Changing the Default Options in PowerPoint 2010 You can customize PowerPoint 2010 program settingsuser interface, language,

and text formatting settingsby using the PowerPoint Options dialog box. To view the PowerPoint 2010 options, click the File tab, and then on the File tab, click Options. In the PowerPoint Options dialog box, the program options are grouped into various categoriesGeneral, Proofing, Save, Language, and Advanced. The following table describes how to set the various options in some of these categories. General: On the General page, you can set options for the user interface and new presentations. In addition, you can personalize your copy of PowerPoint 2010 by specifying a user name. The following options are available on the General page:

Show Mini Toolbar on selection. Select this check box if you want the Mini toolbar to appear when you select text on a slide. Enable Live Preview. Select this check box to see a preview of how an editing or formatting option affects the appearance of data on the slide. Color scheme. Click the Color scheme arrow and select a color to change the color scheme of the PowerPoint 2010 interface. ScreenTip style. Select an option from this list to specify the style of the screentip.

Personalize your copy of Microsoft Office. Use the User name text box to specify your name to personalize your copy of PowerPoint 2010. Proofing : On the Proofing page, you can determine the spelling and correction options. The following options are available on the Proofing page:

Ignore words in UPPERCASE. Select this check box if you do not want words in uppercase to be included in the spell check. For example, if you work with a lot of acronyms or company-specific abbreviations, you might want them to be ignored during spell check. Ignore words that contain numbers. Select this check box to prevent PowerPoint 2010 from checking the spelling of words that contain digits in them, such as license or model numbers. Ignore Internet and file addresses. Select this check box to ensure that Web site URLs and file paths are not included in the spell check. Flag repeated words. Select this check box to ensure that the repeated words in a row, such as "the the" are indicated. Enforce accented uppercase in French. Select this check box to flag non-accented uppercase characters as spelling errors if the editing language is French. Suggest from main dictionary only. Select this check box to ensure that PowerPoint 2010 uses only the built-in dictionary for spell check.

Custom Dictionaries. Use this button to create, add, edit, or change the language of a custom dictionary. French modes and Spanish modes. Use these lists to specify spell-check options for French or Spanish, if you use these languages in your presentation. For example, you can specify using only traditional spellings in French. Check spelling as you type. Clear this check box if you do not want to check spelling while typing. Use contextual spelling. Select this check box to flag possible errors in context. Hide spelling errors. Select this check box to bypass spelling errors.

Save: The Save page includes the following options that you can use to customize how presentations are saved:

Save files in this format. Select a file format from this list to set it as the default format for saving presentations. Save AutoRecover information. Select this check box to configure PowerPoint 2010 to automatically save and recover presentations in specific time intervals. You can then specify the required time interval. This setting helps restore the presentation you are working on if PowerPoint 2010 closes due to some error, or if you close the program without saving the presentation. Keep the last autosaved version if I close without saving. Select this check box if you want PowerPoint 2010 to keep the last automatically saved version of a presentation when you close it without saving. AutoRecover file location. Specify the default location for saving autorecovered files in this box. Default file location. Specify the default location for saving presentations in this box. Save checked-out files to. Select an option in this section to specify a server location for saving checked-out files to server drafts location on your computer or the Web server. Server drafts location. In this box, specify the location on your computer where you want to save the checked-out files from the document management server. Show detailed merge changes when a merge occurs. Select this check box to specify file merge options for shared document management server files. Embed fonts in the file. Select this check box if you want to reduce file size by embedding characters used in the presentation, or make it easy for others to edit the presentations by embedding all characters.

Advanced On the Advanced page, you can set various editing, display, print, and Web options.

Editing options. You can modify the default settings by clearing the When selecting, automatically select entire word and Allow text to be dragged and

dropped check boxes. You can specify the number of undo actions that PowerPoint 2010 provides. Display. You can change the number of files that appear in the list of recently used files, choose whether to display vertical ruler, and whether to show shortcut keys in ScreenTips. Select the Disable hardware graphics acceleration check box to prevent the video card from using graphic acceleration features.

NoteYou can turn on hardware graphics acceleration to troubleshoot problems with the display, but it might decrease display performance. Use the Open all documents using this view list to set all presentation files to open in a particular view, such as Normal, Outline, or Slide Sorter.

Print. In this section, the Print in background check box is selected by default to enable print spooling for faster application response time. Select the Print TrueType fonts as graphics check box to send TrueType fonts to the printer as graphics instead of fonts. You can change an object that has a different resolution than the printer to match the printer resolution by selecting the Print inserted objects at printer resolution check box. Select the High quality check box if you require high quality prints.

Customizing the Quick Access Toolbar and the Ribbon

In the Backstage view, when you click Options, the PowerPoint Options dialog box opens. This dialog box helps you customize the Quick Access Toolbar and the ribbon. The following table describes the customization options. Customize the Quick Access Toolbar: To customize the Quick Access Toolbar, in the PowerPoint Options dialog box, open the Quick Access Toolbar page. Using this page, you can add commands to or remove commands from the Quick Access Toolbar and save the customizations that you make in a file. Adding Commands to the Quick Access Toolbar In the Choose commands from list, you can select a specific tab or category that you want to add commands from. The box below the list displays the commands associated with the selected option. To add a command, select the required command, and then click Add. Alternatively, to add a command that is on the ribbon to the Quick Access Toolbar, rightclick the command, and then click Add to Quick Access Toolbar.

You can choose to use the customized Quick Access Toolbar only for the current presentation or for all presentations by selecting the appropriate option in the Customize Quick Access Toolbar list. Changing the Location of the Quick Access Toolbar By default, the Quick Access Toolbar appears above the ribbon in the PowerPoint 2010 program window. You can place it below the ribbon by selecting the Show Quick Access Toolbar below the Ribbon check box. Exporting the Customizations You can save and export the customizations that you make to the Quick Access Toolbar to a file on your computer. Other users can then import this customization file and use the customized Quick Access Toolbar. To export the customizations, click Import/Export, and then click Export all customizations. Using the File Save dialog box, save the customization file to your computer. Customize the ribbon: To customize the ribbon, in the PowerPoint Options dialog box, open the Customize Ribbon page. Using this page, you can add, remove, and reorder tabs, groups, and commands on the ribbon.

Create a new tab. To create a new tab on the ribbon, click New Tab. PowerPoint 2010 adds a tab, New Tab (Custom) in the Customize the Ribbon box on the right. The custom tab includes a custom group by default. Rename a tab or group. To rename a tab or group, in the Customize the Ribbon box, select the required tab or group, and then click Rename. In the Rename dialog box, specify a suitable name for the tab or group. Add a group to a tab. To add a group to a tab, first select the tab, and then click New Group. Notice that the new group is added to the tab. You can add groups to the default tabs also. Add a command. To add a command to a group or tab, select the required tab or group in the Customize the Ribbon box on the right. In the Choose commands from box, select the required category of commands. The box below displays the commands for the selected category. Select the required command and then click Add. The command appears in the tab or group you select in the Customize the Ribbon box. Reorder tabs or groups. To reorder tabs or groups, in the Customize the Ribbon box, select the required tab or group, and then click the Move Up or Move Down buttons as required.

Hide a tab or group. To hide a tab or group, in the Customize the Ribbon box, clear the relevant tab or group check box. Selecting the check box displays the tab or group on the ribbon. Reset the ribbon. To reset the changes that you made to the ribbon, click Reset. Export customizations. To save and export the customizations that you made to the ribbon, click Import/Export, and then click Export all customizations. In the File Save dialog box, save the customizations to an Exported Office UI file on your computer.

Creating a Slide Master In PowerPoint 2010, using the options on the View tab, you can customize the slide master, the handout master, and the notes master. In the left pane, PowerPoint 2010 displays the default, associated slide layouts below the blank slide master. You can apply a predefined theme to the slide master. Notice that the selected theme is also applied to all the slide layouts in the slide master. You can customize a theme by modifying the color scheme included in the theme. Similarly, you can modify the font scheme of the theme. You can also add effects to the selected theme. In addition, you can apply a background style. To maintain consistency, you can define the style of bullets, indentation, and spacing for bulleted text. To customize the bullet style, you can select a type of bullet. You can also specify the size of bullet shape with respect to the text on the slide. In addition, you can select the bullet color. For a wider selection of colors, in the Color list, click More Colors. You can specify the required indentation for each level of the bullet list. You can also use the rulers to adjust the indentation of all the bulleted text levels. Note that you need to select each level of the bullet list, and then click the required tab stop on the ruler. You can also increase or decrease the spacing of all or individual bullet list levels. In the Paragraph dialog box, specify the required spacing before and after the bullet list levels. If the slide master does not have a slide layout that you require, you can insert a new layout. You can then customize the new layout by adding placeholders. For example, you can add a picture placeholder. Specify a descriptive name for the custom layout. You can also delete any unwanted layouts. Similarly, you can add more slide layouts and slide masters for different sections within the presentation. Save the slide master as a template. Other users now can base their presentations on the saved slide master template. The layout that you added and customized now appears in the list of standard, built-in layouts in Normal view, located on the Home tab, in the Slides group.

In this demonstration, you have seen how to create a slide master with specific theme, color and font scheme, background, and bullet style. In addition, you have seen how to add a new slide layout to the slide master set and name the slide layout. Finally, you have seen how to add placeholders to the slide layout and delete unwanted slide layouts from the slide master. Demonstrated Procedure 1. To customize the Slide Master, on the View tab, in the Master Views group, click Slide Master. 2. To apply a theme to the presentation, on the Slide Master tab, in the Edit Theme group, click Themes, and then click a predefined theme. 3. To modify the color scheme, on the Slide Master tab, in the Edit Theme group, click Colors, and then click a custom or predefined color scheme. 4. To modify the font scheme, on the Slide Master tab, in the Edit Theme group, click Fonts, and then click a custom or predefined font type. 5. To apply an effect, on the Slide Master tab, in the Edit Theme group, click Effects, and then click a predefined effect. 6. To apply a background to the slides, on the Slide Master tab, click Background, click Background Styles, and then click the required background. 7. To customize the bulleted list style, in the left pane, click the Title and Content Layout thumbnail. 8. In the right pane, on the Title and Content Layout slide, select and then right-click the entire bullet list, point to Bullets, and then click Bullets and Numbering. 9. In the Bullets and Numbering dialog box, on the Bulleted tab, select a type of bullet; in the Size box, type or select the bullet size in relation to the text; in the Color list, click the required color, and then click OK. 10. To modify the indentation of the bullet levels, right-click the first bulleted text, and then click Paragraph. 11. In the Paragraph dialog box, on the Indents and Spacing tab, under Indentation, select the appropriate values, and then click OK. 12. To change the indentation of a level in the list, click the level, and then on the ruler, drag to the required tab stop. 13. To modify the spacing between the bullets, select and then right-click the entire bullet list, and then click Paragraph. 14. In the Paragraph dialog box, on the Indents and Spacing tab, under Spacing, select the required spacing values, and then click OK. 15. To insert a new layout to the slide master, on the Slide Master tab, in the Edit Master group, click Insert Layout. 16. To add a placeholder to the new slide, on the Slide Master tab, in the Master Layout group, click the Insert Placeholder arrow; select a placeholder type, and then click anywhere on the new slide layout. 17. To rename the layout, in the left pane, right-click the Custom Layout Layout: used by no slides slide, and then click Rename Layout. 18. In the Rename Layout dialog box, in the Layout name box, replace the default name with a new layout name, and then click Rename. 19. To delete a content layout, in the left pane, select the required layout; on the Slide Master tab, in the Edit Master group, select Delete Slide.

20. To save the slide master, on the File tab, click Save As. 21. In the Save As dialog box, in the File name box, type a file name. 22. In the Save as type list, click PowerPoint Template, and then click Save. Creating theme: In PowerPoint 2010, you can use one of the several predefined themes or create your own theme. To create a new theme, use the options on the Design tab to specify the background, color, font, and effects for the theme. Using the Background Styles option from the Background group, you can choose an existing background from the Background Styles gallery. Alternatively, you can format the current background by using the Format Background option. In the Format Background dialog box, you can specify the color, picture corrections, picture color, and artistic effects. To specify a color for the theme, from the Colors gallery, click Create New Theme Colors. In the Create New Theme Colors dialog box, you can specify colors for different elements of the theme. Similarly, to specify the fonts for the scheme, in the Create New Theme Fonts dialog box, select the font styles for the heading and body of the text. You can select an effectfor example, the Composite effectthat will be applied to objects that you insert on the slide. To save the custom theme, in the Themes group, click the More button, and then click the Save Current Theme option. Specify a name and location for the theme, and then click the Save button.
Customizing Slide Master and Creating New Layout

As an HR executive with Wide World Importers, you need to create a presentation that will be shown at the annual function of the company. The presentation needs to include information about the events celebrated in the company in the past year. You decide to use a slide master in PowerPoint 2010 to create the presentation. In this lab, to make the presentation visually appealing, you will customize the theme, color, and font scheme by using the slide master. To correctly organize content in the slides, you will customize the shape, color, indentation, and spacing of bulleted text. To insert the Company name and the details of the event, you will customize the header and footer of the slides. You will then name the slide layout, add a WordArt, and an image to visually enhance the presentation, and then save the Slide Master.

Note: This is a local lab. You must have PowerPoint 2010 installed on your computer to complete this lab. You must also download practice files to your computer. See the Lab Information page for more information.
Customizing Slide Master and Creating New Layout

Task 1: Customizing the Slide Master Theme In this task, you will change the slide master theme, color scheme, and font scheme for a presentation.

1.

To start PowerPoint 2010, click the Start button, point to All Programs, click Microsoft Office, and then click Microsoft PowerPoint 2010. Note By default, a presentation is created with a blank slide.

2.

To use a slide master to create a presentation, on the View tab, in the Master Views group, click Slide Master. Note The first thumbnail is the main Slide Master, and the smaller thumbnails are the associated slide layouts.

3.

To apply a theme to the slide master, on the Slide Master tab, in the Edit Theme group, click Themes, and then in the Themes gallery, under Built-In, click Austin. Note Under Built-In, the Austin theme is the third thumbnail in the second row.

4.

To modify the color scheme, on the Slide Master tab, in the Edit Theme group, click Colors, and then in the Colors gallery, under Built-In, click Elemental.

5.

To apply a font scheme, on the Slide Master tab, in the Edit Theme group, click Fonts, and then in the Fonts gallery, under Built-In, click Office Classic.

Task 2: Formatting the Slide Layouts In this task, you will specify the size, shape, and color of bullets. You will also specify the indentation and spacing of bullet levels.

1.

To customize the bulleted list style, in the left pane, click the Title and Content Layout thumbnail. Note The Title and Content Layout is the second small thumbnail under the larger slide master thumbnail.

2. 3.

On the Title and Content Layout slide, select and then right-click the entire bullet list, point to Bullets, and then click Bullets and Numbering. To change the size and the color of the bullets, in the Bullets and Numbering dialog box, on the Bulleted tab, select Star Bullets; in the Size box, replace the current value with 90. To change the color of the bullets, in the Bullets and Numbering dialog box, on the Bulleted tab, click Color; in the color palette, under Standard Colors, click Red, and then click OK. To change the alignment of the bullet levels, right-click the first bulleted item, and then click Paragraph. In the Paragraph dialog box, on the Indents and Spacing tab, under General, in the Alignment box, click Justified. To control the indentation of the first-bullet level of bullet levels, under Indentation, in the Before text box, type 0.5 and then click OK. To display the ruler, on the View tab, in the Show group, select the Ruler check box. To change the indentation of the second-level bullet, click the second level bullet, and then on the ruler above, move the lower square tab stop to the 1-inch mark.

4.

5. 6. 7. 8.
9.

10. Similarly, change the indentation of the third-level, fourth-level, and fifth-level bullets according to the table below. Bullet level Third Fourth Fifth Tab stop value 1.5 2 2.5

11. To change the spacing of bullet levels, select and then right-click the entire bullet list, and
then click Paragraph.

12. In the Paragraph dialog box, on the Indents and Spacing tab, under Spacing, in the
Before box, replace the current value with 5; in the After box, replace the current value with 2.5, and then click OK.

Task 3: Adding a Slide Layout In this task, you will add a new slide layout to the slide master.

1.

To add a new slide layout, on the Slide Master tab, in the Edit Master group, click Insert Layout. Note The new layout appears below the current slide.

2. 3. 4.

To add a placeholder to the new slide layout, in the Master Layout group, click the Insert Placeholder arrow, click Table, and then click anywhere on the slide. To provide a name for the new slide layout, in the left pane, right-click the third thumbnail under the larger slide master thumbnail, and then click Rename Layout. In the Rename Layout dialog box, in the Layout name box, type Event Details and then click Rename.

Task 4: Adding WordArt In this task, you will add WordArt to a slide.

To add WordArt to the slide, click the title placeholder; on the Insert tab, in the Text group, click WordArt, and then in the WordArt gallery, in the first row, click the second thumbnail. Note The selected WordArt style is applied to the title placeholder.

Task 5: Saving the Slide Master and Exiting PowerPoint 2010 In this task, you will save the PowerPoint file that you have created.

1. 2. 3. 4.

To save the new Slide Master, on the File tab, click Save As. In the Save As dialog box, in the File name box, type Event Slide Master and in the Save as type list, click PowerPoint Template, and then click Save. To close the Slide Master, on the Slide Master tab, in the Close group, click Close Master View. To close PowerPoint 2010, on the File tab, click Exit.

Incorporating Existing Content

In addition to creating a presentation from scratch, you can incorporate existing content in a PowerPoint 2010 presentation. You can import information from other files such as

Microsoft Word documents and Microsoft Excel workbooks. For example, you can insert and link a chart from a Microsoft Excel worksheet into a PowerPoint 2010 presentation. To import and link a chart from an Excel 2010 worksheet, perform the following steps: 1. Open the Microsoft Excel 2010 worksheet that contains the required chart. 2. In the Excel 2010 worksheet, select the chart; on the Home tab, in the Clipboard group, click Copy. 3. In the required PowerPoint 2010 presentation, click the slide on which you want to insert the chart. 4. To insert the chart and retain the original formatting, in the PowerPoint 2010 presentation, on the Home tab, in the Clipboard group, click the Paste arrow, and then click Keep Source Formatting & Link Data. Note: To apply a PowerPoint 2010 theme to the chart, click the Use Destination Theme & Link Data option. When you make changes to the chart data in the Excel 2010 worksheet, you can easily update the data in the PowerPoint 2010 presentation. To update the data, on the Chart Tools Design tab, in the Data group, click Refresh Data. Note :If you change the location of the saved worksheet, the link between the chart in the PowerPoint 2010 presentation and the worksheet will break.
Working with Clip Art, Images, and Illustrations

In PowerPoint 2010, you can add illustrations such as images, clips, and photos to enhance the presentation of information. Using the powerful editing and organizing tools in PowerPoint 2010, you can easily organize, group, and edit illustrations and other objects in a presentation. The following table describes how to organize and edit clips and illustrations. Organizing clips in collections: You can use Microsoft Clip Organizer to store various media such as clips, photographs, videos, and illustrations that you insert and use in presentations. To open the Clip Organizer, click Start, point to All Programs, click Microsoft Office, click Microsoft Office 2010 Tools, and then click Microsoft Clip Organizer. When you open Clip Organizer for the first time, it scans your computer for media files and groups them under appropriate categories. You can easily open a media file from the Clip Organizer and insert the file into your presentation without browsing to the location of the file. You can also copy a clip from one collection to another. To copy a clip from one collection to another, perform the following steps: 1. To search for a clip, on the toolbar, click Search.

2. In the Search pane, in the Search for box, type the required keyword, and then click Go. 3. In the right pane, click the arrow next to the required clip, and then click Copy to Collection. 4. In the Copy to Collection dialog box, under My Collections, select the collection folder to which you want to copy the clips, and then click OK. Note: You can create a new folder for a collection, by selecting the New button in the Copy to Collection dialog box. Associating keywords with clips: You can make clips easily searchable by adding a descriptive keyword. To add a keyword to a clip, perform the following steps: 1. 2. 3. 4. To open a collection, on the toolbar, click Collection List. In the Collection List pane, under My Collections, select the required collection. Search for the required clip. In the right pane, click the arrow next to the required clip, and then click Edit Keywords. 5. To add a new keyword, in the Keywords dialog box, on the Clip by Clip tab, in the Keyword box, type a new keyword, and then click Add. 6. To change an existing keyword, under Keywords for current clip list, select the keyword you want to modify. 7. In the Keyword box, type a new keyword, and then click Modify. Important: You cannot edit keywords of clips from the Office and Web collections. However, you can move clips from these collections to other collections and then add a new keyword. Aligning illustrations: You can arrange multiple objects, such as pictures, shapes, and SmartArt graphics, in relation to the slides axis or to other objects on a slide. To align objects by using grids and guides, perform the following steps: 1. On the Home tab, in the Drawing group, click Arrange, point to Align, and then click Grid Settings. Tip: Alternatively, you can simply right-click an empty area of the slide or the margin around the slide, and then click Grid and Guides. 1. In the Grid and Guides dialog box, under Snap to, select the Snap objects to grid check box. You can draw in straight lines when you draw a freeform shape.

2. To position shapes or objects to grid lines that run through the vertical and horizontal edges of other shapes or objects, under Snap to, select the Snap objects to other objects check box. 3. To display drawing guides on the slide, under Guide settings, select the Display drawing guides on screen check box. 4. To display guides that show when shapes are aligned to one another, select the Display smart guides when shapes are aligned check box. The objects snap up, down, left, or to right, and cover an object already placed at a position, depending on the alignment option that you select. You can undo the alignment, if the objects are stacked on top of each other or to move the objects to new position. Working with hidden or hard-to-click illustrations: When you add multiple objects to a slide, you might stack them one over another, hiding the object at the bottom. If you want to apply an effect to an object that is hidden under other objects, it would be difficult for you to access the hidden object. To select a hidden or a difficult-to-click object on a slide, perform the following steps: 1. On the Home tab, click Editing, click Select, and then click Selection Pane. 2. To show all the objects, in the Selection and Visibility pane, click Show All. 3. To select a hidden object, under Shapes on this Slide, click the visibility icon next to the required object. 4. To hide an object on the slide, under Shapes on this Slide, clear the visibility icon next to the required object. 5. To move an object one level up, under Shapes on this Slide, click the required component, and then click the Bring Forward button. 6. To move an object one level down, under Shapes on this Slide, click the required component, and then click the Send Backward button. Inserting a screenshot: In PowerPoint 2010, you can insert a screenshot or a picture of any program window that is open on your computer without leaving the PowerPoint 2010 window. You can take a screen clipping by dragging a marquee around the required screen area. After you select the required clipping area, PowerPoint 2010 automatically adds the screen clipping to the current slide. To add a screenshot to a slide, perform the following steps: 1. On the Insert tab, in the Images group, click Screenshot. The Screenshot gallery displays thumbnails of all the windows currently open on your computer. 2. To add a screenshot of a program window, in the gallery, under Available Windows, select the required thumbnail.

To add a screen clipping to a slide, perform the following steps: 1. On the Insert tab, in the Images group, click Screenshot, and then click Screen Clipping. 2. When the pointer changes to a cross, drag the pointer to mark the screen area to be clipped. PowerPoint 2010 automatically adds the marked screen area to the slide. Editing a Video: You can directly edit the video clips included in your presentation by using the Video Tools Playback tab. To trim the duration of a selected video, in the Editing group, click the Trim Video option. The Trim Video dialog box contains a green marker and a red marker on the timescale of the video. To mark the beginning of the video, drag the green marker to the required timestamp on the scale. Similarly, use the red marker to mark the end of the video. Alternatively, you can specify the start time and end time of the video in the Start Time and End Time boxes. You can quickly access a specific location in a video by adding a bookmark to a video. In the Bookmarks group, click the Add Bookmark option and then click the required timestamps on the timescale to add the bookmarks. Use the Remove Bookmark option to delete a bookmark. You can set the video to play continuously until it is stopped by selecting the Loop until Stopped option in the Video Options group. Using the Video Tools Format tab, you can adjust the brightness, contrast, and color of the video. In the Adjust group, click the Corrections option, and then select an appropriate brightness and contrast option from the Corrections gallery. You can also modify the color of the video by using the Color option, and then selecting a predefined color option from the Color gallery. You can choose a color other than the predefined colors by selecting the More Variations option. You can change the shape of the video and apply a border and effect by using the options in the Video Styles group. To change the shape of the video, click the Video Shape option and select the required shape.

Use the Video Border option to select a style for the border of the video. The Video Effects gallery in PowerPoint 2010 includes categories of effects such as shadow, reflection, glow, soft edges, bevel, and 3-D rotation. You can point to a specific category in the gallery, and then select the required effect. You can easily edit inserted videos in PowerPoint 2010 as per your requirements.
Assigning Action Settings to Content

Action buttons are predefined button shapes included in the Shapes gallery of PowerPoint 2010 that you can assign different actions to. You can assign an action to occur on a mouse click or when a user points to the button shape. You can assign the following actions to a button shape:

Navigating between the slides, such as moving to the next slide, the previous slide, the first slide, the last slide, the most recently viewed slide, or a specific slide number Navigating to another presentation or a Web page Running a program Running a macro Playing an audio or video clip

Adding an Action Button To add an action button to a slide, perform the following steps: 1. On the Insert tab, in the Illustrations group, click Shapes, and then under Action Buttons, select the required button shape. 2. Click a location on the slide, and then drag the pointer to draw the button shape. The Action Settings dialog box appears. 3. To specify an action for the button to occur on a mouse click, in the Action Settings dialog box, on the Mouse Click tab, specify the required action. 4. To specify an action for the button to occur on a mouse rollover, on the Mouse Over tab, specify the required action. In addition, you can also assign actions to clip art, pictures, or text in a SmartArt graphic.
Adding Information, Multimedia, and Animation Enhancements Assigning Action Settings to Content To assign actions to clip art, perform the following steps:

1. 2.

On the Insert tab, in the Images group, click Clip Art, and then in the Clip Art pane, locate and click the picture that you want to add. To assign an action to the selected clip art, on the Insert tab, in the Links group, click Action.

3.

To create a hyperlink when you click the clip art in the Slide Show view, in the Action Settings dialog box, on the Mouse Click tab, do one of the following:

To use the clip art without any corresponding action, click None. To create a hyperlink from the clip art, click Hyperlink to, and then select the destination that you want to access.

Note
You can create a hyperlink for accessing the next slide, the previous slide, the last slide, or another PowerPoint 2010 presentation. To link to a file created by another program, such as a Microsoft Word or Microsoft Excel file, in the Hyperlink to list, click Other File.

To run a program, click Run program, click Browse, and then locate the appropriate program. To run a macro, click Run macro, and then select the required macro.

Note
The Run macro settings are available only if your presentation contains a macro. When you save the presentation, you must save it as a PowerPoint Macro-enabled Show.

If you want the picture or clip art to perform an action other than what is listed, click Object action, and then select the action that you want it to perform.

Note
The Object action settings are available only if your presentation contains an OLE object. OLE is a program-integration technology that you can use to share information between programs. All Office programs support OLE, so you can share information through linked and embedded objects.

To play a sound, select the Play sound check box, and then select the sound that you want to play.

Note
If you want to perform the above actions when you move the pointer over the clip art in Slide Show view, click the Mouse Over tab.

4.

To save the settings, click OK.

Working with Multimedia

You are a Sales Manager at Wide World Importers and you are creating a presentation for the sales and marketing team. You have included multimedia elements in your presentation to make it more engaging and visually appealing. You now want to enhance these media elements by modifying the quality. In this lab, you will modify the video and illustration that you have added to the presentation. You will also align the illustrations and assign an action to an image. NoteThis is a local lab. You must have PowerPoint 2010 installed on your computer to complete this lab. You must also download practice files to your computer. See the Lab Information page for more information.
Adding Information, Multimedia, and Animation Enhancements
Working with Multimedia

Task 1: Updating a Linked Chart In this task, you will update a chart that is linked to an Excel 2010 worksheet.

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To start PowerPoint 2010, click the Start button, point to All Programs, click Microsoft Office, and click Microsoft PowerPoint 2010. To open the sample presentation, on the File tab, click Open. In the Open dialog box, in the right pane, double-click 10386ae, double-click Adding Information, Multimedia, and Animation Enhancements, select Working with Multimedia, and then click Open. To update the external link, on the File tab, on the Info page, in the right pane, under Related Documents, click Edit Links to Files. In the Links dialog box, under Links, click the existing link, and then click Change Source. In the Change Source dialog box, in the right pane, select Quarterly Sales, and then click Open. To complete the linking process, in the Links dialog box, click Close. To open the slide containing the chart, click the Home tab, and then in the left pane, click the third slide thumbnail. To modify the chart data in the Excel 2010 worksheet, click Start, and then click Documents.

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10. In Windows Explorer, in the right pane, double-click 10386ae, double-click Adding
Information, Multimedia, and Animation Enhancements, and then double-click the Quarterly Sales worksheet.

11. In the Excel 2010 worksheet, in the DVD column, change the values for Quarter 1, Quarter
2, Quarter 3, and Quarter 4 to 4, 5.8, 4, and 3 respectively.

12. On the File tab, click Save. 13. To close the worksheet, on the title bar, click the Close button. 14. To update the chart imported from the existing Excel 2010 worksheet, in the PowerPoint
presentation window, select the chart; on the Chart Tools Design tab, in the Data group, click Refresh Data.

Task 2: Modifying the Settings of a Video In this task, you will set the video to play until stopped. In addition, you will insert a video and adjust the brightness, contrast, and color of the video. 1. To open the slide containing the video, in the left pane, click the fifth slide thumbnail. To set the video to play continuously until it is stopped, select the video; on the Video Tools Playback tab, in the Video Options group, select the Loop until Stopped check box. To adjust the brightness and contrast of the selected video, select the video; on the Video Tools Format tab, in the Adjust group, click Corrections, and select then click the first thumbnail. To adjust the color of the video, on the Video Tools Format tab, in the Adjust group, select click Color, and then click Sepia. Note Sepia is the third thumbnail in the first row.

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To change the shape of the video, on the Video Tools Format tab, in the Video Styles group, click Video Shape, and then under Rectangles, select the Rounded Rectangle thumbnail. Note Under Rectangles, the Rounded Rectangle is the second thumbnail.

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To change the border of the video, on the Video Tools Format tab, in the Video Styles group, click the Video Border arrow, and then in the color palette, under Standard Colors, click Purple. Note Under Standard Colors, the last thumbnail is for the color Purple.

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To change the thickness of the outline of the border, on the Video Tools Format tab, in the Video Styles group, click the Video Border arrow, point to Weight, and then click 41/2 pt.

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To select an effect for the video, on the Video Tools Format tab, in the Video Styles group, click Video Effects, point to Glow, and then under Glow Variations, click the first thumbnail.

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To preview the effect of the changes, on the Video Tools Playback tab, in the Preview group, click Play.

10. To pause the playback, in the Preview group, click Pause.

Task 3: Aligning Illustrations on a Slide and Assigning an Action to an Image In this task, you will align illustrations on a slide and assign an action to an image. 1. In the left pane, scroll down to the last slide, and then click the last slide thumbnail. To view the gridlines on a slide, on the View tab, in the Show group, click the Show Dialog Box Launcher. In the Grid and Guides dialog box, under Snap to, select the Snap objects to grid check box, under Grid settings, select the Display grid on screen check box, and then click OK.

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Drag the text boxes of the SmartArt diagram to align to the nearest vertical gridline on their right. To position shapes or objects to grid lines that go through the vertical and horizontal edges of other shapes or objects, on the View tab, in the Show group, click the Show Dialog Box Launcher. In the Grid and Guides dialog box, under Snap to, clear the Snap objects to grid check box, and then select the Snap objects to other objects check box. Under Guide settings, ensure that the Display smart guides when shapes are aligned check box is selected, and then click OK. Drag the upper picture to align with the upper green text box. Notice that a line appears when the objects are aligned. Drag the lower picture to align with the lower green text box.

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10. To assign play a sound when you click the image on the slide, actions to an image, select
the speaker image; on the Insert tab, in the Illustrations group, click Shapes, and then under Action Buttons, select Action Button: Forward or Next. 11. Click a location on the slide, and then drag the mouse pointer to draw the button shape.

12. In the Action Settings dialog box, on the Mouse Click tab, select the Play sound check
box; in the list, click Applause, and then click OK.

Task 4: Saving the Presentation In this task, you will save all the changes in the PowerPoint 2010 file.

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To save the presentation, on the File tab, click Save As. In the Save As dialog box, in the File name box, type Presentation with Multimedia and then click Save. To close the presentation, on the title bar, click the Close button.

Saving and Printing a Slide Show

Suppose that, using PowerPoint 2010, you create a slide show about annual sales for the current year and projected sales for the next year. You use various features such as charts, images, and data. Now, you want to share this slide show with your coworkers who may or may not have PowerPoint 2010 installed on their computers. You therefore need to explore options to save the slide show in different formats for easy sharing. The following table describes how to save the slide show in different formats and print the slide show. Saving a slide show: To view the saving options in PowerPoint 2010, open the Save & Send page in the Backstage view. In PowerPoint 2010, you can save a slide show in the following file formats:

Save to Web. Use this feature to save your slide show on the Internet. You can then access the saved slide show from any computer or share it with other people. To save a slide show to the Web, on the Save & Send page, click Save to Web, and then click Sign In.

Note: You require a Windows Live ID to use this feature.

Picture presentation (.pptx file). Use this format to save each slide as a picture. The file size may be reduced, and you might lose some information. To save a slide show as a picture presentation file, on the Save & Send page, click Change

File Type, and then in the Change File Type pane, under Presentation File Types, click PowerPoint Picture Presentation, and then click Save As. PDF or XPS. Use the PDF or XPS file format if you want to prevent modifications when sharing or printing. To save a slide show in PDF or XPS format, on the Save & Send page, click Create PDF/XPS Document, and then click Create PDF/XPS. Outline (.rtf file). Use this file format for a text-only outline of the presentation. To save a slide show as an outline, in the Backstage view, click Save As, and then in the Save As dialog box, in the Save as type list, click Outline/RTF, and then click Save. OpenDocument presentation (.odp file). Use this file format to create a file that can be opened in other presentation programs that use the OpenDocument Presentation format. To save a slide show in an OpenDocument Presentation format, on the Save & Send page, click Change File Type, and then in the Change File Type pane, under Presentation File Types, click OpenDocument Presentation, and then click Save As. Picture file (.bmp, .tif, .png, .gif, or .jpeg file). Use the picture file formats to create image files of each slide in the slide show. To save a slide show as an outline, in the Backstage view, click Save & Send, click Change File Type, choose an Image file type (PNG or JPG), and then click Save As.

Printing a slide show: In PowerPoint 2010, you can preview and print your file from one locationthe Print tab in the Backstage view.

Printing options. In PowerPoint 2010, you can choose a print layout before printing a slide show. On the Print page, under Settings, click Full Page Slides. Then, in the gallery, select whether you want to print slides, notes, or outline. Creating Handouts. In PowerPoint 2010, you can create simple handouts. To create sophisticated handouts that you can format and add additional content to, you can create handouts in Microsoft Word. To send handouts to Microsoft Word, on the File tab, click Save & Send, under File Types, click Create Handouts, and then under Create Handouts in Microsoft Word, click Create Handouts. Select the desired handouts options.

Note: The Paste link option will link the slides to your Microsoft Word handout.
Setting the Slide Show Options

You can use the Set Up Slide Show option to set up slide show type, slide show options, slide advancement, and slide visibility. You can run the slide show in full screen mode and advance the slides manually or you can use timings you added manually or created by using the Rehearse Timings options. You can choose to run the slide show in a window with custom menus and commands so that an individual user can browse through the presentation. Alternatively, you can deliver the slide show as self-running show that loops continuously or restarts at the end of the presentation.

You can choose to show all slides in the presentation except the hidden slides or select a series of slides. You can set the presentation to play in a continuous looprestart after the enduntil you press the ESC key. You can select the Show without narration option to play the presentation without any added narration. The laser pointer feature displays a dot on the screen, which helps you point to specific content in a slide show to draw audiences attention. You can hold the CTRL key, then click and hold the left mouse button and move the mouse. The laser pointer appears on the screen and you can use the mouse to move the laser pointer on the screen. The pointer disappears once you release the left mouse button. Using the mouse or the keyboard, you can manually navigate through slides during your presentation. This option overrides the transition times that you set for the slides. If you rehearsed the slide show and recorded the time taken to present each slide, you can choose to use the timings, in the Advance slides section to automatically advance the slides at the end of the recorded time for each slide. Lets run the slide show of the presentation. Notice that the slide show starts from the second slide as you set in the Show slides section while setting up the slide show. In addition, the status bar of the slide show only shows the number of slides that you choose to include. You selected the manual slide advancement option. Therefore, to view the next slide, you need to click the Next button. Notice that when you click the Next button after the last slide you selected, the slide show restarts and shows the first selected slide again. The slide show loops to run continuously until you end the show. In this demonstration, you have seen how to set slide show type, scope, and to set slide show to loop continuously. You have also seen how to show the slide show with and without narration, set laser pointer colors, and the slide advancement method. Demonstrated Procedure 1. To set slide show type, on the Slide Show tab, in the Set Up group, click Set Up Slide Show. 2. In the Set Up Show dialog box, under Show type, select an appropriate show type. 3. To specify which slides to include in the slide show, under Show slides, select the From option; in the From box, replace the current value with a start slide number, in the To box, replace the current value with an end slide number. 4. To set the slide show to loop continuously, under Show options, select the Loop continuously until Esc check box. 5. To present the slide show without narration, under Show options, select the Show without narration check box. 6. To set laser pointer color, under Show options, in the Laser pointer color list, click an appropriate color. 7. To set the slide advancement method, under Advance slides, select an appropriate option, and then click OK.

8. To run the slide show, in the Start Slide Show group, click From Beginning. 9. To move to the next slide, in the slide show, on the status bar, click the Next button. 10. To end the slide show, on the status bar, click the Menu button, and then click End Show. Creating a Custom Slide Show: Using one PowerPoint 2010 presentation, you can deliver different presentations to different audiences. For example, of the seven slides in your presentation, you might need to show the first five and the last slide to the Marketing team and all slides to the Logistics team. When presenting to the Marketing team, you can create a custom slide show and hide slide six by using the Hide Slide button on the Slide Show tab. To create a custom slide show for the Marketing team, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and then click Custom Shows. In the Custom Shows dialog box, click New. In the Define Custom Show dialog box, specify a name for the custom slide show, select the slides that you want to include, and then click the Add button. You can rearrange the sequence of the slides by using the Up or Down arrow buttons, and then click OK. Note that the Custom shows box displays the newly added custom show. You can click the Show button to preview the slide show. You can create hyperlinks in a presentation to navigate to different presentations. For example, in a presentation about the company's organization structure, you can create a custom show for each departmentsuch as Sales, HR, Financeand link to these shows from the primary presentation. To create a hyperlink from the primary presentation to a supporting presentation, in the presentation, select the text or object that you want to link to the supporting presentation. On the Insert tab, in the Links group, click the Hyperlink option. In the Insert Hyperlink dialog box, in the Link to pane, click the Place in This Document option.

To link to a custom slide show, in the Select a place in this document list, select the custom show. To return to the slide after the custom slide show plays, select the Show and return check box and then click OK. Alternatively, to create a link to a location in the current presentation, you can select the slide that you want the link to connect to. You can easily create custom shows for different audiences in PowerPoint 2010.
Broadcasting a Slide Show

Suppose that you need to present a slide show during a meeting with your team, which is located in another city. You are discussing a new marketing strategy but the team is having difficulties understanding the information. You can broadcast your PowerPoint 2010 presentation over the Internet to the team. While you present the slide show in PowerPoint 2010, your audience follows along in their Web browser. Important: You need a Windows Live ID to view a slide show broadcast. To broadcast a slide show, perform the following steps: 1. On the Slide Show tab, in the Start Slide Show group, click Broadcast Slide Show. 2. In the Broadcast Slide Show dialog box, click Start Broadcast. 3. When prompted for your Windows Live ID credentials, in the E-mail address box, type your Windows Live e-mail user ID, and in the Password box, type your password, and then click OK. Note: In the Broadcast Slide Show dialog box, note the URL for your presentation. 1. To send the URL of the slide show to your audience in an e-mail message, click Send in Email. Note: You can click Copy Link to copy the link and paste it in any chat window you are using to communicate with the audience. 1. To begin broadcasting the slide show, in the Broadcast Slide Show dialog box, click Start Slide Show. Note: After you begin broadcasting a slide show, the Broadcast tab appears in the PowerPoint 2010 ribbon. 1. To exit the Slide Show view and end the broadcast, press the ESC key, and then click End Broadcast.

Finalizing and Delivering a Presentation Broadcasting a Slide Show When broadcasting a slide show, the following errors may occur: Transitions in your slide show are shown as Fade transitions in the browser. Screensavers and e-mail pop-ups can disrupt the audience's view of the slide show. Audio, including sounds and narration, is not transmitted to the audience through the browser.

The following are some other limitations that might impact the broadcast: The service that you use might impose a limit on the file size for broadcasted slide shows. You cannot add ink annotations or markup drawn onto the slide show during the presentation. If you follow a hyperlink in your presentation to a Web site, the attendees only see the last slide that you showed in the original presentation. If you play a video in your presentation, the browser does not show it to the audience.

To solve some of these problems, you can choose to change the broadcast service. When you click Broadcast Slide Show, the Broadcast Slide Show dialog box opens. In the Broadcast Slide Show dialog box, click Change Broadcast Service. Notice that in the Choose a broadcast service box, the default PowerPoint Broadcast Service option is selected. To add a new broadcast service, click Add a new service. In the Add Broadcast Service dialog box, specify the address of the broadcast service, and then click Add.

Collaborating by Using PowerPoint 2010

Using PowerPoint 2010, you can create presentations and share them across a spectrum of devices and media such as a desktop, mobile phone, and the Web. PowerPoint 2010 is now supported by two new programs: Microsoft PowerPoint Web App and Microsoft PowerPoint Mobile 2010. Using these programs, you can view a presentation on the go. The presentations appear almost similar to its appearance in the PowerPoint 2010 desktop program with fidelity of fonts, layout, effects, and animations. In addition, you can give a presentation anywhere and to anyone, share your presentation, and make vital edits to the presentation anywhere. The following table describes these new applications. PowerPoint Web App: The PowerPoint Web App is designed to give you quick and easy access to your presentations wherever you are or share your presentations with others. To access PowerPoint Web App, you need to log on to www.live.com and then click Profile. Then, in the left pane, click SkyDrive. Select the folder where you saved your presentation, My Documents or Public. You have access to the following features:

View the presentation Edit the presentation

Download the presentation from the web Delete the presentation Move the presentation to a new folder And a More button to Copy or Rename your presentation

Editing a presentation in PowerPoint Web App The PowerPoint Web App includes the ribbon, thumbnail pane, and notes pane similar to the PowerPoint 2010 desktop program. Using these interface elements, you can make simple changes while preserving the fidelity of the presentation file. You can directly access the Edit View by clicking Edit on the SkyDrive interface. You can perform the following tasks by using the PowerPoint Web App:

Add, reorder, and delete slides. When you add a new slide, all predefined and custom layouts are available. In the presentation, you can easily add and delete the slides similar to the desktop program. You can reorder slides by dragging them in the thumbnail pane. Edit text. You can make simple changessuch as font, size, and color modificationsto the text. When you edit text that has advanced effectssuch as reflections or shadowsapplied to it in the desktop program, the effects are maintained with full fidelity and are automatically reapplied to the edited text. Insert and delete pictures. The Picture Tools tab in PowerPoint Web App includes a Quick Styles gallery that contains some of the Quick Styles that are available in PowerPoint 2010 desktop program. Create and edit SmartArt graphics. The SmartArt Tools tab in PowerPoint Web App includes the Layouts and Styles galleries similar PowerPoint 2010 desktop program. Add a comment. You can add comments to a posted presentation that belongs to you or a presentation that has been shared with you.

PowerPoint Mobile 2010: Suppose that you are travelling to meet a prospective client. You plan to show them a presentation about the latest products that your organization offers. While you travel, you can review and edit the presentation on your Windows Mobile phone by using PowerPoint Mobile 2010. You can view SmartArt graphics, images, animations, and transitions included in the presentation with high-fidelity resolution. You can perform the following tasks by using the program:

Navigate within the presentation efficiently by using the new Outline view. Add notes to the presentation directly from your Windows phone. Reorder the slides or hide specific slides in the presentation by right-clicking the slide title. Edit text in a slide.

Recording a Presentation

Using PowerPoint 2010, you can create a video of your PowerPoint 2010 slide show and add narration to distribute the slide show in a smooth-playing multimedia format. Using the Save & Send page in the Backstage view, you can save the slide show in a Windows Media Video (.wmv) file format. The following table describes how to record a presentation and make a video. Recording narration: You can record and add narration to your slide show before sharing it with your audience. To include audience comments and questions, you can record a narration while actively delivering a presentation to a live audience. To add narration, perform the following steps: 1. On the Slide Show tab, in the Set Up group, click the Record Slide Show arrow, and then click Start Recording from Beginning. Note: When you record a narration with the Start Recording from Beginning option, you play the presentation and record each slide. Alternatively, you can use the Start Recording from Current Slide option. Ensure that your microphone works correctly before you begin recording. 1. In the Record Slide Show dialog box, select the Narrations and laser pointer check box. 2. Select the Slide and animation timings check box, if required, and then click Start Recording. Note: You can pause and resume recording at any time. Making a video of a slide show: To make a video of your presentation, perform the following steps: 1. On the File tab, click Save & Send, and then on the Save & Send page, under File Types, click Create a Video. 2. To display all video quality and size options, in the right pane, under Create a video, click Computer & HD Displays. 3. To create a high-definition video, click Computer & HD Displays. Note: Selecting the Computer & HD Displays option creates a very high-quality video of moderate size. To create a video with a moderate file size and medium quality, click Internet & DVD. To create a video with the smallest file size and low quality, click Portable Devices.

1. To include recorded and timed narration and pointer movements, click Don't Use Recorded Timings and Narrations, and then click Use Recorded Timings and Narrations. Note: If you did not record any time voice narration and laser pointer movements, the Don't Use Recorded Timings and Narrations option will be inactive. 1. Click Create Video. 2. In the Save As dialog box, in the File name box, type a file name for the video, browse to the folder to save the video file, and then click Save.
Finalizing and Delivering a Presentation Recording a Presentation When recording your presentation as a video, remember the following important details: You can record and time voice narration and laser pointer movements in your video. You can control the size of the multimedia file and the quality of your video. You can include animations and transitions in your movie. Viewers do not need to have Microsoft PowerPoint installed on their computers to watch the presentation. Depending on the size your presentation, creating a video can take a long time. The time taken to create the video increases if the presentation includes a large number of slides, animations, transitions, or other media.