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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
Another option for displaying the slides in a presentation for playing a slide- show is to give the viewer full control. That's what we're going to do right now, adding some tools like hyperlinks that will give them control, allowing them to visit web sites or send e-mails or even access other files. We'll continue to work with our TT_ Tale presentation here. The first thing we need to do though, is change it from a self running slideshow by clicking the Slide Show tab here and clicking Set up Show. The third option is what we see with this particular presentation, and we don't want it browsed at a kiosk, just sitting there looking at information; we want the individual to browse through the slides.
So that's the second option. When we do that, we then see Loop continuously turned off for us. We can turn that back on. And we can choose whether or not we're going to show narrations and animations. Let's allow both to be shown by deselecting those check boxes. The slides, let's switch it back to all slides. Any hidden slides will not be included in this, but all the other slides will be visible to the viewer. And of course down below we want them to manually advance through the slides, as opposed to using the timings. So we'll click OK. Now it's time to insert our hyperlink.
So let's just scroll down to slide number 6. This is an ideal slide here for a link to a web site. And we can link to an e-mail, we can also link to a specific file, but we're going to add a hyperlink that takes us to the Two Trees Olive Oil web site. Now, you'll notice if you go to the Insert menu, Hyperlink appears at the bottom - Command+K is the keyboard shortcut - but it's not available to us quite yet. First, you need to select something. It could be an object, it could be text, or you can add something and create a hyperlink from that. That's what we're going to do down here in our slide.
So I'll just click in the slide, go back to the Home tab, and click Text, and choose Text Box, right at the top. Now I can click where we want the hyperlink to go, and the hyperlink doesn't have to be the actual web address at this point, just the text that people will see. So, for example, 'Visit our website by clicking here!' So that's the text that's going to be the link.
To set up the link, we need to either select a portion of this text, like the word 'website' or just click the border of the text box to make the entire object a hyperlink. Now, with something selected, when we go to the Insert menu and down to Hyperlink. It's available to us. Give it a click, and you can see we have options now. We can link to a web page, and there's the Link To field where we type in the web site, or we can link to a separate document, allowing us to select the file and in fact, if you want to go to a specific location in the file, you could use anchors.
So the file itself like a Word document, for example, might have an anchor in there, and we can locate that anchor right from here. Or maybe it's something like a 'Contact us' hyperlink where you want them to send an e-mail. Well, it will launch their e-mail application. It will go to the address you type in the To field. So probably somebody like information@ twotreesoliveoil.com, and you can even add the subject so they don't have to enter that, just add the body text and off they go. But we're going to add a web page, and in the Link To field is where we're going to type in the address to twotreesoliveoil.com.
Now when you start typing WWW, the http is added for you. So you don't have to worry about that and the colon and the slashes; just get that in there. What's displayed? The Selection in Document; we selected our text box. The other thing you can do if you want, as people hover over the hyperlink, is to show a little screentip, and in this case you might want to type in the web address or something, but you don't have to use it. You can click Cancel here and then just click OK. So now we have our hyperlink, but it really doesn't look like a hyperlink.
It doesn't look like anything special, anything different than the text that appears up above - a little smaller maybe, but typically hyperlinks are really visible when they appear in another color, like blue with an underline. So let's do that. Let's change the font color to a nice dark blue. Let's underline it as well, so we can do all of this formatting. Now it looks like a hyperlink, and we can test it by going to the Slide Show button in the bottom left-hand corner here. It starts our slideshow.
You'll see any animations and transitions, and so on. And to test out the hyperlink, just as you move your mouse over the link itself, you can see your mouse pointer turns into that little pointing finger, indicating it is a live link. And if we click it, it's going to launch your default browser - in my case, that's Safari - and takes me directly to the web site that was our hyperlink. There it is. It looks great! So we go up to Safari and Quit. It takes us back to our presentation.
You can press Escape to go back to our Normal view, and continue working on our slideshow. So that's all there is to adding hyperlinks. Now, there is another option we're going to look at in the next lesson, which is Action Settings.
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