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Exploring Microsoft Office 365

Introductory

Chapter 3

Presentation Enhancement

Exploring Microsoft Office 365 Introductory, Chapter 3 Presentation Enhancement

Learning Objectives

3.1 Create SmartArt

3.2 Modify SmartArt

3.3 Work with SmartArt Shapes

3.4 Insert Tables

3.5 Modify a Table Layout

3.6 Format a Table

The learning objectives are:

3.1 Create SmartArt

3.2 Modify SmartArt

3.3 Work with SmartArt Shapes

3.4 Insert Tables

3.5 Modify a Table Layout

3.6 Format a Table

Learning Objectives

3.7 Insert and Edit Charts

3.8 Identify and Modify Chart Elements

3.9 Modify a Chart

3.10 Embed Objects

3.11 Link Objects

Additional learning objectives are:

3.7 Insert and Edit Charts

3.8 Identify and Modify Chart Elements

3.9 Modify a Chart

3.10 Embed Objects

3.11 Link Objects

Creating SmartArt (1 of 6)

SmartArt graphics enable you to create a visual representation of information, making it easier to understand. The figure compares a text-based slide in the common bullet format to a slide showing the information in a SmartArt graphic. The arrows and colors make it easier for the audience to remember the message and understand the concept as a process required to build teams.

Creating SmartArt (2 of 6)

Type	Purpose
List	Shows nonsequential information.
Process	Displays steps in a process or a timeline.
Cycle	Shows a continual process.
Hierarchy	Displays a decision tree, organization chart, or pedigree.
Relationship	Illustrates connections.
Matrix	Displays how parts relate to a whole.
Pyramid	Shows proportional relationships with the largest component on the top or bottom.
Picture	Displays nonsequential or grouped blocks of information. Maximizes both horizontal and vertical display space for shapes.
Office.com	Shows SmartArt graphics available from layouts on Office.com.

The table shows the SmartArt types and purposes.

Creating SmartArt (3 of 6)

A SmartArt graphic is selected from the Choose a SmartArt Graphic dialog box and a preview displays in the dialog box.

Creating SmartArt (4 of 6)

To enter text to a SmartArt shape, you can enter in the Text pane, or text can also be typed directly into the SmartArt shape.

Creating SmartArt (5 of 6)

Some SmartArt graphics can display pictures instead of, or in addition to, text. To insert a picture into a picture SmartArt layout, click the Insert Picture icon in the SmartArt graphic to display the Insert Pictures dialog box.

Creating SmartArt (6 of 6)

If a slide already has pictures on it, you can convert the pictures to a SmartArt picture layout by selecting the individual pictures, clicking the Picture Tools Format tab, and clicking the Picture Layout arrow.

Modifying SmartArt (1 of 4)

The Colors gallery is used to change SmartArt colors.

Modifying SmartArt (2 of 4)

The Format tab contains the options for changing the shape fill and shape outline of SmartArt.

Modifying SmartArt (3 of 4)

The SmartArt Styles gallery is used to change SmartArt colors.

Modifying SmartArt (4 of 4)

The Layout gallery is used to change SmartArt layouts. This figure shows how a cycle SmartArt graphic with small text has been changed to a process SmartArt graphic with larger text.

Working with SmartArt Shapes (1 of 3)

To add a shape to a SmartArt graphic, use the Add Shape command to display the Add Shape option gallery. To remove a shape from a SmartArt graphic, simply select it and press Delete.

Working with SmartArt Shapes (2 of 3)

You can organize the content in the SmartArt, by promoting, demoting, or reordering objects to customize the graphic exactly the way you want it to look. To make any of these changes, use the commands on the SmartArt Tools Design tab.

Working with SmartArt Shapes (3 of 3)

The default shapes in a SmartArt graphic can be modified by clicking the Change Shape command on the SmartArt Tools Format tab to display the Change Shape gallery.

Tables Introduction

An effective way to organize information on a slide is to use a table. A table is a grid of columns and rows, where the intersection of each column and row is called a cell.

Inserting Tables (1 of 3)

Tables can be inserted into a slide by using the Insert Table icon or by clicking the Table command on the Insert tab. When using the Insert Table Icon, the Insert Table dialog box is displayed, and you select the number of columns and rows.

Inserting Tables (2 of 3)

When clicking the Tables command, a grid is displayed, and you drag over the grid to indicate the number of columns and rows. You can also use the Draw feature to manually create tables by drawing the table grid.

Inserting Tables (3 of 3)

To add text to a table, you simply place the insertion point in the desired cell and type. You can also add pictures or other background fills to an individual cell or to the table. When an image is placed in a table cell, the image is not the cell content. Instead, it is treated as a background image, and you can type text over the top of the image.

Modifying a Table Layout (1 of 2)

To add or delete rows or columns, use the commands in the Rows & Columns group.

Modifying a Table Layout (2 of 2)

The Merge Cells command in the Merge group is used to combine two or more cells together. The Split Cells command in the Merge group is used to divide a cell into two or more cells. To change the row height, column width, and table size, place the pointer over a border and when it changes to a double-headed arrow drag left or right to change the column with or up or down to change the row height. To resize a table, drag a corner or middle sizing handle.

Formatting a Table (1 of 4)

A table style is a combination of formatting choices for table components based on the theme of the presentation. Table styles have predefined styles for fills, borders, font sizes, and other table attributes. Table styles are shown in the Table Styles gallery. Once you have chosen a table style, you can change the appearance of the table by setting various options on and off. The six options are Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

Formatting a Table (2 of 4)

You can change the shading of a table by using the Shading command on the Table Tools Design tab.

Formatting a Table (3 of 4)

You can change the borders of a table by using the r Borders command on the Table Tools Design tab.

Formatting a Table (4 of 4)

To improve readability, you need to change the alignment of text within the table or adjust the margins inside the cell. You can add variety by rotating the direction of text within a cell.

Inserting and Editing Charts (1 of 5)

Chart—visual representation of numerical data

Data points—cells that contain numeric values

Data series—group of related data points

Single-series chart—represents one set of data

Multi-series chart—represents two of more sets of data

A chart is a visual representation of numerical data that compares and reveals trends or patterns in data to assist with decision making.

Data points are the cells that contain numeric values.

A data series is a group of related data points.

A single-series chart represents one set of data.

A multi-series chart represents two of more sets of data.

Inserting and Editing Charts (2 of 5)

Chart Type	Description
Column chart	Displays values in vertical columns where the height represents the value; the taller the column, the larger the value. Categories display along the horizontal (category) axis.
Bar chart	Displays values in horizontal bars where the length represents the value; the longer the bar, the larger the value. Categories display along the vertical (category) axis.
Pie chart	Shows proportion of individual data points to the total or whole of all those data points.
Line chart	Displays category data on the horizontal axis and value data on the vertical axis. Appropriate to show continuous data to depict trends over time, such as months, years, or decades.

The table shows the common chart types. PowerPoint does support other chart types.

Inserting and Editing Charts (3 of 5)

You can create a chart by clicking the Insert Chart icon in a content placeholder or by clicking Chart on the Insert tab. The Insert Chart dialog box has two panes—the left pane contains the chart types, and the right pane contains chart subtypes along with a preview of the selected chart type.

Inserting and Editing Charts (4 of 5)

After you select a chart type and subtype, a spreadsheet containing sample data titled Chart in Microsoft PowerPoint opens, and the PowerPoint slide contains a chart based on the sample data.

Inserting and Editing Charts (5 of 5)

Once you have entered the data, you may need to adjust the range to be included in the chart or remove any unwanted data from the sample data. To adjust the range, drag the blue square at the bottom-right corner of the range so that only the data needed are included. To delete unwanted spreadsheet content, right-click the row or column indicators of the unneeded data, and press Delete.

Identifying and Modifying Chart Elements (1 of 7)

Element	Description
Axes	Charts typically have two axes that are used to measure and categorize the data—a vertical axis (also known as value axis or y-axis) and a horizontal axis (also known as category axis or x-axis).
Axis title	Label that describes the category or value axes.
Chart area	The background area of the entire chart and its elements.
Chart title	A heading that describes the chart information.
Data label	Descriptive label used to identify the exact value or name of a data point.
Data table	A grid that contains the data source values and labels. Graphically express the potential error amounts relative to each data marker in a data series.

The different parts that make up a chart are referred to as chart elements. The table shows the chart elements.

Identifying and Modifying Chart Elements (2 of 7)

Element	Description
Error bars	Horizontal or vertical lines that extend from the tick marks across the plot area, which can help make it easier to estimate the value of specific data points.
Gridlines	Horizontal or vertical lines that extend from the tick marks across the plot area, which can help make it easier to estimate the value of specific data points.
Legend	The key that identifies each data series by color.
Plot area	Region containing the graphical representation of the values in the data series; surrounded by two axes.
Trendline	Used to graphically display the trends in data and to analyze the problems of prediction.

This table shows the remaining chart elements.

Identifying and Modifying Chart Elements (3 of 7)

The figure shows some of the chart elements described in the previous table.

Identifying and Modifying Chart Elements (4 of 7)

Clicking the Chart Elements icon displays the Chart Elements menu from which you can modify the chart elements.

Identifying and Modifying Chart Elements (5 of 7)

Clicking Data Labels in the Chart Elements menu displays the Data Labels submenu from which you can modify the data labels.

Identifying and Modifying Chart Elements (6 of 7)

Although the numeric scale used for the axes in a chart is determined automatically, the minimum is usually set at zero and the maximum slightly larger than the highest value. Using the Format Axis pane, you can adjust the scale and make formatting changes to the axes.

Identifying and Modifying Chart Elements (7 of 7)

You do not have to manually add or change chart elements, instead you can apply a predefined layout to the chart. Each layout contains predefined chart elements, which are displayed in the Quick Layout gallery.

Modifying a Chart

A chart can be modified by changing the chart type, rearranging a chart’s data, changing the color and the style, and resizing or moving it. To format the entire chart, you can use a chart style. A chart style is an assortment of format settings that control the colors of the chart area, plot area, and data series, as well as the font and font size of the titles. To resize a chart, drag a corner or middle sizing handle. To move a chart, click on the border of the chart, and when the four-headed pointer appears, drag and drop the chart in its new location.

Embedded Objects (1 of 8)

Object Linking and Embedding—objects from another program can be inserted into a presentation as a linked or an embedded object

Embedded object—becomes part of the destination file

Linked object—stores the information in the source file

Source file—file that contains the original data

Destination file—file that contains the inserted or embedded object

Using Object Linking and Embedding (OLE) an object from another program can be inserted into a presentation either as a linked or an embedded object.

An embedded object becomes part of the destination file. However, the embedded object created is connected to the source program and retains the source program formatting.

A linked object stores the information in the source file (such as Excel or Word), and the object in the PowerPoint file is updated when the source file changes.

A source file is the file that contains the original data, such as a Word document or an Excel worksheet.

The destination file is the file that contains the inserted or embedded object, such as a PowerPoint presentation.

Embedded Objects (2 of 8)

When you embed an object on a slide, you can choose to copy the object and use Paste Special or use the Insert Object option. Using Insert Object is best when you want to insert an entire Excel worksheet or chart, or a Word document. If you want to insert just a portion of an Excel worksheet or Word document, then use the Paste Special option.

Embedded Objects (3 of 8)

To edit an embedded object, double-click the object, and the ribbon for the source program will open. Make the necessary changes and close the ribbon for the source program by clicking anywhere on the slide outside the object. The figure shows how an embedded Word table can be edited.

Embedded Objects (4 of 8)

When you link an object on a slide, you can choose to copy the object and use Paste Special or use the Insert Object option. Using Insert Object is best when you want to insert an entire file or worksheet.

Embedded Objects (5 of 8)

Using Paste Special to link an object is very similar to how you used Paste Special to embed an object, the difference being that you click Paste Link in the Paste Special dialog box.

Embedded Objects (6 of 8)

When you double-click a linked object on a PowerPoint slide, the source application opens, and you edit the source file directly. This is different from editing an embedded object. When you double-click the embedded object, the source application ribbon opens within PowerPoint.

Embedded Objects (7 of 8)

When a presentation with a linked file is opened, a security warning is displayed. Click Update Links and any changes made to the source file while the PowerPoint presentation was closed will be updated in the PowerPoint file. If you do not want the PowerPoint object to reflect any changes in the linked source file, then choose Cancel and not update the links.

Embedded Objects (8 of 8)

If the location of the destination or source file of a linked object has changed, when the presentation containing a linked object is opened, an error message displays when you try to edit the data. To fix this, change the source of the broken link or remove it.

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