An introduction to PPT

1. MS
PowerPoint
Training

2. Section Goals
Understand the MS Ribbon.
Get familiar with the PowerPoint layout
Add slide content (text, images, etc.)
Choose a new layout for your slides
Format Text
Investigate AutoFit for text
Insert and format speaker notes
Section One:
PowerPoint General
Overview

3. The Ribbon
• Similar to all the other MS Office 2007 products,
PowerPoint uses the Ribbon to navigate through
the menu items. Take a moment to refresh yourself
on how to use the Ribbon.

4. PowerPoint
Layout
1. This is the view that first
opens in PowerPoint; it's
called Normal view. You work
here to create slides. There
are three main areas of
Normal view:
2. The slide pane is the big
area in the middle. You work
directly on the slide in this
space.
3. On the slide, the boxes with
the dotted borders are called
placeholders. This is where
you type your text.
Placeholders can also
contain pictures, tables, and
other non-text items.
4. On the left are small, or
thumbnail, versions of the
slides in your presentation.
The one you're currently
working on highlighted. This
area is the Slides tab, and
you can click the slide
thumbnails here to navigate
to other slides, after you
create them.
5. In the bottom area is the
notes pane, where you type
the notes that you'll refer to
while you present. There's
more room for the notes
than shows here.

5. Create New Slides
• When PowerPoint opens, there's only one slide in
the show. You must create the other slides that go
after the first one.
• The most obvious way to add a new slide is by
clicking New Slide, on the Home tab, as the picture
shows. There are two ways to use this button.

6. Create New
Slide
1. If you click the top part of the
button, where the slide image is,
a brand new slide is added
immediately, just below (after)
the slide that's selected in the
Slides tab.
2. By clicking the bottom part of
the button, you can choose from
a gallery of layouts for the new
slide.
If you add a slide without
choosing a layout, PowerPoint
applies one automatically. You
can easily change it, by choosing
a new Layout.

7. Pick Layouts for Slides
• A slide layout arranges your slide content. For
example, you may want both a list and a picture on
the slide, or a picture and a caption. Layouts
contain different types of placeholders and
placeholder arrangements to support whatever
your content is.
• The image below shows the layouts that
PowerPoint starts with automatically.

8. Slide Layouts
The Title Slide layout, shown
here as it looks in the layouts
gallery, is applied to the first slide
in the show, the one that's
already there when you start.
On the slide, the Title Slide
layout contains placeholders for a
title and subtitle.
The layout you'll probably use
the most for other slides is called
Title and Content, shown here as
it looks in the layouts gallery.
On the slide, this layout has a
placeholder for the slide title, and
a second, all-purpose placeholder
that contains text as well as
several icons. This placeholder
supports either text or graphic
elements like charts, pictures,
and movie files.
Some of the other layouts have
two of these general-purpose
placeholders, so you could put a
list in one and a picture or other
graphic in the other.

9. Type Your Text
• In the all-purpose placeholder shown previously, you
can add graphic elements or text. The default
formatting for text is a bulleted list.
• You can use different levels of organization within
bulleted lists to make minor points under major points.
• On the Ribbon, use commands in the Font group to
change character formatting, such as font color and
size.
• Use commands in the Paragraph group to change
paragraph formatting, such as list formatting, degree of
text indentation, and line spacing.

10. Insert Slides from Another
Presentation
• You may need to use slides from another presentation in your show.
Here’s how to do it:
• On the Home tab, click the arrow next to New Slide, as if you were
going to insert a new slide and choose a layout for it first.
• Below the layout gallery, click Reuse Slides.
• In the Reuse Slides area, under Insert slide from, click Browse to find
the presentation or slide library that has the slides you want. Then click
the arrow to the right to open those slides in the task pane.
• When you find the slide you want, take notice of the Keep source
formatting check box, at the very bottom of the pane. If you want to
retain the exact look of the slides you're inserting, be sure this check
box is selected before you insert the slide.
• Click each slide you want to insert. Each one is copied into the open
presentation, below the currently selected slide or below your cursor, if
you've positioned it beneath a slide thumbnail.

11. Inserting Slides
If you don't select Keep source
formatting, the inserted slides
inherit the look, or theme, that
your current slides use. (The
theme is what dictates the
overall design and colors for the
presentation.)

12. Create Speaker Notes
• Use speaker notes to elaborate on the points on the
slide. Good notes can help you keep your audience
engaged and prevent text overload on the slide.
• As you develop the content on your slides, type your
notes in the notes pane, below the slide. Typically, as a
presenter, you print these notes and refer to them as
you give the presentation.
• You can enlarge the notes pane so that it's easier to
work in by dragging the split bar.
• Your notes are saved in a notes page, which contains a
copy of the slide along with the notes. This is what you
print to refer to during the show.

13. Speaker Notes

14. Section Review
1. In the PowerPoint window, what's the main area for adding slide
content?
2. When you add a new slide, how do you choose a layout for it, first?
3. When you want to decrease the indent for text in a list, which key or
keys do you press?
4. What does the AutoFit button do?
5. What's a quick way to replace a slide's current layout with a different
layout?
6. You can type and format speaker notes in the notes pane as you work.
So what's a good reason to go to Notes Page view?

15. Section Goals:
Apply a theme to presentation
Insert a text box
When you resize a picture
Lock Aspect Ratio option
Format picture and text
Section Two: Themes

16. Chose Theme /
More Content
As a color scheme for your
presentation, basic black and
white will do the job. But when
you're in the mood for more
color and a vibrant design, go
straight to the PowerPoint
themes gallery and see what's
there.
The picture below demonstrates
the difference between the
default theme, applied to the
slide on the left, with one of
many others that are available,
applied to the slide on the right.

17. Beauty of Themes
Every presentation has a theme; some are just more
colorful than others. The theme determines the look
and colors of your slides and gives your presentation a
consistent appearance. Here, you see three title slides
that have the same content but that use different
themes.
A theme includes these elements, offered as a package:
• Background design
• Color scheme
• Font types and sizes, and
• Placeholder positions

18. Beauty of
Themes
The color scheme affects
background colors, font colors,
fill colors for shapes, border
colors, hyperlinks, and slide
elements like tables and charts.
Regarding placeholders, the
theme still uses the layout you've
chosen, it just moves things
around a little. For instance, on
the three slides shown, each
theme puts the title and subtitle
placeholders in a different
position. But the basic Title Slide
layout is still there.

19. Choose a Theme
• Every new presentation starts out with the default
theme, called Office Theme. Now see how to choose
another one.
• To find and apply a theme, click the Design tab on the
Ribbon.
• Theme samples, in the form of the small thumbnails
you see here, are shown in the Themes group.
• To see additional themes, click the More button on the
right of the group.
• When you point to any theme thumbnail, a preview of
it is shown on the slide.

20. Choose a Theme
Click a thumbnail to apply that
theme to all your slides. You can
also apply the theme only to the
slides you have selected.

21. Insert Images & Other Stuff: 1
• Here are two methods for inserting pictures and
other non-text items into slides.
• The first method is to click an icon in a placeholder.
The picture below illustrates how to insert a piece
of clip art.

22. Insert Stuff,
Method 1
Click the Clip Art icon in the
placeholder.
The Clip Art task pane
opens. There, type a
keyword in the Search for
box that suggests the sort of
clips you want, and click Go.
Clips appear that fit the
keyword. Click one of them
to insert it into the slide.
The picture is automatically
sized and positioned within
the placeholder. You can also
insert tables, charts,
SmartArt graphics, your own
pictures, and video files this
same way.
Caution about inserting
pictures Pictures,
particularly high-resolution
photographs, can quickly
inflate the size of your
presentation.

23. Insert Images & Other Stuff: 2
• Another way to insert slide items is to use the Insert tab on
the Ribbon. All of the things you could insert from the slide
pane are also available here, plus more — including shapes,
hyperlinks, text boxes, headers and footers, and media clips
such as sounds.
• The picture shows the many things available on the tab. A
typical thing to insert is a text box. (Note, you can't insert a
text box using an icon in a slide layout.)
1. Text boxes are handy when you want to add text
somewhere and need another placeholder for it, such as
for a picture caption. First, you'd click Text Box on the
Insert tab.
2. And then, you'd draw the box on the slide and type in it.

24. What is the Best Method?
• Since you have two choices for how to insert some
things, what's the recommended method? It mostly
comes down to what you find handiest. One thing to
consider is how you want the inserted item to be
positioned on the slide.
• For example, if you use an icon in the placeholder to
insert a picture, the picture will be put in that
placeholder. When you insert a picture by using the
Insert tab, PowerPoint guesses on its placement,
putting it in an available placeholder or in the one you
have selected. If there are no available placeholders,
PowerPoint inserts the picture to the middle of the
slide — and that may be what you want, sometimes.

25. Arranging & Formatting
• Once you've put all the things that you want on the
slide, you need to align them so they look just right.
• For example, in this picture, the text box with the
caption will look best once it's aligned evenly with
the picture — either flush left or correctly centered.

26. Arrange &
Format
To align the caption so it's flush
left with the picture, first select
both placeholders.
Find the Arrange group on the
Format tab, in Picture Tools.
Click the Align button, and then
click Align Left.
The Arrange commands are also
available in the Drawing group
on the Home tab.

27. Section Review
1. When you apply a theme, does it always affect every
slide in the presentation?
2. Can you insert a text box from an icon within certain
slide layouts?
3. When you resize a picture, why would you want to be
sure the Lock Aspect Ratio option is selected?
4. How do you align a caption with a picture on your
slide, so that the caption is centered directly beneath
the picture?

28. Section Goals
Start Slide Show view on the first slide
Navigating in Slide Show view
Print audience notes / handouts
Section Three: Get
Ready for the Big
Show

29. Preview The Show
• As you create a show, preview it at any time in Slide Show view. This
view gives you an idea of how the slides will look and behave when
projected.
• To open Slide Show view, click the Slide Show tab, and click a command
in the Start Slide Show group — to start on the first slide or the current
slide.
• Slide Show view fills your computer screen.
• One way to navigate from slide to slide is to use the Slide Show toolbar,
at the bottom of the screen, on the left. It has navigational arrows that
appear when you position the cursor in that area. Another way to move
from slide to slide is simply to click the mouse button. Or you can press
the DOWN ARROW key.
• To get out of Slide Show view at any point, press ESC. This returns you
to the view you left, which is typically Normal view. There you can make
necessary changes to slides and then preview the slide show again.

30. Other Ways to Preview
• Press F5 to start on the first slide.
• Press SHIFT+F5 to start on the current slide.
• Click the Slide Show button, which is in the
lower-right part of the PowerPoint window next
to the Zoom slider.
• The show begins on the slide that's currently
selected on the Slides tab.
• Click the Slide Show button on the View tab. The
show begins on the first slide no matter which
slide is currently selected.

31. Check Spelling
• You'll want to weed out any spelling errors and find
other goofs and gaps before you present. Go to the
Review tab on the Ribbon to run a spelling check.
That's also where others can go to add comments
as they review your slides.
• On the Review tab, in the Proofing group, click
Spelling, and make selections as the spelling
checker moves through your slides.

32. Print Handouts
• The most common type of PowerPoint printout for audiences is
called a handout. Handouts can have one or several slides per
page, up to nine.
• A good idea is to use Print Preview to select the handout type
you want, as shown here, so you can see how it will look before
printing. (Start by clicking Print Preview on the Microsoft Office
Button menu.)
• In Print Preview, display the list in the Print What box by clicking
the arrow.
• Choose one of the handout types from the list.
• When you click the handout type, you are shown a preview of
how your slides will look when printed in this format. You can
navigate through all the handout pages. The handout type that
has three slides per page also includes lines for audience notes.

33. Print Handouts
When you're ready to print, you
click Print.
Note You do not have to select
handouts in Print Preview; you
can just open the Print dialog
box from the Microsoft Office
Button menu, and select the
handout type there.

34. Print Speaker
Notes
You've printed handouts to give
to your audience; now print
speaker notes for yourself, which
you can refer to as you present.
It's a good idea to look at your
speaker notes before you print
them. Start by clicking Print
Preview on the Microsoft Office
Button menu.

35. Add Footer to Handouts & Notes
• Print Preview also affords you the chance to add or
adjust footers in your handouts and notes.
• By default, printed handouts and notes have page
numbers. If you want them to show other things, such
as footer text, follow these steps:
• Click Options, and then click Header and Footer.
• To show footer text, such as "Draft" or "Confidential,"
select the Footer option, and then type the text you
want in the box. If you wanted a date, you'd select the
Date and time option and then set options in that area
of the dialog box.

36. Add Footer
The selections you make on the
Notes and Handouts tab in the
Header and Footer dialog box
apply to your handouts and your
notes pages.
Tip You can set up headers and
footers anytime as you create
your presentation. Use the Insert
tab on the Ribbon to open the
Header and Footer dialog box.

37. Color Options
for Print
Depending on what kind of printer your
computer is hooked up to, you can print
your presentation in Color; in Grayscale,
which consists of various tones of gray
combined with black and white; or in Pure
Black and White, which eliminates most
of the grays and will use the least printer
ink.
This is how you select an option for
printing:
Under Print Preview, click Options, and
point to Color/Grayscale. Then
select from the menu. Your slides
will be previewed and printed
with that choice applied. Note
that if you are printing to a black
and white printer, the Color
option becomes Color (On Black
and White Printer), and all the
slide's colors are rendered using
black, white, and shades of gray.
The first preview example shows a slide
that will be printed in color.
The second preview example shows a
slide that will be printed in
grayscale. While the background
is made white, some areas reflect
color, such as the horizontal
banners under the title and along
the bottom of the slide.
And the last preview example shows a
slide that will be printed in pure
black and white.

38. Package the Show for CD
The PowerPoint Package for CD feature bundles your
presentation file and any other files you need for your
presentation and copies them into one folder or
directly to a CD. If you copy your files to a folder, you
can burn the folder to a CD later.
To package your presentation and related files:
1. Click the Microsoft Office Button .
2. Point to Publish, and click Package for CD.
3. In the dialog box that opens, make selections for
what you want to be included in the package, and
copy your file or files either to a folder or a CD.

39. Section Review
1. Which key do you press to go into Slide Show
view and start on the first slide?
2. In Slide Show view, how can you go back to the
preceding slide?
3. Which handout option must you choose if you
want the handout to include lines for audience
notes?

40. Section Goals
Understand Slide Master
Animating in slides
Add transitions between slides
Transition sounds
Section Four:
Customizing the
PowerPoint Show

41. What is a Slide Master?
• A slide master is the main slide that stores information
about the theme of a presentation, including the
background, color, fonts, effects, placeholder sizes, and
positions. The key benefit to using slide masters is that,
on the slide master, you can make universal style
changes to every slide in your Microsoft Office
PowerPoint 2007 presentation.
• You can create a presentation that contains one or
more slide masters, and then save it as a PowerPoint
Template (.potx) file and use it to create other
presentations. Each slide master in a template can
contain one or more standard or custom sets of
layouts.

42. Create and Customize Slide
Master
• For each slide master that you want to create, do the
following:
• Open a blank presentation, and then, on the View tab,
in the Presentation Views group, click Slide Master.
• When you open Slide Master view, a blank slide-master
with the default, associated layouts appears. If you
want to add another slide master, do the following:
• Click a location in the slide thumbnail (A miniature
representation of a picture.) pane where you want the
new slide master to appear.
• On the Slide Master tab, in the Edit Master group, click
Insert Slide Master.

43. Animation
• Animate the text or objects (table, chart, graphic,
equation, or other) in your presentation to give
them sound effects or visual effects, including
movement. You can use animation to focus on
important points, to control the flow of
information, and to increase viewer interest in your
presentation.
• You can use the built-in animation effects in
Microsoft Office PowerPoint 2007, or you can
create your own custom effects. You can apply
animation effects to individual slides, to the slide
master, or to custom slide layouts.

44. Apply a Built-In
Animation
To apply a built-in animation
effect in Office PowerPoint 2007,
do the following:
Select the text or object that you
want to animate.
On the Animations tab, in the
Animations group, select the
animation effect that you want
from the Animate list.

45. Create Custom Animations
• You create custom animations in the Custom
Animation task pane (A window within an Office
program that provides commonly used commands.
Its location and small size allow you to use these
commands while still working on your files.). The
Custom Animation task pane shows important
information about an animation effect, including
the type of effect, the order of multiple effects in
relation to each other, and a portion of the text of
the effect.

46. Create Custom
Animation
Icons indicate the timing of the
animation effect in relation to the
other events on the slide. Choices
include the following:
Start On
Start With Previous
Start After Previous
Select an item in the list to see the
menu icon (down arrow), and then
click the icon to reveal the menu.
Numbers indicate the order in which
animation effects play. Numbers also
correspond to the labels associated
with animated items in Normal view
with the Custom Animation task pane
displayed.
Icons represent the type of animation
effect. In this example, it is an
Emphasis effect.

47. Practice: Add a Custom Animation
1. Select the text or object that you want to animate.
2. On the Animations tab, in the Animations group, click Custom Animation.
3. In the Custom Animation task pane, click Add Effect, and then do one or more
of the following:
• To make the text or object enter with an effect, point to Entrance, and then click an effect.
• To add an effect, such as a spin effect, to text or an object that is already visible on the
slide, point to Emphasis, and then click an effect.
• To add an effect that makes text or an object leave the slide at some point, point to Exit,
and then click an effect.
• To add an effect that makes text or an object move in a specified pattern, point to Motion
Paths, and then click a path.
• To specify how the effect is applied to your text or object, right-click the custom animation
effect in the Custom Animation list, and then click Effect Options on the shortcut menu.
• Do one of the following:
• To specify settings for text, on the Effect, Timing, and Text Animation tabs, click the options that you
want to use to animate the text.
• To specify settings for an object, on the Effect and Timing tabs, click the options that you want to use to
animate the object.

48. Test Your
Animation
After you add one or more
animation effects, to validate
that they work, do the following:
At the bottom of the Custom
Animation task pane, click Play.

49. Add Transitions
• Slide transitions are the animation-like effects that
occur in Slide Show view when you move from one
slide to the next during an on-screen presentation.
You can control the speed of each slide transition
effect, and you can also add sound.

50. Transitions
Gallery
1. No transition
2. Blinds Horizontal
3. Blinds Vertical
4. Box In
5. Box Out
6. Checkerboard Across
7. Checkerboard Down
8. Comb Horizontal
9. Comb Vertical

51. Add Transitions to All Slides
1. On the left side of the slide window, in the pane that
contains the Outline and Slides tabs, click the Slides tab.
2. Select the slide thumbnails of the slides that you want to
apply slide transitions to.
3. On the Animations tab, in the Transition To This Slide
group, click a slide transition effect.
4. To see more transition effects, in the Quick Styles list, click
the More button .
5. To set the slide transition speed between the current slide
and the next slide, in the Transition To This Slide group,
click the arrow next to Transition Speed, and then select
the speed that you want.
6. In the Transition To This Slide group, click Apply to All.

52. Add Different Transitions to Slides
1. On the left side of the slide window, in the pane that
contains the Outline and Slides tabs, click the Slides tab,
and then click a slide thumbnail.
2. On the Animations tab, in the Transition To This Slide
group, click the slide transition effect that you want for
that slide.
3. To see more transition effects in the Quick Styles list, click
the More button .
4. To set the slide transition speed between the current slide
and the next slide, in the Transition To This Slide group,
click the arrow next to Transition Speed, and then select
the speed that you want.
5. To add a different slide transition to another slide in your
presentation, repeat steps 2 through 4.

53. Add Sounds to the Transitions*
1. On the left side of the slide window, in the pane that contains the
Outline and Slides tabs, click the Slides tab, and then select the slide
thumbnails where you want to add a sound.
2. On the Animations tab, in the Transition To This Slide group, click the
arrow next to Transition Sound, and then do one of the following:
3. To add a sound from the list, select the sound that you want.
4. To add a sound not found on the list, select Other Sound, locate the
sound file that you want to add, and then click OK.
5. To add sound to a different slide transition, repeat steps 2 and 3.
*Not recommended.

54. Section Review
1. What does the Slide Master?
2. Are there themes?
3. Explain how to animate various objects in slides?
4. How can you add transitions between slides?
5. What do transition sounds do?

55. Section Goals
Add media to PPT
Add sounds to slides
Make a CD play throughout the slideshow
Insert a movie in the slides
Section Five: Add Media
to PPT

56. All About Sounds
• When you insert a sound on a slide, an icon that
represents the sound file appears. To play the sound
while you give your presentation, you can set the sound
to start automatically when the slide is displayed, start
on a mouse-click, start automatically but with a time
delay, or play as part of an animation sequence. You
can also play music from a CD or add narration to your
presentation.
• You can add sounds from files on your computer, a
network, or Microsoft Clip Organizer. You can also
record your own sounds to add to a presentation or use
music from a CD.

57. Add Sound
To prevent possible problems
with links, it is a good idea to
copy the sounds into the same
folder as your presentation
before you add the sounds to
your presentation.
In the pane that contains the
Outline and Slides tabs, click
the Slides tab.
Click the slide to which you
want to add a sound.
On the Insert tab, in the Media
Clips group, click the arrow
under Sound.
Do one of the following:
Click Sound from File, locate
the folder that contains the file,
and then double-click the file
that you want to add.
Click Sound from Clip
Organizer, scroll to find the clip
that you want in the Clip Art
task pane, and then click it to
add it to the slide.

58. Preview a Sound
1. On the slide, click the sound icon .
2. Under Sound Tools, on the Options tab, in the
Play group, click Preview. You can also double-
click the sound icon.

59. Auto or When Clicked?
When you insert a sound, you are prompted with a message asking how
you want the sound to start: automatically (Automatically) or when you
click the sound (When Clicked).
• To automatically start the sound when you show the slide, click
Automatically.
The sound plays automatically when you show the slide unless there are
other media effects on the slide. If there are other effects, such as an
animation, the sound plays after that effect.
• To manually start the sound when you click it on the slide, click When
Clicked.
When you insert a sound, a play trigger effect is added. This setting is
known as a trigger because, to play the sound, you have to click
something specific, as opposed to just clicking the slide.
NOTE Multiple sounds are added on top of each other and play in the
order in which they were added. If you want each sound to start when
you click it, drag the sound icons off of each other after you insert them.

60. Play Sound
Continuously For
One Slide
Click the sound icon .
Under Sound Tools, on the
Options tab, in the Sound
Options group, select the Loop
Until Stopped check box.

61. Play Sound
Across Multiple
Slides
On the Animations tab, in the
Animations group, click Custom
Animation.
In the Custom Animation task
pane, click the arrow to the right
of the selected sound in the
Custom Animation list, and then
click Effect Options.
On the Effect tab, under Stop
playing, click After, and then
select the total number of slides
on which the file should play.

62. Hide the Sound
Icon
Important Use this option only if
you set the sound to play
automatically, or if you created
some other kind of control, such as
a trigger, to click to play the sound.
(A trigger is something on your
slide, such as a picture, shape,
button, paragraph of text, or text
box, that sets off an action when
you click it.) Note that the sound
icon is always visible in Normal
view unless you drag it off the slide.
Click the sound icon .
Under Sound Tools, on the Options
tab, in the Sound Options group,
select the Hide During Show check
box.

63. Set the Sound Start/Stop Options
To adjust the settings for when the sound file plays or stops, click the sound icon .
1. On the Animations tab, in the Animations group, click Custom Animation.
2. In the Custom Animation task pane, click the arrow to the right of the selected
sound in the Custom Animation list, and then click Effect Options.
3. Do one of the following:
• On the Effect tab, under Start playing, do one of the following:
• To start the sound file immediately, click From beginning.
• To start the sound file from the last track played on the CD, click From last position.
• To start the sound file after a time delay, click From time, and then enter the total
number of seconds for the delay.
• On the Effect tab, under Stop playing, do one of the following:
• To stop the sound file with a mouse click of this slide, click On click (the default).
• To stop the sound file after this slide, click After current slide.
• To keep the sound file playing for several slides, click After, and then enter the total
number of slides that the file should play on.

64. Play a CD During Slide Show
• If you have created a self-running presentation, you
might want to add music to accompany the
presentation. Or you might want to have music
playing before or after your presentation as your
audience enters or exits.
• Music from a CD isn't added to your presentation,
so the music won't increase the file size of your
presentation. However, you need to remember to
bring the CD with you when you deliver your
presentation.

65. Add CD Audio to
Slide
Insert the CD into the CD drive.
Click the slide on which you want
the music to start playing.
On the Insert tab, in the Media
Clips group, click the arrow
under Sound, and then
click Play CD Audio Track.

66. Add CD Audio to Slide (cont’d)
• Under Clip selection, in the Start at track and End at track boxes, enter
the starting and ending track numbers.
• To play only one track or part of a track, enter the same number in both
boxes.
• Do one or both of the following:
• In the time boxes, set the start time for the starting track and end time for the
ending track. By default, the start time is zero and the end time is the total
number of minutes for the ending track.
• If you want the music to repeat, under Play options, select the Loop
until stopped check box.
• When prompted to specify how you want the sound to start in the
presentation, do one of the following:
• To play the music automatically when you go to the slide, click Automatically.
• To play the music when you click the CD icon , click When Clicked.
• If you choose to start the music with a mouse click, the CD icon will
appear on your slide even if you selected the Hide During Show check
box.

67. Adjust Audio
Settings
To adjust the settings for when
to stop the music, on the
Animations tab, in the
Animations group, click
Custom Animation.
In the Custom Animation task
pane, click the arrow to the
right of the selected sound in
the Custom Animation list,
and then click Effect Options.
On the Effect tab, under Stop
playing clip, do one of the
following:
To stop the music with a
mouse click on the slide,
select On click.
To stop the music after this
slide, click After current
slide.
To keep the music playing for
several slides, click After,
and then set the total
number of slides on which
the music should play.

68. Overview: Movies and Animated
GIFs
• Movies are desktop video files with formats such as AVI or
MPEG and file extensions such as .avi, .mov, .mpg, and
.mpeg. A typical movie can include a speaker talking, such as
an executive who cannot attend the actual presentation.
You can use a movie to train others or to perform a
demonstration.
• You can add movies and animated GIF files to slides from
files on your computer, the Microsoft Clip Organizer, a
network, or an intranet. To add the movie or animated GIF
file, you insert it onto the specific slide. There are several
ways you can start the movie or GIF file: have it play
automatically when the slide is displayed, click it, or create a
timing for it so that it plays after a certain delay. You can
also keep a movie playing over several slides or have it play
continuously throughout your presentation. You can also set
movie options, such as hiding the movie frame or resizing it.

69. Add a Movie to
Slide
To prevent possible problems
with links, it is a good idea to
copy the movies into the
same folder as your
presentation before you add
the movies to your
presentation.
In Normal view, click the slide
to which you want to add a
movie or animated GIF file.
On the Insert tab, in the
Media Clips group, click the
arrow under Movie.
Do one of the following:
Click Movie from File, locate
the folder that contains the
file, and then double-click the
file that you want to add.
Click Movie from Clip
Organizer, scroll to find the
clip that you want in the Clip
Art task pane, and then click
it to add it to the slide.

70. Animate: Auto or When Clicked
• When you insert a movie, you are prompted with a message asking how
you want the movie to start: automatically (Automatically) or when you
click the movie (When Clicked).
• To automatically start the movie when you show the slide, click
Automatically. You can pause a movie while it is playing by clicking it. To
continue playing the movie, click it again.
• To manually start the movie when you click it on the slide, click When
Clicked.
• When you insert a movie, a pause trigger effect is added. It's called a
trigger because you have to click something specific within the slide to
play the movie. For example, in a presentation, you click the movie
frame to pause the movie and click it again to resume playing it.
• NOTE You can change this option at any time. Click the movie, and then
under Movie Tools, click the Options tab. In the Movie Options group,
select the option that you want from the Play Movie list.

71. Play Movie on
Full Screen
In Normal view, click the movie
frame on the slide that you want
to play full screen.
Under Movie Tools, on the
Options tab, in the Movie
Options group, select the Play
Full Screen check box.

72. Preview Movie
• In Normal view, click the movie frame on
the slide that you want to preview.
• Under Movie Tools, on the Options tab,
in the Play group, click Preview.

73. Play Movie Across Several Slides
• You may want the movie that you inserted in a
presentation to continue to play when you advance
to the next slide. To do this, you need to specify
when the movie should stop playing. Otherwise, it
will stop the next time that you click the mouse.
• NOTE You must have a play effect to do the
following procedure. If you already inserted the
movie and chose When Clicked when prompted,
you can switch to Automatically to add a play
effect.

74. Switch from
When Clicked to
Auto
In Normal view, click the movie.
Under Movie Tools, on the
Options tab, in the Movie
Options group, in the Play Movie
list, click Automatically.

75. Play Movie Across Several Slides
NOTE This procedure plays the movie once for the length of the
movie file. It does not play the movie repeatedly.
1. In Normal view, click the movie frame on the slide.
2. Under Movie Tools, on the Options tab, in the Movie Options
group, in the Play Movie list, click Play across slides.
3. On the Animations tab, in the Animations group, click Custom
Animation.
4. In the Custom Animation task pane, click the line that represents
the movie play effect (the line with the triangle), click the arrow,
and then click Effect Options.
5. To keep the movie playing for several slides, under Stop playing,
click After, and then set the total number of slides that the file
should play across.

76. Ply Movie Until
Stopped (Across
Several Slides)
You may want a movie to play for
the duration of a presentation or
to keep playing until you stop it.
If the length of the movie is
shorter than the length of the
presentation, you can set the
movie to start again after it
finishes, so that some portion of
the movie is always playing
during your presentation.
In Normal view, click the movie
frame on the slide.
Under Movie Tools, on the
Options tab, in the Movie
Options group, select the Loop
Until Stopped check box.

77. Resize Movie
If you don't want to play a movie full screen, you can resize it to the
dimensions that you want.
1. In Normal view, click the movie that you want to resize.
2. Under Movie Tools, on the Options tab, in the Size group, click
the Dialog Box Launcher .
3. To maintain the movie's height-to-width proportions, click the
Size tab, and then under Scale, select the Lock aspect ratio
check box.
4. Do one of the following:
5. Under Size and rotate, enter sizes in the Height and Width
boxes.
6. Under Scale, in the Height and Width boxes enter the
percentage of size that you want, relative to the movie's
original size.

78. Hide Movie Icon
• You may want to make a movie frame invisible to keep it
from appearing during the presentation, and make it
disappear from the slide after the presentation. If you set
this option and the Play Full Screen option, the movie will
not appear to be on your slide at all (though you may see it
flash on the slide before it plays full screen). To prevent the
brief flash, drag the movie frame off the slide.
• Important If you drag the movie frame off the slide or hide
the movie frame, you must set the movie to play
automatically or by some other kind of control, such as a
trigger.
1. In Normal view, click the movie frame on the slide.
2. Under Movie Tools, on the Options tab, in the Movie
Options group, select the Hide During Show check box.

79. Section Review
1. What are some media you can add to PPT?
2. How do you add sounds to slides?
3. Can you make a CD play throughout the
slideshow?
4. How do you insert a movie in the slides?