PowerPoint 2007 all-in-one desk reference for dummies

by Peter Weverka

PowerPoint®

2007

ALL-IN-ONE DESK REFERENCE

FOR

DUMmIES‰

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PowerPoint®

2007

ALL-IN-ONE DESK REFERENCE

FOR

DUMmIES‰

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by Peter Weverka

PowerPoint®

2007

ALL-IN-ONE DESK REFERENCE

FOR

DUMmIES‰

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PowerPoint® 2007 All-in-One Desk Reference For Dummies®

Published by

Wiley Publishing, Inc.

111 River Street

Hoboken, NJ 07030-5774

www.wiley.com

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or

by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit￾ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written

permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the

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Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the

Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade

dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United

States and other countries, and may not be used without written permission. PowerPoint is a registered

trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are

the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or

vendor mentioned in this book.

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

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Library of Congress Control Number: 2006925912

ISBN-13: 978-0-470-04062-1

ISBN-10: 0-470-04062-9

Manufactured in the United States of America

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About the Author

Peter Weverka is the bestselling author of several For Dummies books,

including Office All-in-One Desk Reference For Dummies and Microsoft Money

For Dummies, as well as 30 other computer books about various topics.

Peter’s humorous articles and stories — none related to computers,

thankfully — have appeared in Harper’s, SPY, The Argonaut, and other

magazines for grown-ups.

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Dedication

For Aiko Sophia and Henry Gabriel.

Author’s Acknowledgments

This book owes a lot to many hard-working people at Wiley Publishing

in Indiana. I would like once again to thank Steve Hayes for his good advice,

his encouragement, and the opportunity to write another For Dummies book.

Susan Christophersen knows the editing craft as well as any editor I have

ever worked with. It was a pleasure — once again — to work with her.

Technical editor Joyce Nielsen made sure that all the explanations in this

book are indeed accurate, and I would like to thank her for her excellent work

and suggestions for improving this book. I would also like to thank Rich

Tennant for the witty cartoons you will find on the pages of this book, and Ty

Koontz for writing the index.

These people at the Wiley offices in Indianapolis gave their all to this book,

and I want to acknowledge them by name:

Claudia Bell, Amanda Foxworth, John Greenough, Joyce Haughey,

Steve Hayes, Jodi Jensen, Stephanie D. Jumper, Jessica Kramer,

Barbara Moore, Barry Offringa, Lynsey Osborn, Heather Ryan,

Erin Smith, Ryan Steffen, Ronald Terry, Laura VanWinkle, Erin Zeltner

Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my

vampire-like working hours and eerie demeanor at the breakfast table. How

will I ever repay you?

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Publisher’s Acknowledgments

We’re proud of this book; please send us your comments through our online registration form

located at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial, and

Media Development

Project and Copy Editor:

Susan Christophersen

Senior Acquisitions Editor: Steve Hayes

Technical Editor: Joyce Nielsen

Editorial Manager: Jodi Jensen

Editorial Assistant: Amanda Foxworth

Cartoons: Rich Tennant

(www.the5thwave.com)

Composition Services

Project Coordinators: Erin Smith, Ryan Steffen

Layout and Graphics: Claudia Bell,

Joyce Haughey, Stephanie D. Jumper,

Barbara Moore, Barry Offringa,

Lynsey Osborn, Heather Ryan,

Ronald Terry, Erin Zeltner

Proofreaders: Jessica Kramer,

John Greenough,

Christy Pingleton, Techbooks

Indexer: Ty Koontz

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher

Joyce Pepple, Acquisitions Director

Composition Services

Gerry Fahey, Vice President of Production Services

Debbie Stailey, Director of Composition Services

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Contents at a Glance

Introduction .................................................................1

Book I: Getting Started in PowerPoint............................5

Chapter 1: Introducing PowerPoint .................................................................................7

Chapter 2: PowerPoint Nuts and Bolts ..........................................................................15

Chapter 3: Finding Your Way around the PowerPoint Screen ....................................37

Chapter 4: Planning Ahead for a Solid Presentation....................................................57

Book II: Building Your Presentation .............................69

Chapter 1: Inserting and Handling Slides ......................................................................71

Chapter 2: Handling Master Slides and Master Styles.................................................91

Chapter 3: Handling Slide Backgrounds ......................................................................109

Chapter 4: Entering the Text .........................................................................................133

Chapter 5: Formatting Text on a Slide .........................................................................181

Book III: Communicating with Tables, Charts,

and Diagrams...........................................................219

Chapter 1: Constructing the Perfect Table..................................................................221

Chapter 2: Putting a Chart on a Slide...........................................................................241

Chapter 3: Putting Diagrams on Slides ........................................................................287

Book IV: Embellishing Your Slides

with Graphics and Shapes .........................................313

Chapter 1: Drawing Shapes, Lines, and Other Objects..............................................315

Chapter 2: Managing and Manipulating Objects ........................................................335

Chapter 3: Decorating Slides with Graphics and Photographs ................................365

Chapter 4: Decorating Slides with Clip Art .................................................................391

Book V: Flash and Dash ............................................403

Chapter 1: Taking Advantage of Transitions and Animations ..................................405

Chapter 2: Making Video Slides ....................................................................................451

Chapter 3: Making Sound and Music a Part of a Presentation .................................465

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Book VI: Giving a Presentation ..................................493

Chapter 1: Giving an In-Person Presentation..............................................................495

Chapter 2: Speaker Notes and Handouts.....................................................................511

Chapter 3: Creating a Self-Running Presentation .......................................................525

Chapter 4: Creating a User-Run Presentation .............................................................533

Chapter 5: Alternative Ways to Distribute Presentations .........................................555

Book VII: PowerPoint for Power Users ........................569

Chapter 1: Customizing PowerPoint ............................................................................571

Chapter 2: Creating a Presentation Design for Your Company.................................579

Chapter 3: Collaborating with Others on a Presentation..........................................593

Chapter 4: Linking and Embedding for Compound Presentations...........................609

Chapter 5: Automating Tasks with Macros .................................................................619

Index .......................................................................625

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Table of Contents

Introduction..................................................................1

What’s in This Book, Anyway?........................................................................1

What Makes This Book Special ......................................................................2

Easy-to-look-up information..................................................................2

A task-oriented approach......................................................................3

Meaningful screen shots........................................................................3

Foolish Assumptions .......................................................................................3

Conventions Used in This Book .....................................................................3

Icons Used in This Book..................................................................................4

Good Luck, Reader!..........................................................................................4

Book I: Getting Started in PowerPoint.............................5

Chapter 1: Introducing PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

PowerPoint Slides ............................................................................................7

Some PowerPoint Jargon ................................................................................9

PowerPoint as a Communication Tool ..........................................................9

A Whirlwind Tour of PowerPoint .................................................................10

Creating the slides................................................................................10

Designing your presentation...............................................................10

Inserting tables, charts, diagrams, and shapes................................12

“Animating” your slides.......................................................................12

Showing your presentation .................................................................12

Chapter 2: PowerPoint Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . .15

Starting PowerPoint.......................................................................................15

Creating a New Presentation ........................................................................17

Deciding between the blank presentation and a template .............18

Creating a blank presentation.............................................................19

Creating a presentation from a template...........................................20

Starting from another presentation ...................................................20

Saving Your Presentation Files .....................................................................22

Telling PowerPoint where you like to save presentations ..............22

Saving presentations for use in earlier versions of PowerPoint .......23

Saving “AutoRecovery information” ..................................................25

Opening and Closing Presentations.............................................................26

Opening a presentation .......................................................................26

Closing a presentation .........................................................................29

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xii PowerPoint 2007 All-in-One Desk Reference For Dummies

Entering the Document Properties ..............................................................30

Understanding the New PowerPoint XML Format.....................................31

Shortcut Commands Worth Knowing..........................................................32

Undoing a mistake................................................................................32

Repeating an action — and quicker this time...................................33

Entering text quickly with the AutoCorrect command ...................33

Chapter 3: Finding Your Way around the PowerPoint Screen . . . . . .37

A Brief Geography Lesson.............................................................................37

Knowing Your Way around the New PowerPoint Interface.......................39

The Office button .................................................................................40

The Quick Access toolbar ...................................................................40

The Ribbon and its tabs ......................................................................41

Context-sensitive tabs .........................................................................42

The anatomy of a tab ...........................................................................43

Live previewing.....................................................................................46

Mini toolbars.........................................................................................47

PowerPoint 2007 for keyboard lovers................................................47

Zooming In, Zooming Out..............................................................................49

Getting a Better View of Your Work .............................................................50

Changing views.....................................................................................51

Normal/Outline view: Fiddling with the text.....................................51

Normal/Slides view: Moving from slide to slide ...............................52

Slide Sorter view: Moving and deleting slides ..................................52

Slide Show view: Giving a presentation.............................................52

Notes Page view: Reading your speaker notes.................................52

Pure Black and White and Grayscale views ......................................53

The Master views .................................................................................53

Hiding and Displaying the Slides Pane and Notes Pane............................53

Displaying, Hiding, and Reading the Ruler..................................................55

Chapter 4: Planning Ahead for a Solid Presentation . . . . . . . . . . . . . .57

Formulating Your Presentation ....................................................................58

Start by writing the text.......................................................................58

Make clear what the presentation is about.......................................58

Start from the conclusion....................................................................58

Personalize the presentation ..............................................................59

Tell a story.............................................................................................59

Assemble the content ..........................................................................59

Designing Your Presentation ........................................................................59

Keep it simple .......................................................................................59

Be consistent from slide to slide ........................................................61

Choose colors that help communicate your message ....................61

When fashioning a design, consider the audience...........................61

Beware the bullet point .......................................................................62

Observe the one-slide-per-minute rule..............................................62

Make like a newspaper ........................................................................63

Use visuals, not only words, to make your point.............................64

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