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Study Unit

Integrating Word, Excel, and Other Data into PowerPoint By

Beth Brown

ABOUT THE AUTHOR

Beth Brown is the author of more than 35 computer science and computer applications textbooks. An engineering graduate of Florida Atlantic University, Ms. Brown holds a BS in computer science. She has worked with students and educators worldwide to develop Microsoft Office curriculum materials in addition to her work in programming, research and development, technical writing, and business.

INTO POWERPOINT Introduction

INTRODUCTION 2

ASSIGNMENT 1: INSERT, COPY, AND PASTE DATA INTO POWERPOINT 5

Inserting a Word Outline into a PowerPoint Presentation 5

Copying and Pasting from Word to PowerPoint 7

Copying and Pasting from Excel to PowerPoint 8

Editing Embedded and Linked Data 9

The Office Clipboard 12

ASSIGNMENT 2: EXCEL AND WORD OBJECTS 26

Embedding an Excel Worksheet Object in a PowerPoint Presentation 26

Linking an Excel Worksheet Object to a PowerPoint Presentation 27

Adding a Word Document Object to a PowerPoint Presentation 29

ASSIGNMENT 3: PHOTO ALBUM SLIDE SHOW 38

Creating a Photo Album Slide Show 38

Setting Up a Continuously Playing Presentation 41

KEY POINTS 56

GLOSSARY 58

INTRODUCTION

CONTENTS

INTO POWERPOINT Introduction

Your study materials are designed so that you can take ownership of your educational goals and schedule and complete your coursework whenever and wherever you can. At Penn Foster, you won’t study at the same pace as other students in the same program, but you can reach out to your peers using the online Community. Your study materials are broken down into small chunks that are easy to handle, and each section is tied directly to the learning outcomes and objectives. Materials include summaries, reviews, self- checks, and activities to help you master them!

You’ll find it easiest to study if you follow the plan outlined below.

1 Look over the contents page to get a general idea of what you’re going to learn in this study unit.

2 Quickly read the pages in Assignment 1. This process is called skimming.

3 Return to the beginning of Assignment 1. This time read more closely and pay careful attention to what you’re reading. Focus on main concepts and definitions.

4 Complete all exercises as you come to them and check your answers with those provided.

5 When you finish reading Assignment 1, complete any exercises at the end of the assignment. The exercises aren’t graded; they’re designed to help you test yourself to make sure you understand what you’ve read.

6 Complete each assignment in this manner; then review the material in preparation for the examination.

7 When you feel confident that you understand the material, complete the examination for this study unit.

INTRODUCTION

NAVIGATING THIS COURSE

INTO POWERPOINT Introduction

Your Integrating Word, Excel, and Other Data into PowerPoint course includes the materials listed below.

OO This study unit, Integrating Word, Excel, and Other Data into PowerPoint, which includes

O� All of your assigned readings

O� Self-checks and other exercises that allow you to measure how well you understand your course material

INTRODUCTION

COURSE MATERIALS

INTO POWERPOINT Introduction

What will you get from this unit?

The Microsoft Office suite has features that allow you to seamlessly integrate and share information among applications. In this unit, you’ll learn how to produce PowerPoint presentations that include information created in Word and Excel. You’ll also learn how to create a photo album presentation. Your integrated presentations will professionally combine information from multiple sources to effectively communicate your message.

When you complete this study unit, you’ll be able to

1 Create an integrated PowerPoint presentation

2 Create presentations that include application objects

3 Create a photo album slide show

INTRODUCTION

UNIT OBJECTIVES

INTO POWERPOINT Assignment 1

An integrated presentation includes information created in a different Office application. Your slides can include text, tables, data, and charts from Word and Excel files. One form of integration involves inserting a Word document outline into a PowerPoint presentation to create new slides. Another way to integrate information from a different Office application is by copying and pasting. Both of these methods allow you to quickly and easily transfer data while reducing the possibility of errors from retyping and reformatting data.

INSERTING A WORD OUTLINE INTO A POWERPOINT PRESENTATION

When developing a presentation, you’ll often find it easier to first outline your ideas in a Word document. An outline lists headings and subheadings, similar to Figure 1.

ASSIGNMENT 1

INSERT, COPY, AND PASTE DATA INTO POWERPOINT

ASSIGNMENT OBJECTIVE When you complete Assignment 1, you’ll be able to

1. Create an integrated PowerPoint presentation

The terms you need to know for this assignment are

ASSIGNMENT 1

VOCABULARY

OO Integrated presentation

OO Outline

OO Source file

OO Destination file

OO Embedding table

OO Embedding cell range

OO Linked chart

OO Office Clipboard

INTO POWERPOINT Assignment 1

FIGURE 1—Creating an outline in Word before creating your presentation makes it easier to organize your ideas.

The easiest way for you to create an outline in Word is to create a new document and then click Outline on the View tab. When you are in Outline view, the Outlining tab is available on the Ribbon.

When using Word to create your outline, use the commands on the Outlining tab to organize your ideas into levels. Level 1 topics are automatically formatted as Heading 1 style, Level 2 topics as Heading 2, and so on. Each Level 1 and its subheadings will be used to create a slide where Level 1 is used for slide titles, Level 2 for first level bullet items, and so on. Keep in mind that an outline that goes deeper than Level 3 will probably put too much information on a slide.

As you type your outline, click Demote to move a line of text in one level. You may also click Outline Level and then click a level name. Promote moves a line of text to the left, moving it out one level (Figure 2).

FIGURE 2—Once in the outline view, you can use the Promote, Outline Level, or Demote buttons (seen in the upper left corner) to move a line of text.

INTO POWERPOINT Assignment 1

After you complete and save your Word outline, use the following steps to create slides in a PowerPoint presentation:

1. Create a new PowerPoint presentation or open the presentation to receive the new slides.

2. If using an existing presentation, select the slide that will appear before the new slides.

3. Click New Slide > Slides from Outline on the Home tab.

4. Navigate to the outline file in the dialog box and then click Insert.

5. Select the new slides and then click Reset on the Home tab to format the slides to match the PowerPoint presentation formatting.

For example, if you use the outline to create new slides, your slides will look similar to Figure 3 before you use Reset to match the presentation formats.

FIGURE 3 —Using the Reset option will make slides match the presentation formats.

COPYING AND PASTING FROM WORD TO POWERPOINT

Sometimes you may want your slide to include just a couple of sentences or a table from a Word document. You can do this by copying and pasting from a Word document to a PowerPoint slide.

1. Display the source file, the file containing the information you want to copy. In this case, display the Word file with the text or table to be copied.

2. Select the text to copy. Or click the Table Move Handle to select a table for copying.

INTO POWERPOINT Assignment 1

3. Click Copy on the Home tab.

4. Display the destination file, the file where the copied information is to be pasted. In this case, display the slide in the PowerPoint file that contains the data.

5. Place the insertion point at the appropriate position, if pasting text.

6. Click Paste on the Home tab.

PASTE OPTIONS

Pasted text and tables display a Paste Options button in the lower-right corner. The paste options vary depending on the type of data you paste, but generally allow you to

OO Keep the source formatting

OO Use the destination styles

OO Embed the information

OO Paste as a picture

OO Paste as text only

When you choose to use source formatting or destination styles, a Word table is converted to a PowerPoint table. If you choose to embed a pasted table, then it remains a Word table that can be edited with Word right from within PowerPoint. Edits made to embedded data don’t change the data in the source file, nor will edits made to the source file be reflected in the PowerPoint slide.

COPYING AND PASTING FROM EXCEL TO POWERPOINT

You can also use copy and paste when you want to include a cell range or a chart in a slide. Follow these steps to copy and paste from an Excel spreadsheet to a PowerPoint slide:

1. Display the source file, the file containing the information you want to copy. In this case, display the Excel file with the data or chart to be copied.

2. Select the cell range to copy. You can also click the chart area of a chart to select it for copying.

3. Click Copy on the Home tab.

4. Display the destination file, the file where the copied information will be pasted. In this case, display the slide in the PowerPoint file that contains the data or chart.

5. Click Paste on the Home tab.

Pasted Excel data will also display a Paste Options button. Similar to a Word table, Excel data will be converted to a PowerPoint table, or you can choose to embed the cell range so that you can later edit it using Excel right from within PowerPoint.

INTO POWERPOINT Assignment 1

Pasted charts will be linked by default unless you click a different paste option. A linked chart is updated in your PowerPoint presentation if there are changes to the source spreadsheet. This is useful if you want your presentation to reflect the most current chart data from your Excel spreadsheet.

EDITING EMBEDDED AND LINKED DATA

When you embed or link pasted data, you make it possible to edit the data with the source application. However, edits to embedded data are reflected only in the PowerPoint slide, while edits to linked data are made to both the PowerPoint slide and the source file.

For example, a slide with an embedded Word table might look like Figure 4.

FIGURE 4 —Slide with an Embedded Word Table

Drag the handles to size the table. When you want to edit the contents, double-click the table to activate it, or right-click the table and click Document Object > Edit (Figure 5).

INTO POWERPOINT Assignment 1

FIGURE 5—To edit the contents of an embedded Word table in PowerPoint, navigate through the Document Object menu.

When a table is activated within PowerPoint, the Word application features and commands are displayed (Figure 6).

FIGURE 6—An Activated Table within PowerPoint

INTO POWERPOINT Assignment 1

After making edits, simply click outside the table to return to PowerPoint.

You use the same process to edit an embedded spreadsheet cell range, which displays the Excel features and commands when activated.

To activate a chart, click once on the chart to select it and then click Edit Data > Edit Data on the Chart Tools Design tab, as pictured in Figure 7.

A linked chart is based on an existing spreadsheet file. When you activate the chart, you’ll have access to the entire workbook where the chart is stored. By making changes to a linked chart, you’re also making changes to the source file. If you don’t want your source file to change, then you should embed a chart when you paste it.

After making edits to chart data, simply close the worksheet window to return to PowerPoint.

FIGURE 7—The Edit Data > Edit Data Option

FIGURE 8—The Clipboard Dialog Box Launcher

INTO POWERPOINT Assignment 1

THE OFFICE CLIPBOARD

Whenever you use the Copy and Paste commands, you’re accessing the Microsoft Office Clipboard. The Office Clipboard stores data copied from any Office application file and allows you to paste the content into any other Office application file. To view the Office Clipboard contents, click the Clipboard dialog box launcher on the Home tab.

The Clipboard dialog box launcher displays the Clipboard task pane with recently copied data from Office files. Click an item in the Clipboard task pane to paste it at the insertion point.

Copying and pasting from the Clipboard is a useful technique when you want to “collect” several copied items to the Clipboard before switching to PowerPoint to paste them.

FIGURE 9

INTO POWERPOINT Assignment 1

APPLY YOUR KNOWLEDGE

Your Sociology professor has given an assignment that requires you to make a short presentation about a program that affects your campus as well as the environment. You’ll be integrating information from several supporting documents to create the presentation. Follow the steps below to create a PowerPoint slide show that includes Word and Excel data.

1. Your presentation topic is college campus recycling. You’ve started an outline in Word and need to finish it up so that you can make it the basis of your presentation. Start Word and open Benefits of Campus Recycling.docx, a data file for this assignment.

2. The document contains an outline, but it isn’t automatically displayed in Outline view. On the View tab, click Outline. Your document is now displayed with levels and an Outlining tab is available.

3. Read through the document to become familiar with the outline. You need a slide titled Why Recycle?

4. Show formatting marks, if necessary, and then place the insertion point just after the period in “on the surrounding environment.” in the first Level 2 text.

5. Press Enter. A new Level 2 item is created.

6. On the Outlining tab, click the Demote button to create a Level 1 topic (Figure 10).

7. Type “Why Recycle?” and then press Enter.

ASSIGNMENT 1

DISCOVER MORE

FIGURE 10

(Continued)

INTO POWERPOINT Assignment 1

8. Press the Tab key to move the new topic in a level and then type “The earth has limited resources for generating products.”

9. Press Enter and then complete the slide outline as shown, using the Demote and Promote buttons as necessary (Figure 11). Note that Word automatically changes the text color of the Level 3 text so it isn’t something you need to do.

FIGURE 11—Promote or Demote your Outline Levels as necessary to complete this slide outline.

10. Save the modified outline and then close the file.

11. Start PowerPoint and create a Blank Presentation.

12. On the Home tab, click New Slide > Slides from Outline. A dialog box is displayed.

13. Navigate to the location of the data file you modified, the Benefits of Campus Recycling.docx file, and then click Insert. Slides 2 through 11 are created.

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

14. Right-click Slide 1 and then click Delete Slide.

15. You want to make the new Slide 1 your title slide. On the Home tab, click Layout > Title Slide.

16. To format the slides with a theme, you’ll need to reset the formats to the default PowerPoint formats. In the Slides pane, click Slide 1 and then press Ctrl+A. All of the slides are selected and have a bold outline (Figure 12).

FIGURE 12—Selected slides are indicated with a bold outline.

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

17. On the Home tab, click Reset. Scroll through your slides and be sure that they have all been reset to PowerPoint formats. If not, select slides as necessary and then click Reset.

18. On the View tab, click Slide Master.

19. Scroll up and click the top mast slide to select it.

20. On the Slide Master tab, click Themes > Facet (Figure 13).

FIGURE 13

21. On the Slide Master tab, click Close Master View. Your slide show has been formatted.

22. Save the presentation, naming it Sociology Presentation.

23. Display Slide 8, titled Current Campus Recycling Program.

24. You want to add an Excel chart to the slide to show the progress from last year to this year. Start Excel and open Campus Recycling Program.xlsx, a data file for this assignment.

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

25. The data you want to compare in your chart is the diverted waste and the trash for 2015 and 2016. Select cells A10 through C11 (Figure 14).

FIGURE 14

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

26. On the Insert tab, click Insert Column or Bar Chart > 3D Clustered Column (Figure 15).

FIGURE 15

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

27. With the new chart selected, on the Chart Tools Design tab, click Change Colors and then scroll down and click the monochromatic palette of greens (Figure 16).

ASSIGNMENT 1

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FIGURE 16

28. Your chart needs a more descriptive title. Click the chart title and then click again to place the insertion point. Edit the title to read Campus Recycling Program. Use commands on the Home tab to format the text as 20-point bold.

29. Click the chart area to select the chart and then drag a size handle to make the chart larger.

30. Notice the X-axis labels. They aren’t descriptive of the data. Click the labels, being sure that just the 1 and 2 are selected together.

(Continued)

INTO POWERPOINT Assignment 1

31. On the Chart Tools Design tab, click Select Data. A Select Data Source dialog box is displayed with the axis labels (Figure 17).

FIGURE 17—The Select Data Source Dialog Box

32. Above the labels, click Edit. A different dialog box is displayed.

33. Use your mouse to select cells B3 and C3. The dialog box displays the range (Figure 18).

FIGURE 18—The Axis Labels Dialog Box

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

34. Select OK. Note the new axis labels. Select OK again. Your chart should look similar to Figure 19.

FIGURE 19

35. Save the modified spreadsheet.

36. Click the chart area to select the entire chart.

37. On the Home tab, click Copy.

38. Switch back to the PowerPoint presentation. Slide 8 should still be displayed.

39. On the Home tab, click Paste. The chart is placed on the slide.

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

40. Click the Paste Options button and then click Keep Source Formatting & Link Data (Figure 20).

FIGURE 20

41. Drag and size the chart as necessary to position it below the bulleted text in the slide, similar to Figure 21.

FIGURE 21

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

42. Save the modified presentation. Switch to the Excel spreadsheet and then save and close it.

43. Display Slide 9 of your presentation, the slide titled Suggested Improvements.

44. Note the colon after the first bulleted item. You have a table in a Word document that you want to add to this slide.

45. Start Word and open Recycling Ideas.docx, a data file for this assignment.

46. Point to the table and then click the Table Move Handle to select the entire table.

47. On the Home tab, click Copy.

48. Switch to the PowerPoint presentation. Place the insertion point after the colon in the first bulleted item and then press Enter five times to make room for the table.

49. On the Home tab, click Paste. The table appears.

50. Click the Paste Options button and then click Embed. Drag the table so that it is below the first bulleted item. Drag a corner handle to size it slightly larger. Your Slide 9 should look similar to Figure 22.

FIGURE 22

(Continued)

ASSIGNMENT 1

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INTO POWERPOINT Assignment 1

51. You’ve realized you made a mistake with the last location. It should read Dining Hall, First Floor.

52. Double-click the table. The Word window features are displayed. Note the Word Ribbon at the top of the window.

53. Click in the last location name, and edit it to read Dining Hall, First Floor.

54. Click outside the Word object. The PowerPoint window is again displayed.

55. Save the modified presentation and then close PowerPoint.

56. Close Word.

INTEGRATED PRESENTATIONS

What are some of the precautions you’ll need to take when a presentation includes data from many sources?

Click here to check your answer.

ASSIGNMENT 1

DISCOVER MORE

ASSIGNMENT 1

REFLECT AND RESPOND

http://lessons.pennfoster.com/pdf/584006_an0703.pdf

INTO POWERPOINT Assignment 1

1. What are three ways to integrate Word data into a PowerPoint presentation?

2. What are paragraph formats for Level 1 and Level 2 outline levels?

3. How is a Word table pasted if you choose to use either source formatting or destination styles?

4. What does it mean to embed an Excel spreadsheet cell range?

5. If you copy and paste a chart from a spreadsheet to a slide, what happens when you change the Excel data used to create the chart?

Click here to check your answers.

ASSIGNMENT 1

SELF-CHECK

http://lessons.pennfoster.com/pdf/584006_an0703.pdf

INTO POWERPOINT Assignment 2

In addition to the methods covered in Assignment 1, you can also include information in a PowerPoint presentation with an application object. An application object retains source formats and can be edited with the source application. This type of data integration uses Object Linking and Embedding, or OLE.

One benefit to using objects in a PowerPoint application is that you can easily collaborate with others on a presentation. Collaborators can create the external files while you create and edit the slide show.

EMBEDDING AN EXCEL WORKSHEET OBJECT IN A POWERPOINT PRESENTATION

There are many reasons to add an Excel worksheet object to a slide. An Excel object has all the computing power of a spreadsheet and may offer a more effective way to display data and calculations in a presentation. Likewise, a chart object will have all the features of a chart created in Excel.

ASSIGNMENT 2

EXCEL AND WORD OBJECTS

ASSIGNMENT OBJECTIVE When you complete Assignment 2, you’ll be able to

2. Create presentations that include application objects

The terms you need to know for this assignment are

ASSIGNMENT 2

VOCABULARY

OO Chart object

OO Excel object

OO OLE

OO Word object

INTO POWERPOINT Assignment 2

The easiest way to insert an Excel worksheet object is to click Table > Excel Spreadsheet on the PowerPoint Insert tab, which embeds a new spreadsheet object in the slide (Figure 23).

FIGURE 23 —New Spreadsheet Object in a PowerPoint Slide

When the spreadsheet object is active, the Excel Formula Bar, Ribbon, and other spreadsheet features are displayed. Click anywhere outside the object to return to the PowerPoint application window.

When you embed an Excel object, you can change the number of rows and columns displayed on the slide by dragging a handle on the active object. To change the size of the object itself, click outside the Excel object so that the spreadsheet features are no longer available and then drag a size handle.

When you need to edit a spreadsheet object, double-click the object to activate the Excel features. Or right-click the object and click Worksheet Object > Edit.

LINKING AN EXCEL WORKSHEET OBJECT TO A POWERPOINT PRESENTATION

If you have an existing Excel worksheet, you can choose to link it to your presentation instead of embedding it. When you do this, any changes made to the linked spreadsheet file outside the presentation will automatically be reflected in your PowerPoint presentation.

Follow these steps to insert an Excel object in a PowerPoint presentation:

1. Display the source Excel file.

2. Select the cell range.

INTO POWERPOINT Assignment 2

3. Click Copy on the Home tab.

4. Display the destination PowerPoint file and then display the slide to contain the Excel object.

5. On the Home tab, click the arrow in the Paste command and then click Paste Special.

6. Click Microsoft Excel Worksheet Object.

7. Click Paste to embed the spreadsheet data in an Excel object, or Paste Link to create an Excel object that is a shortcut to the source file, and then click OK.

You can also insert an existing object by clicking Object on the Insert tab and then clicking Create from file in the dialog box, seen in Figure 24.

FIGURE 24—The Insert Object Dialog Box

From here, you click Browse to display a dialog box for locating the existing spreadsheet. Click Link to insert the entire worksheet and make it a shortcut to the source file. Otherwise, a copy of the existing file will be embedded in your slide. This method doesn’t require you to open the source file and copy data. However, linking data this way displays the entire worksheet with no option of reducing the number of displayed rows and columns.

INTO POWERPOINT Assignment 2

You edit linked spreadsheet data in a way similar to embedded spreadsheet data. Simply double-click the object to open an Excel window, or right-click the object and then click Linked Worksheet Object > Edit. After editing the source file, you may need to right-click the pasted object and click Update Link to make the source changes appear in the destination slide.

ADDING A WORD DOCUMENT OBJECT TO A POWERPOINT PRESENTATION

You can also embed or link a Word document in a slide. This is most useful when you have a single page document with formatting or images that would be difficult or time-consuming to duplicate in PowerPoint.

To embed a Word object in a slide, click Object on the Insert tab and then click Create from File to display options to Browse for an existing Word document. If you click Link in the Insert Object dialog box, then the inserted object will be a shortcut to the actual file. However, large files may not link because of memory requirements.

If you want to embed or link just a portion of a Word document, copy the selected text and then use Paste Special to create a Microsoft Word Document Object.

To edit an embedded or linked object, double-click the object to activate the Word application interface, or right-click the object and then click Document Object > Edit. You click anywhere outside the object to return to the PowerPoint application window.

Adding an Existing Chart to a PowerPoint Presentation

Although you can insert an existing Excel chart into a PowerPoint slide by using the Object command,

you’ll have a better outcome if you copy and paste an exist- ing chart from an Excel worksheet to your PowerPoint slide. You can then choose to embed or link the pasted chart by using the Paste Options button.

INTO POWERPOINT Assignment 2

APPLY YOUR KNOWLEDGE

You need to modify your Sociology presentation to include data from an Excel spread- sheet and two Word files.

1. Start PowerPoint and open Sociology Presentation.pptx, the presentation you created in the last assignment.

2. Display Slide 8, Current Campus Recycling Program.

3. On the Home tab, click New Slide > Title Only.

4. Edit the title to read Campus Recycling Breakdown

5. You want to include existing Excel data without having to open the spreadsheet. On the Insert tab, click Object. A dialog box is displayed.

6. In the Insert Object dialog box, click Create from file and then click Browse to display a second dialog box.

7. Navigate to the location of Campus Recycling Program.xlsx, a data file used in the previous assignment. Click Campus Recycling Program.xlsx and then click OK.

(Continued)

ASSIGNMENT 2

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INTO POWERPOINT Assignment 2

8. In the Insert Object dialog box, click OK. The spreadsheet object is embedded in the slide, similar to Figure 25.

FIGURE 25

(Continued)

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INTO POWERPOINT Assignment 2

9. The handles displayed are for sizing, but you need to first reduce the number of rows and columns displayed. Double-click the spreadsheet object to activate it (Figure 26).

ASSIGNMENT 2

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FIGURE 26—You can tell if a spreadsheet object is activated by noticing the border.

(Continued)

INTO POWERPOINT Assignment 2

10. In the lower-right corner of the activated worksheet, drag a handle to the upper left until only cells A1 through C10 are displayed (Figure 27).

FIGURE 27

11. Drag the spreadsheet object to the center of the slide and then drag a size handle to make the object larger so that your slide looks similar to Figure 28.

ASSIGNMENT 2

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FIGURE 28

INTO POWERPOINT Assignment 2

12. Click anywhere to remove the size handles and then save the modified presentation.

13. Display Slide 10, Suggested Improvements.

14. On the Home tab, click New Slide > Title Only.

15. Edit the title to read Poster Examples.

16. On the Insert tab, click Object. A dialog box is displayed.

17. In the Insert Object dialog box, click Create from file and then click Browse to display a second dialog box.

18. Navigate to the location of Poster1.docx, a data file for this assignment. Click Poster1.docx and then click OK.

19. In the Insert Object dialog box, click OK. The Word object is inserted into the slide.

20. Drag a size handle to reduce the size of the poster and then drag the object to the left of the slide, similar to Figure 29.

FIGURE 29

(Continued)

ASSIGNMENT 2

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INTO POWERPOINT Assignment 2

21. Insert a second Word object on the slide using Poster2.docx, a data file for this assignment.

22. Size and move the object so that your slide looks similar to Figure 30.

FIGURE 30

The reason you included the Campus Recycling Program spreadsheet is so that you can display the total amount diverted. Display Slide 9 and then double-click the Excel object to activate it.

(Continued)

ASSIGNMENT 2

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INTO POWERPOINT Assignment 2

23. Expand the spreadsheet to display the row with the Total Diverted data, similar to Figure 31.

FIGURE 31

24. Click anywhere outside the object to deactivate it.

25. Save the modified presentation.

ASSIGNMENT 2

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INTO POWERPOINT Assignment 2

What kind of problems can you think of that might arise during your presentation if your slides display information from linked files?

Click here to check your answer.

ASSIGNMENT 2

REFLECT AND RESPOND

1. If you want to update spreadsheet data embedded in a slide, do you open an Excel spreadsheet file or the PowerPoint presentation? Explain.

2. If you want to create a Word object with information from the third page of a document, which command must you use?

3. If you want an Excel object to display only cells C3 through D9 on a slide, which command is best?

Click here to check your answers.

ASSIGNMENT 2

SELF-CHECK

http://lessons.pennfoster.com/pdf/584006_an0704.pdf

INTO POWERPOINT Assignment 3

Organizing photos into a slide show is an effective technique for a business to showcase its products and services. Rather than a static brochure, a slide show is a dynamic and eye-catching way to familiarize potential customers with what your company has to offer. Photo album slide shows can be presented at a conference booth, online, or distributed through email.

CREATING A PHOTO ALBUM SLIDE SHOW

Before beginning your photo album slide show, organize the photos for your presentation into the same folder. To create the photo album slide show, click Photo Album > New Photo Album on the Insert tab, which displays a dialog box where you add images, make minor corrections to your photos, and determine the slide layout (Figure 32).

ASSIGNMENT 3

PHOTO ALBUM SLIDE SHOW

ASSIGNMENT OBJECTIVE When you complete Assignment 3, you’ll be able to

3. Create a photo album slide show

The term you need to know for this assignment is

ASSIGNMENT 3

VOCABULARY

OO Caption

INTO POWERPOINT Assignment 3

FIGURE 32—The Photo Album Dialog Box

Although you can choose a theme from this dialog box, it is usually easier to change the design after you’ve created the presentation.

The first step to creating your photo album is to add your photos. Click File/Disk to display the Insert New Pictures dialog box and then navigate to the folder containing your images. You can repeatedly click File/Disk and add your photos one at a time, or you can press and hold the Ctrl key while you click the filename for each of your photos in the Insert New Pictures dialog box. When all photos are selected, click Insert to add them to the Pictures in album list, like in Figure 33.

INTO POWERPOINT Assignment 3

FIGURE 33—Once you’ve selected the photos to include in your presentation, you’ll see them in the Pictures in album list on the Photo Album dialog box.

Next, click the dropdown arrow next to Picture layout and then select the number of photos you want per slide. You also have the option to select a layout with a title at the top of each slide.

The numbers in the Photos in album list indicate which slide the photo will be placed on. To move a photo to a different slide, click the checkbox next to the filename and then click an arrow button (Figure 34).

Click Captions below ALL pictures if you want a text box for describing the photos. A caption can contain as little as a few words that title the photo, or it can contain several lines of text that explain more about the picture.

If you want a slide with a text box for additional explanation, click New Text Box to add a slide below the selected photo in the list.

FIGURE 34—When you’ve selected the photo you’d like to move from the Pictures in album list, the position buttons will activate, and you’ll be able to reorder your images.

INTO POWERPOINT Assignment 3

You can make corrections to a photo by clicking the checkbox next to the filename and then using the button below the Preview box (Figure 35).

The first two buttons are used to rotate the image, either counterclockwise or clockwise. The next two are for increasing or decreasing the contrast, and the last two increase or decrease the brightness.

After setting options in the Photo Album dialog box, click Create to display a new PowerPoint presentation. Click the Design tab to change the theme. You will also need to modify the title slide to be more descriptive, and then edit the captions or titles on each slide. The Photo Album slide show is like any other presentation, where you can add slides with text or other information.

SETTING UP A CONTINUOUSLY PLAYING PRESENTATION

You often want a photo album slide show to play on its own continuously from a computer or monitor in a conference booth or other display area. This kind of slide show displays the next slide after a set amount of time and then automatically starts from the first slide again after the last slide is displayed without any interaction from you.

Because photos are normally viewed for about the same amount of time each, you don’t need to determine a separate timing for each slide as you would when there are bullet points and other varying amounts of information. To automatically advance slides after a set number of seconds, you use options on the Transitions tab (Figure 36).

Click After and then use the arrow buttons to change the duration. The After option in Figure 36 sets slides to advance after five seconds. Usually, somewhere between 5 and 10 seconds is enough time for your viewers to take in a slide with just one photo and short captions. After setting the time, click Apply to All to give each slide the same transition timing.

To set up your slide show to play continuously and to advance through slides without your interaction, click Set Up Slide Show on the Slide Show tab and then set options to Loop continuously until ‘Esc’ and Use timings, if present.

FIGURE 35—The Photo Edit Buttons

FIGURE 36—The Transitions Tab

INTO POWERPOINT Assignment 3

APPLY YOUR KNOWLEDGE

Clever Acme Corp. will be attending a gadgets conference and wants a slide show running its booth to show photos of all its products.

1. Start PowerPoint and create a blank presentation.

2. On the Insert tab, click Photo Album > New Photo Album. A dialog box is displayed.

3. You first need to add the photos for the slide show. Click File/Disk and then navi- gate to the folder containing the .jpg photo data files for this assignment.

4. Click Black Widget.jpg and then press and hold the Ctrl key while you click the remaining files:

OO Blue Gizmo.jpg

OO Brown Widget.jpg

OO Buttercup Gizmo.jpg

OO Glow in the Dark Widget.jpg

OO Green Doodad.jpg

OO Lime Doodad.jpg

OO Orange Doodad.jpg

OO White Widget.jpg

OO Yellow Widget.jpg

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ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

5. Click Insert. The Pictures in album list should display all the filenames. If not, click File/Disk and add the missing photos. Your dialog box should look similar to Figure 37 (note that you’ll need to scroll the list to see Yellow Widget).

FIGURE 37

6. Next, you need to decide on a layout. You want each product to have its own slide, so in the Picture layout box, click the arrow and then click 1 Picture.

7. You want to add text below each picture, so under Picture Options, click Captions below ALL pictures.

8. You want your slide show to display all the doodads, then all the gizmos, and then finally all the widgets. Locate Green Doodad in the list and click the checkbox next to it. Note that the arrow buttons below the list are now available.

(Continued)

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

9. Click the up arrow button until Green Doodad is the first photo in the list (Figure 38).

FIGURE 38

10. Click the checkbox next to Green Doodad to deselect it and then select the Lime Doodad checkbox. Move it up the list until it is below Green Doodad.

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ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

11. Continue the process of deselecting a filename, selecting a new filename, and moving it up the list until your list looks similar to Figure 39. (Note that Yellow Widget is the last photo.)

FIGURE 39

12. Click Create. A Photo Album slide show has been created in a new PowerPoint window.

13. Save the presentation and name it, Clever Acme Corp. Photo Album.

(Continued)

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

14. On the Design tab, in the Themes group, click the Basis theme (Figure 40).

(Continued)

ASSIGNMENT 3

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FIGURE 40

INTO POWERPOINT Assignment 3

15. In the Variants group, click the white background (Figure 41). Your Green Doodad slide should look similar to Figure 42.

FIGURE 41

FIGURE 42

(Continued)

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

16. You need to make your title slide more descriptive. Display Slide 1 and then edit it to look like Figure 43.

FIGURE 43

17. Display Slide 2. Notice that the text Green Doodad is below the photo. This is because you selected Captions below ALL pictures, which automatically adds the image filename in the caption. Click in the Green Doodad text. You see the outline of the caption text box. This object can be moved or resized in any way you want. Click outside the selected objects to again display the slide normally.

18. Display Slide 3, the Lime Doodad. Edit the caption to read as follows: Lime Doodad, Launch Date 11/15/17

(Continued)

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

FIGURE 44

19. Display Slide 6 and edit the caption to read as follows: Buttercup Gizmo, Launch Date 12/2/17

20. Display Slide 7 and edit the caption to read as follows: Black Widget, Launch Date 12/10/17

21. Display Slide 9 and edit the caption to read as follows: Glow in the Dark Widget, Launch Date 11/1/17

22. Save the modified presentation.

23. On the Slide Show tab, click From Beginning to view your photo album. Click through each slide until you reach the end and then click again to return to the PowerPoint window.

24. You want to let this photo album slide show play continuously from your computer in the booth at the Gadgets conference. This setup requires that you set the slides to advance automatically and that you format your slide show to loop continuously. On the Transitions tab, in the Timing group, click After and then set the time to 00:05.00 and then click Apply to All.

(Continued)

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

25. Next, you need to set up the slide show to loop continuously. On the Slide Show tab, click Set Up Slide Show. Select options in the dialog box so that you loop continuously and use timings (Figure 45).

FIGURE 45

26. Click OK to apply the setup.

27. On the Slide Show tab, click From Beginning. Let the slide show play on its own without clicking the mouse. Note that when the last slide is reached, your show automatically goes back to the beginning. Press Esc to end the show.

28. Save the modified presentation.

ASSIGNMENT 3

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INTO POWERPOINT Assignment 3

The Photo Album command is an easy way to create a photo album slide show, but you can also create your own photo slide show by manually adding photos to slides. Discuss at least one limitation you can think of regarding the Photo Album command that you can overcome by creating the slide show manually?

Click here to check your answer.

ASSIGNMENT 3

REFLECT AND RESPOND

1. What is the difference between a photo album slide layout that includes titles and using the Captions below ALL pictures option?

2. Can you make minor corrections to photos before you generate the slide show? Explain.

3. Why would you want a slide show to loop continuously?

4. What type of Word document can be used to create PowerPoint slides?

a. A Word outline

b. A resource document

c. An integrated document

d. An Office document

5. Which PowerPoint command is used to format a slide to match the current PowerPoint formatting?

a. Format

b. Layout

c. Reset

d. Revert

(Continued)

ASSIGNMENT 3

SELF-CHECK

http://lessons.pennfoster.com/pdf/584006_an0705.pdf

INTO POWERPOINT Assignment 3

6. When you embed a Word table in a PowerPoint slide,

a. it’s converted to a PowerPoint table and given the destination formatting.

b. it’s converted to a PowerPoint table and left with the source formatting.

c. it remains a Word table that can be edited with Word from within PowerPoint.

d. it remains a Word table that can no longer be edited.

7. An Excel chart pasted into a slide

a. is by default linked to the source spreadsheet.

b. is by default embedded in the slide.

c. can be pasted only as a picture.

d. must be a pie chart.

8. The Office Clipboard displays

a. recently pasted data.

b. notes that you type into the Clipboard.

c. only spreadsheet data.

d. recently copied data from any Office application.

9. When you make changes to a linked chart in a slide,

a. you’re changing data on in PowerPoint.

b. you’re also making changes to the source file.

c. you’re not able to change data values, only the color and design of the chart.

d. you must first convert it to an embedded chart.

10. A presentation that contains information created in a different Office application is called

a. an integrated presentation.

b. a resource presentation.

c. a mixed presentation.

d. an Office suite.

(Continued)

ASSIGNMENT 3

SELF-CHECK

INTO POWERPOINT Assignment 3

11. A application object

a. can’t be modified after being added to a slide.

b. is automatically converted to a PowerPoint object.

c. retains source formats and can be edited with the source application.

d. retains source formats but can’t be edited.

12. When you click Table > Excel Spreadsheet, you create

a. a linked Excel worksheet object.

b. an embedded Word table.

c. a linked PowerPoint table.

d. an embedded Excel worksheet object.

13. Handles on an activated Excel object are used to

a. change the displayed number of rows and columns.

b. change the size of the actual displayed cells.

c. crop the image.

d. move the object.

14. Which command must be used when only a range of cells is to be pasted as a linked object?

a. Link

b. Paste

c. Object

d. Paste Special

15. If you make changes to a source Excel worksheet, how can you be sure your linked slide reflects the most current data?

a. Delete the object and add a new one.

b. Right-click the object and then click Edit. c. Right-click the object and then click Update Link. d. Save the modified spreadsheet with the same name as the presentation.

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ASSIGNMENT 3

SELF-CHECK

INTO POWERPOINT Assignment 3

16. Which is an example of a situation in which the Object command should be used to insert a Word document object?

a. When you have a multi-page document

b. When you have a single-page document with formatting and images

c. When you have lines of text formatted in Heading 1 and Heading 2 styles

d. When you have a table that should be placed on a slide

17. What happens when you double-click a Word document object?

a. It’s deleted.

b. It’s activated.

c. It’s resized smaller.

d. It’s resized larger.

18. What is one benefit of using objects in a PowerPoint presentation?

a. You can reduce the file size of the PowerPoint file.

b. You can automatically save information in a different location as a backup.

c. You can more easily collaborate with others on a presentation.

d. You can create a file that automatically opens other Office files.

19. Where are the captions automatically placed in a Photo Album slide show?

a. Above a photo

b. To the right of a photo

c. To the left of a photo

d. Below a photo

20. What should be done before beginning a Photo Album slide show?

a. Photos should be organized together in a folder.

b. A PowerPoint Office presentation should be created.

c. Photos should be renamed as Photo1, Photo2, and so on.

d. Photos must be placed in a folder in the exact order they are to be inserted into the presentation.

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ASSIGNMENT 3

SELF-CHECK

INTO POWERPOINT Assignment 3

21. Which tab do you use to select options for automatically advancing slides in a presentation?

a. Home

b. Slide Show

c. Transitions

d. Set Up

22. Which command is used to select options to run a slide show continuously?

a. Slide Show

b. Transitions

c. Set Up Slide Show

d. Use Timings

23. How do you end a slide show that is set up to play continuously?

a. Shut down the computer.

b. Press Esc. c. Press Home. d. Let it run at least five times.

Click here to check your answers.

ASSIGNMENT 3

SELF-CHECK

http://lessons.pennfoster.com/pdf/584006_an0705.pdf

INTO POWERPOINT Key Points

ASSIGNMENT 1

OO You create an integrated presentation by including information from a file created in another Microsoft Office application.

OO You use Copy and Paste to transfer information between application files.

OO You can insert a Word outline into a PowerPoint presentation to create slides by clicking New Slide > Slides from Outline on the Home tab.

OO A Word outline is created by clicking Outline on the View tab.

OO Commands on the Outlining tab are used to format the levels of your outline. Demote moves text in one level, and Promote moves text out one level.

OO When you create slides from a Word outline, you’ll need to select the new slides and click Reset on the Home tab to format them for PowerPoint.

OO Pasted text, tables, and charts display a Paste Options button that you click to display options for linking and embedding the pasted information.

OO You can also choose to use the destination formats or keep the source formats when you click the Paste Options button.

OO If you don’t embed a Word table or an Excel cell range, the data is converted to a PowerPoint table.

OO Linked charts update in your presentation when changes are made to the Excel file.

OO You can later edit embedded tables and cell ranges with the source application right from within PowerPoint without changing the source file.

OO To edit an embedded or linked table, double-click the object or right-click the table or chart and click Document Object > Edit.

OO To activate a selected chart, click Edit Data > Edit Data on the Chart Tools Design tab.

OO You can view data you’ve copied by clicking the Clipboard dialog box launcher to open the Clipboard task pane.

INTEGRATING WORD, EXCEL, AND OTHER DATA INTO POWERPOINT

KEY POINTS

INTO POWERPOINT Key Points

ASSIGNMENT 2

OO When you include an application object in a presentation, you’re using OLE to create an integrated presentation.

OO You can insert an Excel worksheet object by clicking Table > Excel Spreadsheet on the Insert tab.

OO Click anywhere outside an active object to return to the destination application interface.

OO You can make your object active again for editing by double-clicking the object, right-clicking the object and clicking Worksheet Object > Edit, or by right-clicking the object and clicking Worksheet Object > Open.

OO To create an Excel object from existing spreadsheet data, you copy the data in the source file and then use Paste Special to create an object in the destination file.

OO If you don’t want to open the source file, you can insert an application object into a slide by clicking Object on the Insert tab and then clicking the Create from File tab and Link to File in the displayed dialog box.

OO You can create a Word object that displays the first page of a document by clicking Object on the Insert tab.

OO If you want to create a Word object containing just a selected portion of a docu- ment, use the Paste Special command.

OO To edit a Word object, right-click the object and then click Document Object > Edit.

ASSIGNMENT 3

OO The Photo Album > New Photo Album command on the Insert tab gives you an easy way to generate a slide show of images.

OO You use the Photo Album dialog box to insert and order images, make minor corrections to images, and select slide layout.

OO When you include captions below photos, you’re provided a text box on each slide where you can add descriptive information for a photo.

OO It’s usually easiest to select a theme for the photo album slide show from the Design tab after you create the presentation.

OO To set up your slides to automatically advance without your interaction, use the After and Apply to All options on the Transitions tab.

OO When you want your slide show to play continuously, click Set Up Slide Show on the Slide Show tab and then select options to loop continuously and use timings.

INTO POWERPOINT Glossary

Caption Text that titles or describes a photo.

Chart object An object that has all the features of an Excel chart when activated.

Destination file The file where copied information is to be pasted.

Embedded cell range A pasted cell range that that can be edited with Excel from within PowerPoint, without changing the data in the source file.

Embedded table A pasted Word table that can be edited with Word from within PowerPoint, without changing the data in the source file.

Excel object An object that has all the features of an Excel worksheet when activated.

Integrated presentation A presentation that includes information created in a different Office application.

Linked chart A pasted chart that can be edited with Excel from within PowerPoint, changing the data in the source file. A linked chart also automatically updates in the slide when changes are made to the source file outside of PowerPoint.

Office Clipboard A feature that stores data copied from any Office application file and allows you to paste the content to any other Office application file.

OLE Object Linking and Embedding.

Outline A Word document that contains headings and subheadings formatted with commands on the Outlining tab.

Source file The file containing the information to be copied.

Word object An object that has all the features of Word when activated.

INTEGRATING WORD, EXCEL, AND OTHER DATA INTO POWERPOINT

GLOSSARY