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