UNIT 1

Meeting PowerPoint

• Riveting Ribbon
• Handy Help
• Techie Terms

• Cool for School

Nice to see you, PowerPoint. Or can I just call you Power?

You're looking great by the way; I bet you've been working
out.

I can't help but notice that fancy Ribbon of yours. It

looks positively loaded with features. Did you score
a new contract or your own reality TV series? Can
you folks back home see this? With a Ribbon like
that, you can put together some really sensational
presentations.

Welcome to the Ribbon

The Ribbon is the completely new user interface in PowerPoint 2007, designed
to make it easier and faster to create fantastic presentations. The Ribbon
together with the Microsoft Office Button and Quick Access Toolbar will give you
access to everything you'll need to do for a presentation.

The Ribbon is located near the top of the PowerPoint window, covering an area
from left to right. The Ribbon is composed of tabs, each of which performs a key
task.
 Click on the image to see the Ribbon in detail.

The main tabs are Home, Insert, Design, Animations, Slide Show, Review and
View. When we cover the main tabs in more detail, you'll learn about the other
tabs - Contextual tools and Program tabs - that only appear when you need
them while performing certain tasks.

When you open PowerPoint, the tab always displayed to start out with is the
Home tab. You start at the Home tab because it has all the common tasks you'll
want to use in making your presentation.

Note: Moving from one main tab to another is simple, just click on the name of
the main tab you want to go to. Everything associated with the tab you pick will
appear, while the previous one becomes hidden.

The main tabs are organized into specific Groups containing graphically
illustrated buttons. Each Group breaks a key task into subtasks. For example,
the Home tab has 6 Groups: Clipboard, Slides, Font, Paragraph, Drawing, and
Editing.
Within each subtask are more controls - either buttons, galleries or dialog boxes
- that allow you to carry out a command. For example, there are 4 commands
to choose from in Slides: New Slide, Layout, Reset and Delete.

You'll notice that each command becomes highlighted as you move the mouse
around in any group, such as Slides. When you have picked which command
you want to do, click on it. The command will either execute, or you will be
presented with options to select from first before the command is carried out.

Besides the Ribbon, one of the other two main features is the Microsoft Office
Button. It is located in the top left area of the PowerPoint Window. You'll want to
click on it when you want do tasks like print, save, open, publish, close and
create a new presentation. Most importantly, it's where you go to shut down
PowerPoint when you're done for the day.

Note: Click on the Microsoft Office Button ONCE to access it. If you double-click
the Microsoft Office Button, PowerPoint will shut down if there have been no
changes made to a presentation. If you have made changes, you will be asked if
you want to save them. Pick Cancel or click the red X button to keep PowerPoint
from shutting down.
The Microsoft Office Button also gives you to access to the PowerPoint options
which control the features of the PowerPoint application itself. The options are
organized into categories that include Popular, Proofing, Typography, Advanced
and Customize. For example, you can change PowerPoint's default blue layout
color to silver or black. The PowerPoint options are something to try when you
become comfortable using the program. You will not need them to create your
presentation.
The last feature you need to know about before starting to create a
presentation is the Quick Access Toolbar. It is located at the top of the
PowerPoint window, to the right of the Microsoft Office Button. As its name
implies, this is where you want to go to quickly access tools you will use
frequently. The Quick Access Toolbar by default has buttons for the common
tasks of Save, Undo and Redo.

You can add other tools to this bar such as Open, New and Spelling. You can
even choose what order the icons appear in the Quick Access Toolbar. To see
what other tools you might want to add, click on the arrow on the right. A drop-
down list will appear. Click on the tool you want to add, for example, Print
Preview. The Print Preview icon will now be added to the Quick Access Toolbar.
Repeat this process to add other tools.
 Wow, that's a lot to digest. It's like being a kid in a candy store.
Where do you begin?

No worries. You won't get lost. We'll just go one step at a time. I promise, it's
easy - and fun.

More fun than a candy store?

Now Jim, how are you going to learn anything if you're

thinking about food?
Getting familiar with the main tabs

The 7 main tabs in the Ribbon give you everything you need to make your
presentation. As always, you'll start out with the Home tab, your base of
operations if you like. Now it's time to see what the other main tabs can offer.

The name of each main tab implies what kind of tasks you'll find within it.

The Insert tab is where you go to add in objects to a slide as well as edit any
objects you add. Objects include tables, images, clip art, shapes, WordArt,
video clips, and audio clips. You can even import items from other programs
like Microsoft Excel.

The Design tab is where you go to control how your entire presentation will
look: it's theme, colors, fonts, style and even add in theme effects.

The Animations tab is where you go to add animation to any object as well
as add transition effects to the slides.

The Slide Show tab is where you go when you want to test how your
presentation will run. From this tab you can alter the timing of the slides,
record narration, specify what slides get used in a show, and pick what mode
it will run in.

The Review tab is where you go when your presentation is about finished, but
you may want to do some final checks like spelling or use the thesaurus to
replace some words. You can also add in comments to slides to provide some
additional documentation.

The View tab is where you go when you want to switch between PowerPoint's
views: Normal, Slide Sorter and Slide Show. From the View tab you can also
change the formatting of a slide's master layout, re-arrange your slides, or use
tools such as zoom and gridlines to help get your slide content exactly how
you want it. If you have several presentations open, you use the View tab to
organize and move about the different Windows.

As you can see, there are lots of Groups and Command buttons in each main
tab, but you don't have to try and learn them now. We'll be covering in more
detail all the crucial ones as we go along to help you make your presentation.

My producer is telling me we need to cut to a commercial break.

Is there anything else you want to mention about tabs?
Well, I have other tabs and buttons that do some amazing things... but you
can't see them in the Ribbon... not until you need them that is...

Gee, you have a button for everything. You're like James

Bond with all these gadgets. Do you have a button for
making grande lattes?

I think that's planned for PowerPoint 2010. Ha ha ha... But seriously, I do need
to be a little bit like James Bond when it comes to handling my mission of
making good presentations.

Accessing more features

It would be very hard to show all the options a task can do in the Ribbon.
That's why many of the options are hidden until you need them. All that is
usually needed to make them appear is a mouse click. Sometimes you don't
have to do anything at all, they will become available automatically when
certain tasks are chosen.

To the right of many Command buttons, you will find an arrow. When you
click on it, a drop-down list will appear, showing all the options possible for
that Command. Decide which option you want and then click on it.

Other Command buttons have a little box with a downwards pointing arrow
inside it. When you click on it, a dialog box will open up, revealing the options
you can choose from. The dialog box itself might have different tabs within it
to better organize all the options.
A few Command buttons when clicked on will make a task pane appear. By
default, the task pane will appear as a side bar to on the right side of the
PowerPoint window. You can resize or move the task pane to where you like.
To close the task pane, just click on the the X button in the top right corner.

The task pane you'll use the most is the one to apply custom animation
effects to objects and slides. You'll learn about the functions in the Custom
Animation task pane later on.
Some features have too many options to be handled in a drop-down list or
dialog box. When one of these features is activated, a Contextual tool or
Program tab will open up as well.

Contextual tools are activated when working with objects such as tables, text
boxes or pictures. When you click on an object, the Format tab appears to the
right of the View tab. Above this is an another tab showing what tools you
can access for the type of object you are working with. It will say Picture
Tools if the object is a picture, Drawing Tools if it's a text box, and so on.
Click on either Format or the tab above it to reveal its tools. Like other tabs,
the Contextual ones contain Groups and Command buttons. Simply click
outside of an object to hide the Contextual tools. The Home tab will appear.
When you switch to certain modes or views, such as Slide Master, the main
tabs in the Ribbon will be replaced with a different set, known as a Program
tab. A Program tab contains all the commands and tools associated with a
given view or mode. To close a Program tab, click on the red X button that is
the last Group on the right. The Home tab will appear.
 Your rise to stardom has been meteoric. You're at the top of
the software heap, my friend. How do you do it? How do you
handle all the pressures of churning out hit presentations? I
bet it hasn't been easy.

It's been easy because I've had good help. My parents. My girlfriend. My
agent. But especially, an encyclopedic resource center. Full of hints, there
to guide you with anything at all, or lead you to where there's more help to
be found. It's always there to give advice on making the best presentation.

Girlfriend...right. Well, I could use a little advice myself. But I bet

something so powerful is difficult to deal with.

Actually, Jim, it's available for everyone. And it's just a click of the button
away.

Getting Assistance:
In PowerPoint 2007, help from hints to links to the online Microsoft Office
resources is always easy to access. The first way PowerPoint 2007 offers
help is with ScreenTips.

When you hold the cursor over any Command button, a small window
appears with text telling you about the command, what it does. This is a
ScreenTip.
Some of the ScreenTips direct you to more assistance by telling you to click F1
or click the blue and white question mark button found at the far right of the
Ribbon.

ScreenTips with full descriptions is the default setting. However, the

ScreenTips feature can be limited or turned off completely. Access the Popular
menu in PowerPoint Options by clicking on the Microsoft Office Button. In the
Popular menu, go to ScreenTip Style and select how which option you want for
ScreenTips.

Whenever you don't understand how to do something, press F1 or the question

mark button and the PowerPoint Help window will appear.
From here you can scroll through the Table of Contents on the left side to find
popular topics for help with. Click on a main topic and it will expand to show
you sub-topics. Click on a sub-topic and detailed information on the subject will
be displayed in the right hand area of the dialog box.
Alternatively, you can search for assistance using the right side of the dialog
box which is a more graphical presentation of the help and how-to contents.

Another way to get help is to type keywords into the search box. Hit enter and
PowerPoint Help will give you a list of results. Click on the relevant topic and
detailed information on the subject will be displayed. Some of the results will
be links to online demonstrations or tutorials found at Microsoft Office Online.

The default when you type in a search is to search all of PowerPoint, which
includes Microsoft Office Online. You can limit where your search is done by
selecting it from the drop-down menu. To the right of the text box is a magnify
glass icon and the word Search and a downwards arrow. Clicking on the arrow
will make the drop-down menu appear.
In the top area of PowerPoint Help there is a toolbar. It has all the key
functions such as forward and back buttons, and a print button. The icon that
looks like a house is the Home button. Like the Home tab, it takes you back to
the start. So if you've gotten lost from searching multiple topics, click the
Home button and you will return to the main menu of PowerPoint Help.

To close the PowerPoint Help window, click the X button in the upper right
corner. Or, if want to keep PowerPoint Help close at hand, click on the
minimize button - the second button from the left of the X button - which will
place PowerPoint Help on your Windows Taskbar.
Using PowerPoint vocabulary
Here are some terms in PowerPoint 2007 that are useful to know.

Slide: An individual screen in a slide show.

Presentation File: The file you save to disk that contains all the slides,
speaker's notes, handouts, etc. that make up your presentation.

Object: Any element that appears on a PowerPoint slide, such as clip art,
text, drawings, charts, sounds, Flash objects, WordArt, SmartArt, photo album,
and video clips. You can refer to a clip art object, a text object, a title object, a
drawing object, etc.

SmartArt: Brand new to PowerPoint 2007 is this graphic tool which allows
you to create a visual representation of information and ideas. As a chart is
used to transform numeric data into a visual aid, a SmartArt graphic does the
same thing for text such as lists. A SmartArt graphic can be simple or
complex. SmartArt offers a wide range of shapes, designs, layouts and color
schemes to be used to your advantage in visually representing processes,
concepts, hierarchies and relationships in a dynamic way.

Slide Show: A series of slides displayed in sequence. A slide show can be

controlled manually or automatically.

Transition: A special effect used to introduce a slide during a slide show. For
example, you can fade in from black, or dissolve from one slide to another.
UNIT 1

Obviously you're a teacher with a pioneering spirit. So, no doubt, you'll want
to teach your students how to create multimedia presentations using
PowerPoint. Before you get your students all excited about funky
animations and nifty sound effects, you'll have to equip them with a few
PowerPoint essentials.

First and foremost, you have to talk the talk. Introduce your students to
PowerPoint vocabulary by doing a live demonstration of all the different
terms you will be using. Explain the difference between a slide and an
object. Show how a transition is a part of a slide show. And just to make
sure everyone is on the same wavelength, follow-up your demonstration
with a worksheet.

PowerPoint with it's Ribbon and 7 main tabs is packed with tasks that lead
to even more tools. There's also the new Microsoft Office Button and Quick
Access Toolbar. Don't worry about introducing your students to everything.
Concentrate on explaining how to navigate the Ribbon, Microsoft Office
Button and Quick Access Toolbar as well as covering the essential tasks in
the four main tabs that will be used most often: Home, Insert, Slide Show
and Animations.

You might want to consider introducing the features of the Ribbon tab by
tab. When your students need to format text or add graphics, show them
which tab, which Group and then which subtask is needed, and teach them
the function of each necessary Command button. Teaching PowerPoint one
tab at a time keeps your students focused and gives you a nice, systematic
way of introducing the program's features and functions.

Unfortunately, you can't alter the number of tabs in the Ribbon to be able to
introduce them one by one. It will be a little hard to keep students from
clicking every button in sight, especially when they realize you can see
instant previews of functions before applying them, such as themes and
transition effects. You might get a little crazy trying them out yourself.

While you cannot alter the Ribbon, you can minimize it. It's the best you can
do to hide tabs until you want to introduce them. Double-clicking on a main
tab will minimize the Ribbon for a short time. A single-click on a given main
tab will make that one entire tab visible again. Double-clicking on a main
tab will make the whole Ribbon appear. To keep the Ribbon minimized
longer, select the Minimize the Ribbon option from the drop-down list in the
Quick Access Toolbar. However, double-clicking on any main tab will
deactivate the minimize feature, making the whole Ribbon visible once
more.

Before you introduce PowerPoint Help to your students, consider whether it

will be beneficial to them. Will your students be able to read and
comprehend the topics in PowerPoint Help? Can they navigate through the
Help files without your assistance? Do you have enough class time to let
students explore this feature? The ScreenTips feature will provide helpful
hints to students as to what the commands in the Ribbon can do.
 UNIT 2
Creating Slides

• Simple Slides
• Orderly Outlines
• Tidy Templates
• Swift Saves

• Cool for School

PowerPoint in the Classroom is produced by ACT360 Media Ltd.

Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

Okay, what is the Blank

Presentation template?

This template gets you started making slides from scratch. It's the
building block of a presentation. Let me show you how.

My Aunt Edna used to make pancakes from scratch. Mmm.

 Uh, don't pour any maple syrup on the slides, though, Jim. Heh heh.

Creating a slide from scratch

In the next step you will create a Title Slide for your presentation using the
Blank Presentation template. You will be working in Slide View.

1. Open the PowerPoint program. Powerpoint automatically opens a

new presentation. A new title slide will appear for you to work with.

2. Alternatively, let's say you are already working in Powerpoint and

want to create a new presentation. In the Open window, click the
Microsoft Office Button. From the drop-down list, select New.

3. The New window will appear. Blank and recent is automatically

highlighted in the list of options on the left. Click Create. A new Blank
Presentation template will open with a new Title Slide in the Slide
Layout (Normal) view.
4. If you don't want the Title Slide layout, you can easily change it to
one of the other available layouts. In the Slides Group in the Home
tab, click the arrow in the Layout button. All the slide layouts you can
choose from will appear. Click on whichever one you want to use. The
slide layout is now changed.
Note: If you are already working in PowerPoint and want to create a new
blank presentation, you can create a short cut by adding a New button to
the Quick Access Toolbar. Click the arrow in the Quick Access Toolbar. From
the drop-down list, select New. The New button is now added to the Quick
Access Toolbar.

Okay, now we have a Title Slide. But something's missing. Any guesses?

Hey, who's interviewing who here?

I know. The title!

Good guess Sue. Let me show you how to add text to those blank slides.

Adding text to a slide

The Title Slide layout contains text boxes for a title and a subtitle. Try
typing text into these boxes.

1. Click in the Title text box. A dashed line border with a circle in each
corner and a square box at each midpoint appears around the text
box indicating that it is selected.

2. Type a title.
 3. Click the Subtitle text box and type a subtitle.

Congratulations! You've just created your first slide in PowerPoint.

Okay, you've created an impressive Title Slide for us. But that's
just one slide! We need to create more slides or else we're
going to have a pretty darn short presentation, aren't we?

Wow, these hard-hitting investigative questions don't let up do they? You

should be on 60 Minutes or start your own blog. Here, let me show you
how to add another slide...

Adding another slide

1. In the Slides Group in the Home tab, click on the top part of the
New Slide button. A new slide is added which by default is the Title
and Content layout slide.

2. Alternatively, to add a new slide with a different layout than the

 default, click the bottom part of New Slide button with the arrow
beside the text, "New Slide". A drop-down list appears with all the
slide layouts you can choose from. Click on the layout you want to
use. A new slide with that layout is now added.

Okay, so now we have multiple slides for our presentation. But

how do we move from slide to slide?

It's as easy as the click of a button. Literally. Just click and you've moved
to a new slide.

That's great! You've got enough moves to be on Dancing With

The Stars!
Moving from slide to slide
Let's say you've created several slides for your presentation. You've
finished working on the last slide, and now you want to take a look at
your other slides. Here's how you move from slide to slide in Slide View.

To move to a previous slide:

1. Click the upper double-arrow button on the lower right corner

of the PowerPoint window. The previous slide will appear.
To move to the next slide:

1. Click the lower double-arrow button on the lower right corner

of the PowerPoint window.

Okay, PowerPoint, this should stump you. Let's say I'm doing
a presentation on music. I've got slides on everything from
Abba to Gwen Stefani to Guns N' Roses. I want to make sure I
don't have too much Rock and Roll and not enough Blues in
my presentation. Is there an easier way to plan than just
clicking from slide to slide?

Yep. It's called Outline View, and it's designed for viewing the titles
and text of all your slides in one, easy to scroll page. Let me show you
how it's done...

What is Outline View?

In Outline View, your presentation appears as an outline, made up of
titles and main text from each slide. Because you can see all your
presentation in one window, rather than one slide at a time, it's an ideal
place to plan, organize, or edit your presentation.

This Outline View thing sounds swanky. How do I do it?

Switching to Outline View

To switch to Outline View, click the Outline Tab in the upper left-hand
corner of the PowerPoint window.

This is what you should see in Outline View:

When viewing all these slides in Outline View, I may
realize something's missing. Like in that example of the
Music Presentation, what if I realize Jim forgot a slide for
Beethoven? Can I add a slide in Outline View?

Adding a slide to your outline

You can add a new slide in Outline View the same way that you do in
Slide View.

1. In the Slides Group in the Home tab, click on the top part of the
New Slide button. A new slide is added which by default is the Title
and Content layout slide.

2. Alternatively, to add a new slide with a different layout than

 the default, click the bottom part of New Slide button with the
arrow beside the text, "New Slide". A drop-down list appears with all
the slide layouts you can choose from. Click on the layout you want
to use. A new slide with that layout is now added.

You can also add new slides quickly by using the Enter key. To add a new
slide right after a slide title:
1. Place your cursor at the end of a slide title.

2. Press the Enter key. A new slide icon will appear in your outline.

What if, in Outline View, I want to add text to a slide? What if

my favorite band keeps changing drummers? I'll want to
mention that.
Adding text to your outline

If you want to add text to a slide that you created previously, click an
insertion point in the outline and start typing. With previously created
slides with text you can also edit, delete, or change the formatting of
text.

When you use the default layout when you add a new slide in Outline
View, there's a text box already available in the slide where you can add
more text which says, "Click to add text". Click and start typing your
desired text.

There is another way to add text to a new slide you've created in Outline
View. Follow these steps:

1. Type a title beside the slide icon.

2. After the slide title, press the Enter key. PowerPoint adds a new
slide.

3. To convert the new slide into a text object, you need to use the
Demote function. To get to the Demote function, do a right click on
the mouse to make a formatting menu appear that includes the
special functions used in Outline View. Select Demote.
 4. Type your text.

5. To add another bullet point, press Enter. You can press Enter
either where the text is shown in the Outline View sidebar on the
left side of the PowerPoint window, or inside the text box in the
slide.

Note: With the exception of the title slide, any text you add will be
formatted as a solid black bullet point when the new slide is the default
Title and Content layout one. You can change the kind of bullet - to a
square or remove it entirely, for example - by using the Bullets subtask in
the Paragraph Group in the Home tab. The Bullets subtask can also be
accessed in the formatting menu when you right click. There's also the
other formatting tools that you can use like font type, size and color.
Also, PowerPoint, what if I need to look at just the slide
titles to get a broad view, without getting bogged down in
the content of each slide?

Moving around in Outline View

When you are in Outline View, you see all the text that appears on your
slides. However, PowerPoint lets you collapse the view, so you see only
the outline titles. Use this option if you want to print an outline of your
presentation, or if you want to check the logical flow of your slide titles
without the distraction of extra text.

To collapse all the slides in your outline:

1. Click on the slide icon (square box to the right of the number) in
the Outline View sidebar on the left side of the PowerPoint window,
then right click to make the formatting menu appear.

2. From the menu, select the Collapse button, then go to its arrow
 to reveal the 2 options. Choose Collapse All. The slide text for all
the slides will disappear. You will see that the slide titles now
appear to be underlined. This indicates text is hidden.

To expand all of the slide titles again:

1. Click a the slide icon (square box to the right of the number) in
the Outline View sidebar on the left side of the PowerPoint window,
then right click to make the formatting menu appear.

2. From the menu, select the Expand button, then go to its arrow to
reveal the 2 options. Choose Expand All. The slide text for all the
slides will appear again. If you pick Expand instead of Expand All,
only the text of the selected slide will reappear.

While I'm at it, how do you move from one slide to another? In
my Music Presentation, let's say I've been checking out Louis
Armstrong, and now I want to check out Jay-Z.

Oh, I love Benny Goodman. There's nothing like Big Band music to get
me jumping. And on that note, let me tell you how to jump from one
slide to the next.
Jumping from one slide to the next
To move from one slide to another in Outline View, click anywhere on
the slide you want to move to.

Now listen, I'm a talk show host,

not a graphic artist. So how can I
make sure my presentations look
cool? Do you have a magic spell
for that?

As a matter of fact, I do. It's a bit of magic

called a template, which is a pre-made
presentation design that lays out the
elements for you. I have lots of different
templates to choose from.

Wait a minute. What if I don't

want some pre-fab design? Or
what if I want to change a
design I like and make it even
better?! Are you going to stifle
the artist?

Not at all. You can customize the

templates as much as you wish.
What is a Template?
A template, also called a presentation
design, lets you create a presentation
without worrying about design elements.
The template defines the color,
background, and font of the slides.
PowerPoint has many templates, which
you can preview and select in the New
Presentation window.

PowerPoint also lets you customize the

templates. For instance, you can change
the background color or typeface of a
template.

Okay, you've told us how great

these templates are. Now can you
show us how to make 'em?

Creating a presentation using templates

When you launch PowerPoint, by default you are
always presented with a new blank presentation as
your starting point. To use one of the built-in
templates PowerPoint 2007 has, follow these steps:

1. Click the Microsoft Office Button, then click

New. The New Presentation window appears.
 2. From the list of options, click Installed
Templates. The built-in templates to choose
from will appear. Click on one and you will
see a preview of it.

3. Decide which one you want, then click

Create. The New Presentation dialog box will
close.

Another kind of Template: Themes

In addition to the built-in templates, PowerPoint

2007 has many built-in Themes you can choose
from. A Theme is a predefined layout with selected
fonts, colors and style. Even though everything is
already chosen for you in a Theme, you are free to
change any of its elements.

Adding a Theme to your presentation is easy. Click

on the Design tab. Move your cursor over the icons
in the Themes Group and you get an instant
preview of a Theme on your current slide. To see all
the built-in Themes available, click on the down
pointing arrow and a dialog box will open. As with
Templates, there are more Themes you can get
from Microsoft Office Online. Once you decide
which Theme you want, just click on it. The Theme
is now applied.
Once you have applied a theme, you can make
changes to it if you wish. In the far right area of the
Themes Group, there are controls that quickly let
you change the Theme: Colors, Fonts, Effects. Click
on the arrow to the right of one of them and a drop-
down menu appears with all the options. By holding
your cursor over an option, you get an instant
preview of how it will look. If you don't like the
options given to you, you can even create your own
set of Colors and/or Fonts to apply.
 What's the biggest disaster
you've ever had working on a
presentation?

I was in Italy, where I had finished

preparing a presentation on different
types of pasta. It was three months' work.

The Italians have a lot of different

types of pasta.

Uh...ya, Jim. Lots of pasta. Anyway, I had

just put in the finishing touches when
"Bam!". The power went out.

You sound like that chef on the

Food Network. Oh, that must
have been terrible. You lost all
that work!

Fortunately, I had been saving my work,

so I managed to recover it all. My
recommendation to all your viewers is:
Save your work! That night I could have
been scrambling to redo my presentation.
Instead, I was riding a gondola in Venice.

Saving Your Presentation

While working on a presentation, it's a good idea
to save your work often. Otherwise, you risk
losing your work. The next steps show you how
to save your presentation to your hard drive for
the first time, using the Save As command.

1. Click the Microsoft Office Button, and

then click Save As. The Save As dialog box
 will appear.

2. In the File name box, type a name for

your presentation.

3. Click Save.
The presentation is now saved to your hard drive.

Note: The file extension for PowerPoint 2007

is .pptx. This is the new file format for
PowerPoint. The new file format is based on XML.
It is called Microsoft Office Open XML format.
Among its features, this new format allows for
much smaller files sizes while still perserving all
the rich content.

You can choose to save a copy of your

presentation as the PowerPoint 1997 - 2003
format (.ppt) so that it will be compatible with
someone who is running an earlier version of
PowerPoint. Instead of clicking Save As, hold the
cursor over Save As and a menu of format
options that you can export your presentation as
appears to the right. Select and click PowerPoint
97-2003 Presentation. The Save As dialog box
will appear with the .ppt file extension chosen.
Type a name and then click Save.

A couple other file formats - access from the

Save As menu - that you can export your
presentation as are PDF (Portable Document
Format) and XPS (XML Paper Specification).

Once you've saved the presentation for the first

time, periodically save it by clicking the Save
icon in the Quick Access Toolbar.
UNIT 2

PowerPoint gives you quite a few ways to

create a presentation. If you want total
control over the look and structure, you
will likely build your slide show from the
ground up. If you're great at organizing
information, but can't match two colors if
your life depended on it, then you'd better
leave your slide show color scheme to
PowerPoint's ready-made templates and
themes.

That said, what's the best way to create a

PowerPoint presentation with your
students? The answer depends on two
factors: time and function. Teaching your
class how to create a presentation from
scratch is time consuming, but it's a
worthwhile process. Not only will your
students pick up valuable technology
skills, they'll also have a blast creating
slide shows that define their unique style.
You, too, will find the do-it-yourself
method the most rewarding as you watch
your students breathe life into a blank
presentation.
The second consideration is function.
What type of presentation do you want
your students to create? Is it going to be a
science fair kiosk presentation, or a simple
three-slide show? Of course, the bigger
the show, the more help your students will
need. Whatever method you choose, be
sure that it meets your learning
objectives. For example, if your goal is to
teach your class how to organize
information, you'll want your students to
spend more time working on outlines and
less on background colors.

While we're on the topic, we have to point

out our favorite PowerPoint feature for the
classroom - the Outline View. There's very
little razzle-dazzle to this feature, which is
probably why we like it so much. If you
want your students to concentrate on the
main elements of a presentation, start
them out in Outline View. This modest
view will keep your kids focused on
researching, organizing, and writing their
presentations. After your students have
created a logical outline, you can
introduce the fancy fonts and
mesmerizing transitions.

Your students can follow your instructions

for creating an outline. The default Blank
presentation has excellent headings and
writing instructions for a simple
presentation or a classic essay. When
introduced during the research stage of a
project, you can even use this outline to
teach the finer points of note-taking.
 UNIT 3
Making Changes

• Tame Text
• Whizzy Words
• Picky Points
• Bold Backgrounds
• Shipshape Spelling

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

Help us out here, Power. Let's

say you've got a text box about
worms centered in your slide.
Maybe you decide you want to
move it to the left... Can you do
that?

Hey, they don't call me Power for nothing.

But if you want to make the following
changes to text boxes, make sure you're
in Slide View.

Moving a text box

If you don't like where a text box is
positioned on a page, you can move it to a
new location. First you select it, then you
move it.

1. Click the text you want to move.

The text box, with dashed line
border, appears around the text.
Now click anywhere on the dashed
border. A thin, solid gray border will
appear around the text box.

2. Place the pointer on the border.

The pointer will change into a four-
headed arrow.

3. Hold down the mouse button and

drag the box to the new location.

4. Release the mouse button.

Power, let's say I have a text box

listing my great qualities. How
can I increase the size of that text
box to fit everything?

You'll also need to resize the

text box that holds your ego,
Jim.

That's some good chemistry! No wonder

you two get such high ratings.

Resizing a text box

The gray border that appears around an
object when you select it has round
handles on its corners and square corners
on its sides. These are called selection or
resizing handles. You can click and drag
these handles to resize text boxes.

1. Click the text you want to move.

The text box, with dashed line
border, appears around the text.
Now click anywhere on the dashed
border. A thin, solid gray border will
appear around the text box.

2. Place the pointer on a resizing

handle. The pointer will change into
a two-headed arrow.

3. Hold down the mouse button and

drag the resizing handle until the
box is the size you want. Drag
outwards to make the box larger.
Drag inwards to make the box
smaller.
Now let's say I have a text box
about this guy I like. Then I
meet another guy I like. How
do I add a text box to talk
about him?

Talk about being fickle. Here, let me show

you how...

Adding a new text box

Sometimes, you may want to add text to a
slide without using a built-in text box. For
example, you may want to type a label for
a drawing, or you may want to add text to
a blank slide layout. In PowerPoint, you
can add your own text boxes to any slide
using the Text Box tool in the Text Group
in the Insert tab.

1. Click the Insert tab. Then in the

Text Group, click the Text Box
button. The pointer will change to a
cross.

2. Click on the slide where you want

to place the text. A small text box
will appear.

3. Type a word in the text box. As

you type, the box will expand to fit
the text.
 4. After you finish typing, click
outside the text box. The border
around the box will disappear.

How about copying text boxes?

Do I have to type the whole thing
over again?

Jim, come on, I'm a computer program.

Why do you think we were invented?!! To
prevent you humans from having to do
repetitive tasks.

Oh, I like that...

Copying a text box

1. Click the text box to select it.

2. Place the pointer on the box's

border and click again. The insertion
point will disappear from the text
box.

3. In the Clipboard Group in the

Home tab, click the copy button.

4. Also in the Clipboard Group, click

on the Paste button. A copy of the
text box is now pasted on top of the
original box.
 5. Click and drag the new text box
to the location you want.

How about deleting? Can you

delete a text box you don't need
anymore?

Piece of cake.

I wish deleting dirty dishes

were this easy!
 What do you do if your text
boxes look drab? If someone's
doing a presentation on
something important like
preserving the rainforest, they
want it to catch the eye.

I would suggest color... You can make your

text box any color of the rainbow, and
then some.

Adding color to a text box

1. Click the text box to select it.

2. In the Drawing Group on the Home

tab, click the arrow beside the Shape
Fill button, then click the green color
box. The text box will turn green.
Note: There are 2 other ways you can access
the Shape Fill button. The first way is to right-
click on your mouse once a text box is
selected. The formatting menu appears which
includes the Shape Fill button. The other
place to find the Shape Fill button is in the
Shape Styles Group in the Drawing Tools tab.
The Drawing Tools tab is a Contextual Tool
which appears along with the Format tab
when you click on a shape such as a text box.

What if you want to further

offset your text box? Can you
give it an outline?

You sure can. And you don't even need a

ruler...

Outlining a text box

As you have seen, the thin gray border that appears
around a text box is temporary and disappears when the
text is deselected. If you want a permanent outline
around your text box, create one using the Shape Styles
Group in the Drawing Tools tab (or the Drawing Group in
the Home tab).

Try adding a blue dotted outline to a text box.

1. Click the text box to select it. A border will

appear around the text box. The Format tab with
the Drawing Tools tab above it will also appear.
Click on Drawing Tools or Format to make its
Groups visible.

2. In the Shape Styles Group, click the arrow

beside the Shape Outline button, then click the
blue color box.

3. Next, click on the arrow beside the Shape

Outline button again, then select Weight, and then
click 3 pt.

4. When you click on the arrow beside the Shape

Outline button, there is also the Dashes option in
the drop-down list. Click on it, and then click the
square dot dash option. The outline around the
text is now a dashed line.
 5. Click outside the text box to deselect it.

You can access all the options in the Shape Fill and
Shape Outline buttons in a single dialog box. To open
the Format Shape dialog box, click on the little box with
the downwards pointing arrow inside that is found in the
corner of the Drawing Group in the Home tab, or in the
Shape Styles Group in the Drawing Tools tab.
Note: If you're in a hurry, PowerPoint 2007 has a
QuickStyles feature which gives you a selection of
outlines and fills you can quickly apply to your text box
(or any other kind of shape). QuickStyles is found in the
Drawing Group in the Home tab, or in the Shape Styles
Group in the Drawing Tools tab. Click on its arrow to see
all the preset styles to choose from. Holding your mouse
over a style will preview it in the text box (or shape) that
is selected. Click on a style you like and it's applied.
Simple as that.
Add special effects to a text box
You may have noticed the Shape Effects button beneath
the Shape Outline button in the Drawing or Shape Styles
Group. This PowerPoint 2007 feature lets you quickly
add a variety of neat effects to make the outline of your
text box (or any other kind of shape) stand out even
more.

Click the arrow beside Shape Effects and a drop-down

menu will appear.
You can apply one or more of these effects: Preset,
Shadow, Reflection, Glow, Soft Edges, Bevel or 3D
Rotation. Select any of these and you will be shown a
bunch of choices. As usual, holding your mouse over one
will create a preview of it on your selected text box.
Click on an effect to apply it.

So that text box outline might wind up looking like this:

A more advanced user can tweak the Shape Effects
settings by opening the Format Shape dialog box.

Quick question. Let's say your

text box is about King Arthur and
the Knights of the Round Table. Is
there anything you can do to
make it look more medieval?

For starters, you could change the font to

something gothic, you know, to make it fit
the King Arthur theme. I'll show you how
to do that next. Any chance you can get
me tickets to Spamalot on Broadway?

Changing your font

1. Click anywhere on the text. The text box

becomes selected with the resize handles
and dashed border showing.
 2. In the Home tab, the Font Group now
becomes active.

3. Click on a Command button, like B for

Bold, in the Font Group and it will be
applied to all of the text in the selected text
box automatically. To use some of the
Command buttons, you need to click the
arrow beside them to see the options
available, such as the Font Color and Font
Size buttons.

4. Try clicking the Bold button, then try

changing the size to 36 and the color to
green. All the text in your text box is now
green, bolded, and a font size of 36.

If you don't like the changes you've made, you

can remove all the formatting - make the text
plain again - by clicking the Command button in
the top right of the Font Group.

Note: There are 2 other ways you can access the

Font Command buttons. The first way is to right-
click on your mouse once the text box is selected.
The formatting menu will appear. Only the most
commonly used Command buttons are available
here though.
The other way is to use the Font dialog box. You
can make all the font changes you want to do
within the dialog box and then click OK to apply.

To open the Font dialog box, click on the little box

with the downwards pointing arrow inside that is
found in the corner of the Font Group in the Home
tab. Alternatively, you can select the Font option
in the Formatting Menu when you do a right-click
within the selected text box.
Add special effects to your text
Just as you can add effects to your text box,
PowerPoint 2007 has effects you can add to your
text too. When you click on text, the text box it's
in becomes selected. As you saw in Whizzy
Words, when selected, the Format tab appears
along with the Drawing Tools. Click on Format or
Drawing Tools and among the activated Groups
you'll see one called WordArt Styles. This is where
the text effects are.

The three large letter A icons in the WordArt

Styles Group is where you go to quickly apply a
built-in text style. Click on the downwards arrow
to see all the built-in types. Holding the mouse
over one will give you an instant preview on the
selected text. Click on one to apply it.

In the area on the right in the WordArt Styles

Group are 3 smaller A icons. They have similar
functions to the 3 Shape buttons in the Shape
Styles Group that was covered in Whizzy Words.
The top right one is Text Fill which lets you apply
a solid color, gradient, picture or texture to your
text. The middle button is Text Outline which lets
you specify the color, width, and linestyle of the
outline of your text.

The last button is the Text Effects button. Click

the arrow beside Text Effects and a drop-down
menu will appear. You can apply one or more of
these neat effects: Shadow, Reflection, Glow,
Bevel, 3D Rotation, or Transform.
Select any of these options and you will be shown
a bunch of choices. As usual, holding your mouse
over one will create a preview of it on your
selected text box. Click on an effect to apply it.

Note: You can access all the options in the Text

Fill, Text Outline and Text Effects buttons in a
single dialog box. To open the Format Text
Effects dialog box, click on the little box with the
downwards pointing arrow inside that is found in
the corner of the WordArt Styles Group.

The Format Text Effects dialog box is also where

an advanced user can further adjust the
properties of a given text effect such as it's
distance, transparency and angle.

Now my teleprompter is telling

me to ask about changing the
bullet style. Does this mean I'm
going to have to put on a tie?!!

Relax, Jim. A bullet is a symbol or small

graphic you can use to offset a list of text.
I'm sure your viewers have seen them
before. It's very easy to change bullets to
suit your style.

Selecting a new bullet style

1. Click anywhere in the bulleted text. The
dashed line box appears around the
bulleted text. Click anywhere on the
dashed line to change it to the solid line
border so that all of the bulleted text is
selected.

2. In the Paragraph Group in the Home tab,

click on the arrow beside Bullets Command
button (top left button). From the drop-
down list, select Bullets and Numbering.
The Bullets and Numbering dialog box will
appear.

3. Click one of the bullet styles shown.

 4. If you want, select a new color for the
bullet in the Color list box.

5. Click OK. The new bullet style will

appear in your bulleted text.

Note: If you only want to change the bullet style,

you don't have to use the Bullets and Numbering
dialog box. Just use the drop-down list that
appears when you click on the arrow beside
Bullets Command button.
 I liked being able to change the
text box color. Can I do the
same thing with the
background? That will really
spice things up!

Changing your background color

In PowerPoint it's easy to change the
background color of the slide you are
working on. Let's say you want to change the
color of the slide to light blue. Here's what to
do:

1. Click on the Design tab. In the

Background Group, click on the little
box with the downwards pointing arrow
inside that is found in the corner. The
Format Background dialog box will
appear.
2. In the Fill section, select Solid fill.

3. Click on the arrow beside the paint

can button, then select More colors
from the drop-down list to open the
Colors dialog box.
4. In the Colors section, click a light
shade of blue.

5. Click OK to close the Colors dialog

 box. The background color of the slide
is now light blue.

6. If you like what you see, click Close.

If you do not like the color, you can
pick a new color using the same
process. To leave the background as it
originally was, click Reset Background
to undo the change you made and
then click Close.

If a solid fill color isn't a vivid enough

background for you, try out the Gradient fill,
or the Picture or Texture fill options in the
Format Background dialog box. With the
Picture fill you can import one of your own
images or use a Clip Art. You can even
design a pattern with it using the Tile as
texture option.

Another question. I'm a terrible

speller. What happens if I'm
giving a school presentation on
Michael Jackson, and I say he's
basically a pretty "norml" guy?
People are going to think I'm the
strange one.

That's why I offer a spell checker. It will

flag those words and offer a correct
spelling.

Checking your spelling

It's a good idea to check the spelling in your
presentation before the audience sees it. Let
PowerPoint's spelling checker check the
presentation for you. When you activate the
spelling checker, it checks the spelling in all of
your slides.

1. Click on the Review tab. In the Proofing

Group, click the Spelling button.

2. If a spelling error is detected a Spelling

dialog box appears.

3. The Spelling Checker suggests an

alternative spelling in the Change to box.
An additional list of suggestions may also
appear below the box.

4. If you want to continue without changing

the spelling, click Ignore.

5. If you want to change the spelling, enter

one of the suggested alternatives in the
Change To box, then click Change.

After you've made your selection in the spelling

dialog box, the spelling checker will continue
checking the remaining slides. When it has
checked all the slides in your presentation, a
message box will appear telling you that the spell
check is complete.

But what if for some reason you

wanted to purposely misspell a
 word? What if my pet turtle's
name was "Norml"?

PowerPoint is all about choices. You can

refuse to change the spelling or even turn
the spelling checker off.

Turning the automatic spell checker off

PowerPoint 2007 also has an automatic spelling
checker. As you type, a red wavy line appears under
misspelled words. If you want to correct the spelling
immediately, you right-click your mouse on the word,
and a menu appears suggesting spelling alternatives.

If you don't want to see wavy red lines under

misspelled words as you type, you can turn the
automatic spelling checker off.

1. Click on the Microsoft Office Button, then

click on the PowerPoint Options. The
PowerPoint Options dialog box opens.
2. Select Proofing from the list of options on
the left.

3. Under When correcting spelling in

PowerPoint, click the check box next to "Check
spelling as you type" to deselect it. The check
mark disappears.
 4. Click OK to close the PowerPoint Options
dialog box. The automatic spelling checker is
now deactivated.

Note: The automatic spelling checker is turned off,

but the main spelling checker still works. You can
check the spelling in your presentation at any time
by clicking the Spelling button in the Proofing Group
in the Review tab.

PowerPoint Pretty

Frugal Fonts
It's lots of fun to try out different fonts.
Sometimes it can even be a bit too fun.
Considering there are thousands of fonts
out there, you can end up making some
pretty wacky choices for your
presentations - and if you are tempted to
do this, imagine how your students are
going to feel. Making an entire
presentation in Funky Chicken Scratch
may be fun for the creator, but it could
end up being difficult - if not impossible -
for your audience to comprehend. For this
reason, it's important to choose your fonts
very carefully.

If a presentation contains a lot of text, it's

good to use a font such as Times New
Roman, which is known as a "serif" font. A
"serif" is a small, decorative mark that
finishes off the stroke of a letter. There
are also other fonts called "sans-serif" -
which means: without serif. "Sans" - as
you may recall from French class - means
"without." In general, it is easier to read a
large amount of text when a serif font is
used. Sans-serif fonts also tend to create a
more casual, less-formal impression.

Designers often recommend using font

styles that contrast with headers from the
rest of the text. A common practice is to
use a sans-serif font for the header and a
serif font for the body - for example:

Helvetica for the header and Courier for

the body.
If you want to use different fonts within
the same presentation, it's best to keep it
down to only two or three. Using a smaller
number of fonts will keep things orderly;
too many different types may make it all a
bit too chaotic. Like so many things in life,
you'll just have to experiment before you
know what works best.

When you are trying to decide which fonts

to use, consider how they will look on
screen. Some fonts - like Verdana - tend to
look better on a computer monitor. Other
fonts are more suited to print. Think about
which method of presentation you will use
and test your font in that medium to see if
it is legible. Is it visible on a computer
screen or digital projector? Does the font
still look good when your presentation is
printed out?

Tasteful Tiles
When it comes to text colors and
background colors and patterns, you are
once again given a dizzying array of
choices. While it is possible to go crazy
with them, it's best to stay on the more
conservative side and create something
your audience can actually read.

It's good to choose a high contrast

between text and background colors. For
example, black text on a white
background is most legible. Other good
combos include white text on a dark blue
or purple background - or dark blue text
on a yellow background.

If you want to use backgrounds, avoid

patterned ones. It's best to keep the
background pattern as subtle as possible.
Some patterns make it very difficult to
read text - and we doubt you want to
make your audience dizzy or nauseous.

To spell check or not to spell check

That is the question... Each way of going
about it has its own advantages. Using the
spell checker is a good way to maximize
the use of time - that most precious of
resources. It's pretty nice to just sit back
as the computer scans the document. The
downside is that you may have used a
wrong word - spelled correctly - and the
computer cannot point out such errors for
you.

The advantage to not using spell check is

that it forces your students to be more
careful about their spelling. The spell
checker can often be a crutch that allows
people to develop poor spelling habits,
and that's just no good. Ultimately,
however, the choice is up to you!
 UNIT 4
Adding Images and Charts

• Sassy Shapes
• Clever Clips
• Dandy Designs
• Cheeky Charts
• Tiptop Tables

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

Let's say we were doing a

presentation for the man who
claims aliens stole his pet goldfish
and replaced it with a potato that
resembles Jessica Simpson.
Maybe he's presenting his case to
the police. How would graphics
add to that presentation?

We'll start with adding shapes. I have

 many shapes to choose from, but let's use
stars. That's where those aliens probably
came from, you know?

Sure, Power. Run with it...

Adding a shape
PowerPoint lets you add a variety of shapes to
the slides of your presentation.

Try adding a star shape to your slide, using the

Shapes tool in the Illustrations Group in the
Insert tab.

1. Click the Shapes button, point to Stars

and Banners, and then click the 5-point
star shape. The pointer will change into a
cross.
2. Click anywhere on the slide. A star of
predefined size will be inserted.

3. To make the shape larger (or smaller),

drag a resizing handle. To resize the
shape proportionally, hold down the SHIFT
 key as you drag.

I'm lovin' the star shape. But

what if I need to move my shape
somewhere else on the slide, to
make room for a new text box?

Moving a shape
Let's try moving the star to another part of
the slide.

1. Place the pointer on the star. The

pointer turns into a four-headed
arrow.

2. Click and hold down the mouse

button, then drag the star to the
new location.

3. When the star is positioned where

you want it, release the mouse
button.

I can read Sue's face. I know she

wants to jazz up that star. Is
there a way to add colors and
textures to the shape?

Adding color and texture to a shape

First, try adding the color yellow to the star.

1. Click the star shape to select it.

2. Click the arrow beside the Fill Color button

(found in the Drawing Group in the Home tab, or
in the Shape Styles Group in the Format tab, or
in the Formatting Menu when do a right-click),
and then click More Fill Colors. A Colors dialog
box appears.

3. Click the Standard tab, then under Colors,

click a shade of yellow.
 4. Click OK to close the Colors dialog box.

5. Shapes also have an outline by default.

Change its color by following the same steps
above, but you use the Shape Outline tool
instead of the Shape Fill tool. The Shape Outline
tool is located directly below the Shape Fill tool.
Alternatively, you can pick No Outline in the
Shape Outline drop-down menu options to
remove the outline.

Next, try adding some texture to the shape.

1. Click the star to select it.

2. Click the arrow beside the Fill Color button,

then select Texture. The Texture tab appears.

3. Click on a texture you like. The texture is

applied.
 Wow, that star is really sweet!
But we need more than that. I
mean, this man had his pet
goldfish stolen by aliens!! How
about some art?

Okay, let's bring in a little clip art. I have

lots of clip art in my library. Perhaps a
picture of a goldfish will do best. You
know, to give the police an idea of the
poor man's loss.

Now you're talkin'. I love it!

Adding clip art

You can add clip art to any slide by going
to the Illustrations Group in the Insert tab,
then click the Clip Art button.

Try adding a fish image to your slide.

1. Go to the Illustrations Group in

the Insert tab, then click the Clip Art
button.

2. The Clip Art window appears on

the right side of your screen.

3. Type "fish" in the search box and

click Go.

4. Clicking on an image will

automatically add it to your slide.
Note: Some built-in slide Layouts in
PowerPoint already have placeholders for
clip art. To insert clip art into one of these
slides, simply click the placeholder and
the clip art gallery will open.

Is there a way to resize the clip

art? I think we need to make
the picture of the goldfish a
little smaller.

Resizing clip art

Like text boxes and shapes, it's easy to
change the size of a clip art image. Here's
how:

1. Click the fish image to select it.

2. Place the pointer on a resizing

handle. The pointer will change into
a two-headed arrow.

3. While holding down the mouse

button, drag your mouse inwards.
This will reduce the image. If you
drag your mouse outwards, you will
 enlarge the size of the image.

4. When the image is the size you

want, release the mouse button.

What if we decide we just want a

picture of the goldfish, and
nothing else? You know, for
identification purposes. Is there a
way to crop an image so that only
part of it shows?

Cropping clip art

When you resize an image, you make the whole
image larger or smaller. When you crop an image,
you actually remove parts of the image.

The following steps will show you how to crop an

image.

1. Click the image to select it. Resizing

handles will appear around the image.
2. In the Size Group in the Picture Tools tab
(one of the Format tabs that can only
access when a picture is selected), click the
Crop button. The resizing handles change to
crop handles to indicate the crop mode is
active.

3. Place the pointer over one of the crop

handles. The pointer will change into a
cropping tool.

4. Holding down the mouse button, drag

inwards. A part of the image will disappear.

5. When enough of the image has been

cropped, release the mouse button. You can
use the other crop handles to crop other
parts of the image if you want.

6. Click outside the picture to turn the

 cropping tool off.

Did you accidentally crop off too much of the

image? No problem. To restore an image that has
been cropped, select the image again, and then
click the Crop button. Click a resizing handle and
drag outwards. The cropped portion of the image
will reappear.

Okay, we've got the stars where

the aliens came from, and we've
got a picture of the goldfish that
they stole. But what about the
potato resembling Jessica
Simpson that they left in the
fish's place? I bet you don't have
that in your clip art library!

You're right, Jim. As much as I wish I had a

picture of that potato, I don't. But I'm an
 agile program. If you can scan it, draw it,
or take a picture of it with a camera, I can
use it in a presentation. Anything goes.
Here, let me show you.

Adding your own works of art

You are not restricted to using clip art or pictures from
the Clip Art gallery. PowerPoint lets you insert images
from other sources.

Let's say you've used a graphics program to create an

amazing logo for your school, and you want to insert the
logo into your PowerPoint presentation. Here's how to do
it:

1. Click the Picture button in the Illustrations

Group in the Insert tab. The Insert Picture dialog
box will appear.

2. In the Look in box, find the drive and folder

where the artwork is located.

3. In the File name box, enter the name of the file.

Then click the Insert button.
 4. The drawing is inserted on the slide.

Okay, but what if we're working

with images and they get piled up
on top of each other? Then the
image you need is in the back
and you can't get to it!

Oh, I hate it when that happens. That's

why I have an ordering function that
solves the problem. After all, if you have a
picture of a pizza and another picture of
some sliced pepperoni, you're going to
need that picture of the pepperoni on top.
Am I right?

Of course you're right. Who

likes their pepperoni under
their pizza? Yuck!

Layering images
Sometimes you may end up with images overlapping
each other on a slide. Let's say you've created a
design where three different colored squares are
layered on top of each other: a blue square at the
back, a yellow square in the middle, and an orange
square in front.
You want to send the orange square to the back
layer. How do you get it there?

Try these steps:

1. Click the orange square to select it.

2. In the Drawing Group in the Home tab, click

on the Arrange button. A drop-down menu
appears.

3. From the list, click on Send to Back.

Alternatively, click the Drawing Tools tab or
Format tab, go to the Arrange Group and then
click the Send to Back button.
 4. Although the orange square has been moved
to the back layer, its actual position on the slide
remains the same. If you want to see it located
behind the blue square, you need to actually
move the orange square.

To bring the orange square back to the front.

1. Click the orange square to select it.

2. In the Drawing Group in the Home tab, click

the Arrange button and from the drop-down
menu select Bring to Front. Alternatively, click
 the Drawing Tools tab or Format tab, go to the
Arrange Group and then click the Bring to Front
button.

Note: When you have several objects layered in a

slide, you might only want to move it forward or back
by one layer, rather than bring it all the way to the
front or back. To do this, use the Bring Forward and
Send Backward options in the drop-down menu of the
Arrange button. You can also access these commands
by clicking the arrow beside the Bring to Front and
Send to Back buttons in the Arrange Group.

One other thing... You can add shadows to

shapes. It's just another cool feature I
have.

This is just amazing. My producer

is telling me to cut to a
commercial, but I'm ignoring him.
Please, tell me more!

Adding shadows to images

Let's try adding a shadow to a shape using
the Shadow button.

1. Click the shape to select it.

2. In the Shape Styles Group located

in the Drawing Tools tab, or in the
Drawing Group in the Home tab,
click the arrow beside the Shape
Effects button. From the drop-down
menu, click Shadow.

3. Another window appears beside

the drop-down list with all the style
options you can choose from for a
shadow. Hold your mouse over any
style to see an instant preview of it
on the selected shape. Click on the
style you like and it will be applied.
 Let's get serious for a moment.
What if you need to illustrate
something more boring, like a
budget or something?

That's where my graphs and charts come

in. They can get across a complex idea in
an eye-catching way. For example, if you
want a bar graph to show how much your
soccer team has been spending on
equipment over the past few years, I can
do that...

Adding a chart
To add a chart to any slide, click the Chart
button in the Illustrations Group in the
Insert tab.

Some slide AutoLayouts have placeholders

for charts. To insert a chart into one of
these layouts, just click the chart
placeholder.

Note: You can also import an existing

chart you've already made in another
program or earlier version of PowerPoint.
When it's imported, it will need to be
converted into the PowerPoint 2007
format if you want to change any of its
data or formatting. PowerPoint 2007 will
ask you this when you try to change any
formatting or data.
When you insert a chart, a sample bar
chart will appear on your slide. At the
same time, Excel 2007 opens in a split
screen with the corresponding sample
data worksheet.

You will see sample data in the first four

columns. The bars in the chart are the
graphical representation of the numbers in
the data sheet. Notice how a higher
number in the data sheet results in a taller
corresponding bar.

To create your own chart, you can replace

the data in the sample data worksheet
with your own. Try adding a number to the
chart to see how it changes the
corresponding bar on the chart.

1. In the data worksheet in the Excel

2007 window, click in the first row of
column A.

2. Type in the number 50, then

press Enter. The corresponding bar
on the chart increases in height.

3. Try adding other numbers into

the data worksheet to see how they
affect the bars.
 After you've finished entering data, click
on the Microsoft Office Button on the Excel
2007 side of the screen and select Save
As. In the Save As dialog box, select a
where you want to save the worksheet.
Then give the worksheet a name in the
File name box. Click Save. Finally, in
Excel, click it's Microsoft Office button
again and select Close. You're left with
your updated chart in your PowerPoint
slide.

If you need to make any revisions to the

chart data, click the chart to select it, then
click on the Design tab that appears along
with Chart Tools contextual tool tab. In the
Data group, click on the Show Data
button. Excel 2007 will open again in a
split window with a worksheet containing
all the table's data. Edit the appropriate
cells and save. The changes made will
appear in your chart.

Suppose I'm doing a chart on how

our show is rated compared to
the other talk shows. If I need to
add a new show, can I do that?

You sure can. You can also delete

information. You know, for those times
when your competitors' shows are
cancelled due to a lack of viewers.

Oh, Power, you're such a sweet

talker.

Adding and deleting information

The default chart has four sets of bars, and its data
worksheet has four columns of information filled in.
What if your presentation requires more than four
columns/bars? It's simple. Fill in additional columns
on your data sheet.

1. Go to the next empty column on the data

worksheet and click inside a cell. Type the
numbers 50, 60, and 70 in the first three rows.

2. Notice how a new set of bars appears in the

chart.

You can also remove columns or bars from your data

worksheet and chart. Here's how you do it:

1. In the Excel 2007 side of the screen - the

data worksheet is open - click a table cell in
the column or row that you want to delete. For
example, Column D.

2. Click on the Table Tools tab of Excel's

Ribbon and then click on the Layout tab. Go to
the Table Group. Click the downwards arrow of
the Select button. Choose the Select Column
(or Row) button.

3. Now go to the Rows & Columns Group

which is also in the Layout tab. Click on the
downwards arrow of the Delete button.

4. Click the Delete Columns button. Column D

is now removed from the data worksheet and
the corresponding bar also disappears from
the chart.

Note: If you just want to delete the data from an

entire column or row, not the actual row or column,
simply select the data in the column or row and then
hit the Delete key on your keyboard.

Change how your chart looks

To make any formatting changes to the chart, click
anywhere on the chart to select it. A light green
frame-like border will appear around the chart.
When a chart is selected, the Chart Tools contextual
tool tab automatically appears. Click on this tab to
make it visible.

The Chart Tools contextual tool has 3 of its own tabs:

Design, Layout and Format. Everything you could
possibly want to alter in a chart is available in these
3 tabs from adding a title to your chart to picking out
a color style.
 Does it have to be a bar chart?
What if I want to change it to a
pie chart?

No problemo.

Speaking of pie charts, I'm

getting pretty hungry. I know an
all-night diner we can hit after the
show. They have the best apple
pie...

Changing the type of chart

The default chart in PowerPoint is a bar chart. If you think
your information would be better as a different type of chart,
you can change the chart type.

The following steps show you how to convert the bar chart to
a pie chart:

1. Click the chart you want to change. A light green

frame-like border will appear around the chart. Click on
the Design tab underneath the Chart Tools tab.

2. In the Type Group, click on Change Chart Type. The

Chart Type dialog box appears.

3. In the Chart Type list, click Pie, and you will be

shown the Pie chart styles you can choose from. Select
a style and then click OK. The information in your data
sheet will now be displayed in a pie chart.
 Those charts sure bring numbers
to life.

Yes, it's much easier to see relationships

between numbers when they are in a picture
form.

Hey, do you have anything to

make a list exciting? Make my
album list as hot as the artists
sound?
You bet. It's called a SmartArt graphic. You
use them to add life to your lists, see
relationships between ideas, organize your
thoughts, or create flow for a project's
outline.

Wow, it's gotta be really smart

if it can organize Jim's
thoughts.

Adding a SmartArt graphic

Lists too boring? No one's paying any attention to what
you're trying to convey? Then you can make people take
notice by changing ordinary text into a SmartArt graphic.

As a chart is used to transform numeric data into a visual

aid, a SmartArt graphic does the same thing for text such as
lists. A SmartArt graphic can be simple or complex.
SmartArt offers a wide range of shapes, designs, layouts
and color schemes. Of course, if you don't like an element of
a built-in SmartArt graphic, it's color scheme for example,
PowerPoint makes it easy for you to do changes.

You can convert existing text on a slide into a SmartArt

graphic, or you can pick a SmartArt graphic first and then
add your text to it.

Follow these steps to create a List style SmartArt graphic for

your slide.

1. In the Illustrations Group in the Home tab, click on

SmartArt. The Choose a SmartArt Graphic Dialog box
will appear.

2. The list on the left is all the SmartArt types you can
choose: List, Process, Cycle, Hierarchy, Relationship,
Matrix and Pyramid. We're doing a list, so click on List.
The List styles you can choose from will be shown in
the middle area of the dialog box. When you select
one, a description of it will be given in the right hand
area.

3. Choose a List style and then click OK. The SmartArt

graphic is added to your slide.

4. You'll notice that the SmartArt graphic is already

selected; there's a light green frame-like border
around it. You can now add your text. You can click on
[Text] and start typing, or you can click on the arrows
on the left side of the border to open the Text Pane.
With the Text Pane open, click on [Text] and start
typing. When done, click on the X to close the Text
Pane.
5. Have more points in your list than you do boxes?
Adding more is easy. With the Text Pane open, place
your cursor at the beginning of a bullet and hit enter.
A new box is added above. If you place your cursor at
the end of a line of text and hit enter, a new box is
added below.
Add your style to the SmartArt graphic
You now have a SmartArt graphic with your text entered
into it on your slide, but it's still rather plain looking. With
the tools available, the only limit to what it can look like is
your imagination.

Whenever the SmartArt graphic is selected, the SmartArt

Tools contextual tool appears with its 2 tabs on the Ribbon:
Design and Format. You use the SmartArt Tools to make all
your formatting and style changes.

Just as you've done with shapes and text boxes already, you
can move and re-size the SmartArt graphic. What's a little
different though, is that you can even move and re-size the
individual text shapes within the SmartArt graphic too. It's
done the same way. You click on one of the text shapes to
select it. The dashed border with re-sizing handles appears.
Now you can re-size or move the text shape. To make
precise changes in size of a shape or the whole SmartArt
graphic, there is the Size tool in the Format tab you can use.
Note: Since a SmartArt graphic is made up of shapes, you
can apply all the tools used with a shape: Shape Fill, Shape
Outline, Shape Effects and Change Shape.

To quickly alter the color and style of a SmartArt graphic,

use the SmartArt Styles and Change Colors tools in the
Design tab. There are lots of built-in color themes and styles
to choose from. With the tools in the Format tab in SmartArt
Tools you can change a built-in color theme or style to
create exactly what you want.

You can also change the format of the text using the Font
Group in the Home tab, as well as how it looks by using the
tools in the Format tab in SmartArt Tools: Text Fill, Text
Outline, Text Effects and WordArt.

Finally, you might decide the layout you originally chose

isn't quite right. In the Design tab in SmartArt Tools, go to
the Layout Group. Click on the downwards pointing arrow
and all the layout options will appear. As usual, hold your
mouse over a layout to see an instant preview on the
SmartArt graphic. Click on a layout and it will be applied.

Convert existing text to a SmartArt graphic

Converting text you already have, such a bullet list, to a
SmartArt graphic is simple to do.

Follow these steps to change a bullet list to a SmartArt

graphic:

1. Click on the list to select it.

2. Click on the Home tab if you are not already there.

Then, in the Paragraph Group, click on the icon in the
bottom right corner. This is the Convert to SmartArt
Graphic tool.
3. When you click the Convert to SmartArt Graphic
tool, you are given a selection of SmartArt graphics to
choose from in a drop-down window. Hold your mouse
over a layout to see an instant preview of how your
list will look as that SmartArt graphic. Click on the
layout you want, and it will be applied. If you want
more SmartArt to choose from, click More SmartArt
Graphics at the bottom of the window and the Choose
a SmartArt Graphic dialog box will open.
 4. Your list is a SmartArt graphic. Now you can use the
SmartArt Tools to format the graphic to how you want
it to look.

Amazing as ever, Power. My

album list will dress to impress if I
use one of your SmartArt
graphics.

Thanks, Jim. Wait to you see how I can

transform an ordinary table.
 You can also create tables and
spreadsheets. It's just another way to
display information in PowerPoint.

A table. We'll need that to eat our

apple pie on.

Jim, snap out of it. This is

important. The show's not over
yet...

Adding a table
Let's try adding a table to your slide.

1. Click the Table button in the Tables Group

in the Insert tab.

2. Select a table with a certain number of

columns and rows from the grid in the drop-
down list that appears, or click on Inert Table
from the drop-down list. From the Insert Table
dialog box, choose the number of rows and
columns you want for your table.
 3. Click OK and the table is inserted into your
slide. The table is already in edit mode, as
indicated by the light green frame-like border
around it. You will also notice in the Ribbon
that the Table Tools contextual tool has
appeared. Click on the Table Tools tab to
activate it. Table Tools has 2 tabs: Design and
Layout. You use these tools to format your
table and to edit content.

Next, you will type information into the table.

1. Click inside the first column of the first row.

2. Type the word January.

3. Press the TAB key on your keyboard. The

 insertion point is now in the second column of
the first row.

4. Type the word February.

5. Press the TAB key to move to the next

column, and type the word March.

Navigation Tips: To move to a previous column in a

row, press SHIFT + TAB. You can also move around
the table by simply clicking where you want to
move to, or by using the arrow keys on your
keyboard.

After you've finished typing, click outside the table

to exit edit mode.

And let me guess... I bet you can

resize the cells as easy as
resizing a text box.

Gee, do I have to give you a prize if you're

right?

Adjusting the height and width of

cells
A cell is the box that is formed in a table
where a row and a column intersect. Each
cell holds a unit of information.

In PowerPoint you can adjust the height

and width of the cells. The following steps
will show you how to adjust the height and
width of cells in your table.

1. Click anywhere in the table to

enter edit mode.

2. First, try making the cells in the

first column narrower.

(a) Place the pointer on the gridline

between the first and second
column. The pointer will change into
a two-headed arrow.

(b) Click and drag the gridline to the

left. The cells become narrower.

(c) Click and drag the gridline to the

right to make the cells wider again.

3. Now, make the cells in the first

column taller.

(a) Place the pointer on the gridline

between the first and second rows.
The pointer will change into a two-
headed arrow.

(b) Click and drag the gridline

downwards. The cells become taller.

(c) Click and drag the gridline

 upwards to make the cells shorter
again.

And just like we did with our

text boxes, is there a way to
spice up a table?

Sue, I think you're catching on to this.

Pretty soon you'll know more about me
than my mom.

Jazzing up your table

When you exit the edit mode, you see the table the way it
will look in your presentation. Before you format the
table, it looks pretty plain.

Try jazzing up your table as follows.

1. Select the table by clicking on it in order to enter

edit mode. The Table Tools contextual tool appears
in the Ribbon. Click on the Design tab below Table
Tools. The Groups in the Design tab have the tools
for layout styles, changing borders, changing colors
as well as the WordArt tools for text, such as Text
Effects.

2. Other formatting features of a table are changed

by using the Layout tab in Table Tools such as
adding/deleting cells, cell size, alignment and table
size.

3. Using the tools in these 2 tabs, change the look

of your table.
If you don't like what you've done, you can always undo a
step, or even clear all the formatting you've done. In the
Table Styles Group in the Design tab, click on the
downwards pointing arrow. In the drop-down list that
appears, select Clear Table.

Is a picture really worth 1,000 words? That

depends on the image. Some may be worth
only 10 words, while others might be enough
to inspire an entire set of encyclopedias. In
any case, if you add images to your
PowerPoint presentation, it's going to make
your information more valuable and a lot
more interesting for your audience. Images
not only add important visual info to your
presentation, they also give your audience a
necessary break from looking at big blocks
of text.

Where do you get images?

CD-ROMs
A good source for images is the royalty-free
images found on the hundreds of CD-ROMs
now available. To explain what is meant by
the term "royalty-free," here's a little
background info. The majority of images are
"owned" by someone - usually an artist, a
photographer or a company. That is, these
people or companies own the copyright on
the image. You need to get special
permission to reproduce these images, and
you may also be asked to pay a fee for using
them. With "royalty-free" images, you don't
need to get special permission or pay a fee.
Instead, you can just use the image as you
like - although it's always wise to read the
fine print on any of these CDs.

Royalty-free CDs feature all varieties of

subjects, from exotic vegetables to African
jungle animals. Many of these affordable CDs
- about $40 U.S. - include thousands of
different clip-art drawings and/or photo
images. It's also possible to buy individual
images on the Internet for about $10 U.S.
each. Depending on how many you want to
use, it may be cheaper to buy the entire CD.

Use Google and search for "royalty free

images" and you will find a list of sites.

The World Wide Web

It's very easy to grab an image from the
Internet - but it's a good idea to get
permission before you reproduce it. You'll
want to make sure your students understand
the importance of respecting original work.
Some web authors will state clearly their
images are not to be used in any manner
whatsoever. Others may allow their images
to be used for educational purposes if proper
credit is given. If your students are going to
use this type of content in their
presentations, include a unit discussing
plagiarism and creating bibliographies.

It's also up to you to set a good example. E-

mail the Webmasters to ask for permission
to use specific content - and tell them why
your students want to use it. Chances are,
they will be flattered when they find out how
much you like their work. Just include your
name and your school - and be prepared to
wait a few days for a reply.

Try saving this picture by following these

instructions:

1. Position your cursor over the

picture.

2. Click your right mouse button. A

pop-up menu will appear.

3. Select Save Picture As in the pop-up

menu. The Save Picture window will
appear.

4. Type a name for the image into the

Save Picture window and find a
directory to store it in.

5. Click the Save button.

Adding clip-art to the PowerPoint

ClipGallery
PowerPoint's ClipGallery comes with a big
selection of images for you to choose from.
You can also add more images - free of
charge - by downloading them from the
Microsoft site. All you have to do is complete
an on-line registration form and follow the
instructions provided.

To add clip-art images to the PowerPoint

ClipGallery:

1. Make sure you are connected to the

Internet.

2. In PowerPoint, click the Clip Art tool

in the Illustrations Group in the Home
tab.

3. Select the "Clip Art on Office Online"

link in the Clip Art task pane. This will
automatically open your Web browser
and take you to the Clip Art section of
Microsoft Office Online.

4. Search the collections for images

you want. Click on the thumbnails to
see the larger version. When you
decide on a Clip Art you want, you can
click the copy this item to your
clipboard icon beneath the thumbnail.
You can then paste the Clip Art into
PowerPoint 2007.

To actually download clip art to your

computer, you need to do a few steps.
First click the check box underneath
the thumbnail. The Clip Art is added to
the Selection Basket in the menu pane
on the left side of the web page. Add
as many more clips as you want to
your basket. When finished, click
Download items.

5. A new window opens up with the

available saving options. Pick which
option best suits you and then click the
Download Now button. Click OPEN if
you are asked, "Do you want to open
this file?"

6. The Clip Art is then downloaded and

automatically saved to your computer
in the Downloaded Clips folder in the
My Collections folder in the Collection
List in the Microsoft Clip Organizer of
PowerPoint 2007.

7. The downloaded Clip Art is

immediately available now in
PowerPoint 2007. In the Clip Art task
pane you can click Organize clips... link
to open the Microsoft Clip Organizer
and edit your clips.
Note: you can also download pictures,
sounds and animations from the ClipGallery
Live site.

UNIT 5
Adding Motion

• Slippery Slides
• Twirling Transitions
• Active Animations
• Smooth Slide Shows

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

Another question for ya. What if I

need to change the order of my
slides? For example, let's go back
to that presentation on music
bands. Suppose I want to change
the order from alphabetical to
chronological? If these were real
slides, I'd lay them out on the
carpet and sort them out. I bet
you can't do that on a computer.
 Actually, you can. It's called Slide Sorter
View, and it's designed for viewing a lot of
slides at once, and easily changing the
order. And unlike laying your slides out on
the carpet, there's no danger of your dog
chewing up your slide of the Red Hot Chili
Peppers.

Ooh, I hate when that happens!

Switching to Slide Sorter View

When you go to Slide Sorter View, you see miniatures
of all the slides in the presentation, complete with text
and graphics. This view is useful for rearranging slides,
and for adding transitions to slides.

There are two ways to switch to Slide Sorter View:

Click the Slide Sorter View button in the lower right

area of the PowerPoint window.
Or, you can click the Slide Sorter tool in the
Presentation Views Group in the View tab.

Okay, you've shown us how to

view the slides in Slide Sorter
View. How about the sorting part?

I was just getting to that...

Moving slides around

The Slide Sorter View is the easiest place to rearrange the
order of your slides.

Let's say you have four slides in your presentation, and

you decide that Slide 2 should really appear after Slide 3.
Here's what you do to move the slides around:

1. Click Slide 2 and hold down the mouse button. A

small gray rectangle appears on the pointer as well
as an orange vertical line to the right of Slide 2.
2. Drag the pointer to the slide's new position after
Slide 3. The vertical line has now moved to after
Slide 3. The line indicates where the slide will be
moved to.

3. Release the mouse button. Slide 2 is now

positioned where Slide 3 was. Slide 2 also is
numbered Slide 3 now; its number does not remain
as number 2.
 I hear you've gotten involved in
special effects. Tell us about
that...

Will do. Let's say you're doing a slide

show. Everyone expects one slide to just
click to another. But with my transition
effect, you can make slides dissolve into
one another. It looks very high tech.

Very cool my friend.

And I do all my own stunts, by the way.

Adding a Transition
A transition is a special effect used to introduce a
slide during a slide show.

The following steps will show you how to add a

transition to a slide.

1. In Normal (Slide) View, click the slide you

want to add the transition to.

2. Click on the Animations tab. In the

Transition to This Slide Group on the left
side, you are given some common Transition
Effects to choose from. To see all the
possible Transition Effects, click on the
downwards pointing arrow and a drop-down
window will appear.
3. Hold your mouse over a Transition Effect
and you will get an instant preview of it on
the slide. Click on the Transition Effect you
want to use and it will be applied. As well, a
slide transition icon appears beside the
slide.

4. On the right side of the Transition to This

Slide, there are some options for the
Transition Effect, including the speed at
which the transition occurs. Pick a speed for
your Transition Effect from the drop-down
list: Fast, Medium or Slow.
If you want the same transition to apply to all the
slides in your presentation, click the Apply To All
button in the Transition to This Slide Group.

Note: You can apply Transition Effects to a slide in

the Slide Sorter View too. You cannot see an
instant preview of a Transition Effect before
applying it however.

Those transitions are really

incredible and keep you on the
edge of your seat! I bet Spielberg
is scratching his head on how you
pulled that off.

Well, a lot of it is practice. Plus, I check to

make sure the Transition Effect worked.
Here's how...

Checking a transition
In Normal or Slide Sorter View, click the
slide transition icon. The transition effect
you applied will run. Alternatively, you can
press the Preview button in the Preview
Group in the Animations tab.

Well, those transitions are pretty

cool. With all the things you've
invented, one day they may even
invent a slide show that runs by
itself! Ha ha ha.

They have. That's one of my abilities.

 That's impossible. I was making a joke.

Let's say you're doing a presentation on

"Coordination". With an automatic
slideshow, you can speak the
presentation, have your slides advance
automatically, and leave your hands free
for juggling, for example. It's very handy.
Pun intended.

Timing a transition
If you want your slide show to run
automatically, you must add timing to the
slides. When you add timing to a slide,
you specify the number of seconds to
remain on each slide.

Here's how you add timing to your slides:

1. Select the slide you want to add

timing to by clicking it.

2. In Slide Sorter or Normal View,

click on the Animations tab. In the
Transition to This Slide Group go to
the area labeled Advance Slide.

3. Under Advance Slide, uncheck

the box On Mouse Click and then
click the check box next to
Automatically After.

4. In the seconds box, type the

number of seconds to remain on the
slide. For example, 5 seconds.

When you run your slide show, the slide

that you have applied the timing to will
only remain on screen for five seconds.

You mentioned animation

earlier. Are you talking Seth
MacFarlane? Family Guy?
Please, fill us in. Your talents
seem to know no bounds.

Well thank you, Sue. Just as you can

import any image, you can import any
animation.

But what if you're in a hurry?

What if you don't have time to
make your own animation? I'll be
able to do my own animation
when pigs fly.

Is that a challenge? With my library of

animation effects, you can do all sorts of
things easily. For example, I'm going to
help you make pigs fly.

Adding your own artwork

When you animate an object, you add special
visual or sound effects to it.

The following steps will show you how to

animate a cartoon image while working in
Slide View.

1. If you are not already in Normal

(Slide) View, click the Normal View
button in the View tab.
2. On the slide, click the cartoon image
to select it.

3. From the Animations Group in the

Animations tab, click on the Custom
Animation button. The Custom
Animation task pane will appear.

4. From the Custom Animation task

pane, click the Add Effect button, select
Entrance, then select Fly In.

5. Decide how you want the effect to

appear by using the options in the
Custom Animation task pane: when it
starts, its direction, and its speed.
 Another thing I can do is animate text.
This is a great thing to do with titles and
credits. For example, you can make text
appear as if it is being typed letter by
letter by a typewriter.

This is just blowing my mind. It

looks like the title sequence from
a movie or something!

Animating Text
Try adding the typewriter effect to text on
your slide.

1. In Slide View, select the text you

want to animate by clicking it.

2. From the Animations Group in the

Animations tab, click on the Custom
Animation button. The Custom
Animation task pane will appear.
Click the Add Effect button, select
Entrance, then select More Effects.

3. The Add Entrance Effect dialog

box will appear. Scroll down the list
and click Color Typewriter. Then
click OK.
Can you also animate charts?

You know it. This is really an effective tool.

Let's say you're doing a chart on how the
ozone layer has been depleted in the past
100 years. You can have the chart start in
1900, and reveal the depletion year by
year. By the time you reach the present
year, revealing depletion at its worst,
people will really understand your point.

Wow! What an impact. That

ozone is heavy stuff. Does that
mean I can't use hair spray?

Let's save that for another show. For

today, let me show you how to animate
the chart instead.
Animating a chart
You can make charts more interesting by
animating them. In a Slide Show, an unanimated
chart appears onscreen all at once. When you
animate a chart, the chart appears "bit by bit". You
specify the way the elements of the chart will
appear in the Custom Animation dialog box.

Try animating a chart so that the elements of the

chart are introduced onscreen by category.

1. In Slide View, click the chart you want to

animate.

2. From the Animations Group in the

Animations tab, click on the Custom
Animation button. The Custom Animation
task pane will appear.

3. Click the Add Effect button, and select an

effect. In the task pane, click the arrow next
to the effect you just selected. Select Effect
Options and the Effect Options dialog box
will appear.
 4. Click the Chart Animation tab, then select
By Category. Click OK and the animation
effect will be applied to each chart element.

Note: You can also add an animation effect to a

SmartArt graphic. You would follow the same steps
used above to add an animation effect to a chart.
As you can do with a chart, the animation effect
can be applied to the whole SmartArt graphic, or
"bit by bit". These options are in the SmartArt
Animation tab found in the Effect Options dialog
box.
 Let's say I create this really cool
sequence in one slide where my
banner flies in, then my charts,
then some text, then a flying pig.
What happens if I want to change
the order? What if I want the pig
to fly in first?

Hey, you're the director and you get to

make those choices. With PowerPoint you
have complete control over animation
order.

Changing animation order

Normally, the object that is animated appears first,
but you can rearrange the order. Here's what you do:

1. Click the object you want to change. For

example, the flying pig.

2. From the Custom Animation task pane, click

the animation effect you want to edit. Now drag
the animation effect to the position you want it
to appear.

Okay, I've reordered the

animation. Now, how can I
preview it to make sure it works
right?
Previewing an animation
PowerPoint lets you preview animation
settings for your current slide without
running the entire slide show.

1. In Slide View, go to the slide you

want to preview.

2. From the Animations Group in the

Animations tab, click on the Custom
Animation button.

The Custom Animation task pane will

appear. Click the Play button to see a
preview.
Alternatively, in the Animations tab, click
on the Preview button in the Preview
Group. You will see the animation effect
that has been applied to the selected slide
as well as any transition effects.

Next question. When you finish

your first draft of a presentation,
what do you do next? Do you
vacation in Europe? Do you start
other presentations?

Not yet. First, I like to view the whole

presentation in slide show form. This way,
I can look at all the graphics, animation,
effects, and so on -- to get a good idea of
how the presentation feels. Now is the
time to tweak the presentation. It's what
we in the entertainment biz call
"screening the rough cut".

Watching the Slide Show

In a Slide Show, all the slides of your
presentation are displayed in sequence.
The Slide Show is controlled either
automatically or manually.

You can preview the presentation you are

working on at anytime by clicking the
Slide Show button. If you have applied
timings to all the slides in your show, the
Slide Show runs automatically.

If you haven't applied timings to the

slides, you must advance the slides
manually.

Let's take a look at how you can preview a

Slide Show by advancing the slides
manually.

1. Click on the View tab. In the

Presentation Views Group, click on
the Slide Show button. The Slide
Show will start from the beginning of
your presentation, with slide 1.

Note: You can start a Slide Show

from any view -- Slide Sorter View,
Slide View, etc.

2. To advance to the next slide of

the show, click the left mouse
button. The next slide will appear
onscreen.

3. Continue clicking the left mouse

button until the show is complete.
 What if you want to tweak a
part of the slide show that is in
the middle? Does that mean
you have to watch the
beginning over again?

Not at all. Follow these steps...

Starting the Slide Show somewhere

in the middle

1. Click the slide you want the Slide

Show to start with. For example,
Slide 4.

2. Click the Slide Show button in the

lower right area of the PowerPoint
window. Alternatively, click on the
Slide Show tab, go to the Start Slide
Show Group, and click on the From
Current Slide button.

The Slide Show begins with the slide you

selected.
 What if you're viewing a Slide
Show and you decide you want to
stop the show? Maybe the bell
has rung, or maybe you want to
start the Slide Show from the
beginning again.

Yeah, because maybe your

partner missed it the first time
because he is always late. Hint,
hint, Jim.
Stopping the Slide Show
PowerPoint lets you stop the slide show for
any reason. Follow these steps...
1. Move the pointer on the screen
and wait for the buttons to appear in
the lower, left-hand corner of the
screen.

2. Right click on your mouse and

select the End Show option. The
show stops.
The Animation Kitchen

Charlie the Animation Chef has some hints

on how to prepare tasty animations that
will satisfy all ages. He's been creating
delectable bits of eye–candy for many
years and is ready to share his secrets.
His animations add action and zest to any
PowerPoint presentation – and are often
good for giving out more information on
processes such as photosynthesis, cell
division and baking bread.

Here are Charlie's pointers for the

animation kitchen:

Apply animations with a light hand

I remember the early days of my cooking
career... when I still wore a Size Small chef
hat. I was making dinner for my parents
and – as many cooks have done – I went a
bit too crazy with the garlic. You see, I
really liked garlic, and I wanted my
spaghetti sauce to be really garlicky! I
suppose I was a bit overzealous... I added
15 cloves. After I'd proudly laid out the
plates in front of my hungry mom and
dad, I noticed their eyes watering with the
first taste of my creation. I realized the
sauce's garlic content was a bit out–of–
hand. It was that "too much of a good
thing" syndrome!

Just like any fine herb or spice, animations

should be used sparingly. You don't want
to make your audience dizzy with too
many groovy, whirling images. Think
carefully about what the animation tells
your audience. One good, relevant
animation is a lot more satisfying than
four cool–looking ones that don't
necessarily add concrete information to
your presentation.

Consistency, Consistency,
Consistency
When you create a meal, it's better to
stick with a few basic flavors – too much
variety may confuse your guests' taste
buds. You don't want to serve cinnamon,
oregano, dill and peppermint one after the
other.

The same goes for animations: don't

provide too many different varieties within
the same presentation. If you use the
same animation as a transition between
each page, your audience will understand
what is going on. They will see your
transition animation and think, "Aha!
There's that animation again. Now I know
a new page is on the way." It could also be
good to use your animations even more
sparingly – for example, to introduce
entirely new sections within the
presentation.
Fail–proof animation recipes
Animations are very versatile. In time, you
will learn how to use them in your own
way – like cooking without a recipe. For
now, I'll give you a couple of no–fail
suggestions.

1. To introduce before and after

shots:

Let's say you are doing a

presentation on how to ice a cake.
(One of my favorite things!) As the
presenter, you introduce the image
of a plain, un–iced cake before it
slides into view from the left. That
is, "Here is the plain cake – cooled
and ready for the icing." The plain
cake appears. Then – very
dramatically – an image of the fancy
finished cake slides into view from
the left. You can then tell your
audience, "See what you can learn
to do? In this presentation, I'm going
to show you how to make a beauty
like this!"

2. To introduce question and answer

clips

In this case, imagine you are doing a

presentation on how to avoid barbecue
disasters. The following image and text
slides into view from the left: A charcoal–
black steak with the caption: "What's
wrong with this steak?" Your answer slides
into the bottom of the slide from the left.
Then you can verbally give out pointers on
how to avoid burning food over the
flames. Any type of question and answer
presentation will work well this way.
 UNIT 6
Adding Sound

• Sound Start
• Taped Talk
• Prompt Play
• Tooting Tunes
• New Noise
• Vivid Videos

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

Okay. Let me throw you a

softball question: How does
sound add to a presentation?

It's exactly the same as when sound was

first added to silent film. It engages a
whole new sense. For example, if you
have a banner flying onto the screen, it's
really cool to give it a flying sound.

A flying sound? Kind of like a

"whoosh"?
 You've got it. Here, let me show you how
to add sound effects to animation.

Note: To hear the sound effects, make

sure you have a sound card installed in
your computer.

Adding sound to animations

Some of the animations in PowerPoint, for
example, the Flying Effect, already have
sound built into them. But most of the
animations do not have sound effects.

In PowerPoint you can add sound to any

animation. You can also replace the
current sound effect on an animation with
a new one.

Try adding a sound effect to an animation.

1. In Slide View, select the animated

object you want to add the sound
effect to by clicking it.

2. From the Animations Group in the

Animations tab, click on the Custom
Animation button. The Custom
Animation task pane will appear.

3. Select the animation effect. Then

click the arrow and from the drop-
down menu, choose Effect Options.
The Effects dialog box will appear.
4. From the Effect tab, select a
sound effect from the Sound drop-
down menu.

5. Click OK to add the sound to the

animation. The sound is added to
the animated object.

6. If you want to preview the sound

effect, click the Play button on the
Custom Animation task pane.
 Incredible! How about a
transition? Can we add sound
effects to that too?

Yeah, like the "Boop" sound from

those old slides shows in school
that told the teacher to go to the
next slide.

Most of the people in your studio audience

are probably too young to remember
those days. Nevertheless, adding sound to
a transition is easy and effective.

Adding sound to transitions

Spice up your transitions by adding sound
effects to them. Here's how:

1. Click the slide with the transition

you are adding sound to.

2. Click on the Animations tab. Go to

Transition Sound in the Transition to
This Slide Group. Click on the arrow
to see the drop-down list of sound
effect choices.

3. Click on a sound effect from the

drop-down list. The sound is added
to the transition. If you hold your
mouse over a sound effect in the
list, you will hear it play (computer
speakers must be on).
If you want the sound to continue playing
until the next sound in your presentation,
select 'Loop Until Next Sound' from the
drop-down list of Transition Sound. But
use this feature sparingly. Some sounds
may lose their effect if they are played too
long. Or, they may interfere with other
elements of your presentation.
 Next question. Can you bring in
your own sounds? Like, suppose I
want to do a presentation at
school of my Uncle Nestor
reciting poetry, but he doesn't
want to come to the school
himself.

Not a problem. I'll tell you how to use your

own recorded sound files in a PowerPoint
presentation. Your Uncle Ned's poetry will
be echoing through the school!

Maybe that isn't a good idea after

all.

Why?

My uncle isn't a very good poet.

Recording your own sound files

To record sound files, you need to plug a
microphone into the mic jack on your
computer's sound card.

The following steps show you how to

record a narration for a slide.

1. Go to Slide View and display the

slide you want to add a recording to.

2. Click on the Insert tab. Go to the

Sound button in the Media Clips
Group. Click on the arrow beneath
the word Sound. From the drop-
down list, select Record Sound.
 3. When the Record Sound dialog
box appears, type a name for your
recording in the Name box.

Below the name box are three buttons.

The first button, with the arrow, is the Play
button. The middle button, with the
square, is the Stop button. The last
button, with a red dot, is the Record
button.

4. To start recording, click the

Record button, then begin talking
into your microphone.

5. When you finish talking, click the

Stop button.

6. Click the Play button to play back

your recording.
If you want to add another segment to
your recording, simply click the Record
button and start talking again. When
you're finished, click the Stop button. The
new segment will be added to your
previous one.

What if you're not happy with the

recording? What if someone flubs
a line or mumbles? Can you re-
record it?

That's a silly question.

Now, Sue, there are no silly questions.

Here's how to rerecord sound files:

Re-recording sound files

What if you're not satisfied with the
recording after you've listened to it?
Maybe it's too quiet, you've spoken too
quickly, or there's too much background
noise. It's simple. Cancel the recording
and begin again.

1. In the Record Sound dialog box,

click the Cancel button. The Record
Sound dialog box closes.

2. Click on the Insert tab. Go to the

Sound button in the Media Clips
Group. Click on the arrow beneath
the word Sound. From the drop-
down list, select Record Sound. The
Record Sound dialog box opens
again.

3. Start recording.

4. When you're satisfied with your

recording, click OK. The Record
Sound dialog box will close, and a
 speaker icon will appear in the
middle of your slide.

Once you have inserted a

sound file in a slide, how do
you play the sound?

With just a simple click of an icon.

I wish playing guitar was as easy

as playing a sound file. Then I
could join your band, PowerPoint.

Well, we can always make room for a

tamborine player. Ha ha.

Playing your sound files from the slide

You've added some snazzy sound files to your
presentation, now try playing them directly from
the slides.

1. In Slide View, double-click the speaker

icon. The sound file will begin to play.

If you want to stop the sound file before it

finishes playing, click anywhere on the slide.

Alternatively, click once on the sound icon to

select it. The Sound Tools tab automatically
appears in the Ribbon. Click the Preview button
in the Play Group. Click Preview again to stop the
sound file playing before it ends.

What about objects? Can you

attach sounds to objects? For
example, if I have a picture of my
fans in a slide, I want to hear
them cheering.

Don't you mean booing. Oh, I'm

just teasing.

Ouch! You better watch it Sue or

this might just become "The Jim
Jingle Show" and you'll be back to
waiting tables.

When you two are finished joshing I'll

show you what to do.

Attaching your sound files to objects

PowerPoint lets you attach your recordings to
objects on your slides. However, the objects must
be animated before you can attach a sound file to
them.

Let's say that you want to add your narration to a

cartoon on your slide. Here's what you do:

1. In Slide View, display the slide you want to

add the sound file to.

2. Record your audio.

3. In Slide View, click the object that you want

to add the recording to. For example, the
cartoon.

4. From the Animations Group in the

Animations tab, click on the Custom
Animation button. The Custom Animation task
pane will appear.

5. If the object isn't animated yet, select an

effect using the Add Effect button.

6. From the Custom Animation task pane,

select your animation effect. Then click the
arrow and choose Effect Options. The Effect
Options dialog box will appear. Click the
Effect tab, then click the Sound drop-down
menu and choose your recorded sound.
 7. Click OK. The sound file is now added to
the object.

Let's say I want to add music

from a CD.

Great idea. Music really jazzes up a

presentation. Maybe you want to add
music from my band, the Swingin' Sultans
of Software?
Actually, I was thinking more
along the lines of the Smashing
Pumpkins. I want to do a
presentation on the history of
Halloween. You know,
pumpkins, Halloween.

Not to mention their lead singer,

Billy Corgan, he can look pretty
ghoulish... Heh heh.

Adding music from CDs

If you have a CD ROM drive installed in your
computer, you can add CD music tracks to your
PowerPoint presentations. However, you can only
add the music tracks to slides. The track will not
attach to objects, animations, or transitions.

Here's how you add a CD music track to your slide.

1. In Slide View, display the slide you want to

add the music track to.

2. Click on the Insert tab. Go to the Sound

button in the Media Clips Group. Click on the
arrow beneath the word Sound. From the
drop-down list, select Play CD Audio Track.

3. Under Clip Selection, enter the music track

number in the Start and End Track boxes
provided. For example, to add the second
track of the CD, type 2 in the Start Track box
and in the End Track box. If you want to play
just the first 10 seconds of the track, type 10
seconds in the End Track At box.

4. Then click OK.

A CD icon appears in the middle of your slide. You

can resize this icon or move it to other parts of the
slide.
 5. A dialog box appears on the screen asking
how you want the audio file to start:
"Automatically" or "When Clicked". For now,
pick "When Clicked".

6. To play the CD track, double-click the CD

icon. But make sure the CD is in the drive.
Otherwise, the music won't play.

Alternatively, click once on the sound icon to select

it. The CD Audio Tools tab automatically appears in
the Ribbon. Click the Preview button in the Play
Group to play the audio track from the CD.

You can use the Windows Media Player to

determine the start and end times of a portion of
music on a CD. To open the Windows Media Player
in Windows XP, go to your Windows desktop and
click the Start button. Point to All Programs, find
Windows Media Player in the menu and click on it.
 If I'm giving a slide presentation,
it seems really awkward to have
to click on a CD or speaker icon.
Is there a way to make them
automatic?

What are computers for? Automatic is

my middle name.

Power Automatic Point. Odd

name.

It's a figure of speech. My middle name

is actually Bartholomew.

Making audio play automatically

By default, effects such recorded sound files, are
preset to start with a mouse click. When you add an
audio file from a CD you are asked if you want it to play
"Automatically" or "When Clicked". If you clicked
"Automatically", instead of "When Clicked", then your
CD music is already set to play automatically.

The following steps show you how to make it play

automatically and add an animation effect to your CD
icon.

Note: It's not necessary to add an animation effect to

make audio play automatically, but it certainly adds
visual interest. Especially when the CD or speaker icon
"makes an entrance" before it starts playing.

1. In Slide View, click the CD, or speaker, icon to

select it.

2. Use the Play Track button in the Set Up Group

in the CD Audio Tools tab to change how the CD
audio file is played. Similarly, with the speaker
icon selected, you use the Play Sound button in
the Sound Options Group in the Sound Tools tab
to change how the recorded audio is played.

3. To add an effect to audio, first select the icon

in the slide. Then click the Animations tab and
click Custom Animation. The Custom Animation
task pane will appear. The audio icon is
automatically listed in the pane along with any
other effects on the same slide.
4. Click the Add Effect button. Pick an animation
effect from the drop-down list that appears. For
example, Crawl In. Click OK to apply the effect.

5. When an effect is applied it has default

settings for speed and direction, and it's set to
start on a mouse click. Use the Modify section in
the Custom Animation task pane, or click on the
arrow beside the effect and choose Effect
Options, to change the animation effect's
features. To make the animation effect play
automatically with the audio, you must pick the
With Previous option.
 6. Click Play in the Custom Animation task pane
to see how the slide will look with the audio file(s)
and effect(s).

Note: You can also change how audio starts by using

the Start function listed in the Modify section of the
Custom Animation task pane. When audio has been set
to play automatically with the command in the Ribbon,
it shows as After Previous.

Just to cover all the bases here,

can you talk about some other
ways to bring sound into a
presentation? You know, if you
can use WAV files and all that
computery stuff.

Can do!

Adding sound files from other

sources
You can add sound files to your
presentations from a variety of sources.
For example, you can add sound files you
find on the Internet or special sound
effects CDs. However, PowerPoint does
not recognize all sound file types. WAV,
MIDI and MP3 are three of the types it
does recognize.

Let's say you've downloaded some WAV

sound files from the Internet to your hard
drive. Here's how you would add one of
the sound files to your slide.

1. Click on the Insert tab. Go to the

 Sound button in the Media Clips
Group. Click on the arrow beneath
the word Sound. From the drop-
down list, select Sound from File.

2. In the Look in box, specify the

drive and folder where the sound file
is located.

3. In the file list, click the sound file

you want, then click OK.

PowerPoint will add a speaker icon to your

slide.
 Oh yes, before I forget. My kid
brother is a budding video
director. He wanted me to ask
you if you can handle video.

Your brother asked a good question. I sure

can. I have a library of video clips to
choose from. You can also grab video clips
from the Internet or create your own clips
using a video camera and video capture
board. It's a great way to enhance a
presentation.

Incredible. A mini-film festival!

Move over, Hollywood.

Adding a video clip

If you want to add a video clip to your
presentation, you can search for one in
PowerPoint's Microsoft Clip Gallery. You can
choose from many clip art video files.

To add one of these video clips to your

presentation, follow these steps:

1. Click on the Insert tab. Go to the Sound

button in the Media Clips Group. Click on
the arrow beneath the word Movie. From
the drop-down list, select Movie from Clip
Organizer.

2. In the Clip Art task pane, type a search

term for the type of video you want to
add. In the "Search In" option, pick All
Collections from the drop-down list, and
from the drop-down list in "Results should
be" select Movies. Click Go to get the
search results. Clip Art with animations
built-in have a yellow star icon in the
bottom right corner.

3. Decide which video clip you want. If

you click within the video clip icon, it will
be automatically added to the current
slide showing. To see what the clip is like
before adding it, move the mouse over the
icon. An arrow appears on the right of the
icon. Click on the arrow and a drop-down
menu appears. Select Preview/Properties.
The Preview/Properties dialog box will
appear. The video clip will play and you
can see the details about it. Click on Close
when you are done.
You can also add video clips from other sources
such as CDs or the Internet. Let's say you've
found a cool video clip on the Internet that you
want to add to your presentation. Here's what
you do:

1. Click on the Insert tab. Go to the Movie

button in the Media Clips Group. Click on
the arrow beneath the word Movie. From
the drop-down list, select Movie from File.
The Insert Movie dialog box will appear.

2. In the Look in box, locate the drive and

folder where you have saved the video
clip.

3. Select the video clip file from the file

list, then click OK. A video screen icon is
added to the slide. You are also asked how
you want the video clip to play,
automatically or when clicked on.

4. A video clip icon is added to the

slide and is already selected (in edit
mode). You can resize the icon or
move it to other areas of the slide.
As well as the icon, in the Ribbon,
the Movie Tools tab automatically
 appears.

That's fantastic! But wait, what if

I made a mistake? I can change
when the video clip will play, like
we did with the audio clip, right?

Jim, I think you're catching on.

I can't take all the credit. You're

very user-friendly.

My mom taught me to have good

manners. While we're doing that, we
might as well add an animation effect, so
it can make a grand entrance...

Changing when a video clip plays

The following steps show you how to change
when a video clip plays, and add an animation
effect to the video clip icon.

1. In Slide View, click the video screen

icon to select it. The Movie Tools tab
appears. Click on the Movie Tools tab to
make it active in the Ribbon.

2. In the Movie Options Group, go to the

Play Movie command. From the drop-
down list, select how you want the video
clip to start.

3. To add an effect to the video clip, first

select the icon in the slide. Then click the
Animations tab and click Custom
Animation. The Custom Animation task
pane will appear. The video icon is
automatically listed in the pane along
with any other effects on the same slide.

Note: When the video clip is set to play

automatically, there are 2 items listed for
the video clip in the Custom Animation
task pane. The first is the control to play
the movie. The second is a control to
pause the movie while it is playing.

4. Click the Add Effect button. Pick an

animation effect from the drop-down list
that appears. For example, Diamond.
Click OK to apply the effect.

5. When an effect is applied it has default

 settings for speed and direction, and it's
set to start on a mouse click. Use the
Modify section in the Custom Animation
task pane, or click on the arrow beside
the effect and choose Effect Options, to
change the animation effect's features.

Note: If you choose an entrance effect, it

must be listed as the first item in the
Custom Animation task pane, or else it
will not play. Use the Re-Order buttons to
make it first. Also, to make the entrance
animation effect play automatically with
the video, you must pick the With
Previous option.

6. In the Custom Animation task pane,

click Play to see how the animation effect
and video clip will look. Or, you can click
the Slide Show button to run it.

Alternatively, you can click Preview in the

Animation tab. If you click Preview in the
Movie Tools tab, it ONLY plays the video
clip.

Note: You can also change how a video clip

starts by using the Start function listed in the
Modify section of the Custom Animation task
pane. When video has been set to play
automatically with the command in the Ribbon,
it shows as After Previous.

Unit 6: Adding Sound

Dear Blabby: I love the idea of using

sound in my PowerPoint presentation,
although I'm just not sure how to apply it.
I really want to impress my students and
their parents with this extra multimedia
effect - but I've never tried it before. I
need your opinion. Please help!!!

-Keener in Kansas

Dear Keener: Tell your audiences to just

hold on tight and get ready for a big
surprise. Let them know they will be
treated to the finest in information
presentation. To help you out, I will reprint
some of the past letters I have received
about this issue.

Here's one from Recording Roy on Rhode

Island:

1) Portfolios for Teacher-Parent

Meetings

Dear Blabby: I just want to share my

experience with other teachers who are
getting ready for parent-teacher
meetings. Parents have been so
impressed with this little trick of mine.
Ever since I first did it, I can barely find
room for all the apples that end up on my
desk every day. If my writing this helps
just one person, then it's worth it!

Set up a PowerPoint presentation called

"Teacher to Parent" - and dedicate one
page of the presentation to each student.
Then do the following for each student:

First, take a photo of the student with a

digital camera, or use a regular, old-
fashioned camera and scan the print.

Second, make a sound recording of the

student's voice. You can get them to read
poems or stories they've written, or ask
them to explain what they think about
school or what they want to be when they
grow up. Attach this sound file to the
image, and play it for the parents when
they come in to see you.

Parents will be impressed that you have

given so much special individual attention
to their child. It will also teach them
something new about their kids - it may
even encourage them to learn more about
computers. This way, you'll be helping
parents to learn as well.

-Recording Roy

Here's another gem from Language Lilly in

Louisiana:

2) Language Flash Cards

Bonjour Blabby! Hola! Hidy-ho! I just

have to tell you how excited I am about all
the fascinating languages dancing through
my mind. I want to share my ideas on how
readers can teach languages to their
classes using PowerPoint flash cards. Ever
since I tried this, I've been seeing great
improvements in my students. I think
anyone could really benefit from giving
this a try - especially people who are
teaching English as an additional
language. This multimedia effect makes it
all the more fun for students.

First, record your students pronouncing

various words or phrases.

Second, find images of these words. For

example, if you record the phrase
"barking dog " you can attach the sound
file to an image of a barking dog. The
image can be a photo, a piece of clip art
or even a drawing by you or one of your
students. You can also use this method for
entire sentences. It's usually easier to find
the image and then record the sound file,
though. It may be tough to find an image
to go with "The queen licks the green
xylophone." Then again, you never know
what you'll find in this crazy world of ours.

-Language Lily

And another from Musical Martin in

Manitoba:

3) Music Class Showcase

Dear Blabby: Let's face it. There's

nothing quite like the sound of a
classroom full of Grade 2 students playing
"Baa-baa black sheep" on their recorders.
Nor is there anything like little Mary's
kazoo solo or the first performance of the
Grade 4 band. If you want to showcase
these unique sounds, you can do it by
creating a musical performance in
PowerPoint. Don't worry - you can always
adjust the volume!

You can take a picture of the group or solo

performers using a digital camera or you
can use a regular camera and scan the
print image. Attach the sound files to
these images and - voila! You have a
fabulous little multimedia presentation of
musical talent. Perhaps you might want to
call it New Age interpretive sound.
Whatever you call it, your students will
love seeing their own performances, and
this can be a great item to show parents
during parent-teacher meetings.

-Musical Martin

And finally, this tidbit from Historical

Harriet in Hartford:

4) Music Appreciation Project

Dear Blabby: I write in response to your

reader who was having trouble getting his
students interested in musical composers
from the Baroque Period. In my
experience, it's not always easy to
transmit my love of Bach, Handel and
Pachelbel to my young 50 Cent and
Christina Aguilera fans. If you want your
students to listen to music that is new to
them, you have to go about it very
carefully.

You can use PowerPoint to make a

multimedia presentation on composers
from different time periods. For each
composer, collect some biographical
information your students will find
interesting. Composers who started young
may be especially intriguing. Write a short
presentation on each one - or get your
students to do it - then record it. You can
also collect samples of the composer's
more famous works, find pictures of the
composers, and a picture of the
instruments their music is usually played
on. Just attach the sound files to the
images and you'll have a lively
presentation, ready to go.

It's also a good exercise to get your

students to sit in a relaxing position while
listening to the samples. Ask them to lay
back, close their eyes, and listen to the
music. Then, when the piece is over, ask
them to tell you what it reminds them of.
You can even record their responses and
add them to the presentations.

-Historical Harriet

UNIT 7
Timing and Rehearsing

• Neat Notes
• Talk Time
• Auto Act
• Slide Show

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com
 You say you can help a speaker
prepare notes. Tell me about
that. I'm a notes kind of guy.
Without a shopping list I'd forget
what to buy at the store. And if it
wasn't for my handy
teleprompter, I'd forget my
opening monologue.

For starters, I provide a place to write

notes on the slide as the presentation is
being prepared. It is a lot like having your
own teleprompter...

Creating speaker notes

When you give your presentation, you
may need to refer to notes to elaborate on
a slide's material, or to remind you to
mention some detail. In PowerPoint, you
can write your speaker's notes while you
work on your slides. Simply go to the text
box below the slide in the main window
area that says "Click to add notes" and
start writing.

You can view all the notes in Note Page

View. They will not be displayed during
the Slide Show.

Follow these steps to create speaker's

notes in Note Page View:

1. In Slide View, display the slide

you want to create notes for.
2. Click the View tab, then click the
Notes Page button in the
Presentation Views Group. A page
will appear containing the slide and
a text box beneath it.

3. Adjust the Zoom bar to 100%.

This will make your text easier to
see. The Zoom bar is in the bottom
right area of the PowerPoint window,
immediately to the right of the Slide
Show button. Alternatively, there is
a Zoom button in the Zoom Group in
the View tab you can use.

4. Click in the text box and type

your notes.
 What if you prefer working off
printed notes? Can you print
out your speaker notes?

You bet. Just hook me up to a printer and

I'm ready to go.

Printing your speaker notes

The best way to use your speaker's notes is to print
them out and have a copy handy while you give your
presentation. When you print your notes, you have the
option of printing both the slide and the notes, or just
the notes.

The following steps show you how to print just the

speaker's notes.

1. Click on the Microsoft Office button. Hold the

mouse on the arrow beside Print, and select Print
Preview.
The Print Preview tab opens up in the Ribbon. It is the
only tab showing in the Ribbon.

2. In the Page Setup Group, go to Print What.

From the drop-down list, click Notes Pages.

3. Click the Print icon. The Print dialog box will

appear. Check your printer settings. Click OK to
print. You now have speaker's notes to refer to
when you give your presentation.

4. Click the Close Print Preview button to return

the Ribbon to normal.
 PowerPoint, I work in TV comedy.
As you know, when it comes to
comedy, timing is everything.

Presentations are no different. That's why

I have a "Rehearse Timing" feature. So, if
your assignment is a 30-minute
presentation on dinosaurs, you'll know if
your presentation is too long or too short.
You want time to get across the
information you need, but you don't want
your audience falling asleep or fidgeting in
their seats.

Timing your presentation

When you select Rehearse Timings, your Slide
Show starts running, and PowerPoint starts
timing it. The timing is displayed in the Rehearsal
dialog box. When the Slide Show comes to an
end, PowerPoint will give you the final running
time.

Follow these steps to time your presentation:

1. Click the Slide Show tab, and then click

Rehearse Timings in the Set Up Group. The
Slide Show begins and a Rehearsal dialog
box appears in the upper-left-hand corner
of the screen.

2. Begin speaking and presenting your

show.

3. If you want to repeat your rehearsal of a

slide, click the Repeat button (arrow
pointing backwards in the image in step 1)
on the Rehearsal dialog box. The current
slide repeats and the timing for it starts
 over.

4. Rehearse your presentation until it's

finished. After you're done, a message box
appears. It tells you the final running time
and it asks you if you want to record the
timings to use for viewing the presentation.

5. Click No. You are returned to the

PowerPoint window.

Note: You click No because you are only timing

the show. You would click Yes if you wanted to
use the recorded timings to automate your
presentation.

If I'm giving a presentation, I may

not want to have to stop to click a
mouse to advance the slides. In
my own case, I need my hands
free to sign autographs. Is there a
way to automate the
presentation? My bet is that you
can do this. I mean, your middle
name is "Automatic", right? Or
was it Bartholomew?

Automating your presentation

An automated presentation is one where you
don't have to use the mouse or the keyboard to
advance the slides. In other words, the slides
advance by themselves.

To automate your presentation, you must set

timings for each slide. A good way to set the
timings is to use the Rehearse Timings feature.

If you have already gone through your

presentation using the Rehearsed Timings
feature and you were satisfied with the result,
but you had clicked No to keeping the timings,
you can simply check the Use Rehearsed Timings
box in the Set Up Group in the Slide Show tab.
You're done. Your presentation is now
automated.

Follow these steps to add timings to your slides

and automate your presentation:

1. Click the Slide Show tab, and then click

Rehearse Timings in the Set Up Group.

2. Rehearse your Slide Show as you did in

the previous section. When your
presentation is done, a message box
appears, asking you if you want to record
the timings.

3. Click Yes. PowerPoint will record the time

you spend on each slide and apply this to
your presentation. Your Slide Show will now
run automatically.
Note: Remember, you can also set timings for
your slides using the Slide Transition dialog box.
A disadvantage of this method, though, is that
you're only guessing at how long each slide
should run.

If you can add your own

narration and time the slides,
does the human have to be
there at all to do the
presentation?

Nope. You can just put a computer

running me in a room and I can do the
presentation myself. This is very handy at
conventions or at school science fairs --
where the presenter can't be there all the
time.

Wow! I could just have you

present this show for Sue and
me! That way we could vacation
in Tahiti...

Shh. Don't tell our producer

that. We might be out of a job!

Creating a self-run kiosk presentation

If you're not going to be available to run your Slide
Show, create a self-running kiosk presentation. This sort
of presentation is often used at trade shows or
conventions. Once the show is started, it runs in a
continuous loop until someone presses the ESC key on
the keyboard.
When designing a self-running presentation, you can
set up the Slide Show to run with automatic timings, or
you can set it up so the viewer can move through the
show with mouse clicks.

The following steps show you how to create a self-

running kiosk presentation with automatic timings.

1. Automate your presentation using the steps

shown above.

2. Click the Slide Show tab, then click the Set Up

Show button. The Set Up Show dialog box will
appear.

3. Under Show type, click Browsed at a kiosk (full

screen).

4. Under Advance slides, click Using timings, if

present.
 5. Click OK.
Your presentation is now self-running. Once it is started,
it will loop over and over until someone hits the ESC
key.

But what if my presentation

has lots of text information?
People read at different speeds.
How can an automatic slide
show handle that?
 Or what if I'm doing an automatic
presentation of my jokes? I need
to give space for people to laugh.
But I never know how long people
will laugh. Audiences are fickle.

Simple! I offer a feature that allows the

viewer to advance the slides at their own
pace.

Wow! How empowering! Power

to the people!

Letting the viewer run the show

Follow these steps to set up a viewer-run
show.

1. Click the Slide Show tab, then click

the Set Up Show button.

2. Under Show type, click the option

Presented by a speaker (full screen).

3. Under Advance slides, click the

option Manually. Click OK.

Now, the viewer can advance through the

slide show using the mouse or the keyboard.
 I like this adding buttons thing.
But how do you do it? I'm not a
computer programmer. Although
with the salaries they make, it's
certainly a good career move.

With me helping you out, you don't need

to be a member of the Geek Squad!
Adding buttons is as easy as a few clicks.

Adding your own buttons

When you set up a viewer-run show, the
viewer must move through the slides by
clicking the mouse or using the keyboard.
However, not all viewers will know how to
advance slides this way.

Make your presentation easier to view by

adding action buttons. When you add an
action button to a slide, you give the
viewer an obvious place to click the
mouse.

The following steps show you how to add a

Forward action button to your slides. When
viewers click the Forward button they will
advance to the next slide.

1. In Slide View, display the slide you

want to add the action button to.

2. Click the Insert tab. In the

Illustrations Group, click the
downwards pointing arrow of the
Shapes button. At the bottom of the
Shapes drop-down list is the Action
Button section. Click the Forward
action button. The pointer changes
into a cross.
3. Click on the slide and drag, until
the action button is the size you
want. The Action Settings dialog box
will appear once you release your
mouse.

4. Notice the option next to

Hyperlink to: Next Slide is already
selected. Click OK to close the Action
 Settings dialog box.

Note: Experiment on your own with

adding other action buttons to your slides.
For instance, try adding the Beginning
action button to the last slide of your
presentation. When viewers click this
button, they will return to the first slide in
the show.

PowerPoint: Not Just for

Presentations

The following interview has been

published with permission of My Favorite
Teacher Magazine (MFT). MFT spoke to
Mr. Ed U. Kayshun to find out how he
manages to pull off such fascinating
parents' nights each year. He's been
getting rave reviews - and MFT brings you
the scoop on how it's done.

MFT: Well Mr. Kayshun, we've been

hearing a lot about your parents' nights. I
understand they're always a big hit -
parents are actually looking forward to
them for weeks in advance. What's your
secret?

Ed: The secret is in the presentation. I've

always worked hard to find new ways to
present info - because we really are
novelty seeking animals, after all. Now
that I have PowerPoint to help me out, it's
even easier.

MFT: How does PowerPoint help?

Ed: It is really quite invaluable to me, to

be honest. By using PowerPoint, you can
run presentations automatically, giving
you time to cruise around and shmooze
with the guests. You just run the
presentations on a loop - and leave them
there for parents to check out at their own
leisure.

MFT: Wow. That sounds like a real time-

saver! What kinds of presentations do you
run?

Ed: The possibilities are endless, really.

It's up to you. For example, you can
present an animated view of
photosynthesis, poetry recordings, school
renovation plans, or stats from all the
different sports teams.

MFT: So, whose presentations do you

use?

Ed: You can feature work by teachers and

students. Once again, it's your choice.
That's the great thing about PowerPoint -
it's so versatile. And unlike human
speakers, it never goes hoarse.

MFT: Well Ed. It sounds like you've really

got something going on with this parents'
night thing. I'm planning to make it down
for the next one - so I hope to see you
there. Any last words on how to make a
successful night of it?

Ed: Just use PowerPoint on loop - and

maybe give out some free pie.

MFT spoke to math teacher Dave I. Ding

to see how he uses PowerPoint
presentations to teach math drills to his
students. It's a pretty short interview
because it's just so simple to use.

MFT: So, Mr. Ding. I hear you've been

using PowerPoint to create drill cards. Tell
me more?

Dave: Well, there's not much to tell,

really. You just set PowerPoint onto
automated presentation and it runs itself.
Then you have some extra time for
marking and lesson planning while
students watch your presentation.

MFT: Oh. So, what kind of presentations

do you do?

Dave: I like to use it for the good old

multiplication tables, mostly. Sometimes I
like to record myself reading them,
because I have to admit to a great
fondness for my own voice. I know some
language arts teachers who like to use the
automated presentation for teaching
students to pronounce the vowels and
other phonetics. It's really great.

MFT: I see... Well, uh, is there anything

else you have to say about it?

Dave: Uhhhh... Not really... Nothing I can

think of because well uh - ya - it's just so
simple that I think I've explained it
already.

MFT has made contact with social studies

teacher Ms. Tess Ting to find out more
about how she sets up quiz stations that
allow her students to work on their own.
Her students seem to love it.

MFT: Students aren't usually too excited

at the thought of doing tests and quizzes.
But you seem to have inspired some kind
of enthusiasm in your classroom. How is
this possible?

Tess: I've managed to do it with

PowerPoint - by creating multiple-choice
quiz questions that basically work with
any topic.

MFT: How do you do it?

Tess: I write a test that contains four

answer choices for each question. Then I
place four action buttons next to each
answer choice - with one right answer, of
course, and three wrong ones. If students
choose the wrong answer, they are sent to
a "try again" page that directs them back
to the question. If they choose the right
answer, they advance to the next
question.

MFT: That sounds like it would be a fun

quiz to do - but it also sounds like a lot of
hard work for you.

Tess: It is hard work - and it's definitely

not something you can do overnight. But
everyone knows hard-workers are drawn
to the teaching profession. Another thing -
while you can't use it to track the
student's final score on the test, the
student still benefits from working to find
the right answer.

MFT: Do you think it's really worth it for

you to put in so much effort?

Tess: Oh definitely! If you choose the

right topics, you can use the same quiz
stations year after year. You can also
trade your quizzes with teachers in other
classes.

MFT: That does sound worthwhile. Thanks

for sharing this info today.

UNIT 8
Taking It With You

• Dashing Disk
• Portable Print
• World Wide Web

• Cool for School

PowerPoint in the Classroom is produced by

ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials

by visiting www.ACTDEN.com

This brings us to another very

important question. If Billy has
a presentation in history class,
does he have to lug his family
computer to school? What if
Mom needs it the same day for
 a presentation of her own?

That's when packing a presentation comes

in.

Is the presentation going on a

trip?

You've got it. Packing means putting the

whole presentation on a CD, which allows
you to do your presentation on any other
computer (with the right configuration). A
school computer, for example. Here are
the steps...

Packing your presentation

You can easily pack your presentation on a disk
using PowerPoint's Save as CD feature. The feature
packs your presentation, as well as software
necessary to run the program. You then copy the
presentation to the computer you will be using to
run your presentation.

If the destination computer doesn't have

PowerPoint 2007, it will be able to display your
presentation. The destination computer must be
running Windows 2000 or later. If the computer has
an earlier version of Windows, then you first need
to save a copy of your presentation in the
PowerPoint 97-2003 Presentation format.

Click on the Microsoft Office button, select the

arrow in the Save As option and then pick
PowerPoint 97-2003 Presentation to make a copy of
your PowerPoint 2007 Presentation compatible with
earlier Windows system software.

Note: The PowerPoint Viewer 2007 is automatically

installed on your computer when PowerPoint 2007
is installed. Other computers can download this
viewer from Microsoft Office Online. The computer
must at least be running Windows XP with Service
Pack 2. Also, the PowerPoint Viewer 2007 cannot
run any presentations formatted in PowerPoint
1997 or earlier.

Follow these steps to pack your presentation:

1. Insert a disk CD into your CD drive.

2. Open the presentation you want to pack.

3. Click the Microsoft Office Button, select the

arrow in the Publish option and then pick
Package for CD. The Package for CD dialog
box appears.

4. Click Copy to CD.

The Package for CD feature compresses your
presentation and copies it to your blank CD.

Note: PowerPoint 2007 cannot directly burn a

presentation to a DVD. You need to save your
presentation, and all related files, to a folder on
your computer. Then you can use DVD burning
software to import the folder's contents and then
create a DVD.

Okay, packing a presentation

sounds pretty easy. But how
do you put it on a different
computer?

Easy as pie. I can walk you through the

steps.
 Mmmmmmmm...pie. We really
need to get something to eat
after the show...

Unpacking your presentation

Follow these steps to unpack your
presentation from your disk.

1. Place your CD in the CD drive of

the destination computer.

2. Open up My Computer from Start

on the Windows Desktop. An icon for
the CD will be showing in the
Devices with Removable Storage
area of the window.

3. Double-click the CD icon. The

presentation will automatically run.

If you don't want to run the Slide Show

immediately, follow these steps, so it will
run when you want it to.

1. Copy the presentation to the local

computer hard drive. Do this by
selecting the entire CD and press
Ctrl-C. Navigate to a directory on the
hard drive and paste using Ctrl-V.

2. To open the file, double-click

ppview.exe. The Microsoft Office
PowerPoint Viewer will appear.

3. Select the presentation and click

Open. The presentation will now run.
 What if Billy wants to use
handouts in his presentation, to
help his audience follow along?
Or what if he wants to send it to
his grandma in Iowa and she
doesn't have a computer?

No problem. I can print out the

presentation for handouts. And Billy can
fax it to his grandmother. Or send it in the
mail. We all love to get mail.

Isn't that the truth? With all this

new technology, it's still nice to
read mail.

Printing your presentation

PowerPoint lets you print the whole presentation or
just selected slides. It also lets you choose what
slide content to print. If you are printing handouts,
you can specify how many slides are included in a
page. And if you want, you can print just the
speaker's notes or your presentation outline.

Follow these steps to print your presentation.

1. Click on the Microsoft Office button, hold

the mouse on the arrow beside Print, and
select Print. The Print dialog box will open.
2. To print all the slides in your presentation,
click All.

3. In the Print what list box, select what slide

content you want printed.

4. In the Number of copies list box, enter the

number of copies you want printed.

5. Click OK to print the presentation.

What about the World Wide

Web? We all know how that's
exploded. Can you convert
presentations to the Web?
 Yes, and I can't think of a better way to
have your presentation reach people all
over the world. Instead of presenting to
people in a room, you can dazzle viewers
around the world from Brazil to Tokyo!

But is it easy to do? People want

easy.

Oh, it's a snap! You just need to use my

Save as Web Page feature. It's as simple
as waving a wand.

Well Hocus Pocus Harry Potter!

Tell us how to conjure up this
handy feature!

Converting your presentation into Web pages

Follow these steps to convert your presentation into
Internet format.

1. Open the presentation you want to convert.

2. Click the Microsoft Office button and select Save

As. The Save As dialog box will appear.

3. In the Save in box, select where you want to

save your presentation.
 4. In the File name box, type a new name for your
presentation to have on the Internet, or leave it as
is.

5. From the drop-down list in the Save as type box,

select the Web Page option which will save your
presentation as a Web page along with a folder
that contains all related files needed to run your
presentation. Alternatively, you can pick Single File
Web Page, which will save your presentation as a
Web page with everything put together as a single
file.

Now in the Save As dialog box, the Change Title and

Publish buttons appear.

6. Every Web page on the Internet has a title. If

you do not like the name already given in Page
title, click on Change Title and type in the title you
want. Click OK.
7. If you don't want to customize the contents of
how your presentation will be on the Internet, click
Save. Your presentation is now converted.

8. To change various web publishing options, click

the Publish button. The Publish as Web Page dialog
box opens.

If you're really ambitious, there are even more

options that let you control how your presentation
will look in a browser. To try some of them out,
click on the Web Options button in the Publish as
Web Page dialog box.

When you finish choosing your options, click the

Publish button. Your presentation is now
converted.
 After we have converted our
slides to Web pages, I want to
see what it looks like. How do I
do that?

Just fire up my ol' buddy Internet Explorer

and I'll show you the rest. Explorer, by the
way, plays saxophone in our band
sometimes. When he's not out exploring.

Viewing your presentation on your computer

1. Open an Internet Explorer 7 browser.

2. Click the Alt key to make the File Menu appear

in the toolbar. Click the File menu, then click
Open. The Open Internet dialog box will appear.
 3. Click the Browse button and locate the page
with the name you chose for your presentation
which will have the file extension .htm. It will be
located where you chose in the Save in box in the
Save As dialog box when you converted your
presentation to a web format.

4. Click the file to select it, then click Open. Your

Internet presentation will appear in the browser.

And how do we get those Web

pages onto the World Wide Web?

For that you'll have to work with your

 Internet Service Provider.

Publishing your pages on the Web

The Web pages you create in PowerPoint
do not automatically appear on the World
Wide Web (WWW). You must make
arrangements to have the pages stored on
a Web server. Only then is your
presentation available to Web users. You
can usually publish your Web pages
through an Internet Service Provider (ISP).

Pack and Print Precautions

Massive Multimedia
You may want to pack a presentation on
disk in a number of different
circumstances. Maybe you want to let
your students take a presentation home or
to a special seminar at another school. If
you do plan on moving the presentation,
you should avoid putting too many
multimedia elements into it.

Multimedia files - like sound and video

clips - are quite large, and they take up a
lot of disk space. If you want your
presentation to fit on a single CD, you
should keep the multimedia files to a
minimum. The less disks used, the less
chance of them getting lost.

Keep It Together
Let's say you want each of your students
to create a presentation that will be
packed on a disk. To help you stay
organized, it's a good idea to create a
separate folder for each student - giving
each folder the student's first initial and
last name, for example.

When students create and save their

presentations, make sure they save them
to their own individual folders. They
should also transfer any multimedia files
to this same directory - the transfer should
be done as soon as a new multimedia file
is added to the presentation.

Print Check
Before your students send their
presentations to the printer, you should
check it over and approve it - just to make
sure it's appropriate in every little way.
You'll need to make sure the printer has
the capacity to print the entire
presentation - that is, the printer must
have enough available memory to do the
job.

To save paper and ink:

1. Click the Microsoft Office button

and select Print.

2. Click the Properties button. A

printer dialog box will appear.

3. Click the Page layout tab and

select the 2-sided printing option if
available, or choose to print more
than one page per sheet.

4. Click OK on the printer dialog box

and then click OK on the Print dialog
box.