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You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-422: PowerPoint 2013
Topics : Create and manage presentations : Configure and present slideshows •Create custom slideshows, configure slideshow options, rehearse timing, configure slideshow resolution, use Presenter View, navigate within slideshows, annotate slideshows
Microsoft Help:-
Create custom slideshows
Overview of custom shows
Create a basic custom show
Create a hyperlinked custom show
Start a custom show from within Office PowerPoint 2007
There are two kinds of custom shows:
- Basic A basic custom show is a separate presentation or a presentation that includes some of the slides of the original.
- Hyperlinked A hyperlinked custom show is a quick way to navigate to one or more separate presentations.
- In PowerPoint, a hyperlink is simply a bit of text or a graphic image that you can click when viewing a slide to summon another slide, another presentation, or perhaps some other type of document, such as a Word document or an Excel spreadsheet.
- The hyperlink may also lead to a page on the World Wide Web. For example, suppose that you have a slide that contains a chart of sales trends. You can place a hyperlink on the slide that, if clicked during a slide show, summons another slide presenting the same data in the form of a table. That slide can in turn contain a hyperlink that, when clicked, summons an Excel spreadsheet that contains the detailed data on which the chart is based. Another common use for hyperlinks is to create a table of contents for your presentation.
- You can create a slide — usually the first or second slide in the presentation — that contains links to other slides in the presentation. The table of contents slide may include a link to every slide in the presentation, but more likely, it contains links to selected slides. For example, if a presentation contains several sections of slides, the table of contents slide may contain links to the first slide in each section. Hyperlinks are not limited to slides in the current presentation.
- Hyperlinks can lead to other presentations. When you use this kind of hyperlink, a person viewing the slide show clicks the hyperlink, and PowerPoint automatically loads the indicated presentation. The hyperlink can lead to the first slide in the presentation, or it can lead to a specific slide within the presentation.
- Here are a few additional thoughts to ponder concerning hyperlinks:
- Hyperlinks aren’t limited to PowerPoint presentations. In PowerPoint, you can create a hyperlink that leads to other types of Microsoft Office documents, such as Word documents or Excel spreadsheets. When the person viewing the slide show clicks one of these hyperlinks, PowerPoint automatically runs Word or Excel to open the document or spreadsheet.
- A hyperlink can also lead to a page on the World Wide Web. When the user clicks the hyperlink, PowerPoint runs Internet Explorer to connect to the Internet and displays the web page.
- Hyperlinks work only when the presentation is shown in Slide Show View. You can click a hyperlink all you want while in Outline View or Slide Sorter View, and the only thing that happens is that your finger gets tired. Links are active when viewing the slide show. In Normal View, you can activate a link by right-clicking it and choosing Open Hyperlink.
- Creating a hyperlink to another slide Adding a hyperlink to a presentation is easy. Just follow these steps:
- Select the text or graphic object that you want to make into a hyperlink. The most common type of hyperlink is based on a word or two of text in a slide’s body text area.
- Choose Insert➪Links➪Hyperlink. Alternatively, click the Insert Hyperlink button found on the standard toolbar or use the keyboard shortcut Ctrl+K. One way or the other, the Insert Hyperlink dialog box
- The dialog box has four icons on the left side, as follows:
- Existing File or Web Page: You can link to another file in another application, or to a web page on the Internet.
- Place in This Document: You can link one part of your PowerPoint presentation to another part.
- Create New Document: You can, however, choose now or another time to edit the new document by clicking the appropriate button.
- E-mail Address: Use this to link to an e-mail address. This feature is useful in an intranet or Internet setting because this link allows the reader to write an e-mail to the e-mail address that you link to.
- Click the Place in This Document icon on the left side of the dialog box. A list of the slides in the current presentation appears in the dialog box.
- Click the slide that you want the hyperlink to lead to and then click OK. The Insert Hyperlink dialog box vanishes, and the hyperlink is created.
- Insert Media from the Internet
- When you try to use only your own resources to design a presentation, you severely limit yourself while designing it. The Internet has an unlimited amount of clip art, pictures, video clips, and audio clips. Much of this media is royalty-free, as is the case with the media from the Microsoft Office.com website. Searching the Internet for this type of content can be cumbersome, but PowerPoint has a search feature for just this purpose so you can save time and effort. You can insert the perfect video or picture directly into your presentation with just one or two keywords.
- Select a slide in Normal view.
- Click the Insert tab.
- Click Online Picture. The Insert Pictures dialog box appears.
- Click the Office.com Clip Art text box and type a keyword.
- Click the Search icon The Office.com results appear. - You can click the Close button to cancel. - Note the picture description and picture size.
- Click Back to Sites.
- Repeat Steps 4 and 5 using the Bing Image Search. The Bing Image Search results appear. -Note the picture description, picture size, and the hyperlink to the website where the picture originates. --Some of these pictures are not royalty-free.
- Click Show all web results for even more results.
- Click an image.
- Click Insert (--The image you selected appears on the slide. Note: PowerPoint filters its search to the choice you make. For example, if you click the Video button on the Insert tab, PowerPoint only searches for videos. )
- Creating a hyperlink to another presentation or to a website Creating a hyperlink that opens another presentation is much like the procedure described in the preceding section, "Creating a hyperlink to another slide," but with a couple important differences:
- Select the text or graphical object that you want to make into a hyperlink.
- Click the Hyperlink button in the Links group on the Insert tab. The Insert Hyperlink dialog box appears
- Click the Existing File or Web Page icon in the list of icons on the left side of the dialog box.
- Click Current Folder.
- Select the file that you want to link to. You might have to rummage about your hard drive to find the presentation. The presentation that you link to doesn’t have to be in the same folder or even on the same drive as the current presentation. In fact, you can link to a presentation that resides on a network file server.
- Click OK. ( When you follow a link to another presentation, PowerPoint automatically opens the other presentation. This means that you now have both presentations open. When you’re finished viewing the second presentation, close it to return to the original presentation. )
- Adding Action Buttons
- An action button is a special type of AutoShape that places a button on the slide. When the user clicks the button during a slide show, PowerPoint takes whatever action you’ve designated for the button.
- A well-planned arrangement of action buttons scattered throughout a presentation can make it easy for someone to view the presentation in any order he or she wants.
- The following sections describe how action buttons work and show you how to add them to your presentations.
- Assigning button actions When you create an action button, you assign both a shape for the button (you have 12 shapes to choose from; ) and an action to be taken when the user clicks the button or merely points the cursor at it. The action for a button can be any of the following:
- Activate a hyperlink: This is the most common button action. It causes a different slide in the current presentation, a different presentation altogether, a non-PowerPoint document, or even an Internet web page to appear.
- Run a program: For example, you can set up a button that runs Microsoft Word or Excel.
- Run a macro: PowerPoint lets you create macros, which are programs written in a powerful programming language called Visual Basic for Applications.
- Play a sound: This is just one way to add sound to a PowerPoint presentation.
- Choosing button shapes PowerPoint provides a selection of built-in shapes for action buttons. lists the action button shapes that you can place in your presentation and indicates what type of action is associated with each type.
- Back or Previous Displays the preceding slide in the presentation
- Forward or Next Displays the next slide in the presentation
- Beginning Displays the first slide in the presentation
- End Displays the last slide in the presentation
- Home Displays the first slide in the presentation
- Information No default action for this button type
- Return Displays the most recently viewed slide
- Movie No default action for this button type
- Document No default action for this button type
- Sound No default action for this button type
- Help No default action for this button type
- Custom No default action for this button type
- Creating a button To add a button to a slide, follow these steps:
- Move to the slide on which you want to place a button.
- Open the Insert tab on the Ribbon, click the Shapes button in the Illustrations group, and select one of the Action Button shapes found at the bottom of the gallery that appears.
- Draw the button on the slide Start by pointing to the spot where you want the upper-left corner of the button to appear. Then click and drag to where you want the lower-right corner of the button to appear. When you release the mouse button, the Action Settings dialog box appears
- If you want, change the action settings for the action button. In most cases, the default setting for the action button that you chose is appropriate for what you want the button to do. For example, the action setting for a Forward or Next button is Hyperlink to Next Slide. If you want the slide to hyperlink to some other location, change the Hyperlink To setting.
- Click OK. The Action Settings dialog box vanishes, and the button is created.
- Here are some additional thoughts concerning action buttons:
- Change the look of a button: You can format action buttons like any other shape object. Therefore, you can use Drawing Tools on the Ribbon to apply fill colors, line styles, or shape effects such as bevels and 3-D rotations.
- Move a button: To move a button, just click it to select it. Then use the mouse to drag the button to a new location.
- Change the action setting for a button: You can change the action setting for a button by right-clicking the button and choosing the Action Settings command.
configure slideshow options
Introducing PowerPoint Options
PowerPoint provides a wide variety of option settings that enable you to customize how it performs. The options are grouped on tabs in the PowerPoint Options dialog box, and then further grouped into categories. You can change these settings to control the behavior of certain features in PowerPoint, and optimize less noticeable settings :-
- General Options In the General options, you can enable or disable the Mini Toolbar and Live Preview. The Mini Toolbar is a floating contextual toolbar that gives you quick access to formatting commands when you select text. Live Preview shows how a feature affects your slide when you position the mouse pointer ( ) over a choice in a gallery. You can enable or disable ScreenTips, which is the feature that gives you pop-up descriptions of command buttons when you position the mouse pointer ( ) over a command button on the ribbon. You can also change the username, which appears in the properties of presentations.
- Save Options You can adjust the way PowerPoint saves presentations with the Save options. This tab controls the default file location for saving documents, and allows you to choose the default file format. AutoRecovery automatically saves your PowerPoint presentation at regular intervals so that if PowerPoint unexpectedly closes, it can recover your work. You can disable AutoRecovery or adjust how often AutoRecovery automatically saves presentations. You can even save the fonts you use in your presentation so you can guarantee that the presentation looks good even on a computer that does not recognize the fonts you use.
- Advanced Options Advanced options allow you to customize settings for printing, some editing, and slide show features. Some settings, such as print options, only apply to individual PowerPoint presentations. Advanced options control what you see on the screen during slide show presentations. For example, you can control whether you see the pop-up toolbar during presentations. The slide show pop-up toolbar allows you to perform various tasks during a slide show presentation. Cut, copy, and paste options and display options are also found here.
- Add-ins Add-ins are small chunks of programming that enhance the functionality of PowerPoint. Add-ins can be developed specifically for PowerPoint, or can be Component Object Model (COM) add-ins that enable you to use the functionality of another program in PowerPoint, such as a PDF writer or screen-capture program. You can get add-ins that give you special tools to design presentations or that add special functionality to your slide shows. Add-ins are available through third parties, or you can create them if you have programming experience.
- Proofing Options The Proofing tab affects the way that Microsoft Office checks for spelling and grammar errors in PowerPoint. Changes to these settings also affect the settings in the other Microsoft Office programs. You can add words to the custom dictionary and make exceptions to spelling rules. You can customize the powerful AutoCorrect and AutoFormat tools. While you type, AutoCorrect detects possible spelling errors and AutoFormat adjusts formatting to the surrounding formatting. You can control settings such as whether PowerPoint automatically capitalizes the first words of sentences and whether it checks the spelling of words that are in all uppercase.
- Language Options The Language tab allows you to choose the language used for the ribbon, tabs, ScreenTips, and Help. You can include additional editing languages, which affect dictionaries, grammar checking, and sorting. This is useful if you use languages other than English in your presentations, such as when your organization has divisions or departments overseas. If you use languages other than English, setting up and using these options can make your experience with PowerPoint 2013 a delightful one.
- Ribbon and Quick Access Toolbar Options Although you can add a limited number of commands to the Quick Access Toolbar from the toolbar itself, you can add any command to it from the Quick Access Toolbar tab in the Options dialog box. Along with being able to add commands to the ribbon, you can also add tabs, add groups, and rename existing tabs and groups. An excellent use of this feature is to create a ribbon tab with your most commonly used commands so they are at your fingertips on a single tab, thereby making design work efficient and effective.
- Trust Center In the Trust Center, you can read the Microsoft privacy statements and learn about security. Malicious programs can be attached to documents in various ways. You can customize settings to control the behavior of safeguards used against these threats. If you open only presentations that you trust, you can minimize security so there is no need to respond to security messages. If you open presentations of unknown origin, you can heighten the security so that malicious programs cannot affect your computer through a PowerPoint presentation.
- slideshow options You can change which features are available in the various PowerPoint views. The availability of these features may be determined by the option settings or by the type of presentation. In the Display and Slide Show options, you can select which view PowerPoint uses by default, such as Normal view or Slide Sorter view. You can also control whether the toolbar appears during the slide show presentation. These choices ensure that your preferred tools are on-screen when you need them.
- Click the File tab to show Backstage view.
- Click Options. The PowerPoint Options dialog box appears.
- 3 Click Advanced.
- 4 Click and drag the scroll bar to locate the Display and Slide Show headings.
- 5 Click to enable ( ) or disable ( ) options under the Display heading.
- 6 Click the spinner box ( ) to change the number of files displayed in the Recent list on the File tab. A You can position your mouse pointer ( ) over the information icon ( ) to see a brief description of an option.
- Click the Open all documents using this view down arrow ( ).
- 8 Click a viewing choice. PowerPoint uses the specified view when opening presentations.
- 9 Click to enable ( ) or disable ( ) options affecting behavior during a slide show. --- Determines whether you can use the shortcut menu. --- Controls the toolbar that faintly appears at the bottom-left corner of slides. --- Determines whether you can save annotations you made on the slides upon exiting the slide show. ---- Determines whether the slide show ends with a blank, black slide.
- Click OK. PowerPoint applies your new settings and closes the PowerPoint Options dialog box.
rehearse timing
Rehearsing and Timing
- Some people like presentations that advance automatically, and others like to control the advance of slides with a tap of the screen. Whatever your preference, you can use the Rehearse Timings tool to practice the amount of time you want to allow for each slide in your presentation. When you get the timing the way you like it, if you want to automate the presentation, you can record your settings and save them as part of your presentation file. If you just want to use the tool to rehearse, you can opt not to save the timing data.
- Your Presentation Slide presentations and theatrical presentations have this in common: They are as good as the number of times you rehearse them. Be sure to rehearse your presentation many times over. The more you rehearse, the more comfortable you are giving a presentation. Follow these steps to rehearse a presentation, record its length, and record how long each slide is displayed:
- Select the first slide in your presentation.
- Go to the Slide Show tab.
- Click the Rehearse Timings button. The Recording toolbar appears and you switch to Slide Show view.
- Give your presentation one slide at a time and click the Next button on the Recording toolbar to go from slide to slide. When each slide appears, imagine that you’re presenting it to an audience. Say what you intend to say during the real presentation. If you anticipate audience members asking questions, allot time for questions. The Recording toolbar tells you how long each slide has been displayed and how long your presentation is so far. You can do these tasks from the Recording toolbar:
- Go to the next slide: Click the Next button.
- Pause recording: Click the Pause Recording button to temporarily stop the recording so that you can feed the dog or take a phone call. Click the Resume Recording button to resume recording.
- Repeat a slide: Click the Repeat button if you get befuddled and want to start over with a slide. The slide timing returns to 0:00:00.
- In the dialog box that asks whether you want to keep the slide timings, note how long your presentation is . Is your presentation too long or too short? I hope, like baby bear’s porridge, your presentation is "just right." But if it’s too long or short, you have some work to do. You have to figure out how to shorten or lengthen it.
- In the dialog box that asks whether you want to keep the new slide timings, click Yes if you want to see how long each slide stayed onscreen during the rehearsal. By clicking Yes, you can go to Slide Sorter view and see how long each slide remained on-screen.
- If you save the slide timings, PowerPoint assumes that, during a presentation, you want to advance to the next slide manually or after the recorded time, whichever comes first. For example, suppose the first slide in your presentation remained on-screen for a minute during the rehearsal. During your presentation, the first slide will remain on-screen for a minute and automatically yield to the second slide unless you click to advance to the second slide before the minute has elapsed. If you recorded slide timings strictly to find out how long your presentation is, you need to tell PowerPoint not to advance automatically to the next slide during a presentation after the recorded time period elapses. On the Slide Show tab, deselect the Use Timings check box.
configure slideshow resolution
use Presenter View
If two monitors are connected to your computer, you have the option of using Presenter view to give presentations. In Presenter view, the full-screen slide appears on one monitor and a special screen for showing your presentation appears in the other. In this screen, speaker notes are easier to read and the buttons and other controls for getting from slide to slide are larger. Moreover, a timer shows you how long each slide has been on-screen. Regardless of whether two monitors are connected to your computer, you can test-drive Presenter view by pressing Alt+F5. To give presentations in Presenter view, go to the Slide Show tab and select Use Presenter View. On the Monitor drop-down list, choose Automatic to allow PowerPoint to choose which monitor the audience sees, or choose a monitor name to select the monitor yourself.
PowerPoint 2013 makes it easier than ever to present with the introduction of the new Presenter View feature. Presenter View brings together all the elements you need in one handy interface that only you can see. You can see the slide your audience is viewing and write on the slide by using pen and laser tools. Also with Presenter View, you can move among all your slides easily, see which slide is next in queue, and review your slide notes while you present.
Display presenter view option are :
- On the ribbon, tap the Slide Show tab.
- In the Start Slide Show group, tap From Beginning to start the slide show.
- Tap the lower-left corner of the display to reveal the navigation controls.
- Tap the More Options button (the ellipsis character) to display the Options list.
- Tap Show Presenter View. Presenter View opens on your screen, but it is not visible to your audience.
navigate within slideshows,
Adding Action Buttons
- An action button is a special type of AutoShape that places a button on the slide. When the user clicks the button during a slide show, PowerPoint takes whatever action you’ve designated for the button.
- A well-planned arrangement of action buttons scattered throughout a presentation can make it easy for someone to view the presentation in any order he or she wants.
- The following sections describe how action buttons work and show you how to add them to your presentations.
- Assigning button actions When you create an action button, you assign both a shape for the button (you have 12 shapes to choose from; ) and an action to be taken when the user clicks the button or merely points the cursor at it. The action for a button can be any of the following:
- Activate a hyperlink: This is the most common button action. It causes a different slide in the current presentation, a different presentation altogether, a non-PowerPoint document, or even an Internet web page to appear.
- Run a program: For example, you can set up a button that runs Microsoft Word or Excel.
- Run a macro: PowerPoint lets you create macros, which are programs written in a powerful programming language called Visual Basic for Applications.
- Play a sound: This is just one way to add sound to a PowerPoint presentation.
- Choosing button shapes PowerPoint provides a selection of built-in shapes for action buttons. lists the action button shapes that you can place in your presentation and indicates what type of action is associated with each type.
- Back or Previous Displays the preceding slide in the presentation
- Forward or Next Displays the next slide in the presentation
- Beginning Displays the first slide in the presentation
- End Displays the last slide in the presentation
- Home Displays the first slide in the presentation
- Information No default action for this button type
- Return Displays the most recently viewed slide
- Movie No default action for this button type
- Document No default action for this button type
- Sound No default action for this button type
- Help No default action for this button type
- Custom No default action for this button type
- Creating a button To add a button to a slide, follow these steps:
- Move to the slide on which you want to place a button.
- Open the Insert tab on the Ribbon, click the Shapes button in the Illustrations group, and select one of the Action Button shapes found at the bottom of the gallery that appears.
- Draw the button on the slide Start by pointing to the spot where you want the upper-left corner of the button to appear. Then click and drag to where you want the lower-right corner of the button to appear. When you release the mouse button, the Action Settings dialog box appears
- If you want, change the action settings for the action button. In most cases, the default setting for the action button that you chose is appropriate for what you want the button to do. For example, the action setting for a Forward or Next button is Hyperlink to Next Slide. If you want the slide to hyperlink to some other location, change the Hyperlink To setting.
- Click OK. The Action Settings dialog box vanishes, and the button is created.
- Here are some additional thoughts concerning action buttons:
- Change the look of a button: You can format action buttons like any other shape object. Therefore, you can use Drawing Tools on the Ribbon to apply fill colors, line styles, or shape effects such as bevels and 3-D rotations.
- Move a button: To move a button, just click it to select it. Then use the mouse to drag the button to a new location.
- Change the action setting for a button: You can change the action setting for a button by right-clicking
annotate slideshows
PowerPoint enables you to draw freehand on your screen during a slide show with a pen tool. You can use it to highlight or annotate important points in the slide show. You can choose Pen for a thin, opaque line, or Highlighter, which gives you a much thicker, translucent line. You can also choose a color for both. You can save annotations so they appear the next time you present your slide show — PowerPoint asks if you want to save annotations when you exit the show, but only if that option is enabled in PowerPoint Options
- With your presentation in Slide Show view, click the Pen icon ( ) on the on-screen toolbar.
- Click Pen. The pointer changes to a point of color on the screen. A You can click to change the color of the Pen or Highlighter.
- Click and drag on the screen around the area you want to identify. A line appears where you dragged the mouse.
- Press to turn off the Pen.
- Click the Pen icon ( ) on the on-screen toolbar.
- Click Highlighter. The pointer changes to a rectangular patch of color on the screen.
- Click and drag on the screen over the area you want to highlight. A thick, translucent line appears where you dragged the mouse.
- Press to turn off the Highlighter.
- Press to exit the slide show. PowerPoint asks if you want to save your annotations.
- Click Keep or Discard.
keyboard shortcut : Erase on-screen annotations E
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