PowerPoint 2007 & 2010: How to Extract Audio & Images from a Presentation

by AJ George Follow us on Twitter

As an eLearning developer, sometimes you're given a completed PowerPoint project and told to "fix it" or you need to use it in another program (such as Captivate). Often the presentation is given to you as a .ppt or .pptx file and does not have separate audio or image files.

While there is no way from within PowerPoint to directly extract audio and image files from a presentation, there is a workaround.

Note: In this scenario, your working file must have a PowerPoint 2007 or 2010 file extension (.pptx, .ppsx, .pptm, .ppsm or .potm)

  1. With the PowerPoint presentation closed, right-click the file and choose Rename.
  2. Change the name of the presentation by adding a .zip to the end of it. (e.g. filename.pptx.zip).
  3. Click Yes if the following dialog box appears after changing the name.

    File name extension alert dialog box.

    The renamed file will take on the appearance of a zip folder.

  4. Double-click the zip folder to open it.

    Zipped file.

  5. Open the ppt folder.
  6. Locate the media folder and drag it (or copy and paste it) elsewhere (your desktop or another folder).

    All of the sound and image files used in the presentation will be inside this folder.

  7. Right-click the pptx zip file and choose Rename.
  8. Delete the .zip file extension.

    Doing so will allow you to open the file in PowerPoint again.

For an alternate way to do this:

PowerPoint 2007 & 2010: How to Extract Audio & Images from a Presentation, Part II

 

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

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PowerPoint 2010: Note Handouts with Multiple Slides Per Page

by AJ George Follow us on Twitter

If you have tried to print handouts in PowerPoint 2010 that include the slide notes, you may have noticed a bit of a shortcoming. You can print handouts with multiple slides per page, or you can print handouts that include the notes. However, there is no way to combine these features and print handouts with notes and get more than one slide per page. While it's not possible to do it within PowerPoint, you can enlist MS Word to quickly get the job done. 

  1. Open a PowerPoint presentation that includes slide notes.
  2. Choose the File tab on the ribbon.

  3. Select Save and Send.

  4. Select Create Handouts.

  5. Click the Create Handouts button on the right.

    Create Handouts button

    The Send to Microsoft Word dialog box appears.

  6. Select Notes next to slides.

    Note: If you may be making edits to your slides, select Paste Link as well. This will automatically update the Word file if you make any changes to your slides in PowerPoint. This option will not update changes made to the outline or to slide notes, so if you select Outline Only, the Paste Link option will not be available. 

    Send to Word from PowerPoint

  7. Click the OK button.

Your slides are automatically imported to Word. By default there are three slides (and their notes) per page. If you would like more slides per page, simply resize the slides and font and then manipulate the ruler guides (particularly those on the vertical ruler) to allow for more slides.

Notes Next to Slides

 

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

***

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PowerPoint 2010: Using the Shape Union & Subtract Tools for eLearning

by AJ George Follow us on Twitter

Over the last two weeks I've introduced PowerPoint 2010's Shape Union and Shape Subtract tools. Now I'd like to give a quick example of how you could incorporate this into your eLearning projects made with PowerPoint.

Your end result would look something like this:

 

Finished eLearning Image

 

Using what you've previously learned about the Shape Union tool, construct a few puzzle pieces. I added a 2 pt width and height bevel to mine to give them some dimension.

Puzzle Pieces

 

Insert an image onto your slide in which you'd like to illustrate a "missing piece." I'm going to use this stock photo of a corporate brainstorming session.

 

Collaboration image

 

The goal is to have each of the puzzle pieces illustrate a potentially missing piece to the overall productivity picture. The correct missing piece will fit perfectly into the image.

 

First, you'll need to make your image into a shape. (Shape subtract will not subtract shapes from images, only from other shapes.)

 

  1. Insert a shape on your slide (Insert > Illustrations > Shapes). Make it the size you would like your image to be.
  2. Right-click the shape and choose Format Shape.
  3. From the Format Shape dialog box, ensure the Fill category is selected. Choose Picture or texture fill and navigate to where the picture you would like to use is located.

    (Mine was from my clip art catalog, so I clicked the Clip Art button.) 

  4. Manipulate the shape and the Stretch options until it appears as you would like it.

 

Now let's make the puzzle pieces look as though they belong in the image.

  1. Select one of the puzzle pieces you created.
  2. Right-click and select Format Shape.
  3. Select the Fill category.
  4. Select Picture or texture fill and navigate to where the picture you would like to use is located.
  5. Adjust the Stretch options accordingly so that your puzzle piece is filled with the area of the picture you would like to have a missing puzzle piece.

    (For my image I set the Top offset to -146%.)

  6. Click Close.

    Filled puzzle

  7. Repeat these steps for the other pieces.
  8. Add a text box to each piece with a phrase that could be the "missing piece." I've made my winning piece say "online collaboration" and the other two say "donuts" and "more team members."

Now let's cut the puzzle piece from the image.

  1. Drag the puzzle piece to where you would like it to be removed.
  2. Press [Ctrl] [C] to copy the puzzle piece.

    Don't forget this step-when you "subtract" the piece from the image it will disappear. If you do not copy it you will no longer have the shape.

  3. Select the image from which you are subtracting.
  4. Hold down [Ctrl] and select the puzzle piece.
  5. Click the Shape Subtract tool from your ribbon.
  6. For a more realistic look, right-click the image and select Format Picture. From the Shadow category, select Inside Center from the presets.

    For a more realistic look...

    From here you could add any number of effects or transitions to move the lesson along. Perhaps clicking the correct puzzle piece causes the piece to move to the empty space, making the image complete before transitioning to the next slide. Perhaps the student would drag the puzzle piece to the right spot to move to the next slide. The possibilities are endless.

 

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

***

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Editing the Custom Dictionary in Word and PowerPoint

by Jennie Ruby

Technical terms, program names, proper names, and acronyms can light up your Word or PowerPoint screen with red zigzag underlines, causing not only annoyance but also a risk that you will overlook an actual misspelled word. Too often we accept the annoyance and just try to be careful. But the Custom dictionary, which Word and PowerPoint share, can actually help clean up the mess.

 

Without getting into the nitty-gritty of creating your own custom dictionary from a text-only file, you can add your most often used technical terms, names, and so on to the default custom dictionary. And if you accidentally add a word that really should not be in your dictionary, you can delete it, with no harm done.

 

As you notice the red underlines over the next couple of weeks, start deciding which ones come up often. When you have decided a word or name is worthy, right-click the red underline to display the quick menu, and choose Add to Dictionary.

 

To delete a word from the Custom dictionary, in Word or PowerPoint 2007 click the Office Button, and at the lower right of the menu, click Word Options or PowerPoint Options.

 

Word Options or PowerPoint Options 

 

In the left column select Proofing, and then click the Custom Dictionaries button. In the Custom Dictionaries dialog box, make sure the Custom dictionary [Custom.dic] is selected, and click Edit Word List.

 

Custom dictionary

Edit Word List

 

Locate your word in the list under Dictionary. To find it more quickly, type the first letter and the list scrolls to that section of the alphabetical list. Click the problem word, click Delete, and then click OK on each of the successive dialog boxes.

 

For acronyms, you may have Word or PowerPoint set to ignore words in upper case. I do not recommend this option, because acronyms are themselves prone to misspelling. Instead, add your acronyms to the Custom dictionary along with technical terms, names, and other frequent problem words. To ensure that acronyms and any all-cap headlines are having their spelling checked, make sure that the Ignore words in UPPERCASE checkbox is not selected.

 

Make sure that the Ignore words in UPPERCASE checkbox is not selected

 

By taking just these few steps to customize your Word and PowerPoint dictionaries, you may find that you appreciate the spelling checker more as an aid, rather than resenting or ignoring it as an aggravation.

 

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Are you an eLearning developer who has been tasked with creating an effective voiceover script? If so, consider attending my Writing Effective eLearning Voiceover Scripts class. I also teach the Writing Training Documents and eLearning Scripts class.

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About the Author:  Jennie Ruby is a veteran IconLogic trainer and author with titles such as "Editing with Word 2003 and Acrobat 7" and "Editing with MS Word 2007" to her credit. She is a publishing professional with more than 20 years of experience in writing, editing and desktop publishing.

PowerPoint 2010: Using the Shape Subtract Tool

by AJ George Follow us on Twitter

Last week we learned how to find and use the Shape Unite tool. This week we're going to shift focus to its partner command, the Shape Subtract tool. 

  1. If you have not already, follow the instructions from last week's article to add the Shape Subtract tool to your PowerPoint ribbon.

  2. Find the shape from which you would like to subtract another shape. I am going to use the flower from last week.

    The goal: subtract the circle from its center.

  3. Insert the new shape onto your slide (Insert > Illustrations > Shapes).

    Insert the new shape onto your slide

  4. Select the shape from which you would like to subtract another shape (in this case, the flower) and THEN press [Ctrl] as you select the other shape (the circle). Release [Ctrl].

  5. Locate on your ribbon where you have added the Shape Subtract tool and click it.

    Shape Subtract tool

    The second shape has instantly been removed from the first.

    Note: If you will be using the shape you are subtracting (in this case, the circle) elsewhere in your presentation, be sure to copy and paste it before using the Shape Subtract tool. Using the Shape Subtract tool will cause the subtracted shape to disappear.

    Using the Shape Subtract tool will cause the subtracted shape to disappear.

    Fast and easy! Check back next week for an easy way to apply these tools toward constructing an eLearning module.

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

PowerPoint 2010: Using the Shape Union Tool

by AJ George Follow us on Twitter

Two of the coolest new tools in PowerPoint 2010 (especially if you like to make your own graphics) are the Shape Union and Shape Subtract tools. Previously in PowerPoint, if you wanted to join two shapes you would use the Group tool. The issue with grouping shapes was that if you then decided to add certain formatting options to the shape, grouping would add it to each individually element of the shape rather than to the new shape as a whole.

Grouped flower
With the Shape Union tool, these shapes can actually be combined as one so that any formatting you apply will apply to the new shape as a whole.

If you've been playing around with PowerPoint 2010 but have no idea what I'm talking about, this is by no fault of your own. This new feature is actually a bit hidden, as it does not appear by default on your Ribbon.


Locating the Shape Union Tool & Adding it To The Ribbon


  1. Decide where on your Ribbon you would like the Shape Union tool to appear and select that tab. (I typically insert shapes from the Insert tab, so this is where I will be placing mine.)
  2. Right-click anywhere on the Ribbon and select Customize the Ribbon.

    Customize the Ribbon

    The PowerPoint Options dialog box appears.

  3. The tab you previously clicked on to customize should be expanded in the menu on the right below Customize the Ribbon. Click anywhere within the expanded tab's menu and then click the New Group button.

  4. Right click the new group and select Rename from the shortcut menu.

    The Rename dialog box appears.

  5. Select any Symbol you would like and enter a name for your new group into the Display name field.

    Renamed command

  6. From the Choose commands from drop-down menu on the top left, select Commands Not in the Ribbon.
  7. Scroll down in the menu below Choose commands from until you locate Shape Union (the commands are in alphabetical order).
  8. Click the Add button.
  9. Click OK.

    The new tool now appears on your ribbon.

Use the Shape Union Tool

  1. Hold down the [Ctrl] key and click each shape you would like unite.
    Selected shapes

    Note: The Shape Union tool does not work on grouped shapes. If you have grouped your shapes you will need to ungroup them before proceeding.

  2. Locate where on your Ribbon you have placed the Shape Union tool and select it.

    Shape Union Tool

    And you're done! Your shapes now reflect your formatting option as one cohesive shape instead of many grouped shapes.
    You're done... one cohesive shape.

Click here for Part II of this post, Using the Shape Subtract Tool.

 

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

eLearning & mLearning: Using Color in Learning

by AJ George

I've previously written about how to effectively use fonts to convey ideas and emotions in your eLearning courses. Effective use of color is equally important and is often overlooked and under utilized.Iconlogic-colors-crop.

What is the purpose of your eLearning course? Are you presenting somber, factual material? Are you welcoming new employees? Maybe you are passing along important factual information that will need to memorized? Or maybe you are teaching a complex process?
 
All of these scenarios would benefit from different color stories. Over the next few weeks I'm going to discuss how you can use color in eLearning to affect mood, encourage learning, resonate in different cultures and be accessible to those with color sight deficiencies as well as provide some color resources to make your design process a bit easier.
 
How Color Affects Mood

The right color can put your learner in the right mood for optimal participation. The following is a breakdown of commonly accepted psychological effects of colors.

Red is a stimulant. Too much red can trigger anger or anxiety. When used appropriately, red can evoke passion and excitement, increase blood pressure and metabolism, and can even make food taste better when surrounded by it. Use it: to draw attention to key points, but don't overdo it as it could turn your learner off. Red would be a perfect color for pointing out things not to do.

Orange is an antidepressant. Similar to red it can be used as a stimulant. It is seen as warm and welcoming and can be beneficial when used in relation to food or creative processes. Use it: to appear more personable to your learners, particularly when dealing with boring content that just has to be presented.

Blue is in many ways red's counter–it lowers the pulse, encourages serenity and reduces appetites. Blue is often used in offices and gyms to stimulate productivity. Use it: to calm learners when presenting information that may initially seem complicated or overwhelming. Be sure to thoughtfully accent blue with other colors so as not to lull your students to sleep.

Green is known to bring tranquility and peacefulness. It is seen as refreshing and is the easiest color on the eyes. Green helps to relax muscles and deepen breathing. Use it: wherever you want, as much as you want. With good design, green can be a very effective eLearning color.

Yellow is a brain stimulant and promotes memory, clear thinking and decision-making. Yellow should be used sparingly as it is the harshest color on the eyes. It is known to cause tempers to flare and babies have been shown to cry more in yellow rooms. Use it: to highlight points that should be memorized or that are often forgotten in your content. Yellow would also be a good color to incorporate into the quiz sections of your learning. Don't overdo it, or risk giving your learners a headache.

Purple is a mind-balancer that promotes good judgment and spirituality. Traditionally the color of royalty, it can now be used to express any number of moods depending upon the color with which it is paired (with blue it becomes calming, with red it becomes stimulating). Use it: in conjunction with another color to achieve your desired mood. Purple is a very well-rounded color that could be used to express anything from lightheartedness and fun in learning to sophistication of a company or brand.

Black is technically the absence of color and typically elicits feelings of power, formality, mystery, fear and sexuality. Use it: for fonts. There are a lot of jazzy things you can do with font colors but I find that sticking with traditional black is often the best choice for the bulk of text. Black can be a beautiful color for design and can evoke a lot of powerful moods, but for eLearning courses it is not one of my favorites.

White is technically the perfect balance of all colors and is seen as pure and clean, which is why brides and many nurses opt for this color. Use it: all over the place. Don't be afraid of well-thought-out white space. White is also a strong choice for fonts when text is on a darker background.

Click here for Part 2 of this series, How Color Affects Learning.
 
Click here for Part 3 of this series, Using Colors for Special Circumstances.
 
Click here for Part 4 of this series, Easy & Free Color Resources.
 
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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials." You can follow AJ on Twitter at http://twitter.com/andrayajgeorge.

PowerPoint 2008 for the Mac: Inserting YouTube Videos

by AJ George

Over the last two weeks I've shown you how to insert YouTube Videos into PowerPoint 2007 when presenting both with and without an internet connection. This week I'm going to show you how to do the same thing, but in PowerPoint 2008 for the Mac.

  1. Find the YouTube video you would like to insert into your PowerPoint presentation.
  2. Copy the URL for the video.
  3. Navigate to www.mediaconverter.org (there are other free media converters, but I've tried and had success with this one) and click enter a link.
  4. Paste in the URL for the YouTube video and click OK.
  5. Click go to the next step.
  6. Select an output file type and click OK.

    Choose either mov or wmv. Mov files will play on Macs but will not play on PCs. Wmv files will play on PCs, but not on Macs. If you will be presenting on a PC, select wmv and read the note at the bottom of this post before inserting your video into PowerPoint.

  7. Click start to begin the conversion.
  8. When finished, click download and save the file to your desired location.
  9. In PowerPoint, ensure that you are working on the slide where you would like insert the video.
  10. From the Standard toolbar, select the Media tool and choose Insert Movie (if you do not see this toolbar, from the Menu bar, choose View > Toolbars > Standard).

    Insert a movie

    The Insert Movie dialog box appears.

  11. Navigate to your saved YouTube video and click Choose.
  12. Select whether you would like your video to start Automatically or When Clicked.

    How would you like to start the movie?

  13. When you view your slide show, simply click the video to play it. Click the video again to pause or stop it.

    A movie with no internet


Note:
If you will be presenting your slide show from a PC, you should have converted the YouTube video to wmv (the rest of these steps would still apply to you). There are several programs that will allow Mac users to play wmv files on their systems, but I have tried and had success with Flip4Mac, which you can download for free here. You may need to restart your computer before the software will allow you to watch the wmv files and insert them into your PowerPoint presentation.

Related Posts:

PowerPoint 2007: Insert YouTube Videos (with internet)

PowerPoint 2007: Insert YouTube Videos, Part 2 (without internet)

PowerPoint 2010: Inserting YouTube Videos

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About the author: AJ George is IconLogic's lead Technical Writer and author of both "PowerPoint 2007: The Essentials" and  "PowerPoint 2008 for the Macintosh: The Essentials." You can follow AJ on Twitter at http://twitter.com/andrayajgeorge.

PowerPoint 2007: Insert YouTube Videos, Part 2

by AJ George

Last week I showed you how to insert YouTube videos into a PowerPoint 2007 presentation, but in order for it to work you would need to be presenting on a computer with an internet connection. This week I'll show you how to insert a YouTube video when the computer you'll be presenting from does not have an internet connection.

  1. Find the YouTube video you would like to insert into your PowerPoint presentation.
  2. Copy the URL for the video.
  3. Navigate to www.mediaconverter.org (there are other free media converters, but I've tried and had success with this one) and click Enter a link.
  4. Paste in the URL for the YouTube video and click OK.
  5. Click go to the next step.
  6. Select an output file type and click OK.

    You can choose either avi or wmv, but if you will be following along next week to learn how to insert YouTube videos into PowerPoint 2008 for the Mac, I would choose wmv.

  7. Click Start to begin the conversion.
  8. When finished, click Download and save the file to your desired location.
  9. In PowerPoint, select the slide on which you would like to insert the video.
  10. On the Insert tab choose Movie > Movie from File.

    Insert a movie

  11. Navigate to where you have saved the downloaded video and click OK.
  12. When asked how you would like the movie to start in PowerPoint, click When Clicked (unless you would like the video to begin playing automatically).

    Start a movie

  13. Move and resize the inserted video as desired.
  14. When you view your slide show, click the video to play it.

    Click the video again to pause or stop it.

    A movie with no internet

 

Related Posts:

PowerPoint 2007: Insert YouTube Videos (with internet)

PowerPoint 2008 for the Mac: Inserting YouTube Videos

PowerPoint 2010: Inserting YouTube Videos

Video image source: http://www.youtube.com/watch?v=0Bmhjf0rKe8

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About the author: AJ George is IconLogic's lead Technical Writer and author of the both "PowerPoint 2007: The Essentials" and  "PowerPoint 2008 for the Macintosh: The Essentials." You can follow AJ on Twitter at http://twitter.com/andrayajgeorge.

PowerPoint 2007: Insert YouTube Videos

by AJ George

I am often asked how to get YouTube videos into a PowerPoint presentation, and, unless you're using the latest version (PowerPoint 2010), it's an understandable question… it's not a simple process. Over the next few weeks I will show you how to insert YouTube videos into PowerPoint 2007 (both with and without an internet connection) and PowerPoint 2008 for the Mac.
 
Insert YouTube Videos into PowerPoint 2007 with Internet

  1. In PowerPoint click the Office button.

    Office Button

  2. Click the PowerPoint Options button.

    PowerPoint Options

  3. From the Popular category, select Show Developer Tab in the Ribbon.

    Show the Developer Tab in the Ribbon

  4. Click the OK button.
  5. Go to YouTube and locate the video you would like to insert into your PowerPoint presentation.
  6. Copy the URL for the video.
  7. Back in PowerPoint, select the Developer tab and from the Controls group, select More Controls.

    Developer controls

    The More Controls dialog box appears.

  8. Scroll down and select Shockwave Flash Object.

    More controls

  9. Click the OK button.

    Your cursor should now look like a cross, an indication that you can draw a box.

  10. Draw a box on your slide and size it as desired to contain your video. Do not worry about making it perfect, you will be able to size it later just like any other shape.

    Box for the video.

  11. With the box you have just drawn selected, click Properties on the Developer tab.

    Properties

    The Properties window appears.

  12. Locate Loop and select False from the drop-down menu.

    This step will keep your video from looping.

  13. Locate Playing and select False from the drop-down menu.

    This step will keep your video from playing automatically.

  14. Locate Movie and paste in the URL for the video you would like to use.
  15. Find in the URL where it says watch? and delete it.
  16. Change any instance of = in the URL to a /.

    Example: http://www.youtube.com/watch?v=0Bmhjf0rKe8 would be changed to http://www.youtube.com/ v/0Bmhjf0rKe8.

  17. Close the Properties window.
  18. When you play your slideshow, your video will appear just like it would on YouTube, ready to be played.

    YouTude in PowerPoint

Related Posts:

PowerPoint 2007: Insert YouTube Videos, Part 2 (without internet)

PowerPoint 2008 for the Mac: Inserting YouTube Videos

PowerPoint 2010: Inserting YouTube Videos

 

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About the author: AJ George is IconLogic's lead Technical Writer and author of the book "PowerPoint 2007: The Essentials" and  "PowerPoint 2008 for the Macintosh: The Essentials." You can follow AJ on Twitter at http://twitter.com/andrayajgeorge.