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Tech Tutorials
Microsoft Photo Editor Microsoft Photo Editor is an imaged editing program that is part of Office Tools that comes with Office 97.  If you have installed all of Microsoft Office 97, you already have this program.  To locate it, click Start, Find, Files or Folders and then type Microsoft Photo Editor in the "Named" line.  After you locate it this way, right click on it to create a shortcut on your desktop.  If you do not locate Photo Editor, reinstall Office 97 and select Office Tools.
Creating Data Charts
Working With Clipart
Grouping/Ungrouping Clipart
Recoloring Clip Art
Using AutoClipArt
Running & Automating Slide Shows
Automatic Show Timings
Auto Advance
Using the Annotation Pen
Action Buttons
Inserting A Movie
PowerPoint Web Presentations

Advanced

Creating Data Charts
PowerPoint uses a peripheral program, Microsoft Graph, to help you create professional-looking charts.
To create a chart in a new slide:
1.  Left-click the Insert New Slide button choose a Graph Auto-Layout.
2.  Double left-click the graph placeholder on the new slide to activate Microsoft Graph.
You can place a chart on any slide by choosing Insert, Microsoft Graph or left-clicking the Insert Graph button.
When Microsoft Graph launches, a datasheet (a grid with columns and rows where you enter your numbers) displays with sample data.  Additionally, MS Graph displays its own toolbar and menus so you have access to charting-specific commands.
 To enter information in the datasheet:
 1.  Left-click a cell.
 2.  Replace its sample contents with your data and press enter.
3.  When entering a value in the datasheet, you automatically change the chart as well.
 4.  When finished, left-click the datasheet’s Close button to see the graph.
 5.  To exit and embed the chart as an object, left-click outside the graph object.
 After you create a chart, you can edit its data if necessary.  To do so:
 1.  Activate the chart by double left-clicking it.
 2.  Left-click the cell you want to edit, then type in the new information.
 3.  The chart will be updated when you press Enter.
 4.  When finished, close the datasheet by left-clicking the View Datasheet button.

Changing Chart Types
PowerPoint automatically uses a columnar chart type when you create a graph.  You can create several different chart types.  To change the chart type:
1.  Activate the chart.
2.  Left-click the Chart Type drop-down list arrow.
3.  Choose the desired type and PowerPoint will redraw the chart.

Moving, Resizing, & Deleting
Moving
Activate the chart and move it by moving the mouse to the center of the chart and then drag it to the desired location.
Resizing
Left-click the chart and move the mouse pointer over a corner of the chart.  Drag the mouse to resize the chart.
Deleting
Activate the chart and press the delete key.

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Working With Clipart
The ClipArt Gallery included with PowerPoint includes a variety of pictures.  You can also purchase additional clip-art or download clip-art from the Internet.  There are two methods of inserting clip-art into your presentation.
1.  Left-click the Insert New Slide button and choose an AutoLayout with a clip-art placeholder.   Double left-click the clip-art placeholder on the slide to access the Clip Art.  This method will not work when importing clip-art.  This method will not save your imported clip-art after you close and save the slide.  To use imported clip-art you must use the second method.
2.  Click Insert, Clip Art and select from Clip Art or from file.  Select the image you desire.
 When using the Clip Art Gallery you simply find the desired image and double click it or click it once and then click Insert.  After placintg clip art on your slide, you can change its size and location.  To move it, place the mouse on the center or the image and drag it to the desired location.  To change the size, move the mouse to a corner of the image until it becomes a double arrow.  Then click and drag it to resize it.
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Grouping/Ungrouping Clipart
Some clipart that comes with PowerPoint can be taken apart thus allowing you to only use one part of the clipart image.
1. Activate clipart (click on it).
2. Right click on image and select Grouping…Ungroup.  You must convert the object first by clicking Yes.
3. Click off the object.
4. Click and drag on the part of the image you wish to separate.
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Recoloring Clip Art
You can change the color of clip art from the Clip Art Gallery.
1.  Click on the clip art image.
2.  Choose Tools...Recolor.  This will display the Recolor Picture dialog box.
3.  Left-click the drop-down list arrow for the color you want to change in the New column.
If you do not see the desired color, you can select Other Color to display the Colors dialog box.
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Using AutoClipArt
When you use AutoClipArt, PowerPoint scans your presentation text and finds suitable images.  To use this feature:
1.  Click Tools...AutoClipArt.
PowerPoint will then browse your presentation to find images that match the text and display the results in the AutoClipArt dialog box.
In this dialog box:
1.  Select a word from the dop-down list.
2.  Then select the slide number on which you want to insert the image.
3.  Left-click the View Clip Art button to see which clip-art images match the selected word.
5. Then double left-click the image you want to insert.

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Running & Automating Slide Shows
 To run the slide show click the Slide Show button in the lower right corner of the screen.  To advance to the next slide, click the mouse or press enter.  You can press the backspace key or P to display the previous slide.  You can also type a slide number and press enter to quickly move to a specific slide.  Finally, you can end a slide show at any time by pressing ESC.  If you forget a command, press F1 to view a list of them.
 You can use the slide shortcut menu to navigate within a presentation.  Display the shortcut menu by right-clicking in any running slide show or left-clicking PowerPoint’s control panel in the lower-left corner of the screen.  When you see the menu choose command such as Next, Previous, or End Show.   You can choose Go To, Slide Navigator from the shortcut menu, then double left-click  a slide number in the Slide Navigator dialog box to move to that slide.

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Automatic Show Timings
After a PowerPoint slide show has been created, you can set up the timings to operate automatically.
1. Click Slide Show.
2. Click Rehearse Timings.
Your presentation will appear and a timer will show at the bottom of the screen.  As you click the mouse you will set the time for each slide or action to appear.  At the end of the presentation you will be asked if you want to save the presentation with the rehearsed timings.
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Using the Annotation Pen
 While running a slide show, you can focus your audience’s attention by using PowerPoint’s electronic annotation pen.  The annotation pen only works when you are in the Slide preview environment.  To use the pen, press CTRL and the letter P, then left-click and drag to draw on your slide.  You can erase by pressing E on the keyboard, or when you move to another slide.  Then pen color depends on the template you’re using, but you can change it.  Right-click, then chose Pointer Options, Pen Color from the slide show shortcut ment and choose the color you want.
 You can hide the show’s display to focus the audience’s attention on you.  To do this, press B in a running show to toggle between a blackened and displayed slide; press W to switch between a blank, white slide and a displayed one.

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Auto Advance
 You can create a slide show that automatically advances to the next slide after a predetermined length of time.  To do so:
1.  In the slide sorter view click the Rehearse Timings button on the toolbar.
2.  Advance through the presentation at the rate you want the slides to display.  The total and current slide timings are recorded in the Rehearsal dialog box.
3.  When you finish, you can choose to save the slide timings.
To use the automatic slide timings you’ve set for a presentation, choose View, Slide Show.  In the Advance section of the Slide Show dialog box, choose Use Slide Timings.  If you want the slide show to run continuously, also check the Loop Continuously Until Esc box.

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Action Buttons
To make your PowerPoint presentation interactive, you can add action buttons that will allow your audience to make choices.  In the slide environment, follow these steps:
1. Click Slide Show…Action Buttons.
2. Click the style of button you desire.
3. The Action Setting Screen will appear.
4. Determine the action for the Mouse Click.  You can allow the user to advance to the next slide, previous slide, another slide (by clicking slide…), another PowerPoint presentation, another file, or go to a web site (by clicking URL).  You can also select to run another program.  At the bottom of the box you can select to have a sound played when the mouse is clicked.
5. A second tab in the Actions Settings box is the Mouse Over tab.  You can select to have an action or a sound occur when the mouse moves over the button.

Creating hyperlinks action settings using objects or text.
Text
1. Activate text (click on text once).
2. Highlight passage (click and drag mouse over text).
3. Click Insert Hyperlink toolbar button (looks like globe and chain).
4. Click Browse in “Named Location in File.”
5. Click slide you want text linked to.
If you want sound, right-click hyperlinked text and click “Action Settings.”
You can choose actions when mouse is clicked or when mouse moves over passage.
Objects
1. Activate object (click on it).
2. Right-click mouse and select “Action Settings.”
Select desired action for Mouse Click or Mouse Over.

Inserting A Movie
You can insert a movie two ways:  from the Clip Gallery or from a file.  The Gallery is easy to work with and lets you preview the movie before inserting it.  To use the Gallery, make sure you have the Office 97 CD-ROM inserted in your CD-ROM drive.

1.  In the slide view, display the slide on which you want to place the movie.
2.  Click Insert, Movies and Sounds; then choose Movie from Gallery.
3.  On the Videos page of the Clip Gallery you'll see icons that represent the opening screen of each
     movie.  You can preview a movie by just selecting it and clicking the Play button.
4.  When you find the movie clip you want, double-click the clip to insert it in your presentation.

More Clips
In addition to using the Gallery, you cn access movies on your hard drive.
1.  To do this, copy the file from your CD-ROM or diskette to your hard drive.
2.  Click Insert, Movies And Sounds, Movies From File.  Locate the folder that contains the
     movie and double-click the movie to put it in your presentation.

Clip Gallery Live
You can also connect to the Clip Gallery Live which is a Web site for previewing and downloading more movies.
1.  Choose Insert, Movies and Sounds, Movie From Gallery to display the clip Gallery.
2.  Click the Connect To Web For Additional Clips button (in lower-right corner of dialog box).
3.  Connect to the web and the Clip Gallary Live will appear so you can preview or download the
     movie clips.

Play Options
You can also play the movie clip after it's inserted as an object in your presentation.
1.  In the Slide view, play it by double-clicking the movie object.
2.  In a slide show, rest the pointer over the object until a hand icon appears, then click once.
You can also loop a movie during a slide show, which makes it run repeatedly until you advance to another slide or tell PowerPoint to stop running it.  To do this:
1.  Right-click the movie object in Slide view.
2.  Choose Edit Movie Object from the shortcut menu.
3.  In the Play Options dialog box, check the Loop Until Stopped box, then OK.
4.  Choose View, Slide Show to start your slide show.
5.  Click the movie clip to start playing it continually.  You can stop running the movie by pressing
     the ESCAPE key once or going to another slide.

You can make a movie play automatically when a slide displays, instead of manually clicking the clip.
1.  In the Slide view choose Slide Show, Custom Animation.
2.  On the Timing page, click the Media object that represents your movie on the Slide Objects
      Without Animation list.
3.  Click the Animate option button.
4.  Click the Automatically option button, then enter the number of seconds you want to elapse after
     the slide dispays before the movie plays.
5.  Click OK to close the dialog box.

You can let PowerPoint determine the best size for a video to make it run smoothly.
1.  In Slide view, click the video to select it.
2.  Click Format, Picture.
3.  Click the Size tab and check the Select Best Scale For Slide Show box.
4.  Click the Reset button before closing the Format Picture dialog box.
You can also resize a movie as your would any other object.  If you accidentally change it to the wrong size, however, it wil skip when it is playing.
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PowerPoint Web Presentations
Starting as a Web Presentation
Open PowerPoint…click File…New
Click Presentations Tab…double-click Auto Content Wizard
Click Presentation Type and select the type of presentation you wish to create.  Click Next.
How will this presentation be used?  Click Internet, Kiosk…then click Next.
Follow the remaining questions.  PowerPoint will create a sample presentation in which you may edit your own text, images, and animations.  To save your presentation in html format, click File…Save as HTML (if this option is not available you will need to install the Web Page features of the PowerPoint software.

You can also convert an existing PowerPoint presentation to an html format by saving it as an HTML file.  Remember:  If you select to save with the PowerPoint viewer your presentation will have a longer download time.

PowerPoint Web Presentations
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