Join David Rivers for an in-depth discussion in this video Opening other files in PowerPoint, part of PowerPoint 2007 Essential Training.
- [Narrator] One last way for creating a PowerPoint 2007 presentation that we're going to look at now is by opening an older version of PowerPoint and converting it into a new version. As well, we're going to look at opening up a Word outline, so text that was created in Microsoft Word in an outline format, and converting that into a presentation here in PowerPoint 2007. So let's start with the old version of the PowerPoint presentation, we'll go to the Office button and click open, navigate to your Lesson2 folder of your exercise files and you'll see a number of presentations in here.
Two of them have the same little icon next to them, and this is the new icon for our brand new format for PowerPoint 2007 presentations. The older version has a different looking icon, this one here, the Kokanee Pet Salon, which actually comes from Powerpoint 2003, if you went through that title at all, you'll recognize this presentation, and you'll notice as we hover over it, there's a little bit of information here saying that it is a Microsoft Office PowerPoint '97 to 2003 presentation, whereas if we hover over the others, it just simply says that these are Microsoft Office PowerPoint presentations.
So let's click on Kokanee Pet Salon down here in our Lesson2 folder, and click open. All right, right away you can see Microsoft Office has identified a potential security concern here because this presentation contains links to other files. So, if we were to update the links, PowerPoint will attempt to retrieve the latest information. If you don't update the links, PowerPoint will use the previous information, so it's up to you, but clicking cancel means we won't update those links. So, now we've got our PowerPoint 2003 presentation open in PowerPoint 2007, and the way that we know this is an older version is if we look up here at the title bar, it does say Kokanee Pet Salon, but it says we're in compatibility mode right now.
So we're still working on a version 2003 presentation here, which means in compatibility mode that we won't have all of the new features in PowerPoint 2007 at our fingertips because we'll be saving this back to a 2003 version of PowerPoint if we were to just keep everything as is. So what we might want to do is what we covered in the previous lesson, come over here, choose save as, and change it to a PowerPoint presentation, which by default means version 2007. Okay, so that's one way, we started our new presentation here based on an old presentation.
Another option is to take a Word outline. So this is Word text that was created in Microsoft Word using the outline feature, so you've got the automatic numbering happening. Well, when we open one of those in a PowerPoint presentation, it's handy to go to the outline tab over here on the left hand side to see that outline that was created in Microsoft Word, but slides do get created based on the outline. So let's do that, all we do is go to the Office button, and back down to the open button, and all we're going to do here is just change what we're looking at here in our Lesson2 folder.
So, we come down here to the bottom right corner where it says we're currently looking at all PowerPoint presentations, and if we click that drop down, you can see we have some other options, including all outlines. When we click on all outlines, we will see that Microsoft Word document called ECPOutline, so we'll give it a click and we'll click open. So, there's no more importing like we used to see, we just simply open other types of documents in PowerPoint 2007. So, here's our Word outline, and if I go to the outline tab, this is exactly how it appeared in Microsoft Word, but now when I click the slides tab, I see the slides that were created based on that outline.
So obviously there's some formatting to do, there's some additional information that needs to be added, but I just got a big head start by opening up this outline. All right, so that covers our final way of looking at creating new presentations, remember you can open up other types of outlines, they don't have to be from Microsoft Word, they could be rich text format as well, and of course you can open up older versions of PowerPoint presentations in 2007 going all the way back to version '97.
Skill Level Beginner
Q: In PowerPoint 2003 and earlier, I was able to set my spacing before and after a line by percentage. Now, in PowerPoint 2007, I can only change the spacing by point size. Setting a percentage of the font size for the spacing between paragraphs was ideal - if the font size changed the paragraph spacing changed with it. Is there a workaround that lets me size the before/after paragraph spacing by percentage?
A: This is a common complaint for PowerPoint users who were used to using the “lines” option for before and after spacing.
Unfortunately, there is no workaround to achieve the functionality that was available in PowerPoint 2003, and it has not even been rectified in PowerPoint 2010 (despite all the complaints). The only thing that comes close is to change the before and after settings to zero and use the Multiple option for line spacing, and then set it to the desired number of lines (e.g. 1.5). Because text is automatically sized to a best fit, most paragraphs will appear on a single line, with the selected line spacing figure in lines showing between the paragraphs. You may need to play with this one to get the right number for your scenario.