by Peter Weverka PowerPoint ® 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_040629 ffirs.qxp 11/29/06 12:08 AM Page iii PowerPoint ® 2007 All-in-One Desk Reference For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www.wiley.com/go/permissions. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. PowerPoint is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. 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Library of Congress Control Number: 2006925912 ISBN-13: 978-0-470-04062-1 ISBN-10: 0-470-04062-9 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 1O/RU/RS/QW/IN 01_040629 ffirs.qxp 11/29/06 12:08 AM Page iv About the Author Peter Weverka is the bestselling author of several For Dummies books, including Office All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and other magazines for grown-ups. 01_040629 ffirs.qxp 11/29/06 12:08 AM Page v Dedication For Aiko Sophia and Henry Gabriel. Author’s Acknowledgments This book owes a lot to many hard-working people at Wiley Publishing in Indiana. I would like once again to thank Steve Hayes for his good advice, his encouragement, and the opportunity to write another For Dummies book. Susan Christophersen knows the editing craft as well as any editor I have ever worked with. It was a pleasure — once again — to work with her. Technical editor Joyce Nielsen made sure that all the explanations in this book are indeed accurate, and I would like to thank her for her excellent work and suggestions for improving this book. I would also like to thank Rich Tennant for the witty cartoons you will find on the pages of this book, and Ty Koontz for writing the index. These people at the Wiley offices in Indianapolis gave their all to this book, and I want to acknowledge them by name: Claudia Bell, Amanda Foxworth, John Greenough, Joyce Haughey, Steve Hayes, Jodi Jensen, Stephanie D. Jumper, Jessica Kramer, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Erin Smith, Ryan Steffen, Ronald Terry, Laura VanWinkle, Erin Zeltner Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at the breakfast table. How will I ever repay you? 01_040629 ffirs.qxp 11/29/06 12:08 AM Page vii Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Project and Copy Editor: Susan Christophersen Senior Acquisitions Editor: Steve Hayes Technical Editor: Joyce Nielsen Editorial Manager: Jodi Jensen Editorial Assistant: Amanda Foxworth Cartoons: Rich Tennant ( www.the5thwave.com) Composition Services Project Coordinators: Erin Smith, Ryan Steffen Layout and Graphics: Claudia Bell, Joyce Haughey, Stephanie D. Jumper, Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan, Ronald Terry, Erin Zeltner Proofreaders: Jessica Kramer, John Greenough, Christy Pingleton, Techbooks Indexer: Ty Koontz Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services 01_040629 ffirs.qxp 11/29/06 12:08 AM Page viii Contents at a Glance Introduction 1 Book I: Getting Started in PowerPoint 5 Chapter 1: Introducing PowerPoint 7 Chapter 2: PowerPoint Nuts and Bolts 15 Chapter 3: Finding Your Way around the PowerPoint Screen 37 Chapter 4: Planning Ahead for a Solid Presentation 57 Book II: Building Your Presentation 69 Chapter 1: Inserting and Handling Slides 71 Chapter 2: Handling Master Slides and Master Styles 91 Chapter 3: Handling Slide Backgrounds 109 Chapter 4: Entering the Text 133 Chapter 5: Formatting Text on a Slide 181 Book III: Communicating with Tables, Charts, and Diagrams 219 Chapter 1: Constructing the Perfect Table 221 Chapter 2: Putting a Chart on a Slide 241 Chapter 3: Putting Diagrams on Slides 287 Book IV: Embellishing Your Slides with Graphics and Shapes 313 Chapter 1: Drawing Shapes, Lines, and Other Objects 315 Chapter 2: Managing and Manipulating Objects 335 Chapter 3: Decorating Slides with Graphics and Photographs 365 Chapter 4: Decorating Slides with Clip Art 391 Book V: Flash and Dash 403 Chapter 1: Taking Advantage of Transitions and Animations 405 Chapter 2: Making Video Slides 451 Chapter 3: Making Sound and Music a Part of a Presentation 465 02_040629 ftoc.qxp 11/29/06 12:08 AM Page ix Book VI: Giving a Presentation 493 Chapter 1: Giving an In-Person Presentation 495 Chapter 2: Speaker Notes and Handouts 511 Chapter 3: Creating a Self-Running Presentation 525 Chapter 4: Creating a User-Run Presentation 533 Chapter 5: Alternative Ways to Distribute Presentations 555 Book VII: PowerPoint for Power Users 569 Chapter 1: Customizing PowerPoint 571 Chapter 2: Creating a Presentation Design for Your Company 579 Chapter 3: Collaborating with Others on a Presentation 593 Chapter 4: Linking and Embedding for Compound Presentations 609 Chapter 5: Automating Tasks with Macros 619 Index 625 02_040629 ftoc.qxp 11/29/06 12:08 AM Page x Table of Contents Introduction 1 What’s in This Book, Anyway? 1 What Makes This Book Special 2 Easy-to-look-up information 2 A task-oriented approach 3 Meaningful screen shots 3 Foolish Assumptions 3 Conventions Used in This Book 3 Icons Used in This Book 4 Good Luck, Reader! 4 Book I: Getting Started in PowerPoint 5 Chapter 1: Introducing PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 PowerPoint Slides 7 Some PowerPoint Jargon 9 PowerPoint as a Communication Tool 9 A Whirlwind Tour of PowerPoint 10 Creating the slides 10 Designing your presentation 10 Inserting tables, charts, diagrams, and shapes 12 “Animating” your slides 12 Showing your presentation 12 Chapter 2: PowerPoint Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . .15 Starting PowerPoint 15 Creating a New Presentation 17 Deciding between the blank presentation and a template 18 Creating a blank presentation 19 Creating a presentation from a template 20 Starting from another presentation 20 Saving Your Presentation Files 22 Telling PowerPoint where you like to save presentations 22 Saving presentations for use in earlier versions of PowerPoint 23 Saving “AutoRecovery information” 25 Opening and Closing Presentations 26 Opening a presentation 26 Closing a presentation 29 02_040629 ftoc.qxp 11/29/06 12:08 AM Page xi PowerPoint 2007 All-in-One Desk Reference For Dummies xii Entering the Document Properties 30 Understanding the New PowerPoint XML Format 31 Shortcut Commands Worth Knowing 32 Undoing a mistake 32 Repeating an action — and quicker this time 33 Entering text quickly with the AutoCorrect command 33 Chapter 3: Finding Your Way around the PowerPoint Screen . . . . . .37 A Brief Geography Lesson 37 Knowing Your Way around the New PowerPoint Interface 39 The Office button 40 The Quick Access toolbar 40 The Ribbon and its tabs 41 Context-sensitive tabs 42 The anatomy of a tab 43 Live previewing 46 Mini toolbars 47 PowerPoint 2007 for keyboard lovers 47 Zooming In, Zooming Out 49 Getting a Better View of Your Work 50 Changing views 51 Normal/Outline view: Fiddling with the text 51 Normal/Slides view: Moving from slide to slide 52 Slide Sorter view: Moving and deleting slides 52 Slide Show view: Giving a presentation 52 Notes Page view: Reading your speaker notes 52 Pure Black and White and Grayscale views 53 The Master views 53 Hiding and Displaying the Slides Pane and Notes Pane 53 Displaying, Hiding, and Reading the Ruler 55 Chapter 4: Planning Ahead for a Solid Presentation . . . . . . . . . . . . . .57 Formulating Your Presentation 58 Start by writing the text 58 Make clear what the presentation is about 58 Start from the conclusion 58 Personalize the presentation 59 Tell a story 59 Assemble the content 59 Designing Your Presentation 59 Keep it simple 59 Be consistent from slide to slide 61 Choose colors that help communicate your message 61 When fashioning a design, consider the audience 61 Beware the bullet point 62 Observe the one-slide-per-minute rule 62 Make like a newspaper 63 Use visuals, not only words, to make your point 64 02_040629 ftoc.qxp 11/29/06 12:08 AM Page xii Table of Contents xiii Delivering Your Presentation 65 Rehearse, and rehearse some more 65 Connect with the audience 65 Anticipate questions from the audience 65 Know your equipment 66 Take control from the start 67 Play tricks with the PowerPoint screen 67 Book II: Building Your Presentation 69 Chapter 1: Inserting and Handling Slides . . . . . . . . . . . . . . . . . . . . . . . .71 Understanding How Slides Are Constructed 72 Slide layouts 72 Text frames and content frames 72 Selecting the right layout 74 Creating New Slides for Your Presentation 74 Inserting a new slide 74 Creating a duplicate slide 77 Copying and pasting slides 78 Stealing slides from other presentations 79 Conjuring slides from Word document headings 81 Selecting a Different Layout for a Slide 84 Changing the Size and Orientation of Slides 84 Changing the size of slides 85 Changing the orientation of slides 85 Displaying Slides So That You Can Manipulate Them 86 Selecting, Moving, and Deleting Slides 87 Selecting slides 87 Moving slides 88 Deleting slides 88 Hidden Slides for All Contingencies 88 Hiding a slide 89 Showing a hidden slide during a presentation 89 Chapter 2: Handling Master Slides and Master Styles . . . . . . . . . . . .91 Using Master Slides and Master Styles for a Consistent Design 91 Switching to Slide Master view 92 Understanding master slides (the Slide Master and layouts) 93 Understanding how master styles work 95 Relationships between the Slide Master, layouts, and slides 96 Ground Rules for Handling Master Slides 98 Altering a Master Slide 99 Editing a master style 99 Changing the layout of master slides 101 Creating Another Slide Master 103 02_040629 ftoc.qxp 11/29/06 12:08 AM Page xiii [...]... files 479 Telling PowerPoint When and How to Play a Sound File 482 Starting, Pausing, and Resuming a Sound File 483 Recording a Voice Narration for PowerPoint 484 Testing your computer’s microphone .484 Recording the narration in PowerPoint 486 Recording a voice narration with Sound Recorder 490 xxii PowerPoint 2007 All-in-One Desk Reference For Dummies Book VI: Giving... xxiv PowerPoint 2007 All-in-One Desk Reference For Dummies Customizing the Status Bar .575 Changing Color Schemes 576 Chapter 2: Creating a Presentation Design for Your Company 579 Creating a Template for Your Presentation Designs 580 Making Your Company Colors Part of the Design 581 Finding out a color’s RGB or HSL setting 581 Employing a company color in a PowerPoint. .. the Quick Access Toolbar 623 Installing Add-Ins 623 Index 625 xxvi PowerPoint 2007 All-in-One Desk Reference For Dummies Introduction O nly a few years ago, PowerPoint was a novelty All of a sudden, speakers started giving PowerPoint presentations at conferences and seminars Audiences welcomed PowerPoint The slides made presentations more interesting and lively You could gaze at... depth 368 Choosing File Formats for Graphics 368 The All-Important Copyright Issue 369 Inserting a Graphic on a Slide 370 Touching Up a Graphic 371 Changing a graphic’s brightness and contrast .371 “Recoloring” a graphic .372 Cropping off part of a graphic 373 xx PowerPoint 2007 All-in-One Desk Reference For Dummies Compressing Graphics to Save... added 302 Entering bulleted lists on diagram shapes 302 xviii PowerPoint 2007 All-in-One Desk Reference For Dummies Changing a Diagram’s Direction 303 Choosing a Look for Your Diagram 304 Changing the Appearance of Diagram Shapes 305 Changing the size of a diagram shape .305 Exchanging one shape for another 306 Changing a shape’s color, fill, or outline 307... Started in PowerPoint Contents at a Glance Chapter 1: Introducing PowerPoint 7 Chapter 2: PowerPoint Nuts and Bolts 15 Chapter 3: Finding Your Way around the PowerPoint Screen 37 Chapter 4: Planning Ahead for a Solid Presentation 57 Chapter 1: Introducing PowerPoint In This Chapter ߜ Taking a peek at PowerPoint ߜ Understanding PowerPoint jargon ߜ Communicating by way of PowerPoint. .. I tell you what a PowerPoint presentation is and explain some PowerPoint jargon Then I fish you out of the water and take you on a whirlwind tour of PowerPoint By the time you finish reading this chapter, you will know what creating a PowerPoint presentation entails PowerPoint Slides Figure 1-1 (top) shows the PowerPoint window That thing in the middle is a slide, PowerPoint s word for an image that... how PowerPoint “autofits” text in text frames 190 Choosing how PowerPoint “autofits” text in text boxes .192 Positioning Text in Frames and Text Boxes 193 Aligning text in frames and text boxes 193 Indenting text in text frames and text boxes 194 Formatting a text frame for normal paragraphs, not indented lists 199 Aligning text with tab stops 200 xvi PowerPoint 2007 All-in-One. ..xiv PowerPoint 2007 All-in-One Desk Reference For Dummies Restoring a Redesigned Presentation to Its Original State .104 Reconnecting a presentation slide to its original layout .105 Re-imposing the original design on an entire... VII: PowerPoint for Power Users: Looks into customizing PowerPoint, designing templates, collaborating with others, linking and embedding, and understanding macros What Makes This Book Special You are holding in your hands a computer book designed to make learning PowerPoint as easy and comfortable as possible Besides the fact that this book is easy to read, it’s different from other books about PowerPoint . by Peter Weverka PowerPoint ® 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_040629 ffirs.qxp 11/29/06 12:08 AM Page iii PowerPoint ® 2007 All-in-One Desk Reference For Dummies ® Published. Author Peter Weverka is the bestselling author of several For Dummies books, including Office All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books about. ftoc.qxp 11/29/06 12:08 AM Page xi PowerPoint 2007 All-in-One Desk Reference For Dummies xii Entering the Document Properties 30 Understanding the New PowerPoint XML Format 31 Shortcut Commands Worth