New! Features
Microsoft PowerPoint 2010
Microsoft PowerPoint 2010 is a presentation graphics program that helps you create and deliver slide shows either in person or online. With enhancements to the user interface and the addition of SmartArt graphics and Quick Styles for text, shapes, tables, and pictures, you can create high-impact presentations more easily in Power-Point 2010.
Only New Features
If you’re already familiar with PowerPoint 2007, you can access and download all the tasks in this book with Microsoft PowerPoint 2010 New Features to help make your transition to the new version simple and smooth. The PowerPoint 2010 New Features as well as other 2007 to 2010 transition helpers are available on the Web at www.perspection.com.
What’s New
If you’re searching for what’s new in PowerPoint 2010, just look for the icon: New!. The new icon appears in the table of contents and throughout this book so you can quickly and easily identify a new or improved feature in PowerPoint 2010. The following is a brief description of each new feature and its location in this book.
Office 2010
64-bit Office programs (p. 2) If you’re a power user or analyst that needs to create bigger, more complex PowerPoint presentations, you should use the 64-bit version of Microsoft PowerPoint 2010. The 64-bit version of an Office program is built specifically for 64-bit computers.
File tab and Backstage view (p. 4-5, 12-13, 400) The File tab replaces the Office button from Office 2007 and provides access to Backstage view, which lets you access common file management tasks, such as opening, saving, and sharing files. When add-ins are enabled, you can use the Add-ins button on the File tab to use them.
Customize Ribbon (p. 4, 6-7, 392, 407, 413) In the Options dialog box, you can customize the Ribbon by adding tabs, groups, and command buttons. You can also show and hide the Developer tab.
Live Preview of Paste Options (p. 4) When you point to an option on a Paste menu, a live preview of the paste contents appears in the document. When you point to a paste option, use the ScreenTip to determine the option.
Protected view (p. 4, 374, 376-377, 415-417) Office documents with a potentially unsafe location, such as the Internet or an e-mail attachment, or active content, such as macros, data connections or ActiveX controls, are opened with editing functions disabled in Protected view.
Recently Used Files (p. 12-13) For easy access, you can add recently used documents to the File tab. In addition to Recent Presentations, you can also access files on the Recent Places list.
Auto Recovered (p. 28-29) You can select the Keep the last Auto Recovered file if I close without saving check box in Options as a safe guard to protect your unsaved work. You can use the Manage Versions button on the Info screen on the File tab to open any available recovered unsaved files.
Math AutoCorrect (p. 44) If you use math symbols in your work, you can use Math AutoCorrect to make it easier to insert them. It works just like AutoCorrect.
Actions (p. 50-51, 401) Actions, a replacement for smart tags, help you integrate actions typically performed in other programs directly in Office. For example, you can insert a financial symbol to get a stock quote. To use an action, you right-click an item to view any custom actions associated with it.
More Themes and Styles (p. 96) Office comes with more themes and styles.
Office.com (p. 129, 160-161, 389) In the Clip Art task pane, you can select the Include Office.com content check box to access clip content on the Web at Office.com. In the Options dialog box, you can set an option to show or hide customer submitted Office.com content.
Gradient Fills (p. 133) The Gradient Fills dialog box allows you to adjust the brightness of a gradient.
Shape Effects Formatting (p. 134-135, 173, 188, 212-213, 246) Office provides improved formatting effects to shapes, including Font Color Gradient, Shadow, Outline, Reflection, Glow, and 3-D, along with additional options.
Screen shot (p. 168) With the Screenshot button, you can capture a screen shot of your computer and insert it into an Office document. As you capture screens, the Screenshot gallery stores them, so you can use them later.
Artistic Quick Style Gallery (p. 169) With the Artistic Quick Style gallery, you can change the look of a picture to a sketch, drawing, or painting.
Crop to Shape Gallery (p. 171) The Crop to Shape gallery makes it easy to choose the shape you want to use.
Compress a Picture (p. 176) Office allows you to compress pictures in order to minimize the file size of the image. In doing so, however, you may lose some visual quality, depending on the compression setting.
Correct a Picture (p. 177) The brightness and contrast controls change a picture by an overall lightening or darkening of the image pixels. In addition, you can sharpen and soften pictures by a specified percentage.
Recolor a Picture (p. 178) The Color Picture Quick Style gallery provides a variety of different recolor formatting combinations.
Crop a Picture (p. 180-181) Use the Crop button to crop an image by hand. In addition, you can crop a picture while maintaining a selected resize aspect ratio or crop a picture based on a fill or fit.
Remove Picture Background (p. 182-183) With the Remove Background command, you can specify the element you want in a picture, and then remove the background.
SmartArt Graphic Types (p. 204-205, 214) Office provides more built-in SmartArt graphic types: picture and Office.com. With SmartArt graphic layouts, you can insert pictures in the SmartArt shapes. If you no longer want to use a SmartArt graphic or want to share it with others, you can also convert SmartArt graphics to shapes.
Unlimited Points in a Data Series (p. 224) In previous Office versions, you were limited to 32,000 data points in a data series for 2-D charts. Now you can have as much as your memory to store.
Use Macros with Chart Elements (p. 230) When you create a macro with charts, it now can include formatting changes to charts and other objects.
Access Chart Elements (p. 232) You can double-click an element in an embedded chart to access formatting options.
Print and Preview Screen (p. 280-281, 308-311) Instead of a dialog box, you can preview a document and choose printing options together on the same Print screen on the File tab; it detects the type of printer that you choose—either color or black and white—and then prints the appropriate version.
Mini-Translator (p. 294-295) In Word, Outlook, PowerPoint, or OneNote, you can enable the Mini Translator that translates words or phrases in a small window when you point to them.
Language Preferences (p. 296) You can set language preferences for editing, display, ScreenTip, and Help languages. If you don’t have the keyboard layout or related software installed, you can click links to add or enable them.
Accessibility Checker (p. 300-301) The Accessibility Checker identifies potential difficulties that people with disabilities might have reading or interactive with an Office document. In addition to the Accessibility Checker, you can also add alternative text (also known as alt text) to objects and other items to provide information for people with visual impairments who may be unable to easily or fully see it.
Linked OneNotes (p. 361) In PowerPoint and Word, you can create and open linked notes directly from OneNote by using the Linked Notes button on the Review tab.
Trust Center (p. 374, 376-377) The Trust Center provides new security and privacy settings for Trusted Documents, Protected view, and File Block Settings. In Trusted Documents, you can set options to open trusted documents without any security prompts for macros. Protected view provides a place to open potentially dangerous files, without any security prompts, in a restricted mode to help minimize harm to your computer. In File Block Settings, you can select the Open and Save check boxes to prevent each file type from opening, or just opening in Protected view, and from saving.
Office Web Apps (p. 424, 437, 442-445) After you store Office documents on the Windows Live SkyDrive, or a Microsoft SharePoint server, you can view, edit, or share them in a browser using a Microsoft Office Web App.
Save to Web (p. 428-429) Office programs provide a Save to Web command on the Save & Send screen to save Office documents directly to a Windows Live SkyDrive folder using a Windows Live account.
SharePoint Workspaces (p. 446-447) An Office program that allows you to create and work with local versions of workspaces (SharePoint and Groove, or shared folders) and contacts.
SharePoint and Groove Workspaces (p. 446-449) The Ribbon replaces menus, toolbars, and most of the task panes in SharePoint Workspaces 2010. The Ribbon is comprised of tabs with buttons and options that are organized by task.
Save to SharePoint (p. 450-451) Office programs provide a Save to SharePoint command on the Save & Send screen to save Office documents directly to a SharePoint server or workspace.
Co-authoring with SharePoint (p. 451) If you have a Microsoft SharePoint server, you can have multiple authors work on the same Office document at the same time. When multiple authors are working on the same document, you can see who is editing the document and where they are working in the Status bar or on the File tab Info screen.
Office Mobile (p. 454) You can use an Office Mobile 2010 program to view and edit Office documents stored on your phone, sent to you as e-mail attachments, or stored on a Microsoft SharePoint server through SharePoint Workspace Mobile 2010.
PowerPoint 2010
Separate PowerPoint Windows (p. 14) When you can drag slides between presentations, the presentations appear in separate windows. You can use commands in the Window group to display the presentations, drag slides between them, and then use the Paste Options button to apply a theme.
Reading View (p. 16-17) Reading view presents your slides one at a time in a slide show in a separate window. Use this view when you’re ready to rehearse your presentation. This view is especially useful when you want to show two presentations in a slide show in separate windows at the same time.
Presentation Sections (p. 76, 340) When you’re working on large presentations or collaborating on a presentation with others, you can create sections and arrange slides into a more organized workflow process.
Grid and Guides (p. 142-143) In the Grid and Guides dialog box, you can select from a variety of options, such as snapping objects to the grid or to other objects and displaying drawing and smart guides on-screen.
Insert Video from Social Web Site (p. 190-191) You can insert videos or audio into a presentation by inserting them from a social media Web site, such as YouTube or hulu, using an embed code.
Embedded Video (p. 190-191) When you insert a video, it becomes part of the presentation, and not a linked file.
Audio and Video Supported Formats (p. 190-191) PowerPoint supports the following new audio file formats—ADTS, MP4, and QuickTime Audio—and new video file formats—MP4, MPEG-2 TS, QT (QuickTime movie or video), and SWF (Flash).
Trim Video (p. 192-193) After you insert a video or audio, you can trim the start or end to remove the parts you don’t want and make it shorter.
Video Overlay Text (p. 192-193) You can add overlay text to a video.
Video Bookmarks (p. 194, 324) You can add bookmarks to indicate time points in a video or audio clip. Bookmarks are useful as a way to trigger animations or jump to a specific location in a video.
Format Video (p. 194) In addition to editing videos, you can use the Format tab under Video Tools to apply formatting—such as image correction, video styles, effects, and borders—to the video, which are similar to Picture Tools.
Audio and Video Playback (p. 198-199) After you insert a video or audio, you can play it back using the onscreen playback bar or the Playback tab under Video or Audio Tools.
Compress a Presentation (p. 201) You can compress a presentation with media to reduce the file size.
Convert SmartArt Graphic (p. 215) With the Convert command, you can convert a SmartArt graphic to a group of shapes or a text box.
Picture Presentation (p. 269) A Picture Presentation converts each slide in a presentation to a picture. In other words, everything on a slide, including shapes, text, and images, is converted to a picture.
Web Presentation (p. 272) You can no longer save a presentation as a Web page. However, you can still open them.
PowerPoint Options (p. 285, 389, 398) The PowerPoint Options dialog box includes some additional options. In the Proofing section, you can set Spanish modes for proofing and work with the Spanish language. In the Advanced section, you can disable hardware graphics acceleration and show customer submitted Office.com content. In the Research Options dialog box, you can select a research service as your favorite.
Slide Transitions (p. 314-315) If you want a more excite or dynamic effect, you can use transitions with 3-D motion effects, such as 3D rotation or orbit.
Improved Animations (p. 316-317) There are four types of animations: Entrance, Exit, Emphasis and Motion Path (animations along a line). Using specialized animations, you can quickly apply animations specific to certain objects using the Animations tab.
Control Animations (p. 318-319) You can control the animation of each object, the order each object appears, the time between animation effects, when an animation takes place—on click or video bookmark trigger—and remove unwanted animations.
Animation Painter (p. 325) After you create an animation, you can use the Animation Painter to quickly copy it to another object, just like the Format Painter.
Record a Slide Show (p. 328-329) You can record a narration before you run a slide show, or you can record it during the presentation and include audience comments.
Laser Pointer (p. 330, 340) You can turn your mouse into a laser pointer. In Slide Show view, hold down Ctrl, click the left mouse button, and then begin pointing.
Broadcast a presentation (p. 350-351) The Broadcast Slide Show command allows you to display a slide show over the Internet. To use the Broadcast Slide Show command, you need to use the PowerPoint Broadcast Service provided by Microsoft at no charge along with a Windows Live ID or use a broadcast service provided by your organization on a server that has the Microsoft Office Web Apps installed.
Compare and merge two versions of a presentation (p. 360) Compares and combines the content in two presentations.
What Happened To . . .
Web presentations You can no longer save a presentation as a Web presentation with the HTML or MHTML formats. However, you can still open ones created in an earlier version of PowerPoint. You can no longer set Web Options in the Advanced section of PowerPoint Options.
PowerPoint Options The Show all windows in the Taskbar and the Link sounds with file size greater than x check box have been removed from the Advanced section. The default in PowerPoint is to show all windows in the Taskbar. You can no longer display multiple presentation windows in the same PowerPoint window.
Smart tags Smart tags are not supported in Office 2010. Smart tag indicators are no longer displayed in the document when you select an item or move the pointer over an item. Instead, you can right-click an item to view any custom actions associated with its contents by clicking Additional actions on the shortcut menu. Additional actions are disabled by default, but you can enable or disable this functionality on the Actions tab of the AutoCorrect dialog box.
Click the File tab, click Options, click the Proofing section, click AutoCorrect Options button, and then click the Actions tab.
SmartArt Pattern Fills The pattern fills interface for shape objects, such as chart elements, was not provided with the new SmartArt technology in Office 2007, causing display issues when pattern fills were used in earlier versions of Office. In Office 2010, SmartArt provides the pattern fills interface so that you can apply a pattern fill to shape objects. Shape objects that contain pattern fills in Office 97-2003 documents will also be displayed correctly when those documents are opened in Office 2010.
In Office 2010, in addition to shape objects, the following controls and objects are converted to the new SmartArt technology: Form controls, Microsoft ActiveX objects, OLE objects, and Camera tool objects.
It is important to note that shape objects drawn in earlier versions of Word that are not upgraded to Office 2010 SmartArt format cannot be grouped with shape objects that are created in or upgraded to Office 2010 SmartArt format. Mixed shape objects will be layered, with the earlier versions of shape objects drawn on top of all later versions. This also means that Office 2010 charts cannot be shown on dialog sheets that were created in an earlier version of Office. You won’t be able to access the new shape objects by clicking Select Objects on the Select button menu on the Home tab. To select the newer shape objects, you must use the Select Multiple Objects command, which you can add to a Ribbon by using the Custom Ribbon section in Options.
Clip Art task pane The Search in box is no longer available, which means that you can no longer limit your search to specific collections of content. To narrow your search, you can use multiple search terms in the Search for box. The Organize clips link is no longer available. To open Microsoft Clip Organizer from Windows 7, Windows Vista, or Windows XP, click the Windows Start button, click All Programs, click Microsoft Office, click Microsoft Office 2010 Tools, and then click Microsoft Clip Organizer.
Clip Organizer Clip Organizer is a tool that arranges and catalogs clip art and other media files stored on your hard disk. As described earlier in this article, Clip Organizer is no longer accessible directly from the Clip Art task pane in Microsoft Office programs.
Send to e-mail recipient as attachment The command for sending a clip as an attachment in e-mail messages is no longer available.
Delete from collection Although you can delete clips from Clip Organizer, you can no longer delete a clip from a specific collection.
Find similar style The command that allowed you to find clips of a similar style is no longer available.
List and Details views The List and Details views are no longer available. Instead, all clips appear as thumbnails in the Clip Organizer window.