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From the most basic to the very advanced, instructor David Rivers explores the application's possibilities in PowerPoint 2008 for Mac Essential Training. David teaches users how to create, edit, and share professional slideshows and presentations. He demonstrates how to efficiently navigate presentations, apply custom themes, place and edit text, images, and multimedia files; and bring the whole package together for a self-running or manual slideshow. Exercise files accompany the course.
In this lesson we are going to look at another option that can come in handy when you are showing your presentation and specifically I am thinking of a kiosk mode where you have got user input involved. If you want it to make it easy for your audience, the people viewing your presentation to move around the slides in your presentation for example jump quickly to the end or back to the beginning or to a previously viewed slide, you might want to use something called an Action button. You can do that in PowerPoint. You can also set up hyperlink so it could be text, it could be objects on your slides that will take people to a website, a document or even launch a default email applications to send an email.
That s we are going to look at in this lesson, using this presentation that I have got opened already from the Lesson 11 folder of the exercise files, you can see its called Conference11d. You have got the exercise files, open this one up to follow along. Now, I am here on slide number one and maybe we need to have a button that could take people directly to the end of the presentation or if I wanted to go to slide four here where I get information about the band that's going to be our entertainment at our user conference. Maybe it'd be cool to get more information on the band by going their website.
I could create a hyperlink here or maybe down at the bottom this last slide, slide seven, I can have a button that takes people back to the beginning of the presentation. So we are going to look at hyperlinks and Action buttons, beginning with the hyperlinks. So we are going to slide four here. Now, I can type in some text that's going to be used as the hyperlink or create a new object or use one of the existing objects on this slide. If I click on their logo here, the jellybricks logo, I could use that as the hyperlink. So when people click the logo, it launches their default browser and takes them directly to that website.
So let's try that, with jellybricks selected we will go up the Insert menu and come down to the very bottom Command + K is the keyboard shortcut for hyperlink. Now, when we give that a click the Insert Hyperlink dialogue box opens up and you see we have got three options. We link to a Web Page and you can see in the Link To field my curser is flashing away waiting foe me to enter the website. If I know it I can type it in, if I don't I can go to the website and just copy and paste the URL right in here. I could also link to a Document so if it were a word document for example it would launch word and display the document.
If it was a PDF same thing it would launch in preview or maybe its another PowerPoint presentation. If I wanted to I could have the link take me to default e-mail application and create a new message going directly to whoever I put in here. So I put in the email address and I can even type in the subject of the email. You may have seen this on websites where maybe its a Contact Us section and you click on a natural email and sure enough your default email application launches and there's a subject in there already, you just have to fill in the body of the email message and send it off.
So those are the options. In this case we want to go Web Page and up here I am just going to start typing in www.thejellybricks.com like so you notice the http:// went in automatically for me right after the first period after the three Ws. So PowerPoint is smart enough to know this is a website. The Display is the Selection in Document so what I selected already is what is being displayed as the link.
The other neat thing I can do is add a Screen Tip so when I move my mouse over the logo, I will see a tip telling me I can click on it to go to the website. So I will click on Screen Tip. I am going to type in Click this logo to visit jellybricks website and I will click OK. Now all I have to do is click OK to save this up. If I wanted to go to a specific spot on that webpage and there is an AnchorSc set up on the website, I could locate it using Locate button and go directly there, but just to their website is fine I'll click OK.
The hyperlink is setup. Now I can deselect the logo and the best way to test this is to play the slide show. So down I go to bottom left corner I will click the Slide Show button down here and there's the animation. We have got music playing in the background so I can click if I want to just stop that music so you can hear what I am saying. Now watch what happens as I move my mouse pointer over the jellybricks logo, see how it says Click this logo to visit the jellybricks website let's see if that's true.
When I click on it sure enough launches my default browser Safari and takes me directly to their website, just like that. When I am do I'll go up to Safari and I am going to hide it and I am going to press Escape to exit the slideshow and that's a hyperlink, pretty easy stuff. Now, in the old days you could also use hyperlinks to take you to other slides in the presentation or you could actually use hyperlinks to take you to other documents. Now, we use these Action Buttons and Action Buttons can also play sounds and video.
This little speaker down here that we inserted quite a while ago is an Action Button and we have the ability to set this up so when we click on it. We hear their music, but we have it set up to play automatically. When I click on an option like this, you will notice over here that the sound is paying automatically. If I choose to play the sound when its clicked by clicking When Clicked, now I have to actually click on this to hear the song and I might want to add some kind of information. When I go up to Slide Shows you will notice that down below I have Action Buttons and I have got Action Settings.
Now because I have selected my speaker, which is an Action Button by the way, clicking Action Settings brings up this little dialogue box and you can see the Object Action is to play a sound. I also have a Mouse Over section and there's nothing happening if I Mouse Over it. So if I wanted it do something I could. I am just going to create my own Action Button and show you how we can do all of this stuff. So from this dropdown you can the only option is to Play this because its a song. So I am going to click Cancel here. I am going to go up to slide three, here's the Venues.
So if I wanted an Action Button that takes me directly to slide six, which is an image of our first venue and we have got Venue 2 down below on slide seven, maybe I could create something that will take me to a selected slide like that. Well, in that case I go up to Slide Show, now with nothing selected notice that Action Settings is not available, but Action Buttons is. I have got some options here, I could go Home which is the first slide in my presentation, launch Help, see Information about the presentation its going to use my presentation information.
Go to a Previous Slide, Next Slide, the First Slide in my presentation, the Last Slide one, Last Slide Viewed, a Document, a Sound and a Movie are those options. I don't see anything that says take me directly to a specified slide. So all of these are very nice and quick, they are shortcuts for going up to Custom and creating it yourself. So I am going to click on Custom this time. Now, you can see my mouse pointer is turning to this cross here so I need to create something here by clicking and dragging. Its going to be a rectangular of sorts, so I might just click down here at the bottom.
I am going to go fairly wide here, its hard to see because its blue on blue, but when I release it takes me to my Action Settings and right now nothing is set up. I want this to hyperlink to a specified slide, so I am going to click Hyperlink to and I want it to Run Program or perform some action. I don't even need it to Play Sound, but I do want to hyperlink to a specific slide. So if I come down here I can go to a Slide and when I choose this it allows me to select the slide I want to go to and click OK. Now, when I click OK I have saved the actual Action Button but no one is going to know what this is, right now there's nothing in it, it's just a rectangle.
So I can click inside here or if I wanted to just start typing without clicking inside the box to enter some kind of instruction like Go to Venue Slide. Now, if that's too big we can knock that down, we know we can change the font size from 32, which it is up here in my Formatting Palette to something smaller and I am going to go down to 14, doesn't need to be so big. I might want to change the appearance of it. I am going to do that too.
I am going to choose something that's going to stand out, which means I need to change my font color here, something darker, that looks good and this is actually going to take me to that first venue slide, here we are. You could type whatever you want in there. Let's test it out though. We go down to our Slide Show button so here you can see is my Venues slide. When I click I am going to see bullets come in using that object animation. Down here though when I click Go to Venue Slide you can see there's a little action there takes me to the first venue.
Clicking again will actually take me to the next slide, which in this case is Venue #2 and that's the end of the presentation. I am going to press Escape and I am going to go back to slide three, I am going to click on the object so its selected and now when I go up to Slide Show look at that Action Settings is available because it is an Action Button, hyper linking to slide six Venue #1 and the other options are to Run program or Play sound. I might want a sound to occur just when I move my mouse over to draw people's attention, in case they are missing it.
Notice there is a Mouse Over section here so if I would rather hyperlink to the slide just by hovering over it that's a little dangerous. You want people to have to click. Instead, I am going to a play sound when my mouse pointer hovers over it and I can choose the sound by clicking this dropdown and I could choose something like Applause, Camera, because its pictures that might be good. Try that out, click OK and we will play the slideshow again to test this out. Right. So clicking brings in the bullets. Let's see what happens when I move my mouse pointer over the button without clicking on it. Neat.
So when I click on this the hyperlink kicks into action taking me to that first image of Venue #1. Press Escape to return to PowerPoint. So there's lot you can do. Let's go down to slide number seven, just do one more quick Action Button. We will go up to Slide Show down to Action Buttons. This time we will do just do a quick one that takes us to the very first slide in our presentation. We will click down here and drag to create that little button. Notice that it's going to hyperlink to the first slide. If we wanted sounds we could. Mouse Overs. We will just click OK.
We will test this out, we will play the slideshow. Here's our image, click this button and sure enough it takes us back to slide number one. Press Escape and we are back to the beginning. I am encouraging you to play around with hyperlinks and Action Buttons. There is so much you can do from moving around the presentation like we just did, to navigate from slide to slide, playing sounds, running programs, opening up documents, sending emails, going to web pages, there is pretty much an unlimited number of options when it comes to using hyperlinks and Action Buttons in PowerPoint.
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