If you want to set the quality level in your printer’s settings, you’ve come to the right section. Options vary by brand and model printer, so you may not see everything we illustrate available for your own printer. To tell your printer the quality level you want, follow these steps:
1. Choose File➪Print.
The first time you choose Print, a condensed Print dialog opens, much like the one shown in Figure 11-10.
Figure 11-10:
The condensed Print dialog.
2. Click the downward-pointing triangle.
The full Print dialog opens. (See Figure 11-11.)
3. From the Copies & Pages pop-up menu, select Print Settings.
The Print Settings dialog provided by your printer appears. Each brand and model of printer will offer different options in this dialog. The Print Settings dialog shown in Figure 11-12 is for an Epson Artisan printer.
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Adjusting Print Quality
Figure 11-11:
Setting print options.
Even if you set Excel to print highest-quality output in the preceding section, you may need to adjust the printer’s settings to get the highest- quality print. Some printer brands default to the lowest-quality setting to provide the highest speed. Gridlines and other content may not print properly or at all at low-quality print settings.
4. Make any changes you want to the print options in the Print dialog.
You have these options:
• Printer: Select a printer from your available printers in this pop-up menu.
• Presets: This pop-up menu lists the names of combinations of print settings that you’ve previously saved. Select one or select Standard for the default set of printing options.
• Copies & Pages: Choose settings provided by your printer driver.
• Copies: Type or use the Increase/Decrease control to set the number of pages to print.
• Collated: Select this check box to print all the pages in order for each copy.
574 Adjusting Print Quality
• Pages: Select All or type beginning and ending page numbers that you want to print.
• Print What: You can select Selection (which prints what’s currently selected in the workbook), Active Sheets (prints the currently selected sheet tabs), or Entire Workbook (prints all sheets of the workbook).
• Scaling: Scaling options change how the active document is printed and displayed in Page Layout View. For example, you can choose set- tings such as Fit to [Number] Pages Wide by [Number] Pages Tall.
• Show Quick Preview: Select this check box to display a small preview in the Print dialog.
• Page Setup: Select this button to display the Page Setup dialog. (Refer to Figure 11-1 earlier in this chapter.)
• PDF: Select this button to display PDF printing options.
• Preview: Select this button to display a print preview of your docu- ment in the Mac OS X Preview application.
5. After you set your print options, click the Print button.
Your workbook prints with the settings you just chose.
Figure 11-12:
Adjusting the printer’s print quality.
Book IV
PowerPoint 2011
Contents at a Glance
Chapter 1: Profi ling PowerPoint’s Interface . . . .577
Opening the PowerPoint Presentation Gallery ... 577 Organizing Your Presentation in Slide Sorter View ... 582 Transitioning from One Slide to the Next ... 585 Setting PowerPoint Preferences ... 587
Chapter 2: Opening and Saving a Presentation . . . .591
Opening Password-Protected Presentations ... 591 Saving in Various Formats ... 591 Saving as a Pile of Pictures ... 597
Chapter 3: Feeling at Home on the Ribbon. . . .599
Starting with a Title Slide ... 599 Choosing a Slide Layout ... 600 Making and Formatting Tables ... 615
Chapter 4: Adding Audio and Movies . . . .621
Adding an Audio Clip ... 621 Dealing with Audio and Movie Odds and Ends ... 630
Chapter 5: Designing Masters, Slide Layouts, and Themes . . . .631
Putting a Slide Master in Charge ... 632 Handling Handout Masters ... 639 Making a Theme ... 640
Chapter 6: Applying Animation . . . .645
Applying an Animation Effect ... 646 Moving an Object along a Path ... 661
Chapter 7: Delivering Your Presentation . . . .665
Presenting to a Live Audience ... 665 Using Presenter View ... 673 Rehearsing and Recording Your Presentation ... 675
Chapter 8: Printing, Sharing, and Coauthoring Presentations . . . .687
Printing Your Presentations ... 687 Exploring Sharing Options ... 690 Coauthoring Presentations Using SkyDrive or SharePoint ... 696
Chapter 1: Profiling PowerPoint’s Interface
In This Chapter
✓ Viewing the PowerPoint Presentation Gallery
✓ Finding templates
✓ Working in Normal view
✓ Sorting in Slide Sorter view
✓ Making smooth transitions
✓ Automating slide timings
✓ Setting PowerPoint preferences
✓ Putting Notes Page view to work
PowerPoint is a tool that presenters of all kinds rely on to help commu- nicate with an audience. Initially, PowerPoint was used to create the framework that aided presenters. Then, PowerPoint widened its scope to encompass the creation of self-running kiosk presentations. In the present scenario, PowerPoint’s role has further expanded into the cloud horizons, with educators, businesspeople, students, and others incorporating Web content into PowerPoint and sharing PowerPoint presentations online.
Our goal is to help you feel comfortable with PowerPoint and also with your- self as a presenter. Throughout this minibook, we include bits of helpful advice on giving your presentation as we show you how to use the exciting features of PowerPoint. We put you at ease and make presenting to an audi- ence fun. At the very least, we aim to make presenting less stressful for you, even if it’s your first time in front of an audience.
Opening the PowerPoint Presentation Gallery
The default behavior for opening PowerPoint is to display the All Themes option of the PowerPoint Presentation Gallery, as shown in Figure 1-1. You can also display this Presentation Gallery by choosing File➪New from Template or by pressing Shift-Ô-P.
578 Opening the PowerPoint Presentation Gallery
Figure 1-1:
Choosing a template.
The first two themes in the All Templates category are White and Black, themes that you use to start a new, blank presentation. The rest of the themes and templates are categorized, searchable, and can be browsed, so you can always find a great theme or template to use or customize. The Presentation Gallery also offers these tools:
✦ Show/Hide Right Pane: Choose to show or hide the Template preview.
✦ Themes section of left pane
• All: Displays all themes stored on your computer.
• My Themes: Displays themes you saved on your computer. You can choose from theme color sets and theme fonts installed with PowerPoint or your own color sets and fonts.
✦ Templates section of left pane
• All: Displays all templates stored on your computer.
• My Templates: Displays templates you saved in the My Templates folder, specified in Word’s (not PowerPoint’s) preferences.
• Guided Methods: Ready-made presentations that inform; include great tips.
• Presentations: Many great templates are included with Office.
✦ Online Templates: Click the disclosure triangle next to Online Templates to display the many categories of templates accessed from Microsoft’s online template collections. This requires a live Internet con- nection and is a new feature for 2011.
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Choosing a View
✦ Search online and local templates: Search templates includes online templates if the online disclosure triangle has been activated. When one of the Recent Presentation time frames is selected, this searches Recent Presentations instead of templates.
✦ Preview: Displays a preview of the template selected in the larger pane. In the Preview pane, you can apply Theme colors, Theme fonts, and choose the size (ratio of height-to-width) of the slide show to the selected theme or template before opening it.
✦ Recent Presentations: In the gallery, up to one month’s worth of recently opened presentations are available. You can show them all or filter them by Today, Yesterday, Past Week, or Past Month. When any Recent Presentations option is selected, Search works on Recent Presentations instead of local templates.
Set the number of recently used presentations visible in the File menu by choosing PowerPoint➪Preferences➪General. Be sure the Track Recently Opened Documents check box is selected and then use the spinner control to set how many documents to display in Open Recent.
Recently used items in the File menu do not disappear after a month.
✦ Show/Hide Recent Presentations: This toggle button displays or hides the Recent Files section of the gallery.
✦ Don’t Show This Gallery When Opening PowerPoint: When this option is selected, the PowerPoint Presentation Gallery will not display when PowerPoint is opened.
✦ Size: Drag the slider left and right to change the size of previews in the middle pane. Click the icon on the left end to choose the smallest size.
Click the icon on the right end of the slider to choose the largest.
Move the mouse cursor over the thumbnail to see mini previews of the slides contained in a template or theme.
Choosing a View
After you’ve made a theme or template choice in the Presentation Gallery, you’ll be in PowerPoint proper, ready to edit in Normal view. You can switch views by clicking the view buttons in the lower-left corner of the window.
(See Figure 1-2.) For more view options, use the View menu.
✦ Normal: Normal view is where you assemble, edit, and customize your presentation. You can find out more about Normal view in the next section.
✦ Slide Sorter: Displays a thumbnail preview of each slide in your presen- tation. Re-order, copy, and paste slides in this view. Here you can also
580 Building and Editing Slides in Normal View
add and preview transitions. Slide Sorter view is covered later in this chapter.
✦ Notes Page: Each slide has a notes page, which you can edit in this view.
See the later section, “Taking Advantage of Notes Page View,” for more about adding and using notes.
✦ Presenter: Present your slide show on a projector and see your notes on your own computer. See Chapter 7 in this minibook for more about Presenter view.
✦ Slide Show: Runs your presentation as a slide show. See Chapter 7 in this minibook for more about slide shows.
✦ Master views: Format themes, slide designs, Notes pages, and handouts.
These views are covered in Chapter 5 in this minibook.
Building and Editing Slides in Normal View
The workhorse editing view in PowerPoint is the Normal view. In Normal view, you build presentations by adding slides, titles, text, and rich content, and then animating them judiciously. Figure 1-2 shows Normal view’s default title slide on a small screen, as you might see it on a 13-inch MacBook. When working with a small screen, hide and display the Ribbon by clicking the Ribbon button on the Standard toolbar. Show and hide the Standard toolbar by clicking the little button in the upper-right corner of the window.
When working in a smaller window, some Ribbon controls become smaller or their labels disappear. Use PowerPoint’s Ribbon preferences to turn Ribbon groups on and off to control overcrowding on the Ribbon.
In Normal view, you have the following options and features:
✦ Presentation: The filename in PowerPoint is the presentation title you see at the top of the screen.
✦ Menu bar: This is the topmost set of controls.
✦ Standard toolbar: The Standard toolbar is at the top part of each docu- ment window, along with standard close (red), minimize (yellow), and maximize (green) buttons. The Standard toolbar is programmable via VBA and AppleScript. It’s roughly equivalent to the Quick Access Toolbar (QAT) of Microsoft Office for Windows.
✦ Show/Hide Toolbar: This tablet-shaped button toggles the Standard toolbar’s visibility off and on.
✦ Ribbon: The Ribbon is new to PowerPoint 2011. The Ribbon displays beneath the Standard toolbar.
✦ Slide: Figure 1-2 shows Normal view, where you edit individual slides by adding text, sounds, moves, pictures, and graphics in layers. You can order layers and animate everything.
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Building and Editing Slides in Normal View
Figure 1-2:
Building presenta- tions in Normal view.
✦ View buttons: Click these buttons to switch the view to Normal view, Slide Sorter view, or Slide Show view. (See Figure 1-2.) Use the View menu for more options.
✦ Zoom: In addition to the zoom control on the Standard toolbar, use the slider and fit to pane X button in the bottom-right corner of the window.
✦ Toolbox: Click the Toolbox button on the Standard toolbar to display the Toolbox.
✦ Media Browser: Click the Media button on the Standard toolbar to dis- play the Media Browser.
Like other Office applications, you can find context-sensitive pop-up menus just about everywhere you right-click in PowerPoint.
The following list lets you in on a couple of minor secrets about using Normal view that can make working smoother:
✦ To run the presentation starting with the slide you’re working on, click the miniature screen button, the rightmost view button in the lower-left corner of your screen.
✦ To end a running presentation, press the Escape key.
✦ To change to Outline view in the left pane, click the Outline View button at the top of the pane.
582 Organizing Your Presentation in Slide Sorter View
Organizing Your Presentation in Slide Sorter View
Shown in Figure 1-3, the Slide Sorter view (choose View➪Slide Sorter) is used for several purposes. You can use it to do the following:
✦ Organize and reorder your slides by dragging them into the proper order.
✦ Organize your presentation by grouping slides into separate sections.
✦ Organize your presentation as a storyboard.
✦ Copy, paste, duplicate, and delete slides.
✦ Select sequential or nonsequential slides.
✦ Hide and show selected slides.
✦ Control transition effects that play when your presentation advances from one slide to the next.
✦ Set and adjust slide timings.
Using slide timings is optional. You can set the amount of time a slide will be shown, and then PowerPoint advances to the next slide automatically during your presentation. Setting timings is useful when setting up a self-running kiosk presentation. If you or someone else will be giving the presentation, you most likely won’t use slide timings.
Figure 1-3:
Looking over the Slide Sorter view.
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Organizing Your Presentation in Slide Sorter View
Selecting slides
Here are some guidelines that can help you select slides in Slide Sorter view:
✦ To select one slide, click the slide.
✦ To select a range of slides, hold the (left) mouse button down while you drag across and over slides like a marquee. Dragging in a diagonal direc- tion can be helpful.
✦ To select a contiguous range of slides, click the first slide, hold down the shift key and then click the last slide.
✦ To select multiple, noncontiguous slides, hold the Command (Ô) key down and then click the slides you want to select.
✦ To select all the slides in the presentation, press Ô-A or choose Edit➪ Select All, or click the All Slides button on the Ribbon.
✦ To select all but a few slides, first select them all and then Ô-click indi- vidual slides to deselect them.
Changing slide order
Changing the slide order is drag-and-drop easy. Just select one or more slides and then drag them in front of the slide where you want them inserted. As you drag, the slides rearrange themselves.
Inserting, copying, pasting, and deleting
Here are three ways to add a new slide following the active slide in your presentation:
✦ Click the Ribbon’s Home tab. In the Slides group, and click New Slide.
✦ Choose Insert➪New Slide.
✦ Press Ô-Shift-N.
Copying, cutting, and pasting is very intuitive. To copy, select one or more slides and use any common copy method, such as choosing Edit➪Copy or pressing Ô-C. Click at the desired insertion point and then choose Edit➪ Paste or press Ô-V. Of course, you can use the Scrapbook as well. (See Book I, Chapter 3 for Scrapbook details.) You can cut (deleting the selected object and placing it on the Clipboard) by choosing Edit➪Cut or pressing Ô-X. To delete one or more slides, select them in Slide Sorter view or in the slides pane of Normal view and then press the Delete key. You can click between the thumbnails to set the insertion point between two slides if you want to paste a slide at a specific position.
You can combine copy and paste by duplication — to do that, press Ô-D in Slide Sorter view with your slide(s) selected.
584 Organizing Your Presentation in Slide Sorter View
Grouping slides into sections
To group slides into a section, first select a contiguous range of slides. Then click the Home tab of the Ribbon, and in the Slides group, click Section.
From the pop-up menu, choose Add Section. A dialog appears asking you to name the section.
To manage a section, click the name of the section in Slide Sorter view, then on the Home tab of the Ribbon, go to the Slides group and click Section to display the Section pop-up menu. In Normal view, right-click on the section name in the Slides pane to display the same menu, shown in Figure 1-4.
Clicking the disclosure triangle next to a section name in Slide Sorter view or in the Slide pane in Normal view expands or collapses the section.
Figure 1-4:
Working with sections.
Although you can customize keyboard short- cuts in Word and Excel, the keyboard short- cuts available in PowerPoint are built in and can’t be customized within PowerPoint. But that doesn’t mean you can’t create your own shortcuts by using Mac OS X.
Click PowerPoint’s Help button on the Standard toolbar and search for the term keyboard short- cuts. Be sure to check out each of these very nicely produced topics:
✓ Create or delete a keyboard shortcut:
Describes how to customize Mac OS X.
✓ PowerPoint keyboard shortcuts: Lists all the keyboard shortcuts available in PowerPoint.
✓ Common Office keyboard shortcuts: Lists many keyboard shortcuts used throughout Office.
You’ll be glad that the PowerPoint Help sec- tion has been completely redone for 2011. You can even have Help open while you work in PowerPoint!
Using keyboard shortcuts in PowerPoint
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Transitioning from One Slide to the Next
Transitioning from One Slide to the Next
Transitions are effects that add animation or sound to the movement of the change between one slide and another, depending on which transition style you choose. We discuss transitions in the following sections, but first it’s important to remember that when you’re using transitions, you must keep both your audience and the content in mind. Think about the reason that you’re adding a transition in the first place. Transitions can be overdone or underused.
A presentation that moves from slide to slide every time with a jump cut, meaning without transitions, can be dull and look like it’s not done yet.
Appropriate transitions make presentations easier to watch. At times, you use transitions that are more visually active to help draw attention naturally to transitions in the content that you’re delivering. However, remember that if you use too many high-motion transitions, your audience will be reeling from motion sickness.
Choosing a transition
It’s fast and easy to apply transitions to display when a slide changes to the next during a slide show. To do so, follow these steps:
1. While in Slide Sorter view, Normal view, or Slide Master view, select one, several, or all of the slides.
2. Click the Transitions tab of the Ribbon.
The Transition to This Slide gallery displays, allowing you to choose a transition. Click the “sweet spot” in the middle of the gallery along the bottom border to display the full palette of transitions, as shown in Figure 1-5.
3. Click a transition thumbnail to apply it.
The transition plays as the slide begins to display.
Figure 1-5:
Applying a change- slide transition.