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PowerPoint 2007 Advanced Table of Contents

P2K7A0913 Page i

POWERPOINT 2007 ADVANCED

TABLE OF CONTENTS

INTRODUCTION .........................................................................................3

About This Course...................................................................................... iv

Using This Manual .......................................................................................v

What You’ll Find in Each Unit .................................................................. vi

What You’ll Find in Each Lesson .............................................................. vi

How to Use the Student Data Files ........................................................... vii

How To Proceed ....................................................................................... viii

MICROSOFT OFFICE SPECIALIST CERTIFICATION ................... IX

How This Course Can Help You Prepare .................................................. ix

Exam Requirements ................................................................................... ix

UNIT 1 CUSTOM SHOWS AND SLIDE SHOWS ................... 1

LESSON 1 CREATING CUSTOM SLIDE SHOWS IN POWERPOINT

2007 ..................................................................................................................3

Creating a Custom Slide Show.....................................................................4

Hiding a Slide ............................................................................................ 10

Lesson Review Exercise ............................................................................ 14

LESSON 2 DELIVERING SLIDE SHOWS IN POWERPOINT 2007 17

Writing on a Slide...................................................................................... 18

Using Presenter View ................................................................................ 25

Self-running presentations ......................................................................... 28


LESSON 3 - CUSTOMIZING ELEMENTS IN SLIDE MASTER ....... 35

Modifying A Slide Master ......................................................................... 36

Adding A Theme To A Slide Master ........................................................ 40

Table of Contents PowerPoint 2007 Advanced

Page ii P2K7A0913


INDEPENDENT PRACTICE ACTIVITY ............................................... 45

UNIT 2 PROTECTING AND DISTRIBUTING

PRESENTATIONS ...................................................................... 49

LESSON 1 SECURING AND PRINTING PRESENTATIONS IN

POWERPOINT 2007 .................................................................................. 51

Password Protecting a Presentation ........................................................... 52

Digitally Signing a Presentation ................................................................ 58

Printing a Presentation ............................................................................... 62


LESSON 2 DISTRIBUTING PRESENTATIONS IN POWERPOINT

2007 ............................................................................................................... 73

Publishing a Presentation to the Web ........................................................ 74

E-mailing a Presentation ............................................................................ 80

Packaging a Presentation for CD ............................................................... 83


INDEPENDENT PRACTICE ACTIVITY ............................................... 90

INDEX .......................................................................................................... 93

NOTICES ..................................................................................................... 97

Copyright ................................................................................................... 97

Trademark Notices ..................................................................................... 97

Disclaimer .................................................................................................. 97

Version ....................................................................................................... 97

INTRODUCTION

In this introduction, you will find the following information:

About this course

Using this manual

What you’ll find in each unit

What you’ll find in each lesson

How to use the student data files

How to proceed

Introduction PowerPoint 2007 Advanced

Page iv P2K7A0913

ABOUT THIS COURSE

Welcome to the PowerPoint 2007 Advanced course. Upon

completion of this course, you will be able to:

Customize a PowerPoint slide show

Hide a slide in a custom slide show

Identify the options for writing on a slide during a

presentation

Turn on presenter view

Create a self-running presentation

Secure a presentation in PowerPoint 2007

Print a PowerPoint slide show

Distribute a PowerPoint presentation

PowerPoint 2007 Advanced Introduction

P2K7A0913 Page v

USING THIS MANUAL This course is delivered in a self-paced training environment. This

method of delivery is designed to meet the varying needs and

learning styles of adult learners.

The student course manual provided with the course is yours to

keep. This manual will guide you through the course using a step-

by-step approach. Because we believe that it is just as important

for you to learn concepts as it is for you to learn procedures, each

topic begins with a conceptual overview of the feature you are

learning. Then, details and procedures are presented in small, easy-

to-absorb segments. People generally learn best by doing, so most

of the course will consist of step-by-step exercises at the computer.

Our teaching philosophy is reflected in the way we organize the

material in this manual. Following is an orientation to the manual’s

structure.

A Table of Contents followed by this introduction.

Lessons containing Objectives, Discussions, Procedures,

Step-by-Step Exercises, Lesson Review Exercises, and

Independent Practice Activities.

An Index.

Each course is comprised of a number of units and lessons. The

units group together the functions that comprise a given skill set

that you will be learning in the course. Each lesson comprises the

topics that describe how to perform these functions. We feel that

the best approach to maximize your understanding of the concepts

and proficiency in the skill sets is to break the material into

manageable learning bites. This enables you to thoroughly

understand a piece of information before moving on to the next.

You should strive to complete a lesson before ending your training

session to maintain the continuity of the lesson. Ending a session in

the middle of a lesson will cause an interruption in the presentation

of the material.


Page vi P2K7A0913

WHAT YOU’LL FIND IN EACH UNIT Units are the largest structural component of the course content. A

unit begins with a title page that lists each lesson within the unit.

Within each lesson there are multiple topics that contain conceptual

and explanatory information. The conceptual information takes the

form of text, exhibits, screen shots, lists, and tables.

Each lesson ends with Step-By-Step Exercises and a Lesson

Review Exercise. Units conclude with an Independent Practice

Activity that gives you an opportunity to practice the collective

skills you’ve learned.

WHAT YOU’LL FIND IN EACH LESSON

Lesson

Objectives

This describes what tasks you will be able to

perform by the end of the lesson.

Topics For every objective, there is a corresponding topic.

Discussion

Every topic begins with explanatory text. The

Discussions present the conceptual information

such as when and why you might use the feature.

Notes

Notes provide additional information about a topic

that is not necessary to complete the task. Notes

may include alternative methods for

accomplishing the task, such as keyboard

shortcuts, or helpful tips about the task.

Warnings

Warnings are used to alert you to actions that

may adversely affect the application or current

file.

PowerPoint 2007 Advanced Introduction

P2K7A0913 Page vii

Procedures

The Discussion (and any Notes and Warnings) is

followed by a Procedure that presents general

steps to accomplish a task. This information can

be used for future reference back at your

workplace to assist you to complete similar tasks

using the application. The steps in these

procedures are to be used for reference only and

are not to be carried out during your lesson.

Step-by-

Step

A section of Step-by-Step Exercises follows the

main body of topics in the lesson to enable you to

practice what you have learned in a practical

setting using scenarios and data. You will open

files that have been supplied with the course and

save files you might create during the course.

Task

Each lesson ends with a Lesson Review Exercise,

and each unit ends with an Independent Practice

Activity. These exercises pool the concepts and

procedures taught during the lesson or unit,

allowing you to reinforce the skills you have

learned and assimilate the concepts into a cohesive

whole.

HOW TO USE THE STUDENT DATA FILES Many of the step-by-step and review exercises require that you

open files that have been created for the exercises. These files are

provided for you in a folder called Student Data Folder.

After you open a file, you might be instructed to make changes to

the file. As you work with the file, you will be instructed to save

the modified file using a different name. In doing so, if you make a

mistake, you can simply retrieve the original file from the Student

Data Folder and try again.

Note that when you are ending your session for the day, you should

save your work and exit the application in which you are working.

If you are proceeding on to the next lesson you may remain in the

application.


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HOW TO PROCEED Now that you understand the components that make up a lesson,

you should proceed as follows:

Start by reviewing the title pages of the first unit and lesson,

paying particular attention to the Lesson Objectives. The

objectives provide you with an overview of the skills you will

learn during the first lesson.

Next, go through the corresponding topics for that lesson in

the media-based program.

As you go through the program, follow along by reading the

Discussions (and any Notes and Warnings) for the topic to

gain an understanding of the topic and its application. Also

review the Procedures used to apply the feature.

After you have finished the topics for the first lesson in the

media-based program, complete the Step-by-Step Exercises

and Lesson Review Exercise at the end of the lesson. This

will provide you with hands-on experience in the application

you are learning. Make sure that you observe what is

happening on your screen as you complete the steps.

Repeat the process for the remaining lessons until you

complete the unit. Upon completion of the unit, take the

media-based Post Assessment. Use this to check your

proficiency using the skills learned in the course, and to

identify areas that require additional review and practice.

Upon completion of the Post Assessment, complete the

Independent Practice Activity in your manual. This will

further check your proficiency in a hands-on environment in

the application you are learning.

Enjoy your course!

PowerPoint 2007 Advanced Microsoft Office Specialist Certification

P2K7A0913 Page ix

MICROSOFT OFFICE SPECIALIST CERTIFICATION

A Microsoft Office Specialist is an individual who has passed

exams for certifying his or her skills in one or more of the

Microsoft Office desktop applications. Upon completion of this

courseware, you may be prepared to take an exam for Microsoft

Office Specialist qualification.

HOW THIS COURSE CAN HELP YOU PREPARE This course can help you to prepare for the Microsoft MCAS:

Using Microsoft Office PowerPoint 2007 exam number 77-603.

The series of PowerPoint 2007 courses are designed to help you

prepare for this exam, which is a part of the Microsoft Certified

Application Specialist (MCAS) series. The Windows Vista, Access

2007, Excel 2007, Outlook 2007, and Word 2007 courses have

been designed to help prepare you for their respective exams.

EXAM REQUIREMENTS The chart on the next page summarizes the topics you will need to

master to pass the Microsoft PowerPoint 2007 77-603 exam.

Topics that are covered in this PowerPoint 2007 Advanced course

are bolded. The remaining topics are covered in PowerPoint 2007

Basic.

Microsoft Office Specialist Certification PowerPoint 2007 Advanced

Page x P2K7A0913

PowerPoint 2007 Exam Requirements

Skill Sets Exam Skill Standards

Creating and

Formatting

Presentations

Create new presentations

Customize slide masters

Add elements to slide masters

Create and change presentation elements

Arrange slides

Creating and

Formatting

Slide Content

Insert and format text boxes

Manipulate text

Add and link existing content to

presentations

Apply, customize, modify and remove

animations

Working

with Visual

Content

Create SmartArt diagrams

Modify SmartArt diagrams

Insert illustrations and shapes

Modify illustrations

Arrange illustrations and other content

Insert and modify charts

Insert and modify tables

Collaborating

on and

Delivering

Presentations

Review presentations

Protect presentations

Secure and share presentations

Prepare printed materials

Prepare for and rehearse presentation

delivery

UNIT 1 CUSTOM SHOWS AND SLIDE SHOWS

The following lessons are contained in Unit 1:

Lesson 1 Creating Custom Slide Shows in

PowerPoint 2007

Lesson 2 Delivering Slide Shows in PowerPoint 2007

Lesson 3 Customizing Elements in Slide Master

LESSON 1 CREATING CUSTOM SLIDE SHOWS IN POWERPOINT 2007

In this lesson, you will learn how to:

Customize a PowerPoint slide show

Hide a slide in a custom slide show

Unit 1 Custom Shows and Slide Shows PowerPoint 2007 Advanced

Page 4 P2K7A0913

CREATING A CUSTOM SLIDE SHOW

Discussion

Custom shows are variations of existing shows in which

information is arranged differently to suit a particular audience.

For example, you might have a sales presentation that you give to

sales staff, and a shortened, custom show giving only the

highlights, which you present to managers.

There are two types of custom shows that you can create:

Basic

A basic custom show is a selection of presentation slides that can

be viewed independently of the whole presentation. For example,

you can create a basic custom show for each department in your

organization.

Hyperlinked

A hyperlink is a graphic or underlined text that transfers you to a

file, a location within a file, or a web page when you click on it.

You can create a hyperlink in a presentation slide that transfers you

to a specified slide or group of slides in the presentation. For

example, you can use a hyperlinked custom show to link a table of

contents to the relevant slides in a presentation.

In the Insert Hyperlink dialog box, selecting the Show and return

checkbox will ensure that the presentation returns to the

hyperlinked page once the custom show is complete.

Slide Show tab

To create a custom show you click the Slide Show tab.

PowerPoint 2007 Advanced Lesson 1 Creating Custom Slide Shows in PowerPoint 2007

P2K7A0913 Page 5

Activated Custom Slide Show button and associated menu

In the Start Slide Show group on the Slide Show tab, you click the

Custom Slide Show button and select Custom Shows to access all

available custom shows for the presentation.

You can update, delete, or duplicate a custom show using the Edit,

Remove, or Copy buttons.

Custom Shows dialog box

You then click the New button in the Custom Shows dialog box to

create a new custom show.


Page 6 P2K7A0913

Define Custom Show dialog box

The Define Custom Show dialog box enables you to specify the

slides that will be part of the custom show.

In the Slides in custom show pane, you can alter the order of the

slides. To do this, you select a slide and use the Up or Down

arrows to move the slide up or down the list.

You can designate a custom show to be the main slide show. When

you click the From Beginning button in the Start Slide Show group

of the Slide Show tab, the main slide show is the show that is

presented.

To run a custom show when it is not the main slide show, you click

the Custom Slide Show button and then select it.

Procedures

Create a new basic custom show

Click the Slide Show tab.

Click the Custom Slide Show button.

Select Custom Shows.

Click the New button.

Enter a Slide show name.

Select and Add slides to the Slides in custom show pane.


P2K7A0913 Page 7

Click the OK button.

Click the Close button.

Show a Custom Slide Show


Click the Custom Slide Show button.

Select the custom show that you want to view.

Create a new hyperlinked custom show

Select the text that will become the hyperlink.

Click the Insert tab.

Click the Hyperlink button.

Click the Place in This Document button.

Scroll down Select a place in this document to access the

available custom shows, and then select the desired custom

show.

Select the Show and return checkbox.


Designate a custom show as the main slide show


Click the Set Up Slide Show button.

Click the Custom Show radio button.

Select the appropriate show from the Custom Show drop-

down list.


Step-by-Step

Objective: Working with custom shows.

Before you begin: Start PowerPoint, and open Easy Nomad

Travel 1 from the Student Data Folder.


Page 8 P2K7A0913

1. Click the Slide Show tab.

The Slide Show tab appears.

2. Click the Custom Slide Show button in the Start Slide

Show group.

The Custom Slide Show menu appears.

3. Select Custom Shows in the Custom Slide Show menu.

The Custom Shows dialog box appears.

4. Click the New button in the Custom Shows dialog box.

The Define Custom Show dialog box appears.

5. Enter European City Breaks as a Slide show name.

The Custom Show is now named.

6. Select and Add, in turn, slides 1, 8, 9, 10 and 11 to the Slides

in custom show pane.

The Custom Show now includes slides.

7. Click the OK button.

The Define Custom Show dialog box closes and European

City Breaks appears in the Custom Shows dialog box.

8. Click the Close button in the Custom Shows dialog box.

The Custom Shows dialog box is closed.

9. Click the Custom Slide Show button in the Start Slide Show

group of the Slide Show tab.

The Custom Slide Show menu appears.

10. Select European City Breaks.

The European City Breaks Custom Show appears, and then

you are returned to the presentation within PowerPoint.

11. Go to slide 3.

Slide 3 appears.

12. On slide 3, click the Insert tab.

The Insert tab appears.

13. Select the text Sydney Christmas.

The text is selected.

14. Click the Hyperlink button in the Links group.

The Insert Hyperlink dialog box appears.

15. Select Place in This Document in the Link to pane.

The Select a place in this document pane appears.


P2K7A0913 Page 9

16. Scroll down through the list under Select a place in this

document to access the available custom shows, and then

select Sydney Christmas.

The Sydney Christmas show is selected.

17. Select the Show and return checkbox.

The presentation will return to the hyperlinked page once the

custom show is finished.


The hyperlinked custom show is created, and the Insert

Hyperlink dialog box is closed.



20. Click the From Beginning button in the Start Slide Show

group.

The presentation is displayed from the beginning.

21. On slide 3, click the Sydney Christmas hyperlink.

The Sydney Christmas custom show is displayed from the

beginning. When that show is over, you are returned to slide

3.

22. Press Esc to exit the slide show.

You are returned to the presentation within PowerPoint.

23. Click the Set Up Slide Show button in the Set Up group of

the Slide Show tab.

The Set Up Show dialog box appears.

24. Select the Custom show radio button in the Show slides

section.

The radio button is selected.

25. Select European City Breaks from the Custom show drop-

down list.

The European City Breaks show is selected.


The European City Breaks show is now the main slide show.

27. Save the presentation to your personal folder as My Easy

Nomad Travel 1.

The presentation is saved.

Before you move on: Leave the presentation open.


Page 10 P2K7A0913

Completed Slide 3 with hyperlink

HIDING A SLIDE

Discussion

You can hide a single slide or a number of slides if you decide not

to include them in a slide show presentation. If you change your

mind, you can easily reveal the hidden slides during the slide show.

When a slide is hidden, a box appears around the slide's number on

the Slides tab in the Outline pane.

To reveal a hidden slide during the slide show, you right-click the

current slide and select the Go to Slide menu option on the resulting

Slide Show menu.


P2K7A0913 Page 11

Slide Show menu

The Go to Slide menu option lists all the presentation slides. The

number of the hidden slides appears in brackets.

Procedures

Hide a slide

Select the slide.


Click the Hide Slide button.

Reveal a hidden slide

Select the slide.


Click the Hide Slide button.

Step-by-Step

Objective: Hiding and revealing slides.

Before you begin: Start PowerPoint, and open My Easy

Nomad Travel 1 from your personal folder, if necessary.


Page 12 P2K7A0913



2. Click the Set Up Slide Show button in the Set Up group.


3. Click the All radio button in the Show slides section.

The custom show will no longer be the show that is

presented. All slides, with the exception of those that are

hidden, will display during a slide show.


The Set Up Show dialog box is closed.

5. Go to slide 2.

Slide 2 appears.

6. Click the Hide Slide button in the Set Up group of the Slide

Show tab.

Slide 2 will no longer appear in the slide show.


group.

Viewing the show verifies that slide 2 no longer appears in

the slide show.

8. Go to slide 5.

Slide 5 appears.


Show tab.

Slide 5 will now appear in the slide show.

10. Go to slide 6.

Slide 6 appears.

11. Click the Hide Slide button in the Set Up group.


12. Go to slide 7.

Slide 7 appears.

13. Click the Hide Slide button in the Set Up group.



group.

Viewing the show verifies that slides 5, 6, and 7 now appear

in the slide show. (Slide 2 is still hidden.)


P2K7A0913 Page 13


Nomad Travel 1.


Before you move on: Close the presentation and exit

PowerPoint.


Page 14 P2K7A0913

LESSON REVIEW EXERCISE

Task

Objective: Creating a customized hyperlinked slide show,

making that slide show the main slide show, and hiding a slide.

Before you begin: Start PowerPoint and open Meeting 13 from

the Student Data Folder.



group.



5. Enter Goals as a Slide show name.

6. Select and Add, in turn, slides 2, 4 and 8 to the Slides in

custom show pane.



9. On slide 1, select the text Goals for Next Period.

10. Click the Insert tab.



13. Scroll down Select a place in this document to access the

available custom shows, and then select Goals.





group.

18. On slide 1, click the Goals for Next Period hyperlink.

19. View the slide show.



P2K7A0913 Page 15


the Slide Show tab.

22. Click the Custom Show radio button.


24. On slide 2 (the Welcome slide), click the Hide Slide button

in the Set Up group of the Slide Show tab.


group.

26. View the slide show.


28. Save the presentation to your personal folder as My Meeting

13.


PowerPoint.

Completed Slide 1 with hyperlink

LESSON 2 DELIVERING SLIDE SHOWS IN POWERPOINT 2007


Identify the options for writing on a slide during a

presentation

Turn on presenter view



Page 18 P2K7A0913

WRITING ON A SLIDE

Discussion

PowerPoint 2007 enables you to write on a slide using your mouse

pointer while a presentation is running.

You can underline, circle, or highlight elements to emphasize a

point. Or you can draw lines or arrows to illustrate connections

between elements.

You first click the Slide Show tab on the Ribbon.

On the Slide Show tab, you click the From Beginning button in the

Start Slide Show group to run the presentation.

Slide Show view, Slide Show toolbar

Slide Show toolbar with activated Pen Tool button

PowerPoint 2007 Advanced Lesson 2 Delivering Slideshows in PowerPoint 2007

P2K7A0913 Page 19

In Slide Show view, the presentation slide displays a Slide Show

toolbar in the bottom-left corner of the screen when you hover your

mouse over it.

Items of the Slide Show Toolbar

Item Description

Left arrow

You click the Left arrow button to go to

the previous slide in your presentation.

Pen Tool

PowerPoint enables you to write on your

slides during a slide show. To do this,

you first click Pen Tool to open a menu of

tools you can use. You can then write on

the slide or highlight elements of it using

various tools and colors while the slide

show is running. When you exit the slide

show, you can keep the writing on the

slides, or discard it.

The options in the Pen tool menu are:

Arrow, Ballpoint Pen, Felt Tip Pen,

Highlighter, Ink color, Eraser, Erase All

Ink on Slide, and Arrow Options.

Slide Show Menu

The Slide Show Menu button provides

options that enable you to end the show,

go to a specific slide, and darken or

lighten the screen.

You can also access this menu by right-

clicking anywhere on the slide when the

slide show is running.

Once you've viewed the slide show, you

end it by selecting End Show from the

Slide Show menu.

The options on the Slide show menu are:

Next, Previous, Last Viewed, Go To Slide,

Custom Show, Screen, help, Pause, End

Show.


Page 20 P2K7A0913

Items of the Slide Show Toolbar

Item Description

Right arrow

You click the Forward button to go to the

next slide in your presentation.

You can use the Slide Show toolbar to navigate through the

presentation, or to write on a slide.

Navigation Shortcut menu

To write on a slide, click the Pen Tool to display the Navigation

Shortcut menu.

Items of the Navigation Shortcut Menu

Item Description

Arrow

You select Arrow to use the mouse

cursor. The Arrow is selected by default.

Ballpoint Pen

You select Ballpoint Pen to draw fine

lines. The color of the ballpoint pen is

blue by default.

Felt Tip Pen

You select Felt Tip Pen to draw thick

lines. The color of the felt tip pen is red

by default.


P2K7A0913 Page 21

Items of the Navigation Shortcut Menu

Item Description

Highlighter

You select Highlighter to draw broad,

semitransparent lines. The color of the

highlighter is yellow by default.

Ink Color

You select Ink Color to specify a pen

color. The Ink Color options list the most

suitable colors, based on the presentation's

theme. Alternatively, you can choose a

standard color.

Eraser

You select Eraser from the Pen options

menu to remove the markings.

Erase All Ink on

Slide

You select the Erase All Ink on Slide

option to remove all markings from the

slide.

Arrow Options

You select Arrow Options to define how

the mouse cursor appears onscreen. You

can show or hide the mouse cursor using

the Visible and Hidden options. The

Automatic option – selected by default –

specifies that the mouse cursor remains

hidden until you move the mouse.

The menu includes three pen styles in addition to ink colors and

mouse cursor options.

To draw the lines, you hold down the left mouse button and drag

the mouse cursor across the required section of the slide.

Once you have written on a slide, you can select the Eraser from

the Pen options menu to remove the markings.

Alternatively, you can remove all markings from the slide using the

Erase All Ink on Slide option.


Page 22 P2K7A0913

Procedures

Write on a slide

In Slide Show view, hover the mouse over the bottom-left

corner of the screen.

Click the Pen Tool button.

Select a pen style and an ink color.

Hold down the left mouse button and drag the dot across the

required section of the slide.

Retain all writing on a slide

Page Down past the last slide in the presentation.

Click to exit the presentation.

Click Keep.

Erase some writing from a slide




Select Eraser.

Hold down the left mouse button, drag Eraser to the writing

to be erased, and click the writing.

Erase all writing from a slide




Select Erase All Ink on Slide.

Erase writing from a slide after the presentation has been saved

Click the Review tab.


P2K7A0913 Page 23

Click the down arrow on the Delete button.

Select Delete All Markup on the Current Slide.

Step-by-Step

Objective: Writing on a slide and erasing writing from a slide.






group.

The slide show begins with the first slide.

3. Hover the mouse over the bottom-left corner of the first slide

in the slide show.

The Slide Show toolbar appears.

4. Click the Pen Tool in the Slide Show toolbar.

The Navigation Shortcut menu appears.

5. Select Ink Color, and then select the Green Standard Color.

The Pen Tool will write in green.

6. Click the Pen Tool again, and then select Felt Tip Pen.

The Felt Tip Pen will write in green.

7. Move the mouse to the vicinity of Summer Specials and

then hold down the left mouse button and drag the dot

around Summer Specials.

Summer Specials is encircled.

8. Similarly, encircle 2007 and then separately encircle

Jonathan Gold.

2007 and Jonathan Gold are encircled.

9. Page Down to the second slide, and then Page Up to the first

slide, and then click the Pen Tool button.

Eraser and Erase All Ink on Slide are enabled in the

Navigation Shortcut menu.


Page 24 P2K7A0913

10. Select Eraser, move the mouse to the circle surrounding

Summer Specials, and then click the circle.

The circle is removed.

11. Click the Pen Tool again.

The Navigation Shortcut menu appears again.

12. Select Erase All Ink on Slide.

The two other circles are removed.

13. Move the mouse to the vicinity of Easy Nomad Travel and

then hold down the left mouse button and drag the dot

around Easy Nomad Travel.

Easy Nomad Travel is encircled.

14. Page Down past the last slide in the presentation.

The presentation is finished.

15. Click the mouse to exit the presentation.

A Microsoft Office PowerPoint dialog box appears.

16. Click Keep.

The circle is retained.


Nomad Travel 2.


18. Click the Review tab.

The Review tab appears.

19. Click the down arrow on the Delete button in the Comments

group.

The Delete menu appears.

20. Select Delete All Markup on the Current Slide.

The circle is removed.


Nomad Travel 2.




P2K7A0913 Page 25

Slide Show view with Easy Nomad Travel circled

USING PRESENTER VIEW

Discussion

The PowerPoint 2007 Presenter View feature enables you to use a

second monitor for a presentation. You can view a slide show on

one monitor while you control it from another.

In Presenter View, the presenter has access to tools that are not

visible to the audience.

Presenter View offers the following features on the presenter's

monitor:


Page 26 P2K7A0913

Features of Presenter View

Item Description

slide thumbnails Presenter View displays a presentation's

slides as thumbnails so that you can

preview the result of the next click. In

addition, you can select any sequence of

slides using the thumbnails to create a

customized presentation.

slide number The Presenter View displays the current

slide's position in the presentation.

presentation

duration

The Presenter View feature displays the

elapsed time of a presentation in hours

and minutes.

navigation

controls

You can use the Presenter View's

navigation controls to move to the

previous or next slide.

pen options In Presenter View you can write on the

presentation using the pen options.

advanced options The Presenter View provides advanced

options which enable you to darken or

lighten the screen during a presentation.

You can return to the original settings at

any time. The advanced options also

enable you to navigate to any slide in a

presentation.

speaker notes The Presenter View displays speaker

notes in a large font for you to read from

while presenting a slide show.

To enable Presenter View for a presentation, you first need to

ensure that the computer running the presentation has multiple

monitor capability.

Desktop computers usually require two video cards for

multiple monitor capability, whereas laptops usually

provide built-in multiple monitor capability.


P2K7A0913 Page 27

Once you've determined that a computer has multiple monitor

capability, you need to enable it. You can then turn on Presenter

View in PowerPoint.

To enable Presenter View select the Use Presenter View checkbox

in the Monitors group of the Slide Show tab.

Procedures

Enable Presenter View


Select the Use Presenter View checkbox.

Select which monitor you want to display the slide show on

using the Display slide show on drop-down list.

Step-by-Step

Objective: Enabling Presenter View.



1. Make sure that the computer that you are using for the

presentation has multiple monitor capability. (Most desktop

computers require two video cards for multiple monitor

capability, and many laptop computers have multiple monitor

capability built in.)

Presenter View can be used with the computer.

2. Attach a second monitor to the computer.

A second monitor can be used with the presentation.




Page 28 P2K7A0913

4. Select the Use Presenter View checkbox in the Monitors

group.

The Set Up dialog box appears.

5. Select Monitor 2 Generic Pnp Monitor in the Display slide

show on drop-down list, and then click OK.

The audience’s monitor is selected, and the presentation will

now display on two monitors.


Nomad Travel 2.



SELF-RUNNING PRESENTATIONS

Discussion

A self-running presentation is a presentation that doesn't require a

presenter. For example, a presentation can be created to run

unattended in a booth or kiosk, or from a CD.

When creating a self-running presentation, you should consider the

purpose of the presentation and the environment it will be used in.

If a presentation is run in a public kiosk, for example, you may

want to make the controls unavailable to prevent misuse.

You can enable a user to control the pace of a self-running

presentation by including

Hyperlinks

Hyperlinks enable a user to navigate through a presentation, access

information such as tables and graphs, start applications, or connect

to the internet.

Action buttons

Action buttons are commonly-used symbols, such as arrows and

home buttons, which are hyperlinked to enable you to navigate


P2K7A0913 Page 29

between slides. You can also use action buttons to play sound or

movie clips.

You can include a narrative sound clip for each slide, which plays

when you open it. To record a narrative, you need a sound card and

microphone.

If you don't want to allow the user to control the pace of a

presentation, you should use automatic timings. This ensures that

the presentation moves through the slides at a specified pace. You

can include narration that is synchronized with the automatic

timings.

To create a self-running presentation, click the Set Up Slide Show

button on the Set Up group of the Slide Show tab.

Set Up Show dialog box


Page 30 P2K7A0913

The Set Up Show dialog box contains Show type, Show options,

and Advance slides sections for you to define the self-running

presentation.

In the Show type section you specify the type of presentation.

Presentations are set up to be presented by a speaker by default.

Alternatively, you can specify that the presentation is browsed by a

user or at a kiosk.

The Show options section enables you to specify whether the

presentation restarts once it reaches the end, and whether narration

and animation are included. In addition, you can specify the default

pen color for writing during a live presentation.

In the Advance slides section you specify whether the presentation

uses automatic timings or user controls to move forward.

Procedures


Click the Set Up Slide Show button.

Select a Show type, select one of the Show options, select

how the computer will Advance slides, and then click OK.

Step-by-Step

Objective: Creating a self-running presentation.





2. Click the Set Up Slide Show button on the Set Up group.



P2K7A0913 Page 31

3. Click the Browsed at a kiosk (full screen) radio button to

select the Show type.

The Show type is selected.

4. Select the Show without narration checkbox as the choice

of Show options.

No narrative is included in the presentation.

5. Click the Use Timings, if Present radio button to select the

way to Advance slides.

The viewer can now advance the slides.


A self-running presentation is created and the Set Up Show

dialog box is closed.


Nomad Travel 2.



PowerPoint.


Page 32 P2K7A0913


Task

Objective: Enabling presenter view, writing on a slide, erasing

writing from a slide, and creating a self-running presentation.




presentation has multiple monitor capability.




group.




group.

7. Go to slide 2 and hover the mouse over the bottom-left

corner of the slide.


9. Select Ink Color, and then select the Blue Standard Color.


11. Move the mouse to the vicinity of Jonathan Gold and then

hold down the left mouse button and drag the dot around

Jonathan Gold.

12. Similarly, encircle 2009.

13. Page Down to the third slide, and then Page Up to the

second slide, and then click the Pen Tool button.

14. Select Eraser, move the mouse to the circle surrounding

Jonathan Gold, and then click the circle.

15. Click the Pen Tool again.


P2K7A0913 Page 33

16. Select Erase All Ink on Slide.

17. Move the mouse to the vicinity of Annual Meeting and then

hold down the left mouse button and drag the dot around

Annual Meeting.



20. Click Keep.






of Show options.

25. Click the Using timings, if present radio button to select the

way to Advance slides.



14.


PowerPoint.


Page 34 P2K7A0913

Slide 2 with Annual Meeting encircled

LESSON 3 - CUSTOMIZING ELEMENTS IN SLIDE MASTER


Modify a Slide Master

Adding a theme to a Slide Master


Page 36 P2K7A0913

MODIFYING A SLIDE MASTER

Discussion

A Slide Master is used to apply the same formatting to all slides in

a presentation. In Microsoft PowerPoint 2007, you can use a

Slide Master to give your presentation a consistent appearance.

The three types of Master Views in PowerPoint are: Slide,

Handout, and Notes. These views allow you to apply the same

formatting to various aspects throughout a presentation.

In Slide Master View, you can make changes in any of the slide

areas. You can modify the: Date, Footer, or Number areas, the

Title Area or the Object Area placeholders. Formatting changes

made to a Slide Master will appear in all slides based on that Slide

Master.

To modify the formatting in a Slide Master, you open Slide

Master View. Then, on the Slide Master slide that appears in the

slides pane when in Slide Master View, you select the item (text,

placeholder, etc.) that you want to modify.

To modify the font, you select the text. Then click the Home tab

and select the formatting options from the Font section.

Likewise, to modify bullets or numbering, you select the level of

text in the appropriate placeholder. Then, click the Home tab and

select options from the Bullets or Numbering dropdown lists in

the Paragraph section.

You can also modify the Slide Master by using the

contextual Drawing Tools Format tab that appears when

an item in the work area has been selected.

PowerPoint 2007 Advanced Lesson 3 Customizing Elements in Slide Master

P2K7A0913 Page 37

Slide Master

Area Description

Title Area The Title Area is located at the top of the slide.

You can change the attributes of the title text

(font type, font size, alignment, style, etc.), as

well as the attributes of the Title Area (fill, line,

shadow, placement, etc.). If desired, you can

insert objects such as clip art into the Title Area.

Object Area The Object Area is located below the Title Area

and controls the formatting for the body of all

slides. You can change text attributes (font type,

font size, alignment, style, etc.), as well as the

attributes of the Object Area (fill, line, shadow,

placement, etc.). You can format each text level

with different attributes. If desired, you can insert

objects such as clip art into the Object Area.

Date Area The Date Area is located in the lower left corner

of the slide. You can change the look and position

of the date. You can specify that the date and

time are automatically updated each time the

presentation is opened, or you can enter a fixed

date and time. In addition, you can choose

whether or not to display the time and date on

the title slide.

Footer Area The Footer Area is located in the lower center of

the slide. You can change the look and position of

the footer. You can choose whether or not to

display the footer text on the title slide.

Number Area The Number Area is located in the lower right

corner of the slide. You can change the position

of the slide numbering, as well as the format of

the numbers. You can choose whether or not to

display the slide number on the title slide.


Page 38 P2K7A0913

Slide Master View with the Slide Master slide selected

You can also apply one or more image files to a Slide

Master. The image will then appear on each slide of the

presentation (useful for logos, trademarks, seals, etc.)

Procedures

Modifying the Slide Master

Click the View tab

Click the Slide Master button in the Presentation Views

section

Select the Slide Master slide (you will apply the

modifications to this slide)

Select the appropriate placeholder or text to modify in the

work area

Click the Home tab


P2K7A0913 Page 39

Select the appropriate options from the Font or Paragraph

sections

Or

Click the contextual Drawing Tools Format tab to select

other formatting options

Click Close Master View on the Slide Master tab

Step-by-Step

Objective: Modifying the Slide Master.

Before you begin: Open World 15 from your Student Data

folder. Select slide 1, if necessary.

1. Click the View tab.

The View tab options appear.

2. Click the Slide Master button in the Presentation Views

section.

A Master Slide appears above Slide 1 in the presentation and

the Slide Master contextual tab appears. The presentation is

in Slide Master View.

3. Select the Slide Master slide (in the thumbnails pane. This

will now be slide 1).

The Slide Master slide is selected.

4. Select the text in the Title placeholder.

The text is selected.

5. Click the Home tab.

The Home tab options appear.

6. In the Font section select Antique Olive, Bold, and 36pt

formatting options.

The options are selected.

7. Select the Object Area placeholder.

The entire placeholder is selected.

8. On the Home tab click the Bullets dropdown arrow in the

Paragraph section.

The Bullets dropdown list appears.


Page 40 P2K7A0913

9. Select any bullet style.

The chosen bullet style replaces the previous style.

Before you move on: Click the Slide Master tab and click

Close Master View. View each slide in the presentation and

note your formatting changes. Save the presentation to your

Personal folder as MyModifications and leave it open.

ADDING A THEME TO A SLIDE MASTER

Discussion

Microsoft PowerPoint 2007 allows users to apply themes (layouts

that contain colors, fonts, and effects) to a presentation. You can

preview, apply, and edit themes by using the Edit Theme section

on the Slide Master tab. The Themes button displays a gallery of

Built-In and Custom themes for you to choose from. You can

customize a theme by using any of the dropdown menu options to

the right of the Themes button: Colors, Fonts, and Effects and

save it to the themes gallery.

Themes gallery


P2K7A0913 Page 41

To apply a theme change to Slide Master View and click the

Theme button in the Edit Theme section. Hover over the themes

in the gallery for a preview of each. Then choose from either the

Built-In themes or choose an existing theme that you modified and

saved under Custom. Next, click the desired theme to apply it to

your presentation.

You can also modify an existing theme by applying the

theme to you presentation and making changes in Slide

Master View.

Procedures

Adding a Theme to a Slide Master

Click the View

Click the Slide Master button in the Presentation Views

section

Select the Slide Master slide

Click the Themes button in the Edit Theme section

Click either a Built-In theme or Custom theme from the

gallery

Step-by-Step

Objective: Adding a theme.

Before you begin: MyModifications should be open from the

previous exercise. Select slide 1, if necessary.

1. Click the View tab.

The View tab options appear.

2. Click the Slide Master button in the Presentation Views

section.

The presentation is now in Slide Master View.


Page 42 P2K7A0913

3. Select the Slide Master slide.

The Slide Master slide is selected.

4. Click Themes in the Edit Theme section.

A gallery of options appears.

5. Locate the Aspect theme and click it.

The Aspect theme is added to the presentation.

6. Click Close Master View on the Slide Master tab.

The Slide Master is updated.

Before you move on: Resave and close the presentation.


P2K7A0913 Page 43


Task

Objective: Create and modify a theme in Slide Master.

Before you begin: Open Meeting 17 from the Student Data

Folder.

1. Switch to Slide Master View.

2. Apply the Flow theme to the presentation.

3. Format the Slide Master title as Arial, 32pt, and Bold.

4. Format the bullets in the Object Area placeholder to a style

of your choice.

5. Close Slide Master View.

6. View each slide of the presentation.

Before you move on: Save the presentation as Meeting 15

Theme to your Personal folder and close the presentation.

PowerPoint 2007 Advanced Unit 1 Independent Practice Activity

P2K7A0913 Page 45

INDEPENDENT PRACTICE ACTIVITY

Task

Objective: Using custom shows and slide shows.

Before you begin: Start PowerPoint and open World 13 from



presentation has multiple monitor capability.




group.




group.



9. Enter Customers as a Slide show name.

10. Select and Add, in turn, slides 1, 2, 3, 5, 6, 7 and 8 to the

Slides in custom show pane.



13. Go to slide 2.

14. Click the Insert tab.

15. Select the text Partnership.



18. Scroll down Select a place in this document to access the

available custom shows, and then select Customers.


Page 46 P2K7A0913





group.

23. On slide 2, click the Partnership hyperlink.

24. Press Esc twice to exit the slide show.


the Slide Show tab.

26. Select the Custom show radio button in the Show slides

section.

27. Select Customers from the Custom show drop-down list.


29. Go to slide 8.


Show tab.

31. Go to slide 1.


group.

33. Hover the mouse over the bottom-left corner of the first slide

in the slide show.


35. Select Ink Color, and then select the Green Standard Color.


37. Use the Pen Tool to write Presenter? under Worldwide

Sporting Goods.



40. Click Keep.





P2K7A0913 Page 47


of Show options.

44. Click the Manually radio button to select the way to

Advance slides.


46. Save the presentation to your personal folder as My World

13.


PowerPoint.

Slide 1 with Presenter? added

UNIT 2 PROTECTING AND DISTRIBUTING PRESENTATIONS

The following lessons are contained in Unit 2:

Lesson 1 Securing and Printing Presentations in

PowerPoint 2007

Lesson 2 Distributing Presentations in PowerPoint

2007

LESSON 1 SECURING AND PRINTING PRESENTATIONS IN POWERPOINT 2007


Secure a presentation in PowerPoint 2007

Print a PowerPoint slide show

Unit 2 Protecting and Distributing Presentations PowerPoint 2007 Advanced

Page 52 P2K7A0913

PASSWORD PROTECTING A PRESENTATION

Discussion

After you've finalized and saved a presentation in Microsoft

PowerPoint 2007, you should secure the presentation to prevent

anyone else from making changes to it.

The security features you can apply to a PowerPoint presentation

include setting a password to

Open the presentation

To prevent unauthorized access to the final presentation, you set a

password that is required to open the presentation. This password

encrypts the presentation's file settings with a public key.

PowerPoint opens the presentation only when the valid password is

entered by a user. Users can then modify the presentation once it's

opened.

Modify the presentation

You can set a password so that only authorized users can edit the

presentation. Users can still open the presentation, but it will be a

read-only. This security feature doesn't encrypt the file; it only

protects the presentation's content from modification.

When you define a password for a presentation, remember

to use strong passwords that combine uppercase and

lowercase letters, numbers, and symbols. It's important to

remember the password because it can't be retrieved or

reset if you forget it.

PowerPoint 2007 Advanced Lesson 1 Securing and Printing Presentations in PowerPoint 2007

P2K7A0913 Page 53

Microsoft Office menu

You specify a password for a presentation when you save it. So

you first need to open the Save As dialog box. To do this, you click

the Microsoft Office button to open the menu and click the Save As

button to select it.


Page 54 P2K7A0913

Save As dialog box

The Save As dialog box includes a Tools drop-down menu. Select

General Options from this menu to enter a password. The General

Options dialog box enables you to define file encryptions and file

sharing settings for the presentation, as well as any privacy options

and macro security settings.

General Options dialog box


P2K7A0913 Page 55

The General Options dialog box has a Password to open text box

and a Password to modify text box. The Privacy options section

contains a Remove automatically created personal information from

this file on save checkbox.

To prevent unauthorized users from opening the presentation, type

a password in the Password to open text box. Then click OK.

The password you specify displays as dots in the text box.

This is an added security feature that prevents anybody else

from reading the password while you are typing it.

The Confirm Password dialog box opens. Retype the password you

provided and click OK. You are then returned to the Save As

dialog box.

After you have set and confirmed the password to open, you need

to save the presentation. If you want the protected version to be the

only one available, you need to save this version over the existing

one. To do this, click the Save button to accept the existing file

name and location.

To delete a password that has been set, you need to open the

presentation and then access the General Options dialog box from

the Save As dialog box.

Procedures

Protect a presentation by adding a password

Click the Microsoft Office button, and then click the Save As

button. (The keyboard alternative to open the Save As dialog

box is Alt+F, A or F12.)

Click the Tools drop-down button.

Select General Options.

Enter a Password to open, and then click OK.

Reenter password to open, and then click OK.


Page 56 P2K7A0913

Click the Save button.

Click the Yes button.

Open a presentation that has been protected by a password

Mouse

Click the Microsoft Office button.

Click the Open button.

Click the presentation in the Documents folder, and then

click Open.

Enter password to open file, and then click OK.

Keyboard

Press Alt+F.

Press O.

Use the Tab key to select the desired presentation in the

Documents folder.

Press Enter.

Enter password to open file.

Press Enter.

Remove a password from a presentation


Click the Save As button.

Click the Tools drop-down button.

Select General Options.

Clear the Password to open textbox, and then click OK.

Click the Save button.



P2K7A0913 Page 57

Step-by-Step

Objective: Protecting a presentation, closing the presentation,

reopening the presentation, and then removing the password.



1. Click the Microsoft Office button.

The Microsoft Office menu appears.

2. Click the Save As button.

The Save As dialog box appears.

3. Change the File name to My Easy Nomad Travel 3.

The file name is changed.

4. Click the Tools drop-down button.

The Tools drop-down menu appears.

5. Select General Options.

The General Options dialog box appears.

6. Enter a Password to open, and then click OK.

The Reenter password to open dialog box appears.

7. Reenter password to open, and then click OK.

The Reenter password to open dialog box is closed.

8. Click the Save button in the Save As dialog box.

The Confirm Save As dialog box appears.

9. Click Yes in the Confirm Save As dialog box.

The Confirm Save As dialog box is closed, and the

presentation is now saved with a password.



11. Click the Close button.

The presentation is closed.



13. Click the Open button.

The Open dialog box appears.


Page 58 P2K7A0913

14. Select the presentation in the Student Data Folder, and then

click Open.

The Password dialog box appears.

15. Enter password to open file, and then click OK.

The presentation is opened.






The Tools drop-down menu appears.


The General Options dialog box appears.

20. Clear the Password to open textbox, and then click OK.

The password is removed from the presentation and the

General Options dialog box is closed.

21. Click Save in the Save As dialog box.

The Confirm Save As dialog box appears.


DIGITALLY SIGNING A PRESENTATION

Discussion

A digital signature is an electronic stamp that you can add to a

PowerPoint presentation to confirm the authenticity of both the

author and the presentation itself.

Microsoft Office has two types of digital signatures:

Visible digital signature

To add a visible signature, you insert a signature line in the

document and attach either an image of your signature to the line or

manually sign on the line after the document is printed. You can


P2K7A0913 Page 59

add visible signatures only to other Office applications, such as

Microsoft Word.

Invisible digital signature

When you add an invisible digital signature to a presentation,

Microsoft Office attaches a security certificate, created from your

digital ID, to the presentation. You can create your own digital ID

or you can buy a security certificate from a third-party signature

provider. A certificate from a third-party authority offers a greater

level of assurance than a digital ID because the authority has

verified the presentation and its owner.

You can add only an invisible digital signature to a PowerPoint

presentation. When you've signed the presentation, it becomes

read-only to prevent modifications. Because the signature is based

on the content of the presentation, if you edit the presentation after

you've signed it, you invalidate the signature.

To digitally sign the presentation, you first need to create your

digital ID. To do that, click the Microsoft Office button and select

Prepare - Add a Digital Signature.

Microsoft Office's digital signature feature may not comply with

your country's jurisdiction regarding digital signatures. It gives you

the option to use a third-party signature provider or create your own

digital ID.

Get a Digital ID dialog box

In the Get a Digital ID dialog box, you specify whether you want to

get a digital ID from a Microsoft partner or whether you want to

create your own digital ID.

If you're always going to use your own digital ID to create

the digital signature, you can select the checkbox to ensure

that this message doesn't show again.


Page 60 P2K7A0913

Create your own ID by specifying the name of your organization

and its location. Your name and e-mail address are added

automatically.

Sign dialog box

The last step for adding a digital signature is to explain why the

presentation is being signed.

You can view a signature's details and find out whether the

presentation has been modified since being signed by selecting

Signature Details.

To delete the signature from the presentation, you select Remove

Signature.

To close the Signatures pane, you click the Close button on the

pane.

Because the presentation is signed, a signature icon appears on the

status bar. The icon displays on the status bar regardless of the

view you're in. You click this icon to open the Signature pane

again. All valid signatures in the presentation are listed in the

Signatures pane.

To manage the signature, you hover the mouse cursor over the

signature and open the drop-down list.

Any edits made going forward will invalidate the signature.


P2K7A0913 Page 61

Procedures

Add an invisible digital signature to a presentation


Click the Prepare button.

Select Add a Digital Signature. (The keyboard alternative to

add a digital signature is Alt+F, E, S.)


Select Create your own digital ID, and then click OK.

Enter an Organization and Location, and then click Create.

Enter the Purpose for signing this document, and then click

Sign.

Step-by-Step

Objective: Adding an invisible digital signature to a

presentation.





2. Click the Prepare button.

The Prepare menu appears.

3. Select Add a Digital Signature.

The Microsoft Office PowerPoint dialog box appears.


The Get a Digital ID dialog box appears.

5. Select Create your own digital ID, and then click OK.

The Create a Digital ID dialog box appears.

6. Enter Easy Nomad Travel as an Organization and New

York City as a Location, and then click Create.

The Sign dialog box appears.


Page 62 P2K7A0913

7. Enter Presentation Complete as the Purpose for signing

this document, and then click Sign.

The Sign dialog box is closed, and the signature is added to

the presentation.


Nomad Travel 3.



Sign dialog box with the purpose entered

PRINTING A PRESENTATION

Discussion

When you print a presentation, you can print the entire presentation

or specify certain slides. You can also choose to print notes pages,

outlines, and handouts.

To print the presentation you have opened you need to access

PowerPoint's printing options.


P2K7A0913 Page 63

Print menu

You click the Microsoft Office button and hover the mouse cursor

over the Print option to open the Print menu. (The keyboard

alternative to open the Print submenu is Alt+F, P.)

The Print submenu has three printing options.

Three Printing Options

Item Description

Print You select Print to open the Print dialog

box, where you can specify options such

as the printer used and the number of

copies printed.


Page 64 P2K7A0913

Three Printing Options

Item Description

Quick Print You select Quick Print to send the

presentation directly to the default printer

without setting or changing any printing

options.

Print Preview You select Print Preview for a preview of

how the presentation will look when it's

printed. To do this, you select Print

Preview in the Print submenu. (The

keyboard alternative to open Print

Preview is Alt+F, P, V.)

A preview of the currently selected slide

in the presentation appears. The Print

Preview tab replaces all other tabs on the

Ribbon. All options on the Ribbon relate

to printing options only and don't affect

the presentation's properties.

Print Preview tab

If you select Print Preview, the Print Preview tab replaces all other

tabs on the Ribbon. All options on the Ribbon relate to printing

options only and don't affect the presentation's properties.


P2K7A0913 Page 65

Groups of the Print Preview Tab

Item Description

Print The Print group contains the Print and

Options buttons. You click Print to set

printing options and print the

presentation. You click Options to edit

headers and footers, scale the slides to fit

to the printer's paper size, and set frame

slides and the printing order. You also set

the color scheme in color, black and

white, or grayscale. Grayscale prints

color images in a range of gray tones.

Page Setup You choose what to print in the Page

Setup group. You can switch between

different views to check how slides,

handouts, notes pages, and the outline

view will print. For handouts, you can

choose one, two, three, four, six, or nine

slides to a page. You can also set the

page orientation to landscape to print the

slides in wide format, or to portrait so that

slides are orientated taller rather than

wider. By default, slides orientate to

landscape, and notes and handouts to

portrait.

Zoom The Zoom group contains a Zoom button,

which you click to enlarge the previewed

slide. Once you've zoomed in, you can

use vertical and horizontal scroll bars to

focus on different sections of the slide.

To zoom back out, you click the Zoom

button again.

Preview You click the Next Page and Previous

Page buttons in the Preview group to

navigate through each slide and view how

it will look when printed. You click the

Close Print Preview button to exit Print

Preview.


Page 66 P2K7A0913

Print dialog box

Any printing options you've set in the Preview pane are the default

options in the Print dialog box. You can change these printing

options. Alternatively, if you didn't set printing options before, you

can now set them.

Various Printing Options

Item Description

Printer The default printer is listed in the Printer

section. You can specify an alternative

printer in the Name drop-down list. You

can also select Print to file to create a

printer-readable version of the

presentation. You click the Properties

button to access options for changing the

selected printer's properties. You click

the Find Printer button to find and use

another printer.


P2K7A0913 Page 67

Various Printing Options

Item Description

Print range The Print range section contains the

options to print all slides, the currently

selected slides, slides specified in a range,

or a custom show. The All radio button is

selected by default.

Copies You specify how many copies to print in

the Copies section. This section also

enables you to collate your printing. By

selecting Collate, each consecutive slide

prints before the copies of the slide are

printed. You can then print multiple

copies of the presentation without sorting

the printed slides afterwards.

Print what The Print what section enables you to

specify what you want to print – the entire

presentation, notes, or handouts. You can

also specify the printing color to use.

Handouts If you want to print handouts, you specify

how many slides per page to print on each

handout. You do this by setting the Slides

per page option in the Handouts section.

You can also specify how the slides are

ordered on the handouts.

Printing options The various printing options include

scaling the slides to the printer's paper

size, setting frame slides, printing hidden

comments and slides, and setting the

quality of the print job.

Preview In addition to print options, the Print

dialog box includes a Preview button.

You can click this button to open a print

preview of the presentation.

You accept the printing options set in the Print dialog box and click

OK. The presentation is sent to the default printer and is printed.

When you've previewed and printed the presentation, you close the

preview by clicking the Close Print Preview button in the Preview


Page 68 P2K7A0913

group. (The keyboard alternative for closing the Print Preview is

Esc.)

You then return to the presentation.

Procedures

Print notes in grayscale


Hover the mouse cursor over the Print option.

Select Print Preview.

Click the down-arrow at the right of the Print What drop-

down menu in the Page Setup group.

Select Notes Pages.

Click the Options button.

Select Color/Grayscale.

Select Grayscale.

Click the Print button. (The keyboard alternative for opening

the Print dialog box is Ctrl+P.)


Step-by-Step

Objective: Printing notes in grayscale.





2. Hover the mouse cursor over the Print option.

The Print menu appears.


P2K7A0913 Page 69

3. Select Print Preview.

The Print Preview tab appears, and all other tabs are closed.

4. Click the down-arrow at the right of the Print What

drop-down menu in the Page Setup group.

The Print What drop-down menu appears.

5. Select Notes Pages.

Notes pages will print.

6. Click the Options button in the Print group.

The Options Menu appears.

7. Select Color/Grayscale.

The Color/Grayscale submenu appears.

8. Select Grayscale.

Grayscale is selected, and the menus are closed.

9. Click the Print button in the Print group.

The Print dialog box appears.

10. Select the Slides radio button in the Print range section, and

then enter 2 in the textbox.

Slide 2 is now the only slide that will print.


The Print dialog box is closed, and slide 2 is printed in Notes

Pages style.


Nomad Travel 3.



PowerPoint.


Page 70 P2K7A0913


Task

Objective: Securing and printing a presentation.





3. Change the File name to My Meeting 15.

4. Make sure that the folder to which your presentation will be

saved is your personal folder.



7. Enter advanced as a Password to open.

8. Click OK.

9. Reenter password to open.

10. Click OK.






16. Select My Meeting 15 in the Student Data Folder, and then

click Open.

17. Enter password to open file.

18. Click OK.






P2K7A0913 Page 71

23. Enter advanced as the Purpose for signing this document,

and then click Sign.

24. Click OK.






29. Select Outline View.









15.


PowerPoint.

LESSON 2 DISTRIBUTING PRESENTATIONS IN POWERPOINT 2007


Distribute a PowerPoint presentation


Page 74 P2K7A0913

PUBLISHING A PRESENTATION TO THE WEB

Discussion

Microsoft PowerPoint 2007 enables you to distribute your

presentation by

publishing it as a web page

attaching it to an e-mail

packaging it for a CD

PowerPoint enables you to save and publish your finalized

presentation as a web page so that you can share and view the

presentation via the internet or a company intranet.

When you publish a presentation, you can save it locally to your

computer. You then view it using a web browser, such as Internet

Explorer.

Alternatively, you can save the presentation directly to a web

server. You then view the presentation by typing in the URL, or

web site address, in a web browser. Because the presentation will

be publicly accessible in this way, you need to secure it.

A web server is a computer that hosts web sites.

Before you publish a presentation for viewing in a web browser,

you need to save the presentation as either a

Single file web page

If you save the presentation as a single file web page, PowerPoint

integrates the presentation and all supporting files into a single file.

Having one file contain the whole presentation makes it easier to

move it to another computer for display.

Web page

If you save the presentation as a web page, PowerPoint converts the

presentation into a Hypertext Markup Language (HTML) page. It

also creates an associated folder that contains all the supporting

PowerPoint 2007 Advanced Lesson 2 Distributing Presentations in PowerPoint 2007

P2K7A0913 Page 75

files needed to display the presentation as a web page. This

includes files for images, sounds, formatting styles such as bullets,

and background textures. These files are linked to the presentation.

Publishing as a web page in this format is useful if you plan on

showing the presentation on the internet.

Save As menu

To publish a presentation to the company intranet, first save the

presentation as a web page locally to your computer's hard drive.

Then, in the Save As dialog box, specify a location where you want

to save the presentation as a web page.

To change the published presentation's name so that it's

different from the original presentation's name, you type a

new name in the File name text box.


Page 76 P2K7A0913

Save As dialog box (expanded)

When you've selected Web Page as the file type, the Save As dialog

box expands to show the options to enable you to change the

presentation's title and publish the presentation.

Set Page Title dialog box

You now need to set the presentation's title that will display in the

web browser. You change this default name by clicking the

Change Title button in the Save As dialog box. In the Set Page

Title dialog box, you type the presentation's title in the Page title

text box and click OK.


P2K7A0913 Page 77

Publish as Web Page dialog box

In the Publish as Web Page dialog box, you define what part of the

presentation must be published, what browser the presentation can

be viewed in, the published field's details, as well as whether the

published presentation should open immediately in a browser so

that you can view it.

You specify the slides that you want to publish in the "Publish

what?" section. You can publish the entire presentation, choose

sequential slides to publish, or publish a custom show you've

created. You can choose whether you want to display the

presentation's speaker notes as well. You can also set additional

web page formatting and display options in this section.

The "Publish what?" section has three radio buttons: Complete

presentation (selected by default), Slide number (which has two

spin boxes associated with it), and Custom show (which has a drop-

down list box associated with it).

The Display speaker notes checkbox is selected by default. The

section also has a Web Options button.

You need to specify which browser will support the published

presentation in the "Browser support" section. For example,

presentations with complex animations and images might only be

opened by later browser versions. The default browser is Microsoft

Internet Explorer 4.0 or higher, but you can also publish a


Page 78 P2K7A0913

presentation that is supported by earlier Internet Explorer versions

and Netscape Navigator.

You specify the published files details in the "Publish a copy as"

section. This section displays the file details you configured in the

Save As dialog box, namely the page title and save location.

Click the Publish button to publish the presentation to the location

specified on the local computer. The Publish as Web Page dialog

box closes and you return to the presentation.

To check how your presentation looks as a published web page,

you browse to its saved location using Windows Explorer.

You can also open the published presentation again in

PowerPoint. But when you open it in PowerPoint, it

displays as a PowerPoint file and not as a web page.

To open Windows Explorer, you hover over All Programs and

expand Accessories. In the Accessories menu, you select Windows

Explorer.

You browse to the Documents folder where the published file is

listed as an HTML document. The file's icon shows a globe and the

PowerPoint symbol. You double-click the presentation to open it.

The presentation opens in the default web browser – Internet

Explorer – and you can click through the presentation in a similar

way to viewing it as a slide show in PowerPoint.

Procedures

Save a presentation as a web page


Click the Save As button.

Click the down-arrow at the right of the Save as type

drop-down menu.

Select Web Page.

Click the Publish button.


P2K7A0913 Page 79

Make any appropriate changes to the Publish as Web Page

dialog box, and then click the Publish button.

Step-by-Step

Objective: Saving a presentation as a web page.









The presentation will be saved in the appropriate location.

4. Click the down-arrow at the right of the Save as type

drop-down menu.

The choices of the Save as type drop-down menu are

displayed.

5. Select Web Page.

Web Page appears in the Save as type drop-down, and the

Save As dialog box is expanded.

6. Click the Change Title button.

The Set Page Title dialog box appears.

7. Enter Summer 2007 as the Page title, and then click OK.

The Set Page Title dialog box is closed.

8. Click the Publish button.

The Publish as Web Page dialog box appears.

9. Select the Open published Web page in browser checkbox,

and then click Publish.

The Publish as Web Page dialog box is closed.


Nomad Travel 4.



Page 80 P2K7A0913


E-MAILING A PRESENTATION

Discussion

PowerPoint enables you to e-mail a presentation directly from

within PowerPoint, without having to first open an e-mail

application.

The presentation is then attached to a new e-mail and the

presentation's file name is used as the default subject line.

Any digital signatures on the presentation are removed.

This is because a signature indicates the presentation's

authenticity and integrity, both of which can be

compromised when using e-mail.

You e-mail presentations using Microsoft Outlook or any e-mail

application that is compatible with the Messaging Application

Programming Interface (MAPI). Each recipient of the e-mail must

also have a MAPI-compliant e-mail application.

MAPI standardizes the way messages are handled by mail-

enabled applications to enable the exchange of both mail

and data.

PowerPoint enables you to e-mail the presentation in a variety of

formats.


P2K7A0913 Page 81

Various E-mail Formats

Item Description

E-mail PowerPoint enables you to e-mail the

presentation as an attachment in the

standard .pptx PowerPoint 2007 file

format. The recipient can then open the

presentation using PowerPoint and, unless

it's protected with a password, they can

modify it.

E-mail as PDF

Attachment

PowerPoint can convert a presentation to

a Portable Document Format (PDF)

document and attach the PDF file to an e-

mail. The recipient can only open the

presentation as a PDF and can't make any

changes to it. This option appears on the

Send submenu only if you've installed the

free PDF plugin from Microsoft.

E-mail as XPS

Attachment

PowerPoint can convert a presentation to

an XML Paper Specification (XPS)

document and attach it to an e-mail. This

option appears on the Send submenu only

if you've installed the free XPS plugin

from Microsoft.

Internet Fax PowerPoint enables you to fax a

presentation using an Internet fax service.

To use this option, you must first sign up

with a fax service provider. You can then

send and receive faxes over the Internet.

The keyboard alternative to e-mail a presentation is Alt+F, D, E.

A new e-mail opens using the default mail application. The

presentation is attached to the e-mail and the e-mail's subject is the

presentation's file name.

You specify the recipient's e-mail address and complete the body of

the e-mail. Then you click the Send button.

You return to the open presentation in PowerPoint.


Page 82 P2K7A0913

Send menu

Procedures

Send a presentation via e-mail


Click the Send button. (The keyboard alternative to open the

Send submenu is Alt+F, D.)

Click an item on the Send menu to select it.


P2K7A0913 Page 83

Step-by-Step

Objective: Sending a presentation via e-mail.





2. Click the Send button.

The Send menu appears.

3. Click E-mail to select it.

The presentation becomes an attachment to an e-mail.

4. Send the e-mail to yourself.

You receive the e-mail as an attachment.


Nomad Travel 4.



PACKAGING A PRESENTATION FOR CD

Discussion

PowerPoint enables you to copy a presentation onto a CD. You can

then easily distribute the presentation, for example by handing it to

clients or launching the presentation from the CD on any computer

with a CD-ROM drive.

When you copy a presentation to CD, PowerPoint converts the

presentation files into compatible file formats that can be run on

any PowerPoint viewer or earlier PowerPoint versions.

Because you may share the CD containing the presentation with

others, you should ensure that any hidden or personal data is

removed from the presentation before you copy it to CD. This


Page 84 P2K7A0913

includes the presentation's author and any other confidential

information that you don't want to share publicly.

Publish menu

You also need to package the presentation. This means that all

linked files – such as movie or sound clips – are stored together

with the presentation. PowerPoint copies all the presentation files

to a CD in a single operation – you can't go back and add more files

to the presentation once the CD copying process has begun.

You can use Windows Explorer to copy other Microsoft

Office files to the CD.


P2K7A0913 Page 85

Package for CD dialog box

In the Package for CD dialog box, you can define a name for the

CD containing the presentation.

You review the files and links to be copied to the CD in the Files to

be copied section. This is your last opportunity to add more files

before the presentation is copied.

You can also choose to copy the presentation to a folder.

PowerPoint packages the presentation and corresponding linked

files to a folder in the specified location.

As PowerPoint copies the presentation to CD, it shows the status of

the process. First PowerPoint prepares to burn the CD. Then

PowerPoint copies the files to the CD.

When the presentation is successfully copied to CD, PowerPoint

asks you whether you want to copy the same presentation to

another CD. When you are finished, you return to the Package for

CD dialog box and click the Close button. You're returned to the

presentation.


Page 86 P2K7A0913

Procedures

Package a presentation for CD


Click the Publish button. (The keyboard alternative to open

the Publish submenu is Alt+F, U, K.)

Select Package for CD.


Enter a name in the Name the CD textbox, and then click

Copy to CD.


Step-by-Step

Objective: Packaging a presentation for CD.






The Publish menu appears.

3. Select Package for CD.



The Package for CD dialog box appears.

5. Enter Summer 2007 in the Name the CD textbox, and then

click Copy to CD.


6. Click the Yes button.

The files are copied.


Nomad Travel 4.



P2K7A0913 Page 87


PowerPoint.


Page 88 P2K7A0913


Task

Objective: Saving a presentation as a web page and distributing

a presentation.








drop-down menu.

5. Select Web Page.


7. Enter Yearly Meeting as the Page title.

8. Click OK.

9. Click the Publish button on the Save As dialog box.











19. Enter Yearly Meeting in the Name the CD textbox.

20. Click Copy to CD.


P2K7A0913 Page 89

21. Click Yes.


16.


PowerPoint.


INDEPENDENT PRACTICE ACTIVITY

Task

Objective: Securing, printing and distributing presentations.

Before you begin: Start PowerPoint and open World 14 from




3. Change the File name to My World 14.





7. Enter complete as a Password to open.

8. Click OK.

9. Reenter password to open.

10. Click OK.






16. Select My World 14 in the Student Data Folder, and then

click Open.

17. Enter password to open file.

18. Click OK.





P2K7A0913 Page 91


23. Enter complete as the Purpose for signing this document,

and then click Sign.

24. Click OK.






29. Select Slides.













drop-down menu.

40. Select Web Page.


42. Enter Recreation as the Page title.

43. Click OK.

44. Click the Publish button on the Save As dialog box.




Unit 2 Independent Practice Activity PowerPoint 2007 Advanced

Page 92 P2K7A0913








54. Enter Recreation in the Name the CD textbox.

55. Click Copy to CD.

56. Click Yes.

57. Save the presentation to your personal folder as My World

14.


PowerPoint.

PowerPoint 2007 Advanced Index

INDEX

.pptx, 71

action buttons, 28

advanced options, 26

All radio button, 57

alternative printer, 56

arrow

Down, 6

Up, 6

Arrow, 20

Arrow Options, 21

automatic timings, 29, 30

Ballpoint Pen, 20

Browser support, 67

button

action, 28

Change Title, 66

Close, 50, 75

Close Print Preview, 55, 57

Copy, 5

Custom Slide Show, 5, 6

Edit, 5

Find Printer, 56

Forward, 19

From Beginning, 6, 18

Left arrow, 19

Microsoft Office, 43, 49, 53

New, 5

Next Page, 55

Options, 55

Pen, 19

Preview, 57

Previous Page, 55

Print, 55

Properties, 56

Publish, 68

Remove, 5

Save, 45

Save As, 43

Send, 71

Set Up Slide Show, 29

Slide Show Menu, 19

Zoom, 55

CD, 28, 64, 73, 74, 75

CD-ROM drive, 73

Change Title button, 66

checkbox

Remove automatically created

personal information from this

file on save, 45

Show and return, 4

Use Presenter View, 27

Close button, 50, 75

Close Print Preview button, 55, 57

color scheme, 55

company intranet, 64, 65

Confirm Password dialog box, 45

Copies, 57

Copy button, 5

Custom Shows dialog box, 5

Custom Slide Show, 4

Basic, 4

Hyperlinked, 4

Custom Slide Show button, 5, 6

default printer, 54, 56, 57

Define Custom Show dialog box,

5, 6, 10

desktop, ix

dialog box

Confirm Password, 45

Custom Shows, 5

Define Custom Show, 5, 6, 10

General Options, 44, 45

Get a Digital ID, 49

Insert Hyperlink, 4

Index PowerPoint 2007 Advanced

Page 94 P2K7A0913

Package for CD, 75

Print, 56, 57

Publish as Web Page, 67

Save As, 43, 44, 45, 65, 66

Save As (expanded), 66

Set Page Title, 66

Set Up Show, 29

digital ID, 49

digital signature, 48, 49, 50, 70

Down arrow, 6

Edit button, 5

e-mail, 50, 64, 70, 71

Erase All Ink on Slide, 21

Eraser, 21

fax a presentation, 71

Felt Tip Pen, 20

file encryption, 44

File name text box, 65

file sharing, 44

Find Printer button, 56

footers, 55

Forward button, 19

From Beginning button, 6, 18

General Options dialog box, 44, 45

Get a Digital ID dialog box, 49

Go to Slide menu, 11

grayscale, 55

handouts, 52, 55, 57

headers, 55

hide a slide, 10

Highlighter, 20

HTML, 64, 68

hyperlink, 4, 28

Hypertext Markup Language, 64

Ink Color, 20

Insert Hyperlink dialog box, 4

internet, 28, 64, 65

Internet Explorer, 64, 67, 68

invisible digital signature, 49

Left arrow, 19

linked files, 74, 75

macro security settings, 44

main slide show, 6

MAPI, 70

MCAS, ix

menu

Go to Slide, 11

Microsoft Office, 43

Navigation Shortcut, 20, 25

Prepare, 49

Print, 53

Publish, 74

Save As, 65

Send, 72

Slide Show, 11

Tools drop-down, 44

Messaging Application

Programming Interface, 70

Microsoft Certified Application

Specialist, ix

Microsoft Office, ix

Microsoft Office button, 43, 49, 53

Microsoft Office desktop

applications, ix

Microsoft Office menu, 43

Microsoft Outlook, 70

movie clips, 74

multiple monitor capability, 26, 27

narrative, 29

navigation controls, 26

Navigation Shortcut menu, 20, 25

Netscape Navigator, 68

New button, 5

Next Page button, 55

notes pages, 52, 55, 57

Options button, 55

outlines, 52

package, 74

Package for CD dialog box, 75

packaging, 64

Page Setup, 55

Page title text box, 66

PowerPoint 2007 Advanced Index

P2K7A0913 Page 95

pane

Preview, 56

Signatures, 50

Slides in custom show, 6

paper size, 55, 57

password, 42, 43, 44, 45, 71

Password to modify text box, 45

Password to open text box, 45

PDF, 71

pen options, 26

Pen Tool, 19, 20

Portable Document Format, 71

Prepare menu, 49

presentation duration, 26

Presenter View, 25, 26, 27

Preview, 54, 55, 57

Preview button, 57

Preview pane, 56

Previous Page button, 55

Print, 53

Print button, 55

Print dialog box, 53, 56, 57

Print menu, 53

Print Preview, 54

Print Preview tab, 54, 55

Print range, 57

Print what, 57

Printing, 39, 41, 53, 56, 57

printing options, 52, 53, 54, 55, 56,

57

privacy options, 44

Properties button, 56

publish, 64, 65, 66, 67, 68

Publish a copy as, 68

Publish as Web Page dialog box,

67, 68

Publish button, 68

Publish menu, 74

publishing, 64

Quick Print, 54

radio button

All, 57

Remove automatically created

personal information from this

file on save checkbox, 45

Remove button, 5

reveal a hidden slide, 11

Ribbon, 18, 54

Right arrow, 19

Save As button, 43

Save As dialog box, 43, 44, 45, 65,

66, 68

Save As dialog box (expanded), 66

Save As menu, 65

Save button, 45

scroll bars, 55

security features, 42

self-running presentation, 28, 29

Send button, 71

Send menu, 72

Set Page Title dialog box, 66

Set Up Show dialog box, 29

Set Up Slide Show button, 29

Show and return checkbox, 4

Signatures pane, 50

slide number, 26

Slide Show menu, 11

Slide Show Menu button, 19

Slide Show tab, 4, 5, 18, 27, 29

Slide Show toolbar, 18, 19, 20

slide thumbnails, 26

Slides in custom show pane, 6

sound clip, 29

sound clips, 74

speaker notes, 26

Student Data Folder, vii

tab

Print Preview, 54

Slide Show, 4, 5, 18, 27, 29

text box

File name, 65

Page title, 66

Index PowerPoint 2007 Advanced

Page 96 P2K7A0913

Password to modify, 45

Password to open, 45

third-party signature provider, 49

toolbar

Slide Show, 18, 19, 20

Tools drop-down menu, 44

unauthorized users, 45

Up arrow, 6

URL, 64

Use Presenter View checkbox, 27

visible digital signature, 48

web browser, 64, 66, 68

web page, 4, 64, 65, 67, 68

web server, 64

web site address, 64

Windows Explorer, 68, 74

write on a slide, 18

XML Paper Specification, 71

XPS, 71

Zoom, 55

Zoom button, 55

PowerPoint 2007 Advanced Notices

P2K7A0913 Page 97

NOTICES

COPYRIGHT Copyright 2013 by Career Tech Services. All rights reserved.

Information in this document is subject to change without notice

and does not represent a commitment on the part of Career Tech

Services.

TRADEMARK NOTICES All product names and services identified throughout this book are

trademarks or registered trademarks of their respective companies.

They are used throughout this book in editorial fashion only and for

the benefit of such companies. No such use, or the use of any trade

name, is intended to convey endorsement or other affiliation with

the book.

DISCLAIMER While Career Tech Services takes great care to ensure the accuracy

and quality of these materials, all material is provided without any

warranty whatsoever, including, but not limited to, the implied

warranties of merchantability or fitness for a particular purpose.

VERSION Revised September 2013. Version 9.13.

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