Power Point 2002 Office XP PC

What's New in PowerPoint 2002 (Office XP)

Introduction

PowerPoint 2002 is the version of PowerPoint packaged with the Office XP suite. This document outlines many of the new features of PowerPoint 2002 and how it differs from PowerPoint 97. It is written for people who are familiar with Microsoft PowerPoint 97 and who are starting to or wish to use version 2002. Office XP will be distributed to faculty and staff offices based on upgrade requests.

PowerPoint 2002 is, once you get used to it, very similar to PowerPoint 97. It includes both brand new features as well as old features that have simply changed location, name, or appearance. Both PowerPoint 2002 and 97 use the same file formatting, which means that PowerPoint 2002 can open, read, and edit PowerPoint 97 (and 2000) files. Files created in PowerPoint 2002 on a PC should also be fully cross-platform compatible with Macintoshes running either PowerPoint 98 or 2001, provided that the filename is relatively short and does not contain any punctuation characters.

Specific differences between PowerPoint 97 and 2002 are detailed below.

Getting Started

To launch PowerPoint 2002, Click on the Start menu and select Microsoft PowerPoint from the list. If Microsoft PowerPoint is not available in the initial Start menu list, please look under Start > Programs > Microsoft Office for Microsoft PowerPoint.

Table of Contents

Navigating the New Layout

The Tri-Pane View

PowerPoint 2002 has a new default or "Normal" view called the Tri-Pane View. This view automatically opens when you launch PowerPoint, and allows you to see several aspects of the presentation simultaneously.

The primary pane is the large Slide Editing pane that appears almost in the center of your screen. It is here that you add all your content and format your presentation. Underneath the Slide Editing pane is the Notes Pages pane (click to add notes) where you can type additional comments for your presentation. These notes will not appear on-screen during a slide show, but will only show up if you print out Notes Pages from your PowerPoint Printing options (more about this in Print Preview.) On the left of the Slide Editing pane is a column-shaped pane with two tabs. The Outline tab will either be labeled "Outline" as shown above or displaying the following symbol: . This tab allows you to display the outline of the text in your presentation in that column. The Slides tab will be labeled "Slides" or display the symbol: . Clicking on this tab displays thumbnail-size slides from your current presentation. The toolbars and menus appear in the same locations at the top of the screen as they did in PowerPoint 97/98.

The Task Pane

The Task Pane is a rectangular window that appears on the right side of the screen when PowerPoint opens. It acts as an open menu, giving you a list of functions and commands to perform depending on what you are doing at the moment. For example, when you first launch a new presentation, the Task Pane will be labeled New Presentation (as pictured at left.) From this pane you can now choose your design template, open a new or existing presentation, access your most recent work, as well as a few other functions.

If the Task Pane does not show up: To reopen a Task Pane that has been closed, simply go to the View > Task Pane and it will reappear to the right of your screen.

Closing the Task Pane: If you want to close the Task Pane just temporarily, simply click on the X on the far right corner of the pane. To reopen it, go to View > Task Pane. If you do not want the Task Pane to open each time you launch PowerPoint, uncheck the "Show at startup" checkbox at the bottom of the window. In subsequent launches of PowerPoint, the Task Pane will not automatically open.

You can go to any of the design Panes by clicking on the down-arrow that appears on the right in the title bar of the Task Pane. This arrow brings up a menu of the panes to select from. Otherwise, the Task Pane will change to the appropriate task as you choose items and commands from the menus or toolbars.

Other Task Panes are:

• Clipboard: contains a list of the items you have recently cut, pasted, or copied.
• Search: does a search of your hard drive for files with content matching the search keyword. You can also search by locations and file type.
• Insert Clip Art: allows you to search the Clip Art Gallery using keywords and displays the Clip Art in thumbnails for you to choose.
• Slide Layout: displays thumbnails of all the various slide layouts available to insert.
• Slide Design - Design Template: displays thumbnails of all the design templates available to you.
• Slide Design - Color Schemes: displays the various color schemes possible for a the slide design template you have chosen to use.
• Slide Design - Animation Schemes: shows all of the animations that can be applied to the title and text in each slide. Scroll down to view all.
• Custom Animation: allows you to set animation effects for each element of your slide separately and preview them.
• Slide Transitions: allows you to set the slide transitions for each slide.
• Revisions Pane: allows you to view a unified list of every comment and change suggested for the presentation, and the ability to accept and reject them individually or all at once.

 

Smart Tags and Other Markers

A "smart tag" is a button that appears after certain actions have taken place, such as an automatic text correction or a copy-and-paste. When you click on the button, a menu of options pop down that help you control the result of the action. For instance, if PowerPoint automatically capitalizes the first letter of a word but you want the word to be lowercase, you can quickly change it by clicking on the smart tag that appears and selecting "undo capitalization." PowerPoint includes several types of these smart tags, listed below, that appear after different functions are performed. To deactivate a tag, got to Tools->AutoCorrect -> and uncheck the box of the autocorrect feature that you wish to disable..

• AutoCorrect Options button appears after an automatic correction or change, such as a lowercased letter that's changed to a capital or a network path that's converted to a hyperlink. The button shows as a small, blue box when you rest the mouse pointer near text that was changed; it then becomes a button icon which, when you point to it and click it, displays a menu. If you don't want the correction, use the options on the menu to undo it.
• Paste Options button gives you greater control and flexibility in choosing the format for a pasted item. The button appears just below a pasted item, such as text, a table, or a slide, with options for formatting. For example, if you insert a slide from a different presentation into your current slide show, you can choose either to retain the original design for the slide (the design it had in the other presentation) or let the inserted slide assume the design of the slide show it is now a part of. Below is an example of copying and pasting within a bulleted text box and the smart tag that appears:

  

• AutoFit Options button appears when PowerPoint resizes text you're typing to make it fit the current placeholder. If you don't want the text to be resized, you can select options on the button menu to undo the resizing or to connect to the AutoCorrect dialog box to turn AutoFit settings off. Also, for single-column layouts, you can change to a two-column layout, start a new slide to accommodate the text, or split the text between two slides.
• Automatic Layout Options button appears after you insert an object, such as a picture, diagram, chart, or table, that changes the initial layout of the slide. To accommodate the added item, PowerPoint will automatically adjust the slide layout. If you want, use the button options to undo the automatic layout or turn it off completely.

Menus and Toolbars

The toolbars in PowerPoint 2002 are reduced in size and have slightly different button styles from PowerPoint 97 or 2000. PowerPoint 2002 toolbars are configured to only display the most commonly used commands, yet can easily be expanded. If you click on the small, black arrow (also called the "More buttons" arrow) at the right end of the toolbar, a menu extends to show additional commands that are usually found in that toolbar. If you use one or more of the buttons in the menu repeatedly, PowerPoint will automatically add that button to the visible part of the toolbar. Another option is to show all bouttons on one row vs. two rows.

Personalized Toolbars

Only the items that you use the most are prominently featured on the new personalized menus and toolbars in Office 2002. You can easily customize your toolbars by dragging command controls onto them.

You can also customize your toolbars and menus by adding and removing command buttons, or creating entirely new toolbars of your own design. In order to customize a toolbar, you must first access the Customize window. The three different ways to access this window in Word 2002 are:

• from the Tools menu by selecting Customize.
• by clicking on the black "More Buttons" arrow at the end of the toolbar and then clicking on Show buttons on Two Rows or Add or Remove Buttons
• from View > Toolbars > Customize...

From these menus select Customize to open the dialog box. Click on the Commands tab, then find the icon and title of the command you wish to add and drag it up to the spot on the toolbar where you would like to place it. Drag buttons from the toolbar and into the Commands window to remove them. The step-by-step instructions for adding or removing buttons are:

1. In the Categories: window, select a category.
2. In the Commands window, click on the commands you want to add to your toolbar and drag them one by one to your toolbar. You can drag as many commands from as many categories as you want, and you can drop the buttons in the exact order you want them in on the toolbar. You can also remove commands from your tool bar by dragging the command button off of the toolbar.
3. For a description of any command, highlight the command and click the Description button.
4. When you are done adding buttons, click OK to close the Customize dialog box.

File Open and Save

When you go to File> Open or File> Save or Save As... you will get an improved File Open or File Save dialog box, which allow you to see more files at one time and access them faster. It also gives you the option of quickly navigating folders to find your document or to save it in a specific folder. Located on the left side of the File Open and File Save dialog box, there are five buttons(History, My Documents, Desktop, Favorites, and My Network Places) which will quickly bring you to those chosen locations.

Formatting

Text and Text Boxes

Font names now display in their font on the Font pulldown menu in the Formatting Toolbar, so you can preview a font style before you apply it to your worksheet. This new feature eliminates the "trial and error" approach of choosing an appropriate font.

Go to Insert->Text Box. Use your mouse to draw the box. Text boxes now include a rotation handle at the top center of the selected text box. This handle, which is a line with a green circle at the top, allows you to rotate the text within the box to any angle you desire. To rotate your text box:

1. Select the text box by clicking on the text you wish to change.
2. Click and hold the mouse button over the green dot of the rotation handle at the top of the text box. The cursor will change to rotating arrows.
3. Pull the handle to the right or left and it will change the angle. Let go of the mouse button when the text is at the desired angle.

Graphics

Important information to read before inserting images (to reduce problems).

Office Art: PowerPoint's 2002's Office Art is now shared by all Microsoft Office applications. New options are available for searching for and modifying Clip Gallery items, such as 3-D effects, fills, and backgrounds. These are found on the drawing toolbar.

Office Art picture objects: Graphics can now be positioned anywhere on a page more freely by selecting and moving them. You can also easily insert images anywhere in your presentation by various means:

Three ways to Insert Images from a File:

• Go to Insert > Picture > From File... and find and select your image.
• Dragging the image file from either your desktop or a folder within your harddrive onto the active slide.
• Dragging the image from a Microsoft Word document onto the active slide. (Note: The Word document should be saved before this, since the image will disappear after dragging.)

Step-by-Step instructions to Insert Clip Art:

1. Go to Insert > Picture > Clip Art... Or use the Task Pane on the Right and pull down the menu and select Clip Art.
2. The Insert Clip Art Task Pane will appear allowing you to search through the collection of Office Art, or use the new search feature where you can type in a keyword and search in a specified location or type of file.
3. The results of the search will appear, and you can browse the selection. You can modify your search once more, by clicking the Modify button near the bottom of the task pane.
4. Click on the graphic you want, and it should automatically appear on the active slide.
5. If you want more options other than placing the graphic on your slide, hover over the graphic with the mouse, and an pulldown arrow should appear to the right of the graphic. Click on the arrow, and a pulldown menu will appear with more options.
6. Once you insert a graphic, a Picture toolbar may appear, containing buttons that will allow you to change the behavior of your graphic.  If not present, the toolbar can also be accessed by going to View > Toolbars > Picture. 
7. You can also access the format options without the toolbar by selecting the graphic and going to Format > Picture, or by double-clicking the graphic.  An options window will appear, containing formatting options.

Rotating Images: PowerPoint now has the option to rotate images or graphics that have been inserted into your presentation. Select the image you want to rotate, and click and hold down the mouse button over the green dot on the "handle" that appears at the top of the graphic. Move the mouse to the right and left to rotate the image to the position your desire. A phantom outline appears while you are positioning the angle of the graphic to guide you to the correct tilt.

Compressing Images: PowerPoint 2002 now includes an image-editing feature that allows you to change the resolution (dpi, or dots per inch) of a graphic. This feature can eliminate the necessity of first editing your images to make them smaller in size— using applications such as Adobe Photoshop or Macromedia Fireworks— before inserting them into your presentation. Changing the resolution of an image is especially important when you intend to view the presentation on-screen rather than making print-outs since computer screens can only display images at 72 dpi, even if the image 300 dpi. Removing the extra resolution data makes your file smaller and more manageable without compromising the quality of the image.

To compress an image:

1. Select the image in your presentation that you want to compress.
2. In the Picture toolbar (View > Toolbars > Picture), select the Compress icon . The Compress Pictures window will appear (shown below).
3. In the Apply to section, choose whether to apply the compression to all the pictures in the presentation or just the selected one.
4. In the Change Resolution section, select the Web/Screen option if you will be primarily displaying your presentation on screen or on the web. This will change the resolution of your image to 96 dpi. If you will be primarily printing out your slides, then choose the Print option instead, which will make the image resolution 200 dpi.
5. In the Options section, check the Compress pictures box. If you have cropped the image using the Crop tool in the Picture toolbar, you can also select the option to delete any information that has been cropped from your picture by checking the appropriate box.

Tables

Just as you are used to doing in Microsoft Word and Excel, you can now create and insert Tables within PowerPoint. Either go to Insert > Table and specify the dimensions of your table, or use the Table button which allows you to specify small tables with your mouse as shown in the picture below.

Table drawing tools:

Pencil tool: You can use this tool to draw lines within the cells in your table.

Eraser tool: You can use this tool to remove any cell, row, or column partition or block of partitions so that they merge.

To return to your normal pointer, simply click outside of the table you are working on.

To access these tools:

1. Double-click on the appropriate icon in the toolbar or go to View and select Toolbars.
2. From the toolbar menu, select Tables and Borders.
3. The Tables and Borders toolbar containing the draw and eraser tools will appear.

Table Resizing:

In-table row resizer: You can adjust any row's height directly in your table by dragging the row border up or down, just as you can adjust column widths.

Table move handle: You can use the mouse to move your table to another position on the page by holding your mouse down around the upper left-hand corner of your table until a double cross replaces your arrow. Then click and drag your table to another position in your presentation.

Table resize handle: You can change the size of the entire table while maintaining the same row and column proportions. To resize your table:

1. Click on the table to highlight it. A shaded border with small circles at the corners and on the edges will appear when your table is selected.
2. Hold your mouse over any one of the circles on the edge or at the corner until the table resize arrow appears.
3. Drag the table boundary until the table is the size you want. The row and column sizes will change proportionally to their previous sizes.

To resize the table without constraining the proportions, simply hover over the table edge that you would like to change until the cursor becomes two parallel lines with arrows pointing outwards. Then click and drag the edge to the desired size. Only that row or column will change in width or hieght, respectively, without affecting the other rows and columns in the table.

Diagrams

PowerPoint now includes a new gallery of common conceptual diagrams. You can customize these pre-drawn diagrams with text, animation effects, and a variety of formatting styles. Choose from diagrams such as Pyramid for showing the building blocks of a relationship, Radial for showing items in relation to a core element, and more.

Create a new diagram by going to Insert > Diagram, or by clicking on the diagram button in the Drawing toolbar (which usually appears below the Normal view window.) The Diagram Gallery will appear (as shown below to the left), allowing you to choose a variety of diagrams. After choosing a specific type, the diagram will be inserted into your slide. Furthermore, a Diagram toolbar (as shown below to the right), will appear allowing you to modify your diagram. For instance, the Insert Shape button allows you to continually add to your diagram, whether it be another level or relation.

 

Graphical Bullets

PowerPoint 2002 allows you to import your own custom-made bullets in addition to selecting from a wide range of bullet formats available within PowerPoint.

To import your own custom-made bullet and apply it to your text:

1. Save your custom-made bullet as a .jpg or .gif file on your computer's hard drive where you can easily find it later.
2. Select all the text where you wish to apply bulleting by clicking at the beginning of the text and holding down the mouse button while dragging it to the end of the desired text.
3. Go to Format menu > Bullets and Numbering... > Bulleted tab.
   
4. Click on the Picture... button. This will open the Picture Bullet dialog box, shown below. In this window you can either search for bullets that are built into Office XP or click on the Import button to find and select the image you want to use as a bullet.
5. If you click on the Import button to add your own bullet from filw, the Add Clips to Organizer window will appear.
6. Navigate to your saved bullet file, highlight it and then press the Add button. The graphic will be now be added to the selection in the Picture Bullet window. Select it from this window and then click OK. Your bullet will now appear in your slide.

AutoFormat as you Type & AutoFit Text

AutoFormat contains more features to recognize and maintain your layout automatically. It automatically formats ordinals, fractions, em dashes and en dashes. AutoCorrect entries are supported and smart quotes are automatically applied. The AutoFit Text to Text Placeholder option automatically resizes your text to fit the slide by changing line spacing and font size.

To apply AutoFormatting to your document:

1. Go to Tools menu > AutoCorrect Options > AutoFormat As You Type: tab.
2. Select all the "Autoformatting" you wish to apply to your PowerPoint presentations.
3. Click OK to return to your main window.
   

Other New or Modified Features

Printing Options

• Print Preview

  PowerPoint now gives you the option to preview your presentations before you print. Special pulldown menus in the Print Preview window let you preview and print slides, notes pages, a variety of handout layouts, and also an outline of your slides. You can access print preview by either going to File > Print Preview, or by clicking on the Print Preview icon button in the Standard toolbar.

• To print handouts:

  1. Go to File menu > Print. The Print dialog box will open.
  2. Click on the Print What drop-down list and select Handouts. The Handouts section will be activated, and you can specify whether you want to print two, three, six, etc. slides per page, and the slides orientation.
     
  3. Click Print to print your presentation.
     
     

  

• To print handouts with notes:

1. Go to File menu > Print. The Print dialog box will open.
2. Click on the Print What: dropdown list and select Notes Pages.
   
3. Select the options you want, then click Print to print your notes pages.

Slide Show Features

PowerPoint 2002 includes a new feature for your slide show presentation. Instead of returning directly to the Normal view (where you edit your slides) after the last slide of the presentation, a black screen is displayed as the last slide. At the top of the screen, the instructions "End of slideshow, click to exit" appears in small type. This makes your presentation seem more professional if you accidentally move beyond the last slide in your presentation. To return to Normal view, either click the mouse again or press Enter, Esc, an arrow key, or the Spacebar.

Animation

PowerPoint now has new animation effects, including entry and exit animations, more timing control, and motion paths, pre-drawn or draw your own paths that items in an animation sequence can follow. This allows you to synchronize multiple text and object animations during your presentation. You can either choose to customize the animation of objects individually by going to Slide Show > Custom Animation and selecting the object you wish to animate, or by choosing an entire pre-designed set of animation and transition effects for one or more slides in Slide Show > Animation Schemes.

Help and Office Assistant

Microsoft PowerPoint Help still consists of the Office Assistant and the browse-based Microsoft Help catalog, but both features have been slightly changed in PowerPoint 2002. There are several ways to access PowerPoint Help:

• Click on the Help button on the Standard Toolbar
• Click on Microsoft PowerPoint Help at the bottom of the New Presentation window
• Go to the Help menu and select Microsoft PowerPoint Help. If the Office Assistant is turned on, it will open first and provide a box in which to type your question. If the Assistant is turned off, the Help Catalog will open. To find help on a specific topic, click on the AnswerWizard tab in the Help Catalog, type your question in the What would you like to do? box, and click Search.
• Use the Ask a Question box located on the right side of the menu bar. Type in a keyword or phrase and press Enter to search for your topic.

The Help catalog has now been organized into one window from which you can access either the Contents, the Index, or a AnswerWizard feature. The window is divided into two columns or frames with the Contents, Indices, or AnswerWizard parameters appearing in the left column and the help text and links appearing in the right column. This setup simplifies navigating the Help catalog.

Ask a Question Box is a textbox located on the far right side of the Menu bar. This is a shortcut for searching for a specific topic. Type in your topic and press Enter, and the Help catalog will appear with your information. The textbox is also a pulldown menu, which you can use to refer back to previous searches.

The Office Assistant is a character, usually an animated dog, that sits in a small window on your screen and offers help using PowerPoint. It functions almost exactly the same way as it does in PowerPoint 97 and 2000.

• If you do not want to use the Office Assistant, remove it by going to the Help menu and selecting Microsoft PowerPoint Help. The Assistant will appear with the window help box. Choose the Options button, then the Options tab, and uncheck the "Use the Office Assistant" box. Turning the Assistant off will prevent it from automatically detecting when you need help or tips for creating your document. Instead, Microsoft Help will only open when you specifically select it from the Help menu or button, and will take you directly to the Microsoft Help Table of Contents window. To switch back to using the Office Assistant, go to the Help menu and select Show the Office Assistant.
• You can also just remove the Assistant from your view by going to the Help menu and selecting Hide the Office Assistant, or by right-clicking on the Assistant and then selecting Hide. Hiding the assistant will remove it from your screen for the moment, but it can still reappear when you query Microsoft Help or begin a task it detects you may need help with.

Additional Resources

More detailed instructions and information about PowerPoint 2002 for XP can be found at:

• PowerPoint 2002 Online Help
• PowerPoint 2002 Support Center

Further information on Office XP can be found at:

• Home Page for Microsoft Office XP
• Office XP In-Depth

Some support for PowerPoint 2002 and Office XP on campus is provided through the HelpDesk at x3333. For more detailed instruction on how to use the full features of Office XP, look into purchasing one of the several books that have been published on these topics. Some useful titles are:

• Microsoft Office XP Resource Kit
• Office XP Bible
• Special Edition Using Microsoft Office XP

Command Changes in PowerPoint 2002

Below is a list of commands that have been changed from PowerPoint 98 or added as new in PowerPoint 2002.

Marge Rowell mrowell@wellesley.edu
Information Services
Date Created: November 30, 2001
Last Modified: January 22, 2002
Expires: July 1, 2002