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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.
If you've been following along with me in this chapter, you know that Microsoft PowerPoint and Microsoft Excel, they share the same charting engine, meaning if we're to create a chart here in PowerPoint we'd use Excel to edit the data. Well, that also means if we already have a chart that's been created in Excel we can borrow it and paste it here onto a slide in PowerPoint, and then be able to use Excel to edit the data if we choose the appropriate format. We're going to play around with this now using our Two Trees Tale presentation here, and we're going to start by moving to slide 15.
There's our Sales Results in data format. We could maybe get a better idea of our sales if we could see it in a graphical format to compare the different quarters and the different types of sales. So, let's create a new slide for that. We'll click the New Slide dropdown, instead of clicking New Slide. We don't need the content; all we need is the title area, so we'll click Title Only, and click where it says "Click to add title" and type in, instead of Sales Comparison or Results, we'll type in Chart here. All right, now we can click off the slide, and this is where it's going to go.
Remember it already exists, so we don't need that content placeholder. All we need to do is go to Excel, and if you've got the exercise files, you'll notice we've got our Quarterly Sales Results spreadsheet here, which has two tabs at the bottom: Sales and Sales Chart. When you move over to Sales Chart, you're going to see it's already selected. We've got that border around the outside, so all we need to do is copy it. You can click the Copy button or choose Edit and Copy or Command+C, whatever you prefer, and switch back now to PowerPoint.
Now, here's where it's going to go. If we click the Paste button, it's automatically going to be pasted in the default format, which is a drawing object, a Microsoft Office Drawing Object, which means we'll have the drawing tools to modify it. If you want to be able to edit the data though with Excel, you want to paste it as an Excel object. Or maybe you don't want to be able to edit it. You want it just to be a picture, a static image of your chart. These are some of the options you'll see if you choose to go to Edit and select Paste Special, instead of just pasting.
So there's the default, Microsoft Office Drawing Object, so you'll have all of the drawing tools at your disposal if you select this format. If you choose Microsoft Excel Chart Object though, you'll be able to use Excel to make changes to the data itself. So you change the data, and the chart will change automatically. And then you've got a picture format, which is static image, as is a PDF, or Portable Document Format. So if you don't want people being able to edit the content itself in the data, choose one of these two formats.
Let's go with Microsoft Excel Chart Object and click OK. So there it is. It appears just as it appeared in Excel. We can go to the corners to click and drag to resize this down. We can go to the center and click and drag it into position and then maybe go to borders to stretch it out, so it's a little bit easier to read. The double arrows allows to stretch the borders. There, that looks pretty good, and when we deselect by clicking off the slide, you see the end result nice and clearly.
Click again to select, and you'll notice the Format tab becomes available on the Ribbon, and you have some of the formatting options for working with shapes and objects, such as the line. If we want to the change the line style to a dark green, you can click that button, select dark green, go back to the Line dropdown and choose a thicker line or heavier weight, 4 1/2 points maybe. Now, click off the slide, and you can see that it looks a little bit nicer. Now let's go back and click one more time on our chart and press Delete on the keyboard; that removes it.
Now remember, we copied it from Excel, so it's still sitting in the clipboard waiting to be pasted. This time we'll go up to Edit and choose Paste Special and try a different format that we can't edit, like a picture. When you click OK, it's now pasted as a picture as opposed to an Excel object. So when you click, you see different types of handles. We can still resize it by going to the corners, going to the center to move it around. We can stretch it out, size it, and when we get the exact fit that we want, we can deselect. Or you'll notice while it's still selected, the Format Picture tab appears, and we can click there to do things like corrections and re-coloring, removing backgrounds, cropping.
We also have all these picture styles, and we can click the dropdown to choose something cool, maybe something that's got Perspective, for example. That's a cool look. So you can move it around a little bit. It keeps that perspective. We also have some effects to choose from that are similar: shadow, reflections, glows, bevels, even 3-D rotations. I kind of like this. Let's go with the 3-D rotation, and we'll go to one of the perspectives that are a little more subtle than some of the other ones. Let's go to this one right here: bottom row.
That's kind of cool. See how it almost comes off the slide towards us, and we'll deselect to really get a good view of that. Very interesting. Very different way of displaying our data. So because we share the same charting engine here in PowerPoint as we do with Excel, we have full access to all of the charting capabilities, including the ability to take a chart from an Excel spreadsheet and copy it onto a slide here in PowerPoint.
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