Insert Slides from One Presentation Into Another

Cohort PowerPoint Training

6/26/07

Create a presentation using a design template

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1.  If the New Presentation task pane(task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) isn't displayed, on the File menu, click New.

2.  Under New, click From Design Template.

3.  In the Slide Design task pane, click a design template(design template: A file that contains the styles in a presentation, including the type and size of bullets and fonts; placeholder sizes and positions; background design and fill color schemes; and a slide master and optional title master.) that you'd like to apply.

4.  If you want to keep the default title layout(layout: The arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, AutoShapes, and movies, on a chart.) for the first slide, go to step 5. If you want a different layout for the first slide, on the Format menu, click Slide Layout, and then click the layout you want.

5.  On the slide or on the Outline tab, type the text for the first slide.

6.  To insert a new slide, on the toolbar(toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click New Slide , and click the layout you want for the slide.

7.  Repeat steps 5 and 6 to keep adding slides, and add any other design elements or effects you want.

8.  To save the presentation, on the File menu, click Save; in the File name box type a name for the presentation, and then click Save.

NoteIf you have created a template, it will appear, in alphabetical order according to what you named it, among the Microsoft PowerPoint templates in the Slide Design task pane.

Tip

To apply an additional design template to selected slides, select the slide thumbnails (Slides tab), point to the design template you want in the Slide Design task pane, click the arrow, and then click Apply to Selected Slides.

Create a presentation using blank slides

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1.  On the Standard toolbar(toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click New .

2.  If you want to keep the default title layout(layout: The arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, AutoShapes, and movies, on a chart.) for the first slide, go to step 3. If you want a different layout for the first slide, in the Slide Layout task pane(task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.), click the layout you want.

3.  On the slide or on the Outline tab, type the text you want.

4.  To insert a new slide, on the toolbar(toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click New Slide , and click the layout you want.

5.  Repeat steps 3 and 4 for each new slide, and add any other design elements or effects you want.

6.  When you finish, on the File menu, click Save, type a name for your presentation, and then click Save.

Tip

You can also create a blank presentation in the New Presentation task pane (File menu, New command).

Insert slides from one presentation into another

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The best way to copy slides from one presentation to another is to to insert them using the Slide Finder dialog box (Insert menu, Slides from File command). In this dialog box, you can select the slides you want without having to open the presentation, and you can also include paths to presentations you often copy from by adding them to your List of Favorites.

In the Slide Finder dialog box, browse to the presentation with the slides you want to use.

If you only want some of the slides, select those slides.

To retain slide formatting, make sure that the Keep source formatting check box is selected.

Click Insert for selected slides, or Insert All to insert all the slides from this show.

By default, a copied slide inherits the design of the slide you insert it after in the presentation you copy it into. You can choose to keep the formatting of the slide you're copying when you copy it, instead.

Tip

If you keep the formatting of the slides being copied, you might want to replace some of the fonts to give the presentation a more cohesive look. You can use the Replace Fonts feature to efficiently change multiple fonts, one after the other, without leaving the Replace Fonts dialog box. PowerPoint MVP Kathy Jacobs discusses this in her article, Change all your fonts at once.

Add Music, Songs or sound effects

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1.  Display the slide to which you want to add music or sound effects.

2.  On the Insert menu, point to Movies and Sounds, and then do one of the following:

Insert a sound file

o  Click Sound from File, locate the folder that contains the file that you want, and then double-click the file.

Insert a sound clip from Clip Organizer

o  Click Sound from Clip Organizer, scroll to find the clip that you want, and then click it to add it to the slide.

NoteTo search for clips in the Clip Organizer, fill in the Search for box, and then click Go. To get more information about finding the clip that you want, including details about finding files by using wildcard characters and about adding your own clips to the Clip Organizer, click Tips for finding clips at the bottom of the task pane.

3.  Double-click the sound file that you want to insert.

4.  When a message is displayed, do one of the following:

o  To play the music or sound automatically when you go to the slide, click Automatically.

o  To play the music or sound only when you click the sound icon , click When Clicked.

5.  To adjust the settings for when the sound file stops, click the sound icon , right-click, and then click Custom Animation.

6.  In the Custom Animation task pane, click the arrow on the selected item in the Custom Animation list, and then click Effect Options.

7.  On the Effect tab, under Stop playing, do one of the following:

o  To stop the sound file on mouse-click of this slide, select On click (the default).

o  To stop the sound file after this slide, select After current slide.

o  To keep the sound file playing for several slides, select After, and then set the total number of slides the file should play on.

Tips

• If the length of the sound file isn't long enough for continuous play on a slide, click the sound icon , right-click, click Edit Sound Object, and then, in the Sound Options dialog box, select the Loop until stopped check box to repeat the sound continuously.
• You can also add music to a presentation by playing a CD. Music that is played from a CD is not added to the slide. To create settings for the CD, on the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.
• To make the sound icon invisible in a slide show, select the Hide sound icon during slide show check box in the Edit Sound Object dialog box. Use this option only if you set the sound to play automatically, or if you create some other kind of control, such as an action button, to click to play the sound. Note that the sound icon is always visible in normal view.
• If the path name of a linked file exceeds 128 characters, Microsoft Office PowerPoint is not able to find and play that linked file. In such a case, you can either rename the linked file, or shorten the path name by copying the linked file into the folder where your presentation is located. Then either update links automatically by using the Package for CD feature, or update them manually by removing the sounds from the presentation and then adding them again.

Copy Excel data into a presentation

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1.  In Microsoft Excel, select the range of cells you want to copy, and then click Copy .

2.  Switch to Microsoft PowerPoint, and then click the slide or notes page where you want to insert the cells.

3.  On the Edit menu in PowerPoint, click Paste Special.

4.  Make sure the Paste option is selected.

5.  Do one of the following:

o  To paste the cells so that you can size and position them as you would a picture(picture: A file (such as a metafile) that you can ungroup and manipulate as two or more objects, or a file that stays as a single object (such as bitmaps).), click Picture.

o  To paste the cells as an embedded object(embedded object: Information (object) contained in a source file and inserted into a destination file. Once embedded, the object becomes part of the destination file. Changes you make to the embedded object are reflected in the destination file.) that you can edit in Microsoft Excel, click Microsoft Excel Worksheet Object.

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Change the area of an Excel worksheet that is displayed

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1.  Double-click the Microsoft Excel worksheet. (when pasted according to #4 above)

2.  Drag the sizing handles(sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) to display the range of cells you want.

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Link Excel worksheet cells to a presentation

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1.  In Microsoft Excel, select the range of cells you want to link, and then click Copy .

2.  Switch to Microsoft PowerPoint, and then click the slide or notes page where you want to insert the linked copy of worksheet cells.

3.  On the Edit menu, click Paste Special.

4.  Click Paste link.

Send slides to Microsoft Word

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1.  With your presentation open in Microsoft PowerPoint, on the File menu, point to Send To, and then click Microsoft Word.

2.  Under Add slides to Microsoft Word document, do one of the following:

o  If you want to embed(embedded object: Information (object) contained in a source file and inserted into a destination file. Once embedded, the object becomes part of the destination file. Changes you make to the embedded object are reflected in the destination file.) the slides in the Word document, click Paste.

o  If you want to link(linked object: An object that is created in a source file and inserted into a destination file, while maintaining a connection between the two files. The linked object in the destination file can be updated when the source file is updated.) the slides to the Word document, click Paste link.

NoteIf you link the files, they will be updated in the Word document when you edit them in PowerPoint.

Zoom in or out on a slide

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1.  Click the area you want to change the zoom for, either the Outline tab, the Slides tab, or the slide that's displayed in the slide pane.

2.  On the Standard toolbar(toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click the arrow next to the Zoom box , and then click the magnification you want.

Tip

When you use zoom for the slide pane, you can click Fit to redisplay the entire slide.

Split body text onto two slides

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1.  On the Outline tab in normal view, position the insertion point where you want to split the text (for example, at the end of a bulleted paragraph), and then press ENTER.

2.  On the Formatting toolbar, click Decrease Indent until a new slide icon and number appear (the split text will appear below that, as body text), and then type the title for the new slide.

Tip

There's another way to split text between two slides. While you're typing into a text placeholder(placeholders: Boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.) on a slide, in a single-column layout, if the amount of text is more than the placeholder can contain, the AutoFit Options button appears to the left of the text. When you click it, it displays options that include splitting the text onto two slides or creating a blank second slide with the same slide title, on which you can type additional text.

Add a summary slide to your presentation

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