Roadmap to building a PowerPoint 2007 presentation

Microsoft Office PowerPoint 2007 If you want to create a Microsoft Office PowerPoint 2007 presentation but you aren't sure how to begin, you can use the information below to create a rich, compelling presentation. This article suggests a framework of tasks, including descriptions of each task and hyperlinks to the procedures that you can use to build your presentation. Depending on the complexity of your presentation, you may not need to perform all of the procedures referenced in this article. Although you can perform the procedures in any sequence, the order shown below is recommended.

In this article

ShowPart 1: Plan your presentation with your audience in mind

When planning your presentation, consider your audience. Most presentations are delivered by a presenter to a live audience. Depending on your availability and the type of audience that you want to reach, you may choose to deliver your presentation without a presenter.

Tasks Descriptions with hyperlinks to procedures
Plan a presentation that you will deliver directly to your audience

Delivering your presentation directly to your audience is generally the best method, especially when your message is complicated and you expect that your audience will have questions.

To begin creating a presentation that you plan to deliver directly to your audience, continue to Part 2: Begin creating your presentation.

Plan a presentation that will be delivered without a presenter

Consider delivering your presentation without a presenter for either of the following reasons:

 Tip   The recipients of your presentation must have Office PowerPoint 2007 or Microsoft Office PowerPoint Viewer 2007 installed on their computers to be able to view your presentation. For more information, see Install and run PowerPoint Viewer.


ShowPart 2: Begin creating your presentation

You can either create a blank presentation or edit an existing presentation to make it your own. In either case, you can add slides or slide content from other presentations to your presentation.

If you want your presentation to have a theme (theme: A set of unified design elements that provides a look for your document by using color, fonts, and graphics.) (including coordinated color, effects, and fonts), a layout (layout: The arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, shapes, and movies, on a slide.), and formatting, you can create and apply a template (template: A file or set of files that contains information about the theme, layout, and other elements of a finished presentation.).

Tasks Descriptions with hyperlinks to procedures
Begin with an existing presentation To save time, use some or all of the slides that already exist in another presentation. Simply open the existing presentation, save it with a new file name, and then customize it to fit your needs.
Begin with a blank presentation

To start with a blank presentation, do the following:

  1. Click the Microsoft Office Button Button image, and then click New.
  2. Under Templates, click Blank and recent, and then double-click Blank presentation.
  3. In the pane that contains the Outline and Slides tabs, click Outline.
  4. Create an outline.
  5. To add color, formatting, and a consistent layout (layout: The arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, shapes, and movies, on a slide.), apply a template (template: A file or set of files that contains information about the theme, layout, and other elements of a finished presentation.).
  6. Save the presentation.
Create an outline

Whether you are using a blank presentation or starting with an existing one, click the Outline tab to organize and create a framework for your subject matter. You can even insert outline text from another program into your PowerPoint presentation, such as Microsoft Office Word 2007.

The Outline tab helps you to think through your information and place it sequentially on each slide.

To begin creating your presentation while working in Outline view, see Create and print a presentation in Outline view.

Apply a template

If you want to create a uniform style, format, and color scheme for a set of presentations that you are planning, create and apply a template (template: A file or set of files that contains information about the theme, layout, and other elements of a finished presentation.) to this presentation. You can reuse this template to create new presentations with the same look.

To begin creating your presentation by applying an existing, built-in template, see Apply a template to a new presentation. To create your own custom template and apply it, see Create a template.

Save the presentation

Whether you are working from a blank presentation or from an existing presentation, save your presentation before you proceed.

For more information about saving your presentation and the file formats that are available, see the following articles:

 Tip   For tips on how to build a useful presentation, see Tips for creating and delivering an effective presentation.


ShowPart 3: Add slides with or without slide content

You can add slides with or without content to your presentation by copying and pasting from another presentation on your computer or from a shared location. You can duplicate slides within the same presentation, or add a slide from the layout gallery in PowerPoint 2007.

Tasks Descriptions with hyperlinks to procedures
Add a blank slide from the slide layout gallery On the Home tab, in the Slides group, you can add a new slide from the slide layout gallery.
Add a slide from a file To add a slide from a file that is located on a server, on your computer, or on a CD, see Add a slide from a file.
Duplicate slides within a presentation To copy a slide from one location to another location in the same presentation, see Duplicate slides within a presentation.
Copy and paste slides To copy and paste slides from another presentation and accept or reject the formatting that comes with them, see Copy and paste your slides.
Add a slide from a Slide Library

If you are connected to a server running Microsoft Office SharePoint Server 2007, you can publish to and reuse slides from a SharePoint Slide Library. If you do not know whether your computer is connected to an Office SharePoint Server 2007 server, contact your server administrator.

For more information about Slide Libraries, see Share and reuse PowerPoint 2007 slide content.

Copy and paste slide content To copy and paste bits of slide content, such as text or objects (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.), see Copy and paste multiple items by using the Office Clipboard and Copy the formatting of an object, worksheet cell, or text by using Format Painter.

ShowPart 4: Add pictures, shapes, graphics, and other objects

To make your presentation more appealing, you can add objects (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.) (such as SmartArt graphics, charts, pictures, WordArt (WordArt: Text objects you create with ready-made effects to which you can apply additional formatting options.), and hyperlinks (hyperlink: Colored and underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.)), sound, and movies.

Tasks Descriptions with hyperlinks to procedures
Add a SmartArt graphic

A SmartArt graphic is a designer-quality graphic that you can quickly and easily add to your presentation to represent your data. You can choose among many different graphical layouts (such as cycles, lists, processes, hierarchies, matrixes, and more) to effectively communicate the message behind your data.

For more information about SmartArt graphics, see Learn more about SmartArt graphics or see the demo Spice up your text with SmartArt graphics.

For information about adding a SmartArt graphic to your presentation, see Create a SmartArt graphic.

Add a chart

Take advantage of the charting capabilities in the 2007 Microsoft Office system.

To use a chart to represent your data in a presentation, see Use charts and graphs in your presentation.

Add a picture or clip art

You can insert or copy pictures and clip art (clip art: A single piece of ready-made art, often appearing as a bitmap or a combination of drawn shapes.) into a Microsoft Office PowerPoint 2007 presentation from sources such as Microsoft Office Online and other clip art providers, Web pages, or files on your computer. You can also use pictures and clip art as backgrounds for your slides.

To add a picture or clip art, see Insert a picture or clip art.

Add a sound To play a sound during your presentation, see Add and play sounds in a presentation.
Add narration to a presentation When you create a self-running presentation, you can include narration with it. See Add narration to a presentation.
Add a movie For more information about the types of movies you can add and play, and to play a movie while delivering your presentation, see Add and play a movie in a presentation and Set movie options.
Add a hyperlink To add a hyperlink to another presentation, a Word document, a Microsoft Office Excel worksheet, or a Web site that you can click and visit while delivering your presentation, see Create a hyperlink.
Add WordArt

WordArt is a gallery of text styles that you can add to your presentation to create decorative effects, such as shadowed or mirrored (reflected) text. In PowerPoint 2007, you can also apply effects to existing text to make them WordArt.

To add WordArt to your presentation, see Add or delete WordArt.

 Tip   To help you determine when to use a SmartArt graphic or a chart to visually represent your data, see When should I use a SmartArt graphic and when should I use a chart?. To turn your text into a graphic, see Convert slide text to a SmartArt graphic.


ShowPart 5: Add headers and footers

Use headers or footers for information such as slide numbers and the time and date in your slides, handouts, or notes pages. You can also add custom information, such as a title or the presenter's name, to the top of each handout or notes page in your presentation, or to the bottom of each slide, handout, or notes page.

For more information, see Add a header or footer.

Tasks Descriptions with hyperlinks to procedures
Add a header or footer

To add information to the header or footer of your presentation, see Add a header or footer, or see Add a slide number or date and time anywhere on a slide.

 Note   You can add headers to notes and handouts, but not to slides.

Format, position, or resize headers or footers To change a header or footer placeholder (placeholders: Boxes with dotted borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.) by resizing it, repositioning it, or changing the font, size, color, case, or spacing of its text, see Format, position, and resize headers or footers in a presentation.

ShowPart 6: Add visual effects

You can add visual effects such as transitions between slides, animated text or objects, and more to make your presentation more interesting.

Tasks Descriptions with hyperlinks to procedures
Animate text or objects

You can animate (animate: To add a special visual or sound effect to text or an object. For example, you can have your text bullet points fly in from the left, one word at a time, or hear the sound of applause when a picture is uncovered.) hyperlinks, text, graphics (including SmartArt graphics), diagrams, charts, and objects (object: A table, chart, graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or embedded in another application are OLE objects.) to focus on important points, control the flow of information, and add interest to your presentation.

For more information, see Animate text or objects.

Add transitions between slides

Slide transitions are the animation-like effects that occur in Slide Show view when you move from one slide to the next. You can control the speed of each slide transition effect, and you can also add sound.

For more information, see Add transitions between slides.


ShowPart 7: Check the spelling and request feedback from your peers

Keep stakeholders and team members involved by requesting feedback on your draft presentation. Before sending your presentation to anyone, first check the spelling and grammar.

Tasks Descriptions with hyperlinks to procedures
Check spelling, grammar, and word usage

Mistakes in spelling, grammar, and word usage can distract your audience from the message of your presentation.

For more information, see Check spelling and grammar and Look up words in the thesaurus.

Show markup and review comments

After you create a draft version of your presentation, ask your colleagues to review it and add comments and suggestions.

For more information, see Show markup and review comments.


ShowPart 8: Prepare for the delivery or distribution of a presentation

Before you deliver your presentation, you may want to practice your delivery and create support materials for your audience. The tasks below are optional, based on your delivery method, the capabilities of your delivery computer, and the needs of your audience.

Tasks Descriptions with hyperlinks to procedures
Rehearse and time the delivery of your presentation

You can rehearse your presentation to make sure that it fits within a certain time frame. While you rehearse, use the Slide Timing feature to record the time that you need to present each slide. Then use the recorded times to advance the slides automatically when you give your presentation to your actual audience.

For more information, see Rehearse and time the delivery of a presentation.

Install PowerPoint Viewer If the computer that will run the presentation that you created does not have PowerPoint installed, you must install PowerPoint Viewer on it.
Create and print handouts

You can print your presentation in the form of handouts — with one, two, three, four, six, or nine slides on a page — that your audience can follow as you give your presentation or keep for future reference.

For more information, see Create and print handouts.

Create and print notes pages

You can create notes pages (notes pages: Printed pages that display author notes beneath the slide that the notes accompany.) as notes to yourself while you give your presentation, or you can give them to your audience.

For more information, see Create and print notes pages.

Preview before you print

Before you print the slides, notes pages, or handouts, you can preview them and make any needed changes.

For more information, see Preview a page before printing.

Print your slides

When you print your slides, PowerPoint 2007 sets the colors in your presentation to match the selected printer's capabilities. If the printer is set to print in black and white or grayscale (grayscale: A series of shades from white to black used in displaying or printing text and graphics.), the slides will be printed that way.

For more information, see Print your slides.

Print a presentation in black and white or grayscale

You can print your entire presentation — the slides, outline, notes pages, and audience handouts — in color, grayscale, or pure black and white. Most often, however, you will probably choose to print in either black and white or grayscale (grayscale: A series of shades from white to black used in displaying or printing text and graphics.).

For more information, see Print a presentation in black and white or grayscale.

Save as a Portable Document Format (PDF) (PDF: A Postscript-based electronic file format that preserves document formatting and enables file sharing.) or XML Paper Specification (XPS) file You can save as a PDF or XPS file from a 2007 Microsoft Office system program only after you install an add-in. For more information, see Enable support for other file formats, such as PDF and XPS.

ShowPart 9: Deliver or distribute your presentation

Most presentations are delivered by a presenter to a live audience. Depending on your availability and the type of audience that you want to reach, you may choose to deliver your presentation without a presenter.

Use the options in the table below to choose the procedures that will help you to deliver your message, based on the audience and delivery method you use.

 Tip   For more information, see Tips for creating and delivering an effective presentation.

Tasks Descriptions with hyperlinks to procedures
Deliver a presentation on two monitors For information about delivering your presentation from one monitor (at a podium, for example) while your audience views it on a second monitor, see Deliver a presentation on two monitors by using Presenter view.
Copy a presentation to a CD, network, or local disk drive

When you copy your PowerPoint presentation to a CD, a network, or a local disk drive on your computer, Office PowerPoint Viewer 2007 and any linked files (such as movies or sounds) are copied as well.

To copy your presentation and all linked files to a folder on a CD, network, or local disk drive, see Copy a presentation to a CD, network, or local disk drive.

Deliver a custom show For information about delivering a custom show (custom show: A presentation within a presentation in which you group slides in an existing presentation so that you can show that section of the presentation to a particular audience.), see Create and present a custom show.
Write on slides during a presentation

When you use PowerPoint to deliver your presentation, you can circle, underline, draw arrows, or make other marks on the slides to emphasize a point or to show connections.

For more information, see Write on slides during a presentation.

Always show the pointer during a presentation

During a presentation, the pointer hides automatically after three seconds of inactivity. The pointer reappears when you move the mouse.

For more information, see Always show the pointer during a presentation.

Publish your presentation to the Web

When you publish your presentation to the Internet, potential customers or end users have unlimited access to the information whenever they want it.

For more information, see Publish your presentation to the Web.

Publish your photo album to the Web

When you publish your presentation-based photo album to the Internet, relatives and other interested parties have unlimited access to the photographs whenever they want them.

For more information, see Publish your photo album to the Web.

Publish slides to a Slide Library

Before you can publish slides to a Slide Library, you must create a Slide Library list on, and have access to, an Office SharePoint Server 2007 server.

For more information, see Share and reuse PowerPoint 2007 slide content.


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Applies to:
PowerPoint 2007