PowerPoint 2003

Advanced Techniques

Tutorial will cover:

I. Statistical Chart (using PowerPoint with Excel)
II. Diagram or Organization Chart
III. Table
IV. Drawing with AutoShapes
V. Clip Art
VI. Applying Custom Animation
VII. Inserting text from Word into PPT
VIII. Movies and Sound
IX. Publishing Presentation to the Web
X. Summary Slide

I. Statistical Chart
• Creating a chart slide
• Editing data
• Selecting a chart type
• Types of charts
• Animating the chart for slideshow
• Using the data from Microsoft Excel

Creating a chart slide

There are 14 standard and 20 custom chart types
available in PowerPoint.

1. From the Slide Layout task pane

Scroll to bottom of list
Select Title and Chart
2. Click in the Click to add title area; add chart title
3. Double click in the Double clip to add chart area
Editing data
1. Use the sample datasheet (see p.2) to enter your data.
a. Cells
b. Rows
c. Columns
Selecting a chart type
a. Chart > Chart Type
b. Use the Chart Type pull down menu
to select chart style, etc.

Microsoft Graph Exercise:

• Select the Title and Chart slide; double
click
• Replace labels and enter data on the data
sheet
• Change column width, add/move row,
column
• Explore Data, Tools, Chart menus
• Format font and numbers
• Animate chart
• Customize

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 Sample Datasheet

Toolbar Options pull down menu

Note—use of the By Column and
By Row icons will change the
arrangement of the X and Y/Z axis.
Chart Type
options

YError Bars
1. Create chart in Excel
2. Include Y Error Bars or not
(Format Data Series > Y
Error Bars)
3. Copy chart and paste into a
PowerPoint slide
5. Double click on this chart in
PowerPoint
6. Edit the chart; you can add
the Y Error Bars (select bar >
right click a bar > Format Data
Series > Y Error Bars), change
colors and animate this
pasted chart.

Chart Options

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Types of charts
• Bar Charts – compare measurements at intervals; bars run hortizontally
• Column Charts – compare measurements at intervals and provide snap shot views of data; bars
run vertically
• Line Charts – show changes in data or trends over time; lines emphasize change
• Pie Charts – show the breakdown of a total; data in a single series
• XY (Scatter) Charts – degree of correspondence between two series of numbers; used for
scientific data
• Area Charts – ; show the amount of changes in a set of values during an interval of time;
emphasize amount of change
• Doughnut Charts – show breakdowns of totals and let you depict several series of data in
successive rings around a doughnut hole
• Radar Charts – compare change in values of several series; each value is plotted on axes that
radiate from the center of the chart. Series of values are connected by a line that runs from axis to
axis and circles the center of the chart
• Surface Charts – depict the best and worse combinations of numbers. Colors or patterns
designate areas with the same value
• Bubble Charts – like an xy (Scatter) chart with the addition of different-sized bubbles at the data
points to indicate the value of a third number
• Stock Charts – show the values of stocks or other financial investments; they can also depict
scientific data
• Cylinder, Cone and Pyramid Charts – just like 3-D column or 3-D bar charts, except they use
more interesting and dramatic shapes to display values

Animating the Chart for Slideshow

1. If you are in the chart view, return to slide view

2. Select the chart by clicking on it once

3. From the Task Pane select Custom Animation

4. Add an effect from the Add Effect pull down menu

Use Entrance > Appear
Note: Not all effects work well with chart animation.

5. From the Chart pull down menu, select Effect Options

6. In the Appear window select the

Chart Animation tab; the use the Group chart
pull down menu to select By series or By category

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Using Data from Microsoft Excel
1. Transfer your Excel data to PowerPoint
• Create a new Chart slide
• Open the datasheet
• Click the cell located in the upper-left corner
• Select: Edit>Import File
• Navigate to the Excel file where the data
resides and double click
• Select the sheet from the workbook
• Click OK to import

2. Creating a Link Between Excel and PowerPoint Graph

• In Excel select the range of data you want to link to PowerPoint
• From the Excel Edit menu, choose Copy
• Switch to the PowerPoint datasheet and select the cells of the area into which you want to
paste the data
• From PowerPoint’s Graph Edit menu, choose Paste Link
• When you change a number in Excel, you can immediately see the number change in
PowerPoint. The link updates automatically
• NOTE: This is a one-way link. Changes make in Excel are updated in PowerPoint, but
changes made in PowerPoint’s Graph do not update the original Excel spreadsheet

3. Import an existing Excel chart into PowerPoint

• Create a chart in Excel
• Select chart then Edit > Copy
• Return to PPT and use Edit > Paste
• You can resize the chart; otherwise it cannot be edited

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II. Diagram or Organization Chart
1. From the Task Pane select Slide Layout and scroll
to bottom to select the Title and Diagram or
Organization Chart and then Insert New Slide

2. Click to add title <Slide Title>

3. Double click to add diagram or organization chart

4. From the Diagram Gallery select the first diagram

type Organization Chart (upper left corner). Other
choices include:
a. Cycle Diagram
b. Radial Diagram
c. Pyramid Diagram
d. Venn Diagram
e. Target Diagram

5. The Organization Chart toolbar has a variety

of features including:
a. Insert Shape – Subordinate, Coworker, Assistant
b. Layout -- Standard, Both Hanging, Left Hanging,
Right Hanging, AutoLayout
i. Turn AutoLayout off in order to
resize a box manually
c. Select – Level, Branch, All Assistants,
All Connecting Lines
d. Fit Text – will size text to fit box
e. Autoformat – Diagram Style
f. Zoom – viewing size

6. Adding Boxes
a. Use the Organization Chart toolbar
b. Select a shape on the chart
c. From the Insert Shape pull down menu select an appropriate level (subordinate,
coworker, assistant) and click to add a new box

7. Moving Boxes
a. Boxes can be moved by clicking on them and then dragging to a new location

8. Adding and Editing Text

a. Click in the box and start typing to add text
b. To edit text; click in the box and then click on the text to position the insertion point
where you want to edit.

9. Deleting Boxes – click on the box and press backspace or delete

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 10. Organization Chart > Layout –
use to select a style of layout
a. Standard
b. Both Hanging
c. Left Hanging
d. Right Hanging
e. AutoLayout
Use to change box color
Right click a box > turn Use AutoFormat off
Select Format AutoShape – and there are a
variety of options

11. Autoformat icon

a. Use to select a Organization Chart Style:
b. Experiment with the various selections

12. Custom Animation

a. Slide Show > Custom Animation
b. Select an effect
c. Click on the effect then
Effect Options > Diagram Animation
d. Choices include:
i. All at once
ii. Each branch, shape by shape
iii. Each level, shape by shape
iv. Level by level

Exercise: Create an organization

chart for your organization or a
group you are familiar with or use
the included example (below). Use
the various tools demonstrated in
this tutorial.

Renee Gauche
National Director
Washington D.C.
Renee Gauche
National Director Sylvia Southpaw
Assistant
Washington DC
Greta Links Lenora Smith
Sylvia Southpaw Director Director
Assistant California New York

Mary Jennifer Eve Steven

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III. Table
1. From the Task Pane select Slide Layout; scroll to the
bottom and select Title and Table slide

2. Use the pull down menu to select Insert New Slide

3. Double clip to add table

4. From the Insert Table box type in number of columns

and number of rows needed for the table (this can be
adjusted later on)

5. Use the Tables and Borders toolbar

-- Draw table. Eraser, Border Style
-- Border Width, Border Color, Outside Borders
-- Fill color
-- Table pull down menu to add, delete rows, etc.
-- Merge cells; split cells; alignment to top, middle, bottom
-- Enter text in the table boxes

6. Modify the table; you can easily modify table structure by adding, deleting, moving and copying
cells, columns and rows
Use the various commands from the table pull-down
menu to insert columns and rows; or delete

Note: to automatically fit the column text to the widest text

contained in the column, position the pointer anywhere on the
column’s right border until the pointer changes to a double
line and arrow, and then double-click. The column width
increases or decreases to the size of its widest text.

To change the table size, use the resize handles. The corner
handles resize proportionally. The internal handles affect the
height or width of the table.

Positioning text in a table

Use the Align Top, Center Vertically, and Align Bottom buttons
available from the Tables and Borders toolbar. Exercise:
Create a table from the given
information.

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IV. Drawing with AutoShapes
1. From the Task Pane, select the Title Only slide
(it’s the top slide on the right)

2. Use AutoShapes to draw

3. Grid and Guides – to help with placement of objects

Path: View > Grid and Guides

Drawing Toolbar

Tools from left to right:

Draw menu, Select Objects, AutoShapes menu, Line, Arrow, Rectangle, Oval, Text box,
Insert Word Art, Insert Diagram or Organization Chart, Insert Clip Art, Insert Picture, Fill color, Line
color, Font color, Line style, Dash style, Arrow style, Shadow, 3-D

Rectangles and Squares / Ovals and Circles

• To draw a perfect square or a perfect circle, hold down shift while dragging the object
• To draw a rectangle or square, select then click and drag

AutoShapes
• Explore the various shapes.
• Drag the adjust handle to adjust size and shape.
• An AutoShape can be filled and outlined, just like
any other object you draw. You can also move,
resize, copy and paste, rotate and duplicate.
• Action Buttons (see page 9)

AutoShapes Lines: Curves and Freeform / Scribble and Connectors

• To draw a straight line, hold down the control when you click
the second point
• Double-click to end a freeform line where you want
• Connectors are lines and curves whose ends are attached to other
drawn objects
• After you have added a connector between two objects, those two objects remain connected. If
you move one, the other moves as well

Switching Shapes
• Click the shape you want to replace
• From Draw > Change AutoShape > click on a new shape

Shadow Style
• Use the Shadow tool to give an object a shadow
• Use the Shadow Settings tool to nudge the shadow in desired direction or change color.

3-D Style
• Use the 3-D tool to give an object a three dimensional look Exercise: Create a drawing from the
• Use the 3-D Settings tool to make changes to the effect given information. Or feel free to draw
something of interest to you.

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Action Buttons

Action Buttons are a special AutoShape that can be used to hyperlink to different places. Places can
include another slide in the presentation, to another slide show, to a file on your computer or to a website.
Action Buttons can be selected from Slide Show > Action Buttons or from the Draw toolbar >
AutoShapes > Action Buttons.

Once you have selected and drawn the Action Button,

the Action Settings window provides options for
determining where you want to hyperlink to:
1. Previous Slide
2. First Slide
3. Last Slide
4. Last Slide Viewed
5. End Show
6. Custom Show …
7. Slide …
8. URL …
9. Other PowerPoint Presentation …
10. Other File …

For options 6-10 you will need to navigate to the

specific file you want to link to (highlight the file
Name and click OK) or enter the website URL.

When displaying the slide in Slide Show, just click on the Action Button to go directly to the hyperlinked
item.

NOTE: Using the Action Button to link to other files on your computer results in a specific path to that
file. In other words, if you move the PowerPoint file or the linked files to another folder, another computer,
to a memory stick, CDRW, etc. the path will be lost. You will need to redo the hyperlink. Right click on the
Action Button and Edit Hyperlink and redo the Hyperlink to.

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V. Clip Art
1. From the Task Pane select a slide style of your choosing
2. From the Task Pane select Clip Art
3. Search for clip art by a subject or topic
4. From the Search in pull down menu select collection:
a. My Collections
b. Office Collections
c. Web Collections
5. From the Results should be pull down menu Select media file types
a. Clip Art
b. Photographs
c. Movies
d. Sound

Clip art can be re-sized, re-colored, rotated, ungrouped, and enhanced.

Click on the picture to use the Picture toolbar. (If the toolbar does not
display, click on clip art.)

Picture Toolbar: Icons from left to right:

Insert Picture; Color; More Contrast; Less Contrast;
More Brightness; Less Brightness; Crop; Rotate;
Line Style; Compress Pictures; Recolor Picture; Format
Picture; Set Transparent Color; Reset Picture

Resize Picture
• To resize the picture proportionally use the corner handles. Click, hold and pull out to enlarge.
Click, hold and push in to reduce size.
• To distort the picture use the internal handles. Click, hold and pull out to enlarge and distort
vertically or horizontally; push in to reduce size and distort vertically or horizontally.
• Use the Reset Picture icon to restore the picture to its original state.

Recolor Picture
• Use the Recolor Picture icon to recolor picture.
• From the Recolor Picture window, use the pull down m
menu to select and apply a different color.

Ungroup Picture
• Place the cursor over the picture
• Right click
• Select Grouping > Ungroup
• Answer Yes to the question
• Click off the picture
• Then click on the various pieces
of the Clip art to move,
resize, recolor, etc.

Clip Art Exercise:

WordArt • Select and insert a Clip Art on a slide
Use the WordArt icon to create color and wildly shaped text. • Resize and recolor the clip art
• Ungroup the clip art and remove pieces
• Add text to the Clip Art slide

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VI. Applying Custom Animation
Applied to Slide Master
• Provides a uniform build for all slides
• Fast and simple way to effect all slides

Applied to an Individual Slide

• To give each slide a unique look and feel
• To animate charts or diagrams

Add Effect
• Entrance > Appear
o Effect Options
ƒ Effect: Sound, dim, animate
text
ƒ Timing
ƒ Text Animation: paragraph
levels
• Emphasis
• Exit
• Motion Path

To change order of animation:

Click and drag to desired position.

Exercise: Add custom animation to three of your slides.

Try a number of different combinations and techniques.
What works? What doesn’t work?

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XI. Inserting text from MSWord into PPT
You can insert text from another program into a PowerPoint presentation. The text can be in MSWord
format (.doc), Rich Text Format or RTF (.rtf), or plain text (.txt). You can also insert a Web document in
HTML format into a presentation.

1. Inserting Word or Rich Text:

PowerPoint creates an outline of slide titles and bullet points based on heading styles in the
inserted document.
2. Inserting Plain Text:
Paragraphs not preceded by tabs become slide titles.
Paragraphs preceded by tabs become bulleted points.
3. Inserting HTML:
Text appears in the text box on the slide.

Process for Inserting a Word outline into PowerPoint

NOTE: MSWord cannot be open when you start this process.
• Place your cursor in the Outline pane on the left
• Insert > Slides from Outline >
• Navigate to the desired file > Insert

Sending an Outline or Notes to MSWord

You can export a presentation outline or speaker notes directly from PowerPoint into an MSWord
document.

Process for Sending an Outline or Notes to MSWord

• File > Send To > Microsoft Office Word
• Select Outline only > OK
• PPT starts Word and inserts the presentation
outline into a blank Word document

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 1. Movies, Sound and CDs
PowerPoint inserts sounds and movies as objects, which can be changed and edited.

Insert Movies
PowerPoint provides several ways to insert video into your PowerPoint slideshow. The use of video
requires more memory. Short clips work best for viewing within a PowerPoint slide. PowerPoint primarily
supports .avi (Video for Windows) files. The .mov (QuickTime for Windows) file can be used when the
computer is configured properly to recognize the file. (PowerPoint does not play DVDs.)

Process:
1. Insert > Movies and Sounds > Movie from File
2. Navigate to the movie, select it and then click OK button.
3. You will be given the choice How do you want the movie to start in the slide show?
a. Automatically
b. When Clicked (in Slide Show click on movie to play)
4. The movie image can be resized and moved for placement on
the slide
5. Right click on the movie and select Edit Movie Object to affect
Play and Display options in the Movie Options window
a. Play options
i. Loop until stopped
ii. Rewind movie when done playing
b. Display options
i. Hide while not playing
ii. Zoon to full screen

The video file must travel with the .ppt file within the same folder for the video to function properly. Copy
the folder that stores the .ppt file and all linked videos used in the presentation. PowerPoint may ask you to
update the links in the .ppt file when the folder is copied. You will need to update the links for the videos to
play.

Insert Sound
Process:
1. Insert > Movies and Sounds > Sound from File
2. Navigate to the sound, select it and then click OK button.
3. You will be given the choice How do you want the sound to start in the slide show?
a. Automatically
b. When Clicked (in Slide Show click on movie to play)

Play CD Audio Track

Use the Play CD Audio Track feature if you want to play music
from a CD while running the slide show.
Process:
1. Insert > Movies and Sounds > Play CD Audio Track
2. Select start and end track
3. Select Loop until stopped
4. Click OK
5. How do you want the sound to start in the slide show?
a. Automatically
b. When Clicked
6. Right click on CD icon on slide and select Custom Animation;
Go into Effect Options > Effect and select Stop playing clip
after the number of slides in the show or after the slide number
where you want the CD to stop playing

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Note: Video and sound will play on the Web with PowerPoint Viewer.
Use Microphone to record voice
Process:
1. Insert > Movies and Sounds > Record Sound
2. The Record Sound window asks you to Name the sound
3. Press circle to record and speak into your microphone
4. Press square to stop recording
5. Click OK
6. The sound will be associated with the slide it was created on
OR you can cut and paste the sound to another slide.

Recording a Narration for a PPT Slide Show

A PowerPoint presentation can be narrated for later viewing or archiving with the speaker’s voice. In order
to record a narration, your computer must have a sound card and microphone. Ensure that there is no
background noise that might interfere with the recording of the narration.

Process:
1. Slide Show > Record Narration
2. Quality: (n/a)
3. Disk use: (n/a)
4. Free disk space: (n/a)
5. Max record time: (n/a)
6. Link narration in:. check box to link or not

NOTE: Embedding versus Linking

• Embedding the narration increases file size.
• Linking the narration stores the sound in separate files

7. Set Microphone Level…(perform the microphone check as instructed)

8. Change Quality… (n/a)
9. Click OK
10. Start recording the narration
11. Advance slides and keep talking; if you need to pause – use the right mouse button and click
Pause Narration. To resume recording, use the right mouse button and click Resume Narration.
12. At the end of the slide show click ESC; a message indicates that …
The narration has been saved with each slide. Do you want to save the slide times as well?
Save OR Don’t Save

NOTE:
• You can re-record the narration by staring over again from the beginning.
• Sound can be deleted from individual slides – click the sound icon and press delete.

Resize Pictures
The ability to import multiple images in a batch and set default picture import size is a feature that is not
offered in MS PowerPoint.

Shyam Pillai, has developed a wizard to perform this function. The Image Import Wizard is available for
$35 at the following website: http://skp.mvps.org/iiw.htm You can give it a "test drive" before purchasing
to see if it will do what is needed. Installing is easy and there is a nice tutorial that steps you through the
importing process.

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Publishing Presentation to the Web

To convert a PowerPoint presentation to a web page for posting on a website do the following:
1. File > Save a Web Page >
2. Select the Publish button
3. Select appropriate choices from the Publish as Web Page window
a. Click the Browse button to save the file where you want it

4. Click Publish
5. The resulting mht file can be up loaded to a server and then linked on a Web page. This file type
can only be read in a Internet Explorer browser.

Summary Slide
A summary slide is a list of the titles, formatted as bullet points, from selected slides in your presentation.
The summary slide can be used as an agenda slide.

Process:
1. Select the slides you want to use from the Slide Sorter
2. Click the Summary Slide button on the Slide Sorter toolbar
3. The Summary Slide is inserted at the beginning of the list of slide
4. Change the slide title from Summary Slide to something more appropriate

JML – January 10, 2009

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