PowerPoint 2007 For Dummies®
Published by
Wiley Publishing, Inc.
111 River St.
Hoboken, NJ 07030-5774
www.wiley.com
Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www.wiley.com/go/permissions.
Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. Microsoft and PowerPoint are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Website is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Website may provide or recommendations it may make. Further, readers should be aware that Internet Websites listed in this work may have changed or disappeared between when this work was written and when it is read.
For general information on our other products and services, please contact our Customer Care Department within the U.S. at 800-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002.
For technical support, please visit www.wiley.com/techsupport.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.
Library of Congress Control Number: 2006934818
ISBN-13: 978-0-470-04059-1
ISBN-10: 0-470-04059-9
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
1O/QU/RS/QW/IN
Doug Lowe has written enough computer books to line all the birdcages in California. His other books include Word 2007 All-in-One Desk Reference For Dummies, Java All-in-One Desk Reference For Dummies, and Networking For Dummies, Sixth Edition.
Although Doug has yet to win a Pulitzer Prize, he remains cautiously optimistic. He is hopeful that George Lucas will pick up the film rights to this book and suggests PowerPoint Episode 2,007: The Phantom Presentation as a working title.
Doug lives in sunny Fresno, California, where the motto is either “We Love Arnold!” or “We Hate Arnold!” (we can’t decide which) with his wife, Debbie, and a couple of crazy dogs.
To Debbie, Rebecca, Sarah, and Bethany.
I’d like to thank the whole crew at Wiley who helped with this edition. Melody Layne got the project rolling and nudged it along when it needed nudging. Project editor Mark Enochs did a great job keeping everything afloat and was very patient as deadlines came and chapters didn’t. Copy editor Virginia Sanders (with help from Jennifer Riggs) did a fantastic job with all the details, including dotting all the t’s and crossing all the i’s, or something like that. Stuart Stuple gave the entire manuscript a thorough technical review and made many excellent suggestions. And, of course, many other people pitched in.
I’d also like to thank everyone who helped out with previous editions of this book: Kala Schrager, Rebecca Mancilla, Doug Sahlin, Andrea Boucher, Garret Pease, Steve Hayes, Kel Oliver, Nancy DelFavero, Grace Jasmine, Rev Mengle, Tina Sims, Pam Mourouzis, Leah Cameron, Jim McCarter, Kezia Endsley, Becky Whitney, and Michael Partington.
We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register.
Some of the people who helped bring this book to market include the following:
Acquisitions, Editorial, and Media Development
Project Editor: Mark Enochs
Acquisitions Editor: Melody Layne
Copy Editor: Virginia Sanders
Technical Editor: Stuart Stuple
Editorial Manager: Leah Cameron
Media Development Manager: Laura VanWinkle
Editorial Assistant: Amanda Foxworth
Sr. Editorial Assistant: Cherie Case
Cartoons: Rich Tennant (www.the5thwave.com)
Composition Services
Project Coordinators: Adrienne Martinez, Patrick Redmond
Layout and Graphics: Claudia Bell, Carl Byers, Lavonne Cook, Clint Lahnen, Barbara Moore, Barry Offringa, Alicia B. South, Erin Zeltner
Proofreaders: Susan Moritz, Sossity R. Smith
Indexer: Techbooks
Anniversary Logo Design: Richard Pacifico
Special Help
Jennifer Riggs
Publishing and Editorial for Technology Dummies
Richard Swadley, Vice President and Executive Group Publisher
Andy Cummings, Vice President and Publisher
Mary Bednarek, Executive Acquisitions Director
Mary C. Corder, Editorial Director
Publishing for Consumer Dummies
Diane Graves Steele, Vice President and Publisher
Joyce Pepple, Acquisitions Director
Composition Services
Gerry Fahey, Vice President of Production Services
Debbie Stailey, Director of Composition Services
Title
Introduction
About This Book
How to Use This Book
What You Don’t Need to Read
Foolish Assumptions
How This Book Is Organized
Icons Used in This Book
Where to Go from Here
Part I : Basic PowerPoint 2007 Stuff
Chapter 1: Welcome to PowerPoint 2007
What in Sam Hill Is PowerPoint?
Introducing PowerPoint Presentations
Starting PowerPoint
Navigating the PowerPoint Interface
Unraveling the Ribbon
The View from Here Is Great
Creating a New Presentation
Displaying Your Presentation
Saving Your Work
Opening a Presentation
Closing a Presentation
Exiting PowerPoint
Chapter 2: Editing Slides
Moving from Slide to Slide
Working with Objects
Editing a Text Object
Selecting Text
Using Cut, Copy, and Paste
Using the Clipboard Task Pane
Oops! I Didn’t Mean It (The Marvelous Undo Command)
Deleting a Slide
Duplicating a Slide
Finding Text
Replacing Text
Rearranging Your Slides in Slide Sorter View
Chapter 3: Working in Outline View
Calling Up the Outline
Selecting and Editing an Entire Slide
Selecting and Editing One Paragraph
Promoting and Demoting Paragraphs
Adding a New Paragraph
Adding a New Slide
Moving Text Up and Down
Collapsing and Expanding the Outline
Chapter 4: Proofing Your Presentations
Checking Spelling As You Go
Spell Checking After-the-Fact
Using the Thesaurus
Capitalizing Correctly
Using the AutoCorrect Feature
Chapter 5: Don’t Forget Your Notes!
Understanding Notes
Adding Notes to a Slide
Adding an Extra Notes Page for a Slide
Adding a New Slide from Notes Page View
Printing Notes Pages
Displaying Notes on a Separate Monitor
Chapter 6: Show Time!
The Quick Way to Print
Using the Print Dialog Box
Using the Print Preview Command
Starting a Slide Show
Setting Up a Slide Show
Setting Up a Projector
Keyboard and Mouse Tricks for Your Slide Show
Scribbling on Your Slides
Rehearsing Your Slide Timings
Using Custom Shows
Chapter 7: Getting Help!
Several Ways to Get Help
Finding Your Way Around in Help
Getting Help on the Internet
Part II : Creating Great-Looking Slides
Chapter 8: All about Fonts and Text Formatting
Changing the Look of Your Text
Big Picture Text Formatting
Creating Fancy Text with WordArt
Chapter 9: Designing Your Slides
Looking at the Design Tab
Designing the Page Setup
Working with Themes
Using Background Styles
Chapter 10: Animating Your Slides
Using the Animations Tab
Using Slide Transitions
Animating Text with Entrance and Exit Effects
Customizing Your Animation
Making Text Jiggle
Chapter 11: Masters of the Universe Meet the Templates of Doom
Working with Masters
Modifying the Slide Master
Adjusting the Handout and Notes Masters
Using Masters
Using Headers and Footers
Yes, You Can Serve Two Masters
Restoring Lost Placeholders
Working with Templates
Part III : Embellishing Your Slides
Chapter 12: Inserting Pictures and Clip Art
Exploring the Many Types of Pictures
Using Clip Art
Inserting Pictures from a File
Cropping a Picture
Adding Style to Your Pictures
More Things You Can Do with Pictures
Chapter 13: Drawing on Your Slides
Some General Drawing Tips
Drawing Simple Objects
Creating Other Shapes
Styling Your Shapes
Flipping and Rotating Objects
Drawing a Complicated Picture
Chapter 14: Charting for Fun and Profit
Understanding Charts
Adding a Chart to Your Presentation
Changing the Chart Type
Working with Chart Data
Changing the Chart Layout
Changing the Chart Style
Embellishing Your Chart
Chapter 15: Working with SmartArt
Understanding SmartArt
Creating a SmartArt Diagram
Tweaking a SmartArt Diagram
Editing the SmartArt Text
Working with Organization Charts
Chapter 16: Lights! Camera! Action! (Adding Sound and Video)
Getting Ready to Add Sound to a Slide
Playing a Sound Over Several Slides
Playing a Track from a CD
Recording a Narration
Adding Video to Your Slides
Chapter 17: More Things to Insert on Your Slides
Inserting Tables
Inserting WordArt
Using Hyperlinks
Adding Action Buttons
Part IV : Working with Others
Chapter 18: Using PowerPoint’s Collaboration Tools
E-Mailing a Presentation
Using Comments
Packaging Your Presentation on a CD
Chapter 19: Working with SharePoint
Creating a My Network Places Shortcut to Your SPS Site
Accessing a SharePoint Site
Using a Document Library
Chapter 20: Using a Slide Library and Other Ways to Reuse Slides
Stealing Slides from Another Presentation
Saving Slides in a Slide Library
Stealing Slides from a Slide Library
Chapter 21: Creating a Video Presentation with Microsoft Producer
Introducing Microsoft Producer
Creating a Producer Presentation
Editing a Presentation
Saving and Publishing a Presentation
Viewing a Presentation
Part V : The Part of Tens
Chapter 22: Ten PowerPoint Commandments
I. Thou Shalt Frequently Savest Thy Work
II. Thou Shalt Storeth Each Presentation in Its Proper Folder
III. Thou Shalt Not Abuseth Thy Program’s Formatting Features
IV. Thou Shalt Not Stealeth Copyrighted Materials
V. Thou Shalt Abideth by Thine Color Scheme, Auto-Layout, and Template
VI. Thou Shalt Not Abuse Thine Audience with an Endless Array of Cute Animations
VII. Keep Thy Computer Gurus Happy
VIII. Thou Shalt Backeth Up Thy Files Day by Day
IX. Thou Shalt Fear No Evil, for Ctrl+Z Is Always with Thee
X. Thou Shalt Not Panic
Chapter 23: Ten Tips for Creating Readable Slides
Try Reading the Slide from the Back of the Room
Avoid Small Text
No More Than Five Bullets, Please
Avoid Excessive Verbiage Lending to Excessively Lengthy Text That Is Not Only Redundant but Also Repetitive and Reiterative
Use Consistent Wording
Avoid Clashing Colors
Watch the Line Endings
Keep the Background Simple
Use Only Two Levels of Bullets
Keep Charts and Diagrams Simple
Chapter 24: Ten Ways to Keep Your Audience Awake
Don’t Forget Your Purpose
Don’t Become a Slave to Your Slides
Don’t Overwhelm Your Audience with Unnecessary Detail
Don’t Neglect Your Opening
Be Relevant
Don’t Forget the Altar Call
Practice, Practice, Practice
Relax!
Expect the Unexpected
Don’t Be Boring
Chapter 25: Ten Things That Often Go Wrong
I Can’t Find My File
I’ve Run Out of Hard Drive Space
I’ve Run Out of Memory
PowerPoint Has Vanished!
I Accidentally Deleted a File
It Won’t Let Me Edit That
Something Seems to Be Missing
What Happened to My Clip Art?
I Can’t Figure Out Where the X-Y-Z Command Went
The Projector Doesn’t Work
Chapter 26: Ten Best New Features of PowerPoint 2007
The Ribbon
The Quick Access Toolbar
Themes
SharePoint Integration
Slide Reuse
Live Preview
Improved WordArt
Real Tables, at Last
Real Charts!
SmartArt
The New Document Format
: Further Reading
Welcome to PowerPoint 2007 For Dummies, the book written especially for those who are lucky enough to use this latest and greatest version of PowerPoint and want to find out just enough to finish that presentation that was due yesterday.
Do you ever find yourself in front of an audience, no matter how small, flipping through flip charts or shuffling through a stack of handwritten transparencies? You need PowerPoint! Have you always wanted to take your notebook computer with you to impress a client at lunch, but you don’t know what to do with it between trips to the salad bar? You really need PowerPoint!
Or maybe you’re one of those unfortunate folks who bought Microsoft Office because it was such a bargain and you needed a Windows word processor and spreadsheet anyway, and hey, you’re not even sure what PowerPoint is, but it was free. Who can resist a bargain like that?
Whichever way, you’re holding the perfect book right here in your formerly magic-marker-stained hands. Help is here, within these humble pages.
This book talks about PowerPoint in everyday — and often irreverent — terms. No lofty prose here; the whole thing checks in at about the fifth-grade reading level. I have no Pulitzer expectations for this book. My goal is to make an otherwise dull and lifeless subject at least tolerable, and maybe even kind of fun.
This isn’t the kind of book that you pick up and read from start to finish as though it were a cheap novel. If I ever see you reading it at the beach, I’ll kick sand in your face. This book is more like a reference — the kind of book you can pick up, turn to just about any page, and start reading. It has 26 chapters, each one covering a specific aspect of using PowerPoint — such as printing, animating your slides, or using clip art.
Each chapter is divided into self-contained chunks, all related to the major theme of the chapter.
For example, the chapter on using charts contains nuggets like these:
Understanding charts
Adding a chart to your presentation
Pasting a chart from Excel
Changing the chart type
Working with chart data
You don’t have to memorize anything in this book. It’s a need-to-know book: You pick it up when you need to know something. Need to know how to create an organization chart? Pick up the book. Need to know how to override the Slide Master? Pick up the book. After you find what you’re looking for, put it down and get on with your life.
This book works like a reference. Start with the topic that you want to find out about: To get going, look for it in the Table of Contents or in the Index. The Table of Contents is detailed enough that you should be able to find most of the topics that you look for. If not, turn to the index, where you find even more detail.
When you find your topic in the Table of Contents or the index, turn to the area of interest and read as much or as little as you need or want. Then close the book and get on with it.
This book is loaded with information, of course, so if you want to take a brief excursion into your topic, you’re more than welcome. If you want to know all about Slide Masters, read the chapter on templates and masters. If you want to know all about animation, read the chapter on animation. Read whatever you want. This is your book — not mine.
On occasion, this book directs you to use specific keyboard shortcuts to get things done. When you see something like Ctrl+Z, this instruction means to hold down the Ctrl key while pressing the Z key and then release both together. Don’t type the plus sign.
Sometimes I tell you to use a command that resides on the new ribbon interface like this: choose Home⇒Editing⇒Find. That means to click the Find button, which you’ll find in the Editing group on the Home tab.
Whenever I describe a message or information that you see on-screen, it looks like this:
Are we having fun yet?
Anything you’re instructed to type appears in bold like so: Type a:setup in the Run dialog box. Type exactly what you see, with or without spaces.
Another nice feature of this book is that whenever I discuss a certain button that you need to click in order to accomplish the task at hand, the button appears either in the margin or in a helpful table that summarizes the buttons that apply to a particular task. This way, you can easily locate it on your screen.
Some parts of this book are skippable. I carefully place extra-technical information in self-contained sidebars and clearly mark them so that you can give them a wide berth. Don’t read this stuff unless you just gots to know. Don’t worry; I won’t be offended if you don’t read every word.
I make only three assumptions about you:
You use a computer.
It’s a Windows computer — not a Macintosh.
You use or are thinking about using PowerPoint 2007.
Nothing else. I don’t assume that you’re a computer guru who knows how to change a controller card or configure memory for optimal use. These types of computer chores are best handled by people who like computers. Hopefully, you are on speaking terms with such a person. Do your best to stay there.
Inside this book are chapters arranged in six parts. Each chapter is broken down into sections that cover various aspects of the chapter’s main subject. The chapters have a logical sequence, so it makes sense to read them in order if you want. But you don’t have to read the book that way; you can flip it open to any page and start reading.
Here’s the lowdown on what’s in each of the five parts:
In this part, you review the basics of using PowerPoint. This is a good place to start if you’re clueless about what PowerPoint is, let alone how to use it.
The chapters in this part show you how to make presentations that look good. Most important are the chapters about themes (Chapter 9), and masters and templates (Chapter 11). Get the theme, template, and masters right, and everything else falls into place.
One of the nifty new features of PowerPoint 2007 is the Insert tab on the Ribbon. It’s loaded with things you can insert into your presentations. The chapters in this part explore the various goodies to be found here, such as pictures, clip art, charts, SmartArt objects, sounds, movies, tables, ginsu knives, and more!
The chapters in this part show you how to use PowerPoint’s many collaboration features, such as using revision tracking tools, creating slide libraries, and working with SharePoint.
This wouldn’t be a For Dummies book without lists of interesting snippets: ten PowerPoint commandments, ten tips for creating readable slides, ten ways to keep your audience awake, ten things that often go wrong (my all-time favorite), and ten new features for 2007.
As you’re reading all this wonderful prose, you occasionally see the following icons. They appear in the margins to draw your attention to important information. They are defined as follows:
.jpg)
Yes, you can get there from here. With this book in hand, you’re ready to charge full speed ahead into the strange and wonderful world of desktop presentations. Browse through the Table of Contents and decide where you want to start. Be bold! Be courageous! Be adventurous! Above all else, have fun!
In this part . . .
O nce upon a time, the term presentation software meant poster board and marker pens. Now, however, programs such as Microsoft PowerPoint enable you to create spectacular presentations on your computer.
The chapters in this part compose a bare-bones introduction to PowerPoint. You find out exactly what PowerPoint is and how to use it to create simple presentations. More-advanced stuff, such as adding charts or using fancy text fonts, is covered in later parts. This part is just the beginning. As a great king once advised, it is best to begin at the beginning and go on until you come to the end; then stop.