Citation: 'Help Release Beta1.5'


How color schemes work


PowerPoint views


Drawing


Slide show design


Ways to enhance objects


Arranging text in shapes


Ways to format paragraphs


Aligning objects


Imported art


The slide master


Why objects behave differently


What PowerPoint creates


Sharing information with other people


Resize objects by a specific percent
Scale command (Draw menu)


Group objects
Group command (Draw menu)


Ungroup objects
Ungroup command (Draw menu)


Regroup objects
Regroup command (Draw menu)


Bring an object to the front
Bring To Front command (Draw menu)


Send an object to the back
Send To Back command (Draw menu)


Bring an object one step closer to the front
Bring Forward command (Draw menu)


Send an object one step toward the back
Send Backward command (Draw menu)


Align lefts
Align Lefts command (Draw menu, Align command)


Align centers
Align Centers command (Draw menu, Align command)


Align rights
Align Rights command (Draw menu, Align command)


Align tops
Align Tops command (Draw menu, Align command)


Align middles
Align Middles command (Draw menu, Align command)


Align bottoms
Align Bottoms command (Draw menu, Align command)


Rotate an object to any angle
Free Rotate command (Draw menu, Rotate /Flip command)


Rotate an object 90 degrees to the left
Rotate Left command (Draw menu, Rotate /Flip command)


Rotate an object 90 degrees to the right
Rotate Right command (Draw menu, Rotate /Flip command)


Flip an object horizontally
Flip Horizontal command (Draw menu, Rotate /Flip command)


Flip an object vertically
Flip Vertical command (Draw menu, Rotate/Flip command)


Change one AutoShape to another
Change AutoShape command (Draw menu)


Snap to grid
Snap To Grid command (Draw menu)


Make a fast duplicate of an object
Duplicate command (Edit menu)


Display guides
Guides (View menu)


Add a rectangle
Rectangle Tool button (AutoShapes toolbar)


Add an ellipse
Ellipse Tool button (AutoShapes toolbar)


Add text using the Text Tool
Text Tool button (Drawing toolbar)


Add a line
 Line Tool button (Drawing toolbar)


Add an arc
Arc Tool button (Drawing toolbar)


Add a freeform
Freeform Tool button (Drawing toolbar)


Change the thickness of an arc, a line, or border
Line Style button (Drawing toolbar)


Add or remove a default shadow
Shadow On/Off button (Drawing toolbar)


Add an AutoShape
AutoShapes Tool button (Drawing toolbar)


Delete a slide


Select all objects on a slide


Open an existing presentation


Quit or exit PowerPoint


Use a template to apply the format of another presentation to this presentation


Choose a new color scheme color


Add or remove arrowheads on a line, arc, or open freeform


Go to where I can work on handouts
Handout Master command (View menu, Master)


Go to where I can work on the slide master
Master Layout command (Format menu)


Make a new slide


Go to where I can work on a specific slide


Go to where I can work on an outline of my slides


Go to where I can work on many slides on the screen


Go to where I can work on slide notes pages


Look at the next slide


Look at the previous slide


Find text


Replace text


Add space after a paragraph


Add space before a paragraph


Change the line spacing within a paragraph


Change the bullet character


Change the bullet color


Change the bullet size


Check spelling


Replace fonts throughout a presentation


Make text bigger
Increase Font Size button (Formatting toolbar)


Add or remove a bullet
Bullet On/Off button (Formatting toolbar)


Align a paragraph to the left margin
Left Alignment button (Formatting toolbar)


Center the lines in a paragraph
Center Alignment button (Formatting toolbar)


Demote an outline point
Demote button


Make text bold
Bold button (Formatting toolbar)


Make text italic
Italic button (Formatting toolbar)


Make text smaller
Decrease Font Size button (Formatting toolbar)


Shadow text
Text Shadow button (Formatting toolbar)


Underline text
Underline button (Formatting toolbar)


Promote an outline point
Promote button


Make selected text a specific size
Font Size box (Formatting toolbar)


Add or change a text shadow or text embossed effect


Add the date and time anywhere on a slide
Date And Time command (Insert menu)


Adjust spacing automatically when I add or delete words


Turn drag-and-drop editing on or off


Replace straight quotes with smart quotes as I type


Automatically select whole words


Turn off AutoCorrect
AutoCorrect command (Tools menu)


Add the slide number anywhere on a slide
Slide Number command (Insert menu)


Save a presentation
Save command (File menu)


Save a presentation with a new name
Save As command (File menu)


Close a presentation
Close command (File menu)


Cancel or undo the last thing I did
Undo button (Standard toolbar)


Delete a standard color scheme


Add a custom color scheme as a standard scheme


Add or change a header or footer on notes pages or handouts


Print slides, notes, handouts, and outlines


Print a specific number of copies


Print specific slides, handouts, notes pages, or outline pages


See what slides, notes, outlines, or handouts will look like when printed in black and white
B&W View button (Standard toolbar)


Print slides, notes, outlines, or handouts in black and white


Make a dashed line, arc, or border
Dashed Lines button (Drawing toolbar)


Display and hide the rulers
Ruler command (View menu)


Change the annotation pen color while I work in PowerPoint


Repeat my last action
Repeat command (Edit menu)


Turn Tip of the Day on or off


Turn ToolTips on or off


Use Microsoft Word to create notes and handouts
Write-Up command (Tools menu)


Use slides from another presentation
Slides From File command (Insert menu)


Getting assistance while you work


Exchanging information with other applications


What's new in Microsoft PowerPoint


Creating cylinders, pyramids, and other complex shapes

Using combinations of AutoShapes and freeforms is a way to draw complex shapes. For example, to draw a cylinder, you can combine a rectangle and ovals, all drawn with AutoShape tools. You can also layer objects to form new shapes.

Other drawing techniques used to create complex shapes include rearranging layered objects in a stack using the Bring To Front and Send To Back commands on the Draw menu. Using color and shading (in the object fills, for instance) also help give your complex shapes depth.


Using overlapping objects to create donuts, crescents, and so on

Covering part of an object with another object is a way to create special shapes and effects. Here are two examples:

•	You can cover the middle of a circle with another, smaller circle to create a donut shape. If you fill the smaller circle with the slide’s background color, it masks the center.

•	You can cover a portion of a half circle (an arc that’s been dragged to form a half circle) with another, smaller half circle filled with the slide’s background color. This overlapping effect creates a crescent shape.

As you create special overlapping shapes, make sure the borders of the overlapping objects are turned off.

You can move objects to the front or back of the stack using the Bring To Front and Send To Back commands. Or move an object up or down a layer at a time using the Bring Forward and Send Backward commands.

You can group the objects you create (the donut or the crescent shape, for instance) and then move and resize them. You can flip and rotate grouped objects, too.


Arcs

An arc is always drawn first as one-fourth of an ellipse. Use the Arc tool on the Drawing toolbar to draw arcs. You can reshape an arc by dragging one of the arc’s resize handles or change its angle by dragging an adjustment handle until the arc is the size and shape you want.

You can change how an arc looks. For instance, you can “fill” an arc with a color and/or a pattern or you can shadow it. You can also change the color or thickness of the line that forms the arc. You can flip and rotate arcs as you can other objects.

To add text to an arc, type the text using the Text tool and then group the text object with the arc.

You can’t convert an arc to an AutoShape.


Freeforms

Freeforms are custom polygons and freehand drawings you create using the Freeform tool. You can’t convert a freeform to an AutoShape. You can enhance freeforms as you can AutoShapes—add color and/or pattern, change the line style, and flip or rotate them, for example. To add text to a freeform, type the text, and then group it with the object.


Making a pie wedge

You can make a pie wedge by drawing an arc and then filling it with a color, pattern, or texture.

How?

The arc forms a border on the curved side of the pie wedge. You can change how the border looks by changing the line style using the Line Style button. If you want to add sides to the pie wedge, draw lines using the Line tool and group them with the arc.


Stacking objects

PowerPoint stacks objects automatically as you add them to a slide, giving every object its own layer. You see the stacking order when objects overlap: the top object covers a portion of the objects underneath it. If you “lose” an object in a stack, you can press TAB or SHIFT+TAB to cycle through the objects until it’s selected.

You can move individual objects or groups of objects within a stack. For example, you can move objects up or down the stack one level at a time by using the Bring Forward and Send Backward commands. Or you can bring an object to the top of the stack or send it to the bottom of the stack in one move by using the Bring To Front and Send To Back commands.

You can overlap objects when you draw to create different effects. You don’t have to draw the bottom object first—you can always move it later.


Rotating and flipping objects

You can rotate objects to the right or left 90 degrees or to any degree using the Free Rotate tool, and you can flip objects horizontally or vertically. You can flip or rotate one object, a selected set of objects, or a group of objects.

Most pictures, graphs, and organizational charts that you import can’t be rotated or flipped because they weren’t created in PowerPoint. If you can ungroup an imported object and then regroup the component parts, you can flip and rotate the object.


Copy or duplicate objects

You can duplicate an object quickly as you’re working on a slide. Or you can make lots of duplicates and use these to create arrays and sweeps. You also have the option of copying an object to another slide. Or you can copy an object to multiple slides.

What do you want to do?

Make a fast duplicate of an object

Copy an object from one slide to another

Make multiple duplicates that are evenly spaced

Create a mirror image of an object

Make an object appear on every slide in the presentation


Resize or crop objects

When you select an object, resize handles appear at the corners and along the edges of the selection rectangle. You can drag the resize handles to resize objects by eyeballing as you drag them. Or you can resize objects by a specific percent using the Scale command.

If the object is a picture, you can crop it using the Crop Picture command on the Tools menu. Once cropped, pictures can be restored using the same command.

What do you want to do?

Resize objects by a specific percent

Resize objects by eyeballing as you draw

Crop or trim off portions of a picture


Align objects

There are several ways to align objects in PowerPoint. You can align an object with another object, such as aligning edges, tops, middles, or bottoms of objects. Or you can align objects using guides or the grid. Use the guides when you want to align objects visually. Use the grid when you want objects to align to a corner on the grid as you draw or move them.

How do you want to align objects?

Align objects to other objects

Using guides

On a grid


Align objects to other objects

What do you want to do?

Align objects by their left edges

Align objects by their centers (vertically)

Align objects by their right edges

Align objects by their tops

Align objects by their middles (horizontally)

Align objects by their bottoms


Copy the attributes of one object to another

You can copy all of the attributes from one object (the fill color and border of an AutoShape, for instance) along with the color, font, and size of the attached text and apply them to another. Or you can copy the attributes from one block of text (the font, text color, size, and so on) and apply them to another text block.

What do you want to copy and apply from one object to another?

All attributes

The look and style of text


Resize objects by eyeballing as you draw

1	Select the object.

2	Drag a resize handle until the outline of the object is the shape and size you want.

Note   A placeholder, like any other object, can also be resized in this way.

Tip   If you want, you can constrain the way objects are resized.

How?


Change the shape of a freeform

1	Double-click the freeform so the vertexes form the outline of the object.

2	To reshape the freeform, drag a vertex.

To add a vertex, click the border of the freeform where you want to add the vertex (the mouse pointer changes to a cross hair), and then drag.

To delete a vertex, press CTRL and click the vertex you want to delete.

Tip   You can increase the view to 200 percent to make it easier to select a single vertex.


Change the angle of an arc

1	Click the arc.

2	Click an adjustment handle and drag.


Make different shapes of the same size

1	Click a button on the AutoShapes toolbar and draw an AutoShape in the size you want.

2	Select the shape.

3	On the Edit menu, click Duplicate.

4	On the Draw menu, point to Change AutoShape, and then click the shape you want.


Restore the proportions of a resized picture

1	Select the picture.

2	On the Draw menu, click Scale.

3	Select the Relative To Original Picture Size box.

Tip   If you want to change the size of the picture while maintaining the aspect ratio, enter a percentage other than 100 percent in the Scale To box.


Control the shape of an object while dragging it to a new size

1	Select the object.

2	To resize an object from a corner while maintaining its aspect ratio, hold down SHIFT and drag a resize handle.

To resize an object vertically, horizontally, or diagonally from the center outward, hold down CTRL and drag a resize handle.

To resize an object from the center outward while maintaining its aspect ratio, hold down CTRL+SHIFT and drag a resize handle.


Delete an object

1	Select the object.

2	Press DELETE.


Reuse a drawing tool without reselecting it

1	Double-click the drawing tool you want to use.

2	Drag as many of the objects as you want.

3	When you finish, click the Selection tool or another drawing tool.


Make an object appear on every slide in the presentation

1	On the View menu, point to Master, and then click Slide Master.

2	Add the object to the slide master.

3	To return to your slide, click Slides on the View menu.

Note   If the objects don’t appear on your slides, click Slide Background on the Format menu and make sure the Hide Objects From Master check box is cleared.


Copy an object from one slide to another

1	In slide view, select the object you want to copy.

2	On the Edit menu, click Copy.

3	Click [image] on the status bar, and then double-click the slide to which you want to add the object.

4	On the Edit menu, click Paste.


Create a mirror image of an object

1	Select the object you want to mirror.

2	On the Edit menu, click Duplicate.

3	Select the duplicate object.

4	On the Draw menu, point to Rotate/Flip, and then click Flip Horizontal or Flip Vertical.

5	Drag the duplicate object to position it so that it mirrors the original object.


Make multiple duplicates that are evenly spaced

1	Draw or select the object you want to duplicate.

2	On the Edit menu, click Duplicate.

3	Drag the duplicate to the position you want.

4	On the Edit menu, click Duplicate Again.

All succeeding duplicates are positioned equidistantly from each other.

Tip   To create a sweep, or perspective effect, select and then scale successive shapes using the Scale command on the Draw menu.


Disable the grid or guides temporarily

•	Press ALT as you drag or draw an object.


Move an object or set of objects

1	Select the object, the multiple selection, or the group you want to move.

How?

2	Drag the object to its new location.

Note   A placeholder, like any other object, can also be moved in this way.


Align objects on a grid

1	Οn the Draw menu, click Snap To Grid to turn the grid on. A check mark indicates the grid is on.

2	As you draw or move objects, they align automatically on the invisible grid.


Align objects to guides

1	On the View menu, click Guides to display the guides.

2	Drag the guides to position them.

3	Drag the object you want to align near a guide so that the center or edge automatically aligns with the guide.

Tip   To add a new guide, hold down CTRL as you drag a guide.


Move an object in a horizontal or vertical line

•	To constrain an object so it moves only horizontally or vertically, press SHIFT while you drag the object.


Measure the precise distance between objects

1	If the guides are not displayed, on the View menu, click Guides.

2	Position a guide where you want to begin measuring.

3	Press SHIFT as you drag the guide.

The number displayed indicates the exact distance.


Delete a guide

•	To delete a guide, drag the guide you want to delete off the slide.

Tip   If you want to hide the PowerPoint guides without deleting them, click Guides on the View menu.


Add a guide

1	If the guides are not displayed, click Guides on the View menu.

2	To add a guide, hold down CTRL and drag an existing guide.


Change line style and fill defaults

1	Create and/or select the object that has the line style and fill you want.

2	On the Format menu, click Colors And Lines.

3	Select the Defaults For New Objects check box.


Change shadow default

1	Select an object, and then, on the Format menu, click Shadow.

2	Click the settings you want for the default shadow. You can set the shadow offset, its color, and whether it is semi-transparent.

3	When you finish specifying the type of shadow you want, select the Default For New Objects check box.


Save an object style as the default

1	Create and/or select the object with the attributes you want to use as the default.

2	On the Format menu, click Colors And Lines.

3	Select the Default For New Objects check box.

Note   To save the text style as well, on the Format menu, click Font, and then select the Default For New Objects check box.


Copy only the look and style of text from one object to another

1	Select the text with the style you want to copy.

2	Click [image].

3	Drag the insertion point across the text you want to restyle.


Copy all attributes from one object to another

1	Select the object with the attributes you want to copy.

If you select an AutoShape with attached text, PowerPoint copies the look and style of the text as well as the attributes of the AutoShape.

2	Click [image].

3	Select the object to which you want to copy the attributes.

Tip   You can copy all attributes of an object you like to several objects by double-clicking the Format Painter button and then selecting several objects in succession.


What happens to my slides when I change the master?

You have two masters available for every presentation — a slide master and a title master. The slide master controls the formatting on all slides except title slides, which are controlled by the title master.

If you apply a new Design Template, modify the text color or size for slide titles, or change the background color on the slide master, all slides reflect the change (or follow the master) by default. If you add a graphic to the slide master, it appears on every slide. Likewise, if you modify the layout of the title master, the slides you’ve designated as title slides in your presentation change.

However, if you create unique slides (by using backgrounds that differ from the master or fill colors that aren’t part of the master’s color scheme, for example), these slides retain their uniqueness even when you change the master. If you change your mind later, you can always restore a master’s format to slides you altered. For example, if you’ve hidden background items on a slide, you can choose to display them again by clicking Custom Background on the Format menu and then clearing the Omit Background Graphics From Master check box in the Custom Background dialog box.


Using colors that aren't in the color scheme
Using colors that aren’t in the color scheme

Lots of additional colors are available in the Colors dialog box. Whenever you use a color that’s not in your color scheme, it’s automatically added to all Other color drop-downs — for text, shadows, bullets, background, and lines.

The non-color scheme palette on each Other color drop-down holds up to eight colors; if you add more, the oldest color drops off and the newest one appears as the first color on the palette. Once you’ve added a color to the palette, you can’t delete it. The palette is empty until you add a color.

When colors are added to the color drop-downs, they remain even if you change the color scheme. Likewise, text or objects colored with non-scheme colors don’t change when you change the color scheme. For example, if you draw a stop sign and fill it with a red that is not in your color scheme, even if you later change the color scheme, the stop sign remains the unique red you selected. This is helpful when, for example, you want to have access to particular colors your company or department uses, even when you change your overall color scheme.


Using Design Templates to give my presentation a consistent look

PowerPoint is designed to give your slide presentations a consistent appearance. There are three ways to control the look of your slides: Design Templates, color schemes, and masters.

Design Templates contain color schemes, slide and title masters with custom formatting, and styled fonts that have been designed for a particular “look.” When you apply a Design Template to your presentation, the slide master and color scheme of the new template replace the slide master and color scheme of the presentation. Once you apply a Design Template, each slide you add, regardless of the AutoLayout, has the same custom look to it. You can use one of the PowerPoint Design Templates, or you can use any other PowerPoint presentation to create your own template.

PowerPoint comes with a wide variety of professionally designed Design Templates. In addition, you can add your own templates to PowerPoint. If you create a special look for one of your presentations, you can save it as a template. A presentation you save as a template can also include a customized notes master or handout master.

Color schemes are sets of eight balanced colors designed to be used as the main colors of a slide presentation — for text, background, fill, accents, and so on. Each color in the scheme is used automatically for a different element on a slide. You can pick a color scheme for an individual slide or an entire presentation. When you apply a Design Template to a presentation, you can choose from a set of predesigned color schemes made to go with each Design Template. That makes it easy to change color schemes for a slide or an entire presentation and know that the new color scheme will harmonize with the rest of the slides in your presentation.

The slide master controls the format and placement of the titles and the text you type on slides, while the title master controls the format and placement of your presentation’s title slide and any other slide you designate as a title slide (such as section openers). Each Design Template holds its own slide and title masters. Masters also hold background items such as graphics you want to appear on every slide or title slide. Any change you make to a slide master is reflected in each slide unless you change it individually.


Apply the master text format to this slide

1	In slide view, display the slide to which you want to apply the master text format.

2	On the Format menu, click Slide Layout.

3	Click Reapply.


Apply the color scheme of one slide to another

1	In slide sorter view, select a slide that has the color scheme you want to use on another slide or slides.

2	Click  [image] once to recolor one slide, or double-click to recolor more than one slide.

3	Select the slide (or press SHIFT+click to select more than one slide) to which you want to apply the color scheme.

4	If you’re recoloring one slide, the Format Painter is automatically deselected when you finish. If you’re recoloring more than one slide, press ESC or click  [image]  to deselect the Format Painter.


Change a color-scheme color

1	On the Format menu, click Slide Color Scheme.

2	In the Color Scheme dialog box, click the Custom tab.

3	Under Scheme Colors, click the color of the feature you want to change, and then click Change Color.

4	Click the Standard tab to select from the color palette, or click the Custom tab to mix your own color.

5	In the Standard color palette, click the color you want, and then click OK.

In the Custom color palette, drag the cross hair to select a color, drag the scroll bar up or down to adjust the brightness, and then click OK.

6	To save your color scheme with the presentation, click Add As Standard Scheme.

7	Click Apply to apply the new color to only the current slide or click Apply To All to apply it to all slides in the presentation.


Change the layout of a slide

1	In slide view, click Slide Layout on the Format menu.

2	Click the slide layout you want, and then click Apply.

3	Rearrange objects to fit the new layout if necessary.

Note   You won’t lose text and graphics you added that are outside placeholders. They appear on the slide, but you’ll need to move these yourself.


Change the order of slides in a presentation

•	In outline view, drag the slide icon  [image] to a new location.

•	In slide sorter view, drag the slide to a new location.


Move or copy a slide from one presentation to another

In slide sorter view

1	Open the presentations you want to move or copy slides to and from, and then display them in slide sorter view.

2	On the Window menu, click Arrange All to display both presentations side by side.

3	Select the slide you want to move or copy.

4	Drag the slide to move it from one presentation to the other.

Press CTRL as you drag the slide to copy it from one presentation to another.

Note   You can select more than one slide to move or copy by pressing SHIFT while selecting the slides.

In outline view

1	Open the presentations you want to move or copy slides to and from, and then display them in outline view.

2	Select the slide you want to move or copy.

3	To move the slide from one presentation to the other, click Cut on the Edit menu.

To copy the slide so it will appear in both presentations, click Copy on the Edit menu.

4	On the Window menu, click the presentation to which you want to add the slide.

5	Click where you want the slide to appear.

6	On the Edit menu, click Paste.


Select an object hidden behind another

•	Press TAB to cycle forward (or SHIFT+TAB to cycle backward) through the objects on the slide until resize handles appear on the object you want to select.

Tip   If the object is in a stack and you want to work on it, bring it to the top of the stack by clicking Bring To Front on the Draw menu.


Select objects or cancel the selection of objects

To do this	Do this
Select a filled object	Click anywhere within the object. Resize handles indicate the object is selected.
Select an unfilled object	Click the object’s border.
Cancel a selected object	Click away from the object.
Select text in an object	Drag the insertion point over the text.


Change the view to black and white

•	On the View menu, click Black And White.


Using text from other applications

In PowerPoint, you can use text created in other applications to make a new presentation or to add slides to an existing presentation. The text you bring into PowerPoint is in the form of an outline.

PowerPoint can import graphic presentations from other applications, picking up the outline structure from the styles used in the document. A heading 1 becomes a slide title, a heading 2 becomes the first level of text, and so on. If the document contains no styles, PowerPoint uses the paragraph indentations to create your outline. In plain text documents, PowerPoint uses tabs at the beginning of paragraphs to define the outline structure.

You can import outlines from word-processing applications. PowerPoint reads outline documents in rich-text format (.RTF) and plain text format. PowerPoint creates slides for all first-level headings in an imported outline and adds the body text as indent levels. The format for the title and the text comes from the slide master in the current presentation.

Note:    The Present It button in Word offers a shortcut for creating a presentation from a Word outline. For information about installing and using the Present It button click,


Ways I can modify art I added to my presentation

Any picture you insert into your presentation can be resized, recolored, bordered, or shadowed. For example, you can import a scanned photograph, then make it larger or add a border to it.

If you insert PowerPoint clip art into your presentation, you can use the Ungroup command on the Draw menu to convert it into PowerPoint objects that can be modified just like any other object you draw. For example, you could insert a clip-art image of a person, ungroup it, and change the color of the person’s clothes. Then you could add the image of the person to another clip-art image, perhaps a building or an airplane, to create your own unique clip art.


Spelling dictionaries

PowerPoint comes with a dictionary of commonly used words that’s used when you check the spelling in your presentation. The dictionary is shared with other Microsoft products, such as Microsoft Word and Microsoft Excel.

When you check the spelling in a presentation, you’ll probably come across words that aren’t included in the main dictionary. You can add these words to the custom dictionary that comes with PowerPoint. Use this custom dictionary for such things as medical terms or words particular to your company or institution.


Organizing my content in outline view

In outline view, your presentation appears as an outline made up of the titles and main text from each slide. You can type an outline in PowerPoint, begin with an outline from the AutoContent Wizard, or import an outline from another application such as Microsoft Word.

Each slide title appears next to a slide number and slide icon, which indicates if there are graphics on the slide. Body text appears below the title and is indented up to five levels. When you work in outline view, you can rearrange points within a slide, you can move entire slides from one position to another, and you can select and edit titles and body text.

Organizing your content is easy in outline view because you can see all the slide titles and main text on-screen as you work. For example, to rearrange slides and/or bullet items, just select the content you want to move and drag it to its new location.

When you switch to outline view, the Outlining toolbar automatically appears, providing useful tools to help you quickly organize the contents of your presentation. You can use these buttons to change the indent level of a bullet point or to move a bullet point or an entire slide up or down in the outline. You can also use the buttons to show or hide formatting for slides, or to expand or collapse the text for selected slides.


Replacing text as I type

You can have PowerPoint automatically correct common typing mistakes as you work. You use the AutoCorrect command on the Tools menu to specify what types of spelling and capitalization errors you want corrected.

You can automatically capitalize the names of days and change two capital letters in a row at the beginning of a word to a single initial capital. For example, if you type “WAshington,” PowerPoint changes the capitalization to “Washington,” changing the uppercase A to lowercase.

You can also personalize the AutoCorrect feature by telling PowerPoint which misspellings you want corrected as you type. For example, say you often type the word “separate” as “seperate.” If you enter the incorrect spelling and the correct spelling in the list of words you want corrected, any time you type “seperate,” PowerPoint changes it to “separate.” You can add and subtract from the list as the need arises.


Using clip art

The PowerPoint ClipArt Gallery includes a wide variety of clip art that make it easy for you to dress up your presentations with professionally designed images. You’ll find everything from maps to people, and from buildings to scenic backgrounds.

To add a clip-art image to a slide, click  [image] or double-click a Clip Art placeholder. Then you can browse through the collection of images in the ClipArt Gallery and choose the one you want.

Once you placed the clip art on a slide, you can change its size, location, and appearance. You can also convert the image to groups of PowerPoint objects and work with them just like any other drawn object—changing the fill and line colors, rearranging the parts, even combining two or more clip-art images.

You can also add your own images to the ClipArt Gallery, so they’re readily accessible when you’re working in PowerPoint. The ClipArt Gallery also includes a handy Find feature that helps you locate just the right images for your presentation.

The ClipArt Gallery also has its own Help system. If you need help, just click  [image]. You’ll find useful information on adding your own pictures to the gallery and keeping it up-to-date, as well as suggestions on how you can personalize the ClipArt Gallery to suit your own needs.


PRESENT7.DOT

PRESENT7.DOT contains the PresentIt macro, which copies the active Word document into a Microsoft PowerPoint presentation. You can then edit the document in Microsoft PowerPoint to create slides for a presentation.

When PRESENT7.DOT is loaded as a global template, Word adds the Present It button to the Microsoft toolbar. If you install Microsoft Office, PRESENT7.DOT is installed in the STARTUP subfolder of the Word program folder; Word automatically loads it as a global template.

To use the PresentIt macro, you must have Microsoft PowerPoint installed on your computer or on a network server to which your computer is connected.


Add text

Most of the text that you type on a slide is most easily entered using layout placeholders. You can type text directly into any placeholder on a slide. In outline view, you can type slide titles and a single column of body text. You can add text anywhere on the slide using the Text tool. The Text tool is most useful when creating captions and callouts for your graphics. You can add text to shapes that you draw using the AutoShape tool. When you type text into an AutoShape, you do not need to Group the text with the AutoShape in order for it always to move as a unit. You can also add text to a line, arc, or freeform.

What do you want to do?

Add text to a placeholder

Add text in an outline

Add text using the Text tool

Type text in an AutoShape

Add text to a line, arc, or freeform


Make a slide that differs from the slide master

Not all slides have to follow the slide master in every detail. For example, one slide might use a different background color or shading pattern than the master. Or you may want to suppress a background graphic, such as a company logo, so it doesn’t appear on an individual slide. For another slide, you may want to use a different size or color for the title or text format or have different information in a header or footer. A slide can also use a different color scheme than the master.

How do you want to change a slide so that it differs from the master?

Background

Title or text format

Color scheme

Background graphics and text


Add, change, or remove a bullet

Once you create a bulleted list, you can change the look of the bullets, such as the size or color, by selecting the paragraph in which the bullet appears and then using the options in the Bullet dialog box.

What do you want to do?

Change the bullet color

Change the bullet size

Change the bullet character

Change the distance between the bullet and the text

Add or remove a bullet


Make a slide with a different background than the master

1	In slide view, display the slide or the title slide you want to change.

2	On the Format menu, click Custom Background.

3	In the Background Fill drop-down, click one of the options (for example, Textured or Shaded) and make the changes you want.

How?

4	When you finish, click Apply.

Note   Changes you make won't affect other slides or the masters unless you click Apply To All.


 Make a slide with different title or text format than the master

1	In slide view, display the slide you want to change.

2	Make the changes you want to the format of the title and text using the PowerPoint tools and menu commands.

Note   Changes you make won't affect other slides or the masters.


Make a slide with a different color scheme than the master

1	In slide view, display the slide you want to change.

2	On the Format menu, click Slide Color Scheme.

3	Click the Standard tab, and then click the color scheme you want from the standard color schemes.

You can also click the Custom tab to modify the current color scheme.

How?

4	When you finish, click Apply.

Note   Changes you make won't affect other slides or the masters unless you click Apply To All.


Make a slide with different background items than the master

1	In slide view, display the slide or title slide you want to change.

2	On the Format menu, click Slide Background.

3	Select the Omit Background Graphics From Master check box.

4	Click Apply to have your change affect only the current slide.


Create a presentation in outline form

1	Click  [image] to open a new presentation.

2	In outline view, type a title for the first slide, and then press ENTER.

3	Click  [image] on the Outlining toolbar to create the first bullet level.

4	Type a series of bullet items for the slide, pressing ENTER at the end of each item.

Click  [image] and  [image] to create various indent levels.

5	At the end of the last bullet item for a slide, press CTRL+ENTER to create the next slide.

6	Continue typing titles and text for each slide in your presentation.


Change the order of paragraphs in an outline

1	In outline view, click anywhere within the paragraph you want to move.

2	On the Outlining toolbar, click  [image] to move a paragraph up, or click   [image] to move a paragraph down.


 Create a presentation by importing an outline

1	On the File menu, click Open.

2	In the List Files Of Type box, click Outlines.

3	In the File Name box, click the document you want to use.

The imported outline opens in PowerPoint in outline view. Each major heading appears as an individual slide title, and each point appears as body text.


Insert an outline into an existing presentation

You can create slides from .doc, .txt, and .rtf files.

1	In slide, outline, or slide sorter view, display or select the slide after which you want to add the outline.

2	On the Insert menu, click Slides From Outline.

3	Go to the folder in which you've stored the document you want to use as an outline.

4	Double-click the document you want to insert.


Split a slide's body text into two slides
Split a slide’s body text into two slides

1	In outline view, position the insertion point anywhere in the text you want to use for the new slide title.

2	On the Outlining toolbar, click  [image] until a new slide icon and slide number appear next to the new slide title.

Note   If you want to insert a new slide title, press ENTER at the end of the item that precedes the new title, click  [image] until a slide icon appears to the left of the insertion point, and then type the title.


Add text to a line, arc, or freeform

1	In slide view, click  [image], click where you want your text to begin, and start typing.

If necessary, drag the text box to reposition it in relation to the object.

2	Select the text box and the arc, line, or freeform object.

3	On the Draw menu, click Group.


Add text in an outline

•	In outline view, click where you want to add text and begin typing.


Add text to a placeholder

•	Click inside a text placeholderand start typing.

Tip   You can convert any object placeholder to a text placeholder by typing text in it.


Start a new line in the same paragraph

•	Press SHIFT+ENTER and type the new line.

You begin a new line without creating another paragraph.


Type text in an AutoShape

•	Select the AutoShape and begin typing. If there is already text in the shape, the new text is added at the end.


Make an AutoShape automatically fit its text

1	Select the AutoShape.

2	On the Format menu, click Text Anchor.

3	Select the Adjust Object Size To Fit Text check box.

Note   If the Adjust Object Size To Fit Text check box is selected, you may not be able to control the size of the AutoShape by dragging a resize handle.


Position text within an object

1	Select the object that contains the text you want to position.

2	On the Format menu, click Text Anchor.

3	In the Anchor Point box, click an anchor-point option.

Note  If the Adjust Object Size To Fit Text check box is not selected, the text will move to the anchor position you choose. If the Adjust Object Size To Fit Text check box is selected, the text won’t move, but will expand in the direction opposite of the anchor point you choose.


Make text word-wrap

1	Select the object in which you want text to word-wrap.

2	On the Format menu, click Text Anchor.

3	Select the Word-Wrap Text In Object check box.


Change the margins around text in an AutoShape

1	Select the AutoShape.

2	On the Format menu, click Text Anchor.

3	Select the Adjust Object Size To Fit Text check box.

4	To change the horizontal margins, click the up or down arrows in the first box under Box Margins.

To change the vertical margins, click the up or down arrows in the second box under Box Margins.


Add the slide number, date, time, or footer text to slides

1	On the View menu, click Header And Footer, and then click the Slide tab.

2	Select the options you want.

Note   Use the slide master to change the position or text attributes of the slide number, date, time, or footer.


Change the position or look of the footer on slides

1	On the View menu, point to Master, and then click Slide Master.

2	Select the footer, and then drag it to a new position, or change its text attributes by using the tools on the Formatting toolbar.


Add special characters

1	If the Character Map Utility button  [image] isn’t on a toolbar, add it to a toolbar.

How?

2	Click  [image].

3	If necessary, click a different font in the Font box.

4	Click the symbol you want.

5	Double-click the symbol to select it, and then click Copy.

6	Return to PowerPoint, and then click  [image] to insert the symbol.

Tip   If you know the ANSI decimal code for the symbol, with NUM LOCK on, press ALT, type 0, and then type the numeric code using the keys on the numeric keypad. For example, to type the © symbol, with NUM LOCK on, press ALT and type 0169.


 Insert text effects created in WordArt

1	In slide view, display the slide to which you want to add WordArt text.

2	On the Insert menu, click Object.

3	Click the latest version of Microsoft WordArt.

4	In the Enter Your Text Here box, type the text you want to format, and then click Update Display to view the text in the WordArt window.

5	Choose the text effects you want using the WordArt toolbar and menus.

6	Click the PowerPoint window to return to PowerPoint and place the WordArt text on the slide.


Edit WordArt

1	Double-click the WordArt text.

2	Use the WordArt tools and menus to make the changes you want.

3	Click the PowerPoint window away from the WordArt text box to return to PowerPoint and update the WordArt text in your presentation.


Insert an equation

1	In slide view, display the slide to which you want to add an equation.

2	On the Insert menu, click Object.

3	In the Object Type box, click the latest version of Equation Editor.

4	Use the Equation Editor tools and menus to create the equation.

5	When you finish, on the File menu click Exit And Return To Presentation.


Edit an equation

1	Double-click the equation to display the Equation Editor.

2	Use the Equation Editor tools and menus to update your equation.

3	When you finish, on the File menu click Exit And Return To Presentation.


Select text

To select	Do this
Α word	Double-click the word.
Α paragraph and all of its sublevels in outline view or a paragraph in a text object	Triple-click anywhere within the paragraph.
All the text on one slide in outline view	Click  [image] or click the slide number next to the title.
The entire outline in outline view or all the text in a text object	Press CTRL+A.


Add or delete periods in a list

1	Select the text.

2	On the Format menu, click Periods.

3	Click Add Periods or Remove Periods.


Move or copy text by dragging

1	Select the text you want to move or copy.

2	To move the text, drag it to its new location.

To copy the text, hold down CTRL and drag the copy to its new location.


Delete an AutoCorrect entry

1	On the Tools menu, click AutoCorrect.

2	Click the entry you want to remove.

3	Click Delete.


Change the contents of an AutoCorrect entry

1	On the Tools menu, click AutoCorrect.

2	On the list of entries, click the entry you want to change.

3	Do one of the following:

To change only the word you normally mistype, select it in the replace box, type the new word, then click Replace.

To change only the word you use to replace the word you mistype, select it in the With box, type the new word, then click Replace.


Add an entry to the AutoCorrect list

1	On the Tools menu, click AutoCorrect.

2	In the Replace box, type the word as you normally mistype or misspell it.

3	In the With box, type the word as you want it to appear in your presentations.

4	Click Add.


 Change the way text looks

1	Select the text.

2	On the Format menu, click Font.

3	Select the options you want.

You can change the font, size, and color as well as make text bold or italic or add effects such as superscript or subscript.

Note   Select the Default For New Objects check box to use your choices as the default for new text.


Change capitalization

1	Select the text.

2	On the Format menu, click Change Case.

3	Click the type of capitalization you want.

The capitalization for the description of each option shows how your text will be capitalized.


Display tab and indent settings

1	Select the text for which you want to display the tabs and indentations.

2	On the View menu, click Ruler.

If you select text, the ruler shows tab and indent settings for the selected text.

Note   If you select an object, the ruler becomes a slide ruler with a zero point in the middle. It displays measurements for the entire slide. Click the text to display the tabs and indentations.


Set paragraph indentations

1	Select the text for which you want to set an indentation.

2	If the ruler isn’t displayed, click Ruler on the View menu.

3	Drag the top indent marker to set the indent for the first line of a paragraph; drag the bottom indent marker to set the indent for the other lines in a paragraph.

Tip   To maintain the relationship between the first line and the rest of the paragraph, move both markers by dragging the bottom half of the lower marker.


Set tabs that are irregularly spaced

1	Select the text for which you want to set tabs.

2	If the ruler isn’t displayed, click Ruler on the View menu.

3	Click the tab button at the left of the horizontal ruler to display the type of tab you want to set.

How?

4	Click the ruler where you want to set the tab.

You can set as many tabs as you want. The default tabs in front of the tabs you set are canceled.


Change tabs proportionately

1	Select the text for which you want to move the default tabs.

2	If the ruler isn’t displayed, click Ruler on the View menu.

3	Drag any tab marker to a new position.

The space between all of the default tab markers changes proportionately.


Change the distance between bullets and text

1	In slide view, select the text.

2	If the ruler is not displayed, click Ruler on the View menu.

3	Drag the top half of the lower indent marker to a new position on the ruler.

All the bulleted paragraphs in the text object change to the new position.

Note   If you want to change the distance between bullets and text for your entire presentation, make the changes on the slide master.


Replace a clip art image on a slide

1	In slide view, double-click the clip-art image.

2	Double-click a new image.

Note   If you’ve converted the image to a PowerPoint object, you need to delete it and then  [image] to select a new image. You’ll know you’ve converted the image if the ClipArt Gallery doesn’t appear when you double-click the image.


Insert clip art

1	Display the slide to which you want to add a clip-art image.

2	Click

Double-click the image you want in the Microsoft ClipArt Gallery.


Ungroup clip art to modify it

1	In slide view, select the clip-art image.

2	On the Draw menu, click Ungroup.

3	In response to the message box that appears, click Yes to continue ungrouping.

4	To modify a particular object within the image, continue selecting groups of objects and ungrouping them until the object you want becomes available.


 Add art to the ClipArt Gallery

1	Click  [image].

2	Click Organize.

3	Click Add Pictures.

4	Under Directories, select the folder that contains the picture you want to add.

5	Under Picture Name, click the picture.

6	Click OK.

7	Under Current Picture Information, enter a category for your picture and a short description if you want.

8	Click Add.


Insert pictures into a presentation

1	In slide view, display the slide to which you want to add a picture.

2	On the Insert menu, click Picture.

3	Double-click the picture you want to insert.

Note   You can add pictures to your notes pages, too.


Insert a table

1	In slide view, display the slide to which you want to add a table.

2	Click  [image], then drag to select the number of rows and columns you want.

3	Enter the data in the table’s cells, and then format the table using Microsoft Word tools and commands.

4	Click outside the table to return to PowerPoint.


Edit a table

1	Double-click the table.

2	Edit the table using the Word tools and menus.

Click outside the table to return to PowerPoint and update the table in your presentation.


Insert a chart

1	In slide view, display the slide to which you want to add a chart.

2	Click  [image].

3	Click the data-sheet window and enter your data.

4	On the Format menu, click AutoFormat to select the type of chart you want.

5	Click away from the chart to return to PowerPoint.


Edit a chart

1	Double-click the chart.

2	Use the Microsoft Graph menus and toolbars to edit the chart.

3	Click away from the chart to return to PowerPoint.


Recolor a chart in PowerPoint

1	Click the chart to select it.

2	On the Tools menu, click Recolor.

3	Click the option you want.

Tip   When coloring a chart, you can use colors other than your color-scheme colors or use your color-scheme colors in different ways. Ungroup the chart so you can select the objects you want to recolor. Then use the Colors And Lines command on the Format menu to choose the colors you want.


Insert an organizational chart

1	In slide view, display the slide to which you want to add an organizational chart.

2	On the Insert menu, click Object.

3	Click the latest version of MS Organization Chart.

4	Use the Microsoft Organization Chart tools and menus to design your organizational chart.

5	On the Organization Chart File menu, click Exit And Return To Presentation to return to PowerPoint.


Edit an organizational chart

1	Double-click the organizational chart.

2	Use the Microsoft Organization Chart tools and menus to edit the chart.

3	On the Organization Chart File menu, click Exit And Return To Presentation to return to PowerPoint.


Insert a Microsoft Excel chart object in a presentation

1	In slide view, display the slide to which you want to add a chart.

2	On the Insert menu, click Object.

3	To create a new chart, click the Create New button, and then select the latest version of Microsoft Excel Chart.

To insert a chart you’ve already created, click the Create From File button, and then select the file you want to insert.


Opening a presentation created in a different version of PowerPoint

If you have a presentation you created using PowerPoint 4.0 for Windows or PowerPoint 4.0 for Macintosh, you can open it in PowerPoint 7.0 for Windows. Or you can open presentations you create in PowerPoint 7.0 for Windows in PowerPoint 4.0 for Windows or Macintosh.

When you install PowerPoint 7.0, a translator that allows you to open PowerPoint 4.0 presentations is also installed. If you can’t open presentations created in PowerPoint 4.0, run Setup again and install the translator.

If you want to open a PowerPoint 7.0 presentation in PowerPoint 4.0 for Windows, you must save it as a PowerPoint 4.0 presentation. In the File Save dialog box (File menu), click PowerPoint 4.0 in the Save As Type box.


Saving a presentation so the text appears properly on another computer

Sometimes a presentation you’ve created on a computer using one set of fonts may not look the same on another computer that has different fonts. PowerPoint solves this problem by letting you save, or embed, a presentation's fonts as part of the presentation. Then, when you open the presentation on another computer, the correct fonts appear. You can embed any TrueType font shipped with Windows. Other TrueType fonts may be embedded  only if they have no license restrictions.

When you embed fonts in your presentation, only font styles that are used in the presentation will be embedded. Also, saving a presentation with embedded fonts will increase the filesize of your presentation.


Saving to a previous version of PowerPoint

A presentation you create in PowerPoint 7.0 can be saved so you can open it in PowerPoint 4.0 for Windows. In the Save or Save As dialog box, click PowerPoint 4.0 in the Save As Type box.

When you open a PowerPoint 7.0 presentation in PowerPoint 4.0, your slides may look different and, when you run the presentation, you may find that certain transitions and other options you set don’t run in PowerPoint 4.0. That’s because features that are new to PowerPoint 7.0 may work differently or may not work at all in PowerPoint 4.0.


Working with previous versions of PowerPoint

When you open an older Windows or Macintosh presentation in PowerPoint 7.0 for Windows, you’ll probably find it that doesn’t look as good as the presentations you make using PowerPoint 7.0 or that it doesn’t look the same as it did in the previous version of PowerPoint. Your slides will appear as if they had been made in PowerPoint 4.0, not PowerPoint 7.0. You might also notice that some features, such as fonts and some graphics, just don’t convert well.

Once you have the presentation open in PowerPoint 7.0, you might want to adjust font sizes as well as elements on the slide master. You can take advantage of the PowerPoint 7.0 features by applying new Design Templates or slide backgrounds. You’ll also want to review your slides to make sure everything fits as you originally designed it.


Adding other colors to drop-down color palettes

You can add extra colors to the color palettes that appear in color drop-down lists in dialog boxes and from toolbar buttons.

When you add a new color, it appears as the first color on the Other Color drop-down. You can add up to eight colors. Colors you added earlier disappear one by one as new colors replace them.

If a color you’ve added to the Other Color list disappears, you can add it back to the list if you have an object that uses the color. Select the object, click Other Color in a color drop-down, and then click Other Color. In the Colors dialog box, click OK to add the color to the beginning of the Other Color list.


How layouts help me design slides

When you create a new slide, you can choose from among 24 AutoLayouts in the New Slide dialog box. Each one offers a different slide layout, depending on what you want to do. For example, there’s a layout that includes placeholders for a title, text, and a chart and another with placeholders for a title and clip art. The title and text placeholders follow the formatting of the slide master for your presentation. You can move or resize them, if you want, or reformat them so they vary from the slide master. To enter text in a title or text placeholder, click and type.

You also can change the layout of a slide after you create it. Click the Slide Layout button at the bottom of the PowerPoint window, and then choose the new layout you want in the Slide Layout dialog box. If the new layout doesn’t include the same placeholders (if you created a chart and the new layout doesn’t include a chart placeholder, for instance), you don’t lose the information. All objects remain on the slide, and you can rearrange them to fit the new layout if required.


Adding a logo

It’s easy to add your logo to a presentation using scanned or digital art. Or you can create what you need using clip art, WordArt, and the PowerPoint tools. To have a logo appear on every slide in your presentation, insert it on the slide master.

Before you import a digital file or a scanned version of your logo, you may want to adjust the colors and contrast in an application that lets you edit bitmaps.

You can use clip art images to create a logo in your presentation and then use PowerPoint commands to change an image's fill and line color, take it apart, even combine it with other clip-art images, drawings, and text. If you didn't install the ClipArt Gallery with PowerPoint, just run PowerPoint Setup again.

You can draw a logo, or add drawn art as a frame for your logo, for example, using the PowerPoint tools. To create composite shapes, use the AutoShapes tools and the Freeform drawing tool. Or you might try using WordArt to add special text effects to your logo or to your company name by slanting, rotating, or curving text.


The drawing ruler

You can use the horizontal and vertical rulers to help you precisely move and align objects in slide or notes view. The rulers appear on the top and left side of the slide window. When you move the pointer or a drawing tool, the pointer traces on the rulers, showing you precisely where you are on the slide.

The ruler changes appearance depending on what is selected on the slide. When a picture or an AutoShape is selected, the ruler’s origin is at the center. When text is selected, the origin is at the left. When you select text inside a text box, the ruler displays the indent markers and tabs for that text object. Each text box has its own ruler and retains its own indentation and tab settings.


Grouping objects

Grouping objects combines them so you can work with them as though they were a single object. You can flip, rotate, and resize or scale all the objects in a group as a single unit. You can also change the attributes of all objects in a group at one time. For example, you can change the fill color or add a shadow to all objects in the group in a single step.

You can create groups within groups. This helps you build complex drawings. You use the Group command on the Draw menu to group objects.

You can ungroup a group of objects at any time and easily reassemble the group using the Regroup command. Each time you use the Ungroup command, PowerPoint ungroups the most recently grouped set of objects.

If no object is selected on the slide and you choose Regroup, the most recently ungrouped group is reformed. Note that you can regroup objects using the Regroup command only as long as the slide stays active. If you change slides or views, you'll need to select each object and make your group again.


Working with graphics filters

PowerPoint objects aren't limited to those you draw yourself. You can import clip art, pictures, movies, or almost any computer image into PowerPoint. This feature allows you to take advantage of the libraries of artwork already available without having to draw new artwork yourself.

PowerPoint imports images from other applications by using graphics filters, which are installed when you run Setup.


Limitations on importing graphics in Windows

If you have trouble importing a graphic, the problem may be due to differences between the original graphic format and the way Windows handles graphics.

Limitations in graphic primitives in Windows pictures prevent display and printing of:

•	Mirrored or backward text

•	Rotated or vertical text (unless scalable or vector fonts are used)

•	Double underline and outline

Windows may not scale an image as expected. For example, if a bitmap is reduced or viewed at less than 100 percent, display information may be lost. This can result in odd patterns or gridlines. Pieces, such as thin lines, may appear to be missing on-screen. When you print, however, the complete picture is present.

If the image is an object- or vector-oriented picture, text can only be scaled by its point size. Stretching a character to make it disproportionately tall or wide may result in poor text layout.


Updating a link

When you create a link between an object you insert on a slide and its source, PowerPoint automatically updates the object each time you open the presentation. Any modifications to the source object are immediately made to the object in your presentation.

You can change the way linked objects are updated. You can use the Links command on the Edit menu to update a link at any time if you’ve changed a source document, or you can update links manually. This is useful if you know the source objects haven’t changed or if you have a large number of linked objects in your presentation but only want to update a few of them. Then, when you open your presentation, you don’t have to wait while PowerPoint searches for changes in source documents.

If the source document has been moved or renamed, you can reestablish the link so the linked object in your presentation can be updated.


Creating and using notes and handouts

Each slide has an accompanying notes page that includes a smaller version of the slide, along with room for notes you type. You can print your notes and then use them to remember key points and asides during your presentation. You can make notes pages for as many slides as you want or type your script on notes pages to accompany your presentation.

You also have the option using the Meeting Minder feature to take minutes and record action items in slide view as well as during a presentation. When you take minutes, they are added to the notes pages, while action items you record appear on the last slide in your presentation.

You can print handout pages for your audience so they can follow along as you make your presentation. Handout pages contain two, three, or six slides per page.

Both the notes and handout pages have masters where you can add such items as visuals, titles, and page numbers so they appear on every page. Click the Frame Slides check box on the Print dialog box to print a border around slide images.


Printing a presentation

You can print your entire presentation — the slides, outline, speaker's notes, and audience handouts — in color or in black and white. You can make color or black-and-white overhead transparencies from your slides. Or you can create 35mm slides with a desktop film recorder or by creating a file for a service bureau. When you print audience handouts, you can print one, two, three, or six slides per page. Or, you can use the Write-Up command on the Tools menu to print other layout variations using Microsoft Word.

If you used the Meeting Minder to take notes or to record action items during a presentation, you can print the minutes and action items as a Word document. You can also have PowerPoint add your minutes to the notes pages you’ve already created.

No matter what you're printing, the process is basically the same. You open the presentation you want to print and choose whether you want to print slides, handouts, notes pages, or an outline. Then you identify the range of slides to be printed and the number of copies you want.


Setting up color slides for black and white printing

Most presentations are designed to be shown in color, but handouts are usually printed in black and white. Shaded fills, filled objects, and backgrounds that look great on-screen can make printed handouts unreadable.

When you click  [image], you see a grayscale preview of how your slides will print. You can change how your slides will look when printed by clicking the right mouse button, pointing to Black And White, and then clicking an option. For example, click Automatic to hide a textured or shaded background and only show the text and graphics on your slide. Or click Black With White Fill to hide all the shades of gray, including object fills, and print everything in black and white.

The changes you make while working in black and white view don’t affect the colors in your on-screen presentation. This way, your slides look great when you give a color presentation and when you print handouts on a black-and-white printer.


Slide show design guidelines

When you give a slide show, your content should be center stage. You want the tools you use, such as builds and transitions, to help you emphasize your points, not draw your audience's attention to special effects.

If your audience is used to reading from left to right, design your build slides so your points fly in from the left. Then, when you want to emphasize a point, try bringing it in from the right. That change grabs the audience's attention and reinforces your point.

The same principle works with sound. An occasional burst of music or a sound effect during a slide transition or a build tends to focus the audience on the slide show. On the other hand, frequent use of sound effects tends to draw the audience's attention away from your main points.

The pace of your presentation also affects how your audience responds. Go too fast and you exhaust the audience members; go too slow and you put them to sleep. Experiment with pacing before presenting your show to an audience by using the Rehearse New Timings option in the Slide Show dialog box (View menu).

While you rehearse your pacing, you also can scrutinize your slides' visual and informational impact. Too many words or pictures on a slide can be distracting. If you find yourself using too much text, try breaking one slide into two or three and then increasing the size of the font.


Building text and objects for an electronic slide show

A build slide is one on which each bullet point in the main text appears independently of the others or graphics appear one after another. You set up the way you want each bullet point or graphic to appear (to fly in from the left, for instance) and whether you want the other points or graphics already on the slide to dim or shimmer when a new element is added. You use the Animation Settings command on the Tools menu to set how you want objects and text to build on your slide.

The default build order is the order in which objects were created on the slide. When you change the build order, you are actually changing the stacking order of objects on the slide.


The PowerPoint Viewer

The PowerPoint Viewer is a program others can use to see your presentation on their computer if they don't have PowerPoint installed. You can send the Viewer on the same disk as the presentation. The PowerPoint Viewer can be freely distributed, without any additional license.

The Viewer does not support all PowerPoint features, however. When you show a presentation using the Viewer, you won’t be able to open a file from another application if that application is not installed. The Viewer also does not support such features as animated builds and branching.


The AutoCAD Format 2-D (.DXF) filter

The AutoCAD DXF graphics filter supports all AutoCAD versions through Release 12, including AutoCAD for Windows support.

The DXF filter has the following limitations:

•	Extrusions that are part of 3-D drawings are not supported.

•	Control codes and special characters embedded in text shapes that require special characters are not supported.

•	.DXF files that require separate shape definition files are not supported.

•	For multiple viewport .DXF files, the file is imported using the current viewport.


The CompuServe GIF (.GIF) filter

The CompuServe GIF filter supports versions GIF87a and GIF89a.


The Computer Graphics Metafile (.CGM) filter

You can use the Computer Graphics Metafile (.CGM) filter to import .CGM graphics files that conform to version 1 of the CGM specification.

The following types are supported:

•	Line type: standard ANSI set.

•	Marker type: standard ANSI set.

•	Edge type: standard ANSI set.

•	Line elements: polyline, disjoint polyline, circular arc 3 point, circular arc center, and elliptical arc. Pens with a physical width greater than one pixel will always have a solid style. A nonsolid-style pen always has a width of one pixel.

•	Fill elements: polygon, polygon set, rectangle, circle, circular arc 3, point close, circular arc center close, elliptical arc close, and ellipse.

•	Interior style: solid, pattern, hatch, and empty.

•	Text elements: text, restricted text, and append text. Attribute changes within a text string are not recognized.

•	Polygon set.


Computer Graphics Metafile filter limitations

The following CGM graphical primitive and attribute elements are not supported:

•	Cell array

•	Character spacing

•	Character orientation

•	Character set index (only one character set is used)

•	Interior style (only hollow and solid are supported)

•	Pattern table

•	Pattern size

•	Gradients and bitmap fill patterns

•	Strike-through and underline attributes unless the source application simulates the styles by drawing lines


The CorelDRAW 3.0 (.CDR) filter

The CorelDRAW 3.0 filter has the following limitations:

•	Rotated rounded rectangles are emulated using circular arc center.

•	Vector pattern fills are not fully supported.

•	Envelope editing and perspective editing are not supported.

•	Bitmaps are not supported.

•	Extruded object groups are not fully supported.

•	OLE objects are not supported.

•	Line scaling is not supported.

•	CorelDRAW 4.0 documents saved as CorelDRAW 3.0 may not be imported.


The Encapsulated PostScript (.EPS) filter

This .EPS graphics filter supports the Adobe Systems Encapsulated PostScript Specification versions 1.0 and 2.0. The .EPS filter supports .EPS images with tagged image file format (TIFF) 5.0 or Windows metafile (.WMF) embedded display images.

If an .EPS file contains an embedded TIFF or .WMF display image, a representation of the image is displayed. The quality of the display image depends on the resolution of the TIFF or .WMF image embedded in the .EPS file. Because such display images are intended primarily to be used to position images on the page, resolution is often low.

If an embedded TIFF or .WMF display image is not included, or if the image is considered invalid by the converter, a graphics bounding box appears instead of a display image.


Printing documents containing EPS graphics

When you print with a PostScript printer, the on-screen resolution of the display image has no effect on the printing quality of the file. It doesn't matter whether a TIFF or .WMF image is embedded in the .EPS file.

When you print with a non-PostScript printer, the printer uses the TIFF or .WMF file instead of the .EPS image. These images are normally of low resolution, so the resolution of the printed image is relatively low.

If a presentation contains an .EPS file without an embedded TIFF or .WMF display image, or if the image is considered invalid by the converter, only the bounding box is printed on a non-PostScript printer.


EPS file format requirements

The EPS graphics filter isn't designed to reinterpret a file’s PostScript code to overcome nonstandard content. If an .EPS file doesn't follow Adobe specifications, PowerPoint shows a bounding box for the image on the screen and sends the original PostScript code to a PostScript printer.

Some applications can create printer-specific .EPS files by intercepting PostScript output and making a file. However, because of inconsistencies among applications, a PostScript file generated by a printer driver for one PostScript printer may not print correctly on another PostScript printer.

Note   There are two lines that must be present in the EPS header (the first part the .EPS file). (In the first line, you can substitute 1.0 for 2.0.)

•	"%!PS-Adobe-2.0 EPSF-2.0"

•	"%%BoundingBox: LLx LLy URx URy"


The HP Graphics Language (HPGL) filter

This filter supports HP-GL/2 kernel commands and command extensions. To ensure the best results when importing HP-GL/2 files, configure your application to create commands suitable for a 7595 Draft Master plotter.

The HPGL filter doesn't support Polyline Encoding or Color Table commands. The filter supports display of color images and assumes the following pen color set.

Pen number	Color
Pen 1	Black
Pen 2	Red
Pen 3	Green
Pen 4	Yellow
Pen 5	Blue
Pen 6	Magenta
Pen 7	Cyan
Pen 8	Orange


The Joint Photographic Experts Group (.JPG) filter

Use the Joint Photographic Experts Group filter to import .JPG files.


The Kodak Photo CD (.PCD) filter

The PCD filter imports images at a resolution of 512 x 768 pixels in 256 colors. If you use the Kodak Photo CD filter with the PowerPoint Picture command on the Insert menu, you can change these settings when you insert a picture.


The Lotus 1-2-3 graphics files (.PIC) filter

This filter supports .PIC files created by Lotus 1-2-3 and Borland Quattro Pro. However, the filter doesn't support Micrografx .PIC or Draw Plus .PIC.


The Micrografx Designer/Draw (.DRW) filter

This filter supports Micrografx Designer 3.x, Charisma 2.1, and Draw .DRW files. The .DRW filter imports only the entire first page of a file as it would appear in Micrografx Designer, because .DRW files don't contain information on the size of the image. Once the image is imported, the bounding box may be cropped to make it fit the size of the image.

Here are some limitations of the Micrografx Designer/Draw filter:

•	Text arrays are not supported.

•	Some Micrografx Designer 3.x fonts are not supported.

•	Clip paths, which require clipping regions, aren't supported in GDI metafiles.

•	Tiled paths, which permit object-oriented fills to be put behind clip paths, aren't supported.


The PC Paintbrush (.PCX) filter

The .PCX graphics filter PCXIMP.FLT supports all versions of the .PCX file format through ZSoft's version 3.0, with support for 256-color images. This is the common interchange format used by Microsoft Windows Paintbrush.


The Tagged Image File Format (.TIF) filter
The Tag Image File Format (.TIF) filter

The TIFF 5.0 filter supports all image types and compressions described in the TIFF Specification Revision 5.0. These types include monochrome, grayscale, palette color, and RGB full color images. This filter does not support TIFF Revision 6.0.


The Targa (.TGA) filter

Use the Targa filter to import .TGA graphics files.


The WordPerfect Graphics (.WPG) filter

This filter uses the size of the picture frame stored in the WordPerfect file to determine the size of the picture to import. The frame size of .WPG graphics created in DrawPerfect is the size of the screen.

Here are the limitations:

•	.EPS images in .WPG format don't maintain PostScript code when inserted into a presentation.

•	.WPG files with large embedded bitmaps may not display properly on computers that use the Mach series video drivers from ATI. If you think you have this problem, try running Windows Setup and changing your video driver to the 8514/a drivers supplied with Windows.


Mixing slides with different slide setups in the same slide show

You can mix slides with different slide setups in the same slide show by embedding them in your presentation, and then opening them during a slide show. For example, say you want to include in your presentation a series of slides that have a portrait orientation (taller than wide), and your presentation is set up for landscape orientation (wider than tall). If you inserted the slides into your presentation, they would assume the presentation’s landscape orientation. But if you use the Object command on the Insert menu to embed the slides, they’ll keep their portrait orientation.

Once the presentation has been embedded on a slide, resize the picture (or icon) of the first slide and change the color so it coordinates with the color scheme of your presentation. Then click Interactive Settings on the Tools menu, click OLE Action, and then click Show in the drop-down list. Now, when you show your presentation, you click the picture of the embedded presentation and it shows in its original format.

You can embed entire presentations or individual slides within your presentation. If you want to embed individual slides, you need to open the presentation that includes that slide, and then make a new presentation that includes only that slide.


Preparing files for output by a service bureau

When you send a slide or presentation to a service bureau, you need a special driver file. Usually, the driver file is provided for you by the service bureau. Check with your service bureau for specific instructions for preparing your files.

If you are in North America, you can send your presentation to Genigraphics Corporation for 35mm slides, digital color overheads, large display prints, or posters from your PowerPoint files. You can send your files by modem any time of the day and receive the printed materials back overnight. When you install PowerPoint, you have the chance to install the Genigraphics options. If you did not install these options, you will not see the Send To Genigraphics command on the File menu. Run Setup again to install them.

I have installed Genigraphics, show me the help file

To send a slide or presentation to a different service bureau, contact your service bureau for instructions.


Create a new presentation

When you create a new presentation, you can start by working with a wizard that helps you determine the content and organization of your presentation by using an outline, or you can also start by picking out a PowerPoint Design Template, which determines the presentation's color scheme, fonts, and other design features. You can also begin with blank presentation with the color scheme, fonts, and other design features set to default values.

What do you want to do?

Create a new presentation based on a suggested outline

Create a new presentation using a Design Template

Create a new presentation that is blank


Change the slide background

You can change the look of your slide background by changing its color, shade, pattern, or texture. You can also use a picture as your slide background. When you change the background, you can apply it to the current slide by clicking Apply, or to all the slides and the slide master by clicking Apply To All.

What do you want to do?

Change a slide background color

Add or change a shaded slide background

Add or change a patterned slide background

Add or change a textured slide background

Add or change a slide background picture


Change a slide background color

When you change a slide's background color, you can use one of the eight coordinated color-scheme colors or you can use a color that isn't part of the current color scheme. If you use a color-scheme color and then later change your presentation's color scheme, the background color changes to coordinate with the new color scheme. If you choose a color that's not part of the current color scheme, the color stays the same even if you change the color scheme.

If you've already changed a slide's background color, you can also return it to the color scheme's default background color. When you change the background, you can apply it to the current slide by clicking Apply, or to all the slides and the slide master by clicking Apply To All.

What do you want to do?

Change the slide background to a color scheme color

Change the slide background to a color other than a color scheme color

Change to the default slide background


Change text color

When you change text color, you can use one of the eight coordinated color-scheme colors, or you can use a color that isn't part of the color scheme. If you use a color-scheme color and then later change your presentation's color scheme, the text color changes to coordinate with the new color scheme. If you choose a color that's not part of the current color scheme, the text color stays the same even if you change color schemes.

If you change text color, you can also return text color to the color scheme's default text color.

What do you want to do?

Change text to a color scheme color

Change text to a color other than a color scheme color

Change text to the default text color


Add or change a fill

You can fill text and graphic objects with solid or shaded colors, a pattern, or a texture. You can also fill an object with the background color, pattern, or texture, and then place it on top of other objects to create a masking effect. Any time you fill an object, the new fill replaces the old. If you change an object’s fill, you can easily change it back to the default fill.

What do you want to do?

Add or change a shaded fill

Add or change a patterned fill

Add or change a textured fill

Change the fill to match the background

Change to the default fill

Change a fill color

Remove a fill


Change a fill color

When you change an object's fill color, you can use one of the eight PowerPoint color-scheme colors or you can choose a color that isn't part of the current color scheme. When you change a fill color, you override earlier fill choices, including shaded or textured fill.

If you use a standard color-scheme color and then later change your presentation's color scheme, the object's fill color changes to coordinate with the new color scheme. If you choose a color that's not part of the current color scheme, the fill color stays the same even if you change the color scheme. For example, if you draw a stop sign and fill it with a shade of red that isn't part of your presentation's color scheme, the stop sign remains that shade of red even if you change the color scheme.

What do you want to do?

Change a fill to a color scheme color

Change a fill to a color other than a color scheme color

Change a fill to the default fill color


Change the color of a line, arc, or border

When you change the color of a line, an arc, or a border, you can use one of the eight coordinated color-scheme colors, or you can use a color that isn't part of the color scheme. If you use a standard color-scheme color and then later change your presentation's color scheme, the line color changes to coordinate with the new color scheme. If you choose a color that's not part of the current color scheme, the line color stays the same even if you change the color scheme.

If you've changed the color of a line, arc, or border, you can easily reapply the default color.

What do you want to do?

Change a line, arc, or border to a color scheme color

Change a line, arc, or border to a color other than a color scheme color

Change a line, arc, or border to the default color


Change the color of a shadow on an object

If you choose a color-scheme color for an object's shadow, it changes if you change your presentation's color scheme. If you use a color not in your color scheme for an object's shadow, it doesn’t change even if you change your presentation's color scheme.

When you choose a color for a shadow, you can also make it semitransparent by selecting the Semi-Transparent check box in the Shadow dialog box (Format menu).

If you've changed the color of a shadow, you can easily reapply the default color.

What do you want to do?

Change a shadow to a color scheme color

Change a shadow to a color other than a color scheme color

Change an object shadow to the default shadow


Create notes pages

You can set up notes pages while you’re creating your presentation so you have them available, for example, when you give a slide show. You can also take minutes, record action items, and add to your notes pages during a slide show using the Meeting Minder.

What do you want to do?

Set up my notes pages

Create a notes page while working on a presentation

Make notes during a slide show

Use Microsoft Word to create notes and handouts


Print meeting minutes

You can add the minutes you take during a slide show to your notes pages and print them. Or you can transfer the minutes to a new Word document and then print that document.

What do you want to do?

Export meeting minutes recorded during a slide show to a Word document

Transfer meeting minutes to notes pages


Set timings for my slide show

There are two ways you can set the length of time that a slide will appear on-screen during a slide show. One way is to enter a time manually for each slide. The other way is to use the PowerPoint rehearsal feature, which lets you set timings automatically, adjust timings manually, and start your rehearsal again to retime a slide.

Note   Be sure the Use Slide Timings option is selected before running an automatic presentation. Click Slide Show on the View menu, and then click Use Slide Timings.

What do you want to do?

Set timings for your slide show manually

Set timings while rehearsing


Create a build slide
Create a build slide with animated objects

On build slides, bullet points and objects appear one at a time with animated effects. You can set up the way you want bullet points in the main text to appear — dissolve in or drop in from the top of the slide, for example — and determine whether you want the previous points on the slide to dim, change color or be hidden when a new point is added. Text can appear on the slide by the letter, word, or paragraph. You can also have graphic images and other objects such as charts and movies appear progressively if you want.

What do you want to do?

Build body text

Build graphics and other objects


Set up a branch in my presentation

You can branch to other slides in your presentation or to other presentations. For example, you might make a presentation about your company’s marketing plan and, within that slide show, create a branch to another presentation about the marketing budget.

You can also branch to slides within your presentation. For example, you might create some special slides that give more detail on a topic, then branch to those slides for a particular audience.

When you set up a branch, you create a “button” by drawing a filled circle, for example. Then you use Interactive Settings to associate the button with the branching you want to do. During the slide show, you click the “button” to launch the presentation or to branch to a slide. You always have the option of branching or not, depending on the needs of your audience.

When you branch to a presentation, you automatically return to the slide where you started. When you branch to a slide within a presentation, use the Slide Navigator to return, or make another button that returns you to the first slide.

What do you want to do?

Set up a branch using an embedded presentation

Set up a branch within my presentation


Change the annotation pen color

You can change the color of the pen you use to annotate your electronic presentation while you work on the presentation or while you give a slide show.

What do you want to do?

Change the annotation pen color while I give a slide show

Change the annotation pen color while I work in PowerPoint


Show one or more presentations from a play list
Show one or more presentations from a play list using the PowerPoint Viewer

1	In Windows Explorer, double-click the PowerPoint Viewer.

2	Enter the name of the play-list document.

3	Click Show.

Note   To show presentations from a play list, you must first create a document that contains the filenames of the presentations you want to run.

How?


Use my Harvard Graphics or Lotus Freelance files

Microsoft PowerPoint for Windows 95 can read Harvard Graphics for DOS version 2.3 chart and show files. Objects are translated as closely as possible, while maintaining editability and fidelity.

What do you want to learn about?

Translating Harvard Graphics DOS 2.3 to Microsoft PowerPoint for Windows 95

Translating Harvard Graphics DOS 3.0 to Microsoft PowerPoint for Windows 95

Translating Lotus Freelance DOS 4.0 to Microsoft PowerPoint for Windows 95

Translating Lotus Freelance 1.0 - 2.1 for Windows to Microsoft PowerPoint for Windows 95


Make sure text displays properly on a different computer

1	On the File menu, click Save As.

2	Select the Embed TrueType check box.

Note   If for some reason a font cannot be embedded (for example, it is not marked as editable or installable), an alert will appear and tell you why the font cannot be embedded.


Check my presentation for visual clarity, consistency, and style

1	Open the presentation you want to check.

2	On the Tools menu, click Style Checker.

3	Click the items you want to check in your presentation.

You can click Options to see more choices.


Create and view my first presentation

1	Start PowerPoint.

If PowerPoint is already running, on the File menu, click New.

2	On the Presentations tab, click the sample presentation that most closely resembles your presentation’s subject.

For example, pick Training if your presentation is instructional.

3	When the sample presentation opens in slide view, select the text in the title slide and type your own title.

4	Continue to type your text in place of the sample text on each slide.

5	When you finish, click Save on the File menu, name your presentation, and then click Save.

6	To look at your presentation on-screen, click  [image] at the bottom of the PowerPoint window. Click to advance the slides manually.


Use shortcut menus

1	Select the object for which you want to use a shortcut menu.

2	Click the right mouse button, and then click the command you want.


Create my own presentation template with suggested content

1	On the File menu, click New, and then click the Presentations tab.

2	Open the presentation with the appropriate subject.

The General presentation covers a wide variety of subjects.

3	In outline view, change the template title (on slide 1) and the suggested content to reflect your needs.

How?

4	In slide view, change the color scheme to suit your needs.

How?

5	Add or change items on the slide background by using the slide master and the New Title Master.

How?

6	On the File menu, click Save As.

7	Navigate to the Office 95 folder, double-click the Templates folder and then double-click the Presentations folder.

8	Click Presentation Templates in the Save As Type box.

9	Enter a name for the new template, and then click Save.


Change the default format of the blank presentation

1	Open a presentation or create a new presentation.

2	Change the color scheme to suit your needs.

How?

3	Add or change items on the slide background by using the slide master.

How?

4	On the File menu, click Save As.

5	Click Presentation Templates in the Save As Type box.

6	Navigate to the Office 95 folder, and then open the Template folder.

7	Select General, and then click Save.

8	To replace the old default format, click Yes in the message box that appears.


Add other colors from imported art to drop-down color palettes

1	Select the imported art with the colors you want to add.

2	On the Tools menu, click Recolor.

3	In the New box, click the color you want to add.

4	Click Other Color.

5	Click OK without picking another color.


Go to a specific slide

•	In slide or notes pages view, drag the vertical scroll bar.

As you drag, the slide number and title are displayed next to the scroll bar.

•	In outline view, double-click the slide icon.

•	In slide sorter view, double-click the slide image.

•	In notes pages view, double-click the slide image.


Add or change a shaded slide background

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Shaded.

3	Select the options you want.


Add or change a patterned slide background

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Patterned.

3	Select the options you want.


Add or change a textured slide background

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Textured.

3	Select the texture you want.


Add or change a slide background picture

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Picture.

3	Double-click the filename of the picture you want to use as your background.


Change to the default slide background

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Automatic.


Change the slide background to a color scheme color

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click the color you want.


Change the slide background to a color other than a color scheme color

1	In slide view, on the Format menu, click Custom Background.

2	Under Background Fill, click the down arrow, and then click Other Color.

3	Click the color you want.


Correct typing and spelling errors automatically

1	On the Tools menu, click AutoCorrect.

2	Select the Replace Text As You Type check box.


Add or change a shaded fill

1	In slide view, click the object you want to change.

2	Click  [image].

3	On the Fill Color drop-down, click Shaded.

4	Select the shaded fill options you want.


Add or change a patterned fill

1	In slide view, click the object you want to change.

2	Click  [image].

3	On the Fill Color drop-down, click Patterned.

4	Select the options you want.


Add or change a textured fill

1	In slide view, click the object you want to change.

2	Click  [image].

3	On the Fill Color drop-down, click Textured.

4	Select the texture you want.


Change a fill to a color scheme color

1	Select the object you want to change.

2	Click  [image].

3	Click the color-scheme color you want.


Change a fill to a color other than a color scheme color

1	Select the object you want to change.

2	Click  [image].

3	Click Other Color.

4	Click the color you want.


Change a fill to the default fill color

1	Select the object you want to change.

2	Click  [image].

3	Click Automatic.


Change where a shadow falls in relation to an object

1	In slide view, select the object with the shadow you want to change.

2	On the Format menu, click Shadow.

3	Under Offset, select the options you want.


Change an object shadow to the default shadow

1	In slide view, select the object with the shadow you want to change.

2	On the Format menu, click Shadow.

3	In the Color box, click Automatic.

Note   If you shadow an unfilled object that has text in it, the text is also shadowed. To hide the text shadow and still have the box appear unfilled, fill the object with the background color.


Add an embossed effect to a PowerPoint object

1	In slide view, select the object you want to emboss.

2	On the Format menu, click Shadow.

3	In the Color box, click Embossed.

Note   You can use the Font command on the Format menu to emboss text in an object.


"Nudge" an object in small increments
“Nudge” an object in small increments

•	In slide or notes view, select the object, and then press an arrow key.


Save a slide as a metafile to use with other applications

1	Display or select the slide you want to save as a metafile.

2	On the File menu, click Save As.

3	In the Save As Type box, click Windows Metafile.


 Use my presentation as a starting point for a Microsoft Word document

1	Open the presentation.

2	Click  [image].

Your outline opens in Microsoft Word.

3	Use the Word tools and menus to create your Word document.


Break the connection between a linked object and its source

1	On the Edit menu, click Links.

2	In the Link box, click the links you want to remove.

3	Click Break Link, and then click Yes in the message box that appears.

The linked object is converted into a picture, which you can convert into a PowerPoint object and then modify with PowerPoint tools and commands.

Note   Once you break an object’s link with its source application, you can’t reestablish it.


Edit linked information

1	Double-click the object to open its source document.

2	In the source document, make the changes you want.

3	On the File menu, click Save.

4	Click away from the object or click Exit And Return on the File menu to return to PowerPoint.

The linked object is updated in your presentation, reflecting the changes you made.


Create a link to selected information

1	Open the application that contains the object or information to which you want to create a link.

2	Select the information or object, and, on the Edit menu, click Copy.

3	Open the PowerPoint presentation in which you want to insert the information or object, and display the slide on which you want the object to appear.

4	On the Edit menu, click Paste Special.

5	Click Paste Link.

6	Click the format you want in the As box if you have a choice.

Note   You can only paste linked information if PowerPoint recognizes the source application. If you can’t create the link, you can still copy and paste the information.


Create a link from an entire file or document

1	In slide view, display the slide on which you want the file or document to appear.

2	On the Insert menu, click Object.

3	Click Create From File, and then navigate to the file or document.

4	Select the Link check box.


Reconnect links to renamed or moved documents

1	In slide view, select the linked object.

2	On the Edit menu, click Links.

3	In the Links box, select the link you want to reconnect.

4	Click Change Source, and then navigate to the renamed or moved document.

5	Click Update Now.


Update a link manually

1	On the Edit menu, click Links.

2	Click the link you want to update.

3	Click Update Now if the source document has been changed.

Note   You can change back to automatic updating later if you want.


Create a notes page while working on a presentation

1	On the View menu, click Notes Pages.

2	Click the notes box, and then enter your notes.

Note   To enlarge the view of the notes box, click  [image].


Set up my notes pages

The notes master works in the same way as the slide master.

1	On the View menu, point to Master, and then click Notes Master.

2	Resize or change the location of the slide image and the notes box to suit your needs.

3	Add art, text, headers, or footers as well as the date, time, or page number if you want.


Make notes during a slide show

1	During a slide show, click the right mouse button, and then click Meeting Minder.

2	Click the tab that represents what you want to do.

For example, to record action items as bullet points on the last slide in your slide show, click the Action Items tab.

3	Type in the space provided on the tab.


Change the position or look of a header or footer on notes pages, handouts, and outlines

1	On the View menu, point to Master, and then click Notes Master or Handout Master.

If you want the changes you make to appear on your printed outline, work on the handout master.

2	Select the header or footer, and then drag it to a new position, or change text attributes by using the tools on the Formatting toolbar.


Export meeting minutes recorded during a slide show to a Word document

1	In slide view, on the Tools menu, click Meeting Minder.

During a slide show, click the right mouse button, and then click Meeting Minder.

2	Click the Meeting Minutes tab, and then click Export.

3	Select the Export Meeting Minutes And Action Items To Word check box, and then click Export Now.


Transfer meeting minutes to notes pages

1	In slide view, on the Tools menu, click Meeting Minder.

During a slide show, click the right mouse button, and then click Meeting Minder.

2	Click the Meeting Minutes tab, and then click Export.

3	Select the Add Meeting Minutes To Notes Pages check box, and then click Export again.


Prepare files for output by Genigraphics

If you are in North America, you can send your presentation to Genigraphics for color 35mm slides and other color output right from PowerPoint.

1	Open the presentation that contains the slides you want to send to Genigraphics.

2	On the File menu, click Send to Genigraphics.

3	Follow the instructions on your screen.

I have installed Genigraphics, show me the help file


Set up the slide size and orientation for printing

1	On the File menu, click Slide Setup.

2	In the Slides Sized For box, click the option you want.

3	Under Slides, click Portrait or Landscape.

All slides in your presentation need to be in one orientation.

4	Under Notes, Handouts, & Outline, click Portrait or Landscape.

You can print notes, handouts, and outlines in portrait orientation even if you've selected landscape orientation for your slides.

5	To number your slides starting with a number other than 1, type that number in the Number Slides From box.

Note   You can insert page numbers on a slide by clicking the Header And Footer command on  the View menu.


Arrange an outline for printing

Your outline prints just as it appears on-screen in outline view.

•	To print only the slide titles in your outline, click  [image].

•	To print all levels of text in your outline, click  [image].

•	To print your outline with or without formatting, click  [image] to show or hide formatting on-screen.

•	To increase or decrease the type size for your printed outline, click  [image] to change the view scale.

•	To show headers and footers on your printed outline, on the View menu, point to Master, and then click Handout Master. On the View menu, click Header And Footer, and then choose the options you want.


Create a print file

1	Open the presentation that contains the slides you want to print to a file.

2	On the File menu, click Print.

3	Select the Print To File check box.

4	Click the driver to which you want to print.


Improve how an object will look when printed in black and white

1	Click  [image].

2	Select the object, and then click the right mouse button.

3	Point to Black And White, and then click an option.

Tip   You can change more than one object at a time by holding down SHIFT while you click each object and then choosing an option. You can also mix black and white options on one slide.


Review slide show settings for a particular slide

•	In slide view, after you’ve chosen your slide show settings, click  [image].

Press ESC to return to slide view.


Set timings for my slide show manually

1	In slide sorter view, select a slide.

2	Click  [image].

3	Click Automatically After [    ] Seconds, and then enter the number of seconds that you want the slide to be on the screen.

4	Repeat the process for each slide for which you want to set timing manually.


Add transitions to a slide show

1	In slide sorter view, select the slide or slides for which you want to add a transition.

2	Click  [image].

3	In the Effect box, click the transition you want.

Note   You can also set transitions for individual slides in slide view by clicking Slide Transition on the Tools menu.


Set slide timings while rehearsing

1	On the View menu, click Slide Show.

2	Click the Rehearse New Timings option, and then click Show.

The slide show starts in rehearsal mode.

3	Click the Advance button when you’re ready to go to next slide.

4	When you finish, click Yes to accept the slide timings, or click No to try again.

Note   If you know the timing you want for a slide, you can enter the timing directly in the Rehearsal dialog box.


Build body text
Animate body text

1	In slide view, select the text or the text object you want to build, or, in slide sorter view, select the slide with the text you want to build.

2	On the Tools menu, click Animation Settings.

In slide sorter view, you can use the tools on the Slide Sorter toolbar.

3	Click the type of build you want for the selected text or text object in the Build Options box.

Once you select a build option, other options become available.

4	Select the options you want.

Tip   A quick way to create basic build text is to point to Build Slide Text on the Tools menu and click a build option. If you want to specify other options for the build, such as dimming a bullet point or changing its color after it is built, use the Animation Settings command on the Tools menu.


Build graphics and other objects
Animate graphics and other objects

1	In slide view, click the object you want to build.

2	On the Tools menu, click Animation Settings.

3	Select the options you want.

Note   You can create builds using more than one object by setting the build effect for each one separately.


Insert a black slide at the end of a slide show automatically

1	On the Tools menu, click Options.

2	On the View tab, select the End With Black Slide check box.


Set up a slide show to run in a continuous loop

1	On the View menu, click Slide Show.

2	Select the Loop Continuously Until 'ESC' check box.


Specify a slide to be hidden during a slide show

•	In slide view, on the Tools menu, click Hide Slide.

•	In slide sorter view, select the slide you want to hide, and then click  [image].


Set up an OLE object to open during a slide show

1	In slide view, select the OLE object.

2	On the Tools menu, click Interactive Settings.

3	Click OLE Action, and then click Open.

Now, when you click the OLE object during the slide show, the application opens.


Set up a sound, movie, or presentation to play during a slide show

1	In slide view, click the icon or the poster of the sound, movie, or presentation you want to play during a slide show.

2	On the Tools menu, click Animation Settings.

3	In the Play Option box, click Play, or click Show for a presentation, and then click More.

4	Select the options you want.


Set up an application to open during a slide show

1	In slide view, display the slide from which you want to open an application.

2	Use the PowerPoint drawing tools to create a button, or insert a piece of clip-art to use as a button.

For example, you can draw a star or an ellipse using the tools on the AutoShapes toolbar, and then fill it with texture and add a shadow to it.

3	Select the button, and, on the Tools menu, click Interactive Settings.

4	Click Run Application, and then type the path for the application you want to open.


Set up a branch within my presentation

1	In slide view, display the slide on which you want to set up a branch to another slide.

2	Use the PowerPoint drawing tools to create a button, or insert a clip-art image to use as a button.

For example, you can draw a square and fill it.

3	Select the button, and then, on the Tools menu, click Interactive Settings.

4	Click Go To, and then click the slide to which you want to branch on the drop-down list.

Tip   To complete the branch by returning to the original slide, create a button on the branch slide that takes you back to the original slide.


Set up a branch to an embedded presentation

1	In slide view, display the slide from which you want to branch to another presentation.

2	On the Insert menu, click Object.

3	Select the Create From File check box, navigate to the presentation to which you want to branch, and then double-click it.

4	Move, resize, and recolor the button to fit the style of your presentation.

5	Select the button, and then, on the Tools menu, click Interactive Settings.

6	Click OLE Action, and then click Show.

You can add more branches to the same slide, if you want.


Branch to a slide in my presentation

1	During the slide show, click the button you added to branch to a slide.

2	To return to the slide from which you branched, click the button you added to return.

Tip  You can also return to the original slide or go to another slide using the Slide Navigator. Click the right mouse button, point to Go To, click Slide Navigator, and then select the slide you want.


Open a presentation in slide show view

1	In Windows Explorer, click the right mouse button to display the shortcut menu.

2	Click Show.

Note   When you end the slide show, the Windows Explorer window becomes active.


Branch to another presentation

•	During the slide show, click the button you added to branch to the embedded presentation.

When you finish viewing the presentation, you automatically return to the slide from which you branched.


Jump to a specific slide during a slide show

1	During the slide show, click the right mouse button, point to Go To, and then click Slide Navigator.

2	On the list of slides, click the slide to which you want to jump, and then click Go To.


Change the annotation pen color while I give a slide show

1	During a slide show, click the right mouse button to display the slide show shortcut menu.

2	Point to Pointer Options, point to Pen Color, and then click a color.


Write or draw (annotate) on slides during a slide show

1	During a slide show, click the right mouse button to display the slide show shortcut menu.

2	Click Pen to change the pointer to a pen.

3	Hold down the mouse button as you draw or write on your slide.

Tip   You can also write and draw on your slides during a presentation conference.


Erase annotations during a slide show

•	During a slide show, press the letter E to erase annotations.

Note   If you don’t erase annotations while the slide is showing, the annotations automatically disappear when you move to the next slide.


Hide the slide show pen or pointer

1	During a slide show, click the right mouse button to display the slide show shortcut menu.

2	Point to Pointer Options, and then click Hide Now or Hide Always.

Hide Now turns the icon off until you move the mouse. Hide Always turns the icon off for the rest of the slide show.


Display a hidden slide during a slide show

•	On the slide that precedes the hidden slide, click the right mouse button, point to Go To, and then click Hidden Slide. The command will be active only if the next slide is a hidden slide.

Tip   If you plan to include hidden slides in your presentation, it’s a good idea to note where they are going to appear. That way you can reveal them by pressing the H key on the slide that precedes them. Your audience will never know that you’re displaying hidden slides.


Give a slide show with the PowerPoint Viewer

1	In the Windows Explorer, select PowerPoint Viewer.

2	Select the presentation you want to show.

3	Click Show.


Create disks that contain the PowerPoint Viewer and a presentation

1	On the File menu, click Pack And Go Wizard.

2	Follow the on-screen instructions to copy the PowerPoint Viewer and your presentation to a disk.


Set the default resolution for the Kodak Photo CD filter

The Kodak Photo CD filter is used most often when importing your own art into the Microsoft ClipArt Gallery.

1	On the Windows 95 Start menu, click Run.

2	In the Open box, type notepad.exe win.ini and then click OK to open the Win.ini file in Notepad.

3	To add an [MS Photo CD Import Filter] section in Win.ini if one does not already exist, position the insertion point at the end of the file and type [MS Photo CD Import Filter].

4	In the [MS Photo CD Import Filter] section, type the following line, where N is a number between 0 and 8 for the default resolution you want to use (click here [image] for more information about which default resolution number to use):

DefaultResolution=N

5	On the File menu, click Save, and then click Exit.


Create a new presentation that is blank
Create a blank presentation

1	Under the File menu, click New.

2	Select the General tab and then double click on the Blank Presentation icon.

The new presentation uses the color scheme and the title and text styles of the PowerPoint default presentation.


Remove a border

1	In slide view, select the object that has a border you want to remove.

2	On the Format menu, click Colors and Lines.

3	Under Line Color, click the down arrow, and then click No Line.


Remove a fill

1	In slide or notes view, select the object.

2	On the Format menu, click Colors And Lines.

3	On the Fill drop-down list, click No Fill.


Change to the default fill

1	In slide or notes view, select the object.

2	On the Format menu, click Colors And Lines.

3	On the Fill drop-down list, click Automatic.


Change the fill to match the background

1	In slide or notes view, select the object.

2	On the Format menu, click Colors And Lines.

3	On the Fill drop-down list, click Background.


Change a line, arc, or border to the default color

1	In slide or notes view, select the line, arc, or object border.

2	On the Format menu, click Colors And Lines.

3	On the Color drop-down list, click Automatic.


Change a line, arc, or border to a color scheme color

1	In slide or notes view, select the line, arc, or object border.

2	On the Format menu, click Colors And Lines.

3	On the Color drop-down list, click your choice in the color palette.


Change an object shadow to a color scheme color

1	In slide or notes view, select the object.

2	On the Format menu, click Shadow.

3	On the Color drop-down list, click your choice in the color palette.


 Change an object shadow to a color other than a color scheme color

1	In slide or notes view, select the object.

2	On the Format menu, click Shadow.

3	On the Color drop-down list, click Other Color.


Change text to the default text color

1	In slide or notes view, select the text you want to change.

2	On the Format menu, click Font.

3	On the Color drop-down list, click Automatic.


Change text to a color scheme color

1	In slide or notes view, select the text you want to change.

2	On the Format menu, click Font.

3	On the Color drop-down list, click your choice in the color palette.


Change text to a color other than a color scheme color

1	In slide or notes view, select the text you want to change.

2	On the Format menu, click Font.

3	On the Color drop-down list, click Other Color.


Create a new presentation based on a suggested outline

1	On the File menu, click New.

2	On the Presentations tab, click AutoContent Wizard.


Create a new presentation using a Design Template

1	On the File menu, click New.

2	On the Presentations Designs tab, click the design template you want to use.


Change a line, arc, or border to a color other than a color scheme color

1	In slide view, select the line.

2	On the Format menu, click Colors And Lines.

3	On the Color drop-down list, click Other Color.


Default resolutions for the Kodak Photo CD filter

The following resolutions support 256 colors (8 bit). The quality of the images is lower, but they display and print more quickly.

Default resolution number	Resolution
0	512 x 768 (default)
1	128 x 192 (small picture)
2	256 x 384
3	1024 x 1536
4	2048 x 3072 (large picture)
The following resolutions support 16.7 million colors (24 bit). The quality of the images is high, but they display and print slowly.

Default resolution number	Resolution
5	512 x 768 (small picture, high quality)
6	128 x 192
7	256 x 384
8	1024 x 1536 (large picture, high quality)


How objects and text on my slide appear in black and white view

When you’re creating an on-screen presentation in color, you may find you want to print audience handouts in black and white. When you convert to black and white view by clicking  [image], the objects and text in your presentation appear on-screen and print in the ways listed below. You can change how an object prints by selecting one of the options on the shortcut menu that appears when you click the right mouse button and point to Black And White.

Object	Appearance in black and white view
Text	Black
Text shadows	Hidden
Embossing	Hidden
Fills	Grayscale
Frame	1-point frame
Pattern fills	Grayscale
Lines	Black
Object shadows	Gray
Bitmaps	Grayscale
Slide backgrounds	White


Using keyboard shortcuts to delete and copy

To do this	Press
Delete character left	BACKSPACE
Delete word left	CTRL+BACKSPACE
Delete character right	DELETE
Delete word right	CTRL+DELETE
Cut	CTRL+X
Copy	CTRL+C
Paste	CTRL+V
Undo	CTRL+Z


Using keyboard shortcuts to move around in text

To move	Press
One character left	LEFT ARROW
One character right	RIGHT ARROW
One line up	UP ARROW
One line down	DOWN ARROW
One word left	CTRL+LEFT ARROW
One word right	CTRL+RIGHT ARROW
To end of line	END
To beginning of line	HOME
Up one paragraph	CTRL+UP ARROW
Down one paragraph	CTRL+DOWN ARROW
To end of page	CTRL+END
To start of page	CTRL+HOME
To previous object	SHIFT+TAB
To next object	TAB
To next Title or Body Text	CTRL+ENTER
Repeat Find or Go To	SHIFT+F4


Using keyboard shortcuts while working on my outline

To do this	Press
Promote paragraph	ALT+SHIFT+LEFT ARROW
Demote paragraph	ALT+SHIFT+RIGHT ARROW
Move selected paragraphs up	ALT+SHIFT+UP ARROW
Move selected paragraphs down	ALT+SHIFT+DOWN ARROW
Show heading level 1	ALT+SHIFT+1
Expand text under a heading	ALT+SHIFT+PLUS
Collapse text under a heading	ALT+SHIFT+MINUS
Show all text and headings	ALT+SHIFT+A
Turn character formatting on/off	Keypad /


Using keyboard shortcuts to select text and objects

To do select this	Press
Character right	SHIFT+RIGHT ARROW
Character left	SHIFT+LEFT ARROW
To end of word	CTRL+SHIFT+RIGHT ARROW
To beginning of word	CTRL+SHIFT+LEFT ARROW
Line up	SHIFT+UP ARROW
Line down	SHIFT+DOWN ARROW
All objects (slide view)	CTRL+A
All slides (slide sorter view)	CTRL+A
All text (outline view)	CTRL+A
A word	Double-click
A paragraph	Triple-click
Drag-and-drop copy	CTRL+select and drag


Using keyboard shortcuts to control PowerPoint windows

To do this	Press
Go to previous presentation window	CTRL+SHIFT+F6
Go to next presentation window	CTRL+F6
Maximize PowerPoint application window	ALT+F10
Maximize presentation window	CTRL+F10
Restore presentation window to previous size	CTRL+F5


Using keyboard shortcuts for menu commands

File menu

To do this	Press
Open new presentation	CTRL+N
Open existing presentation	CTRL+O
Close	CTRL+W or CTRL+F4
Save	CTRL+S or SHIFT+F12
Save As	F12
Print	CTRL+P or CTRL+SHIFT+F12
Exit/Quit PowerPoint	CTRL+Q or ALT+F4
Edit menu

To do this	Press
Undo	CTRL+Z
Repeat/Redo	CTRL+Y
Clear	DELETE
Cut	CTRL+X
Copy	CTRL+C, CTRL+INSERT
Paste	CTRL+V, SHIFT+INSERT
Select all	CTRL+A
Find	CTRL+F
Replace	CTRL+H
Duplicate	CTRL+D
Update links	CTRL+SHIFT+F7
View menu

To do this	Press
Show guides (toggle)	CTRL+G
Switch to the Title Master or Slide Master view	SHIFT+click view button
Insert menu

To do this	Press
Create new slide	CTRL+M
Create new slide without New Slide dialog box	CTRL+SHIFT+M
Add date	ALT+SHIFT+D
Add page number	ALT+SHIFT+P
Add time	ALT+SHIFT+T
Format menu

To do this	Press
Format character	CTRL+T
Center paragraph	CTRL+E
Justify paragraph	CTRL+J
Left-align paragraph	CTRL+L
Right-align paragraph	CTRL+R
Draw menu

To do this	Press
Move from title to text	CTRL+ENTER
Show title in slide sorter view	ALT+click
Group	CTRL+SHIFT+G
Ungroup	CTRL+SHIFT+H
Regroup	CTRL+SHIFT+J
Help menu

To do this	Press
Display Help Contents screen	F1
Display context-sensitive Help	SHIFT+F1


Using keyboard shortcuts during a slide show

To do this	Press
Go to slide <number>	<Number>+ENTER
Black/unblack screen	B
White/unwhite screen	W
Show/hide pointer	A
Stop/restart automatic show	S
End show	ESC
Erase screen annotations	E
Use new time	T
Use original time	O
Advance to hidden slide	H
Go to slide 1	Hold both mouse buttons down for 2 seconds
Advance to next slide	Mouse click
Return to previous slide	BACKSPACE


 Translating Harvard Graphics DOS 2.3 to Microsoft PowerPoint for Windows 95

The following tables show translations for particular features. The tables list only features that are not converted, are not supported in one product or the other, or that require some comment.

"Yes" means the feature exists in both products and is converted from one product to the other. "No" means it exists in both products but is not completely converted between the two. "N/S" means the feature is not supported in one of the products or is not converted completely between products.

Feature	HG 2.3 to PowerPoint	Comments
File Type
.TPL -Template file	N/S	When referenced in .SHW, converted to slide
.CHT - Chart file	.PPT	Converted to presentation with one slide
.SHW - Show file	.PPT	Converted to presentation with multiple slides
.PAL - palette file	N/S	Not read in directly, but when referenced, the colors are used in PowerPoint color scheme. Palette is handled as follows: 1) look in explicit path for .PAL file, 2) look in current directory for .PAL file, 3) use built-in default palette if .PAL file is not found.
Fonts	Converted to TrueType Fonts
Executive		Arial
Traditional		Times New Roman
Square Serif		Courier New
Roman		Times New Roman
Sans Serif		Arial
Script		Monotype Corsiva
Gothic		Century Gothic
Text Attributes
Filled	N/S	Plain text
Skewed	N/S	Plain text
Table	Yes	PowerPoint objects of text and lines, not table. Each text object is separate item.
Colors - palette of 16 colors	Yes	Colors are maintained and added to color scheme if palette file found.
Color to color shading	N/S	Color to black or white shading
Organization Chart	Yes	Converted to Microsoft Organization Chart object; size not always maintained. Only five levels are supported. Levels greater than five are converted to level five.
Bitmap fills	N/S	All filled bitmaps translated to single color filled objects, using object fill color.
Charts	Microsoft Graph 5.0	Maintains all data in the datasheet. Graph type converted as closely as possible.
Linked charts	N/S	Multiple graphs created with same datasheet, not linked in Microsoft Graph.
Pie chart - Sort slices option	N/S	Ignored
3-D combination charts	N/S	Maintains combination chart (overlay), turns into 2-D charts
Pyramid chart	N/S	Column chart
Cylinder chart	N/S	Column chart
Charts with datasheet (table)	N/S	Maintains chart; data is retained in datasheet but is not displayed.
XY Line and Point Curved	N/S	Translated to a line chart; the user may change to a curved line.
XY Line and Point Best Fit	Yes	Translated to a line chart; the user may change to a regression line.
Charts plotted along Y axis horizontally	N/S	Plotted along X axis vertically in Microsoft Graph.
XY Bar (Horizontal)	N/S	Paired Bar, series overlay 100 percent.
Pie chart with both data labels and values	N/S	Microsoft Graph allows only labels, or values, or percentage and label. Displays labels only.
More than four overlay charts	N/S	Data is retained in the datasheet, but rows are excluded so only first four charts are plotted.
Hyperlinks, HyperShow	N/S	Not supported
Slide show transitions
Replace		Cut
Overlay		No transition
Keep		No transition
Wipe Right		Wipe Right
Wipe Left		Wipe Left
Wipe Up		Wipe Up
Wipe Down		Wipe Down
Scroll Right		Cover Right
Scroll Left		Cover Left
Scroll Up		Cover Up
Scroll Down		Cover Down
Fade		Dissolve
Fade Down		Dissolve
Open Right		Split Vertical Out
Open Left		Split Vertical Out
Open Up		Split Vertical Out
Open Down		Split Vertical Out
Close Right		Split Vertical In
Close Left		Split Vertical In
Close Up		Split Vertical In
Close Down		Split Vertical In
Blinds Right		Blinds Vertical
Blinds Left		Blinds Vertical
Blinds Up		Blinds Horizontal
Blinds Down		Blinds Horizontal
Iris In		Box In
Iris Out		Box Out
Weave	N/S	No transition
Rain	N/S	No transition
Other items:

•	For Speedo and hardware fonts, Speedo names will be named "Speedo<number>" and hardware fonts will be named "LP,<number>". Use the Replace Fonts feature in PowerPoint to assign to the appropriate TrueType font.

•	The maximum point limit for drawing objects converted to freeform objects is 2048 points.

Freeform and Draw/Annotation

•	Text will translate into separate PowerPoint text blocks.

For "title" charts

•	First, second, and third lines of "Top" field will translate into the PowerPoint title.

•	"Middle" and "bottom" fields will translate into PowerPoint text blocks.

For "simple list" charts

•	Title and subtitles will translate into one PowerPoint title, using title alignment.

•	Footnotes will be translated into one PowerPoint text block.

•	Text will be translated into one PowerPoint text body object, maintaining alignment.

For "bullet list" charts

•	Title and subtitles will be translated into PowerPoint titles.

•	Footnotes will be translated into one PowerPoint text block.

•	Text will be translated into one PowerPoint text body object.

For "column" charts

•	Title and subtitles will be translated into the PowerPoint title.

•	Footnotes will be translated into one PowerPoint text block.

•	The first column of multicolumn text will become the body, and the remaining ones will be translated into text objects.


 Translating Harvard Graphics DOS 3.0 to Microsoft PowerPoint for Windows 95

The following tables list only features that are not converted, are not supported in one product or the other, or that require some comment.

"Yes" means the feature exists in both products and is converted from one product to the other. "No" means it exists in both products but is not completely converted between the two. "N/S" means the feature is not supported in one of the products or is not converted completely between products.

Feature	HG 2.3 to PowerPoint	Comments
File type
.CH3 - Chart file	.PPT	Converted to presentation with one slide.
.SH3 - Show file	.PPT	Converted to presentation with multiple slides.
.TP3 - Template file	N/S	Not supported, ignored
.PL3 - chart palette file .PC3 - custom palette file	N/S	.PL3 palettes are translated to PowerPoint color scheme if found. .PC3 palettes are ignored. Palette is handled as follows: 1) look in explicit path for .PL3 file, 2) look in current directory for .PL3 file, 3) use built-in default palette if .PL3 file is not found.
Fonts	Converted to TrueType Fonts
Swiss		Arial
Dutch		Times New Roman
Geo Slab		Courier New
HG Roman		Times New Roman
HG Sans Serif		Arial
HG Script		Monotype Corsiva
HG Gothic		Century Gothic
Monospace		Arial
Text attributes
Filled	N/S	Plain text
Skewed	N/S	Plain text
Evolved	N/S	Look maintained, converted to objects
Stretched vertically and horizontally	N/S	As close as possible
Outline	N/S	Bold text
Table	Yes	PowerPoint objects of text and lines, not table. Each text object is separate item.
Colors - palette of 64 colors defined by .PC3 file	Yes	Colors are maintained and added to color scheme if palette file found.
Color to color shading	N/S	Color to black or white shading
Organization Chart	Yes	Converted to Microsoft Organization Chart object; size not always maintained. Only five levels are supported. Levels greater than five are converted to level five.
Bitmap fills	N/S	All filled bitmaps translated to single color filled objects, using object fill color.
Bezier Curve	N/S	Freeform curve
Charts	Microsoft Graph 5.0	Maintains all data in the datasheet. Graph type converted as closely as possible.
Linked charts	N/S	Multiple graphs created with same datasheet, not linked in Microsoft Graph.
Pie chart - Sort slices option	N/S	Ignored
3-D combination charts	N/S	Maintains combination chart (overlay), turns into 2-D charts
Pyramid chart	N/S	Column chart
Cylinder chart	N/S	Column chart
Charts with datasheet (table)	N/S	Maintains chart; data is retained in datasheet but is not displayed.
XY Line and Point Curved (option 2 in Gallery)	N/S	Translated to a line chart; the user may change to a curved line
XY Line and Point Best Fit (option 3 in Gallery)	Yes	Translated to line chart; the user may change to a regression line.
Charts plotted along Y axis horizontally (e.g., Horizontal Line Gallery)	N/S	Plotted along X axis vertically in Microsoft Graph.
XY Bar (Horizontal) (Gallery option 6)	N/S	Paired Bar, series overlay 100 percent.
Pie chart with both data labels and values	N/S	Microsoft Graph allows only labels, or values, or percentage and label. Displays labels only.
More than four overlay charts	N/S	Data is retained in the datasheet, but rows are excluded so only first four charts are plotted.
Pictures - .TIF, .PCX, .PCC	.TIF, .PCX supported; .PCC not supported	.PCC will be ignored; .PCX and .TIF files will be converted if they are in explicit path, or in the current directory and if appropriate graphics filter is installed during PowerPoint Setup.
AutoBuild slides	Build slides
Hyperlinks, HyperShow	N/S	Not supported
Slide show transitions
Replace		Cut
Overlay	N/S	None
Keep	N/S	None
Wipe Right		Wipe Right
Wipe Left		Wipe Left
Wipe Up		Wipe Up
Wipe Down		Wipe Down
Wipe In		Box In
Wipe Out		Box Out
Scroll Right		Cover Right
Scroll Left		Cover Left
Scroll Up		Cover Up
Scroll Down		Cover Down
Scroll In		Cover Up
Scroll Out		Cover Down
Fade		Dissolve
Fade Right		Dissolve
Fade Left		Dissolve
Fade Up		Dissolve
Fade Down		Dissolve
Fade In		Dissolve
Fade Out		Dissolve
Open Right		Split Vertical Out
Open Left		Split Vertical Out
Open Up		Split Vertical Out
Open Down		Split Vertical Out
Open In		Box Out
Open Out		Box Out
Close Right		Split Vertical In
Close Left		Split Vertical In
Close Up		Split Vertical In
Close Down		Split Vertical In
Close In		Box In
Close Out		Box In
Blinds Right		Blinds Vertical
Blinds Left		Blinds Vertical
Blinds Up		Blinds Horizontal
Blinds Down		Blinds Horizontal
Blinds In		Blinds Vertical
Blinds Out		Blinds Horizontal
Iris In		Box In
Iris Out		Box Out
Other items:

•	For Speedo and hardware fonts, Speedo names will be named "Speedo<number>" and hardware fonts will be named "LP,<number>". Use the Replace Fonts feature in PowerPoint to assign to the appropriate TrueType font.

•	The maximum point limit for drawing objects converted to freeform objects is 2048 points.

Freeform and Draw/Annotation

•	Text will translate into separate PowerPoint text blocks.

For "title" charts

•	First, second, and third lines of "Top" field will translate into the PowerPoint title

•	"Middle" and "bottom" fields will translate into PowerPoint text blocks.

For "simple list" charts

•	Title and subtitles will translate into one PowerPoint title, using title alignment

•	Footnotes will be translated into one PowerPoint text block.

•	Text will be translated into one PowerPoint text body object, maintaining alignment.

For "bullet list" charts

•	Title and subtitles will be translated into PowerPoint titles.

•	Footnotes will be translated into one PowerPoint text block.

•	Text will be translated one PowerPoint text body object.

For "column" charts

•	Title and subtitles will be translated into the PowerPoint title.

•	Footnotes will be translated into one PowerPoint text block.

•	The first column of multicolumn text will become the body, and the remaining ones will be translated into text objects.


Translating Lotus Freelance DOS 4.0 to Microsoft PowerPoint for Windows 95

The following tables list only features that are not converted, are not supported in one product or the other, or that require some comment.

"Yes" means the feature exists in both products and is converted from one product to the other. "No" means it exists in both products but is not completely converted between the two. "N/S" means the feature is not supported in one of the products or is not converted completely between products.

File type
.DRW	.PPT	Converted to presentation with one slide.
.SHW- Show file	.PPT	Converted to presentation with multiple slides.
.PFL - Portfolio file	N/S	Not supported
Fonts	Converted to TrueType fonts	Default VGA fonts used per slot as follows
Swiss		Arial
B-Swiss		Arial bold
I-Swiss		Arial italic
B, I-Swiss		Arial bold italic
Dutch		Times New Roman
B-Dutch		Times New Roman bold
I-Dutch		Times New Roman italic
B, I-Dutch		Times New Roman bold italic
Object attributes
Line width: single		1 pixel width line
Line width: narrow		2 pixel width line
Line width: medium		3 pixel width line
Line width: wide		4 pixel width line
Line width: very wide		6 pixel width line
Line style: solid		Solid
Line style: dashed		Dashed
Line style: long dash		Dashed
Line style: chain, dotted		Dashed
Line style: chain, dashed		Dashed
Fill: solid (A)		Fill w/ color
Fill: narrow crosshatch (B)		Pattern 36
Fill: narrow right hatch (C)		Pattern 10
Fill: narrow left hatch (D)		Pattern 14
Fill: wide crosshatch (E)		Pattern 36
Fill: wide right hatch (F)		Pattern 11
Fill: wide left hatch (G)		Pattern 15
Fill: empty (H)		None
Fill: solid (I)		Fill w/ color
Fill: 75 percent shade (J)		Pattern 3
Fill: 50 percent shade (K)		Pattern 4
Fill: 25 percent shade (L)		Pattern 8
Fill: 12 percent shade (M)		Pattern 7
Fill: 6 percent shade (N)		Pattern 6
Fill: 3 percent shade (O)		Pattern 5
Table	Yes	PowerPoint objects of text and lines, not table. Each text object is separate item.
Colors - palette of 16 colors		Default values used dependent on the target output device.
Pattern fills		Default VGA values used
Charts	Microsoft Graph 5.0	Maintain all data in the datasheet. Graph type converted as closely as possible.
Slide show transitions
Replace	N/S	None
Wipe Up	Up	Wipe
Wipe Down		Wipe Down
Wipe Right		Wipe Right
Wipe Left		Wipe Left
H-Split In		Split Horizontal Out
H-Split Out		Split Horizontal In
V-Split In		Split Vertical In
V-Split Out		Split Vertical Out
Scroll Up		Cover Up
Scroll Down		Cover Down
Scroll Right		Cover Right
Scroll Left		Cover Left
Fade		Dissolve
Box In		Box In
Box Out		Box Out
Diagonal Up-Left		Strips Up-Left
Diagonal Up-Right		Strips Up-Right
Diagonal Down-Left		Strips Down-Left
Diagonal Down-Right		Strips Down-Right
Weave	N/S	Random Bars Vertical
Shake	N/S	None
Drip Up	N/S	Build - Fly From Bottom
Drip Down	N/S	Build - Fly From Top
Spiral Clockwise	N/S	Box Out
Spiral Cntrclock	N/S	Box Out
Half Up	N/S	Cover Up
Half Down	N/S	Cover Down
Half Right	N/S	Cover Right
Half Left	N/S	Cover Left
Quad Up-Left	N/S	Cover Up
Quad Up-Right	N/S	Cover Down
Quad Down-Left	N/S	Cover Right
Quad Down-Right	N/S	Cover Left


Tab types

To do this:	Click this:
Align left edge of text with tab
Align center of text with tab
Align right edge of text with tab
Align decimal points in the text with the tab


Using keyboard shortcuts to move around in text

To move	Press
One character left	LEFT ARROW
One character right	RIGHT ARROW
One line up	UP ARROW
One line down	DOWN ARROW
One word left	CTRL+LEFT ARROW
One word right	CTRL+RIGHT ARROW
To end of line	END
To beginning of line	HOME
Up one paragraph	CTRL+UP ARROW
Down one paragraph	CTRL+DOWN ARROW
To end of page	CTRL+END
To start of page	CTRL+HOME
To previous object	SHIFT+TAB
To next object	TAB
To next Title or Body Text	CTRL+ENTER
Repeat Find or Go To	SHIFT+F4


Using keyboard shortcuts for menu commands

File menu

To do this	Press
Open new presentation	CTRL+N
Open existing presentation	CTRL+O
Close	CTRL+W or CTRL+F4
Save	CTRL+S or SHIFT+F12
Save As	F12
Print	CTRL+P or CTRL+SHIFT+F12
Exit/Quit PowerPoint	CTRL+Q or ALT+F4
Edit menu

To do this	Press
Undo	CTRL+Z
Repeat/Redo	CTRL+Y
Clear	DELETE
Cut	CTRL+X
Copy	CTRL+C, CTRL+INSERT
Paste	CTRL+V, SHIFT+INSERT
Select all	CTRL+A
Find	CTRL+F
Replace	CTRL+H
Duplicate	CTRL+D
Update links	CTRL+SHIFT+F7
View menu

To do this	Press
Show guides (toggle)	CTRL+G
Switch to the Title Master or Slide Master view	SHIFT+click view button
Insert menu

To do this	Press
Create new slide	CTRL+M
Create new slide without New Slide dialog box	CTRL+SHIFT+M
Add date	ALT+SHIFT+D
Add page number	ALT+SHIFT+P
Add time	ALT+SHIFT+T
Format menu

To do this	Press
Format character	CTRL+T
Center paragraph	CTRL+E
Justify paragraph	CTRL+J
Left-align paragraph	CTRL+L
Right-align paragraph	CTRL+R
Draw menu

To do this	Press
Move from title to text	CTRL+ENTER
Show title in slide sorter view	ALT+click
Group	CTRL+SHIFT+G
Ungroup	CTRL+SHIFT+H
Regroup	CTRL+SHIFT+J
Help menu

To do this	Press
Display Help Contents screen	F1
Display context-sensitive Help	SHIFT+F1


Troubleshoot fonts when opening Macintosh presentations

When you convert a presentation from Apple Macintosh to Microsoft Windows, you might not have the same fonts on both computers. You can replace fonts that you don’t have with fonts you do have.

1	In Microsoft PowerPoint for Windows, click Replace Fonts on the Tools menu.

2	In the Replace box, click the font you want to change.

3	In the With box, click the font you want to substitute.

The following table illustrates how fonts for PowerPoint presentations are converted from Apple Macintosh to Microsoft Windows. If the exact font name exists on both computers, PowerPoint will use that font. Otherwise, PowerPoint will convert the font and retain the name, letting Windows perform its best mapping of the font.

Macintosh font name	Windows font name
Avant Garde	Century Gothic
Bookman	Bookman Old Style
Helvetica	Arial
N Helvetica Narrow	Arial Narrow
New Century Schlbk	Century Schoolbook
Palatino	Book Antiqua
Times	Times New Roman
Zapf Chancery	Monotype Corsiva
Zapf Dingbats	Monotype Sorts


Troubleshoot saving a presentation in a different format
Troubleshoot saving a presentation

•	If the file format in which you want to save your presentation is a version of PowerPoint earlier than version 4.0, it won’t appear in the Save As Type box. Because of added features, presentations created in PowerPoint 7.0 aren’t set up to be opened in versions earlier than PowerPoint 4.0. However, it is possible to save a PowerPoint 7.0 presentation as a PowerPoint 4.0 presentation, open it in PowerPoint 4.0 and then resave it in PowerPoint 3.0 format.

•	You can save the text portion of a presentation as an RTF (rich text format) outline, and then open it in a number of applications. However, you’ll lose the visual content of your PowerPoint 7.0 presentation.


Setting slide and page margins

In PowerPoint, you can set margins by resizing object placeholders. Margins are not fixed. You can easily change margins by resizing objects. You can position guides on the slide master to use as a reference in place of fixed margins.


Troubleshoot selecting

What do you need help with?

I want to select an object, but I can’t see it.

I want to select an object that’s close to other objects.

I want to select an object that is on the slide.

I can’t select or change a drawing or text on a slide.

I can’t select the picture or texture.


I want to select an object that is on the slide

•	To select objects on the slide, you must be working in slide view. You can’t select objects while working in notes or slide sorter view, or while giving a presentation.


I want to select an object, but I can't see it
I want to select an object, but I can’t see it

•	The object may be hidden behind another, or it may not have fill or a border. Select another object on the slide and press TAB to select the next object. Keep pressing TAB until you can see the resize handles of the object you want to select.


I want to select an object that is close to other objects

•	Select another object on the slide and press TAB until the object you want is selected.

•	Try working in a larger view. Click  [image] to magnify the view and make it easier to select objects that are close together.


I can't select or change a drawing or text on a slide
I can’t select or change a drawing or text on a slide

•	The object or text is on the slide master. On the View menu, point to Master, and then click Slide Master. Now you can select or change the drawings or text. The changes you make will affect all slides in the presentation.


Troubleshoot object drawing and handling

What do you need help with?

The lines in my drawing are jagged.

Freehand drawing is hard to control.

I ungrouped a group of objects and it won’t regroup.

Freeforms I drew won’t align evenly.

I can’t rotate a graphic.

I can’t resize an object.

Colors within objects or on the slide background aren’t smooth.

I can’t select or change a drawing or text on a slide.


The lines in my drawing are jagged

•	Because curved lines are made of tiny straight lines, all curved lines and straight lines that are not perfectly vertical or horizontal will have some degree of jaggedness on computer screens. When you print, though, all curves are smooth.

•	If you're having trouble drawing precise lines, try increasing the view size to 200 percent. It's much easier to draw detailed figures at a higher magnification.

•	Try setting your mouse to the slowest tracking speed in the Windows Control Panel. Drawing at a slow speed gives you much greater control to draw smooth curves.

•	You can go back and adjust the shape of freeforms to make them look smoother. Double-click the freeform in slide view to make the vertexes appear, and then drag any vertex. Be sure to work in 200 percent view.

•	You can smooth freeforms by removing individual vertexes. Double-click the freeform in slide view to make the vertexes appear. Position the pointer over the vertex you want to delete, and then click the vertex while pressing CTRL.


I ungrouped a group of objects and it won't regroup
I ungrouped a group of objects and it won’t regroup

•	Be sure to regroup while the slide is active. PowerPoint can reconfigure groups only while the slide is active. If you switch to another slide and then come back and try to regroup, you'll have to select the objects, and then group them by clicking Group on the Draw menu.


Freeforms I drew won't align evenly
Freeforms I drew won’t align evenly

•	Try aligning the objects by eyeballing them instead of using the Align command on the Draw menu.

•	Try turning off Snap To Grid by pressing ALT as you drag a freeform.


I can't rotate a graphic
I can’t rotate a graphic

•	Only PowerPoint objects can be flipped and rotated. If you can convert the object to a PowerPoint object by ungrouping it, you can flip or rotate it. Select the object, and then click Ungroup on the Draw menu.

•	If you can’t convert the object to a PowerPoint object, open the object in another drawing program. Rotate the graphic, and then save it. Now when you open it in PowerPoint, the graphic is rotated.


Freehand drawing is hard to control

•	If you're having trouble drawing precise lines, try increasing the view scale to 200 percent. It's much easier to draw detailed figures at a higher magnification.

•	Try setting your mouse to the slowest tracking speed in the Windows Control Panel. Drawing at a slow speed gives you much greater control to draw smooth curves.

•	You can go back and adjust the shape of freeforms to make them look smoother. Double-click the freeform in slide view to make the vertexes appear, and then drag any vertex. Be sure to work in 200 percent view.

•	Remember that when you're drawing with  [image], you must double-click to complete the drawing.


Colors within objects or on the slide background aren`t smooth
Colors within objects or on the slide background aren’t smooth

•	Make sure you’re viewing the slide at 100 percent view. Shading patterns can appear distorted at reduced or enlarged views.

•	If your monitor is capable of showing only 16 colors, shading may not appear smooth. Shading shows up best on monitors that display 256 colors or more.

•	Some colors won’t display at their best in slide and slide sorter views. To see how your colors will output and display for an electronic presentation, go to slide show view.


I can't resize an object
I can’t resize an object

•	The Adjust Object Size To Fit Text option is selected. On the Format menu, click Text Anchor, and then clear the Adjust Object Size To Fit Text check box.


Text won't flip or rotate with its object
Text won’t flip or rotate with its object

•	Text added to lines, arcs, and freeforms with  [image] doesn’t move, flip, or rotate with the object. Select the text and the object, and then click Group on the Draw menu. Now the text and the object will move, flip, and rotate with its object.


My text doesn't fit neatly inside the object
My text doesn’t fit neatly inside the object

•	The object isn’t adjusting itself to fit the text. Select the object, and then click Text Anchor on the Format menu. Select the Adjust Object Size To Fit Text check box. If you also want the text to wrap inside the object, select the Word-wrap Text In Object check box.


I tried to change the margins for text inside an object, but nothing happened

•	The margin between the text and the object can be adjusted only when the Adjust Object Size To Fit Text option is selected. Select the object, click Text Anchor on the Tools menu, and then select the Adjust Object Size To Fit Text check box.


When I add text to an object, it changes size and I don't want it to
When I add text to an object, it changes size and I don’t want it to

•	The Adjust Object Size To Fit Text option is selected. On the Format menu, click Text Anchor, and then clear the Adjust Object Size To Fit Text check box. If you want the text to expand to the right and the left beyond the object, also clear the Word-wrap Text In Object check box. If you want the text to expand up and down while remaining inside the right and left borders of the object, select the Word-wrap Text In Object check box.


Troubleshoot adding borders, fills, and shadows

What are you having trouble with?

I can’t see the border around the object.

I changed the fill, border, or shadow color but when I draw an object, I get the old color.

I want to shadow my text, but the shadow appears behind the text box.


I can't see the border around the object
I can’t see the border around the object

•	The border has been turned off or it’s the same color as the background. Select the object, click  [image], and then click a border color.


I changed the fill, border, or shadow color, but when I draw an object, I get the old color

•	The style of new objects you’re drawing is the default style. Select the object with the fill, border, or shadow color you want, and then click Pick Up Object Style on the Format menu. Click in an open area of the slide, and then click Apply To Object Defaults on the Format menu.

Note   You can change the default attributes of text in the same way.


I want to shadow my text, but the shadow appears behind the text box

•	Use [image] to shadow text rather than [image]. You use [image] to shadow objects.


Troubleshoot working with imported art

What do you need help with?

I can’t change the color of parts of an imported graphic. I can only change the fill, line, or shadow of the bounding rectangle.

I can’t ungroup a piece of imported art.


I can't change the color of parts of an imported graphic. I can only change the fill, line, or shadow of the bounding rectangle
I can’t change the color of parts of an imported graphic. I can only change the fill, line, or shadow of the bounding rectangle

•	In slide view, select the object, and then click Recolor on the Tools menu.

•	Try ungrouping the image, and then use the PowerPoint tools to change the colors.


I can't ungroup a piece of imported art
I can’t ungroup a piece of imported art

•	The image is a bitmap, which PowerPoint can’t ungroup and convert to a PowerPoint object. Open the image in another drawing application, and resave it in another format. Then you may be able to ungroup it in PowerPoint.

•	You can also open the image in another drawing application and modify it there. For example, to flip or rotate a bitmap image, open it in a program such as Aldus PhotoStyler or Adobe PhotoShop and flip or rotate it there. Then insert it into your presentation.


Troubleshoot printing

What are you having trouble with?

When I try to print, nothing happens.

Microsoft Word 7.0 table gridlines don’t appear in my printed document.

Printing is too slow.

Text runs off the edge of the page.

Fonts on the printed slides, notes, or handouts look different than those I see on the screen.

Slides are not centered on the printed page or are not the right size on the printed page.

I get a “too many fonts” error message when I print.

When I print my presentation on a black and white printer, it doesn’t look good


When I try to print, nothing happens

•	Make sure that your printer is turned on and that it is online. There may be a button or switch labeled Online.

•	Check both ends of the cable between your computer and printer to verify that the connections are tight.

•	Verify that the slide range you have selected in the Print dialog box (File menu) corresponds to the slides you want to print.

•	Make sure that the selected printer matches the printer you are using. On the File menu, click Print, and then check the active printer.

•	Check the status of your print job in the Windows Printers folder. If the print job is stalled, you may be able to restart it by clicking Resume.

•	Try printing another presentation. If that presentation prints, the problem may be related to content in your original presentation.

•	If you are printing over a network, make sure your network connection is intact. Check with your network administrator for assistance.

•	If you still can't print, try to print a file from the Windows 95 WordPad application. If you cannot print from WordPad, the problem is probably affecting all your Windows-based applications.


Microsoft Word 7.0 table gridlines don't appear in my printed document

Microsoft Word 7.0 table gridlines appear only on the screen. To print vertical and horizontal lines between cells, you must apply borders to the table.

The easiest way to apply borders is to use the Table AutoFormat command on the Word 7.0 Table menu, which automatically applies predefined borders and shading to a table. You can also use the Borders toolbar or the Borders And Shading command on the Format menu to create custom borders and shading.


Printing is too slow

Here are some things you can do to increase printing speed in PowerPoint:

•	Make sure your hard disk has at least two megabytes of free space.

•	If you have a lot of open applications and a limited amount of RAM, it could slow down the printing process. Close any applications you don’t need.


Text runs off the edge of the page

•	The wrong printer is selected. On the Windows 95 Taskbar, click Start, point to Settings, and then click Printers. Select the printer, and then, on the Printers File menu, click Set As Default.


The fonts on the printed slides, notes, or handouts look different than those I see on the screen

•	The printer is substituting fonts. Change the fonts in your presentation to TrueType fonts or use a printer font that has a matching Windows screen font.


Slides are not centered on the printed page or are not the right size on the printed page

•	The settings in the Slide Setup dialog box are not correct. On the File menu, click Slide Setup, and then click the correct option in the Slides Sized For box. If you selected Custom in the Slides Sized For box, make sure the measurements in the Width and Height boxes are correct.


I get a "too many fonts" error message when I print
I get a “too many fonts” error message when I print

•	You may be using too many soft fonts. Laser printer drivers can support a limited number of soft fonts. Generally, PostScript printer drivers have a limit of about 170 soft fonts.


Troubleshoot AutoCorrect

AutoCorrect doesn’t work

I want to reverse an AutoCorrect entry just once


AutoCorrect doesn't work
AutoCorrect doesn’t work

•	AutoCorrect is turned off. On the Tools menu, click AutoCorrect, and then select the Replace Text As You Type check box.

•	AutoCorrect does not work in the Meeting Minder or mail routing.


I want to reverse an AutoCorrect entry just once

•	After AutoCorrect corrects the text, click  [image], and continue typing.


Troubleshoot text in objects

What do you need help with?

Text won’t flip or rotate with its object.

My text doesn’t fit neatly inside the object.

I tried to change the margins for text inside an object, but nothing happened.

When I add text to an object, it changes size and I don’t want it to.


Getting sound, music, movies, and animations to use in my slide shows

The PowerPoint Multimedia CD that comes with PowerPoint for Windows 95 and CD versions of Office for Windows 95 is a great source of multimedia clips that you can freely use in your presentations. The CD has its own Help file with instructions for finding and using the media it contains. You'll also find the names and addresses of the various multimedia vendors who created the clips so you can get even more of the media you like.


Speeding up file searches

To speed up presentation searches in the Open dialog box, Office setup includes Find Fast, an application that can be accessed from the Windows Control Panel. During a typical setup, Find Fast creates an index of the contents of the Office documents on all local drives. These indexes are automatically updated in the background while you work.

You can create a Find Fast index for the contents of documents located in a specific folder, drive, or network share.


Finding information in the Microsoft Knowledge Base

To find the technical information you need in the Microsoft Knowledge Base (KB), compose a text query that includes the elements in the following table.

Enter this element	By typing, for example
Topic	shortcut bar or pie chart
Application name	office or powerpoint
Application version	7.0 (for information about PowerPoint version 7.0)
Operating system	windows 95
KB keywords	kbprint (for information about printing) KB articles about the same topic are grouped by keyword. For a list of keywords, search the KB using kbkeyword. For a list of keywords for a specific Microsoft product, search the KB using kbkeyword and product name — for example, kbkeyword and excel.
Logical operators: AND, OR, NOT	print AND (landscape NOT portrait) AND laserjet AND (iiisi OR 4si) Use AND to return articles that contain the expressions on both sides of AND. Use OR to return articles that contain the expressions on one or both sides of OR. Use NOT to exclude articles that contain the expression following NOT.
Grouping operators:  " " (quotation marks),  ( ) (parentheses)	(explorer OR "my computer") AND "start button" Enclose phrases longer than one word in quotation marks. Enclose an expression in parentheses to change its evaluation order — for example, to evaluate an OR expression before an AND expression. (In the absence of parentheses, AND expressions are evaluated before OR expressions.)
Tip   Some Microsoft products offer KB articles in Windows Help file format. To access a list of these Microsoft products, search the KB using the keywords kbfile and help.

For more information about how to access the Microsoft Knowledge Base, click  [image].


Searching for files using properties

You can use the properties of a presentation — such as its title, author name, or keywords — to find and view information about the presentation. You can also create custom properties. You can link your custom properties to specific content in a file, such as a slide title or a media clip, and then use the property to search for the contents.

You can use Microsoft Exchange to view custom properties and to sort and categorize presentations by their properties. For example, you can create a custom view of all presentations for the sales department, or you can create a view of all sales presentations by region.


The format of information pasted from the Clipboard

Information you cut or copy from another application is pasted into PowerPoint, if possible, in a format that you can edit. For example, data from Microsoft Excel worksheets is pasted as text on a PowerPoint slide.

If PowerPoint can't edit the information, it embeds it as an object, and then you can use the source application to edit embedded information. For example, Microsoft Word text and tables are embedded as objects on your slides. You can double-click these objects to edit them using Word tools and commands. If the information can't be embedded, it’s pasted as a static picture that cannot be edited.

Tip   You can control how information is pasted by using the Paste Special command on the Edit menu.


Deciding which Office application to use to create a table

Before you create a table, you need to determine which Office application is best suited to your task. To create a table, you can use Word, Microsoft Excel, or Microsoft Access. All three applications can automatically format the table for you.

•	For a table that includes complex formatting such as bulleted lists, custom tabs, numbering, or hanging indents, use Word.

•	For a table that includes complex calculations, statistical analysis, queries, or charts, use Microsoft Excel. However, if your table entries will exceed 255 characters in length, do not use Microsoft Excel; instead, use Word or Microsoft Access.

•	For powerful sorting and searching capabilities, use either Microsoft Access or Microsoft Excel.

•	If you need full relational database capabilities, create your table in Microsoft Access.

•	For a table that you can easily include in a PowerPoint presentation, use Word.


Importing or converting files from another Office application

To convert most types of files that were created in another Office application, simply open the file you want to use in PowerPoint. When PowerPoint recognizes the file format, it converts the document and opens it. For example, you can open a Word document directly in PowerPoint, and PowerPoint will automatically convert the Word document to a PowerPoint presentation.

If you’re importing Microsoft Word or Microsoft Excel files to use as a presentation, you’ll find it most useful to convert the documents to a text or rich text format (.RTF), and then edit them in outline view.

Note   For information about which file formats PowerPoint can import or export, look up converting file formats in the online Help index. If you didn’t install a necessary file converter, run PowerPoint Setup again, adding the converters you need.


Setting up and running a presentation conference

The presentation conference feature of PowerPoint 7.0 lets you run a presentation for selected computers over a network, freeing participants from having to attend a presentation in one location. The presentation conference feature also allows quick reviews of a presentation still being edited. You use the Presentation Conference Wizard to set up and run the networked slide show.

Before you begin setting up a presentation conference, you must know the identifying name or number for each participant’s computer. You’ll need the identification for each computer when you use the Presentation Conference Wizard to set up and run the slide show.

Once the show is running, you, as the presenter, will have access to tools and information. You can use the presentation Control Panel and the Slide Navigator to control the show, and you’ll see the Slide Meter to help you monitor the progress of your presentation. You’ll have access to Meeting Minder, where you can review your notes and add new notes and action items as the show runs.

The participants sign on for the presentation conference using the Presentation Conference Wizard. They can write and draw on the slides with the pen, which is visible to all participants.


Naming presentations

To make it easier to find your presentations, you can use long, descriptive filenames. The complete path to the file, including drive letter, server name, folder path, and filename, can contain up to 255 characters. Filenames cannot include any of the following characters: forward slash (/), backslash (\), greater-than sign (>), less-than sign (<), asterisk (*), question mark (?), quotation mark (“), pipe symbol (|), colon (:), or semicolon (;).


Using the Media Player

The Media Player is a program that is installed with Windows 95. It’s used to play multimedia files and to control playback devices such as compact disc players and videodisc players.

In PowerPoint, you can use the Media Player to insert a video clip or CD audio clip onto a slide, as well as to edit the clip after you’ve inserted it. Once you insert the movie or audio clip, the Media Player works behind the scenes until you need to change the settings. When you want to edit a movie, you click Edit on the Media Player menu and controls appear so you can set the movie’s sound volume, for example, or to edit portions of it.

During a slide show, the Media Player plays back movies you’ve inserted on your slides. All you see on the screen is the movie and (if you want) a simple control bar.


Kinds of movie and sound formats

The sounds and movies you insert on your slides must be digitized; that is, they must be electronic files.

The Microsoft Media Player will play back video clips in the .AVI  format in PowerPoint and Windows 95. The Media Player also plays sounds created by Sound Recorder (.WAV) or Musical Instrument Digital Interface (MIDI) devices.


Moving from slide to slide during a slide show

When you move from slide to slide during a slide show, you can do it in one of two ways: manually or automatically.

If you choose to advance manually, perhaps the easiest way to move to the next slide is to click the mouse button. You can also press N on the keyboard. Use the Slide Navigator when you want to go directly to a slide that’s out of sequence, or to jump to a hidden slide— one that you set up as hidden so that it only appears in your slide show if you choose. To access the Slide Navigator, click the right mouse button during the slide show, point to Go To, and then click Slide Navigator.

To branch to a slide in your presentation, you make a button using a drawn object or a picture, for example. Then use the Interactive Settings command on the Tools menu to associate the button with the slide to which you want to branch. Branching to an embedded presentation is another manual option. Just insert the presentation using Object on the Insert menu, and then make the icon or art into an interactive button.

To advance automatically in a slide show, set up the timing you want for each slide using the PowerPoint rehearsal feature. Then use the Slide Meter during a practice presentation to see how long you’re actually showing each slide relative to your rehearsal timings.


The Macintosh PICT (.PCT) filter

This filter supports both PICT and PICT2 formats.


Packaging a presentation for another computer

You can use the Pack And Go Wizard when you want to give a slide show on another computer and have all your linked files and fonts available. Use the wizard after you’ve created the presentation, including any embedded objects such as a chart from Microsoft Graph. You can also include linked files as part of your presentation. If you use TrueType fonts, you have the option of including the fonts as part of your package.

The Pack And Go Wizard asks whether you want to package the active presentation, or to select another one to include in the package. You can specify the disk drive where you want to store your package.

If you make changes to your presentation after you use the wizard, run the Pack And Go Wizard again so you can update the information.


Rehearsing slide shows

You can set separate timings, if you want, for each slide in your slide show. You can have the title slide appear for 10 seconds, the second slide for 2 minutes, the third for 45 seconds, and so on.

There are two ways to set slide timings: manually and by using the PowerPoint rehearsal feature. If you want to set your slide timings manually, you’ll probably find it easiest to work in slide sorter view, where you see miniatures of each slide in your presentation. You can enter slide timing for one or more selected slides by clicking Slide Transition on the Tools menu, and then entering the time in seconds in the Advance box.

If you want to use the PowerPoint rehearsal feature, you can watch your slide show and click  [image] when you want to go to the next slide. PowerPoint keeps track of the length of time each slide is displayed and sets the timing accordingly. When you finish, you can accept the timings you’ve set or you can try again. To rehearse the slide timings in your presentation, just click  [image] on the Slide Sorter toolbar.


Ways to run a slide show

You can run an electronic slide show manually by clicking the mouse button to advance to the next slide. Each transition is a simple "cut."

Another way to run a slide show is to set timings and choose which slides you want to see using the Slide Show command on the View menu. You can even choose to run the show over and over in a continuous loop.

You can also run a slide show from a play list. Creating a play list lets you run several presentations, one after the other.

PowerPoint also lets you run a slide show on several networked computers at the same time. This option, called Presentation Conferencing, lets you use one computer to check your notes and preview other slides while the slide show appears uninterrupted on other computers.


Creating and reviewing notes during a slide show

During a slide show, you can use the Meeting Minder to take minutes, add notes to your notes pages, and record action items that appear as the last slide in your slide show.

Taking notes during a slide show is particularly helpful during an informal presentation. For example, you can use PowerPoint to organize your thoughts for a staff meeting. Then, during the meeting, create a list of action items that you can both display and print.

If you choose to take notes during a presentation conference, the Meeting Minder appears on your screen. Participants in the conference see only the slide show.


Sending feedback on user assistance

The Answer Wizard senses that your question hasn’t been answered to your satisfaction. In creating the Answer Wizard, our goal is to provide you with the assistance you need, when you need it. If the Answer Wizard hasn’t provided you with the information you need, please let us know. Your feedback can help us refine future versions.

You can send feedback by electronic mail to:

•	offc95ua@microsoft.com

Or you can send a letter to:

•	Office UA Feedback
Microsoft Corporation
1 Microsoft Way
Redmond, WA   98052
USA

Tell us the question or questions you asked. Tell us what didn't work. The more details you provide, the better we can make adjustments in the future. We look forward to hearing from you!


Where the Answer Wizard wants to go

The Answer Wizard wants to go wherever you do. If you need help, ask the Answer Wizard about the task you're working on. The Answer Wizard can take you right to the tools you need, and it will tell you how to use them when you get there.


Make my computer smile

1	Type a colon (:).

2	Type a right parenthesis[ ) ].

Repeat steps 1 and 2 until the desired level of machine happiness is achieved.


Sharing information between Office applications

You can link or embed all or part of an existing file created in an Office application or in any other application that supports linking and embedding. You can also create a new object and then link or embed it. If the file you want to use was created in an application that does not support linking and embedding, you can still copy and paste information from the file, but you may not be able to link or embed from it. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in your file.

When you link, information gets updated if you modify the source file. Linked data is stored in the source file; the file into which you place the data stores only the location of the source and displays a representation of the linked data.

When you embed, information does not change if you modify the source file. Embedded objects become part of the container file itself. Double-clicking an object after you embed it opens the object in the source application. You can then edit it in place, and the original object in the source application remains unchanged.


The Favorites folder and the My Documents folder

You use the Favorites folder to store shortcuts to files and folders of interest, including those in remote network locations. The original file or folder doesn't move. You can use a shortcut for quick access to the file without having to remember where the file is located. To add a file or folder to the Favorites folder, click Open on the File menu, select the file or folder you want a shortcut for, click  [image], and then click Add Selected Item To Favorites. To add a shortcut to the folder selected in the Look In box, click Add 'Look In' Folder To Favorites.

To open a favorite file or folder, click  [image], and then double-click the shortcut or the filename or folder name.

When you first use the Open and Save As dialog boxes, the My Documents folder is the default folder. The My Documents folder is located at the root level and is a good place to store documents and databases you're currently working on.


Using music and sound

PowerPoint 95 comes with sounds you can use during your slide shows. Some sounds, such as a typewriter or applause, are available as toolbar button on the Animation Effects toolbar. To have one of the programmed sounds play when a particular object or text appears during the slide show, select the object or text, and then click the button on the Animation Effects toolbar that represents the sound you want.

To add other music and sounds to your slide shows, insert the music or sound object on the slide where you want to play it during the slide show. Then use the Animation Settings command on the Tools menu to arrange for the music or sound to play when you want it to. If you’ve purchased the version of PowerPoint that comes with the PowerPoint Multimedia CD, you’ll find additional music and sounds on the CD.

To play sounds and music, you need some special equipment installed on your computer. To find out what’s installed and what settings are in use, check both the MultiMedia and Sounds categories in the Windows Control Panel.


Answers to common questions

Automated answers to common questions, solutions to technical problems, and tips are available at no cost — 24 hours a day, 7 days a week — by telephoning Microsoft FastTips. For more information about FastTips information services, click  [image].


Genigraphics Help

Refer to Genigraphics Help for information about Genigraphics products, turnaround times, pricing, and special services that include LCD display panel rentals and creative services. If the Send to Genigraphics command appears on the File menu, it means that everything you need to use Genigraphics, including the help files is installed. If not, you will need to install the Genigraphics option.

What would you like to do?

I have installed Genigraphics, show me the help file

Install Genigraphics now


Embed a PowerPoint presentation or use text from a presentation in Lotus Notes

To display properties of a PowerPoint presentation in a Lotus Notes form or view, you embed the PowerPoint presentation as an object in a Lotus Notes form. You can display many of the PowerPoint property fields as Lotus Notes fields or columns. For example, you can create a column in a Lotus Notes view that displays the title and author of the PowerPoint presentation.

You can also define specific text in PowerPoint with a bookmark and then display the text in Lotus Notes.

What do you want to do?

Embed a presentation in a Lotus Notes form

Use text from a presentation in Lotus Notes


Embed a presentation in a Lotus Notes form

To exchange information between Lotus Notes and Microsoft PowerPoint, you embed a PowerPoint presentation as an object in a Lotus Notes form. You can also embed an object when you design the form; this way, the object will already exist within each new form that users create.

What do you want to do?

Embed a presentation in a single Lotus Notes form

Embed a presentation in a Lotus Notes form design


Connect to Microsoft technical resources

If you have a question about PowerPoint, first look in the Getting Results books, the Answer Wizard, or the Readme file that comes with PowerPoint. If you don't find what you need, you can get information from several Microsoft technical resources, including online support forums, the Microsoft Knowledge Base (KB), Microsoft Software Library (MSL), Microsoft Download Service (MSDL), the Microsoft TechNet and Microsoft Developer Network CD-ROMs, and Microsoft Press publications.

If you have a modem, you can automatically connect to most of these resources by clicking The Microsoft Network on the Help menu.

Where do you want to go for technical information?

The Microsoft Network (for KB, MSL, support forums, and more)

Microsoft FastTips (for popular KB articles and recorded, faxed, or mailed technical information)

Microsoft Download Service (MSDL)

The Internet via World Wide Web, FTP, or Gopher (for KB, MSL, and more)

CompuServe, America Online, and GEnie (for KB, MSL, support forums, and more)

Microsoft TechNet and Microsoft Developer Network CD-ROMs (for KB, MSL, technical white papers, and more)

Microsoft Press publications (for technical publications)


Set presentation properties

You can enter property information for your presentations that makes it easier to find the presentations and information about them. Properties can include a descriptive title, the name of the author, the subject, and keywords that identify topics or other important information. You can also create your own custom properties and link a custom property to specific content in your presentation. Statistics such as file size and the dates that files were created and last modified are automatically maintained for you.

What do you want to do?

Set properties for the active presentation

Set properties for any presentation

Create custom presentation properties

Link custom properties to content in an active presentation


 Change the image on a toolbar button

You can change the image on any toolbar button. You can copy an image from another button, create an image in a graphics application and then paste it onto the button, or modify an existing button image.

What do you want to do?

Copy an image from one toolbar button to another

Copy an image from a graphics application to a toolbar button

Edit a toolbar button image

Restore a built-in toolbar button to its original image


Insert a movie on a slide

When you insert a movie on a slide, you can display it in one of two ways: as a poster or as an icon. When you display the movie as a poster, the first frame of the movie appears on the slide. When you display the movie as an icon, the icon you choose appears instead of the movie’s first frame. The way you display the movie makes no difference in how the movie plays.

Note   All movies that you insert on a slide are linked, not embedded. If you move your presentation to another location, you will also need to move the movie. This is taken care of for you if you use the Pack And Go Wizard.

What do you want to do?

Display a movie as a poster

Display a movie as an icon


Update Lotus Notes fields

What do you want to do?

Update one-way fields from the embedded presentation

Update two-way fields from Lotus Notes


Embed information from another Office application

When embedding information from another Office application, the embedded objects become part of your PowerPoint presentation and exist independently of the file from which they were created. If you would like the information in your presentation to maintain a link to the original file, use linking.

You may embed an entirely new object that you create using the tools of the embedded application. You can embed an entire existing file. Or you can embed just a selection from an existing file.

What do you want to do?

Embed a new object

Embed an existing file

Embed selected information from an existing file


Add, change, or remove a text shadow or embossing

Text can be shadowed or embossed. You can’t change the features, such as offset or color, of a text shadow. You can, however, control these features when shadowing text in an unfilled object using an object shadow.

What do you want to do?

Shadow text

Add or remove an embossed effect

Add, change, or remove an object shadow


Add, change, or remove an object shadow

What do you want to do?

Add or remove an object shadow

Change where a shadow falls in relation to an object

Change the shadow default

Change the color of a shadow on an object


Create my own template

A Design Template is a presentation with a special format and color scheme that you can apply to any presentation to give it a custom look. Any presentation can be used as a Design Template. A presentation template is a presentation complete with suggested content as well as a custom format and color scheme. You use a presentation template as a starting point for a new presentation.

PowerPoint comes with a wide variety of Design Templates, but you can modify any of them to suit your own needs, or you can make a new Design Template using the format and color scheme of a presentation you’ve already created. You can also create your own presentation template that includes a special format and color scheme, as well as your own suggested content.

What do you want to do?

Create my own Design Template

Create my own presentation template with suggested content


Add or change the date, time, slide number, or footer text

You can use header and footer placeholders for common slide information such as the date and time of your presentation, the slide or page number, or text identifying the title of your presentation or the occasion for it. Once you add information to the header or footer, you can change the look or position of the header and footer on your slides, notes pages, handouts, and outlines by changing them on the corresponding master.

You can also add the date, time, or slide number anywhere you like.

What do you want to do?

Add the slide number, date, time, or footer text to slides

Change the position or look of the footer on slides

Add the date and time anywhere on a slide

Add the slide number anywhere on a slide

Add or change a header or footer on notes pages, handouts, or outlines

Change the position or look of a header or footer on notes pages, handouts, and outlines

Note    Placeholders for the date, time and slide number appear on the masters. Do not delete the characters in your placeholder. If you do, they will not be usable and you will have to replace them using the Master Layout command on the Format menu.


Microsoft PowerPoint accessibility

Microsoft PowerPoint contains features that make the product more accessible. You can change the magnification of your document, change the size and spacing of toolbar buttons, and buttons to commands and tasks you repeat often.

What do you want to do?

Zoom in on or out of a document

Change the spacing between toolbar buttons

Create a custom toolbar


Shortcut keys

What do you want to do?

Using keyboard shortcuts to delete and copy

Using keyboard shortcuts to move around in text

Using keyboard shortcuts while working in my outline

Using keyboard shortcuts to select text and objects

Using keyboard shortcuts to control PowerPoint windows

Using keyboard shortcuts for menu commands

Using keyboard shortcuts during a slide show


Create a new Find Fast index of my documents and folders

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Create Index.

4	In the In And Below box, specify the path for the documents you want Find Fast to index.

To create a Find Fast index for the contents of documents located in a specific folder on the local drive, or on a network share, click Browse.

5	In the Of Type box, specify the type of documents you want Find Fast to index.

Tip   To index presentations created in other applications, such as Harvard Graphics or Aldus Persuasion, click All Files in the Of Type box.

Note   If you are changing the coverage of a Find Fast index — for example, you want to index all the documents instead of only those located in or below a specific folder on the local drive, or you want to change the file type — you must first delete the original index before creating the new one. To delete a Find Fast index, click Delete Index on the Index menu.


Update a Find Fast index

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Update Index.

4	In the In And Below box, click the path for the documents for which you want to update the Find Fast index.

To update a Find Fast index that does not appear on the list, click Browse. You can select any drive or folder or network share that was previously specified when creating an index.

Tip   You can click Information to display information about the Find Fast index selected in the In And Below box, such as the date last updated, the number of documents indexed, and the size of the index.

Note   You won't have to update indexes in the future if the Continue To Update Automatically check box remains selected.


Delete a Find Fast index

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Delete Index.

4	In the In And Below box, click the location of the Find Fast index you want to delete.

To delete an index that does not appear in the list, click Browse. You can select any drive or folder or network share that was previously specified when creating an index.

Tip   The information about the Find Fast index selected in the In And Below box, such as the date last updated, the number of documents indexed, and the size of the index, appears in the dialog box.


View a log of my Find Fast indexing tasks

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	On the Index menu, click Show Indexer Log.

4	To return to Find Fast, click Exit on the File menu.


Search for files

1	On the File menu, click Open.

2	In the Look In box, click the drive you want to search.

3	In the list of files and folders, double-click the folder.

4	Specify any additional search criteria you want in the bottom of the Open dialog box.

If you type the name of the presentation in the File Name box, you can type partial presentation names, use the wildcard characters * (asterisk) and ? (question mark), and type multiple paths separated by semicolons.

5	To search all subfolders of the selected folders, click  [image]  and then click Search Subfolders.

To display the folders that contain the presentations found, click  [image], and then click Group Files By Folder. Otherwise, you'll see only the names of the presentations found.

6	Click Find Now.

To cancel the search, click Stop.

Tips

•	You can sort the presentations found.

How?

•	You can also preview presentation contents and properties without opening the presentations.

How?

Notes

•	If the list of presentations found does not contain the presentation you want, you can specify more detailed search criteria.

How?

•	To use an existing saved search to find the presentations you want, click  [image],click Saved Searches, and then click the name of the search.


Use file property information to create search criteria

1	On the File menu, click Open.

2	Click Advanced.

3	To clear the existing search criteria, click New Search.

4	Under Define More Criteria, define a search criterion by specifying the options you want in the Property, Condition, and Value boxes.

5	Click Add To List.

6	To create additional criteria, click And or Or, and repeat steps 4 and 5.

7	In the Look In box, click the drive or folders you want to search.

8	To search all subfolders of the selected folders, select the Include Subfolders check box.

9	Click Find Now.

To cancel the search, click Stop.

The presentations found are listed in the list of presentations and folders in the Open dialog box.

Tips

•	You can sort the presentations.

How?

•	You can also preview presentation contents and properties without opening them.

How?

•	After you've specified a set of search criteria, you can save the search criteria for later use.

How?

Note   You can enter additional property information, such as a descriptive title and keywords that identify important information, to quickly find and view presentation information. You can also create custom properties.

How?


Sort a list of files found

1	On the File menu, click Open.

2	Click  [image].

3	Click Sorting.

4	Specify how you want to sort the presentations.

Tip   To display the list of sorted presentations from different folders together, click  [image], and then clear Group Files By Subfolder.


Save search criteria

You can only save search criteria that you created by clicking Advanced in the Open dialog box (File menu).

1	In the Advanced Find dialog box, specify advanced search criteria.

How?

2	Click Save Search.

3	In the Name For This Search box, type a name for the saved search criteria.

You can use long, descriptive filenames.


Change saved search criteria

1	In the Advanced Find dialog box, click Open Search.

2	Click the name of the saved search, and then click Open.

A list of the search criteria appears at the top of the Advanced Find dialog box.

3	Click the criterion you want to change, and then click Delete.

The criterion's settings appear in the Define More Criteria box. If you change your mind, you can click Add To List.

To clear all criteria and start over, click New Search.

4	Under Define More Criteria, specify the new criteria.

5	Click Add To List.

6	Click Save Search, type the name of the saved search, and then click OK.

7	Click Yes to replace the existing saved search.

To assign a new name to the modified search criteria, type a new name, and then click OK.

8	To start the search, click Find Now.


Delete a saved search

You can only delete searches that were created by specifying properties in the Advanced Find dialog box.

1	On the File menu, click Open, and then click Advanced.

2	Click Open Search.

3	Click the name of the search, and then click Delete.


 Display or hide the list of recently used presentations on the File menu

1	On the Tools menu, click Options, and then click the General tab.

2	Select or clear the Recently Used File List check box.


Get information about my computer

1	On the PowerPoint Help menu, click About Microsoft PowerPoint.

2	Click System Info.


Create a routing slip

1	Open the presentation you want to route.

2	On the File menu, click Add Routing Slip.

3	Select the recipients and other routing options you want.

4	To route the presentation, click Route.

To close the dialog box without routing the presentation, click Add Slip. To route the presentation at a later time, click Send on the File menu.

Tip   You can select a group alias as the recipient. However, all members of the group alias will be considered one recipient. To route the presentation to members of a group alias one after another, send it to the individual members, and not to the entire alias. If you route the presentation to one recipient after another, you can reorder the recipient list. Select the name of the recipient you want to move in the To box, and then click one of the Move arrows to move the name up or down in the list.


Edit the routing slip of a routed presentation

1	On the File menu, click Edit Routing Slip.

2	If you're the originator of a routed presentation, type the subject, message text, or recipient list on the routing slip.

If you're the recipient of a routed presentation, you can change the order of the reviewers who have not yet seen the presentation.

3	To route the presentation, click Route.

To close the dialog box without routing the presentation, click Add Slip.

Tip   To change the order of the reviewers, select the name of the recipient you want to move in the To box, and then click one of the Move arrows to move the name up or down in the list.


Mail a presentation

1	On the File menu, click Send.

2	Complete the message information in your mail system, and then send the message.

Note   If the presentation has a routing slip attached, you can mail the presentation independent of the routing slip by clicking Send Copy Of Presentation Without Using The Routing Slip.


Route a presentation

If you're the originator of the presentation, first create a routing slip.

How?

If you're the recipient of a routed presentation, click Send on the File menu, and then click Route Presentation To followed by the name of the recipient.


Open a routed presentation

A routed presentation is an attachment to an electronic mail message. To open a routed presentation, follow the instructions of your electronic mail program. If you're using Microsoft Exchange, double-click the presentation icon to open the presentation attached to a mail message.


The Microsoft Network

If you have a modem, you can quickly connect to The Microsoft Network (MSN) from PowerPoint.

1	On the Help menu, click The Microsoft Network.

2	Click where you want to go on The Microsoft Network, and then click Connect.


Microsoft FastTips

Microsoft FastTips gives recorded or faxed answers in English to common technical problems. You can also order Application Notes and popular articles from the Microsoft Knowledge Base (KB) by fax or mail.

Microsoft FastTips is available 24 hours a day, 7 days a week, by calling (800) 936-4100, toll-free, from a touch-tone telephone. Using the buttons on your telephone, follow the prompts to hear recorded answers to your technical questions, obtain a catalog of available information, or order items by fax.


Microsoft Download Service

To connect to the Microsoft Download Service (MSDL) bulletin board system, use your modem to call (206) 936-6735 in the United States or (905) 507-3022 in Canada, and then follow the prompts. This service is available 24 hours a day, 7 days a week.

Note   MSDL supports 1200-, 2400-, 9600-, and 14,400-baud (V.32 and V.42) data transmission with 8 data bits, 1 stop bit, and no parity. The protocols that MSDL supports are Xmodem, Xmodem-1K, Ymodem (batch), Kermit, Super Kermit (Sliding Windows), and Zmodem.


The Internet via World Wide Web, FTP, or Gopher

You can access the Microsoft Knowledge Base (KB) and Microsoft Software Library (MSL) at any of the following three Internet sites:

•	Microsoft World Wide Web site, located at www.microsoft.com

•	Microsoft Gopher site, located at gopher.microsoft.com

•	Microsoft FTP site (which supports anonymous logon), located at ftp.microsoft.com

The KB at the World Wide Web and Gopher sites provides full-text searches and automatic links to files on the MSL so you can download files directly from KB articles.


CompuServe, America Online, and GEnie

The Microsoft Knowledge Base (KB) and Microsoft Software Library (MSL) are available on the CompuServe, America Online, and GEnie information services. CompuServe also hosts Microsoft forums where you can interact with other users and Microsoft support personnel.

CompuServe

•	To access the Microsoft Knowledge Base, type go mskb at any ! prompt.

•	To access the Microsoft Software Library, type go msl at any ! prompt.

•	To access Microsoft forums, type go microsoft at any ! prompt.

America Online

•	To access the Microsoft Knowledge Base, click Keyword on the Go To menu, type microsoft in the Enter Word(s) box, and then click Go. In the Microsoft Resource Center, click Knowledge Base.

GEnie

•	To access the Microsoft Knowledge Base, type m505 at the GEnie system prompt.


Microsoft TechNet and Microsoft Developer Network

To get the Microsoft Knowledge Base (KB), Microsoft Software Library (MSL), and other technical information on CD, you can subscribe to two different services — Microsoft TechNet and the Microsoft Developer Network (MSDN).

To subscribe to Microsoft TechNet, call (800) 344-2121. To subscribe to the MSDN, call (800) 759-5474. Both numbers are toll-free in the United States and Canada.


Microsoft Press publications

Microsoft Press offers a wide variety of technical publications about Microsoft products and related computer technologies. These publications include development kits, resource kits, the Step by Step and Running... series of how-to books, Field Guide reference books, programming books, and more. You can get Microsoft Press books from your local bookstore or by calling (800) MSPRESS, or (800) 677-7377.


Set properties for the active presentation

1	On the File menu, click Properties, and then click the Summary tab.

2	Type any property information you want.


Set properties for any presentation

1	On the File menu, click Open.

2	In the Look In box, click the drive and folder that contain the presentation you want to set properties for.

3	In the large box, click the presentation you want.

If the presentation isn’t listed in the box, you can search for it.

How?

4	To add or change properties, click  [image], and then click Properties.


Link custom properties to content in an active presentation

1	Select the text from within your presentation that you want to link.

2	On the File menu, click Properties, and then click the Custom tab.

3	In the Name box, type a name for the custom property.

4	Select the Link To Content check box.

5	Dismiss the Properties dialog, and select the text you want linked to your property.

6	PowerPoint will assign each new link a number. You don’t have to use this new number, you can point to a previous link you’ve created if you want.

Note   When links are broken — for instance, when content is removed — the link is removed.


Create custom presentation properties

1	On the File menu, click Properties, and then click the Custom tab.

2	In the Name box, type a name for the custom property.

To enter a name that will not appear in other applications, such as Microsoft Exchange, precede the name with an underscore ( _ ).

3	In the Type box, click the type of property you want.

4	In the Value box, type a value for the property, and then click Add.

Note   The value you enter must match the selection in the Type box. For example, if you clicked Number in the Type box, you must type a number in the Value box. Values that don’t match the selection in the Type box are stored as text.


Use Microsoft Exchange to view files by their properties

Before you do this procedure, you must have Microsoft Exchange installed.

1	Drag or copy the presentations to a Microsoft Exchange folder.

2	Open Microsoft Exchange.

3	On the View menu, click Columns.

4	In the Available Columns box, enter the property for the presentation you want to view.

If the property you enter is a custom property, click a data type, and then click OK.

5	Click Add.


Preview file contents and properties

1	On the File menu, click Open.

2	In the Look In box, click the drive and folder that contain the presentation you want to view.

3	In the large box, click the presentation you want.

If the presentation isn’t listed in the box, you can search for it.

How?

4	To preview the contents of the presentation before opening it, click  [image].

To view such details as file size and the date last modified, click  [image].

To view such presentation properties as subject and statistics, click  [image].


Turn off properties

1	On the Tools menu, click Options, and then click the General tab.

2	Clear the Prompt For File Properties check box.


Install or remove individual components of Microsoft Office

1	Close all open applications.

2	If the Office Shortcut Bar is available, click Add/Remove Office Programs on the Office Shortcut Bar menu.

If the Office Shortcut Bar is unavailable, click the Windows Start Button, point to Settings and then click Control Panel. Double click Add/Remove Programs and then click the Install/Uninstall tab. To add components, click Install. To remove components, click the Office application, and then click Remove.

3	Follow the instructions on the screen.

Note   If you originally installed the application from a network file server or a shared folder, run that copy of the Setup program. To add or remove components of Office on Windows NT, start Office Setup the same as when you first installed Office, and follow the instructions on the screen.


 Add or delete a toolbar button

1	Display the toolbar you want to change, and then click Customize on the Tools menu.

2	To add a button, click the name of the category in the Categories box, and then drag the button from the Buttons area to a toolbar.

To delete a button, drag it off the toolbar.

Tip   When you delete a built-in toolbar button from a toolbar, the button is still available in the Customize dialog box. However, when you delete a custom toolbar button, it is permanently deleted. To delete a custom toolbar button from a toolbar but save it for later use, create a toolbar for storing unused buttons, move the button to this storage toolbar, and then hide the storage toolbar.


Move or copy a toolbar button

1	Display the toolbar that contains the toolbar button you want to move or copy.

2	To move a button, hold down ALT, and then drag it to the new location on the same toolbar or to another displayed toolbar.

To copy a button, hold down ALT and CTRL while you drag a copy of the button to the new location.


Restore a built-in toolbar

1	On the View menu, click Toolbars.

2	In the Toolbars box, select the check box next to the name of the toolbar you want to restore to its default buttons.

3	Click Reset.

Note   You cannot reset a custom toolbar. When you select a custom toolbar in the Toolbars box, the Reset button changes to Delete.


Change the spacing between toolbar buttons

•	To insert more space between two buttons on a toolbar, hold down ALT, and then drag the rightmost button to the right. If the toolbar is docked vertically, drag the lower button downward.

To decrease the amount of space between two buttons, hold down ALT, and then drag one button closer to the other one.


Move a toolbar

1	Point between buttons on a toolbar, or point to the toolbar title bar if it is a floating toolbar.

2	Drag the toolbar to a new location. If you drag it to the edge of the application window, the toolbar will dock to the edge of the window automatically.


Resize a toolbar

•	To resize a floating toolbar, drag any of its sides.

Note   You cannot resize a docked toolbar.


Edit a toolbar button image

1	On the Tools menu, click Customize.

2	Point to the button image on the toolbar, and then click the right mouse button.

3	Click Edit Button Image.

4	In the Button Editor, edit the button image.

Note   If the button you want to edit is not on a toolbar, add it to a new or existing toolbar.

How?


Copy an image from a graphics application to a toolbar button

1	Copy the picture that you want to appear on the button to the Clipboard.

If you have the option of selecting the format for the copy of the picture, select bitmap or picture format.

2	Switch to PowerPoint.

3	On the Tools menu, click Customize.

4	Point to the toolbar button whose image you want to change, and then click the right mouse button.

5	Click Paste Button Image.

Note   For the clearest image, copy a picture that is the same size as a built-in button image (the default built-in button image is 16 by 15 pixels; the large button image is 24 by 23 pixels). A larger or smaller image may be distorted because it will be scaled to fit the button.


Search for a custom property

1	On the File menu, click Open, and then click Advanced.

2	In the Define More Criteria box, click the options you want.

3	Click Add To List.

4	Click Find Now.


Copy an image from one toolbar button to another button

You can copy and paste an image from one toolbar button to another only if both buttons are on toolbars that appear on your screen.

1	On the Tools menu, click Customize.

2	Click the toolbar button whose image you want to copy, and then click the right mouse button.

3	Click Copy Button Image.

4	Point to the button you want to paste the copied image onto, and then click the right mouse button.

5	Click Paste Button Image.

Note   If you change your mind, you can change the button back to its original image.

 	How?


Delete a custom toolbar

1	On the View menu, click Toolbars.

2	In the Toolbars box, select the check box next to the name of the custom toolbar you want to delete.

3	Click Delete.

Note   You cannot delete a built-in toolbar. When you select a built-in toolbar in the Toolbars box, the Delete button changes to Reset.


Create a custom toolbar

1	On the View menu, click Toolbars.

2	Click New.

3	In the Toolbar Name box, type a name for the new toolbar.

4	In the Make Toolbar Available To box, click the template where you want to store the toolbar.

5	Click OK.

6	In the Categories box, click the category that contains the command or other item you want to add to the new toolbar.

7	Under Buttons, drag the button or other item to the new toolbar.


Restore a built-in toolbar button to its original image

1	On the Tools menu, click Customize.

2	On the toolbar, point to the button you want to restore, and then click the right mouse button.

3	Click Reset Button Image.


Turn AutoClipArt on or off

•	To turn AutoClipArt on, on the Tools menu, click AutoClipArt, and then select the Run In Background check box.

•	To turn AutoClipArt off, clear the Run In Background check box.


Use PowerPoint suggestions for clip art

•	On the Tools menu, click AutoClipArt, and then click View ClipArt.

Note   If you want to run AutoClipArt in the background as you work, select the Run In Background check box.


Control the order in which objects appear on a build slide

1	In slide view, select the text or graphic object you want to appear first.

2	On the Tools menu, click Animation Settings.

3	On the Build Options box, click Build.

The object is automatically set to build first in the Build This Object box.

4	Repeat the process for each successive object you want to build.

Each object is automatically set to build in succession.

Note   The normal build order is the same as the stacking order of objects on the slide. When you change the build order, you are changing the stacking order. Review your build slides to make sure that the stacking order is appropriate.


Assign an effect or other action to an object after it appears in a slide show

1	In slide view, select the build object.

2	On the Tools menu, click Animation Settings.

3	In the After Build Step box, click an effect.

Note   You can choose a separate effect for each successive build object on a slide.


Make an object appear immediately after another

1	In slide view, select the build object.

2	On the Tools menu, click Animation Settings.

3	Select the Start When Previous Build Ends check box.

Note   If you select the Start When Previous Build Ends check box for the first build object on a slide, the object automatically appears as soon as the slide appears.


Reverse the order in which text in an object appears

You can have bullet points or paragraphs appear one at a time, beginning with the last one.

1	In slide view, select the text object.

2	On the Tools menu, click Animation Settings.

3	In the Build Options box, click a text level.

4	Select the In Reverse Order check box.


Prepare to set up a presentation conference

Before setting up a presentation conference, you need to know the identities of each computer (its name or number) the presentation will run on. Ask each participant to do the following:

1	On the Windows 95 Task Bar, click Start, point to Settings, and then click Control Panel.

2	Double-click the Network icon, and then select the Identification tab.

3	Make a note of the Computer name so that you can provide it to the organizer of the presentation conference or use it yourself when enlisting in an ongoing conference.


Run a presentation conference

When you run a presentation conference, you need to know the identities of each computer (its name or number) the presentation will run on. Click here [image] for information on how to obtain these numbers.

1	Open the presentation you want to run on networked computers.

2	On the Tools menu, click Presentation Conference, and then follow the instructions in the Presentation Conference Wizard.

When the presentation begins, you have access to the Presentation toolbar, and you can refer to your notes pages, as well as add notes and action items.


Participate in a presentation conference

1	On the Tools menu, click Presentation Conference.

2	Click Join A Conference.

When the conference begins, the presentation appears on your screen.

Note   As you watch a presentation conference on a networked computer, you can annotate the slides by moving the mouse, and then drawing with the pen. The other participants see your annotations.


Save a presentation onto multiple disks

1	Open the presentation you want to save on disks.

2	On the File menu, click Pack And Go.

3	Follow the instructions in the Pack And Go Wizard.

You’ll be prompted to insert another disk when one is full.


Set up the timing of a movie to play during a slide show

1	In slide view, display the slide that contains the movie icon  [image], and then click the icon.

2	On the Tools menu, click Animation Settings.

3	In the Play Options box, click Play, and then click More.

4	Select the options you want.


Edit a movie

1	In slide view, display the slide that contains the movie  [image], and then click the icon.

2	On the Edit menu, point to Edit Media Clip Object, and then click Edit.

3	Use the Media Player tools and menus to edit the movie.

4	When you finish editing, click away from the movie.


Resize a movie

1	In slide view, click the icon  [image] or poster for the movie you want to resize.

2	On the Draw menu, click Scale.

3	Select the Best Scale For Slide Show check box.

Note   When you select Best Scale For Slide Show, movies don’t skip when they’re played.


Display a movie as a poster

1	In slide view, display the slide on which you want to insert a movie.

2	On the Insert menu, click Movie.

3	Select the movie you want to insert, and then click OK.

4	Drag the movie to the location you want on the slide.


Display a movie as an icon

1	In slide view, display the slide on which you want to insert a movie.

2	On the Insert menu, click Object.

3	Click Create From File.

4	Click Browse, and navigate to the movie you want.

5	Select the movie, and then click OK.

6	Click Display As Icon, and then click OK.

You can change the icon by clicking Change Icon and then selecting another icon.

7	Drag the icon to the location you want on the slide.


Play a movie, sound, or another presentation during a slide show

•	During a slide show, click the movie, sound, or presentation icon on the slide.

Note   For a movie, sound, or presentation to play during a slide show, you must use the Animation Settings command on the Tools menu to set play options.


Pause or restart an automatic slide show
Pause or restart a slide show

•	During a slide show, click the right mouse button, point to Screen, and then click Pause or Restart.


Blacken or unblacken the screen during a slide show

•	During a slide show, click the right mouse button, point to Screen, and then click Black Screen or Unblack Screen.


Open an OLE document during a slide show

1	During a slide show, click the document’s icon on the slide.

You can edit the document on-screen.

2	When you want to continue to the next slide, click Close And Return To Slide Show on the File menu.

Note   For an OLE object to open during a slide show, the application needs to be on the computer. You also must use the Interactive Settings command on the Tools menu to set open options.


Convert an embedded object into a PowerPoint object

1	Select the embedded object.

2	On the Draw menu, click Ungroup, and then click OK in the message box that appears.

You can make the ungrouped objects one object again by clicking Group on the Draw menu. Then you can move the group, cut and paste it, or copy it as you want.

Note   Once you convert an embedded object to PowerPoint objects, it is no longer linked to its original application.


Embed a selection from an existing file
Embed selected information from an existing file

1	Open the file that contains the selection you want to embed on a PowerPoint slide, and then select it.

2	On the Edit menu of the program that contains the file, click Copy.

3	Open PowerPoint and, in slide view, display the slide on which you want to embed the selection.

4	On the Edit menu, click Paste Special.

5	In the As box, click the file type that contains the name of the application that created the file.

To edit the embedded selection, double-click it.

Note:   The source application must support Object Linking and Embedding.


Embed an existing file

1	In slide view, display the slide on which you want to embed an object from another application.

2	On the Insert menu, click Object.

3	Click Create From File.

4	Click Browse, and then navigate to the file you want to embed.

5	Double-click the file, and then click OK.

To edit the embedded file, double-click it.


Edit information embedded in my file

1	In slide view, double-click the embedded object.

2	Use the tools and menus of its source application to edit the object.

3	When you finish, click outside the object to return to PowerPoint.


Create my own Design Template

1	Open a presentation or create a new presentation using a Design Template to use as a basis for your new Design Template.

How?

2	Change the color scheme to suit your needs.

How?

3	Add or change items on the slide background by using the slide master and the new title master.

How?

4	On the File menu, click Save As.

5	Type a name for your Design Template, and then click Presentation Templates in the Save As Type box.

You can save your new Design Template in one of your own folders or you can save in the Presentation Designs folder located in the Office 95 Templates folder.


Convert an embedded object to a different file format

1	In slide view, select the embedded object. you want to convert.

2	On the Edit menu, point to Object, and then click Convert.

3	Under Object Type, click the format to which you want to convert the object.


Use the Slide Meter for feedback on my slide timings

1	On the View menu, click Slide Show.

2	Click Manual Advance, and then click OK.

3	The presentation begins in manual mode.

4	Click the right mouse button, and then click Slide Meter.

The Slide Meter shows how your current timing compares to the slide timing set during rehearsal.


Start a slide show

1	On the View menu, click Slide Show.

2	Click All to show all slides in your presentation, or click From and then enter a slide range.

3	Under Advance, enter how you want to advance the slides.

4	Click Show.

Note   If you’ve set slide timings for your presentation and want it to advance automatically, be sure to click Use Slide Timings.


Refer to notes or take notes while giving a slide show over a network

1	During a slide show, click the right mouse button.

2	Click Meeting Minder.

3	Click the tab that reflects the options you want.


Show the timer while giving a slide show over the network

You can show a timer, called the Slide Meter, on your computer and not have it appear on any other computer during a presentation conference.

1	During the presentation conference, click the right mouse button, and then click Slide Meter.

2	To close the Slide Meter, click the Close check box.


Create a list of action items during a slide show

1	During the slide show, click the right mouse button, and then click Meeting Minder.

2	Click the Action Items tab, and begin typing.

Your action items appear as the last slide in your slide show.


Create a play list to show more than one presentation as a slide show
Create a play list to show more than one presentation with the PowerPoint Viewer

1	Create a new document using any word processor.

2	Type the full filename of the presentation you want to show.

If you want to show more than one presentation, type one filename per line.

3	Save the document as a text file with an .LST extension in the same folder as the presentations it opens.

You can now use the play list to run presentations from the PowerPoint Viewer.

How?


Fill in presentation information when I first save

The Presentation Properties dialog box appears automatically when you save a presentation the first time unless you change the settings in the Options dialog box.

1	Click the Summary tab in the Properties dialog box.

2	Type the information you want to help you locate the presentation at a later time.

Tip   If the Presentation Properties dialog box doesn’t automatically appear when you save a presentation the first time, you can change the settings in the Options dialog box. On the Tools menu, click Options, and then click the General tab. Select the Prompt For File Properties check box.


Use text from a presentation in Lotus Notes

1	Select the text you want to use.

2	On the File menu, click Properties, and then click the Custom tab.

3	In the Name box, type a name for the custom property.

4	Select the Link To Content check box.

5	Click Add.

Note   When you create the corresponding field in a Lotus Notes form, type the custom property name in the Name box.


Import a presentation into Lotus Notes

1	In a Lotus Notes document, click in a rich-text field.

2	On the File menu, click Import.

3	In the list of import file types, click Microsoft Word or Microsoft Word RTF.

4	In the list of files, click the name of the file you want to import.


Embed a presentation in a single Lotus Notes form

1	On the Compose menu in Lotus Notes, click the name of a form.

The form must include an existing field with the rich-text data type.

2	Click in a field that will accept rich-text format.

3	On the Edit menu, point to Insert, and then click Object.

4	Click an object type in the list.

5	To embed an existing document, click Choose File.

To embed a new blank document, click OK.

6	To change how the object appears, click Display Format.

The default format, Picture, displays the first page of a Word document. This is the smallest representation that’s available.


Update two-way fields from Lotus Notes

1	In Lotus Notes, type the new information between the brackets.

2	On the Edit menu, click Edit Object.

3	Activate the object.


Update one-way fields from the embedded presentation

1	In Lotus Notes, click the PowerPoint presentation to select it.

2	On the Edit menu, activate the object.

3	On the File menu, click Properties.

4	Type the new information.

5	Change the information in any properties you previously defined.

Close the document, and then return to Lotus Notes.


Embed a presentation in a Lotus Notes form design

1	On the Design menu in Lotus Notes, click Forms.

2	Select an existing form to edit.

To create a new form, click New or New Copy.

3	Click where you want the embedded object to appear.

4	On the Edit menu, point to Insert, and then click Object.

5	Click an object type in the list.

6	To embed an existing presentation, click Choose File.

7	To change how the object appears, click Display Format.

The default format, Picture, displays the first slide of a PowerPoint presentation. This is the smallest representation that’s available.


Embed a new object

To create an embedded object in another application, you must have the other application installed on your computer.

1	Click where you want to embed the new object.

2	On the Insert menu, click Object, and then click the Create New tab.

3	In the Object Type box, click the type of object you want to create.

4	To display the embedded object as an icon, select the Display As Icon check box.

Note: Only applications that are installed on your computer and that support linking and embedding appear in the Object Type box.


Control what happens when you start Microsoft PowerPoint

1	In Windows 95, click the shortcut icon for Microsoft PowerPoint using the right mouse button, click Properties, and then click the Shortcut tab.

In Windows NT, click the Microsoft PowerPoint program icon, and then click Properties on the File menu.

2	In the Target box or the Command Line box, enter the path to Microsoft PowerPoint.

3	Add a startup switch to the end of the path.

•	To start a PowerPoint presentation in slide show view, type the path for the presentation and type /s. For example, type /s “first file.ppt” “second file.ppt” (enclose filenames in quotes).

Examples:

•	/p prints the presentation. For example, type /p “first file.ppt” “second file.ppt”

•	/n creates a new presentation using this presentation as the template. For example, /n “template.ppt” will create a new presentation based on template.ppt.

•	Specifying a playlist file will run the files in a slide show view. For example, type “playlist.lst”

If you want a presentation to run everytime the system starts up, follow the above instructions and then:

1	Click a blank portion of the Windows 95 Taskbar using the right mouse button.

2	Click Properties, and then click the Start Menu Programs tab.

3	Click Add.

4	Click Browse and navigate to the shortcut you want to use.

5	Click Next.

6	Click the Start Menu.

7	Click Next.

8	Click Finish.


Add or delete shortcuts in the Microsoft Network dialog box

1	Connect to The Microsoft Network.

How?

2	In The Microsoft Network, locate the topic you want to add to the Microsoft Network dialog box.

3	Using the right mouse button, click the topic icon, and then click Create Shortcut.

The Microsoft Network places a shortcut icon on your desktop.

4	Drag the shortcut icon from the desktop to the MSN toolbar on the Office Shortcut Bar.


Cancel or temporarily stop Find Fast indexing tasks

1	On the Windows Start menu, point to Settings, and then click Control Panel.

2	Double-click  [image].

3	To cancel a scheduled indexing task, click its path under Index For Documents In And Below, and then click Cancel Selected Task on the Index menu.

To temporarily stop all index creation and updating, click Pause Indexing on the Index menu.

Tip   To restart background indexing during the current session, click Pause Indexing on the Index menu again. Find Fast indexing automatically restarts when you restart your computer.


Zoom in on or out of a document

1	Click the arrow next to  [image].

2	Click the magnification you want.

Note:   Choose Fit to display the entire slide or notes page in the window.


Insert music or sound

1	In slide view, on the Insert menu, click Sound.

2	Navigate to the folder that contains the sound or music file you want to insert.

3	Select the file, and then click Insert.


Drag and drop information between applications

You can move or copy information between documents in different applications using drag-and-drop editing. Both applications must support object linking and embedding (OLE).

1	Arrange the application windows so that the source and destination documents are open and visible. You must be able to see the information you want to drag as well as the spot where you want to drop it.

2	Select the information you want to move or copy.

3	To move the information, point to the selected information, and then hold down the mouse button. When the pointer appears, drag the pointer to the new location in the other application, and then release the mouse button.

To copy the information, hold down the CTRL key, point to the selected information, and then hold down the mouse button. When the pointer appears, drag the pointer to the new location in the other application, and then release both the mouse button and the CTRL key.


Print (save) to a PostScript file

You can save your presentation to print at a later time on the selected printer.

1	On the File menu, click Print.

2	From the Printer Name drop-down list, select the printer for which the saved file will be printed.

3	Click Print To File.


Create a color scheme

1	On the Format menu, click Slide Color Scheme, and then click the Standard tab.

2	Select a color scheme that is the closest to the type you want to create, and then click the Custom tab.

3	Under Scheme Colors, click a color you want to change, and then click Change Color.

4	Click the Standard tab to select from the color palette, or click the Custom tab to mix your own color.

5	In the Standard color palette, click the color you want, and then click OK.

In the Custom color palette, drag the cross hair to select a color, drag the scroll bar up or down to adjust the brightness, and then click OK.

6	Repeat the process for each color you want to change.

7	To save your color scheme with the presentation, click Add As Standard Scheme.

8	Click Apply to apply the new color to only the current slide or click Apply To All to apply it to all slides in the presentation.


How PowerPoint document properties compare to Lotus Notes fields

If you have a PowerPoint object embedded in a Lotus Notes form, you can create fields in the Notes form that display property information about your PowerPoint presentation. You can include many fields from the Properties dialog box in PowerPoint as fields in Lotus Notes. An asterisk next to a field in the following table indicates that the field is updated both ways: changes in the PowerPoint presentation are reflected in the Lotus Notes field, and changes in the Lotus Notes field are reflected in the PowerPoint presentation.

PowerPoint property	Lotus Notes field	Lotus data type
*Title	Title	Text
*Subject	Subject	Text
*Author	Author	Text
*Keywords	Keywords	Text
*Comments	Comments	Text
*Template	Template	Text
*Manager	ManagerText	Text
*Company	Company	Text
*Category	Category	Text
Created	DateCreated	Time
Modified	LastSavedDate	Time
Last Saved By	LastSavedBy	Text
Size	NumberOfBytes	Text
Revision number	NumberOfRevisions	Number
Total editing time	TotalEditingTime	Number
Printed	LastPrintedDate	Time
Slides	NumberOfSlides	Number
Words	NumberOfWords	Number
Paragraphs	NumberOfParagraphs	Number
Document class	DocumentClass	Text
Name of application	NameOfApplication	Text
Custom property name	Propertyname	Text
Custom value	Value	Text
Notes	NumberOfNotesPages	Text
Note   The Filename and Location fields return empty values, because there is no filename or folder for an embedded object.

The DocumentClass field returns a version-dependent ID of the object obtained from the OLE registry. This value can be used to refer to server information in the OLE registry and identify the type of object that’s embedded.


Special characters I can use to search for a file

You can use special characters to search for documents by using approximate criteria, instead of exact criteria. When you search for text contained in a document, you can save time by using search operators because they help to narrow down the list of documents found. You can use these characters in the File Name box and the Text Or Property box (Open dialog box), and in the Value box when you specify text properties (Advanced Find dialog box).

Character	Meaning
? (question mark)	Match any single character. For example, type gr?y to match both "gray" and "grey."
* (asterisk)	Match any number of characters. For example, type *.txt to find all files that have the .TXT extension.
" " (quotation marks)	Matches all the characters, including spaces or punctuation, within the quotation marks. For example, type "modern dance" to find the phrase “modern dance”.
\ (backslash)	Treats the following character (space, asterisk, question mark, comma, ampersand, or tilde) as a normal character. For example, type \? to find a question mark.
, (comma)	Logical OR. The information may match any or all items, but it must match at least one item. For example, type dance, modern to find all documents that contain either "dance" or "modern."
& (ampersand) or (space)	Logical AND. The information must match all of the items in the list. For example, type dance&modern or dance modern to find all documents that contain both words.
~ (tilde)	Logical NOT. The information must not match this item. For example, type ~modern to exclude any documents that contain the word "modern."
< (less than)	Matches the characters at the beginning of a word. For example, type <(inter) to find all documents that contain words beginning with "inter," such as "interesting" and "intercept," but not "splintered."
> (greater than)	Matches the characters at the end of a word. For example, type (in)> to find all documents that contain words ending with "in," such as "in" and "within," but not "interesting."
Note   You can use parentheses around parts of the search criteria to group parts of expressions and to indicate the order of evaluation.


What are the system requirements for sending presentations by electronic mail?

To use presentation or document mailing and routing, you need one of the following:

•	Microsoft Exchange (or other mail system compatible with the Messaging Application Programming Interface [MAPI]).

•	Lotus cc:Mail (or other mail system compatible with Vendor Independent Messaging [VIM]).

Note   Presentation and document mailing and routing may not work across electronic mail gateways.


Controls for viewing movies during a slide show

Here are some of the ways you can control a movie.

To	Do this
Play the movie	Click the movie.
Stop a movie and return to the presentation	Click outside the movie.
Pause the movie	Click the movie or click  [image].
Restart the movie	Click the movie or click  [image].
Advance/rewind several frames	Drag the slider on the Control Bar forward or backward.


Controls for setting up and editing movies

Here are some ways you can edit a movie.

To	Do this
Change the movie poster	With the frame you want displayed, on the Media Player File menu, click Update Presentation, and then click Exit And Return To Presentation.
Set up the playback volume	On the Media Player Insert Clip  menu, click Volume Control.
Set up the movie to automatically rewind after viewing	On the Media Player Edit menu, click Options, and then select the Auto Rewind check box.
Set up the movie to play continuously during a slide show	On the Media Player Edit menu, click Options, and then select the Auto Repeat check box.
Place a border around the movie	On the Media Player Edit menu, click Options, and then select the Border Around Object check box.
Display the Control Bar during playback	On the Media Player Edit menu, click Options, and then select the Control Bar On Playback check box.
Cut or copy a single frame	With the frame displayed, on the Media Player Edit menu, click Cut or Copy.
Cut or copy a sequence of frames	With the first frame displayed, press SHIFT, and then drag the Media Player slider to select the frames you want. On the Edit menu, click Cut or Copy.


Slide show controls

When you’re running a slide show, you have the following controls:

To	Do this
Advance to the next slide	Click the mouse
Return to the previous slide	Press BACKSPACE
Go to a slide	Type the slide number, and then press ENTER
Black or unblack the screen	Press B
White or unwhite the screen	Press W
Show or hide the arrow pointer	Press S
End slide show	Press ESC
Erase drawing on-screen	Press E
Go to next slide, if it's hidden	Press H
Rehearse with new timings	Press T
Rehearse with original timings	Press O
Rehearse with mouse-click advance	Press M
Return to the first slide	Hold both mouse buttons down for 2 seconds
Change pointer to pen	CTRL+P
Change pen to pointer	CTRL+A
Hide pointer and button	CTRL+H
Hide pointer and button always	CTRL+L
Display shortcut menu	Right mouse click
Note   You can press F1 during a slide show to see the list of controls.


The cast of characters


File formats for saving presentations

Save as type	File extension	Use
Presentations	ppt	Typical PowerPoint presentation
Windows Metafile	wmf	Use a slide as a graphic
Outline/RTF	rtf	Use the presentation outline as an outline
Presentation Templates	pot	Use the presentation as a template
PowerPoint 4.0	ppt	Use the presentation with PowerPoint 4.0


Translating Lotus Freelance 1.0-2.1 for Windows to Microsoft PowerPoint for Windows 95

Objects are translated as closely as possible to PowerPoint objects, while maintaining editability and fidelity as closely as possible. The following tables indicates translations for particular features.

Freelance File Type	PowerPoint File Type	Comments
.PRE - Presentation File	.PPT	Converted to presentation with multiple slides.
Freelance Transitions	PowerPoint Transitions
Blinds	Blinds Horizontal
Bottom	Wipe Up
Box In	Box In
Box Out	Box Out
Center	Box Out
Checkboard	Checkboard Across
Curtains	Split Vertical Out
Diagonal Left	Strips Down-Right
Diagonal Right	Strips Down-Left
Draw	Cover Down
Fade	Dissolve
Hsplit In	Split Horizontal In
Hsplit Out	Split Horizontal Out
Leftside	Wipe Right
Louvers	Blinds Vertical
Paint Brush	Cover Left
Pan Left	Uncover Right
Pan Right	Uncover Left
Rain	Random Bars Vertical
Replace	Cut
RightSide	Wipe Left
Scroll Top	Cover Down
Scroll Bottom	Cover Up
Shade	Cover Left
Text Top	Uncover Down
Text Bottom	Uncover Up
Text Left	Uncover Left
Text Right	Uncover Right
Top	Wipe Down
Use Bitmap Colors	Cut
Vsplit In	Split Vertical In
Vsplit Out	Split Vertical Out
Zigzag	Strips Down-Right
Graphs.

•	Graphs are translated into Microsoft Graph 5.0 objects, and they may appear slightly different when placed in PowerPoint.

•	When minimum and maximum values for Y axis values are set to automatic, the actual values may differ slightly in the original Freelance graph and the translated PowerPoint graph.

•	When tick marks are set to automatic, the number of tick marks used may differ slightly in the original Freelance graph and the translated PowerPoint graph.

•	The frame area that is used as the background of a graph is slightly different for Freelance graphs and PowerPoint graphs.

•	The location of axis labels is not maintained. Axis labels appear in their default location in the translated graph. Axis label location can be changed in PowerPoint after translation.

•	Notes attached to graphs are not preserved. PowerPoint graphs do not support attached notes.

•	The axis label on/off setting is not maintained. Axis labels are on in the translated graph. This setting can be changed in PowerPoint after translation.

•	Tick mark color is not maintained. Tick marks have the same color as the axis in the translated graph.

•	Series that are hidden in a Freelance graph are displayed in the translated graph in PowerPoint. These series can be set to hidden in PowerPoint after translation.

•	In PowerPoint, each slice in a 3D pie chart can only have one color. If different side and top face colors are set in Freelance, these will not be preserved when translated.

•	Multiple pie charts display as single pie charts when translated to PowerPoint. The data for all series is preserved in the datasheet, but only the data for the first series is displayed.

•	Only one line of legend text per data series is preserved.

•	The legend on/off setting is not maintained. The legend will appear on the translated graph. The legend can be turned off in PowerPoint after translation.

Organization charts.

•	Organization charts are translated to Microsoft Organization Chart 2.0 objects.

•	Formatting of organization charts—including box layout, box style, box color, and line style—is not preserved when translated to PowerPoint.

•	Only five levels are supported. Levels greater than five are converted to level five.

Slideshow

•	The “Advance screen show automatically” setting is not preserved, and slideshows are set to manual advance. However, the slide timings for each slide are preserved, and you can set the show to run automatically in PowerPoint.

•	The “Run screen show continuously” setting is not preserved.

•	The “Show range” is not maintained.

•	The “Text Top”, “Text Bottom”, “Text Left”, and “Text Right” transition effects are not maintained.

Other items

•	Because of differences between Freelance and PowerPoint, there may be slight variances in the scaling and placement of objects relative to the slide boundaries. In Freelance, the slide area represents the entire printed page, while in PowerPoint the slide area represents the printable area of a printed page.

•	For some Freelance files, the translator can’t determine the number of slides in the presentation, so the “Slide Total” will be “???” in the progress dialog box.

•	For each slide in the Freelance presentation, objects in the master slide are placed in the slide foreground in PowerPoint rather than the slide master. PowerPoint has only one master slide and title master per presentation.

•	Enumerated bullets and symbol bullets are translated to dash (-) bullets in PowerPoint.

•	Line spacing of text is not maintained. All text is translated to single-spaced text in PowerPoint. The line spacing can be adjusted in PowerPoint after translation.

•	Strike through and curved text are not maintained.

•	Tables are translated into tabbed text boxes in PowerPoint, with line and borders created graphically. Columns can be aligned by adjusting the tab locations for the text box in PowerPoint after translation or you can create a table in PowerPoint and insert the information.


I know a file is on a drive or in a folder that is displayed in the Open dialog box, but I don't see the file

The current search criteria may include the correct location of the file, but other criteria may exclude the file you're looking for. Try the following:

•	Check the criteria specified at the bottom of the Open dialog box.

•	If you specified additional search criteria, click Advanced in the Open dialog box, and check the criteria in the Advanced Find dialog box.

•	To search all subfolders, in the Open dialog box, click  [image], and then click Search Subfolders.

•	In the Open dialog box, click New Search to clear all current criteria except the location. Try specifying different criteria before clicking Find Now.


Troubleshoot problems finding files

What do you need help with?

I know a file is on a drive or in a folder that is displayed in the Open dialog box, but I don't see the file.

When I use one of my saved searches, many of the files I previously found are no longer found.


When I use one of my saved searches, many of the files I previously found are no longer found

Check to see if the search criteria include a network drive.

•	If the criteria include a network drive, click  [image], and then click Map Network Drive. In the Drive box, click the same drive letter that is specified in the criteria, and then click OK. Click Find Now.

•	If the criteria do not include a network drive, the missing files may have been deleted since the last time you performed that search.


The Send and the Add Routing Slip commands don't appear on the File menu

Make sure you have installed Microsoft Exchange on your system or any mail system compatible with the Messaging Application Programming Interface [MAPI], or Lotus cc:Mail or any mail system compatible with Vendor Independent Messaging [VIM].

If you have installed Microsoft Exchange or a compatible mail system, make sure the WIN.INI file contains the following lines, or add them:

[MAIL]

MAPI=1

If you have installed Lotus cc:Mail or a compatible mail system, make sure MAPIVIM.DLL is in the Windows System folder.


Troubleshoot sharing presentations

What do you need help with?

Fonts are different when I view the presentation on another computer.

I want to route a presentation, but I don't have Microsoft Exchange on my system.

The Send and the Add Routing Slip commands don't appear on the File menu.

What are the system requirements for sending presentations by electronic mail?


Fonts are different when I view the presentation on another computer

The fonts you see on the screen are substitutions because the fonts you used in the presentation are not installed on the computer. To make sure the fonts you use in a PowerPoint presentation always appear correctly, be sure to use TrueType fonts in the presentation and then check the Embed TrueType Fonts in the Save or Save As dialog box. (You can embed any TrueType font shipped with Windows. Other TrueType fonts may be embedded only if they have no license restrictions.)

Also, fonts may appear differently if you are using the PowerPoint Viewer and you’ve used embedded fonts. If you want the identical fonts to appear, you will have to make sure they are installed on the computer on which you are running the PowerPoint Viewer.’


I want to route a document, but I don't have Microsoft Exchange on my system.
I want to route a presentation, but I don't have Microsoft Exchange on my system

You can route presentations online by using any compatible mail package, not just Microsoft Exchange. If your mail system is compatible, the Add Routing Slip and Send commands appear on the File menu.

If your mail system is not compatible, you can still route a presentation by putting it on a network, or giving reviewers a floppy disk.


I can't use drag-and-drop editing because selected text doesn't stay selected when I point to it
I can’t use drag-and-drop editing because selected text doesn’t stay selected when I point to it

•	Make sure the pointer is over the selected text when you try to drag it.

•	The drag-and-drop feature may not be on. On the Tools menu, click Options, and then click the Edit tab. Select the Drag-and-Drop Text Editing check box.


Troubleshoot moving, editing, and formatting text

What are you having trouble with?

I want to change the format for a line of text, but PowerPoint changes the whole paragraph.

I can’t move a text object.

I can’t use drag-and-drop editing because selected text doesn’t stay selected when I point to it.

When I select a text object and start typing, the existing text is not replaced with my typing.

I tried to change the margins for text inside an object, but nothing happened.

Some slide text appears as subpoints in my outline while other slide text does not appear.

Nothing happens when I select all, copy, and paste.


I can't move a text object
I can’t move a text object

•	To move a text object, select it by clicking its border, and then drag it.

•	The text object may be one that was created on the slide master using  [image]. To move an object on the slide master, on the View menu, point to Master, and then click Slide Master. Now you can move the object by dragging it.


When I select a text object and start typing, the existing text is not replaced with my typing

•	To replace text in a text object, select the text, and then begin typing. The new text replaces the old.

•	If you’re working with a PowerPoint Presentation Template, you need to select the sample text before you begin typing.


I want to change the format for a line of text, but PowerPoint changes the whole paragraph

•	Select only the text you want to change. If you select an entire paragraph, the changes you make affect all text in the paragraph.

•	Some formatting, such as line spacing, alignment, margin settings, bullets, and tabs, apply to entire paragraphs and cannot be applied to a single line.

•	Margin and tab settings apply to entire text objects.


I tried to change the margins for text inside an object, but nothing happened

•	The settings in the Text Anchor dialog box affect how the margins between text and objects behave.

To set the horizontal and vertical margins for text in an object, click Text Anchor on the Format menu, and then select the Adjust Object Size To Fit Text check box. Then select an option in the Anchor Point box and enter the horizontal and vertical margins you want in the Box Margins box. The text adjusts to fit the margins you set.


Some slide text appears as subpoints in my outline while other slide text does not appear

•	In outline view, a slide’s title text appears as the top level. Text in the first AutoLayout placeholder appears as subpoints. If there is another AutoLayout placeholder with text in it on the same slide, that text doesn’t appear in outline view. Also, text added with  [image] and text in embedded objects don’t appear in outline view.


Troubleshoot slide shows

What are you having trouble with?

The build animation is not smooth.

I know a presentation includes a particular slide, but the slide is missing when I run a slide show.

I can’t determine whether a slide is marked as hidden


The build animation is not smooth

•	Larger objects tend to be less smooth when they move across the screen on many computers. Try changing the build effect to one where the object doesn’t move, such as a dissolve or wipe effect.


I know a presentation includes a particular slide, but the slide is missing when I run a slide show

•	The missing slide is designated as a hidden slide. In slide sorter view, select the slide, and then click  [image] to remove the hidden slide designation.

If you want to keep the slide hidden, you can display it during a slide show by using the slide show shortcut menu. On the slide prior to the hidden slide, click the right mouse button, point to Go To, and then click Hidden Slide.


I can't determine whether a slide is marked as hidden
I can’t determine whether a slide is marked as hidden

•	In slide view, the Hide Slide command on the Tools menu is checked if the slide is hidden.

•	In slide sorter view, the slide number has the “null” sign over it  [image] if the slide is hidden.

•	During a slide show, the Slide Navigator indicates which slides are hidden. Click the right mouse button, point to Go To, and then click Slide Navigator. The hidden slides have their numbers in parentheses.


Troubleshoot working with bullets

What are you having trouble with?

I can’t select a bullet.


I can't select a bullet
I can’t select a bullet

•	You don’t need to select the bullet itself to change it or delete it. To delete a bullet, click the text it’s associated with, and then click  [image]. To change the format of a bullet, click the text it’s associated with, and then click Bullet on the Format menu.


Troubleshoot checking spelling

What are you having trouble with?

I chose the Change All button to change every occurrence of a misspelled word, but PowerPoint did not change every occurrence.

I added words to a custom dictionary, but PowerPoint still questions them.

The spelling checker checked only part of my presentation.

 When I try to check text, a message says that the spelling tool is not installed.


I chose the Change All button to change every occurrence of a misspelled word, but PowerPoint did not change every occurrence

•	The PowerPoint Speller can’t check the spelling of embedded objects such as charts, WordArt text effects, or in inserted objects such as Word documents or tables.


I added words to a custom dictionary, but PowerPoint still questions them

•	The Speller isn’t using the custom dictionary to which you added the words. In the Spelling dialog box, click the down arrow in the Add Words To box, and then click a different custom dictionary.


 When I try to check text, a message says that the spelling tool is not installed

•	The PowerPoint Speller wasn’t installed with PowerPoint, or it is missing. Run Setup to add the proofing tools. Click Start, point to Settings, click Control Panel, then double click Add/Remove Programs.


The spelling checker checked only part of my presentation

•	The PowerPoint Speller can’t check the spelling of embedded objects such as charts, WordArt text effects, or in inserted objects such as Word documents or tables.


I embedded an object, then copied and pasted it, but the copies are not being updated

•	To update copies of an embedded object, such as a chart from Microsoft Graph, first create the object in another application. For example, open a Word document, and then create the embedded object. Select the object and paste it in your PowerPoint presentation using the Paste Special command on the Edit menu. In the Paste Special dialog box, click Paste Link. Continue to paste other copies using this same process. Now, when you update the object in the Word document, all the copies in your PowerPoint presentation will be updated.


When I try to create a WordArt object, equation, or a graph, I see a message saying that the applications cannot be started

•	Your computer doesn’t have enough memory to run another application. If you have other programs running, save your documents and shut them down. If you have multiple presentations open in PowerPoint, try closing everything except the presentation you’re working on.


When I try to edit a WordArt object, equation, or a graph, PowerPoint displays a message that it cannot find the application

•	The application you used to create the linked or embedded object may have been deleted or relocated on a network device that is no longer connected. Reinstall the application or reconnect the network device.


When I double-click a WordArt object or an equation I created with Equation Editor, the menus and toolbars don't change
When I double-click a WordArt object, the menus and toolbars don’t change

•	The object you have selected was created in an earlier version of OLE. If you do not have OLE 2.0 installed, run PowerPoint Setup again to install it. Then select the object, and, on the Edit menu, point to Object, and click Convert to change the editing application to the more recent version of OLE.


PowerPoint cannot update a link

•	The source object has been moved, renamed, or deleted. If it has been moved or renamed, you can relink the object. On the Edit menu, click Links, and then click Change Source. Click the moved or renamed source object, and then click Update Now.


When I try to edit a linked or embedded object, PowerPoint says it cannot find the application

•	The application you used to create the linked or embedded object may have been deleted or relocated on a network device that is no longer connected. Reinstall the application or reconnect the network device.


 I want the embedded object rather than an icon to appear on my slide

•	When the embedded object was inserted on the slide, the Display As Icon check box was selected in the Insert Object dialog box. Select the icon, point to Object on the Edit menu, and then click Convert. In the Convert dialog box, clear the Display As Icon check box.


Troubleshoot WordArt, Equation Editor, and Graph problems

What do you need help with?

When I try to create a WordArt object, equation, or a graph, I see a message saying that the applications cannot be started.

When I try to edit a WordArt object, equation, or a graph, PowerPoint displays a message that it cannot find the application.

When I double-click a WordArt object, the menus and toolbars don’t change.

When I try to edit a WordArt object, equation, or a graph, I see a message saying that the application cannot be started


Troubleshoot linking and embedding problems

What do you need help with?

When I try to edit a linked or embedded object, PowerPoint says that it cannot find the application.

Nothing happens when I double-click my embedded object.

The type of object I want to embed does not appear in the Insert Object dialog box.

I want the embedded object rather than an icon to appear on my slide.

I embedded an object, then copied and pasted it, but the copies are not being updated.

PowerPoint sometimes crops the borders on my embedded Word tables.

PowerPoint cannot update a link.

I can’t paste an OLE object from PowerPoint into another application.


When I try to edit a WordArt object, equation, or a graph, I see a message that the application cannot be started

•	Your computer doesn’t have enough memory to run another application. If you have other programs running, save your documents and shut them down. If you have multiple presentations open in PowerPoint, try closing everything except the presentation you’re working on.

•	You might need to install or reinstall the OLE application that you want to use. To install the application, run the Setup program, click Custom Installation, and then select the OLE application. To reinstall, first remove the application by running the Setup program, clicking Custom Installation, clearing the check box for the OLE application, and continuing the setup. Then run Setup again, following the preceding instructions to install the application.


The type of object I want to embed does not appear in the Insert Object dialog box

•	PowerPoint can’t find the source application for the object you want to embed. You need to reinstall the application and restart the computer before embedding the object.


Nothing happens when I double-click my embedded object

•	The embedded object has been ungrouped and converted into a PowerPoint object. Once you convert an embedded object into a PowerPoint object, you can’t edit it with its original application. You can edit the converted object with PowerPoint tools, or you can create a new object in the original application and embed it


PowerPoint sometimes crops the borders on my embedded Word tables

An embedded Word object has default margins of 0 (zero) inches and a page size of 6 inches by 9 inches, or smaller. If the page width of the embedded Word object is greater than 6 inches, one side of the object may appear cropped.

To preserve margins and page sizes for an embedded Word object, insert a new Word object, and then paste the contents of the Word document into the open object. When you select the Word document, be sure to include the section breaks and final paragraph mark, which contain the page size and margin settings for the document.


I can't paste an OLE object from PowerPoint into another application
I can’t paste an OLE object from PowerPoint into another application

You can only link or embed an entire slide or presentation from PowerPoint. You can paste an object as a picture using the commands on the Edit menu, but you won’t be able to link or embed it.


When I print my presentation on a black and white printer, it doesn't look good
When I print my presentation on a black and white printer, it doesn’t look good

You can see how your presentation will print on a black and white printer by clicking  [image]. Once you are in black and white view, you can change how an individual object will print. Just point to the object, click the right mouse button, point to Black And White, and click your choice. Click  [image]  again to return to the color view of your presentation. Changing the Black And White settings does not alter the color in any way.


Nothing happens when I select all, copy, and paste

Make sure you have not selected any placeholders. If necessary, select the objects you want to copy individually.


I can't select the picture or texture
I can’t select the picture or texture

If the slide has a picture or texture background, or if the picture or textured object is on a master, it cannot be selected. To change a picture or texture background, use the Custom Background command on the Format menu, or go to the Master View to see if the object is there.


I want to insert a tab at the beginning of the line, but PowerPoint indents my text a level

•	Place the insertion point where you want to insert a tab, and then click Tab on the Insert menu.