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Part I: The Basics.
Chapter 1: A First Look at PowerPoint.
Chapter 2: Controlling the On-Screen Display.
Chapter 3: Managing Presentation Files.
Chapter 4: Project Lab: Basic PowerPoint Navigation Practice.
Part II: Building Your Presentation.
Chapter 5: Developing Your Action Plan.
Chapter 6: Starting a New Presentation.
Chapter 7: Changing the Presentation’s Look.
Chapter 8: Conveying Your Message with Text and Tables.
Chapter 9: Formatting Text and Text Boxes.
Chapter 10: Correcting and Improving Presentation Text.
Chapter 11: Inserting, Positioning, and Sizing Objects.
Chapter 12: Formatting Objects.
Chapter 13: Project Lab: Building a Simple Presentation with Text and Graphics.
Part III: Improving the Visual Impact.
Chapter 14: Adding Clip Art and Other Images.
Chapter 15: Using the Drawing Tools.
Chapter 16: Working with Charts.
Chapter 17: Working with Diagrams.
Chapter 18: Incorporating Data from Other Sources.
Chapter 19: Project Lab: Improving the Visual Impact.
Part IV: Sound, Movement, and Video.
Chapter 20: Adding Sound Effects, Music, and Soundtracks.
Chapter 21: Adding Videos.
Chapter 22: Creating Animation Effects and Transitions.
Chapter 23: Project Lab: Adding Sound and Movement to a Presentation.
Part V: Presenting Speaker-Led Presentations.
Chapter 24: Creating Support Materials.
Chapter 25: Controlling a Live Presentation.
Chapter 26: Managing Long or Complex Shows.
Chapter 27: Project Lab: Preparing a Speaker-Led Presentation.
Part VI: Distributing Self-Serve Presentations.
Chapter 28: Designing Self-Running Kiosk Presentations.
Chapter 29: Designing User-Interactive Presentations.
Chapter 30: Preparing a Presentation for Online Distribution.
Chapter 31: Project Lab: Preparing a Presentation for Users to View on Their Own.
Part VII: Cutting-Edge Solutions.
Chapter 32: What Makes a Great Presentation?
Chapter 33: Team Collaboration.
Chapter 34: Using Speech and Handwriting Recognition Tools.
Chapter 35: Making PowerPoint Easier to Use.
Chapter 36: Extending PowerPoint with Macros and Add-Ins.
Chapter 37: Project Lab: Putting It All Together.
Appendix A: What’s New in PowerPoint 2003?
Appendix B: Installing PowerPoint.
Appendix C: What’s on the CD-ROM?
End-User License Agreement.
PowerPoint 2003 is a member of the Microsoft Office 2003 suite of programs. A suite is a group of programs designed by a single manufacturer to work well together. Like its siblings Word (the word processor), Excel (the spreadsheet), Outlook (the personal organizer and e-mail manager), and Access (the database), PowerPoint has a well-defined role. It creates materials for presentations.
A presentation is any kind of interaction between a speaker and audience, but it usually involves one or more of the following visual aids: 35mm slides, overhead transparencies, computer-based slides (either local or at a Web site or other network location), hard-copy handouts, and speaker notes. PowerPoint can create all of these types of visual aids, plus many other types that you learn about as we go along.
Because PowerPoint is so tightly integrated with the other Microsoft Office 2003 components, you can easily share information among them. For example, if you have created a graph in Excel, you can use that graph on a PowerPoint slide. It goes the other way, too. You can, for example, take the outline from your PowerPoint presentation and copy it into Word, where you can dress it up with Word's powerful document formatting commands. Virtually any piece of data in any Office program can be linked to any other Office program, so you never have to worryabout your data being in the wrong format.
In this chapter you'll get a big-picture introduction to PowerPoint 2003, and then we'll fire up the program and poke around a bit to help you get familiar with the interface. You'll find out how to use the menus, dialog boxes, and toolbars, and how to get help and updates from Microsoft.
Who Uses PowerPoint and Why?
PowerPoint is a popular tool for people who give presentations as part of their jobs, and also for their support staff. With PowerPoint you can create visual aids that will help get the message across to an audience, whatever that message may be and whatever format it may be presented in.
The most traditional kind of presentation is a live speech presented at a podium. For live presentations, you can use PowerPoint to create overhead transparencies, 35mm slides, or computer-based shows that can help the lecturer emphasize key points.
Over the last several years, advances in technology have made it possible to give several other kinds of presentations, and PowerPoint has kept pace nicely. You can use PowerPoint to create kiosk shows, for example, which are self-running presentations that provide information in an unattended location. You have probably seen such presentations listing meeting times and rooms in hotel lobbies and giving sales presentations at trade show booths.
The Internet also has made several other presentation formats possible. You can use PowerPoint to create a show that you can present live over a network or the Internet, while each participant watches from his or her own computer. You can even store a self-running or interactive presentation on a Web site and make it available for the public to download and run on the PC.
When you start your first PowerPoint presentation, you may not be sure which delivery method you will use. However, it's best to decide the presentation format before you invest too much work in your materials, because the audience's needs are different for each medium. You learn a lot more about planning your presentation in Chapter 5.
Most people associate PowerPoint with sales presentations, but PowerPoint can be useful for people in many other lines of work as well. The following sections present a sampling of how real people just like you are using PowerPoint in their daily jobs.
More people use PowerPoint for selling goods and services than for any other reason. Armed with a laptop computer and a PowerPoint presentation, a salesperson can make a good impression on a client anywhere in the world. Figure 1-1 shows a slide from a sample sales presentation.
Sales possibilities with PowerPoint include the following:
* Live presentations in front of clients with the salesperson present and running the show. This is the traditional kind of sales pitch that most people are familiar with. See Chapter 25 to learn about controlling a live presentation.
* Self-running presentations that flip through the slides at specified intervals so that passersby can read them or ignore them as they wish. These types of presentations are great for grabbing people's attention at trade show booths. You create this kind of show in Chapter 28.
* User-interactive product information demos distributed on CD or disk that potential customers can view at their leisure on their own PCs. This method is very inexpensive, because you can create a single presentation and distribute it by mail to multiple customers. You learn how to create a user-interactive show in Chapter 29.
The distinction between sales and marketing can be rather blurred at times, but marketing generally refers to the positioning of a product in the media rather than its presentation to a particular company or individual. Marketing representatives are often called upon to write advertising copy, generate camera-ready layouts for print advertisements, design marketing flyers and shelf displays, and produce other creative selling materials.
PowerPoint is not a drawing program per se, and it can't substitute for one except in a crude way. However, by combining the Office 2003 clip art collection with some well-chosen fonts and borders, a marketing person can come up with some very usable designs in PowerPoint. Figure 1-2 shows an example. You learn about clip art in Chapter 13.
You have already seen how PowerPoint can generate presentations that sell goods and services, but it's also a great tool for keeping your internal team informed. For example, perhaps the vice president wants to know how each of the regional sales offices performed over the last fiscal year. You can impress the heck out of the boss with a good-looking informational presentation that conveys all the pertinent details. You can even generate handouts to pass out to the meeting attendees. Figure 1-3 shows a slide from such an informational presentation. As you can see, it contains a graph. PowerPoint can generate its own graphs with its Microsoft Graph module, or you can import graphs from another program, such as Excel. You learn about graphing in PowerPoint in Chapter 16.
Human resources personnel often find themselves giving presentations to new employees to explain the policies and benefits of the company. A well-designed, attractive presentation gives the new folks a positive impression of the company they have signed up with, starting them off on the right foot.
One of the most helpful features in PowerPoint for the human resources professional is the Organization Chart tool. With it, you can easily diagram the structure of the company and make changes whenever necessary with a few mouse clicks. Figure 1-4 shows an organization chart on a PowerPoint slide. You can also create a variety of other diagram types. Organization charts and other diagrams are covered in Chapter 17.
Education and training
Most training courses include a lecture section in which the instructor outlines the general procedures and policies. This part of the training is usually followed up with individual, hands-on instruction. PowerPoint can't help much with the latter, but it can help make the lecture portion of the class go smoothly.
PowerPoint accepts images directly from a scanner, so you can scan in diagrams and drawings of the objects you are teaching the students to use. You can also use computer-generated images, such as screen captures, to teach people about software.
PowerPoint's interactive controls even let you create quizzes that each student can take on-screen to gauge his or her progress. Depending on the button the student clicks, you can set up the quiz to display a "Yes, You're Right!" or "Sorry, Try Again" slide. See Figure 1-5. I explain this procedure in more detail in Chapter 29.
Hotel and restaurant management
Service organizations such as hotels and restaurants often need to inform their customers of various facts, but need to do so unobtrusively so that the information will not be obvious except to those looking for it. For example, a convention center hotel might provide a list of the meetings taking place in its meeting rooms, as shown in Figure 1-6, or a restaurant might show pictures of the day's specials on a video screen in the waiting area.
In such unattended situations, a self-running (kiosk) presentation works best. Typically the computer box and keyboard are hidden from the passersby, and the monitor displays the information. You learn more about such setups in Chapter 28.
Clubs and organizations
Many nonprofit clubs and organizations, such as churches and youth centers, operate much the same way as for-profit businesses and need sales, marketing, and informational materials. But clubs and organizations often have special needs too, such as the need to recognize volunteers for a job well done. PowerPoint provides a Certificate template that's ideal for this purpose. Figure 1-7 shows a certificate generated in PowerPoint. This certificate was generated by an AutoContent Wizard template; you learn how to create new presentations with the AutoContent Wizard in Chapter 6.
Even more ideas
As you learn in Chapter 7, you can create presentations in PowerPoint based on a wide variety of pre-designed templates. Many of these templates include not only design schemes but also sample content structures, into which you can plug your own information for a good-looking, quickly generated result.
With some of these templates, you can create all of the following documents:
* Business plans
* Company handbooks
* Web pages
* Employee orientation briefings
* Financial overviews * Speaker introductions
* Marketing plans
* Team motivational sessions
* Technical reports
* Project post-mortem evaluations
Learning Your Way around PowerPoint
Now that you have seen some of the potential uses for PowerPoint, let's get started using the program. PowerPoint is one of the easiest and most powerful presentation programs available. You can knock out a passable presentation in a shockingly short time by skimming through the chapters in Part II of the book, or you can spend some time with PowerPoint's advanced features to make a complex presentation that looks, reads, and works exactly the way you want.
The remainder of this chapter is primarily for those who have not had a lot of experience with other Windows applications. People who know all about menus, dialog boxes, and toolbars may find this material boring. If that description fits you, by all means feel free to skip it. But if you are still a little shaky on using Windows and applications in general, come on in!
You can start PowerPoint just like any other program in Windows: from the Start menu. Follow these steps:
1. Click the Start button.
2. Click All Programs. A submenu appears. Figure 1-8 shows Windows XP; in earlier Windows versions the menu is called Programs rather than All Programs.
3. Point to Microsoft Office.
4. Click Microsoft PowerPoint. The program starts.
If you are using Windows XP, and you have opened PowerPoint several times before, a shortcut to it might appear on the list directly above the Start button, as pointed out in Figure 1-8. Shortcuts to frequently used applications appear here. If you use other applications more frequently than PowerPoint, PowerPoint may scroll off this list and you therefore have to access it via the All Programs menu.
If you don't want to worry about PowerPoint scrolling off the list of the most frequently used programs on the Windows XP Start menu, drag its shortcut from the frequently used programs (lower left part of the Start menu) to the top-left area of the Start menu, directly underneath Internet and E-mail. This keeps the shortcut permanently on the top level of the Start menu, as shown in Figure 1-9.
Understanding the screen elements
PowerPoint is a fairly typical Windows-based program in many ways. It contains the same basic elements that you expect to see: a title bar, a menu bar, window controls, and so on. And like all Office 2003 applications, it has a task pane that provides shortcuts for common activities. Figure 1-10 points out these generic controls.
* Title bar: Identifies the program running. If the window is not maximized, you can move the window by dragging the title bar.
* Menu bar: Provides drop-down menus containing commands.
* Toolbars: Provide shortcuts for commonly used commands and features.
* Minimize button: Shrinks the application window to a bar on the taskbar; you click its button on the taskbar to reopen it.
* Maximize/Restore button: If the window is maximized (full screen), changes it to windowed (not full screen). If the window is not maximized, clicking here maximizes it.
* Close button: Closes the application. You may be prompted to save your changes, if you made any.
* Task pane: Contains shortcuts for activities. May contain different shortcuts depending on the context. In Figure 1-10, it shows shortcuts for starting new presentations and opening existing ones. You can close the task pane at any time to give yourself more room; click its Close (X) button.
* Work area: Where the PowerPoint slide(s) that you are working on appear.
I don't dwell on the Windows controls in detail because this isn't a Windows book, but if you're interested in learning more about Windows-based programs in general, pick up Windows XP For Dummies or The Windows XP Bible, also published by Wiley.
The PowerPoint screen starts out in Normal view, which contains a Slides/Outline list on the left, a Current Slide pane in the middle, and a Notes pane at the bottom. The Slides/Outline list has two tabs; Slides shows miniature versions of the slides in the presentation, whereas Outline shows the text of the slides in an outline. You'll work with these more in Chapter 2, which is devoted entirely to switching among the available views.
The slide and the outline are tied together; you can type text on one, and it appears on the other. To test this function, click the slide where it says Click to add title and type your name.
Excerpted from PowerPoint 2003 Bible by Faithe Wempen Excerpted by permission.
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