PowerPoint 2013 Absolute Beginner's Guide

Patrice-Anne Rutledge is a business technology author and consultant who specializes in teaching others to maximize the power of new technologies. Patrice has used—and has trained others to use—PowerPoint for many years, designing presentations for meetings, seminars, trade shows, and worldwide audiences. She is also the author of five previous books about PowerPoint for Pearson Education. She can be reached through her website at www.patricerutledge.com.

Introduction ......................................................................................................................1

Who This Book Is For ................................................................................................ 2

How This Book Is Organized .................................................................................... 2

Conventions Used in This Book ............................................................................... 3

I PowerPoint 2013 Basics

1 Introducing PowerPoint 2013................................................................................5

Understanding What PowerPoint Can Do .............................................................. 6

Exploring New PowerPoint 2013 Features ............................................................. 6

Getting Started with PowerPoint ............................................................................. 7

  Exploring the Start Screen .................................................................................. 7

  Setting Up Your PowerPoint Account ................................................................ 8

  Using the Ribbon Tabs ......................................................................................10

  Using Backstage View ........................................................................................12

  Using Toolbars ....................................................................................................12

  Using Task Panes ................................................................................................13

  Understanding PowerPoint Views .....................................................................14

     Getting Help .......................................................................................................17

2 Creating a Basic Presentation .............................................................................19

Understanding PowerPoint Presentations.............................................................20

  Understanding Themes......................................................................................20

  Understanding Templates .................................................................................21

  Understanding Slide Layouts ............................................................................21

Creating a Presentation ..........................................................................................23

  Creating a Presentation with a Theme ............................................................24

  Creating a Presentation from an Online Template or Theme .......................26

  Creating a Presentation from Scratch ..............................................................27

Adding Slides to Your Presentation .......................................................................28

Adding Sections to Your Presentation ..................................................................29

  Collapsing and Expanding Sections .................................................................31

  Removing Sections .............................................................................................31

Managing Presentations .........................................................................................31

  Exploring PowerPoint File Formats ..................................................................31

  Saving a Presentation to Your Computer ........................................................33

  Saving as a PDF or XPS Document ..................................................................35

  Changing to Another File Type ........................................................................38

  Opening a Presentation .....................................................................................39

  Renaming a Presentation ...................................................................................41

  Closing a Presentation .......................................................................................41

  Deleting a Presentation .....................................................................................41

II Editing and Formatting Presentations

3 Customizing Themes and Backgrounds .............................................................43

Applying a New Theme to Your Presentation ......................................................44

Applying Multiple Themes to a Single Presentation ...........................................45

Applying a New Theme Variant .............................................................................46

Formatting Presentation Backgrounds ..................................................................46

  Formatting Your Presentation’s Background ..................................................46

  Omitting Background Graphics ........................................................................47

  Resetting a Background ....................................................................................48

Customizing Themes ...............................................................................................48

  Customizing Theme Color Schemes ................................................................48

  Customizing Theme Fonts .................................................................................51

  Customizing Theme Effects ...............................................................................53

  Working with Custom Themes ..........................................................................54

4 Working with Text .................................................................................................57

Adding Text to a Placeholder ................................................................................58

Using AutoFit ...........................................................................................................58

Using Text Boxes .....................................................................................................59

  Inserting a Text Box ...........................................................................................59

  Moving and Resizing a Text Box ......................................................................60

  Formatting a Text Box .......................................................................................60

Formatting Text .......................................................................................................61

  Enhancing Presentation Text ............................................................................62

  Using the Formatting Tools on the Home Tab ...............................................62

Formatting Text with Options in the Font Dialog Box ........................................64

  Formatting Text with Options in the Paragraph Dialog Box .........................66

  Formatting Text with the Mini Toolbar ............................................................67

Using Bullets ............................................................................................................67

  Changing the Bullet Style of Selected Text ....................................................68

  Applying Picture Bullets ....................................................................................69

  Applying Character Bullets ................................................................................70

Using Numbered Lists .............................................................................................71

Using WordArt .........................................................................................................72

  Inserting WordArt ...............................................................................................72

  Formatting WordArt ...........................................................................................73

Proofing Your Text ...................................................................................................74

  Setting Spelling Check Options .......................................................................74

  Checking Your Spelling .....................................................................................75

Looking Up a Synonym in the Thesaurus .............................................................77

5 Formatting and Organizing Objects, Slides, and Presentations ...................79

Manipulating Objects ..............................................................................................80

  Cutting an Object ...............................................................................................80

  Copying an Object .............................................................................................80

  Pasting an Object ...............................................................................................80

  Moving and Resizing an Object........................................................................82

Arranging Objects ...................................................................................................82

  Layering Objects ................................................................................................82

  Grouping Objects ...............................................................................................83

  Aligning Objects .................................................................................................84

  Rotating and Flipping Objects ..........................................................................85

  Using the Selection Pane...................................................................................86

Working with Gridlines and Guides .......................................................................87

  Using Smart Guides ...........................................................................................88

  Using the Grid and Guides Dialog Box ...........................................................88

Organizing Slides .....................................................................................................89

  Using Slide Sorter View .....................................................................................90

  Copying and Moving Slides from One Presentation to Another ..................91

  Deleting Slides ....................................................................................................92

     Changing Slide Size ...........................................................................................92

6 Working with Tables..............................................................................................95

Understanding Tables .............................................................................................96

Inserting a Table ......................................................................................................96

Drawing Custom Tables ..........................................................................................98

Inserting Excel Spreadsheets .................................................................................99

Formatting Tables ..................................................................................................100

  Setting Table Style Options ............................................................................101

  Applying a Table Style .....................................................................................101

  Creating a Border .............................................................................................102

  Setting Table Fill Color ....................................................................................104

  Applying Table Effects .....................................................................................104

  Working with Columns and Rows ...................................................................105

  Merging and Splitting Cells ............................................................................105

  Specifying Other Layout Options ...................................................................106

  Adding Bulleted and Numbered Lists Within Tables ...................................107

Deleting Tables and Table Contents ...................................................................107

7 Outlining Presentations ..................................................................................... 109

Creating an Effective Presentation Outline ........................................................110

Using Outline View ................................................................................................110

Modifying Your Outline .........................................................................................111

  Promoting and Demoting Outline Points ......................................................113

     Moving Outline Points Up and Down ............................................................114

  Collapsing and Expanding Outline Points .....................................................114

  Showing Slide Formatting ...............................................................................115

Inserting an Outline from Another Application ..................................................115

8 Reviewing Presentations ................................................................................... 119

Understanding PowerPoint Reviewing Tools ......................................................120

Working with Comments ......................................................................................120

 Adding Comments to Slides ...........................................................................121

  Reviewing Comments ......................................................................................122

  Editing and Replying to Comments ...............................................................122

  Deleting Comments .........................................................................................123

  Hiding Comments ............................................................................................124

Comparing Presentations .....................................................................................124

  Working with the Revisions Pane ...................................................................125

  Viewing Revisions .............................................................................................127

  Accepting Changes ..........................................................................................127

  Rejecting Changes ...........................................................................................128

  Ending the Review ...........................................................................................128

III Working with Images, Illustrations, and Media

9 Working with Pictures ........................................................................................ 129

Understanding PowerPoint Pictures ....................................................................130

Inserting Pictures ...................................................................................................131

Inserting Online Pictures .......................................................................................132

  Inserting Pictures from the Office.com Clip Art Collection .........................132

  Inserting Pictures from the Bing Image Search.............................................134

  Inserting Pictures from Your SkyDrive Account ............................................135

Inserting Screenshots ............................................................................................136

Creating a Presentation from a Photo Album ....................................................136

Modifying Pictures .................................................................................................138

  Adjusting Pictures .............................................................................................139

  Applying Artistic Effects ..................................................................................141

  Compressing Pictures ......................................................................................141

  Changing to a Different Picture ......................................................................142

  Resetting a Picture ...........................................................................................142

  Working with Picture Styles .............................................................................142

  Arranging Pictures ............................................................................................145

  Cropping Pictures .............................................................................................145

  Modifying a Picture’s Height and Width .......................................................146

  Using the Format Picture Pane .......................................................................146

10 Working with Shapes ......................................................................................... 149

Inserting Shapes ....................................................................................................150

  Inserting Lines and Arrows ..............................................................................152

  Inserting Rectangles and Ovals ......................................................................153

Formatting Shapes Using the Drawing Tools – Format Tab .............................153

  Working with Shape Quick Styles ...................................................................154

  Specifying Shape Fill Color .............................................................................155

  Specifying Shape Outlines ..............................................................................160

  Applying Shape Effects ...................................................................................161

  Editing Shapes ..................................................................................................163

  Merging Shapes ...............................................................................................163

Using the Format Shape Pane .............................................................................164

11 Working with SmartArt ...................................................................................... 169

Understanding SmartArt Graphics .......................................................................170

Inserting Smart Art Graphics ................................................................................172

Modifying and Formatting SmartArt Graphics ...................................................173

  Using SmartArt Design Tools ..........................................................................174

  Formatting SmartArt Graphics ........................................................................178

12 Working with Charts........................................................................................... 181

Understanding Charts ...........................................................................................182

  Understanding Chart Terminology .................................................................183

  Understanding Chart Types ............................................................................183

Inserting Charts ......................................................................................................184

Inserting a Chart from Excel .................................................................................187

Modifying and Formatting Charts .......................................................................188

  Displaying, Hiding, and Modifying Chart Elements .....................................188

  Modifying Chart Design ..................................................................................190

  Formatting Charts ............................................................................................191

  Applying Chart Filters ......................................................................................192

  Saving Your Chart as a Template ...................................................................193

13 Working with Audio and Video ........................................................................ 195

Understanding Audio and Video Formats ..........................................................196

Inserting Audio Clips .............................................................................................196

  Inserting Online Audio .....................................................................................197

  Inserting Audio Clips from Your Computer ...................................................198

  Recording Audio Clips .....................................................................................199

  Deleting Audio Clips ........................................................................................200

Inserting Video Clips .............................................................................................200

  Inserting Online Video .....................................................................................201

  Inserting a Video Clip from Your Computer .................................................203

  Deleting a Video Clip ......................................................................................204

Formatting Audio and Video Clips ......................................................................204

  Adjusting Audio and Video Clips ...................................................................205

  Specifying a Video Poster Frame ...................................................................205

  Working with Audio and Video Styles ...........................................................205

  Arranging Audio and Video Clips ..................................................................206

  Resizing Audio and Video Clips .....................................................................207

Specifying Audio and Video Playback Options .................................................207

  Playing a Clip ....................................................................................................208

  Adding a Bookmark .........................................................................................208

  Editing Audio and Video Clips .......................................................................208

  Specifying Audio and Video Options ............................................................210

Compressing Media Files for Improved Performance .......................................210

Creating Videos from PowerPoint Presentations ...............................................211

14 Working with Animation and Transitions ....................................................... 215

Understanding Animation and Transitions ..........................................................216

Setting Slide Transitions ........................................................................................216

Applying Animation to Objects ...........................................................................218

Customizing Animations on the Animation Pane ..............................................220

  Setting Additional Effects ................................................................................221

  Setting Timings .................................................................................................222

  Animating Charts ..............................................................................................224

  Animating Text .................................................................................................225

  Animating SmartArt Graphics .........................................................................225

  Animating Audio and Video Files ...................................................................226

  Viewing the Advanced Timeline .....................................................................226

Managing Animations ...........................................................................................226

  Reordering Animations ....................................................................................227

  Modifying Animations ......................................................................................227

  Removing Animations ......................................................................................227

  Reusing Animations with the Animation Painter ...........................................227

IV Making Presentations

15 Presenting a Slide Show .................................................................................... 229

Exploring the Slide Show Tab ..............................................................................230

Setting Up a Show .................................................................................................230

Rehearsing Timings ...............................................................................................233

  Using Timings ...................................................................................................234

Deleting Timings ..............................................................................................234

Recording Voice Narrations ..................................................................................234

  Rerecording Narrations ....................................................................................236

  Playing Narrations ............................................................................................236

  Deleting Narrations ..........................................................................................236

Creating Custom Shows .......................................................................................236

Viewing Your Show ................................................................................................238

  Navigating a Show Full Screen .......................................................................239

  Setting Pointer Options ...................................................................................243

  Using the Onscreen Pen to Mark Your Presentation ....................................244

Presenting Online ..................................................................................................245

Exploring Presenter View ......................................................................................247

Packaging a Presentation onto a CD ..................................................................249

16 Creating and Printing Presentation Materials ............................................... 253

Understanding PowerPoint Printing Options .....................................................254

Printing PowerPoint Presentations .......................................................................255

  Preparing to Print .............................................................................................256

  Customizing Headers and Footers .................................................................259

  Previewing a PowerPoint Presentation ..........................................................260

  Printing Your Presentation ...............................................................................261

Creating Handouts in Microsoft Word ................................................................262

17 Sharing Presentations ........................................................................................ 265

Preparing Your Presentation for Sharing .............................................................266

  Protecting Your Presentation ..........................................................................266

  Inspecting Your Presentation ..........................................................................267

  Checking Your Presentation for Accessibility ................................................269

  Running the Compatibility Checker ...............................................................270

Sharing Your Presentation with Others ...............................................................271

  Sharing Presentations with Others .................................................................271

  Sharing via a Link .............................................................................................273

  Sharing on Social Networks ............................................................................274

  Sharing via Email ..............................................................................................275

  Other Ways to Share Your PowerPoint Presentations ..................................276

V Maximizing the Power of PowerPoint

18 Working with Hyperlinks and Action Buttons ............................................... 279

Working with Hyperlinks .......................................................................................280

Inserting Hyperlinks ...............................................................................................280

  Inserting Hyperlinks to an External Website .................................................280

  Inserting Hyperlinks to Another Slide in Your Presentation ........................282

  Inserting Hyperlinks to Other Files .................................................................283

  Inserting a Hyperlink to an Email Address ....................................................284

 Creating Invisible Text Hyperlinks ..................................................................285

Customizing Hyperlink ScreenTips ......................................................................286

Modifying Hyperlinks ............................................................................................287

Removing Hyperlinks ............................................................................................288

Using Action Settings ............................................................................................288

Using Action Buttons ............................................................................................290

Testing Hyperlinks and Action Settings ..............................................................291

19 Customizing PowerPoint ................................................................................... 293

Working with the Quick Access Toolbar .............................................................294

  Moving the Quick Access Toolbar .................................................................294

  Adding and Removing Quick Access Toolbar Commands .........................294

Setting PowerPoint Options .................................................................................295

  Personalizing PowerPoint ................................................................................295

  Setting Proofing Options .................................................................................296

  Setting Save Options .......................................................................................301

  Setting Language Options ..............................................................................303

  Setting Advanced Options ..............................................................................304

  Customizing the Ribbon ..................................................................................305

  Customizing the Quick Access Toolbar .........................................................308

  Setting Add-In Options ...................................................................................310

  Setting Trust Center Options ..........................................................................310

Setting Presentation Properties ...........................................................................310

Working with Slide Masters ..................................................................................311

  Modifying the Slide Master .............................................................................311

  Adding a Slide Master .....................................................................................313

  Creating a Custom Layout ..............................................................................314

  Renaming a Slide Master or Layout ...............................................................315

  Duplicating a Slide Master or Layout .............................................................316

  Deleting a Slide Master or Layout ..................................................................316

  Preserving a Slide Master ................................................................................316

  Applying a Theme to a Slide Master .............................................................317

  Modifying the Handout and Notes Masters ..................................................317

20 Accessing PowerPoint on the Web and Mobile Devices ............................ 321

Using SkyDrive .......................................................................................................322

  Getting Started with SkyDrive.........................................................................322

  Adding Files to SkyDrive .................................................................................324

  Creating a New Presentation in SkyDrive ......................................................324

Using the Microsoft PowerPoint Web App .........................................................325

  Exploring the PowerPoint Web App ..............................................................326

  Editing Presentations in the PowerPoint Web App ......................................327

21 Extending PowerPoint with Third-Party Tools .............................................. 329

Extending PowerPoint with Third-Party Software ..............................................330

  Camtasia Studio ...............................................................................................330

  Articulate Studio ...............................................................................................330

  Adobe Presenter ..............................................................................................331

Getting Creative with Third-Party Templates, Backgrounds, and Clip Art ......331

Enhancing Your PowerPoint Experience with External Hardware ....................332

  Impatica ShowMate ..........................................................................................332

  TurningPoint ......................................................................................................332

  Papershow .........................................................................................................333

  Laser Mouse ......................................................................................................333

Integrating PowerPoint with Twitter ....................................................................333

  Poll Everywhere ................................................................................................333

  SAP PowerPoint Twitter Tools ........................................................................333

TOC, 9787089750631, 1/16/2013