Advanced PowerPoint:
Using a Word Outline

Step-by-Step:Word Outline

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What you will learn:

to create an outline in Word to create a presentation from a Word outline to edit the text to change slide layout

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Start with: , (Word), NZinfo.doc from the resource files

The original brochure about New Zealand was a tri-fold, as shown below. Since all of the text in the brochure is in text boxes, PowerPoint cannot see the text at all! You will work with a version of this brochure that has already taken the text out of the text boxes.

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Open Word Document

You will need to simplify the text and add some heading styles.

1. Open Word (not PowerPoint!) and open the file NZinfo.doc from the resource files.
   The default location on your computer is:
   c:\My Documents\complit101\presentations\NZinfo.doc

    

   
   There are 3 pages with pictures and decorative bullets. Some paragraphs have heading styles already. But you need to make a lot of changes to turn this information into good slides. You will put the images back in later.

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Edit Word Document into an Outline

Your slides don't need all the lovely sentences in this document. It's time to simplify!

1. Edit the text so that the document reads as shown below. The titles and text must be MUCH shorter than the original to make good slides.

   The font and styling of the text will not actually matter at this point. You will be changing those in PowerPoint later.

   PowerPoint will not import the images, so you might as well delete them as you edit.

 

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Apply Headings

1. Put your cursor in the first line, What to See and Do in New Zealand, without selecting any characters. The Style box shows that this paragraph is already styled with Heading 1
    

2. Continue by verifying or applying Heading 1 to the lines listed below, which will become slide titles:
   You can apply a style to multiple lines at a time if you select the lines first. To select lines that are not next to each other, hold CTRL down while selecting.

   CTRL + ALT + 1 is the key combo to apply Heading 1.

   Volcanoes

   Rain Forests

   Ocean and Beaches

   Cities

   Other Recreation

   General Information

   World Travel Inc.
    

3. Apply Heading 2 to the lines below. These will become first level bullets in PowerPoint. You will take the bullet off of most of them, but Heading 2 tells PowerPoint to put the text on a slide.
   CTRL + ALT + 2 is the key combo to apply Heading 2.

   New Zealand - an active, growing place!

   Warm, temperate rainforests, teeming with evergreens and giant tree ferns

   Unique wildlife:

   North Island's beaches match any you've seen.

   "Down under” but not "behind the times."

   Weather -
   Seasons reversed from the Northern Hemisphere.
   Range = subtropical in the north to temperate in the South

   Time -
   12 hours ahead of GMT, 16 hours ahead of US Eastern Standard Time

   Driving-
   On the left, like in the UK and opposite of the USA.

   Call 54 (1) 821-6543

   We work to help you see the world. 
    

4. Apply Heading 3 to the lines which will become second level bullets:

   CTRL + ALT + 3 is the key combo to apply Heading 3.

    Hot springs

    Geysers

    Boiling mud

    Volcanoes

    Giant snails

    Giant weta - a cricket-like insect the size of a mouse. Guaranteed harmless!

    Sailing

    Fishing

    Surfing

    Sand yachts

    Hang gliders

    Jet skis

    Fine restaurants

    Modern architecture

    Traffic!

    Snow Skiing

    Golf

    Hang gliding

    Bungee jumping

    Hiking

    Wine tasting - 3 world prize winners

   

5. From the View menu select Header and Footer.
    
6. Type your name and the date at the left of the Header.
    
7. Click on the Close button on the Header and Footer toolbar.
    
8. Save to your Class disk with the file name  NZinfo-edited.doc .
   How to handle a full Class disk
    
9. Print.
    
10. Close Word.

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Open a Word Outline in PowerPoint

PowerPoint automatically creates a presentation when you open a word processing document with PowerPoint. How helpful that is depends on the quality of the outline of the original document.

1. If necessary, open PowerPoint.
    

2. From the menu select  File | Open . The Open dialog appears.
    

3. Navigate to your Class disk using the Look in: list.
   
    

4. Select NZinfo-edited.doc.

   

   No Word documents are showing:
        Change the Files of type: box to All Outlines.
    

5. Click on Open. The outline opens in PowerPoint and is automatically turned into a set of slides. This is easy!! Well, if your outline is set up right, it is.

   

   Blank slides:
   Extra blank lines in the Word document can create blank slides. Just delete them.

   Can't open outline in PowerPoint:
   If the outline is still open in its original program and you try to open it with PowerPoint, you will get an error message that says PowerPoint cannot open this type of file. Not a helpful message!

   

   Solution: Switch to the program that has the outline open, close the outline, and try again from PowerPoint.

   How to tell that a file is being used: Sometimes it's hard!

   • Task Bar button: The button shows the name of the Word document that is open, but the button is often too short to show enough of the name. Hover over the button to show a popup with the whole file name.
      

   • File list in the Open dialog:

     • If the file is on your hard disk, look at the file list. Word creates a temporary copy when the file is open. Word replaces the first two characters in the file's name with ~$ . This puts the temporary copy at the top of the file list alphabetically with a faded icon, like:

     • If the file is on a removable disk, the temporary copy is not on the removable disk, so you cannot easily tell that the file is already open this way.
        

6. Click on each of the slide thumbnails to see what PowerPoint put on the slides. Not too bad at first glance.
    
   The formatting is quite different from the original and not at all what you will want for your presentation.
    
7. Check the slides and make any corrections necessary to the words or capitalization. Delete any blank slides.
    
   Some of the paragraph styles in the Word document were formatted as small caps. PowerPoint threw out that formatting. You will definitely need to capitalize some list items.
    
   If Style Check is still on and the Office Assistant is also on, you may see some light bulbs with style suggestions, including capitalizations.

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Change Slide Layout

The first slide is a Title slide but it uses the normal slide layout. All it takes is a simple click to change a slide layout.

1. Select Slide #1 to display it in the Slide pane.
    

2. From the menu select  Format | Slide Layout . The Slide Layout pane appears in the Task Pane at the right.
   
    

3. Click the thumbnail for Title Slide, which has two placeholders in the middle of the slide. Your title and subtitle placeholders are moved. Sweet!
   

   

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Remove Extra Bullets

In order to get your text onto the slide from the existing Word document, you had to assign Heading styles to all of the paragraphs. PowerPoint put a bullet on every paragraph with Heading 2 or 3. Some of those bullets need to go!

1. In the Navigation pane, click on the Outline tab.
   The Outline opens and the pane expands to give you more room to read the text.
   

   

2. In the outline, click on the first text line, New Zealand - an active...,  of Slide #2: Volcanoes. This line should not be a member of the list. It is the introduction to the list. You need to remove that bullet.
    

3. Click the Bullets button on the toolbar.  The bullet vanishes and the paragraph moves back to the left. Easy as can be!
    

4. Similarly, in outline of Slides 3, 4, and 5, remove the bullet from the first text line.
   
    

5. On Slide #3, remove the bullet beside "Unique wildlife:".
   
    

6. On Slide #8, remove both of the bullets.
    

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Save

1. Click the Save button . The Save As dialog appears since this presentation has not been saved before. Use the name  nz-word.ppt .
    
   How to handle a full Class disk
    

2. Switch to Slide Sorter view. The formatting needs some work. The text on Slide #7 is about to run off the slide.
    

nz-word.ppt in Slide Sorter view