Advanced PowerPoint/Exercise 1 Using Linked Objects from Excel to Create a Slide Show

Bulleted lists and simple graphics are the starting point for most presentations, but they can become boring. Advanced PowerPoint users want exciting presentations—something that will impress their audiences. With PowerPoint, it is easy to develop impressive presentations by creating a custom background, linking spreadsheets and charts, inserting pictures, and adding animation.

Embedding objects means to copy and paste from another program. In the Introduction class, you embedded spreadsheets and charts. These items were “dead” because if your spreadsheet or chart changed, the PowerPoint presentation was not updated.

Linking objects means to connect the object from one program to another. The object is “alive” in that making a change in the source program will cause a change in the destination program. The only danger is if you move or delete the source file, the destination program will loose the object.

In this presentation, you will link the Investments Worksheet and the 3-D Pie Chart in your Stock Portfolio Workbook to PowerPoint Slides. As your spreadsheet and graph data change during the year, they will automatically change in PowerPoint as well. This way, your presentation always stays up to date.

The Exercise 1 presentation will be presented to the class, your parents, and invited guests in the auditorium this month. You and your partner will discuss the stocks you bought and report how much money you have gained or lost, and how much growth your stocks have made. You will also explain the percentage of each stock you have in your portfolio.

Starting Excel Before you start your presentation, you need the most recent information about how your stocks are doing.

1. Start Microsoft Excel.

2. Open your Stock Portfolio Project file.

Update Your Excel Portfolio 3. Click the Web Query tab.

4. Right-click the Web Query spreadsheet and select Refresh Data.

5. After the data is refreshed, your Investments Worksheet is up to date.

6. Check the Investments Worksheet to see if your percentage gain or loss has changed.

7. Check the 3-D Pie Chart to see if the slices and percentages have changed.

8. If the slice with the greatest amount has changed to another company, you have to explode that slice and format the slice with a picture.

9. Press Ctrl+S to save your workbook

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 1

Start PowerPoint 10. Start PowerPoint.

11. The PowerPoint dialog box opens.

12. Select Blank presentation.

13. Click OK.

14. The New Slide dialog box opens.

15. Select the Title Slide.

16. Click OK.

Notice the title bar identifies this as a Microsoft PowerPoint presentation called Presentation1. The Status bar displays information about the current slide—the slide number and current design template.

PowerPoint has several different ways to view the screen. The best view for creating a presentation is Normal View.

17. Click the Normal View button on the bar above the Start button.

Normal View

Normal View has three windowpanes. The right pane shows the slide you are creating. The left windowpane shows an outline of your presentation with hyperlinks. This lets you jump from slide to slide quickly.

Figure 1: Normal View has two windowpanes—the Slide and the Outline

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Saving Your Presentation Presentation1 has not been saved with a name.

18. Press Ctrl+S.

19. The Save As dialog box appears.

20. To the right of the Save in text box, click the drop-down arrow and select your period folder.

21. In the File name text box, a suggested file name should be highlighted.

22. Replace this filename by typing Stock Portfolio Presentation 1, press Spacebar, type your initials, press Spacebar, and type your partner’s initials.

23. Click Save or press Enter.

Creating a Title Slide 24. Click in the title placeholder.

25. The blinking insertion point is in the title placeholder.

26. Type Our Stock Portfolio.

27. Click the subtitle placeholder.

28. The blinking insertion point is in the subtitle text box.

29. Type Presented by:

30. Press the Enter key to make a new paragraph.

31. Type your name(s) but do not press Enter

Change the Style of Text to Italic 32. Triple-click the text Presented by: to select it.

33. Click the Italic button on the toolbar.

Adding Slide 2 to Your Presentation 34. Press Ctrl+M.

35. The New Slide dialog box opens.

36. Click the 2Column Text AutoLayout (row 1, column 3).

37. Click OK.

38. Click in the title placeholder.

39. Type Stock Profiles. Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 3

40. Click in the left text box.

41. Type the name of the stock you bought.

42. Press Enter.

43. Press Tab.

44. This will demote the bullet to a level 2 bullet.

45. Using your Profile homework type a bulleted description of what the company makes or does.

46. Press Enter to create a new bullet.

47. Click in the right text box.

48. Type the name of the stock you bought.

49. Press Enter.

50. Press Tab.

51. This will demote the bullet to a Level 2 bullet.

52. Use your Profile homework to write a bulleted description of what the company makes or does.

53. Look at Figure 2.

Figure 2

Make your bullets short and to the point. Do not use punctuation in a bullet. These are fragments, not sentences. Delete any repetitive or unnecessary words.

Formatting Your Slide 54. Select the name of your stock on the left side.

55. Press Ctrl+B to make the company name bold.

56. Select the name of your stock on the right side.

57. Press Ctrl+B to make the company name bold. Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 4

58. Look at Figure 2. Your slide should look something like this.

Inserting Pictures into Your Presentation Add a Clip Art image somewhere on the slide to illustrate the product of service of the company.

59. Click Insert on the Menu bar, point to Picture, and select Clip Art.

60. The Insert ClipArt dialog box opens.

61. Next to Search for clips, type a keyword into the text box.

62. If you can’t find a clip art image that you like, click Clips Online to go to the Clipgallerylive

63. If you can’t find a clip art image that you like, try Barry’s ClipArt at www.barrysclipart.com.

64. You may use more than one piece of clip art if you wish.

Resizing the Picture 65. Click to select your picture.

66. You should see the 8 resizing handles.

67. Hold the Shift key and drag a corner-resizing handle to make the picture larger or smaller.

Creating a Custom Background In the Introduction to Computers class, you used Design Templates. The Design Template had a background colors pictures, and even animation that were created by a professional. Now, you can create your own background.

68. Click Format on the Menu bar and select Background.

69. The Background dialog box opens.

70. Right now, your background color is white.

71. Click the color drop-down arrow and select More Colors.

72. Click the Standard tab.

73. Select a money green color.

74. Click the Apply button .

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Creating Contrasting Title Text Here is how to create a custom title that will contrast well with the bullets.

75. Triple-click the title Stock Profiles to select it

76. Click Format on the Menu bar and select Font.

77. The Font dialog box opens.

78. Change the Font to one that contrasts with Times New Roman. (San Serif is best.)

79. Change the Font style to Bold.

80. Check the Shadow check box if you wish.

81. Change the Color if you wish. (Use a color that will contrast with green.)

82. Click OK.

83. Press Ctrl+S to save.

84. Look at Figure 3. Your slide should look something like this.

Figure 3

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 6

Adding Your Other Stock Profile Slides 85. Click Insert on the Menu bar and select Duplicate Slide

86. Replace the information from Slide 2 with new information.

87. Replace the clip art from slide 2 with a new picture(s).

88. Repeat previous three steps for all your stocks.

89. Press Ctrl+S to save.

Adding a Slide for Your Excel Spreadsheet 90. Press Ctrl+End to move to the last slide.

91. Press Ctrl+M.

92. The New Slide dialog box opens.

93. Click the Title Only AutoLayout (row 3, column 3).

94. Click OK.

95. Click in the title placeholder.

96. Type Investments Worksheet.

Adding a Slide for Your Excel 3-D Pie Chart 97. Press Ctrl+M.

98. The New Slide dialog box opens.

99. Click the Title Only AutoLayout (row 3, column 3).

100. Click OK.

101. Click in the title placeholder.

102. Type Portfolio Breakdown.

103. Press Ctrl+S to save your presentation.

Linking an Excel Spreadsheet This is the part where you will link your Excel worksheet and chart to PowerPoint. This is a major timesaver, because you won’t have to copy and paste over-and-over.

104. Start Microsoft Excel.

105. Open your Stock Portfolio Project.

106. Click the Investments Worksheet tab.

107. Select cells A2 to I17 to select the entire range of data except for the first row.

108. Press Ctrl+C to copy the range.

109. Using the Taskbar, move to PowerPoint.

110. Move to the Investments Worksheet slide.

111. Click Edit on the Menu bar and select Paste Special.

112. The Paste Special dialog box opens.

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113. Select Paste link.

114. Select As: Microsoft Excel Worksheet Object.

115. Click OK.

Changing the Background 116. Click Format on the Menu bar

and select Background.

117. The Background dialog box opens.

118. Right now, your background color is white.

119. Click the color drop-down arrow and select More Colors.

120. Click the Standard tab.

121. Select a money green color.

122. Click the Apply button .

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 8

Formatting the Investments Worksheet Slide Figure 4

123. Hold the Shift key and resize the spreadsheet so that it is as large as possible.

124. You may need to move it up, down left, or right with the arrow keys.

125. Right-click the spreadsheet and select Format Object.

126. The Format Object dialog box opens.

127. Click the Colors and Lines tab.

128. Under Fill, click the drop-down arrow next to Color and select white.

129. Under Line, click the drop-down arrow next to Color and select black.

130. Click OK.

131. Check Figure 4.

Link an Excel Chart 132. Using the Taskbar, move to

your Excel Stock Portfolio Project

133. Click the 3-D Pie Chart tab.

134. Click a white area outside the pie chart. The entire chart is selected.

135. Press Ctrl+C.

136. Using the Taskbar, move to PowerPoint.

137. Scroll to the last slide.

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 9

138. Click Edit on the Menu bar and select Paste Special.

139. The Paste Special dialog box opens.

140. Select Paste link.

141. Select As: Microsoft Excel Chart Object.

142. Click OK.

Cropping Your Chart You already have a title for this slide. To remove the title from the chart you need to crop it.

143. Right-click the chart on the slide and select Show Picture Toolbar.

144. On the Picture toolbar, click the Cropping tool button .

145. Move the mouse pointer over the top-middle resizing handle of the chart.

146. The mouse pointer turns into the crop tool.

147. Click and drag the top-middle handle down until the title of the chart disappears.

Figure 5

Crop away any space.

148. Crop away any empty space on the left and right sides of the chart.

149. Press the Esc key to cancel the Crop command.

150. Press Ctrl+S to save your work.

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 10

Resizing and Formatting the Chart 151. Hold the Shift key and resize the chart so that it is as large as possible.

152. You may need to move it up, down left, or right with the arrow keys.

153. Right-click the chart and select Format Object.

154. The Format Object dialog box opens.

155. Click the Colors and Lines tab.

156. Under Fill, click the drop-down arrow next to Color and select white

157. Click OK.

158. Note: If the leader lines do not fit on the slide, move the data labels and leader lines on your Excel chart and the data labels and leader lines will automatically move in PowerPoint.

Changing the Slide Background 159. Click Format on the Menu bar and select Background.

160. The Background dialog box opens.

161. Right now, your background color is white.

162. Click the color drop-down arrow and select More Colors.

163. Click the Standard tab.

164. Select a money green color.

165. Click the Apply button .

Using the Format Painter

One of your teacher’s favorite tools is the Format Painter . The Format Painter tool copies the formatting from selected text and allows you to “paint” other text with the same formatting quickly. To use the Format Painter once, click the Format Painter tool. To keep using the Format Painter tool many times, double-click the tool.

166. Move to Slide 2.

167. Triple-click the title Stock Profiles to select it

168. Double-click the Format Painter tool on the Standard toolbar.

169. Move to the Investments Worksheet slide.

170. Click and drag to over the title Investments Worksheet to paint the formatting.

171. Move to the Portfolio Breakdown slide.

172. Triple-click the title Portfolio Breakdown to select it.

173. Click and drag to over the title Portfolio Breakdown to paint the formatting.

174. Look at Figure 6.

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Figure 6

Changing Line Spacing (optional) If your bullets look crowded, change the line spacing. Here’s how:

175. In Slide View, click View from the Menu bar, point to Master, and select Slide Master.

176. The Slide Master slide appears.

177. Click in the bulleted paragraph labeled Second level.

178. Click Format on the menu bar and select Line Spacing.

179. The Line Spacing dialog box opens.

180. Change the Before paragraph spacing from the default 0.2 to 0.4 Lines.

181. Click OK.

182. Click the Normal View button to see your slides again.

Checking the Presentation for Spelling 183. Press Ctrl+Home to move to Slide 1.

184. Press F7 to start the Spell Checker.

185. Check your presentation for errors.

Adding a Footer to the Slides and Handout 186. Click View on the Menu bar and select Header and Footer.

187. The Header and Footer dialog box opens. Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 12

188. Click the Notes and Handouts tab.

189. Check the boxes next to Date and time and Update automatically.

190. Check the box next to Header.

191. In the Header text box type your name(s).

192. Check the box next to Footer.

193. In the Footer text box type Stock Portfolio Presentation 1.

194. Click the Slide tab.

195. Check the box next to Slide number.

196. Check the box next to Don’t show on title slide.

197. Click the Apply to All button

.

Creating a Special Title Background 198. Scroll to Slide 1.

199. Click Format on the Menu bar and select Background.

200. The Background dialog box opens.

201. Right now, your background color is white.

202. Click the color drop-down arrow and select Fill Effects.

203. Click the Picture tab.

Exercise 1-Using Linked Objects from Excel to Create a Slide Show Page 13

204. Click the drop-down arrow to the right of the Look in box.

205. Double-click Wright-ms1 (Zeus).

206. Double-click Students 200_.

207. Double-click Advanced Computers.

208. Double-click PowerPoint Exercises.

209. Click any picture to select it.

210. Click the Preview button to get a quick look at the design before opening it.

211. Click the Apply button .

Note: You may find any other image that you think is appropriate by using the Google search engine (www.google.com) and using the Image search.

Note: You may want to lighten, darken, or even crop a picture. Open the background picture in Paint Shop Pro. Click Colors on the Menu bar, point to Adjust, and select Brightness/Contrast.

Formatting the Title Slide Text 212. Triple-click the title text Our Stock Portfolio to select it.

213. Click Format on the Menu bar and select Font.

214. The Font dialog box opens.

215. Change the Font to one that contrasts with Times New Roman. (San Serif is best.)

216. Change the Font style to Bold.

217. Change the Size if you want more contrast.

218. Check the Shadow check box if you wish.

219. Change the Color for more contrast.

220. Click OK.

221. Press Ctrl+S to save.

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Figure 7:

Adding Slide Transitions Transitions are animations between slides.

222. Press Ctrl+Home to move to the first slide.

223. Click the Slide Sorter View button .

Your teacher darkened this image with Paint Shop Pro, so that the text would have better contrast. He also moved the title and subtitle into parts of the slide that are the darkest. Remember this is a custom background, not a template. You are in control.

224. Press Ctrl+A to select all.

225. Hold the Control key down and select the first slide to deselect it.

226. Click Slide Show on the Menu bar and select Slide Transition.

227. In the Effect box, click the drop-down arrow to select the transition you want.

228. Select a Sound if you wish.

229. Under Advance, select On mouse click.

230. To apply the transition to all the slides, click Apply

.

231. Click the thumbnail picture to see a preview of your transition.

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Figure 8

About Animating Text and Objects (optional) You can animate text, graphics, sounds, movies, charts, and other objects on your slides so that you can focus on important points, control the flow of information, and add interest to your presentation. You can set up the way you want text or an object to appear on your slide—to fly in from the left, for example—and you can set text to appear by the letter, word, or paragraph. You can also choose whether you want other text or objects to dim or change color when you add a new element.

You can change the Order & Timing of your animations, and you can set them to occur automatically without having to click the mouse. You can preview the animation of your text and objects—to see how they all work together—and adjust animations if necessary.

Animate Text Using the Master Slide (optional) In the Introduction to Computers class, you animated one slide at a time, a very time consuming process. The Master Slide allows you to affect all of your slides at once—a fantastic time saver.

232. Click the Normal View button

.

233. Click View on the Menu bar, point to Master, and select Slide Master.

234. Click Slide Show on the Menu bar and select Custom Animation

235. Click the Order & Timing tab.

236. Check Text 2.

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237. Click the Effects tab.

238. Under Entry animation and sound and there are three text boxes.

239. Select any effect that you wish.

240. Select a sound effect if you wish.

241. Click the Preview button to preview the animations.

Running a Slide Show 242. Press Ctrl+Home to move to Slide 1.

243. Click the Slide Show button

or press F5.

244. When Slide 1 displays in Slide Show View, click the slide anywhere except on the Popup Menu buttons.

245. Slide 1 will advance to Slide 2.

246. Continue clicking to move through the slide show.

247. When you reach the end of the show, you will be returned to Normal View.

248. You can watch the slide show again or move on to the next step.

249. Ask your teacher to watch your presentation and for a screen check.

Note: A great place to find sound effects is at www.findsounds.com.

Printing a Handout Often, at the end of a presentation, it is nice to give a handout to everyone who attended. In this way, people can reread what you had to say.

250. Press Ctrl+P.

251. The Print dialog box opens.

252. Make sure Ireland is the selected printer.

253. Under Print range select All.

254. Click the drop-down arrow next to Print what and select Handouts.

255. Under Handouts, select 4 slides per page.

256. Print one copy for each partner.

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