MS PowerPoint Training

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MS PowerPoint Training


SECTION GOALS

UNDERSTAND THE MS RIBBON.GET FAMILIAR WITH THE POWERPOINT LAYOUT

ADD SLIDE CONTENT (TEXT, IMAGES, ETC.)CHOOSE A NEW LAYOUT FOR YOUR SLIDES

FORMAT TEXTINVESTIGATE AUTOFIT FOR TEXT

INSERT AND FORMAT SPEAKER NOTES

Section One: PowerPoint General Overview


The Ribbon

Similar to all the other MS Office 2007 products, PowerPoint uses the Ribbon to navigate through the menu items. Take a moment to refresh yourself on how to use the Ribbon.


PowerPoint Layout

1. This is the view that first opens in PowerPoint; it's called Normal view. You work here to create slides. There are three main areas of Normal view:

2. The slide pane is the big area in the middle. You work directly on the slide in this space.

3. On the slide, the boxes with the dotted borders are called placeholders. This is where you type your text. Placeholders can also contain pictures, tables, and other non-text items.

4. On the left are small, or thumbnail, versions of the slides in your presentation. The one you're currently working on highlighted. This area is the Slides tab, and you can click the slide thumbnails here to navigate to other slides, after you create them.

5. In the bottom area is the notes pane, where you type the notes that you'll refer to while you present. There's more room for the notes than shows here.


Create New Slides

When PowerPoint opens, there's only one slide in the show. You must create the other slides that go after the first one.

The most obvious way to add a new slide is by clicking New Slide, on the Home tab, as the picture shows. There are two ways to use this button.


Create New Slide

1. If you click the top part of the button, where the slide image is, a brand new slide is added immediately, just below (after) the slide that's selected in the Slides tab.

2. By clicking the bottom part of the button, you can choose from a gallery of layouts for the new slide.

If you add a slide without choosing a layout, PowerPoint applies one automatically. You can easily change it, by choosing a new Layout.


Pick Layouts for Slides

A slide layout arranges your slide content. For example, you may want both a list and a picture on the slide, or a picture and a caption. Layouts contain different types of placeholders and placeholder arrangements to support whatever your content is.

The image below shows the layouts that PowerPoint starts with automatically.


Slide Layouts

The Title Slide layout, shown here as it looks in the layouts gallery, is applied to the first slide in the show, the one that's already there when you start.

On the slide, the Title Slide layout contains placeholders for a title and subtitle.

The layout you'll probably use the most for other slides is called Title and Content, shown here as it looks in the layouts gallery.

On the slide, this layout has a placeholder for the slide title, and a second, all-purpose placeholder that contains text as well as several icons. This placeholder supports either text or graphic elements like charts, pictures, and movie files.

Some of the other layouts have two of these general-purpose placeholders, so you could put a list in one and a picture or other graphic in the other.


Type Your Text

In the all-purpose placeholder shown previously, you can add graphic elements or text. The default formatting for text is a bulleted list.

You can use different levels of organization within bulleted lists to make minor points under major points.

On the Ribbon, use commands in the Font group to change character formatting, such as font color and size.

Use commands in the Paragraph group to change paragraph formatting, such as list formatting, degree of text indentation, and line spacing.


Insert Slides from Another Presentation

You may need to use slides from another presentation in your show. Here’s how to do it:

On the Home tab, click the arrow next to New Slide, as if you were going to insert a new slide and choose a layout for it first.

Below the layout gallery, click Reuse Slides. In the Reuse Slides area, under Insert slide from, click

Browse to find the presentation or slide library that has the slides you want. Then click the arrow to the right to open those slides in the task pane.

When you find the slide you want, take notice of the Keep source formatting check box, at the very bottom of the pane. If you want to retain the exact look of the slides you're inserting, be sure this check box is selected before you insert the slide.

Click each slide you want to insert. Each one is copied into the open presentation, below the currently selected slide or below your cursor, if you've positioned it beneath a slide thumbnail.


Inserting Slides

If you don't select Keep source formatting, the inserted slides inherit the look, or theme, that your current slides use. (The theme is what dictates the overall design and colors for the presentation.)


Create Speaker Notes

Use speaker notes to elaborate on the points on the slide. Good notes can help you keep your audience engaged and prevent text overload on the slide.

As you develop the content on your slides, type your notes in the notes pane, below the slide. Typically, as a presenter, you print these notes and refer to them as you give the presentation.

You can enlarge the notes pane so that it's easier to work in by dragging the split bar.

Your notes are saved in a notes page, which contains a copy of the slide along with the notes. This is what you print to refer to during the show.


Speaker Notes


Section Review

1. In the PowerPoint window, what's the main area for adding slide content?

2. When you add a new slide, how do you choose a layout for it, first?

3. When you want to decrease the indent for text in a list, which key or keys do you press?

4. What does the AutoFit button do?

5. What's a quick way to replace a slide's current layout with a different layout?

6. You can type and format speaker notes in the notes pane as you work. So what's a good reason to go to Notes Page view?


SECTION GOALS:

APPLY A THEME TO PRESENTATIONINSERT A TEXT BOX

WHEN YOU RESIZE A PICTURE LOCK ASPECT RATIO OPTION FORMAT PICTURE AND TEXT

Section Two: Themes


Chose Theme / More Content

As a color scheme for your presentation, basic black and white will do the job. But when you're in the mood for more color and a vibrant design, go straight to the PowerPoint themes gallery and see what's there.

The picture below demonstrates the difference between the default theme, applied to the slide on the left, with one of many others that are available, applied to the slide on the right.


Beauty of Themes

Every presentation has a theme; some are just more colorful than others. The theme determines the look and colors of your slides and gives your presentation a consistent appearance. Here, you see three title slides that have the same content but that use different themes.

A theme includes these elements, offered as a package:

Background design Color scheme Font types and sizes, and Placeholder positions


Beauty of Themes

The color scheme affects background colors, font colors, fill colors for shapes, border colors, hyperlinks, and slide elements like tables and charts.

Regarding placeholders, the theme still uses the layout you've chosen, it just moves things around a little. For instance, on the three slides shown, each theme puts the title and subtitle placeholders in a different position. But the basic Title Slide layout is still there.


Choose a Theme

Every new presentation starts out with the default theme, called Office Theme. Now see how to choose another one.

To find and apply a theme, click the Design tab on the Ribbon.

Theme samples, in the form of the small thumbnails you see here, are shown in the Themes group.

To see additional themes, click the More button on the right of the group.

When you point to any theme thumbnail, a preview of it is shown on the slide.


Choose a Theme

Click a thumbnail to apply that theme to all your slides. You can also apply the theme only to the slides you have selected.


Insert Images & Other Stuff: 1

Here are two methods for inserting pictures and other non-text items into slides.

The first method is to click an icon in a placeholder. The picture below illustrates how to insert a piece of clip art.


Insert Stuff, Method 1

Click the Clip Art icon in the placeholder.

The Clip Art task pane opens. There, type a keyword in the Search for box that suggests the sort of clips you want, and click Go.

Clips appear that fit the keyword. Click one of them to insert it into the slide.

The picture is automatically sized and positioned within the placeholder. You can also insert tables, charts, SmartArt graphics, your own pictures, and video files this same way.

Caution about inserting pictures Pictures, particularly high-resolution photographs, can quickly inflate the size of your presentation.


Insert Images & Other Stuff: 2

Another way to insert slide items is to use the Insert tab on the Ribbon. All of the things you could insert from the slide pane are also available here, plus more — including shapes, hyperlinks, text boxes, headers and footers, and media clips such as sounds.

The picture shows the many things available on the tab. A typical thing to insert is a text box. (Note, you can't insert a text box using an icon in a slide layout.)

1. Text boxes are handy when you want to add text somewhere and need another placeholder for it, such as for a picture caption. First, you'd click Text Box on the Insert tab.

2. And then, you'd draw the box on the slide and type in it.


What is the Best Method?

Since you have two choices for how to insert some things, what's the recommended method? It mostly comes down to what you find handiest. One thing to consider is how you want the inserted item to be positioned on the slide.

For example, if you use an icon in the placeholder to insert a picture, the picture will be put in that placeholder. When you insert a picture by using the Insert tab, PowerPoint guesses on its placement, putting it in an available placeholder or in the one you have selected. If there are no available placeholders, PowerPoint inserts the picture to the middle of the slide — and that may be what you want, sometimes.


Arranging & Formatting

Once you've put all the things that you want on the slide, you need to align them so they look just right.

For example, in this picture, the text box with the caption will look best once it's aligned evenly with the picture — either flush left or correctly centered.


Arrange & Format

To align the caption so it's flush left with the picture, first select both placeholders.

Find the Arrange group on the Format tab, in Picture Tools.

Click the Align button, and then click Align Left.

The Arrange commands are also available in the Drawing group on the Home tab.


Section Review

1. When you apply a theme, does it always affect every slide in the presentation?

2. Can you insert a text box from an icon within certain slide layouts?

3. When you resize a picture, why would you want to be sure the Lock Aspect Ratio option is selected?

4. How do you align a caption with a picture on your slide, so that the caption is centered directly beneath the picture?


SECTION GOALS

START SLIDE SHOW VIEW ON THE FIRST SLIDENAVIGATING IN SLIDE SHOW VIEW

PRINT AUDIENCE NOTES / HANDOUTS

Section Three: Get Ready for the Big Show


Preview The Show

As you create a show, preview it at any time in Slide Show view. This view gives you an idea of how the slides will look and behave when projected.

To open Slide Show view, click the Slide Show tab, and click a command in the Start Slide Show group — to start on the first slide or the current slide.

Slide Show view fills your computer screen. One way to navigate from slide to slide is to use the Slide

Show toolbar, at the bottom of the screen, on the left. It has navigational arrows that appear when you position the cursor in that area. Another way to move from slide to slide is simply to click the mouse button. Or you can press the DOWN ARROW key.

To get out of Slide Show view at any point, press ESC. This returns you to the view you left, which is typically Normal view. There you can make necessary changes to slides and then preview the slide show again.


Other Ways to Preview

Press F5 to start on the first slide. Press SHIFT+F5 to start on the current slide. Click the Slide Show button, which is in the lower-right

part of the PowerPoint window next to the Zoom slider.

The show begins on the slide that's currently selected on the Slides tab.

Click the Slide Show button on the View tab. The show begins on the first slide no matter which slide is currently selected.


Check Spelling

You'll want to weed out any spelling errors and find other goofs and gaps before you present. Go to the Review tab on the Ribbon to run a spelling check. That's also where others can go to add comments as they review your slides.

On the Review tab, in the Proofing group, click Spelling, and make selections as the spelling checker moves through your slides.


Print Handouts

The most common type of PowerPoint printout for audiences is called a handout. Handouts can have one or several slides per page, up to nine.

A good idea is to use Print Preview to select the handout type you want, as shown here, so you can see how it will look before printing. (Start by clicking Print Preview on the Microsoft Office Button menu.)

In Print Preview, display the list in the Print What box by clicking the arrow.

Choose one of the handout types from the list. When you click the handout type, you are shown a

preview of how your slides will look when printed in this format. You can navigate through all the handout pages. The handout type that has three slides per page also includes lines for audience notes.


Print Handouts

When you're ready to print, you click Print.

Note You do not have to select handouts in Print Preview; you can just open the Print dialog box from the Microsoft Office Button menu, and select the handout type there.


Print Speaker Notes

You've printed handouts to give to your audience; now print speaker notes for yourself, which you can refer to as you present.

It's a good idea to look at your speaker notes before you print them. Start by clicking Print Preview on the Microsoft Office Button menu.


Add Footer to Handouts & Notes

Print Preview also affords you the chance to add or adjust footers in your handouts and notes.

By default, printed handouts and notes have page numbers. If you want them to show other things, such as footer text, follow these steps:

Click Options, and then click Header and Footer. To show footer text, such as "Draft" or

"Confidential," select the Footer option, and then type the text you want in the box. If you wanted a date, you'd select the Date and time option and then set options in that area of the dialog box.


Add Footer

The selections you make on the Notes and Handouts tab in the Header and Footer dialog box apply to your handouts and your notes pages.

Tip You can set up headers and footers anytime as you create your presentation. Use the Insert tab on the Ribbon to open the Header and Footer dialog box.


Color Options for Print

Depending on what kind of printer your computer is hooked up to, you can print your presentation in Color; in Grayscale, which consists of various tones of gray combined with black and white; or in Pure Black and White, which eliminates most of the grays and will use the least printer ink.

This is how you select an option for printing:

Under Print Preview, click Options, and point to Color/Grayscale. Then select from the menu. Your slides will be previewed and printed with that choice applied. Note that if you are printing to a black and white printer, the Color option becomes Color (On Black and White Printer), and all the slide's colors are rendered using black, white, and shades of gray.

The first preview example shows a slide that will be printed in color.

The second preview example shows a slide that will be printed in grayscale. While the background is made white, some areas reflect color, such as the horizontal banners under the title and along the bottom of the slide.

And the last preview example shows a slide that will be printed in pure black and white.


Package the Show for CD

The PowerPoint Package for CD feature bundles your presentation file and any other files you need for your presentation and copies them into one folder or directly to a CD. If you copy your files to a folder, you can burn the folder to a CD later.

To package your presentation and related files:1. Click the Microsoft Office Button .2. Point to Publish, and click Package for CD.3. In the dialog box that opens, make selections for

what you want to be included in the package, and copy your file or files either to a folder or a CD.


Section Review

1. Which key do you press to go into Slide Show view and start on the first slide?

2. In Slide Show view, how can you go back to the preceding slide?

3. Which handout option must you choose if you want the handout to include lines for audience notes?


SECTION GOALS

UNDERSTAND SLIDE MASTERANIMATING IN SLIDES

ADD TRANSITIONS BETWEEN SLIDESTRANSITION SOUNDS

Section Four: Customizing the PowerPoint Show


What is a Slide Master?

A slide master is the main slide that stores information about the theme of a presentation, including the background, color, fonts, effects, placeholder sizes, and positions. The key benefit to using slide masters is that, on the slide master, you can make universal style changes to every slide in your Microsoft Office PowerPoint 2007 presentation.

You can create a presentation that contains one or more slide masters, and then save it as a PowerPoint Template (.potx) file and use it to create other presentations. Each slide master in a template can contain one or more standard or custom sets of layouts.


Create and Customize Slide Master

For each slide master that you want to create, do the following:

Open a blank presentation, and then, on the View tab, in the Presentation Views group, click Slide Master.

When you open Slide Master view, a blank slide-master with the default, associated layouts appears. If you want to add another slide master, do the following:

Click a location in the slide thumbnail (A miniature representation of a picture.) pane where you want the new slide master to appear.

On the Slide Master tab, in the Edit Master group, click Insert Slide Master.


Animation

Animate the text or objects (table, chart, graphic, equation, or other) in your presentation to give them sound effects or visual effects, including movement. You can use animation to focus on important points, to control the flow of information, and to increase viewer interest in your presentation.

You can use the built-in animation effects in Microsoft Office PowerPoint 2007, or you can create your own custom effects. You can apply animation effects to individual slides, to the slide master, or to custom slide layouts.


Apply a Built-In Animation

To apply a built-in animation effect in Office PowerPoint 2007, do the following:

Select the text or object that you want to animate.

On the Animations tab, in the Animations group, select the animation effect that you want from the Animate list.


Create Custom Animations

You create custom animations in the Custom Animation task pane (A window within an Office program that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.). The Custom Animation task pane shows important information about an animation effect, including the type of effect, the order of multiple effects in relation to each other, and a portion of the text of the effect.


Create Custom Animation

Icons indicate the timing of the animation effect in relation to the other events on the slide. Choices include the following:

Start OnStart With PreviousStart After Previous Select an item in the list to see the menu icon (down arrow), and then click the icon to reveal the menu.

Numbers indicate the order in which animation effects play. Numbers also correspond to the labels associated with animated items in Normal view with the Custom Animation task pane displayed.

Icons represent the type of animation effect. In this example, it is an Emphasis effect.


Practice: Add a Custom Animation1. Select the text or object that you want to animate. 2. On the Animations tab, in the Animations group, click

Custom Animation. 3. In the Custom Animation task pane, click Add Effect, and

then do one or more of the following: To make the text or object enter with an effect, point to Entrance, and

then click an effect. To add an effect, such as a spin effect, to text or an object that is already

visible on the slide, point to Emphasis, and then click an effect. To add an effect that makes text or an object leave the slide at some

point, point to Exit, and then click an effect. To add an effect that makes text or an object move in a specified pattern,

point to Motion Paths, and then click a path. To specify how the effect is applied to your text or object, right-click the

custom animation effect in the Custom Animation list, and then click Effect Options on the shortcut menu.

Do one of the following: To specify settings for text, on the Effect, Timing, and Text Animation tabs, click

the options that you want to use to animate the text. To specify settings for an object, on the Effect and Timing tabs, click the options that

you want to use to animate the object.


Test Your Animation

After you add one or more animation effects, to validate that they work, do the following:

At the bottom of the Custom Animation task pane, click Play.


Add Transitions

Slide transitions are the animation-like effects that occur in Slide Show view when you move from one slide to the next during an on-screen presentation. You can control the speed of each slide transition effect, and you can also add sound.


Transitions Gallery

1. No transition

2. Blinds Horizontal

3. Blinds Vertical

4. Box In

5. Box Out

6. Checkerboard Across

7. Checkerboard Down

8. Comb Horizontal

9. Comb Vertical


Add Transitions to All Slides

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the Slides tab.

2. Select the slide thumbnails of the slides that you want to apply slide transitions to.

3. On the Animations tab, in the Transition To This Slide group, click a slide transition effect.

4. To see more transition effects, in the Quick Styles list, click the More button .

5. To set the slide transition speed between the current slide and the next slide, in the Transition To This Slide group, click the arrow next to Transition Speed, and then select the speed that you want.

6. In the Transition To This Slide group, click Apply to All.


Add Different Transitions to Slides

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the Slides tab, and then click a slide thumbnail.

2. On the Animations tab, in the Transition To This Slide group, click the slide transition effect that you want for that slide.

3. To see more transition effects in the Quick Styles list, click the More button .

4. To set the slide transition speed between the current slide and the next slide, in the Transition To This Slide group, click the arrow next to Transition Speed, and then select the speed that you want.

5. To add a different slide transition to another slide in your presentation, repeat steps 2 through 4.


Add Sounds to the Transitions*

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs, click the Slides tab, and then select the slide thumbnails where you want to add a sound.

2. On the Animations tab, in the Transition To This Slide group, click the arrow next to Transition Sound, and then do one of the following:

3. To add a sound from the list, select the sound that you want. 4. To add a sound not found on the list, select Other Sound,

locate the sound file that you want to add, and then click OK. 5. To add sound to a different slide transition, repeat steps 2 and

3.

*Not recommended.


Section Review

1. What does the Slide Master?

2. Are there themes?

3. Explain how to animate various objects in slides?

4. How can you add transitions between slides?

5. What do transition sounds do?


SECTION GOALS

ADD MEDIA TO PPTADD SOUNDS TO SLIDES

MAKE A CD PLAY THROUGHOUT THE SLIDESHOWINSERT A MOVIE IN THE SLIDES

Section Five: Add Media to PPT


All About Sounds

When you insert a sound on a slide, an icon that represents the sound file appears. To play the sound while you give your presentation, you can set the sound to start automatically when the slide is displayed, start on a mouse-click, start automatically but with a time delay, or play as part of an animation sequence. You can also play music from a CD or add narration to your presentation.

You can add sounds from files on your computer, a network, or Microsoft Clip Organizer. You can also record your own sounds to add to a presentation or use music from a CD.


Add Sound

To prevent possible problems with links, it is a good idea to copy the sounds into the same folder as your presentation before you add the sounds to your presentation.

In the pane that contains the Outline and Slides tabs, click the Slides tab.

Click the slide to which you want to add a sound.

On the Insert tab, in the Media Clips group, click the arrow under Sound.

Do one of the following:

Click Sound from File, locate the folder that contains the file, and then double-click the file that you want to add.

Click Sound from Clip Organizer, scroll to find the clip that you want in the Clip Art task pane, and then click it to add it to the slide.


Preview a Sound

1. On the slide, click the sound icon . 2. Under Sound Tools, on the Options tab, in

the Play group, click Preview. You can also double-click the sound icon.


Auto or When Clicked?

When you insert a sound, you are prompted with a message asking how you want the sound to start: automatically (Automatically) or when you click the sound (When Clicked).

To automatically start the sound when you show the slide, click Automatically.

The sound plays automatically when you show the slide unless there are other media effects on the slide. If there are other effects, such as an animation, the sound plays after that effect.

To manually start the sound when you click it on the slide, click When Clicked.

When you insert a sound, a play trigger effect is added. This setting is known as a trigger because, to play the sound, you have to click something specific, as opposed to just clicking the slide.

NOTE Multiple sounds are added on top of each other and play in the order in which they were added. If you want each sound to start when you click it, drag the sound icons off of each other after you insert them.


Play Sound Continuously For One Slide

Click the sound icon .

Under Sound Tools, on the Options tab, in the Sound Options group, select the Loop Until Stopped check box.


Play Sound Across Multiple Slides

On the Animations tab, in the Animations group, click Custom Animation.

In the Custom Animation task pane, click the arrow to the right of the selected sound in the Custom Animation list, and then click Effect Options.

On the Effect tab, under Stop playing, click After, and then select the total number of slides on which the file should play.


Hide the Sound Icon

Important Use this option only if you set the sound to play automatically, or if you created some other kind of control, such as a trigger, to click to play the sound. (A trigger is something on your slide, such as a picture, shape, button, paragraph of text, or text box, that sets off an action when you click it.) Note that the sound icon is always visible in Normal view unless you drag it off the slide.

Click the sound icon .

Under Sound Tools, on the Options tab, in the Sound Options group, select the Hide During Show check box.


Set the Sound Start/Stop OptionsTo adjust the settings for when the sound file plays or stops, click the

sound icon . 1. On the Animations tab, in the Animations group, click Custom

Animation. 2. In the Custom Animation task pane, click the arrow to the right of

the selected sound in the Custom Animation list, and then click Effect Options.

3. Do one of the following: On the Effect tab, under Start playing, do one of the following:

To start the sound file immediately, click From beginning. To start the sound file from the last track played on the CD, click From last

position. To start the sound file after a time delay, click From time, and then enter the

total number of seconds for the delay. On the Effect tab, under Stop playing, do one of the following:

To stop the sound file with a mouse click of this slide, click On click (the default).

To stop the sound file after this slide, click After current slide. To keep the sound file playing for several slides, click After, and then enter the

total number of slides that the file should play on.


Play a CD During Slide Show

If you have created a self-running presentation, you might want to add music to accompany the presentation. Or you might want to have music playing before or after your presentation as your audience enters or exits.

Music from a CD isn't added to your presentation, so the music won't increase the file size of your presentation. However, you need to remember to bring the CD with you when you deliver your presentation.


Add CD Audio to Slide

Insert the CD into the CD drive.

Click the slide on which you want the music to start playing.

On the Insert tab, in the Media Clips group, click the arrow under Sound, and then click Play CD Audio Track.


Add CD Audio to Slide (cont’d)

Under Clip selection, in the Start at track and End at track boxes, enter the starting and ending track numbers.

To play only one track or part of a track, enter the same number in both boxes.

Do one or both of the following: In the time boxes, set the start time for the starting track and end time

for the ending track. By default, the start time is zero and the end time is the total number of minutes for the ending track.

If you want the music to repeat, under Play options, select the Loop until stopped check box. When prompted to specify how you want the sound to start in the

presentation, do one of the following: To play the music automatically when you go to the slide, click

Automatically. To play the music when you click the CD icon , click When Clicked.

If you choose to start the music with a mouse click, the CD icon will appear on your slide even if you selected the Hide During Show check box.


Adjust Audio Settings

To adjust the settings for when to stop the music, on the Animations tab, in the Animations group, click Custom Animation.

In the Custom Animation task pane, click the arrow to the right of the selected sound in the Custom Animation list, and then click Effect Options.

On the Effect tab, under Stop playing clip, do one of the following:

To stop the music with a mouse click on the slide, select On click.

To stop the music after this slide, click After current slide.

To keep the music playing for several slides, click After, and then set the total number of slides on which the music should play.


Overview: Movies and Animated GIFs

Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg, and .mpeg. A typical movie can include a speaker talking, such as an executive who cannot attend the actual presentation. You can use a movie to train others or to perform a demonstration.

You can add movies and animated GIF files to slides from files on your computer, the Microsoft Clip Organizer, a network, or an intranet. To add the movie or animated GIF file, you insert it onto the specific slide. There are several ways you can start the movie or GIF file: have it play automatically when the slide is displayed, click it, or create a timing for it so that it plays after a certain delay. You can also keep a movie playing over several slides or have it play continuously throughout your presentation. You can also set movie options, such as hiding the movie frame or resizing it.


Add a Movie to Slide

To prevent possible problems with links, it is a good idea to copy the movies into the same folder as your presentation before you add the movies to your presentation.

In Normal view, click the slide to which you want to add a movie or animated GIF file.

On the Insert tab, in the Media Clips group, click the arrow under Movie.

Do one of the following:

Click Movie from File, locate the folder that contains the file, and then double-click the file that you want to add.

Click Movie from Clip Organizer, scroll to find the clip that you want in the Clip Art task pane, and then click it to add it to the slide.


Animate: Auto or When Clicked

When you insert a movie, you are prompted with a message asking how you want the movie to start: automatically (Automatically) or when you click the movie (When Clicked).

To automatically start the movie when you show the slide, click Automatically. You can pause a movie while it is playing by clicking it. To continue playing the movie, click it again.

To manually start the movie when you click it on the slide, click When Clicked.

When you insert a movie, a pause trigger effect is added. It's called a trigger because you have to click something specific within the slide to play the movie. For example, in a presentation, you click the movie frame to pause the movie and click it again to resume playing it.

NOTE You can change this option at any time. Click the movie, and then under Movie Tools, click the Options tab. In the Movie Options group, select the option that you want from the Play Movie list.


Play Movie on Full Screen

In Normal view, click the movie frame on the slide that you want to play full screen.

Under Movie Tools, on the Options tab, in the Movie Options group, select the Play Full Screen check box.


Preview Movie

In Normal view, click the movie frame on the slide that you want to preview.

Under Movie Tools, on the Options tab, in the Play group, click Preview.


Play Movie Across Several Slides

You may want the movie that you inserted in a presentation to continue to play when you advance to the next slide. To do this, you need to specify when the movie should stop playing. Otherwise, it will stop the next time that you click the mouse.

NOTE You must have a play effect to do the following procedure. If you already inserted the movie and chose When Clicked when prompted, you can switch to Automatically to add a play effect.


Switch from When Clicked to Auto

In Normal view, click the movie.

Under Movie Tools, on the Options tab, in the Movie Options group, in the Play Movie list, click Automatically.


Play Movie Across Several Slides

NOTE This procedure plays the movie once for the length of the movie file. It does not play the movie repeatedly.

1. In Normal view, click the movie frame on the slide. 2.Under Movie Tools, on the Options tab, in the Movie

Options group, in the Play Movie list, click Play across slides.

3.On the Animations tab, in the Animations group, click Custom Animation.

4. In the Custom Animation task pane, click the line that represents the movie play effect (the line with the triangle), click the arrow, and then click Effect Options.

5.To keep the movie playing for several slides, under Stop playing, click After, and then set the total number of slides that the file should play across.


Ply Movie Until Stopped (Across Several Slides)

You may want a movie to play for the duration of a presentation or to keep playing until you stop it. If the length of the movie is shorter than the length of the presentation, you can set the movie to start again after it finishes, so that some portion of the movie is always playing during your presentation.

In Normal view, click the movie frame on the slide.

Under Movie Tools, on the Options tab, in the Movie Options group, select the Loop Until Stopped check box.


Resize Movie

If you don't want to play a movie full screen, you can resize it to the dimensions that you want.

1. In Normal view, click the movie that you want to resize.

2. Under Movie Tools, on the Options tab, in the Size group, click the Dialog Box Launcher .

3. To maintain the movie's height-to-width proportions, click the Size tab, and then under Scale, select the Lock aspect ratio check box.

4. Do one of the following:5. Under Size and rotate, enter sizes in the Height

and Width boxes. 6. Under Scale, in the Height and Width boxes enter

the percentage of size that you want, relative to the movie's original size.


Hide Movie Icon

You may want to make a movie frame invisible to keep it from appearing during the presentation, and make it disappear from the slide after the presentation. If you set this option and the Play Full Screen option, the movie will not appear to be on your slide at all (though you may see it flash on the slide before it plays full screen). To prevent the brief flash, drag the movie frame off the slide.

Important If you drag the movie frame off the slide or hide the movie frame, you must set the movie to play automatically or by some other kind of control, such as a trigger.

1. In Normal view, click the movie frame on the slide. 2.Under Movie Tools, on the Options tab, in the Movie

Options group, select the Hide During Show check box.


Section Review

1. What are some media you can add to PPT?

2. How do you add sounds to slides?

3. Can you make a CD play throughout the slideshow?

4. How do you insert a movie in the slides?

MS PowerPoint Training

Technology

Transcript of MS PowerPoint Training