ffirs February 27, 2013 10:54 AM V1 · 2013. 7. 23. · Microsoft® PowerPoint® 2013 Bible Faithe...

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Microsoft® Power Point® 2013 Bible


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Microsoft® PowerPoint® 2013 Bible

Faithe Wempen


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Microsoft® PowerPoint® 2013 Bible

Published byJohn Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256www.wiley.com

Copyright© 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

Published simultaneously in Canada

ISBN: 978-1-118-48811-9ISBN: 978-1-118-64715-8 (ebk)ISBN: 978-1-118-68009-4 (ebk)ISBN: 978-1-118-64708-9 (ebk)

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

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 permitted 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 Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEB SITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

For general information on our other products and services please contact our Customer Care Department within the United States at (877) 762-2974, outside the United States at (317) 572-3993 or fax (317) 572-4002.

Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at http://booksupport.wiley.com. For more information about Wiley products, visit www.wiley.com.

Library of Congress Control Number: 2012924233

Trademarks: Wiley and the Wiley logo 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. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.


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http://www.wiley.com

http://www.wiley.com/go/permissions

http://booksupport.wiley.com

http://www.wiley.com

To Margaret, who makes it all possible.


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About the AuthorFaithe Wempen, MA, is an A+ Certifi ed hardware guru, Microsoft Offi ce Specialist Master Instructor, and software consultant with over 120 computer books to her credit. She has taught Microsoft Offi ce applications, including PowerPoint, to over a quarter of a million online students for corporate clients including Hewlett Packard, CNET, Sony, Gateway, and eMachines. When she is not writing, she teaches Microsoft Offi ce classes in the Computer Technology department at Indiana University-Purdue University at Indianapolis (IUPUI), does private computer training and support consulting, and owns and operates Sycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com).


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http://www.sycamoreknoll.com

About the Technical EditorGlenna Shaw has been creating data visualizations in the form of presentations, project management tools, dashboards, demos, prototypes, and system user interfaces for nearly two decades. She is frequently sought out for her innovative information management solutions using SharePoint and Microsoft Offi ce as well as her creative PowerPoint designs. She is the author, subject matter expert, and/or technical editor for many online courses, articles, and webinars on PowerPoint. She is a Microsoft Most Valued Professional (MVP) for PowerPoint and the owner of the PPT Magic and Visualology.net websites. Glenna is a Project Management Professional (PMP) and holds certifi cates in accessible information technology, graphic design, cloud computing, knowledge management, and professional technical writing.


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Acquisitions EditorMariann Barsolo

Development EditorSusan Herman

Technical EditorGlenna Shaw

Production EditorChristine O’Connor

Copy EditorJudy Flynn

Editorial ManagerPete Gaughan

Production ManagerTim Tate

Vice President and Executive Group PublisherRichard Swadley

Vice President and Executive PublisherNeil Edde

Project Coordinator, CoverKatie Crocker

ProofreaderJosh Chase, Word One New York

IndexerNancy Guenther

Cover Image© Aleksandar Velasevic / iStockphoto

Cover DesignerRyan Sneed

Credits


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Acknowledgments

Thank you to the wonderful editorial team at Wiley for another job well done. You guys never fail to make me better.


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Contents at a Glance

Preface .....................................................................................................................xxxv

Part I: Building Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Chapter 1: A First Look at PowerPoint ............................................................................. 3Chapter 2: Creating and Saving Presentation Files ...........................................................41Chapter 3: Creating Slides and Text Boxes ...................................................................... 71Chapter 4: Working with Layouts, Themes, and Masters .................................................. 99Chapter 5: Formatting Text ..........................................................................................141Chapter 6: Formatting Paragraphs and Text Boxes .........................................................179Chapter 7: Correcting and Improving Text ....................................................................207Chapter 8: Creating and Formatting Tables ...................................................................229

Part II: Using Graphics and Multimedia Content . . . . . . . . . . . . . . . . . . . . 255Chapter 9: Drawing and Formatting Objects ..................................................................257Chapter 10: Creating SmartArt Graphics .......................................................................313Chapter 11: Working with Clip Art and Photos ...............................................................335Chapter 12: Working with Charts .................................................................................377Chapter 13: Incorporating Content from Other Programs ................................................419Chapter 14: Adding Sound Effects, Music, and Soundtracks ............................................435Chapter 15: Incorporating Motion Video .......................................................................459Chapter 16: Creating Animation Effects and Transitions ................................................485

Part III: Interfacing with Your Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . 517Chapter 17: Creating Support Materials .........................................................................519Chapter 18: Preparing for a Live Presentation ...............................................................543Chapter 19: Designing User-Interactive or Self-Running Presentations ............................577Chapter 20: Preparing a Presentation for Mass Distribution ............................................609Chapter 21: Sharing and Collaborating .........................................................................627Chapter 22: Customizing PowerPoint ............................................................................647

Part IV: Project Labs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673Lab 1: Presenting Content without Bulleted Lists ..........................................................675Lab 2: Adding Sound and Movement to a Presentation ...................................................693


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Lab 3: Creating a Menu-Based Navigation System ..........................................................713Lab 4: Creating a Classroom Game ................................................................................733Appendix A: What Makes a Great Presentation? .............................................................753Appendix B: Essential SkyDrive Skills ..........................................................................775

Index ........................................................................................................................787


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xv

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxv

Part I: Building Your Presentation 1

Chapter 1: A First Look at PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Who Uses PowerPoint and Why? ............................................................................. 4Sales ........................................................................................................... 4Marketing .................................................................................................... 5Human Resources ......................................................................................... 6Education and Training ................................................................................. 7Hotel and Restaurant Management ................................................................ 8Clubs and Organizations ................................................................................ 9

What’s New in PowerPoint 2013? ............................................................................. 9Cloud Integration ....................................................................................... 10Start Screen ............................................................................................... 10Improved Shape Merging ..............................................................................11Improved Smart Guides ................................................................................11Improved Comments .................................................................................. 12SkyDrive Integration .................................................................................. 13Online Pictures and Videos .......................................................................... 13Improved Presenter Tools ............................................................................ 14…And Other New Features .......................................................................... 14

Learning Your Way around PowerPoint .................................................................. 15Starting and Exiting PowerPoint .................................................................. 15Understanding the Screen Elements ............................................................. 16Working with the Ribbon ............................................................................ 18

Working with Collapsible Tab Groups ................................................... 19Working with Backstage View ............................................................. 20

Working with Dialog Boxes and Panes .......................................................... 21Changing the View .............................................................................................. 23

Normal and Outline Views ........................................................................... 25Slide Sorter View ........................................................................................ 27Slide Show View and Reading Views ............................................................. 27Notes Page View ......................................................................................... 29

Zooming In and Out ............................................................................................ 29Enabling Optional Display Elements ..................................................................... 31

Ruler ......................................................................................................... 31Gridlines .................................................................................................... 33

Contents

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Contents

Guides ....................................................................................................... 33Ribbon ....................................................................................................... 34Color/Grayscale/Pure Black and White Views ................................................ 35

Opening a New Display Window for the Same Presentation ..................................... 35Arranging Windows .................................................................................... 36Switching among Windows .......................................................................... 36

Using the Help System ........................................................................................ 36Summary ............................................................................................................ 39

Chapter 2: Creating and Saving Presentation Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Starting a New Presentation .................................................................................41Starting a Blank Presentation ......................................................................41Starting a Presentation from a Template ...................................................... 43Using a Personal Template ........................................................................... 44Basing a New Presentation on Existing Content ............................................ 46

Saving Your Work ................................................................................................ 46Understanding Save Locations ......................................................................47Saving for the First Time............................................................................. 48Saving Subsequent Times ............................................................................ 50Changing Drives and Folders .........................................................................51Saving in a Different Format ........................................................................51

Saving Slides as Graphics .................................................................... 56Saving Slide Text Only ........................................................................ 57

Specifying Save Options .............................................................................. 58Setting Passwords for File Access ......................................................................... 60Closing and Reopening Presentations ................................................................... 62

Closing a Presentation ................................................................................ 62Opening a Presentation ............................................................................... 62Opening a File from a Different Program....................................................... 65Finding a Presentation File to Open ............................................................. 67

Setting File Properties ......................................................................................... 68Summary ............................................................................................................ 70

Chapter 3: Creating Slides and Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Creating New Slides ............................................................................................. 71Creating New Slides from Outline View ......................................................... 71Creating a Slide from the Slides Pane ........................................................... 73Creating a Slide from a Layout ......................................................................74Copying Slides ............................................................................................74

Inserting Content from External Sources ...............................................................76Copying Slides from Other Presentations .......................................................76Inserting New Slides from an Outline ........................................................... 78

Tips for Better Outline Importing ........................................................ 78Importing from Other Text-Based Formats ............................................ 80Post-Import Cleanup ........................................................................... 80


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Contents

Opening a Word Document as a New Presentation .......................................... 80Importing Text from Web Pages ................................................................... 81

Managing Slides .................................................................................................. 82Selecting Slides .......................................................................................... 82Deleting Slides ........................................................................................... 83Undoing Mistakes ....................................................................................... 84Rearranging Slides ..................................................................................... 85

Using Content Placeholders .................................................................................. 87Inserting Content into a Placeholder ............................................................ 88Placeholders versus Manually Inserted Objects .............................................. 88

Creating Text Boxes Manually .............................................................................. 88When Should You Use a Manual Text Box? ..................................................... 89Creating a Manual Text Box ......................................................................... 91

Working with Text Boxes ..................................................................................... 91Selecting Text Boxes ................................................................................... 91Sizing a Text Box ........................................................................................ 92Positioning a Text Box ................................................................................ 94Changing a Text Box’s AutoFit Behavior ....................................................... 95

Summary ............................................................................................................ 97

Chapter 4: Working with Layouts, Themes, and Masters . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Understanding Layouts and Themes ..................................................................... 99Themes versus Templates ...........................................................................100Where Themes Are Stored ...........................................................................101Themes, Layouts, and Slide Master View ......................................................101

Changing a Slide’s Layout ...................................................................................103Applying a Theme ..............................................................................................105

Applying a Theme from the Gallery .............................................................106Applying a Theme from a Theme or Template File .........................................107Applying a Theme Variant ..........................................................................108

Managing Themes ..............................................................................................109Creating a New Theme ................................................................................109Renaming a Theme ....................................................................................110Deleting a Theme....................................................................................... 111Copying a Theme from Another Presentation ............................................... 111

Changing Colors, Fonts, and Effects .....................................................................112Understanding Color Placeholders ...............................................................112Changing the Color Theme ..........................................................................113Understanding Font Placeholders ................................................................114Changing the Font Theme ..........................................................................115Changing the Effect Theme ........................................................................115Creating a Custom Color Theme ...................................................................118Creating a Custom Font Theme ....................................................................119Sharing a Custom Color or Font Theme with Others ......................................120Deleting a Custom Color or Font Theme .......................................................120


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Contents

Changing the Background ...................................................................................121Applying a Background Style ......................................................................122Applying a Custom Background Fill .............................................................123Working with Background Graphics .............................................................124

Displaying and Hiding Background Graphics .......................................125Deleting Background Graphics ............................................................126Adding Your Own Background Graphics ...............................................126

Working with Placeholders ..................................................................................127Formatting a Placeholder ...........................................................................128Moving, Deleting, or Restoring Placeholders ................................................128Displaying the Date, Number, and Footer on Slides .......................................129

Date and Time ..................................................................................130Slide Number ....................................................................................130Footer ..............................................................................................131Don’t Show on Title Slide ...................................................................131

Customizing and Creating Layouts.......................................................................131Understanding Content Placeholders ...........................................................132Adding a Custom Placeholder .....................................................................132Deleting and Restoring a Custom Placeholder ..............................................133Overriding the Slide Master Formatting for a Layout ....................................134Creating a New Layout ...............................................................................134Renaming a Layout ....................................................................................135Duplicating and Deleting Layouts ...............................................................135Copying Layouts Between Slide Masters ......................................................136

Managing Slide Masters ......................................................................................136Creating and Deleting Slide Masters ............................................................137Renaming a Slide Master ............................................................................137Preserving a Slide Master ...........................................................................137

Summary ...........................................................................................................139

Chapter 5: Formatting Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Changing the Font .............................................................................................142Choosing the Right Fonts ...........................................................................142Changing the Font Theme ..........................................................................144Applying a Fixed Font ................................................................................145Using the Font Dialog Box ..........................................................................146Replacing Fonts .........................................................................................146

Changing the Font Size ......................................................................................148Choosing the Right Sizes ............................................................................148Specifying a Font Size ...............................................................................149

Adjusting Character Spacing ...............................................................................150Changing Font Color/Text Fill .............................................................................152Applying a Text Outline ......................................................................................153Applying Text Attributes ....................................................................................153

Changing Text Case ...................................................................................157Applying WordArt Styles ....................................................................................158


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Contents

Applying Text Effects .........................................................................................160Shadow .....................................................................................................160Refl ection .................................................................................................162Glow .........................................................................................................163Bevel (3-D format) .....................................................................................1643-D Rotation .............................................................................................168Transform .................................................................................................169

Applying a Transformation ................................................................170Modifying a Transformation ..............................................................170Tips for Using the Follow Path Transformations ...................................170

Copying Formatting with Format Painter .............................................................172Inserting Symbols ..............................................................................................173Inserting Math Equations ................................................................................... 174

Inserting a Preset Equation ........................................................................ 174Creating a New Equation ............................................................................ 174Switching Between Professional and Linear Layout ......................................177Formatting an Equation .............................................................................177

Summary ...........................................................................................................178

Chapter 6: Formatting Paragraphs and Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Formatting Bulleted Lists ...................................................................................179Bullets and the Slide Master .......................................................................180Using Bullet Presets ...................................................................................181Changing Bullet Size and Color ...................................................................182Changing the Bullet Symbol .......................................................................183Resetting a Bullet Preset ............................................................................184Using a Picture Bullet ................................................................................184

Formatting Numbered Lists .................................................................................186Using Numbering Presets ...........................................................................186Changing Number Size and Color.................................................................187Changing the Start Number ........................................................................188

Setting Indents and Tabs ....................................................................................189Working with Indents ................................................................................189Working with Tabs .....................................................................................190

Adjusting Line Spacing .......................................................................................192Changing Horizontal Alignment ..........................................................................194Formatting Text Boxes .......................................................................................195

Applying Fills and Outlines ........................................................................195Setting Fill Transparency ...........................................................................198Controlling Vertical Alignment ...................................................................200Changing Text Box Rotation .......................................................................201Changing Text Direction ............................................................................203Setting Internal Margins ............................................................................204Creating Multiple Columns ..........................................................................204

Summary ...........................................................................................................206


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Contents

Chapter 7: Correcting and Improving Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Finding and Replacing Text ................................................................................207Correcting Your Spelling and Grammar .................................................................209

Checking an Individual Word ......................................................................210Checking the Entire Presentation ...............................................................211Setting Spelling and Grammar Options ........................................................213Working with Custom Dictionaries ..............................................................215

Specifying the Default Custom Dictionary ...........................................215Editing a Custom Dictionary ..............................................................216Creating a New Custom Dictionary ......................................................217

Setting the Editing Language .............................................................................218Using AutoCorrect to Fix Common Problems .........................................................219Using AutoFormat As You Type ............................................................................222Using the Research Tools ....................................................................................223

Looking Up a Word in a Dictionary ..............................................................223Finding Synonyms and Antonyms with the Thesaurus ..................................224Translating Text into Another Language .....................................................225Using Research Sites ..................................................................................226

Summary ...........................................................................................................228

Chapter 8: Creating and Formatting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

Creating a New Table ..........................................................................................229Creating a Table with the Insert Table Dialog Box ........................................230Creating a Table from the Table Button .......................................................231Drawing a Table .........................................................................................232

Moving around in a Table ...................................................................................233Selecting Rows, Columns, and Cells .....................................................................234Editing a Table’s Structure ..................................................................................235

Resizing the Overall Table ..........................................................................235Inserting or Deleting Rows and Columns .....................................................236Merging and Splitting Cells ........................................................................238

Applying Table Styles .........................................................................................238Formatting Table Cells ........................................................................................240

Changing Row Height and Column Width .....................................................240Table Margins and Alignment .....................................................................241Applying Borders .......................................................................................242Applying Fills ............................................................................................243

Filling Individual Cells ......................................................................244Applying an Overall Table Fill ............................................................245Filling a Table with a Picture .............................................................246

Applying a Shadow to a Table .....................................................................246Applying a 3-D Effect to a Table ..................................................................248Changing Text Alignment ...........................................................................249Changing Text Direction ............................................................................250


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Contents

Using Tables from Word ......................................................................................251Integrating Excel Cells into PowerPoint ...............................................................252Summary ...........................................................................................................254

Part II: Using Graphics and Multimedia Content 255

Chapter 9: Drawing and Formatting Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Working with the Drawing Tools ..........................................................................257Drawing Lines and Shapes ..........................................................................258

Straight or Curved Lines ....................................................................260Freeform Shapes ...............................................................................260Flow-Chart Connectors ......................................................................261Callouts ............................................................................................262Action Buttons .................................................................................262

Choosing a Different Shape ........................................................................262Editing a Shape’s Points .............................................................................263Adding Text to a Shape ..............................................................................264

Selecting Objects ...............................................................................................265Deleting Objects .................................................................................................268Moving and Copying Objects ...............................................................................268

Within a Slide ...........................................................................................268From One Slide to Another .........................................................................269From One Presentation to Another ..............................................................269To Another Program ...................................................................................269Using the Offi ce Clipboard ..........................................................................270

Understanding Object Formatting ........................................................................270Resizing Objects .................................................................................................271Arranging Objects ..............................................................................................273

Rotating and Flipping Objects ....................................................................273Aligning or Distributing Objects .................................................................274

Snapping Objects to a Grid .................................................................275Using Guides ....................................................................................275Using Smart Guides ...........................................................................276Nudging Objects ................................................................................276Aligning an Object in Relation to the Slide .........................................277Aligning Two or More Objects with One Another ..................................278Distributing Objects ..........................................................................278

Layering Objects........................................................................................279Working with Object Groups .......................................................................280

Merging Shapes ..................................................................................................281Applying Shape or Picture Styles .........................................................................283

Using Shape Styles ....................................................................................283Applying Picture Styles .............................................................................283

Understanding Color Selection ............................................................................285


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Applying an Object Border ..................................................................................288Border Attributes ......................................................................................288Creating a Semitransparent Border ..............................................................289

Applying an Object Fill .......................................................................................290Solid Fills .................................................................................................290Copying a Fill Color with the Eyedropper Tool ..............................................291Gradient Fills ............................................................................................292

Applying a One-Color Gradient Preset .................................................293Applying a Custom Gradient ...............................................................294

Texture and Picture Fills ............................................................................297Background Fills ........................................................................................300

Applying Object Effects ......................................................................................301Preset .......................................................................................................301Shadow .....................................................................................................301Refl ection .................................................................................................303Glow and Soft Edges ..................................................................................303Bevels ......................................................................................................3043-D Rotation and 3-D Formatting ................................................................305

Applying 3-D Rotation .......................................................................307Applying 3-D Formatting ...................................................................309Tips for Creating Common 3-D Objects .................................................310

Summary ...........................................................................................................311

Chapter 10: Creating SmartArt Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Understanding SmartArt Types and Their Uses .....................................................313List ..........................................................................................................314Process .....................................................................................................314Cycle ........................................................................................................314Hierarchy..................................................................................................316Relationship .............................................................................................316Matrix ......................................................................................................317Pyramid ....................................................................................................317Picture .....................................................................................................318

Inserting a SmartArt Graphic ..............................................................................318Editing SmartArt Text ........................................................................................319Modifying SmartArt Structure ............................................................................320

Inserting and Deleting Shapes ....................................................................321Adding Bullets ..........................................................................................321Promoting and Demoting Text ....................................................................322Changing the Flow Direction ......................................................................322Reordering Shapes .....................................................................................322Repositioning Shapes .................................................................................323Resetting a SmartArt Graphic .....................................................................323Changing to a Different SmartArt Layout ....................................................324


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Modifying a Hierarchy Graphic Structure .............................................................324Inserting and Deleting Shapes ....................................................................324Changing a Person’s Level in the Organization .............................................326Controlling Subordinate Layout Options ......................................................326

Formatting a SmartArt Graphic ...........................................................................328Applying a SmartArt Style .........................................................................328Changing SmartArt Colors ..........................................................................328Manually Applying Colors and Effects to Individual Shapes ...........................330Manually Formatting SmartArt Text ............................................................330Making a Shape Larger or Smaller ...............................................................330Resizing the Entire SmartArt Graphic Object ...............................................330Editing in 2-D ...........................................................................................332Changing the Shapes Used ........................................................................332

Saving a SmartArt Graphic as a Picture................................................................333Summary ...........................................................................................................333

Chapter 11: Working with Clip Art and Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

Choosing Appropriate Artwork ............................................................................335Inserting Clip Art ..............................................................................................336

Browsing Clips At Offi ce.com ......................................................................338Modifying Clip Art ....................................................................................341

Recoloring a Clip ...............................................................................341Setting a Transparent Color ...............................................................342Deconstructing and Editing a Clip ......................................................343

Understanding Raster Graphics ...........................................................................344Resolution ................................................................................................346

Resolution on Preexisting Graphics Files .............................................346Resolution on Graphics You Scan Yourself ...........................................347Resolution on Digital Camera Photos ...................................................348

Color Depth ...............................................................................................349File Format ...............................................................................................349

Inserting Photos ................................................................................................351Searching for Photos with Bing ..................................................................351Inserting Pictures from Files ......................................................................353Linking to a Graphic File ............................................................................354Capturing and Inserting Screenshots ..........................................................354

Sizing and Cropping Photos ................................................................................356Sizing a Photo ...........................................................................................356Cropping a Photo .......................................................................................357Resetting a Photo ......................................................................................362

Adjusting and Correcting Photos .........................................................................362Applying Brightness and Contrast Corrections .............................................362Recoloring a Picture ..................................................................................363Setting a Transparent Color and Removing a Background .............................366


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Applying Artistic Effects ...........................................................................367Applying Picture Styles and Effects ............................................................368

Compressing Images ...........................................................................................369Reducing Resolution and Compressing Images in PowerPoint ........................370Reducing Resolution with a Third-Party Utility ...........................................371

Exporting a Photo from PowerPoint to a Separate File ...........................................371Exporting a Graphic with Save As Picture ....................................................372Exporting a Graphic with the Clipboard .......................................................372Exporting Entire PowerPoint Slides as Graphics............................................372

Creating a Photo Album Layout ...........................................................................373Creating a New Photo Album ...................................................................... 374Modifying a Photo Album ...........................................................................375

Summary ...........................................................................................................375

Chapter 12: Working with Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

Understanding the Parts of a Chart .....................................................................377Starting a New Chart ..........................................................................................379Working with Chart Data ....................................................................................382

Plotting by Rows versus by Columns ...........................................................382Redefi ning the Data Range .........................................................................384Filtering the Chart Data .............................................................................386

Chart Types and Chart Layout Presets ..................................................................387Working with Chart Elements ..............................................................................387

Working with Chart Titles ..........................................................................391Working with Axis Titles ............................................................................392Working with Legends ...............................................................................394Adding Data Labels ....................................................................................397Adding a Data Table ...................................................................................398

Controlling the Axes ..........................................................................................400Displaying or Hiding an Axis ......................................................................400Setting Axis Scale Options .........................................................................402Setting a Number Format ...........................................................................405

Formatting a Chart ............................................................................................406Applying Chart Styles ................................................................................409Formatting the Chart Area and Plot Area ..................................................... 411Formatting the Legend ..............................................................................412Formatting Gridlines and Walls ...................................................................413Formatting the Data Series .........................................................................414

Rotating a 3-D Chart ..........................................................................................414Working with Chart Templates ............................................................................ 417

Creating a Chart Template .......................................................................... 417Applying a Chart Template ......................................................................... 417Managing Template Files ............................................................................ 417

Summary ...........................................................................................................418


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Chapter 13: Incorporating Content from Other Programs . . . . . . . . . . . . . . . . . . . . . . . . 419

Working with External Content: An Overview .......................................................419Copying Content from Other Programs .................................................................421

Using the Clipboard ...................................................................................421Using the Drag-and-Drop Feature ................................................................424Inserting Graphics from a File ....................................................................424

Introducing OLE .................................................................................................424Linking and/or Embedding Part of a File .....................................................426Embedding an Entire File ...........................................................................427Embedding a New File ................................................................................428

Working with Linked and Embedded Objects ........................................................430Opening and Converting Embedded Objects .................................................431Editing a Linked or Embedded Object ..........................................................431Changing How Links Update .......................................................................432Breaking a Link .........................................................................................433Changing the Referenced Location of a Link ................................................433

Exporting PowerPoint Objects to Other Programs ..................................................434Summary ...........................................................................................................434

Chapter 14: Adding Sound Effects, Music, and Soundtracks . . . . . . . . . . . . . . . . . . . . . 435

How PowerPoint Uses Audio ................................................................................435When to Use Sounds — and When Not To .............................................................436Inserting an Audio Clip as an Icon on a Slide .......................................................437

Inserting an Audio Clip from a File .............................................................437Inserting an Online Audio Clip ...................................................................438Recording Your Own Sounds .......................................................................439

Assigning a Sound to an Object ...........................................................................440Adding a Digital Music Soundtrack ......................................................................442Adding a CD Audio Soundtrack ............................................................................442

Adding the Insert CD Audio Command to the Quick Access Toolbar................442Placing a CD Soundtrack Icon on a Slide ..................................................... 444Controlling When a CD Track Plays ..............................................................445

Confi guring Sound Playback ...............................................................................445Adjusting Basic Playback Settings ..............................................................445Setting a Clip to Play on Mouse Click or Mouse Over .....................................446Fine-Tuning Playback Settings in the Animation Pane .................................447Controlling When a Clip Will Play ................................................................448Delaying or Repeating a Sound ...................................................................450Choosing the Starting and Ending Point for a Sound Clip ..............................451

Setting the Starting Point with Effect Options ....................................451Setting the Starting and Ending Point by Trimming ............................452

Adjusting the Fade Duration ......................................................................453Setting a Clip to Continue across Multiple Slides ..........................................454Specifying the Sound Volume .....................................................................455Changing the Appearance of the Sound Icon ................................................456


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Using the Advanced Timeline to Fine-Tune Sound Events ......................................456Summary ...........................................................................................................458

Chapter 15: Incorporating Motion Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459

Understanding Video Types .................................................................................459Adobe Flash Media .....................................................................................460Animated GIF ............................................................................................460Choosing a File Format for Your Video Recordings ........................................461Balancing Video Impact with File Size and Performance ...............................461Locating Video Clips ..................................................................................462

Placing a Video on a Slide ...................................................................................463Inserting a Video from a File ......................................................................463Inserting Video from Your SkyDrive ............................................................464Inserting a Video from a Bing Search ..........................................................465Linking to a YouTube Video ........................................................................465Embedding Code That Links to an Online Video............................................466

Managing Clip Files and Links .............................................................................467Optimizing Media Compatibility .................................................................467Optimizing Media Size and Performance ......................................................468Managing Video Links ................................................................................470

Changing the Video’s Formatting .........................................................................470Choosing the Size of the Video Clip Window ................................................471Setting the Initial Image (Poster Frame) .....................................................471

Choosing an External Poster Frame .....................................................471Choosing a Video Frame as the Poster Frame .......................................472Resetting the Poster Frame ................................................................472

Applying Corrections and Color Washes .......................................................472Applying Video Styles and Effects ...............................................................473

Specifying Playback Options ............................................................................... 474Displaying or Hiding Playback Controls ....................................................... 474Choosing a Start Trigger ............................................................................ 474

Making a Clip Play Automatically or On Click ...................................... 474Playing the Clip on Mouseover ...........................................................475Triggering Play by Clicking Another Object .........................................476

Choosing Clip Playback Options ..................................................................477Controlling the Volume ..............................................................................478Trimming the Clip .....................................................................................478Setting Fade In and Fade Out Durations ......................................................480Setting a Bookmark ...................................................................................480

Troubleshooting Video Problems ..........................................................................482Working with Older Presentations in PowerPoint 2013 ..................................482Troubleshooting Videos That Won’t Insert ....................................................482Troubleshooting Videos That Won’t Play ......................................................483Troubleshooting Poor Playback Quality .......................................................483

Summary ...........................................................................................................484


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Chapter 16: Creating Animation Effects and Transitions . . . . . . . . . . . . . . . . . . . . . . . . . 485

Assigning Transitions to Slides ...........................................................................486Setting Transition Effects and Timings .......................................................486More about Transition Sounds ....................................................................489Rehearsing and Recording Transition Timings .............................................490

Animating Slide Content ....................................................................................491Animation: A First Look .............................................................................492Choosing an Animation Effect ....................................................................493Changing an Effect’s Options ......................................................................495Setting Animation Timing .........................................................................496Copying Animation ....................................................................................497Special Options for Text Animation .............................................................497

Changing the Grouping Level .............................................................497Animating Each Individual Word or Letter ..........................................499

Removing an Animation Effect ...................................................................499Assigning Multiple Animation Effects to a Single Object ...............................499Reordering Animation Effects ....................................................................500Setting Animation Event Triggers ...............................................................500Associating Sounds with Animations ..........................................................502Making an Object Appear Differently after Animation ..................................503Working with Motion Paths ........................................................................504

Using a Preset Motion Path ................................................................504Editing a Motion Path .......................................................................506Drawing a Custom Motion Path ..........................................................508

Animating Parts of a Chart ........................................................................508Controlling Animation Timing with the Advanced Timeline ..........................512Animation Tips .........................................................................................513

Layering Animated Objects .................................................................................513Summary ...........................................................................................................515

Part III: Interfacing with Your Audience 517

Chapter 17: Creating Support Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519

The When and How of Handouts ..........................................................................519Creating Handouts .............................................................................................520

Choosing a Layout .....................................................................................520Printing Handouts .....................................................................................522Setting Printer-Specifi c Options .................................................................525Using the Handout Master ..........................................................................527

Setting the Number of Slides per Page ................................................527Using and Positioning Placeholders ....................................................529Setting Handout and Slide Orientation ...............................................530

Formatting Handouts .................................................................................531


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Creating Speaker Notes .......................................................................................532Typing Speaker Notes .................................................................................533Changing the Notes Page Layout .................................................................534Printing Notes Pages ..................................................................................535

Printing an Outline ............................................................................................535Exporting Handouts or Notes Pages to Word .........................................................536

Changing the Margins in Word ....................................................................538Change the Table Alignment .......................................................................538Change Alignment within a Cell..................................................................538Resize Rows and Columns ...........................................................................539Turn On/Off Cell Borders ............................................................................539Apply a Background ...................................................................................539Resize the Graphics ...................................................................................540

Summary ...........................................................................................................541

Chapter 18: Preparing for a Live Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543

Starting and Ending a Show ................................................................................543Using the On-Screen Show Controls .....................................................................544

Moving from Slide to Slide .........................................................................546Jumping to Specifi c Slides ..........................................................................547Blanking the Screen ..................................................................................548

Using the On-Screen Pen ....................................................................................549Hiding Slides for Backup Use ..............................................................................551

Hiding and Unhiding Slides........................................................................551Showing a Hidden Slide during a Presentation .............................................552

Using Custom Shows ...........................................................................................553Ideas for Using Custom Shows.....................................................................554Creating Custom Shows ..............................................................................556Editing Custom Shows ................................................................................557Copying Custom Shows...............................................................................558Deleting Custom Shows ..............................................................................558Displaying a Custom Show ..........................................................................558

Navigating to a Custom Show .............................................................558Navigating Back to the Main Show .....................................................559Creating a Hyperlink to a Custom Show ..............................................559

Using a Custom Show as the Main Presentation ............................................562Creating and Using Sections ...............................................................................563

Creating a Section Break ............................................................................564Renaming a Section ...................................................................................564Deleting a Section .....................................................................................565Reordering Sections ...................................................................................565

Giving a Presentation on a Different Computer .....................................................565Copying a Presentation to CD .....................................................................566Creating a CD Containing Multiple Presentation Files ....................................568


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