Running Microsoft Powerpoint 2000

Running Microsoft Powerpoint 2000

by Stephen W Sagman, Stephen Wallace

Loaded with tips from the software experts on how to get the most from Microsoft PowerPoint 2000 presentation graphics program, this book shows users each step needed to accomplish their objectives.See more details below


Loaded with tips from the software experts on how to get the most from Microsoft PowerPoint 2000 presentation graphics program, this book shows users each step needed to accomplish their objectives.

Product Details

Microsoft Press
Publication date:
Product dimensions:
7.45(w) x 9.33(h) x 1.26(d)

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Chapter 18: using PowerPoint with Other Applications

Although PowerPoint certainly stands on its own, it becomes even more powerful when combined with its partners in Microsoft Office 2000: Microsoft Word 2000, Microsoft Excel 2000, and Microsoft Outlook 2000. PowerPoint is the public voice of Office, telling the stories you write in Word and the numbers you crunch in Excel with professionally and consistently designed images.

Many of the common attributes shared by the Microsoft office applications are perfectly obvious after you've used them a little. You'll notice the common menus. dialog boxes, toolbars, and even procedures that make it easy for you to switch from one application to another, You'll also find that the applications share spelling dictionaries, AutoCorrect word lists, drawing tools, and the Clip Gallery.

But below the surface of office, a powerful technology called OLE (pronounced olé) gives the Office suite the capability to gracefully share information. For example. you can move objects such as text or numbers from one application to another just by dragging them from one window into another. And when you move an object between applications and then decide to edit the object, an OLE feature called in-place editing summons the menus, dialog boxes, toolbars, and procedures you used to create the object so you can make changes as though you were working in the original program. You can move a worksheet from Excel to PowerPoint, for example, and then choose to edit the object. Suddenly, Excel's menus and toolbars appear within PowerPoint's window. When you finish editing, PowerPoint's menus and toolbars reclaim thescreen.

The drag-and-drop method is the key to transferring information among the Office applications. You can almost always select an item in one application and drag it to another application's window. And if you want a copy of the information to remain in the original application, just hold down Ctrl as you drag.

In this chapter, you'll learn how to select objects and drag them between applications. You'll also pick up a few points to keep in mind as you exchange information between the Office applications, as well as learning about menu alternatives you can use with other Microsoft Windows applications that do not support drag-and-drop procedures.

Using PowerPoint with Microsoft Word

In Chapter 4, you learned how to exchange outlines between Microsoft Word and PowerPoint, and in Chapter 16, you learned how to export meeting minutes and action item lists from PowerPoint to Word. But you can also exchange one paragraph or one picture with similar ease. Best of all, you can embed an entire PowerPoint slide show in a Word document, transforming a potentially drab report into a lively, stimulating presentation complete with special effects, sound, music, and perhaps even video.

Of course, you can embed individual multimedia elements in a Word document without using PowerPoint, but embedding them in a PowerPoint presentation and then embedding the presentation in Word allows the multimedia objects and the presentation to be played together in a slide show within a Word document.

Transferring Word Text to PowerPoint

There are several ways to transfer text from Word to PowerPoint, depending on how you want that text to look and behave once its there.

  • You can copy text from Word and paste it into PowerPoint, You can then edit the text in PowerPoint as if you had typed it there to begin with.

  • You can embed Word text in PowerPoint so you can edit it using Word menus and toolbars.

  • You can link embedded text so that whenever it's changed in the original Word document, it's automatically updated in PowerPoint.

Copying and Pasting Word Text into PowerPoint

Suppose you have text you've already typed in Word that you want to use in PowerPoint. Rather than retyping the text, you can simply copy and paste it from Word to PowerPoint. Follow these steps:

1 In Word, select the text you want to copy.

2 From Word's Edit menu, choose Copy, or click the Copy button on the Standard toolbar.

3 Switch to PowerPoint by clicking any visible part of its wind ow or by clicking its name on the taskbar.

4 Turn to the slide in which you want to paste the Word text.

5 Click where you want to paste the Word text. If you paste into an existing text placeholder, the pasted text adopts the existing font, size, and other style attributes of the PowerPoint text box. If you paste the. text elsewhere on the slide, PowerPoint creates a new text box for the pasted text.

6 From PowerPoint's Edit menu, choose Paste, or click the Paste button on the Standard toolbar.

If you paste multiple paragraphs into a bulleted list placeholder, only the first paragraph is formatted as a bullet point Select the other paragraphs and then on the Formatting toolbar, click the Bullets button.

You can use the Copy and Paste commands in this fashion to make a simple copy of selected text and paste it into PowerPoint from Word and from any other application. Be aware, however, that this Copy and Paste method does not tie the text in PowerPoint to the original application. In other words. when you double-click text you've copied from Word, you are not returned to Word so you can edit the text.

Embedding Word Text in PowerPoint

When you embed Word text in PowerPoint, you are actually pasting a picture of [he Word text, that is, the object, into your slide. When you double-click the Word object, the Word menus and toolbars appear so you can work with the text using Word tools.

To embed the Word text in PowerPoint, follow these steps:

1 In Word, select the text you want to embed in PowerPoint

2 From Word's Edit menu, choose Copy, or click the Copy button on the Standard toolbar.

3 Switch to PowerPoint by clicking any visible part of its window or by clicking its name on the taskbar.

4 From PowerPoint's Edit menu, choose Paste Special (instead of Paste).

5 In the Paste Special dialog box, be sure that the Paste option (not Paste Link) is selected.

6 In the list, select Microsoft Word Document Object. The Word text is inserted in its own text box on the slide. If you want, you can move the text box to position it better on the slide.

When you double-click this text, a miniature Word window opens and the toolbars and menus change to Word's. You can edit the text in the miniature window and then click outside the window to revert to PowerPoint's toolbars and menus

Show Linked Word Text as an Icon
To place a Word con that represents linked text in a PowerPoint presentation, select the Display As Icon check box in the Paste Special dialog box.

You can also link the embedded text to its original in the Word document. With a link, whenever the text is updated in the original word document, it is automatically Updated in the PowerPoint slide. 'to link embedded text, follow the same steps as to embed text described above, but in the Paste Special dialog box, select Paste Link instead of the Paste Special option. In this case, you cannot edit the text directly in PowerPoint; instead, you open and edit the text in Word. Changes you make in Word flow through to PowerPoint.

Dragging Text from Word to PowerPoint

You can embed test that you've already typed in Word with the drag-and-drop method. Rather than retype the text, you can simply drag it from Word to PowerPoint as easily as you drag it from place to place within a Word document.

To drag text from Word to PowerPoint, follow these steps:

1 Open the word and PowerPoint windows, and then arrange them so they share the screen and both are visible, even if one window overlaps the other.

2 Make sure the slide in which you want to embed the Word text is displayed in the PowerPoint window and that Slide view or Normal view is active.

3 In Word, select the text-a sentence, a paragraph, even a table, or anything else you've created in Word.

4 While holding down Ctrl, place the mouse pointer on the selection, drag the selection to the current PowerPoint slide, and then release the mouse button. The text is copied from Word to PowerPoint, To move rather than copy the text, drag without holding down Ctrl. Either way, the text appears in the slide as an embedded object.

You can resize the Word object frame. If you drag one of the corner handles, you size the Word object proportionally according to it, original dimensions. if you drag one of the center handles, you can stretch or compress the length or width of the embedded Word object. Figure 18-1 illustrates this distinction. . .

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