1 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

Create An Interactive PowerPoint Family Tree

March 22, 2014

Purpose

The purpose of this document is to provide you with a list of key PowerPoint functions that will allow

you to build an "Interactive PowerPoint Family Tree" with the use of Hyperlinks. In this family tree, each

family has their own page(s) and each member of that tree is provided with their own page(s).

Hyperlinks are used to lead the viewer up and down the hierarchy of the family tree; thus parents are

linked with son(s) and daughter(s) and vice versa.

The order of the slides in the PowerPoint presentation is not important, because all slides are tied to

Hyperlinks. Unlike PowerPoint presentation that step through slides in a sequential order, the designer

controls the order of the presentation with Hyperlinks.

All PowerPoint objects, pictures, text boxes, shapes, words, sentences, etc. can be associated with a

Hyperlink. A Hyperlink is an element in the presentation that links to another page or slide in the same

file or to an entirely different file. It can also link you to a site in the World Wide Web (www) or to an

email system. This document only addresses links within a file or another file within the same system.

Note: Chinese characters can be linked to a dictionary in the www. This will be discussed in a

separate meeting.

This document contains a list of PowerPoint functions used to create a family tree. Detail explanation of

each function is not provided. This document contains two sections: Things You Need To Know

(functions are denoted by ❶❷❸… numerals) and Things That Are Nice To Know (functions are

denoted by ①②③… numerals). Functions are listed in random order.

PowerPoint Ribbon, Tabs and Functions

Open PowerPoint . PowerPoint has a ribbon for quick access to features needed to create, organize and

design your presentation (features are listed under each Tab).

i. The words in brackets [ ] indicates where (which TAB) the function is located

ii. The italicized and underlined words are the functions to be selected

2 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

Things You Need To Know

❶ Save File and File Extensions Using the Microsoft Office Button (upper left corner); click on Save As:

i. PowerPoint Presentation (.pptx extension): .pptx is the default file extension for

saving presentations in PowerPoint 2007 and later versions.

ii. PowerPoint Show (.ppsx extension): .ppsx is the show mode extension, it runs in

slide show mode when double clicked.

note: This is the file you want to distribute or use to show your family tree.

iii. PowerPoint Template (.potx extension): .potx is used to save the templates.

❷ Removing Slide Transition by Mouse Click or Keyboard

Remove slide transition by mouse or keyboard click. Why? To control how the viewers traverses up and down your family tree [Slide Show] Set Up Slide Show

Under "Show Type" select Browsed at a kiosk (full screen), click on OK

3 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

❸ Selecting Objects

Select Objects by:

i. clicking and double clicking

ii. dragging mouse (holding left key down and surrounding objects)

iii. using the Selection and Visibility task pane that keeps track of all components (shapes,

objects, and placeholders) that might reside on a slide. Sometimes when slide

components are stacked on top of each other, it is difficult to select each one

[Format Drawing Tool] Selection Pane, select object from list note: The Format Tab is different depending on the object you select: Picture or Text Box, etc.

or [Home] Arrange, Selection Pane, select object from list

❹ Review Slide Show or Hyperlinks During Creation

Use this to test or review Slide Show or changes before saving as a .ppsx (Slide Show).

[Slide Show] From Beginning or From Current Slide

❺ Slide Title

Slide Title: needed to identify each slide for Hyperlink

note: see Create Slide Master

❻ Slide Orientation

[Design] Slide Orientation, Portrait or Landscape

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❼ Background

[Design] Background Style or other [Design] Background - may use picture as background

❽ Insert Table

[Insert] Table

Note: Can also copy table from Excel.

❾ Insert Text Box

[Insert] Text Box

❿ Insert Picture

[Insert] Picture

⓫ Compress Pictures

[Format Picture Tool] Compress Pictures

Why? To reduce your file size when you add pictures. 150ppi is good enough for screen viewing. note: The Format Tab is different depending on the object you select: Picture or Text Box, etc.

⓬ Resizing and Moving Objects

Resizing text, picture, shapes, tables and title boxes (using mouse and selecting corners to

maintain proportionality).

Select the object and move with mouse or arrows keys

5 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

⓭ Insert Arrows, Boxes and other Shapes

[Insert] Shapes

⓮ Create a Family Tree Diagram

[Insert] SmartArt

Used to create Hierarchy Family Tree Diagram.

Use Organization Chart diagram.

[Insert] SmartArt, select Hierarchy (on left side), then select Organization Chart

(Why? to add assistants)

[SmartArt Tools] Add Shape, Add Assistant

Why add assistants:

to add spouse or 2nd wife

to add step child

to add other boxes

Hang right or hang left

[SmartArt Tools] Layout, Left Hanging, Right Hanging

6 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

⓯ Change Font and Font Size

Changing Font and Font Size

[Home] In the Font Group Click on (down arrow) for font and font size

⓰ Create Slide Master

[View] Slide Master

Why? Use a Slide Master to place objects that will appear on every slide. e.g., Slide Title, Menu of Hyperlinks that return viewer to the Home Page, Cover Page or to provide an "Exit" to the presentation. A presentation may contain multiple Slide Masters. Use Layout to select the Slide Master for the presentation.

i. [Home] Layout

ii. Or right click slide in thumbnail view (left side of screen) and select Layout

⓱ Create or Edit Hyperlinks

What is a Hyperlink? An object or word(s) that contain an address or URL that leads you to an

internal page or external page or file when clicked, double clicked or ctrl-clicked.

Creating a Hyperlink:

[Insert] Hyperlink or (right click object or word(s))

note: special case for inserting Shapes below

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i. Create Hyperlink to Existing File (this is another presentation file), select a .ppsx file

follow by selecting Bookmark, then select the slide

ii. Create Hyperlink to slide in the current folder, select Place in This Document; follow by

selecting the slide

iii. Special Case for Inserting Shapes

Insert Shape follow by selecting object and

right clicking on object and select Hyperlink

Insert Shape, then select Action Buttons at

the bottom of the chart

[Insert] Shape, Action Buttons ⓭

When you place shape, fill in form by

selecting Hyperlink to then select from menu

selection (down arrow)

Editing a Hyperlink

Edit Hyperlinks (right click object that already has a

hyperlink)

8 Created by Steve Kwok for CFHGSC Workshop March 22, 2014

⓲ Add a New Slide to the presentation

[Home] New Slide

Select (down arrow) to select new Slide Master or Click New Slide to use current master

Things That Are Nice To Know

① Aligning Objects Select objects to be aligned or distributed

[Home, Format or Drawing Tool] Arrange; Align:

Align Left; Align Center; Align Right;

Align Top; Align Middle; Align Bottom

Distribute Horizontally

Distribute Vertically

Align to Slide

Align Selected Objects

② Layering Objects To layer objects use the Arrange function:

Select an object

[Format] Arrange, Bring to Front, Send to Back, Bring Forward, Send Backward

③ Using Grid to Arrange Objects Use Grid to arrange objects:

[Home] Arrange, Align, Grid Settings: to set grid spacing (I like quarter inch (.25)) and I

check Snap objects to grid

④ Creating a Hierarchy Family Tree Diagram The following link is a guide to creating a hierarchy family tree diagram using SmartArt:

http://presentationsoft.about.com/od/powerpoint2007/ss/080217famtree07.htm

⑤ Copying and Pasting Copy (ctrl c) or (Command c) for Mac users

Paste (ctrl v) or (Command v) for Mac users

⑥ Outline and Fill Shape Objects Change Shape Outline and Shape Fill

[Format or Drawing Tool] (Format Tab appears when you select picture or text box).

⑦ Adding a Placeholder [View] Slide Master, Insert Placeholder