamed to something like Pinnacle (eight or fewer characters).
On
Update links on save
■ Hyperlinks that have changed will be updated when the presentation is saved.
CONVERTING A PRESENTATION TO WEB PAGE FORMATTask Procedure
Use the Publish method
■ Choose Office→Save As ▼→Other Formats from the Ribbon.
■ Accept the default name or type a different name in the File Name box of the Save As dialog box.
■ Choose Web Page (*.htm; *.html) from the Save As Type option in the Save As dialog box. (In Win Vista, the option is simply Web Page.)
■ Click the Publish button to open the Publish as Web Page dialog box.
■ Configure the various Publish options.
■ Click the Web Options button to access the web options.
■ Configure the options on the five tabs and then click OK.
■ Click Publish to publish the web presentation.
Use the Save As method
■ Choose Office→Save As ▼→Other Formats from the Ribbon.
■ Accept the default name or type a different name in the File Name box of the Save As dialog box.
■ Choose Web Page (*.htm; *.html) from the Save As Type option in the Save As dialog box. (In Win Vista, the option is simply Web Page.)
■ Click the Tools button in the lower-left corner of the Save As dialog box to access the web options. (In Win Vista, the Tools button appears in the bottom-right corner of the Save As dialog box.)
■ Click OK to close the Web Options dialog box.
■ Click Change Title to change the title that appears at the top of the web browser window.
■ Click Save to save the web presentation.
USING WEB PRESENTATION NAVIGATION TOOLS
Tool Function
A Outline panel Allows viewers to navigate through the presentation and select slides in any order
B Show/Hide Outline button
Acts as a toggle that displays/hides the Outline panel
C Expand/Collapse Outline button
Toggles between showing slide titles only and showing titles plus bulleted text in the Outline panel
D Previous Slide and Next Slide buttons
Allow users to move back and forward through the slides
E Slide Show button Makes the presentation fill the screen just like a slide show in PowerPoint
Set up the email service PowerPoint uses to send presentations
■ Close the PowerPoint program window if the program is running.
■ Start Internet Explorer, choose Tools→Internet Options from the command bar, and then click the Programs tab.
Win XP
■ Choose the desired service/program from the E-mail drop-down list (for example, Outlook or Windows Live Mail) and click OK.
Win Vista
■ Click the Set Programs button.
■ Click the Set Your Default Programs link.
■ Select your email program from the list on the left of the screen, and then click Set This Program As Default.
■ Click OK.
■ Close the Default Programs window.
■ Click OK to close the Internet Options window.
PowerPoint will use the selected email program the next time you give the command to send a presentation via email.
Send a presentation for review with Outlook, Outlook Express, or Windows Mail
■ Open the presentation in PowerPoint.
■ (Optional but recommended) Choose Office→Save As from the Ribbon, rename the presentation, indicating which reviewer is to review this copy, and then click Save. (A copy of the presentation is now saved with a new name and is currently open in PowerPoint.)
■ Choose Office→Send→E-mail from the Ribbon. (The presentation is automatically attached to the email.)
■ Enter the recipient’s email address and, if desired, revise the subject line.
■ Click the Send button in the message window.
■ Open your email program to actually send the message.
■ Repeat the preceding steps for each reviewer.
Send a presentation for review by using another email program, network server, or disc
■ Open your email program and address a message for the first reviewer. Use one of the following three methods to distribute the reviewer copies:
■ Use your email program’s procedure to attach the saved copy of the presentation and click Send.
or
■ Send an email message to all reviewers, telling them the name of the shared network folder in which you placed their copy. Be sure to tell them in the message to review only the copy with their name on it.
or
■ Save each copy to a disc and then distribute to the appropriate reviewer.
USING COMMANDS IN THE WINDOW COMMAND GROUPCommand What It Does
New Window ■ Creates an additional window for the current presentation
■ Useful to work on two slides in the same presentation at once
Arrange All ■ Arranges all open presentations side by side
■ Useful to compare open presentations
Cascade ■ Overlaps all open presentations
■ Useful to quickly see which presentations are open
Move Split ■ Enables the use of the arrow keys on the keyboard to adjust the size of the Slide pane within a single PowerPoint window
Switch Windows ■ Used to switch between open presentations
■ An alternative to using the Windows taskbar to switch between PowerPoint windows
TRANSPORTING A PRESENTATIONTask Procedure
Pack a presentation for transport to another computer by using Package for CD
■ Open the presentation you wish to package.
■ Choose Office→Publish→Package for CD. Be sure there is a USB drive in the computer or a writable CD in your CD drive. (Your CD drive must also be capable of burning CDs.)
■ Select the desired options from the Options dialog box.
■ To copy to a USB drive, select Copy to Folder and browse to the desired folder on your USB drive.
■ To copy to a CD, select Copy to CD.
Play the presentation at the destination computer
■ Open a My Computer window and display the USB or CD drive.
■ Double-click the presentation folder and then double-click the play file.
■ The PowerPoint viewer will start and open your presentation.
Burn a packaged presentation to a CD from within PowerPoint
■ Open the presentation you wish to package to a CD.
■ Insert a writable CD-R or CD-RW in your CD drive. (Your CD drive must be able to burn CDs.)
■ Choose Office→Publish→Package for CD.
■ Name the CD and configure the package options.
■ Click Copy to CD.
■ If prompted, answer Yes to include linked files.
■ PowerPoint burns the files to CD.
Write files and/or folders to a CD without using PowerPoint in Windows XP
■ Insert a writable CD-R or CD-RW in your CD drive. (Your CD drive must be able to burn CDs.)
■ If prompted for an action, click Cancel.
■ Use the Desktop or My Computer to navigate to the folder containing the files you wish to burn to the CD.
■ Select the files and folders you wish to burn and choose Copy the Selected Items from the File and Folder Tasks on the left side of the folder window.
■ Select the CD drive from the list in the Copy Items dialog box and click Copy.
■ Follow the onscreen prompts to complete the task.
Write files and/or folders to a CD without using PowerPoint in Windows Vista
■ Insert a writable CD-R or CD-RW in your CD drive. (Your CD drive must be able to burn CDs.)
■ When prompted for an action, choose Burn File to Data Disc.
■ To burn the CD with the Live File System format:
◆ Click the Next button.
◆ Wait until the disc formats and the empty disc folder appears.
◆ Open the folder containing the files you want to burn, and then drag the files to the empty disc folder to automatically write the files to the CD.
■ To burn the CD with the Mastered format:
◆ Click Show Formatting Options.
◆ Choose Mastered, and then click Next.
◆ Wait for the empty disc folder to appear.
◆ Open the folder containing the files you want to burn, and then drag the files to the empty disc folder.
SETTING UP A SLIDE SHOWOption Category What It Affects
Show Type ■ Choose between running the slide show in full-screen mode or in a window.
■ If run in full-screen mode, no scroll bars are visible and slides are advanced by clicking the Slide Show toolbar or by using the keyboard. Also, the Minimize, Restore, and Close buttons in the top-right corner of the window are not visible.
■ If run in a window, slides can be advanced only by right-clicking and choosing Advance, or by using the optional scroll bar. Also, the Minimize, Restore, and Close buttons in the top-right corner of the window are visible across the top of the slide show.
Show Options ■ Choose to loop the slide show repeatedly until manually stopped, to disable narration or animation, and to set the default pen color for ink annotations.
Show Slides ■ Display all slides or a specified range of slides in the presentation during the slide show.
Advance Slides ■ Choose to advance slides manually through mouse clicks or the keyboard, or use timings if they are present.
Multiple Monitors ■ If the presentation computer has multiple monitors, you can choose which monitor will display the slide show.
Performance ■ If the presentation computer is not very powerful (slow microprocessor or little RAM), you can adjust these advanced settings to try to improve performance of the slide show at the cost of quality.
