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Microsoft PowerPoint
2004
Macintosh OS X

Charts and Tables for PowerPoint 2004

Getting Started button Slide button Format Slides button Graphics and Media button Charts and Tables button Slide Show button What's New button

Organizational Charts

PowerPoint has a special application called Organization Chart which lets you easily design organizational charts for your slides. To start Organization Chart, choose the Insert > Object menu and choose MS Organization Chart from the object box. PowerPoint will then load Organization Chart and let you create your graph.

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Tables

Just as you are used to doing in Microsoft Word and Excel, you can create and insert tables within PowerPoint. Go to the Insert menu and select Table and specify the dimensions of your table. You can also use the Table button which allows you to specify small tables with your mouse as shown in the picture below.

Specify Table Dimensions

Table Drawing tools: Table Drawing Tools Buttons

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


Eraser ToolEraser 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 pencil 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 height, respectively, without affecting the other rows and columns in the table.

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Equations

PowerPoint 2004 provides a program called the Equation Editor, which lets you create mathematical equations to place on your slide.

  1. To insert an equation, go to the Insert menu and select Object > Microsoft Equation.
  2. This will load the Equation Editor in which you can create your equations.
  3. Create an equation by imputting your data into the Equation Editor. To update the equation so it appears on your PowerPoint Presentation, select the File menu > Update.
  4. To edit an equation, double-click the equation and use the Equation Editor tools and menus to modify your equation.
  5. When you are finished editing, select the File menu > Close.
  6. Your equation will appear on your slide. Resize the equation to the desired size using the corner tabs.
  7. You can modify the data inside the equation by double-clicking on the equation in your slide. This will open the Equation Editor and allow you to make changes.

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Importing Data Sets and Charts from Excel

PowerPoint has the ability to import Excel charts and graphs into an existing PowerPoint presentation.

To insert a data set from Excel:

    1. Go to the Insert menu and select New Slide.
    2. Launch Excel.
    3. Open the spreadsheet you wish to include in your presentation.
    4. Collapse Excel and PowerPoint so you can see both documents simultaneously.
    5. Highlight the data in the spreadsheet, then select the Edit menu > Copy.
    6. In PowerPoint, navigate to the slide you wish to insert the data into.
    7. From the Edit menu, select Paste.
    8. Resize the table to the desired size using the corner tabs. You can also modify the data inside the table by clicking in the cell.

To insert a chart from Excel:

  1. Go to the Insert menu and select New Slide.
  2. Launch Excel.
  3. In your spreadsheet, select the chart you wish to use in your presentation.
  4. Select the chart and go to the Edit menu > Copy.
  5. In your PowerPoint presentation, select the slide you would like it in and go to the Edit menu > Paste.
  6. If you want to modify your chart you can do so by clicking in it.
    • Excel will launch and open a small window containing your chart. You can modify your chart and the changes will be reflected in the PowerPoint presentation.
    • You can modify your data so that your chart changes by clicking on the different sheets.
    • If you do not need to modify your data, you can paste it as an image, which will reduce your presentation file size.

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Inserting Items from Other Applications

To paste an object from another application, go to the host application and copy the object to the Clipboard. Next, go to the slide in PowerPoint where you want the object pasted and select the Edit menu > Paste. The object will now be pasted onto the slide.

If you wish to insert an entire object file into PowerPoint, select the Insert menu > Object and select the file or application which generated the object.

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