IntroductionWelcome| 00:00 | (Music playing)
| | 00:03 | Hi and Welcome to Migrating from
Microsoft PowerPoint 2003 to PowerPoint
| | 00:08 | 2007! I'm David Rivers.
| | 00:11 | Microsoft has incorporated some major
changes and improvements in PowerPoint 2007.
| | 00:16 | So, if you're considering Migrating
from PowerPoint 2003, this title will help
| | 00:20 | to make your transition to
PowerPoint 2007 a smooth one.
| | 00:24 | We'll begin with the tour of the new
and improved Fluent User Interface, namely
| | 00:28 | the Ribbon, which is designed
to make commands easier to find.
| | 00:32 | We'll examine ways to use
keyboard shortcuts as well.
| | 00:35 | Then we'll explore the challenges and
considerations for working with PowerPoint
| | 00:39 | 2003 and 2007 files in a mixed environment.
| | 00:44 | This will involve saving files to the
right format, working in Compatibility
| | 00:48 | mode, and using the Compatibility
Pack if you haven't already upgraded.
| | 00:52 | The way you perform many of the
common commands in PowerPoint 2003 may be
| | 00:57 | performed in different ways in PowerPoint 2007.
| | 01:01 | So, we'll investigate the advantage,
for example, of the Quick Access toolbar
| | 01:05 | and how to customize it to
help you work more efficiently.
| | 01:08 | We'll also work with the Mini
toolbars for even faster access to related
| | 01:13 | functionality when selecting
content in PowerPoint 2007.
| | 01:17 | Then we'll examine a number of
features in PowerPoint 2007 that have been
| | 01:21 | improved or altered from PowerPoint
2003, like working with Slide Layouts and
| | 01:27 | diagrams, including the new SmartArt Graphics.
| | 01:30 | We'll examine Quick Styles and Themes,
and we'll dive into adding special
| | 01:35 | effects to slide content and using
Slide Transitions and Animations for that
| | 01:40 | added element of this pizzazz.
| | 01:42 | So, with so much to cover, let's get started.
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| Using the exercise files| 00:00 | If you are a premium subscriber at lynda.com,
you'll have access to the Exercise Files,
| | 00:05 | the files we'll be working with in this title.
| | 00:07 | Now with access to the Exercise File,
you'll be able to follow along with me
| | 00:11 | step-by-step as we move through
the various lessons in this title.
| | 00:15 | If you have them and you'd like to
follow along with me, I'd highly recommend
| | 00:18 | placing them in a convenient
location, such as the Desktop.
| | 00:22 | Double-clicking this folder will reveal
subfolders for each of the chapters in this title.
| | 00:27 | Double-clicking a subfolder will
reveal additional folders for each of the
| | 00:31 | movies in this chapter.
| | 00:33 | Double-clicking one of those folders is
where you'll find the actual files we'll
| | 00:37 | be working with in that movie.
| | 00:39 | Now if, for some reason, you don't have
access to the Exercise Files, not to worry.
| | 00:44 | You can try following along with your
own files, or you can still learn lots by
| | 00:48 | simply sitting back, relaxing and just watching.
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|
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1. Getting StartedUnderstanding the reasons to switch| 00:00 | PowerPoint 2007 offers a number of major
improvements and enhancements that make
| | 00:05 | upgrading from PowerPoint 2003 worthwhile.
| | 00:08 | There is an improved Fluent User
Interface, new File Formats to help make your
| | 00:12 | work more compatible and secure, and a
number of productivity tools to help you
| | 00:16 | work more efficiently while creating
professional-looking presentations.
| | 00:21 | In this movie, we'll get a brief
overview of some of these features before
| | 00:24 | covering them in greater
detail later on in this course.
| | 00:27 | We'll begin with the new Fluent User
Interface, which has been improved to help
| | 00:31 | you work more efficiently and it
will improve your productivity.
| | 00:35 | The Ribbon allows you to spend more time
doing your work and less time searching
| | 00:38 | for commands by making them
easy to find and easy to use.
| | 00:42 | You'll also find quick and easy
access to relevant commands using the Quick
| | 00:46 | Access toolbar and the new Mini toolbars
that appear when working with selected text.
| | 00:52 | New File Formats will make your work
more compatible and secure, especially when
| | 00:56 | it comes to collaborating with
others on a project and sharing files.
| | 01:00 | With a new XML-based open XML file
format used in PowerPoint 2007, you'll also
| | 01:06 | notice smaller file sizes,
since files are compressed.
| | 01:09 | They'll also be more secured due to
the transparent nature of the format.
| | 01:13 | With PowerPoint 2007, you'll be
producing more sophisticated and
| | 01:17 | attractive presentations
| | 01:19 | thanks to new features like the Quick
Style Gallery, SmartArt, Live Preview
| | 01:23 | and the Presenter View.
| | 01:25 | So I hope this brief overview has
helped to show why you might want to migrate
| | 01:29 | from PowerPoint 2003 to PowerPoint 2007.
| | 01:32 | We'll be exploring these reasons in
greater detail as we move through the
| | 01:37 | various chapters in this course.
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| Exploring the new Ribbon interface| 00:00 | When you launch PowerPoint 2007, the
first thing you see is the User Interface
| | 00:05 | and it really looks like
no other version before it.
| | 00:07 | So, we're going to spend some time
now getting acquainted with this new
| | 00:10 | Fluent User Interface.
| | 00:12 | We'll start right at the
very top with the title bar.
| | 00:14 | Some things are different, yet other
things have remained the same, such as our
| | 00:18 | title bar showing us the name of the
application PowerPoint, and the name of the
| | 00:22 | presentation we're working on.
| | 00:23 | If you're starting a new presentation,
you'll see the default naming here, which
| | 00:27 | is Presentation followed by a number.
| | 00:30 | In the top right-hand corner, you've got
our Minimize, Restore and Close buttons.
| | 00:34 | If we flip over to PowerPoint 2003, we
see the exact same thing, a title bar
| | 00:40 | containing the name of the
application, the name of the presentation.
| | 00:44 | They are reverse, but still there.
| | 00:46 | In the top right corner, we've got
our Minimize, Restore and Close buttons.
| | 00:50 | Then we see, below that, our menu system,
and then we've got toolbars showing
| | 00:56 | us some of the commands that appear in
those menus with easy access via these toolbars.
| | 01:01 | When we go over to PowerPoint
2007, it's a little bit different.
| | 01:05 | There is really no toolbars, except for
this one called the Quick Access toolbar,
| | 01:09 | which is totally customizable.
| | 01:11 | Here, you can place commands that you
use most often, such as Save, Undo and
| | 01:16 | Repeat, the default buttons.
| | 01:18 | When you click the dropdown next to it,
you can add any of the commands that
| | 01:21 | appear here as presets, or even go to
More Commands if there are other commands
| | 01:26 | you want showing up on the Quick Access toolbar.
| | 01:29 | So, you can add and remove
all the buttons you want.
| | 01:32 | What's really different though is what
appears in the very top left corner, the
| | 01:35 | Office Button, and you could
think of this as a fancy File menu.
| | 01:39 | When we click the Office Button, we see
file-related commands, such as creating
| | 01:43 | a new file or a presentation,
opening, saving, printing and so on.
| | 01:48 | Some of these are expandable, such as Save As.
| | 01:50 | When you hover over Save As, it opens
up a submenu with the Save As options.
| | 01:55 | The commands that don't have an
expandable menu simply displays the recent
| | 02:00 | documents and they'll be listed here. As you
start to work with presentations in PowerPoint,
| | 02:05 | the most recent ones will appear on this list.
| | 02:08 | By default, it's about 16 of them.
| | 02:10 | But if there's any presentation that
you go back to on a regular basis, maybe
| | 02:14 | it's a presentation you do monthly,
for example, you might want to pin it to
| | 02:18 | this list by clicking the pushpin.
| | 02:21 | No matter how many presentations you
work with, it will always appear as one of
| | 02:24 | the recent documents.
| | 02:26 | You can unpin it by clicking the
same button. Let's click Open.
| | 02:31 | If you've got the Exercise Files,
we'll open one called Two Trees AGM, and it
| | 02:35 | now appears on our screen.
| | 02:37 | Let's go back to
PowerPoint 2003, now for a second.
| | 02:41 | We don't have an Office Button in the top
left-hand corner, but we do have the menu bar.
| | 02:46 | If we click the File menu, there is New, Open.
| | 02:49 | There is Save and Save As.
| | 02:51 | We don't see the expandable menu for Save As.
| | 02:53 | There is Permission.
| | 02:54 | It does have an expandable
menu, and printing, et cetera.
| | 02:58 | So, the Office Button kind of replaces that.
| | 03:00 | When we click outside the menu, we close it up.
| | 03:03 | Then we see these toolbars, the
Standard toolbar, the Formatting toolbar, even
| | 03:07 | one down below for drawing
things, the Drawing toolbar.
| | 03:10 | These toolbars are placed to round our
User Interface, giving us quick and easy
| | 03:14 | access to many of the commands
that appear in the menu system.
| | 03:18 | When we go back to PowerPoint 2007 now,
you'll notice we don't see the toolbars
| | 03:24 | surrounding our User Interface.
Instead we've got, what's really brand new and
| | 03:27 | innovative, the Ribbon.
| | 03:29 | The ribbon is divided into tabs,
starting with the Home tab containing various
| | 03:34 | groups of commands - and you can see
the group names at the bottom - for working
| | 03:39 | with many of the common tasks and
functionality here in PowerPoint, so
| | 03:42 | Formatting, and Paragraph
formatting, Drawing, et cetera.
| | 03:46 | Now the logical format that you see
when going through the tabs, if you want to
| | 03:49 | insert something into your
presentation, you would go to the Insert tab.
| | 03:53 | You've got access to pretty much
everything, Tables in its own group.
| | 03:57 | Illustrations are grouped together, Links, Text.
| | 03:59 | When we go to Design, we'll see design-
related functionality for working with
| | 04:04 | our presentation's design.
| | 04:06 | Animations, everything grouped
together here, Transitions and individual
| | 04:10 | animations for objects and so on, all
available in one easy location, Slide
| | 04:15 | Show options and so on.
| | 04:17 | When we go back to the Home tab, you
may be looking for a specific command
| | 04:21 | that's simply not showing up on the ribbon.
| | 04:24 | For example, if we click anywhere in
our presentation and we highlight some
| | 04:28 | text, such as Annual General Meeting,
by clicking-and-dragging across it,
| | 04:32 | we want some of the font functionality,
| | 04:34 | well, we go to the Font group here on
the ribbon using the Home tab, we don't
| | 04:38 | see what we're looking for.
| | 04:39 | You'll notice that many groups
contain this dialog launcher, and all this
| | 04:43 | is going to do is open up the dialog box you
might be used to using in previous versions,
| | 04:48 | in this case, the Font dialog box with
the Font tab. And here is where we can go
| | 04:52 | to adjust things like
Character Spacing, for example.
| | 04:55 | These are items that don't necessarily
show up on the ribbon, but we have access
| | 04:59 | to them from the ribbon.
| | 05:00 | We'll just click Cancel and click
anywhere in the blank area on the slide.
| | 05:05 | Let's switch back to
PowerPoint 2003 for a moment.
| | 05:09 | If you needed to access help,
you would go to the Help menu.
| | 05:12 | It was always a last item on the menu
bar, and here you would see the various
| | 05:16 | help options, including getting
Microsoft Office Online help.
| | 05:20 | And you'll notice the keyboard shortcut F1.
| | 05:23 | When we go back to PowerPoint 2007, we
don't have that menu bar, and we don't
| | 05:28 | have a Help tab on the ribbon.
| | 05:30 | Instead, you go to the very far right
-hand side, where you'll see a button
| | 05:34 | with a question mark.
| | 05:36 | Clicking this is going to open up the
Help feature and functionality built
| | 05:40 | into PowerPoint 2007.
| | 05:43 | Now from here, you've got access to all
kinds of Help functionality, and you can
| | 05:47 | see the different categories as well.
| | 05:49 | You've also got a Search field where
you can search for help on a specific topic.
| | 05:53 | We'll just close this up and F1
is still the keyboard shortcut for
| | 05:57 | accessing that dialog box.
| | 05:59 | Now other areas that have remained the
same is the Navigation pane over here
| | 06:03 | where we can access our slides quickly
and display them here in the main area.
| | 06:08 | Down below, we can add notes and we can
change that by clicking-and-dragging the
| | 06:13 | border to add more notes if we need more space.
| | 06:16 | We've got our View buttons as
well, at the bottom of the screen.
| | 06:19 | In PowerPoint 2003, we could also
access our View buttons and we had our
| | 06:24 | Navigation pane on the left-hand side.
| | 06:26 | So, while many things have remained
the same, there have been a number of
| | 06:31 | changes to the User Interface here in
PowerPoint 2007 to make you work more
| | 06:36 | efficiently and be more productive, so
you spend less time looking for commands
| | 06:40 | and more time actually getting your work done.
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| Controlling PowerPoint 2007 with keyboard shortcuts| 00:00 | When developers at Microsoft were
designing the new Fluent User Interface
| | 00:04 | here in PowerPoint 2007, they also realized
many users like to use keyboard shortcuts.
| | 00:09 | If you're one of those people, you'll
be happy to know the keyboard shortcuts
| | 00:12 | you learned in previous versions
of PowerPoint, version 1997-2003,
| | 00:17 | you'll also be able to use
them here in PowerPoint 2007.
| | 00:20 | We're going to test this out using
a presentation called Two Trees AGM.
| | 00:25 | We're actually going to start
in PowerPoint 2003 with that same
| | 00:28 | presentation opened.
| | 00:29 | Now, you may recall, if you want to
print a presentation, the keyboard shortcut
| | 00:34 | to access the Print dialog box is Ctrl+P.
So, while you're holding down the Ctrl
| | 00:38 | key, press and release the letter P, as
in print, then release the Ctrl key and
| | 00:43 | there is your Print dialog box.
| | 00:44 | Now, pressing Enter would be the same
as clicking the Default button, the OK
| | 00:48 | button, or if you change your mind, you
can always press Escape, which will be the
| | 00:52 | same as clicking the
Cancel button. Let's press Escape.
| | 00:55 | If we flip back to PowerPoint 2007 and try
this, Ctrl+P, there is our Print dialog box.
| | 01:02 | Again, the OK button is the default,
so pressing Enter would accept all the
| | 01:06 | print defaults and print our presentation.
| | 01:08 | Press Escape, and you close up the dialog box.
| | 01:11 | You can also get hints for the various commands.
| | 01:14 | For example, if we go to PowerPoint
2003 and click the File menu, we see the
| | 01:19 | various file commands, like New, Ctrl+N,
Open, the keyboard shortcut displayed
| | 01:24 | right there by default, Ctrl+O, and so on.
| | 01:28 | Just press Escape and Escape again.
| | 01:30 | We'll flip over to PowerPoint 2007 and try
the same thing by going to the Office Button.
| | 01:37 | Now when you click the Office Button,
you'll see file related commands, sure
| | 01:40 | enough, but you don't see the
keyboard shortcuts right away.
| | 01:43 | You need to hover over the various commands.
| | 01:45 | So, if we go down, for example, to Open
and just hover over it without clicking,
| | 01:49 | we see that little tooltip displaying
Ctrl+O. If we go to Save, there it is,
| | 01:54 | Ctrl+S. For the various commands that
have submenus, like Print, we need to go to
| | 01:59 | the right-hand side to see any of the
other shortcuts, like Ctrl+P for print.
| | 02:04 | Now that is the default, so if we go
back to the original print, just hover
| | 02:08 | there, you'll see Ctrl+P as well.
| | 02:10 | You can press Escape to close up a
menu, press Escape again to close up the
| | 02:14 | Office Button, just like we did
when working in PowerPoint 2003.
| | 02:18 | Now what's different here, obviously,
is the ribbon and we can also use the
| | 02:22 | keyboard to activate the ribbon.
| | 02:23 | All you need to do is
press and release the Alt key.
| | 02:27 | Now when you do that, you'll notice
we've got overlays for each of the tabs in
| | 02:31 | the ribbon, and there are
various letters of the alphabet.
| | 02:35 | The Quick Access toolbar, just above it
in the top left corner, contains numbers,
| | 02:39 | so we could use those numbers on the
keyboard and the letter F is going to
| | 02:43 | access our Office Button.
| | 02:45 | So, let's say we wanted to do
something with this presentation.
| | 02:49 | Let's say, for example, we
wanted to work with some text.
| | 02:52 | Now first, we're going to press Escape,
and that always turns off those overlays.
| | 02:57 | We'll go into our presentation,
and in the subtitle, we'll just
| | 03:00 | click-and-drag across some text. All right!
| | 03:02 | Now we want to access the keyboard at this time.
| | 03:05 | So, we'll press the Alt key and release it.
| | 03:07 | Let's say we want to do something
like change the alignment of this text.
| | 03:11 | Well, that would require
us going into the Home tab.
| | 03:13 | We notice that H is for Home and
within the Home tab, we have got that
| | 03:17 | Paragraph group, containing
the various alignment options,
| | 03:20 | but we can't access those until we
press the letter H on the keyboard.
| | 03:24 | Now you'll see overlays for each of the
buttons in the various groups of the Home tab.
| | 03:29 | If we want to play with the alignment,
we'll notice that these require two keys.
| | 03:33 | So, for example, to align this on the
left, we would do an A and then also tap
| | 03:37 | A, then L, and that's Align Left.
| | 03:40 | So, you'll notice now our text is aligned up
on the left, and the overlays have disappeared.
| | 03:45 | So, if we want to go back, we'll press
Alt again, H as in Home tab and let's
| | 03:49 | change it back to the right by
typing A then R, and there we are.
| | 03:53 | It's over on the right-hand side.
| | 03:55 | When you press the Alt key and press a
tap key, like H as in Home, you'll also
| | 04:00 | notice that the dialog box launchers
that appear in the bottom left-hand corner
| | 04:03 | of some groups, well, they too
can be accessed from the keyboard.
| | 04:07 | For example, P, G will
access our Paragraph dialog.
| | 04:11 | So, let's try that P+G, and
there is our Paragraph dialog box.
| | 04:15 | Press Escape to close it up.
| | 04:17 | If we want to go to a tab, we press Alt.
| | 04:19 | Let's say we wanted to work with a design.
| | 04:22 | So, you might think, okay, that would
be the letter D and you press D, and
| | 04:26 | something else happens.
| | 04:27 | You access Drawing tools.
| | 04:28 | Well, you can always press Escape and
start over by pressing the Alt key, and
| | 04:32 | take a look at the various tabs.
| | 04:34 | In this case, if we want to go to
Design, it's the letter G. When you press
| | 04:38 | G, you've access to the Design tab,
and you'll notice overlays for the
| | 04:41 | various commands here.
| | 04:43 | If you didn't really want to go there,
you want to go back a level, press Escape.
| | 04:46 | It takes you back to the original
labels that you see on the various tabs.
| | 04:50 | So, you could check out some of
the other parts of the ribbon.
| | 04:53 | A, for example, to go into Animations.
| | 04:55 | Press Escape and then Escape again,
and you've turned off all of those labels
| | 05:00 | and you're back to working with your mouse.
| | 05:03 | We'll just deselect anything that's
selected, and we'll explore one other option
| | 05:07 | that's kind of interesting.
| | 05:09 | If you find the ribbon's taking up a
little bit too much room, and you need more real
| | 05:12 | state to work on your
slides in your presentation,
| | 05:15 | you can always minimize the
ribbon, temporarily hide it.
| | 05:19 | Hold down Ctrl and press F1.
| | 05:21 | Ctrl+F1 minimizes the ribbon.
| | 05:24 | We still see the tabs, and we can still
access the ribbon by clicking these tabs.
| | 05:28 | Click Home, for example, and
there is your ribbon options.
| | 05:32 | Go back to a slide and click
on a slide, and it disappears.
| | 05:36 | So, each time we click a tab,
we're able to bring back the ribbon.
| | 05:40 | Each time we go back into
our presentation, we hide it.
| | 05:42 | Now you can use the same keyboard
shortcut to bring back the ribbon, so it's
| | 05:46 | not hiding automatically, Ctrl+F1, or simply
double-click any of the tabs in the ribbon.
| | 05:53 | This brings it back permanently,
and of course, we can use that same
| | 05:56 | double-click action to hide the ribbon.
| | 05:58 | Double-click any tab, and it's hidden.
| | 06:01 | So, Ctrl+F1, the keyboard
shortcut to bring it back, or to hide it.
| | 06:05 | Double-clicking a tab is the other option.
| | 06:08 | If you want some help with all of the
keyboard shortcuts available in PowerPoint
| | 06:12 | 2007, you can always go to Help.
| | 06:14 | Click the Help button in the top
right corner, and just type in 'keyboard
| | 06:18 | shortcuts' and press Enter.
| | 06:19 | Right at the top, you'll see
Keyboard shortcuts for PowerPoint 2007.
| | 06:24 | As you scroll down, there will be
various groups, for example, Microsoft Office
| | 06:28 | basics, and each of those is expandable as well.
| | 06:30 | So, if you wanted to display and use
Windows, click the Plus sign and you'll see
| | 06:34 | all of the keyboard shortcuts for doing that.
| | 06:36 | If you want to go into specific
commands, scroll a little bit further down.
| | 06:41 | Here are some of the common tasks,
selecting text and objects, for example,
| | 06:47 | and keep in mind that any of this can be
printed too, if you prefer to have a hard copy.
| | 06:52 | So, although we have this new Fluent
User Interface, if you're accustomed to
| | 06:56 | using keyboard shortcuts in previous
versions of PowerPoint, you have access to
| | 07:00 | all of those keyboard
shortcuts here in PowerPoint 2007.
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| Understanding the new file formats| 00:00 | Microsoft wanted to make it easier to
move files between different applications
| | 00:04 | while making file sizes smaller than
those saved in the old binary formats.
| | 00:08 | So, they developed a new default format
based on the Extensible Markup Language, or XML.
| | 00:13 | It's called Open XML.
| | 00:15 | All of the Office 2007 programs,
including PowerPoint, use this new file format.
| | 00:20 | Any files created or saved in this new format
are indicated by an x in the file extension.
| | 00:25 | So, let's check it out.
| | 00:26 | Now we can easily open older versions
of PowerPoint files here in PowerPoint
| | 00:30 | 2007, such as the presentation
we're going to work with to begin here.
| | 00:34 | It's called Two Trees AGM.
| | 00:36 | You'll notice, in the title bar,
we're working in Compatibility mode.
| | 00:40 | Because we've opened up an earlier
version of a presentation, this is automatic.
| | 00:44 | It means we're missing some of the
functionality in the new PowerPoint 2007,
| | 00:49 | but we're able to work with the presentation.
| | 00:51 | Now if we go over to the Office button
and just move down towards Save As, don't
| | 00:56 | click it, and check out the right-hand side.
| | 00:58 | You'll notice that we have some options
for saving this presentation, including
| | 01:02 | the default at the top, which is our
new format, PowerPoint Presentation.
| | 01:07 | Any presentation saved in this format
will get that PPTX extension, and that's
| | 01:13 | the new extension indicating
it's an XML-based presentation.
| | 01:16 | Now, another option down below
PowerPoint 97-2003 Presentation will retain the
| | 01:22 | old format with the PPT expansion.
| | 01:24 | We want to save this using the new format.
| | 01:26 | So, we're going to go up to the very
top and click PowerPoint Presentation.
| | 01:30 | Now you can save this wherever you like.
| | 01:32 | Choose a location at the top or
use your navigation pane on the left.
| | 01:36 | Let's keep the file name
the same, Two Trees AGM.
| | 01:39 | It's going to be the file type that
changes, and you'll notice because we chose
| | 01:43 | the default, PowerPoint Presentation
shows up your in the Save as type dropdown.
| | 01:47 | If we click it, we'll see a
lot of other options as well.
| | 01:50 | So, as we move down, for example,
PowerPoint Macro-Enabled Presentation.
| | 01:55 | You'll end up with an extension of PPTM,
and the new Macro-Enabled Presentations
| | 02:01 | allow you to embed Macros in your
presentation, and this way, anyone who tries
| | 02:06 | to open it up will be warned about
the embedded Macros and they'll have the
| | 02:09 | option to either enable them or disable them.
| | 02:12 | And this is a good security feature
that can help you to avoid hidden macros
| | 02:15 | that might be malicious in nature.
| | 02:18 | You'll also notice, as we go a little
bit further down, that we can save to a
| | 02:21 | Template as well, and a Macro-Enabled
Template, and the same rules apply there.
| | 02:26 | So, we're going to keep it at
PowerPoint Presentation, and click Save.
| | 02:29 | Now as soon as we do that, you'll
notice on the title bar something is
| | 02:33 | disappeared, Compatibility mode.
| | 02:35 | We're no longer working in
Compatibility mode, so we have full access to all of
| | 02:38 | the new features in PowerPoint 2007.
| | 02:41 | But here's the big change.
| | 02:43 | We're going to go back to the
Office button and click Open.
| | 02:45 | And now we've got our two
presentations, which are identical in nature, but
| | 02:49 | they're two different formats.
| | 02:51 | The new format, if we go over to the
Size column, you'll notice is much smaller
| | 02:55 | in size than the original,
working in Compatibility mode.
| | 02:59 | So, because we've chosen a new format,
the new XML-based format, it's been
| | 03:03 | compressed, and it's not
taking up near as much space.
| | 03:06 | We'll just click Cancel.
| | 03:07 | So with these more secure and more
extensible file formats, you're going to find
| | 03:11 | it easier to move your files between
different applications, but you might be
| | 03:15 | wondering will those who are using older
versions of PowerPoint be able to open
| | 03:19 | files created in these new formats?
| | 03:21 | Well, not always, but there
are ways to stay compatible.
| | 03:24 | In the next chapter, we're going to
explore Saving Options, Compatibility mode,
| | 03:28 | the Compatibility Checker and
other options for staying compatible in
| | 03:32 | PowerPoint 2007.
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|
2. Using PowerPoint 2003 and 2007 in a Mixed EnvironmentSaving PowerPoint 2007 files in the PowerPoint 97-2003 file format| 00:00 | When working with software
applications like PowerPoint 2007, it's a fact of
| | 00:04 | life that not everyone you
collaborate with will have upgraded to the same
| | 00:09 | version you're using.
| | 00:10 | You'll be forced to work in a mixed
environment, and that means staying
| | 00:14 | compatible when collaborating with others
who have not upgraded to PowerPoint 2007.
| | 00:19 | It's easily done using Compatibility
mode, and we're going to take a look at it
| | 00:23 | now, using this presentation called TTAGM.
| | 00:25 | Now this is a presentation that's
been saved using the new default format
| | 00:30 | with the PPTX extension.
| | 00:32 | If we go to slide 3, for
example, you'll notice a graphic.
| | 00:36 | Click inside the graphic, and you'll
notice that this is a brand new type of
| | 00:40 | graphic called SmartArt, and it's made up of
different components that are each editable.
| | 00:45 | And the SmartArt technology that's built
into them was not available in previous
| | 00:50 | versions of PowerPoint.
| | 00:51 | For example, let's go to slide 4, where we
see an organization chart using SmartArt.
| | 00:56 | If we click on the border of a box,
such as the CEO with the four sided arrow,
| | 01:01 | we can move this box around, and
you'll notice it stays connected.
| | 01:04 | That's the SmartArt technology.
| | 01:06 | So, if we wanted to collaborate
with someone who has not upgraded to
| | 01:10 | PowerPoint 2007 and share this
presentation with them, we would have to save
| | 01:15 | it back to a previous version.
| | 01:16 | That's what we're going to do
by going to the Office button.
| | 01:19 | We'll just hover over Save As,
and on the right-hand side, you'll
| | 01:22 | notice PowerPoint 97-2003.
| | 01:26 | Now Microsoft did not change its
formats from version 1997 right through 2003.
| | 01:31 | So, anyone who's using PowerPoint 97 or
anything in between up to 2003 will be
| | 01:37 | able to open up this
presentation if we saved to this format.
| | 01:40 | So, we'll select it.
| | 01:41 | It automatically shows up it's the Save as type.
| | 01:44 | The file name is the same,
and the location is the same.
| | 01:47 | But let's just change it to the Desktop.
| | 01:50 | When we click Save, we've now saved the
presentation and something kicks in here
| | 01:54 | known as the Compatibility checker.
| | 01:57 | It automatically runs through your
presentation looking for issues and you'll
| | 02:01 | notice that it's on, by default, by this
check mark at the very bottom left-hand corner.
| | 02:05 | First thing that happens is there's a
shape on slide 1 that will not be edited
| | 02:10 | by anyone using an
earlier version of PowerPoint.
| | 02:13 | So, it's going to appear just kind of
like a graphic that cannot be changed.
| | 02:17 | Same thing goes for the SmartArt
that appears on slide 3 and 4, the two
| | 02:21 | objects we just explored.
| | 02:22 | They're going to be treated as regular
graphics in previous versions of PowerPoint.
| | 02:27 | So, all we've to do is click
Continue and be aware of that.
| | 02:30 | You'll also notice a change on the Titlebar.
| | 02:32 | We're now working in Compatibility mode.
| | 02:34 | That's the hint that we're working with
an earlier version of the presentation,
| | 02:38 | and we're compatible with those who
have not upgraded to PowerPoint 2007.
| | 02:42 | So, let's just go up to the
Office button and close this up,
| | 02:47 | because we're going to flip over
to PowerPoint 2003 and open it.
| | 02:52 | Now when we go to the Desktop and we
find our file and click Open, you'll
| | 02:56 | notice it really looks the same as the
presentation we just had opened in PowerPoint 2007,
| | 03:02 | but the SmartArt, when we click to
select, brings open this Picture toolbar,
| | 03:07 | indicating we're looking at a graphic
or a picture of that SmartArt graphic.
| | 03:11 | It's no longer smart or intelligent.
| | 03:13 | We can't get in there and
edit the individual boxes.
| | 03:16 | It's just a static graphic.
| | 03:18 | Same thing goes for our
Organization chart on slide 4.
| | 03:22 | When we try to select a box, we can't.
| | 03:24 | It's a single graphic and it's static.
| | 03:27 | So, we'll just click
outside the slide to deselect.
| | 03:29 | So, we do lose some of the
functionality that's new to PowerPoint 2007 when
| | 03:34 | working in Compatibility mode, but we
have the ability to stay compatible when
| | 03:38 | collaborating with others who have
not yet upgraded to PowerPoint 2007.
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| Changing the default file format in PowerPoint 2007| 00:00 | If you've upgraded to PowerPoint 2007,
you know that every time you create a new
| | 00:04 | presentation, it's being created
using the new format, which is the Open
| | 00:09 | XML-based format with the PPTX extension.
| | 00:12 | But if you're working in a mixed
environment and you find that you're saving
| | 00:16 | your presentations back to the earlier
version of PowerPoint more often than
| | 00:20 | not, you might want to consider saving
some time by changing the default save
| | 00:24 | format to that earlier version.
| | 00:26 | With the presentation open, if you go up
to the Office button and click Save As,
| | 00:30 | you'll see that default format,
which is PowerPoint Presentation.
| | 00:34 | Now if I wanted to save this back to an
earlier version, I click the dropdown,
| | 00:38 | select that earlier version and Save.
| | 00:40 | And if you don't want to go through
this routine every time, just click
| | 00:42 | Cancel here, go back to the Office
button and select PowerPoint Options at
| | 00:47 | the bottom of this menu.
| | 00:49 | Next, click Save in the navigation pane,
and on the right hand side, right at
| | 00:52 | the top you'll see that files are
being saved in the new PowerPoint
| | 00:56 | Presentation format by default.
| | 00:58 | To change it, click the dropdown and
select that other version, in this case,
| | 01:02 | Presentation 97-2003.
| | 01:05 | When you click OK, it becomes the new default.
| | 01:08 | So, that means if you go to the Office
button to create a new presentation, and
| | 01:12 | we'll just double-click Blank Presentation.
| | 01:15 | Click where it says, Click to add title,
and we'll just type in the word 'Title.'
| | 01:19 | Click outside, and let's save that by
going to the Office button, choose Save,
| | 01:23 | and locate the default format.
| | 01:25 | There it is, PowerPoint 97-2003 Presentation.
| | 01:29 | And if we click Save, it's saved.
| | 01:32 | You're in Compatibility mode, by default,
and you just avoided a number of steps
| | 01:36 | to stay compatible when
working in a mixed environment.
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| Working with PowerPoint 2007 files in PowerPoint 2000, 2002, and 2003| 00:00 | Microsoft always tries to stay
sensitive to the needs of its users and to help
| | 00:04 | ensure users can exchange files
between Microsoft Office releases,
| | 00:08 | Microsoft has developed a Compatibility
Pack for the Office, Word, Excel and of
| | 00:13 | course, PowerPoint 2007 file formats.
| | 00:16 | Now we already know opening older
versions of PowerPoint presentations here in
| | 00:19 | PowerPoint 2007 is no problem at all.
| | 00:23 | You're automatically set to work in
Compatibility mode when you do that.
| | 00:26 | But opening PowerPoint 2007
presentations in PowerPoint 2003, also known
| | 00:31 | as Backward Compatibility, is not
possible without installing the
| | 00:35 | Compatibility Pack.
| | 00:37 | When you install the Compatibility Pack
alongside your Microsoft Office XP or
| | 00:42 | Office 2003 installation, you're going
to be able to open, edit, save, and even
| | 00:46 | create files using the Open XML
formats that are new to the 2007 Microsoft
| | 00:51 | Office System without installing it.
| | 00:54 | Now Office 2000 users, as well as users
of Windows 2000 SP4 and later, you're
| | 00:59 | going to be able to convert Open XML
formats to Binary file formats right from
| | 01:04 | within Windows Explorer.
| | 01:05 | So, how do we find this Compatibility Pack?
| | 01:08 | Well, we could launch a browser and
search the Microsoft website, or if you
| | 01:12 | haven't upgraded yet to PowerPoint 2007,
in PowerPoint 2003, try to open one of
| | 01:17 | those presentations using the new format.
| | 01:20 | When you find the presentation and
click Open, you'll see this message that it
| | 01:24 | file was created using a newer
version of Microsoft PowerPoint.
| | 01:27 | Do you want to download a compatibility pack so
you can work with this file? The answer is Yes.
| | 01:33 | Now this is going to launch your
browser for you and take you directly to the
| | 01:37 | site where you can
download the Compatibility Pack.
| | 01:40 | You'll notice, up in the Address
field, the address to get you to
| | 01:44 | that Compatibility Pack.
| | 01:46 | You want to just browse
through the instructions.
| | 01:48 | Make sure that you're compatible and
ready to accept the Compatibility Pack.
| | 01:53 | You've got the correct System
Requirements, read the Instructions and then
| | 01:56 | you'll click this Download button.
| | 01:59 | Clicking the Download button might
show you a Security Warning. That's okay.
| | 02:02 | If you trust it, click Run.
| | 02:03 | You might want to pass this
through your virus checker.
| | 02:07 | It's going to install the
Compatibility Pack for you.
| | 02:10 | Now what might happen is you'll see
this little icon at the bottom of your
| | 02:13 | screen requesting your permission, just
answer Yes and you'll have to accept the
| | 02:19 | Microsoft Software License
Terms by clicking the checkbox.
| | 02:22 | Then click Continue.
| | 02:24 | Then you'll have to wait just for a
moment longer while Windows configures your
| | 02:27 | Compatibility Pack for the 2007 Office System.
| | 02:31 | If you have any applications open,
you'll see this message, indicating that you
| | 02:35 | should probably close down the
application before continuing with the install.
| | 02:40 | So, we'll just go down to our new
version of PowerPoint and close it up.
| | 02:45 | Then we'll click OK and it
continues with the installation.
| | 02:50 | Once complete, click the OK button.
| | 02:52 | Now in PowerPoint 2003, we're going to
be able to open up the newer versions
| | 02:57 | of those presentations just as we would
open any other presentation created in
| | 03:03 | our original version.
| | 03:04 | Now of course, we're not going to have
all of the functionality available in
| | 03:07 | PowerPoint 2007, but without having to
do any conversions, we're able to access
| | 03:12 | those files, thanks to the Compatibility Pack.
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| Best practices for managing files in a mixed environment| 00:00 | It's usually best to rely on your
company's IT department to manage the software
| | 00:05 | installed on your computers, but here
are a few guidelines to help facilitate
| | 00:09 | working across multiple
versions of Microsoft PowerPoint.
| | 00:13 | Your first step should be to educate
your users on how the different versions of
| | 00:17 | Microsoft PowerPoint interact.
| | 00:19 | There are number of features and
functions in PowerPoint 2007 you simply
| | 00:23 | won't find in older versions of
PowerPoint and many other features and
| | 00:26 | functions behave differently.
| | 00:28 | Users of the PowerPoint 2007 who
require the new functionality of the new file
| | 00:33 | formats should definitely save
their files to the native .pptx format.
| | 00:37 | But for the presentations not
requiring the new functionality, specifically
| | 00:42 | those that may be shared and
collaborated on, users should consider saving to a
| | 00:46 | format used by the majority of
those who will be working on the file.
| | 00:51 | Finally, if you're responsible for
managing the software that's installed on
| | 00:55 | your organization's computers, be sure
to allow users running previous versions
| | 00:59 | of PowerPoint, such as PowerPoint 2000,
2002, or XP, PowerPoint 97 to 2003.
| | 01:06 | Let them take advantage of the Office
2007 Compatibility Pack so they too can
| | 01:12 | work with the files in the
new PowerPoint 2007 format.
| | 01:16 | Business environments that include
multiple versions of Microsoft PowerPoint can
| | 01:20 | present interesting challenges.
| | 01:22 | Proper education and planning can
definitely help in creating a smooth
| | 01:26 | transition from older versions of
Microsoft PowerPoint to PowerPoint 2007.
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3. Performing Common PowerPoint 2003 Tasks in PowerPoint 2007Changing views with the View tab| 00:00 | The way you view your presentations,
slides, and content in PowerPoint 2003 has
| | 00:05 | changed slightly moving to PowerPoint 2007.
| | 00:08 | There is a brand new view to explore as well.
| | 00:11 | Here, in PowerPoint 2003, you could
quickly change views from the bottom left
| | 00:14 | corner of the navigation pane.
| | 00:16 | Normal View, which is the default
view, allows you to access thumbnail
| | 00:20 | representations of the various slides
in your presentation and preview them
| | 00:24 | over in the work area.
| | 00:26 | You could also switch views by
clicking the Slide Sorter View button, allowing
| | 00:30 | you to quickly adjust and rearrange your slides.
| | 00:35 | You can access the slide presentation
itself by clicking the button representing
| | 00:39 | Slide Show from current slide.
| | 00:41 | This allowed you to move from
slide to slide in your presentation.
| | 00:44 | Pressing Escape would bring you
back out to your previous view.
| | 00:48 | Now in PowerPoint 2007, you have the
same buttons, but they're now located in
| | 00:52 | the bottom right-hand side of your screen.
| | 00:54 | Here, you'll see Normal View, Slide
Sorter View, as well as the Slide Show button.
| | 01:01 | Pressing Escape still gets you
back out to the previous view.
| | 01:05 | If we go back to Normal View, we also
have this Zoom lever that allows us to
| | 01:09 | adjust the zoom level by clicking-and-
dragging the button across to the right to
| | 01:13 | zoom in or back to the left to zoom out.
| | 01:16 | We can also click the Minus sign to
zoom out or click the Plus sign to zoom
| | 01:20 | in at 10% increments.
| | 01:23 | What's new, though, can be found
when you go to the Slide Show tab.
| | 01:28 | Here, you're going to notice something
called Presenter View, and that checkbox
| | 01:31 | next to it allows you to use two monitors.
| | 01:34 | This is very handy if you're presenting
in front of a large group and you want
| | 01:38 | to be able to see something on your
screen that's different from what they see
| | 01:41 | on the big screen, for example.
| | 01:43 | Clicking this checkbox initiates the Check.
| | 01:46 | Here, you'll see that the feature is
for use with more than one monitor.
| | 01:49 | Typically, you'll have a laptop, which
has a built-in monitor and an external
| | 01:54 | monitor plugged in, which
could be a projector, for example.
| | 01:57 | So, clicking the Check button will
check to see if your computer is able to
| | 02:01 | use multiple monitors.
| | 02:03 | What you'll see is accessible from
the Control panel, under Appearance
| | 02:07 | and Personalization.
| | 02:09 | Here, you can see I've got my
single monitor displayed as an example.
| | 02:14 | Clicking the Detect button will detect
whether or not this particular computer
| | 02:18 | I'm on will be able to display a second screen.
| | 02:22 | It'll tell you if it's connected.
| | 02:23 | In this case, I am able to use two screens.
| | 02:26 | Another display, though, is not detected.
| | 02:29 | So, all I need to do is plug
it in for it to be detected.
| | 02:33 | The other thing that happens when you
run this Check - we'll just click Cancel -
| | 02:37 | is the help program runs, automatically,
displaying information on delivering a
| | 02:42 | presentation on two monitors by
using this new Presenter View.
| | 02:46 | As you scroll down, you can get lots
of information on the benefits of the
| | 02:49 | Presenter View and how to use it.
| | 02:51 | So, imagine being able to see your
slide and speaker notes, and on the big
| | 02:57 | screen, all your audience is
seeing is the slide and its content,
| | 03:00 | an excellent new features
here in PowerPoint 2007.
| | 03:03 | So, the views are the same and they're
accessible in a slightly different way,
| | 03:08 | but brand new, here in
2007, is the Presenter View.
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| Customizing the Quick Access toolbar| 00:00 | In PowerPoint, 2003 you had quick access
to the commands you used most often via
| | 00:05 | the toolbars, the Standard toolbar,
the Formatting toolbar, even the Drawing
| | 00:09 | toolbar that appeared down at the
bottom of the screen, by default. And of
| | 00:13 | course, you could customize these
toolbars by clicking the dropdown button that
| | 00:16 | appears just off to the right-
hand side of the toolbar itself.
| | 00:20 | This allows you to change options
or also Add and Remove Buttons.
| | 00:25 | You'll see Standard options. Anything
with a checkmark currently appears on the
| | 00:28 | toolbar and you could click any of those
to remove them from the toolbar and you
| | 00:33 | could also do the same for the
formatting and if you wanted to access other
| | 00:37 | commands that did not appear on
those lists, you could go to Customize.
| | 00:41 | This allowed you to access all of the
toolbars, all of the Options, all of the
| | 00:46 | Commands and add them to any of the toolbars.
| | 00:49 | Well, in PowerPoint 2007
it's a little bit different.
| | 00:52 | Now that we've got the Ribbon, we don't
really need those toolbars, but there is
| | 00:56 | something called the Quick Access
toolbar that appears just above the Ribbon.
| | 01:00 | This too can be customized and by
default, you're only going to see a few
| | 01:03 | buttons here: the Save, Undo,
and Redo or Repeat buttons.
| | 01:07 | So, if you clicked the dropdown next
to it, you can choose commands that you
| | 01:11 | want showing up, such as the Open button,
for example, and you can hide buttons
| | 01:16 | you don't want. If you didn't want the
Undo button there, you simply deselect it.
| | 01:21 | Let's put that back, and another option
is to fully customize it by clicking the
| | 01:26 | dropdown and go down to More Commands.
| | 01:29 | With More Commands, you can see all
of the PowerPoint Options here and
| | 01:32 | Customize is selected.
| | 01:34 | So, here we've got a list of all of
the popular commands in this case, but we
| | 01:37 | could click the dropdown to see every
single command in PowerPoint if we needed
| | 01:41 | to and over here's our Quick Access toolbar.
| | 01:44 | So, if there was something that you
wanted to add to the toolbar you simply
| | 01:47 | locate it on the alphabetical
listing and select it and click Add.
| | 01:52 | You could also rearrange the order
that they appear. If you want Save and Open
| | 01:56 | together, you might select Open
and bump it up using the Up arrow.
| | 02:00 | If there's something you don't want,
select it and click the Remove button.
| | 02:04 | You also have the ability to choose
where the Quick Access toolbar appears.
| | 02:07 | If you find up in the top left corner
of your screen is too far to go, you
| | 02:11 | can choose to show the Quick Access toolbar
below the Ribbon by clicking the checkbox.
| | 02:16 | Clicking OK will pop it down below the
Ribbon where you have even faster and
| | 02:21 | easier access to those
most frequently used commands.
| | 02:25 | So, although most of the commands in
PowerPoint 2007 appear in the various tabs
| | 02:29 | on the Ribbon, you can also access more
commonly used commands from the Quick
| | 02:34 | Access toolbar and choose where to display it.
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| Quickly accessing common features with mini-toolbars| 00:00 | In PowerPoint 2003, if you wanted to
change content on a slide, you would simply
| | 00:05 | click, then click-and-drag across the
content and then use the appropriate
| | 00:09 | toolbar or menus to make changes.
| | 00:12 | For example, if you wanted to change the
font size or appearance of the selected
| | 00:16 | text, you would use the Formatting toolbar.
| | 00:18 | Well, now in PowerPoint 2007 you've got
something called Mini toolbars that give
| | 00:23 | you even faster access to those commands.
| | 00:26 | Let's go to the title slide here
of our Two Trees AGM presentation.
| | 00:30 | We'll just click inside the
textbox where we see the subtitle
| | 00:33 | click-and-drag across.
| | 00:35 | When we let go, you'll notice,
faintly, just up to the top right of your
| | 00:39 | selected content, a little
Mini toolbar about to appear.
| | 00:43 | The closer you move your mouse to it,
the brighter it becomes and you'll see all
| | 00:47 | of those formatting options, such as
the font name, the size, buttons for
| | 00:51 | changing the size up or down, some of
the appearance factors, like the color,
| | 00:56 | alignment. There's Bold and Italics.
| | 00:58 | Let's turn Bold on and let's
make it a little bit bigger.
| | 01:02 | When you deselect the text,
the Mini toolbar disappears.
| | 01:06 | So, now in PowerPoint 2007, when
selecting content, you've got even faster access
| | 01:11 | to all of those formatting
commands, thanks to the Mini toolbars.
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| Creating your own custom layouts| 00:00 | The way you display content on a
slide is determined by the slide layout.
| | 00:05 | In PowerPoint 2003, there are number
of slide layouts to choose from and in
| | 00:09 | PowerPoint 2007, you can also select
from Layouts, but it's a little bit easier
| | 00:13 | to do and you can even
create your own custom layouts.
| | 00:16 | Let's begin in PowerPoint 2003
with our Two Trees AGM presentation.
| | 00:21 | If we wanted to add a new slide and
select a different layout, the first step
| | 00:25 | would be to click Format and then Slide Layout.
| | 00:29 | This displays the Slide Layout pane on
the right-hand side of your screen and
| | 00:32 | you can see all of the different
layouts you can choose from, grouped by
| | 00:35 | category Text, Content, Text and
Content as well as other Layouts and these are
| | 00:40 | just variations of different types of
content, sometimes mixed with text, sometimes not.
| | 00:45 | Now if you wanted to change the current
slide, all you'll have to do is select an
| | 00:49 | appropriate layout, but to insert a
new slide and use that layout, you'd
| | 00:54 | actually click the arrow to the right of
the button and choose Insert New Slide,
| | 00:58 | which it does using the selected
layout, and then you continue from there.
| | 01:02 | But if you don't see the perfect
layout for your needs, you have no other
| | 01:07 | choice but to choose something
different and manipulate the slide.
| | 01:10 | In PowerPoint 2007, it's much easier.
| | 01:13 | First of all, with the same presentation
open, you could see from the Home tab on
| | 01:17 | the Ribbon, we have the Slides group.
| | 01:19 | To change the current Layout,
we click the Layout dropdown.
| | 01:22 | There's fewer to choose from because
we've been able to combine the different
| | 01:25 | types of content into a content placeholder.
| | 01:28 | So, you'd simply select one to change
it, or if you wanted to insert a new
| | 01:33 | slide, you'd click the New Slide dropdown
button, the bottom half of the New Slide
| | 01:37 | button and select your layout then.
| | 01:40 | This allows you to
continue working with your slide.
| | 01:43 | But again, if you couldn't find the
ideal layout, you can actually create your
| | 01:46 | own custom layout, and
that's what we're going to do now.
| | 01:49 | The first step is to change views.
| | 01:51 | Click the View tab on the
Ribbon and choose Slide Master.
| | 01:55 | In Slide Master View on the left-hand
side, you're going to see the various
| | 01:58 | types of slide layouts to choose from
and as you scroll down there will be one
| | 02:03 | called Blank Layout.
| | 02:04 | As we hover over it, it says it's
not being used by any slides in this
| | 02:08 | presentation and the first thing we're
going to do is click once to select it.
| | 02:12 | Now we can start manipulating the slide itself.
| | 02:15 | For example, if you don't want the date,
you would click the placeholder and
| | 02:19 | press Delete on your keyboard.
| | 02:20 | We'll leave the others there.
| | 02:21 | Now we can add placeholders by going
to the Master Layout group here on the
| | 02:25 | Ribbon, click Insert Placeholder at the
bottom to be able to choose the type of
| | 02:30 | placeholder, such as Text.
| | 02:31 | So, we'll choose Text and we'll just click-
and-drag to create a box where the Text goes.
| | 02:37 | Maybe we want content over here on
the right-hand side, so we'll click the
| | 02:40 | Insert Placeholder dropdown.
| | 02:42 | You can be specific about the Content,
Pictures, Charts, Tables, et cetera, or if
| | 02:47 | you want the user to be able to choose
the type of content, just select Content
| | 02:50 | at the top and click-and-drag to
draw the placeholder on the slide.
| | 02:55 | There's our new slide layout. All we
have to do is rename it now and it's not
| | 02:59 | really blank any more.
| | 03:00 | So, we'll go over here to the
navigation pane, right-click the Blank Layout and
| | 03:04 | choose Rename Layout.
| | 03:06 | Let's just call this Text Content diag,
because its diagonal, and click Rename.
| | 03:13 | Now the only way to make this
available to us in our presentation is to save
| | 03:18 | what we have here as a template.
| | 03:20 | So, we'll go up to the Office button,
we'll go down to Save As and we're going
| | 03:25 | to Save this as a Template.
| | 03:26 | So, we'll click the dropdown and when we
choose PowerPoint Template, you can see
| | 03:31 | the location changes
automatically to our Templates folder.
| | 03:34 | Let's just call it TwoTrees, we don't
need the AGM in there, and we'll click Save.
| | 03:39 | Now we have a template we can use any time and
it's currently being used in our presentation.
| | 03:44 | So, when we'll click Close Master View,
we'd come back to our presentation and
| | 03:49 | we're going to go up to New Slide,
click the dropdown and you'll notice there's
| | 03:53 | a new layout here called Text Content diag.
| | 03:56 | When you select it, you just inserted a
brand new slide using a custom layout,
| | 04:01 | something you could never do in PowerPoint 2003.
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| Creating diagrams with SmartArt| 00:00 | In PowerPoint 2003, you had some
limited functionality for drawing diagrams and
| | 00:05 | organizational Charts.
| | 00:07 | In PowerPoint 2007, there
is something called SmartArt.
| | 00:11 | Let's begin in PowerPoint 2003, with our
TwoTreesAGM presentation on slide number 3.
| | 00:17 | Here, we have a slide layout that
allows us for a title at the top and
| | 00:22 | content in the main area, and the content has
an icon for Inserting Tables, Charts, Pictures.
| | 00:28 | There is Media and
Diagram or Organization Chart.
| | 00:33 | That's the one we are going to select.
| | 00:34 | And this displays the Diagram Gallery
and here's the limited functionality.
| | 00:38 | If we want to show Process, for
example, well we might go over to this Cycle.
| | 00:43 | There's our Org Chart
right at the top left corner.
| | 00:46 | Let's choose the second one, which
is a Cycle Diagram and click OK. Maybe
| | 00:50 | this is as close as we can get to what we need
for showing the process of this presentation.
| | 00:55 | You will notice there are
placeholders for adding text, so the first
| | 00:59 | one's already selected.
| | 01:00 | We'll just click inside. Let's type Part 1.
| | 01:04 | Now after the 1, just press Enter or
Return on your keyboard, and on the second
| | 01:09 | line type in Intros and we
continue to the next one.
| | 01:13 | We'll keep it short.
| | 01:14 | We'll just type in Part 2 and
Part 3 for the third placeholder.
| | 01:20 | Now we'll just click outside the slide to
deselect and that's the end of our diagram.
| | 01:24 | Now when we click once to select it,
you'll notice there is some functionality
| | 01:28 | in here. We do have handles. We can size
it down and move it around if we wanted
| | 01:32 | to, but really, it's
somewhat limited and unintelligent.
| | 01:36 | We are going to switch over now to PowerPoint
2007, and we have a similar slide, slide 3.
| | 01:42 | We have our title and down below, we
have the same content icons, but there's a
| | 01:47 | new one called SmartArt Graphic, and
that's the one we are going to select.
| | 01:51 | Now you have a wide range of options.
| | 01:53 | If you're looking for a List, look at all
the different options for adding a List.
| | 01:57 | There's Process.
| | 01:58 | When you select Cycle, there is all kinds of
options for different types of Cycle Diagrams.
| | 02:03 | Hierarchy for an Org Chart, lots of
different options there as well, so quite a list.
| | 02:08 | We are going to go over to Process, and
we are going to select one, such as -
| | 02:13 | well, let's go to the second one on the top row.
| | 02:17 | When we select it we see a preview
on the right-hand side, as well as a
| | 02:20 | description of what we might
use this for, so let's click OK.
| | 02:24 | Now we can click where it
says Text and type in Part 1.
| | 02:28 | Watch what happens when we go down to
the next box. Select it by clicking once
| | 02:33 | and then click where it says Text.
| | 02:35 | We actually have a bullet here. We'll type
in Intros and that fits perfectly on a line.
| | 02:40 | We'll go over to go over to the next
one for Part 2, click in the bottom box.
| | 02:46 | Click inside the Text.
| | 02:47 | Let's type in something that's
going to take up a little more room.
| | 02:50 | We'll start with Review.
| | 02:53 | And you could see, right away, everything
got sized down as it started to stretch
| | 02:57 | out near the border.
| | 02:58 | Press Return to add a second bullet.
| | 03:00 | We'll type in Dept.
| | 03:02 | short form, leave a
space and type in Breakdowns.
| | 03:06 | You can see it automatically wraps
around and as it starts to get a little bit
| | 03:10 | too big, everything gets sized down.
| | 03:12 | And it's not just for that box.
| | 03:14 | It's the other box for some consistency, so
it's going to look good from left to right.
| | 03:19 | We'll go over to Part 3. Type that in and in
the Text box, let's just add Future Planning.
| | 03:26 | Again, that's going to take up a
little more room than we have, so it wraps
| | 03:31 | around. We'll press Return and I'll
just type Q&A. Now we'll click anywhere
| | 03:36 | outside the SmartArt Graphic to
deselect it, and you can see the end result.
| | 03:40 | Of course, there are lots of
options for formatting this, changing
| | 03:44 | color patterns and so on,
| | 03:45 | but the intelligence is built right in
to make it look consistent across the
| | 03:50 | board, something you didn't have
access to in PowerPoint 2003 and earlier.
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| Formatting content with Quick Styles and Themes| 00:00 | Changing the design of slides in a
presentation in PowerPoint 2003 could be done
| | 00:05 | using the Design button on the
Formatting toolbar or from the Format menu and
| | 00:10 | selecting Slide Design.
| | 00:12 | In this way, you could adjust things
like Color Schemes, the different colors
| | 00:15 | that go together with each other.
| | 00:17 | You could also apply Animation Schemes
and then down below you could see the
| | 00:21 | different designs you could choose from,
including the ones that are used in
| | 00:24 | this presentation and the
others that are available for use.
| | 00:28 | Now if you wanted to use a theme,
per se, you could move down to the
| | 00:32 | button itself and click.
| | 00:33 | Now that would change the
selected slides to that new theme.
| | 00:37 | If you didn't like it, you have to go up to
your Undo button and then try some other ones.
| | 00:41 | Eventually, you might find one that you'll like.
| | 00:43 | Now you could select all the slides in
your presentation or a group of slides.
| | 00:47 | That's totally up to you, but you see how it
was trial and error. In 2007, it's much easier.
| | 00:53 | With our presentation called
TwoTreesAGM open and Slide 3 on display, let's go
| | 00:58 | to the Design tab on the ribbon.
| | 01:00 | Right away, you're to see a whole group,
called Themes, with a number of different
| | 01:04 | themes to choose from.
| | 01:05 | But here's the key.
| | 01:06 | When you hover over a theme without
selecting it, you can actually see the
| | 01:09 | effects it will have on that slide.
| | 01:12 | So, you can move from one to the next,
to the next, viewing the different themes
| | 01:16 | until you find one that
you like and then select it.
| | 01:20 | Now you can see what happens to
the entire presentation over here in
| | 01:23 | our Navigation Pane.
| | 01:25 | And of course, if you want to see more,
you could click the dropdown button to
| | 01:28 | see all of the themes that are available.
| | 01:31 | You have to undo anything.
| | 01:32 | You can just go on to another one,
which you might like better, and select
| | 01:35 | it, simple as that.
| | 01:37 | All of the slides are
changed in your presentation.
| | 01:39 | So, those are Themes.
| | 01:40 | You will also notice in this group that
we've got Colors, Fonts and Effects as well.
| | 01:45 | On Slide 3, we have some SmartArt.
| | 01:47 | So, if we click once on the border, to
select the SmartArt, we can actually
| | 01:52 | change up the colors by
clicking the Colors dropdown.
| | 01:54 | As you hover over the colors, you are
going to see the effect, not just on the
| | 01:58 | graphic itself but the background for the slide.
| | 02:00 | So, you can choose a Color Scheme that
best suits your needs by simply hovering
| | 02:04 | over them and selecting one that you like.
| | 02:08 | You can do the same for Fonts,
if you want to change the fonts.
| | 02:11 | You'll see them all listed here, but
as you hover over them, you'll see the
| | 02:14 | effects on the slide, a real-time
preview right in front of you, and the
| | 02:19 | same goes for Effects.
| | 02:20 | When you click Effects, you can see
all of the different built-in effects you
| | 02:24 | can choose from and what they
might do to your presentation.
| | 02:29 | You also have Background Styles
available to you in the Background group on the
| | 02:33 | ribbon, here with design selected.
| | 02:35 | Clicking Background Styles shows you
the different backgrounds for your slides
| | 02:39 | and as you hover over them,
you'll also get a real-time preview.
| | 02:42 | When you find one you like, simply
select it, and you'll notice, over here it's
| | 02:46 | applied to all of the slides in
your presentation for consistency.
| | 02:50 | So, working with Themes and Styles
has never been easier, as it is here
| | 02:54 | in PowerPoint 2007.
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| Livening up your presentation with transitions and animations| 00:00 | Adding special effects to the Slides
that transition from one to another in a
| | 00:04 | presentation, or adding animation to
the content can really add some wow factor
| | 00:09 | to your presentations.
| | 00:10 | In PowerPoint 2003, you had a number
of options. In PowerPoint 2007, you have
| | 00:15 | even more and it's easier to do.
| | 00:18 | Let's begin in PowerPoint 2003
with our TwoTreesAGM presentation.
| | 00:22 | On slide number 3, and
here we do have a diagram.
| | 00:25 | So, let's start with animating this diagram.
| | 00:27 | If we select it, the Diagram toolbar appears,
which we don't need, so we'll just close it up.
| | 00:32 | Now our diagram is selected.
| | 00:34 | Let's go up to the Slide Show menu and
move down to, well there in no animation,
| | 00:40 | but there is Custom Animation.
| | 00:42 | So, that's how you went in and added
animations to the various content pieces on
| | 00:47 | a presentation slide.
| | 00:48 | So, in this case, we want to Add
an Effect, so we click the dropdown.
| | 00:51 | You can see the different categories:
Entrance, Emphasis, Exit and Motion Paths.
| | 00:56 | If we go to Entrance and we want it
to fly in, we could choose Fly In.
| | 01:00 | We see a preview of what that's going
to look like, and it now appears here in
| | 01:05 | our list of animations.
| | 01:06 | We can click the dropdown to
choose how it's going to begin.
| | 01:09 | So, if we wanted to start automatically
with the previous animation, we could do
| | 01:13 | that, and you could also choose the
Direction. If we don't want it coming From
| | 01:17 | the Bottom but maybe From the Left and
adjust the Speed to slow it down a little
| | 01:21 | bit. How about Medium? And there's the preview.
| | 01:24 | So, not bad, but maybe we want each of the
arrows in this diagram to come in separately.
| | 01:29 | That's not an option here in PowerPoint 2003.
| | 01:32 | Let's go over to PowerPoint 2007 now,
and we'll go to Slide 3 in our TwoTreesAGM.
| | 01:38 | And here we've got another
diagram, but this one's SmartArt.
| | 01:41 | So, we can select it by clicking
once and then clicking the border.
| | 01:44 | In this case, we can access all of our
slide Transitions and Animations from
| | 01:48 | one location on the ribbon by clicking the
Animations tab, something that's really good.
| | 01:53 | So, let's start now with that animation.
| | 01:55 | In this case, we've got the
Animations group, and you can see No
| | 01:58 | Animation currently selected.
| | 01:59 | So, I'll click the dropdown, and as
you move over the different options,
| | 02:03 | you're going to see a live preview, right in
front of you, what that's going to look like.
| | 02:08 | You don't have to select it first.
| | 02:10 | Maybe you want each object in our
SmartArt Graphic to come in one at a time.
| | 02:14 | So, for example, if we go down to the
Wipe category and choose One by one, you
| | 02:19 | can see what that looks
like. Let's select that.
| | 02:24 | So, that's an improvement, right off the bat.
| | 02:26 | You get another preview when you select it.
| | 02:28 | The same goes now for your Slide
Transitions, moving from one slide to the next.
| | 02:34 | Here, you have got a
Transition To This Slide group.
| | 02:36 | It's a huge group on the ribbon.
| | 02:38 | You have got some options that are
visible that you can select from.
| | 02:42 | As you hover over them, you get a
live preview, once again, including the
| | 02:46 | animation you just selected for your diagram.
| | 02:49 | If you want to see more, you can click the
dropdown and there's lots to choose from.
| | 02:55 | Sometimes it's harder to see those
previews in behind this large menu, but we'll
| | 03:00 | just select one and we get a quick
preview of it as we return to the slide.
| | 03:06 | Now we have got all those
options available to us.
| | 03:08 | With our diagram still selected, we can
go to Custom Animation. Here is where you
| | 03:12 | access all of those options
we just saw in PowerPoint 2003.
| | 03:15 | We've already added the effect though,
and now you can adjust the effect, how it
| | 03:20 | starts, the Direction and the Speed.
| | 03:24 | It's all right here, just like you might be
used to in previous versions of PowerPoint.
| | 03:29 | We've also got some options for working
with our Transitions, like Sounds, the
| | 03:33 | Speed of the transition.
| | 03:34 | We can change that to Medium as
well and apply it to every slide in our
| | 03:38 | presentation with one click of a button.
| | 03:41 | So, many of the options you're used to
using when it comes to Animations and
| | 03:45 | Transitions in PowerPoint 2003,
they are all here in PowerPoint 2007,
| | 03:50 | but you've got some other ways for
selecting those animations and those
| | 03:54 | transitions and the live preview is
going to save you a lot of trial and error.
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ConclusionGoodbye| 00:00 | Congratulations! You've reached the end of Migrating
From PowerPoint 2003 to PowerPoint 2007.
| | 00:06 | You should now be feeling confident as
you begin your transition from PowerPoint
| | 00:10 | 2003 to 2007, and hopefully, the
lessons we just covered will simplify the
| | 00:15 | migration process for you.
| | 00:17 | Your biggest hurdle, no doubt, will be
getting used to the brand new ribbon, but
| | 00:21 | I'm confident, with time, you'll learn to love it.
| | 00:23 | This is David Rivers, saying thanks
for watching and best of luck, as you
| | 00:27 | migrate from PowerPoint 2003 to PowerPoint 2007.
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