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Microsoft PowerPoint version 2002 (included in Office XP)

Product Guide

Introduction

The PowerPoint Product Guide is designed to assist in the evaluation of Microsoft PowerPoint version 2002, included in the Office XP suite. It contains information on the new and improved capabilities of the application, examples of how you can access them, and, in some instances, screenshots of those new or improved capabilities.

Communicating ideas effectively is the cornerstone of being successful in today’s business environment. PowerPoint has long helped users present their ideas in a clear and concise manner by giving them a set of easy-to-use tools that make their presentations look professional. PowerPoint version 2002 extends this tradition by giving users additional functionality to create professionally designed presentations while at the same time making it easier for them to discover and use the functionality that was previously in the application. New and improved tools in PowerPoint also make it easier to share and collaborate on presentations over the Web, enabling users to present to and work with others who are geographically dispersed—without anyone needing to leave his or her office.

Below is an overview of the key design goals for PowerPoint version 2002 and the new and improved functionality associated with those design goals.

Key Design Goals and Overview of New Features

Productivity and Efficiency

A key design goal for PowerPoint version 2002 was to empower users to discover and use more of the existing functionality in the application. When thus empowered, users can gain the confidence to try new things and ultimately create more effective presentations. This goal is achieved through new tools such as Task Panes and Smart Tags, which are shared throughout the Office suite, help users take advantage of the functionality of the application. In addition, PowerPoint version 2002 features improved technology for working with diagrams, drawings, pictures, text, and printing.

|Feature |Description |How to Access |

|Slide Design (Task Pane) |The Slide Design Task Pane gives users an easier way to discover |Select Slide Design from the Format menu.|

| |their design options. These options include design templates, |Select design template, color schemes, |

|[pic] |color schemes, and animation schemes—all easily previewed at the |and animation schemes. |

| |time a selection is made. | |

|Animation Schemes (Task |As part of the Task Pane, Animation Schemes give users one-click |Select Animation Schemes from the Slide |

|Pane) |access to professionally designed animations. Users can easily |Show menu (or access it from the Slide |

|[pic] |get a preview of each animation scheme and can cycle through |Design Task Pane). |

| |various options until they find the animation they want. | |

|Custom Animation (Task |PowerPoint now adds high-quality custom animations that help make|Select Custom Animation from the Slide |

|Pane) |presentations come alive. Examples of these animation effects |Show menu. |

| |include moving multiple objects simultaneously, “path” animation |Highlight a text box or object. |

|[pic] |(moving objects along a predescribed path), and easy sequencing |Drop down the arrow next to Add Effects |

| |for all effects on the slide, including exits. |and select the desired effect. |

| |Animation performance is also improved and takes advantage of |Select speed, path, and starting options |

| |hardware acceleration if available (such as hardware bitmap |by dropping down appropriate arrows. |

| |rotation and transparency blending in many 3-D video cards). |Preview animation by clicking the Play |

| |Finally, PowerPoint adds new, more exciting slide transitions and|button. |

| |enables users to add animation schemes to their entire | |

| |presentation with one click. | |

|Feature |Description |How to Access |

|Multiple Masters |PowerPoint users can easily create more than one slide, title |Select Slide Master from the View>Master |

| |master, or slide master within one file. This makes it possible |menu. |

|[pic] |for users to combine multiple presentations in one file or create|Select Insert New Slide Master from the |

| |separate sections within the same presentation. |Slide Master toolbar. |

| | |Select Slide Design from the Format Menu |

| | |to apply different Design Templates. |

|Presenter Tools |Users presenting their PowerPoint slides will always be prepared,|From the Slide Show menu, select Setup |

| |thanks to the new Presenter Tools. Presenters have their own |Show and then Show Presenter Tools. |

|[pic] |view, not visible to the audience. This view includes details on | |

| |what bullet or slide is coming next, enables a presenter to see |Note: This functionality requires a |

| |their speaker notes, and lets them jump directly to any slide. |computer that supports multiple monitors.|

|Apply Automatic Layout |Apply Automatic Layout automatically snaps content into |Open a presentation and create a bulleted|

|(Smart Tag) |placeholders when inserted or pasted into an already existing |list. |

|[pic] |slide. For example, when a user is working on a slide with the |Insert a table from the Insert menu. |

| |bulleted list layout applied and they insert a table, PowerPoint |Notice the automatic layout behavior. |

| |automatically changes the layout to the Text and Object layout so|Drop down the Smart Tag for additional |

| |that the table and text are side by side. Furthermore, a Smart |automatic layout options. |

| |Tag icon is displayed to enable the user to undo the automatic | |

| |layout or access more AutoCorrect options. | |

|Print |Print Preview enables users to get a preview of how their |Select Print Preview from the File menu. |

|Preview |presentations will look when printed. Users have the option to | |

| |switch between various views such as notes, slides, and handouts,| |

|[pic] |or even switch between landscape and portrait view. | |

|Thumbnails |From within the Normal View (also known as the Tri-Pane View), |Open a presentation and select Normal |

|in Normal View |users can switch between a presentation’s outline view and |View. |

| |thumbnail views of the slides, just as they can in the PowerPoint|Click the Slides tab on in the left pane.|

|[pic] |Slide Sorter. This graphical representation makes it easy for | |

| |users to navigate through their presentation. | |

|Feature |Description |How to Access |

|Diagrams |Users can easily choose from a variety of built-in diagrams |Click Diagram from Insert menu. |

| |(including organization charts, pyramid, cycle, radial, and Venn |Select any diagram. |

|[pic] |diagrams) from within PowerPoint without needing to have an OLE | |

| |server. Benefits of these native diagrams include the ability to | |

| |execute in-place chart editing, smaller file sizes, and improved | |

| |international text handling. | |

|Compress Pictures |The Office XP Compress Pictures functionality enables users to |Open up Picture Toolbar by selecting |

| |compress images within their PowerPoint (or other Office |View> Toolbars. |

|[pic] |application) files. Users can select the intended use of the file|Select Compress Pictures Button. |

| |(Web, print, screen display, etc.) and designate whether one or | |

| |all images in the file should be optimized. The image(s) are then| |

| |shrunken and compressed in a manner that minimizes the size of | |

| |the image without minimizing the visual quality of the image. | |

|Image Rotation |Provides users with the ability to flip and rotate all images in |Insert a picture or a drawing |

|[pic] |documents. |Hover over the green rotate “lever” and |

| | |rotate the image. |

|Visible Grid |A new visible grid makes it easier to create a drawing within |Select Grid and Guides from the View |

|[pic] |PowerPoint. Within the Grid and Guides dialog boxes, users can |menu. |

| |select from a variety of options such as snapping objects to the |Select View Grid on Screen. |

| |grid or other objects and displaying drawing guides on-screen. | |

|AutoFit |PowerPoint now extends the AutoFit functionality so that as users|Enter a bulleted list into PowerPoint. |

|(Smart Tag) |type, the font is automatically resized to fit the slide. Unlike |Keep typing until you’ve reached the end |

| |PowerPoint 2000, there is no minimum font size for AutoFit. |of the slide placeholder. |

|[pic] |Additional layouts in the user’s presentation (such as the |Keep adding bullets. Notice that the text|

| |two-column layout) also use the AutoFit feature. A Smart Tag icon|is being resized to fit. |

| |makes it easy to undo auto fit, continue the text on a new slide,| |

| |or change to a two-column layout. | |

|Feature |Description |How to Access |

|Grouped Objects |Users can select specific AutoShapes, drawings, or pictures |Insert two drawings or pictures into the |

|[pic] |within a group and format them without needing to ungroup and |presentation. |

| |regroup the objects. |Select both of them (by holding down the |

| | |Ctrl key), right-click, and select |

| | |Grouping> Group. |

| | |Double-click one of the pictures and |

| | |change the formatting. |

|Organization Chart |PowerPoint can convert existing organization charts to Office |Double click on your existing |

|Conversion |diagrams. This enables users to take advantage of the enhanced |Organization Chart. |

|[pic] |functionality and benefits of the native organization charting |PowerPoint will convert it automatically.|

| |(highlighted above). | |

|Multiple Picture |This feature provides the ability for users to easily include |Select Picture From File from the Insert |

|Select |multiple graphics in one step (and even view thumbnails of those |menu. |

|[pic] |pictures), thereby speeding up the process. |Select a picture from the My Pictures |

| | |Folder or any other folder. |

| | |Hold down the CTRL button and select |

| | |another picture |

| | |Click Insert. |

|Graphical Device |Integration of Windows GDI+ enables users to see dramatic | |

|Interface Integration |improvements in both the rendering and the printing of images in | |

|(GDI) |PowerPoint. Most notably, this technology provides antialiasing | |

|[pic] |in both the edit and slideshow mode for PowerPoint and provides | |

| |smooth edges and true semi-transparency. This gives a more | |

| |professional look to graphics. | |

Reliability, Data Recovery, and Security

Another key design goal for PowerPoint version 2002 was to make sure users were spending their time working on their presentations rather than worrying about their software. For example, in the past, if an error were to occur, it was likely that the user would have had to spend a significant amount of time recreating their work. With the new reliability features in PowerPoint, users can continue to work even in the unlikely event of an error. Furthermore, a variety of security enhancements have been included in PowerPoint to help users feel more secure when working with their presentation. Note: See the Office XP Product Guide for additional functionality in this area that spans across the Office applications.

|Feature |Description |How to Access |

|Document |Users have the option of saving their current files at the |This feature appears automatically if an error|

|Recovery |time an error occurs. As a result, users spend less time |occurs. |

|[pic] |recreating their presentations. |Choose to recover the document and click |

| | |Close. |

| | |Open the recovered document from the Document |

| | |Recovery pane. |

|Application Error Reporting |PowerPoint now enables users to have the applications |This feature appears automatically if an error|

|[pic]  |automatically report any errors that occur directly to |occurs. |

| |Microsoft or their corporate IT departments. This gives |Choose to report the error back to Microsoft |

| |Microsoft (or organizations) the data needed to further |from the error dialog box. |

| |diagnose and correct these errors and to provide users with | |

| |direct access to workarounds or other information on the | |

| |error. | |

|Application |This provides a safer method for shutting down PowerPoint if |If PowerPoint is not responding, go to the |

|and Document |it is not responding. Users can choose to shut it down while |Windows Start menu. |

|Recovery |initiating recovery of the document. They can also report the|Under Programs, select Office Tools. |

|[pic] |problem to Microsoft or their corporate IT department at the |Then select Microsoft Office Application |

| |same time. |Recovery. |

| | |Choose to restart or end the application. |

|Feature |Description |How to Access |

|Document Password Encryption |When users save their presentation, they are now offered the |Select Options from the Tools menu in |

|[pic] |choice of using the standard CryptoAPI. CryptoAPI is a |PowerPoint. |

| |stronger encryption algorithm than previous versions. Default|Select the Security Tab. |

| |encryption remains the same (for backward compatibility) |The Password encryption options can be |

| |while the stronger encryption is offered as a choice. In |accessed by clicking the Advanced tab. |

| |addition, users can now set a password on the document that | |

| |protects the user’s data while allowing others to still view | |

| |the presentation. | |

Web-Based Collaboration on Presentations

A third design goal for PowerPoint version 2002 was to make it simple for users to share and collaborate on presentations with others via the Web. As a result, users will be able to work more effectively on presentations with their team members, regardless of where they are located. PowerPoint now includes a whole new way of reviewing presentations with others that takes away the confusions and difficulties associated with integrating multiple, disparate presentations. It also includes the ability for users to use the Web to broadcast live or recorded presentations to others around the world.

|Feature |Description |How to Access |

|Send for Review |The newest version PowerPoint understands each user’s specific |Select File>Send To>Mail Recipient for |

|[pic] |role in the review cycle and gives each user the tools needed to |Review. |

| |successfully collaborate on presentation. When a presentation is |Outlook automatically attaches the |

| |sent for review (from the File > Send To menu), the correct |presentation to an outgoing e-mail message |

| |reviewing tools are automatically turned on. Furthermore, when |and sets the Send for Review process in |

| |the presentation is sent back, users can merge the changes back |place. |

| |into the original document. | |

|Compare and Merge |PowerPoint now gives users the ability to merge together comments|Open a revised presentation that you had |

|[pic] |and revisions from multiple reviewers. The author (presentation |originally sent to others for review. |

| |owner) can then accept and reject one or all revisions. |Click “yes” to merge and compare the |

| | |presentations from the reviewers. |

|Markup |PowerPoint users now can more easily track the changes that are |On the reviewing toolbar, make sure Track |

| |made to their presentations. The Markup feature allows users to |Changes is selected. |

|[pic] |track changes made to their presentations by using “call-outs” |Make changes to your presentation. |

| |within the presentation. These call-outs detail the substance of | |

| |the change without obscuring the presentation or affecting its | |

| |layout. They also give the user a more visible and comprehensive | |

| |view of the changes that have been made.  | |

|Revisions Task Pane |The Revisions Task Pane enables users to easily identify the |After others’ changes have been merged, the |

| |changes a reviewer has made to a presentation. Users can see a |Revisions Pane appears on the right side of |

|[pic] |list of the changes made by a given reviewer or get a graphical |the screen. |

| |representation of the changes via the gallery tab. A drop-down |Select reviewer. |

| |menu makes it simple to apply or unapply changes the reviewer has|Switch between List and Gallery. |

| |made. | |

|Reviewing |The reviewing toolbar gives users a variety of views and options |From the View menu, select Toolbars and then |

|Toolbar |when reviewing documents. For example, users can filter the |Reviewing. |

|[pic] |document to view changes by specific reviewers or by all | |

| |reviewers. Users can also step through each change and accept or |Note: This automatically appears when opening|

| |reject the changes individually, or they can accept or reject all|a document that was sent for review. |

| |of the changes at the same time. | |

|PowerPoint Commenting |Comments in PowerPoint are incorporated into the Office review |Open up a reviewed document that has comments|

|[pic] |process. Comments take up little room on a slide and can easily |in it. |

| |be printed. | |

|Presentation Broadcasting |Presentation Broadcasting, which gives users the power to deliver|From the Slide Show menu, select Online |

|[pic] |a presentation over the Web, has a number of improvements for |Broadcast. |

| |both the presenter and the audience. The presenter can rerecord |Select one of the available options for |

| |all or part of an archived broadcast, improve stability during |setting up your online broadcast. |

| |real-time presenting, and add rich media (audio and video) into | |

| |their broadcast. | |

| |Improvements for the audience consist of easier navigation to an | |

| |archived presentation and support for Netscape Navigator 4. | |

|HTML Improvements |PowerPoint now provides users with a variety of improved | |

|[pic] |functionality when working with presentations in the browser. | |

| |Improvements include higher fidelity of all images as well as the| |

| |ability to print multiple slides from the browser, save to FTP | |

| |servers, play sounds, and animate charts. | |

Multilingual User Support

A final design goal of PowerPoint version 2002 was to provide multinational organizations and multilingual users with a better experience when working the application. This includes a variety of improvements such as improved administration of languages, additional language proofing tool support, and a variety of user-interface improvements.

|Feature |Description |How to Access |

|Language User Interface |PowerPoint now gives administrators the tools they need to |Select Start>Programs>Microsoft Office Tools.|

|Improvements |change the installed language settings and reset the document |Choose Microsoft Office Language Settings. |

|[pic] |default properties that result. |Click on the Enabled Languages tab. |

| | |In the drop-down Default version of Microsoft|

| | |Office, select the desired target language |

| | |The next time you start PowerPoint, the |

| | |document defaults will be properly set for |

| | |the chosen language. |

|Language |PowerPoint now displays the current language of text in the |Install two or more international keyboard |

|Indicator in |presentation, thus eliminating the need to switch back and |layouts. |

|Status Bar |forth between slides and the Language dialog box under the |In PowerPoint, look at the status bar for the|

|[pic] |Tools menu. |language indicator as you type or edit text. |

|Japanese |As part of the improvements to the Office XP proofing tools, |Install the Microsoft Office Multilanguage |

|Spelling Error Detection |PowerPoint now recognizes Japanese language typographical |pack. |

|[pic] |errors. |Choose Japanese as the language to install. |

| | |In the Microsoft Office Language Settings |

| | |tool, enable Japanese as an editing language.|

| | | |

| | |In PowerPoint enter Japanese text. Error |

| | |detection is automatically enabled. |

|Support for Additional Paper |PowerPoint now includes the most common paper sizes for |On the File menu, choose Page Setup. |

|Sizes for Printing |international companies, specifically A3. | |

|[pic] | | |

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