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					                              Advanced Features of MS PowerPoint


                      Advanced Features of MS PowerPoint
 Creating an Organization Chart 1*

In a PowerPoint presentation, organization charts are useful when showing relationships within
businesses, families, or any other group. PowerPoint makes it easy to create an organization chart
in a new or existing slide.

One of the easiest ways to add an organization chart to your presentation is to do so when creating
a new slide. With this option, the chart is created in the optimum size and placement. However,
you can also add a chart to an existing slide. After the chart is created, it can be resized or moved
to accommodate additional elements in the slide.

 Creating an Organization Chart: New Slide

Open the presentation where you want to add an organization chart

   1. Click on Insert>> New Slide
      A new slide appears and the Slide Layout task pane appears on the right side of the screen.
   2. Under Other Layouts, on the right side, select Title and Diagram or Organization
      Chart, (as shown in the figure)




   3.

   3. The new layout is applied on the current slide.




   1* Source: http://www.uwec.edu/Help/PPoint03/orgchart.htm

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                              Advanced Features of MS PowerPoint




    4. Double click ADD DIAGRAM OR ORGANIZATION CHART
       The Diagram Gallery dialog box appears.




    5. Select the Organization Chart
    6. Click OK, the chart appears on the slide.
    7. Complete the chart as appropriate.

   Creating an Organization Chart: Existing Slide

Often you want to add a chart to a slide which you have already created. PowerPoint makes this
easy as well. The chart's size and placement can be adjusted to accommodate the other information
on the slide.

    1. Open the presentation and slide where you want to add the organization chart
    2. Click on Insert >> Picture >> Organization Chart
       The organization chart appears in your slide.
    3. Complete the organization chart, and, if required, move and adjust the size of the chart as
       appropriate.

 Modifying Organization Charts
There are many options when making an organization chart. You can make modifications to the
text, shapes and shape location, layout, chart and box style, lines, and background color. The
Organization Chart toolbar is very helpful in modifying your organization chart.




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                               Advanced Features of MS PowerPoint


 To access the Organization Chart toolbar:

   1. Open the presentation and the slide with the organisation chart you want to modify.
   2. Select the organisation chart.


   The Organization Chart toolbar appears.



 Modifying Organization Charts: Modifying Text

   1.   Click within the shape that contains, or will contain, the text you wish to modify or add
   2.   Select the desired text.
   3.   Type the new text.
   4.   The new text will replace the text that was selected in Step 2.

 Modifying Organization Charts: Adding Shapes

   1. In your organisation chart, select the entry, where you want the new entry to branch from.
   2. In the Organization Chart toolbar, click the dropdown list                           Insert
      Shape>>Subordinate/Coworker/ Assistant

 Modifying Organization Charts: Moving Shapes

   1. Click on the box and drag it over the box you want to be its manager

 Modifying Organization Charts: Adjusting Layout

  1. Select the shape above the shape you want to adjust.
  2. From the Organization Chart toolbar, from the Layout pull-down list, select the desired
     option
 Modifying Organization Charts: Changing Chart and Box Style

You can add shadows, change the fill color of the boxes, and change the border and line styles in
your organization chart.

   1. Select the chart
   2. On the Organization Chart toolbar, click Autoformat
      The Organization Chart Style Gallery appears, as shown in the figure.




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                             Advanced Features of MS PowerPoint




   3. Make the desired selection.
      A preview appears in the right of the gallery.
   4. Click OK

 Modifying Organization Charts: Adjusting Line Thickness, Style, or Color

       NOTE: You can only make these changes if you use the Default diagram style
from the Organization Chart Style Gallery.

   1. Select the chart.
   2. On the Organization Chart toolbar, click on Select >>All Connecting Lines
      All the connecting lines are selected.
   3. On the Drawing toolbar, make desired changes using Line Color        and Line Style

 Modifying Organization Charts: Changing Background Color

   1. Select the chart
   2. On the Drawing toolbar, click the    to the right of Fill Color   >> select the desired
      color.




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                                  Advanced Features of MS PowerPoint


 Insert a movie in your Presentation

 Using Clip Organizer

   1. Add new slide or open an existing slide, in which you want to add a video clip.
   2. From the Menu bar click on Insert>>Movies and Sounds >>Movie from Clip
       Organizer.
  3.     Browse the Clip Organizer for a movie clip.
  4.     PowerPoint will open the Clip Art task pane and select Result should be >>Movies option
         You can use the Clip Art task pane to locate a video clip stored on your computer or on the
         Office Online Web site.
  5.     Click the movie you want to add to your slide.

  Movie can be viewed only in the slide show.

       Note Some of the layouts you can apply to a slide (using the Slide Layout task pane) add a group of buttons to
       the slide for inserting various types of objects. These are known as Content Layouts or Text and Content
       Layouts. If you’ve applied such a layout to your slide, you can insert a video clip from the Clip Organizer by
       clicking the Insert Media Clip button and selecting a video clip in the Media Clip dialog box (which displays
       both movie and sound clips). However, the Clip Art task pane (or the freestanding Clip Organizer program)
       provides more features for locating and inserting a video clip and usually makes the task easier.

 Insert a movie from a file

   1. Click on Insert>>Movies and Sounds>>Movie from File.

   2. Select the movie file in the Insert Movie dialog box, and then click the OK button.

         Notes:

       (a) If you selected a movie clip in animated .gif format, the animation will run automatically
           the entire time the slide is displayed in a slide show. If, however, you selected a movie in
           another format (such as .avi), PowerPoint will display a message box letting you choose
           when the movie will play.
       (b) To have the movie play automatically when the slide is displayed in a slide show, click
           the Automatically button.

       (c) To have the movie play only after you click the movie image, click the When Clicked
           button. PowerPoint will then add the clip(?) to your slide.



                                                  PPT 5
                                 Advanced Features of MS PowerPoint




        Resize the video image (if necessary)

    1. Select the movie in the slide and then drag the sizing handles (sizing handle: One of
          the small circles or squares that appears at the corners and sides of a selected object.
          You drag these handles to change the size of the object.) that are displayed around the
          image.

    2. To maintain the image’s original proportions, drag one of the corner sizing handles.

    3.     To change the original proportions, drag one of the sizing handles in the center of a
          border.

    4. To change the image’s size without displacing the center of the image (that is, to resize
          it symmetrically about the center), press CTRL while you drag a sizing handle.

    5. To move the video image, drag it to a new location.

        Modify the way the video plays during a slide show

    1. Right-click the video image in your slide.

    2. Do any or all of the following:

                   To adjust the volume or to change the video object display options, on the
                    shortcut menu, click Edit Movie Object, and then select the options you want.

                   To modify the way the video clip plays during a slide show, on the shortcut
                    menu, click Custom Animation and then use the controls in the Custom
                    Animation task pane.

                   To control the action that takes place when you either click the video image or
                    move the mouse pointer over it, on the shortcut menu, click Action Settings.

                   To preview the video clip, click Play.

 Insert Sound in your Presentation

         Sound effects, such as music and voice recordings, can add another level of
         professionalism to your slide presentations. Music is an effective way to introduce or end a
         presentation and it gives your audience something to listen to as they enter and leave the
         presentation room. You can find sound files in several places — in the Clip Organizer, in


                                               PPT 6
                                Advanced Features of MS PowerPoint


      the folder where you’ve chosen to store your audio files, on the Internet, or from a network
      folder. There are many sound file formats; two common ones are wave files (with the .wav
      filename extension) and MIDI files (with the .mid, .midi, or .rmi filename extension). After
      you add a sound to a slide, you’ll see a Sound icon.

     Adding Sound Clip in Slide Show

To add a sound clip to your slide show, perform the following steps:

    1.     Display the slide to which you want to add sound.

    2.     Use one of the following three methods to insert the sound clip:
              Through Clip Organizer: Insert>>Movies and Sounds>>Sound from
                                           Clip Organizer.
              From an existing Sound File: Insert>>Movies and Sounds>>Sound from File.
                              The Insert Sound dialog box will appear. Select the sound file that
                                you want, and then click the OK button.
              By recording own Sound Clip: Insert>>Movies and Sounds>>Record Sound

               (You must have a microphone attached to your computer) PowerPoint will
               display the Record Sound dialog box. Use the controls in this dialog box to
               record your sound and then click the OK button.

         Note: Some of the layouts you can apply to a slide (using the Slide Layout task pane) add a group
         of buttons to the slide for inserting various types of objects. These are known as Content Layouts or
         Text and Content Layouts. If you’ve applied such a layout to your slide, you can insert a sound clip
         from the Clip Organizer by clicking the Insert Media Clip button and selecting a sound clip in the
         Media Clip dialog box (which displays both movie and sound clips). However, the Clip Art task
         pane (or the freestanding Clip Organizer program) provides more features for locating and inserting
         a sound clip and usually makes the task easier.

         If you recorded the sound clip, the sound will play during a slide show only when you click the
         sound icon. (You can modify this behavior using the Custom Animation task pane.) If, however,
         you inserted a sound clip from the Clip Organizer or from a sound file, PowerPoint will display a
         message box letting you choose when the sound clip will play.

           o   To have the clip play automatically when the slide is displayed in a slide show, click the
               Automatically button.

           o   To have the clip play only after you click the sound icon, click the When Clicked button.




                                               PPT 7
                               Advanced Features of MS PowerPoint


      Modify the way the sound clip plays during a slide show

       1.     Right-click the sound icon in your slide.

       2.     Do any or all of the following:

                     To adjust the volume or change the sound object display options, on the
                      shortcut menu, click Edit Sound Object and then select the options you
                      want.

                     To modify the way the sound clip plays during a slide show, on the
                      shortcut menu, click Custom Animation, and then use the controls in
                      the Custom Animation task pane.

                     To control the action that takes place when you either click the sound
                      icon or move the mouse pointer over it, on the shortcut menu, click
                      Action Settings.

                     To preview the sound clip, on the shortcut menu, click Play.



Improve slide show performance

If your presentation seems to be running slowly, try one or more of the following:

       o Animation performance will be much better with a video card that has Microsoft
            Direct 3D. (Direct 3D is a component of Microsoft DirectX, which is a set of advanced
            multimedia system services built into the Microsoft Windows operating system.) Many
            video card manufacturers take advantage of this technology; check with the
            documentation you received with your computer to find out if Direct 3D is supported.

       o Reduce the size of pictures and text that are animated. Click the picture or text and drag
            the sizing handle to reduce the size of the object.

       o Don't use animations that include fading, rotating, or scaling. You can replace these
            effects with other animations.

       o Try not to use large gradients or transparent objects. Instead, choose solid color fills.




                                                PPT 8
                       Advanced Features of MS PowerPoint


o Reduce the number of simultaneous animations. Try changing the simultaneous
   animations to sequential animations.

o Reduce the number of by-letter and by-word animations. For example, use these only
   for the title of a slide, instead of applying them to every bullet




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