Advanced PowerPoint:
Using a Word Outline

Title: Jan's Illustrated Computer Literacy 101

Did you want: Working with Presentations: PowerPoint 2007/2010/2013 or español



PowerPoint can open many Word documents and create slides from the text. You will get better results if you create a copy to edit and then assign outline levels to all of the text that you want in the presentation.

The more complex the Word doc, the more you will need to make changes before letting PowerPoint create slides from it.

Images in your Word doc will not be put on the slides automatically. You will have to insert them into the presentation yourself.


Where you are:
JegsWorks > Lessons > Presentations

Before you start...

Project 1: PowerPoint BasicsTo subtopics

Project 2: PowerPoint FormattingTo subtopics

Project 3: Advanced PowerPoint
    Outline Arrow to Subtopics
    Icon: Step-by-StepText Outline
    Icon: Step-by-StepWord Outline
    Icon: Step-by-StepCustom Template
    ImagesTo subtopics
    Tables & ChartsTo subtopics
    FinishingTo subtopics
    Summary
    Quiz
    ExercisesTo subtopics


    Search
    Glossary
    Appendix



Icon Step-by-Step 

Step-by-Step:Word Outline

 Icon Step-by-Step

What you will learn:

to create an outline in Word
to create a presentation from a Word outline
to edit the text
to change slide layout

Start with: Icon: Class disk, Icon: Word with blank document (Word), NZinfo.doc from the resource files

The original brochure about New Zealand was a tri-fold, as shown below. Since all of the text in the brochure is in text boxes, PowerPoint cannot see the text at all! You will work with a version of this brochure that has already taken the text out of the text boxes.

Original NZ brochure


Open Word Document

You will need to simplify the text and add some heading styles.

  1. Open Word (not PowerPoint!) and open the file NZinfo.doc from the resource files.
    The default location on your computer is:
    c:\My Documents\complit101\presentations\NZinfo.doc

    NZinfo.doc 


    There are 3 pages with pictures and decorative bullets. Some paragraphs have heading styles already. But you need to make a lot of changes to turn this information into good slides. You will put the images back in later.


Edit Word Document into an Outline

Your slides don't need all the lovely sentences in this document. It's time to simplify!

  1. Edit the text so that the document reads as shown below. The titles and text must be MUCH shorter than the original to make good slides.

    The font and styling of the text will not actually matter at this point. You will be changing those in PowerPoint later.

    PowerPoint will not import the images, so you might as well delete them as you edit.

 

What to See and Do in New Zealand
Volcanoes
New Zealand - an active, growing place!
Hot springs
Geysers
Boiling mud
Volcanoes

Rain Forests
Temperate rainforest, teeming with evergreens and giant tree ferns
Unique wildlife:
Giant snails
Giant weta - a cricket-like insect the size of a mouse. Guaranteed harmless!

Ocean and Beaches
North Island's beaches match any you've seen.
Sailing
Fishing
Surfing
Sand yachts
Hang gliders
Jet skis


Cities
"Down under” but not "behind the times."
Fine restaurants
Modern architecture
Traffic!

Other Recreation
Snow Skiing
Golf
Hang gliding
Bungee jumping
Hiking
Wine tasting - 3 world prize winners


General Information
Weather -
Seasons reversed from the Northern Hemisphere.
Range = subtropical in the north to temperate in the South.
Time -
12 hours ahead of GMT, 16 hours ahead of US Eastern Standard Time
Driving -
On the left, like in the UK and opposite of the USA.

World Travel Inc.
Call 54 (1) 821-6543
We work to help you see the world.
 


Apply Headings

  1. Button: Style (Microsoft Word)Put your cursor in the first line, What to See and Do in New Zealand, without selecting any characters. The Style box shows that this paragraph is already styled with Heading 1
     

  2. Continue by verifying or applying Heading 1 to the lines listed below, which will become slide titles:
    TipIcon: Keyboard tip You can apply a style to multiple lines at a time if you select the lines first. To select lines that are not next to each other, hold CTRL down while selecting.

    TipIcon: Keyboard tip CTRL + ALT + 1 is the key combo to apply Heading 1.

    Volcanoes

    Rain Forests

    Ocean and Beaches

    Cities

    Other Recreation

    General Information

    World Travel Inc.
     

  3. Apply Heading 2 to the lines below. These will become first level bullets in PowerPoint. You will take the bullet off of most of them, but Heading 2 tells PowerPoint to put the text on a slide.
    TipIcon: Keyboard tip CTRL + ALT + 2 is the key combo to apply Heading 2.

    New Zealand - an active, growing place!

    Warm, temperate rainforests, teeming with evergreens and giant tree ferns

    Unique wildlife:

    North Island's beaches match any you've seen.

    "Down under” but not "behind the times."

    Weather -
    Seasons reversed from the Northern Hemisphere.
    Range = subtropical in the north to temperate in the South

    Time -
    12 hours ahead of GMT, 16 hours ahead of US Eastern Standard Time

    Driving-
    On the left, like in the UK and opposite of the USA.

    Call 54 (1) 821-6543

    We work to help you see the world. 
     

  4. Apply Heading 3 to the lines which will become second level bullets:

    TipIcon: Keyboard tip CTRL + ALT + 3 is the key combo to apply Heading 3.

     Hot springs

     Geysers

     Boiling mud

     Volcanoes

     Giant snails

     Giant weta - a cricket-like insect the size of a mouse. Guaranteed harmless!

     Sailing

     Fishing

     Surfing

     Sand yachts

     Hang gliders

     Jet skis

     Fine restaurants

     Modern architecture

     Traffic!

     Snow Skiing

     Golf

     Hang gliding

     Bungee jumping

     Hiking

     Wine tasting - 3 world prize winners

    Outline in Word after paragraph styles have been assigned.

  5. From the View menu select Header and Footer.
     
  6. HeaderType your name and the date at the left of the Header.
     
  7. Click on the Close button on the Header and Footer toolbar.
     
  8. Icon: Class disk Save to your Class disk with the file name  NZinfo-edited.doc .
    Full floppy disk How to handle a full Class disk
     
  9. Icon: Print Print.
     
  10. Close Word.

Open a Word Outline in PowerPoint

PowerPoint automatically creates a presentation when you open a word processing document with PowerPoint. How helpful that is depends on the quality of the outline of the original document.

  1. If necessary, open PowerPoint.
     

  2. From the menu select  File | Open . The Open dialog appears.
     

  3. Dialog: Open - Look in - drive A:Navigate to your Class disk using the Look in: list.

     

  4. Select NZinfo-edited.doc.

    Dialog: Open - navigate to the Class disk and choose nz-edited.doc

    Icon: TroubleNo Word documents are showing:
        
    Change the Files of type: box to All Outlines.
     

  5. Click on Open. The outline opens in PowerPoint and is automatically turned into a set of slides. This is easy!! Well, if your outline is set up right, it is.

    Presentation automatically created when opening the Word doc

    Icon: TroubleBlank slides:
    Extra blank lines in the Word document can create blank slides. Just delete them.

    Icon: TroubleCan't open outline in PowerPoint:
    If the outline is still open in its original program and you try to open it with PowerPoint, you will get an error message that says PowerPoint cannot open this type of file. Not a helpful message!

    Message: PowerPoint can't open the type of file represented by ....

    Solution: Switch to the program that has the outline open, close the outline, and try again from PowerPoint.

    How to tell that a file is being used: Sometimes it's hard!

    • Task Bar button: The button shows the name of the Word document that is open, but the button is often too short to show enough of the name. Hover over the button to show a popup with the whole file name.
       

    • File list in the Open dialog:

      • If the file is on your hard disk, look at the file list. Word creates a temporary copy when the file is open. Word replaces the first two characters in the file's name with ~$ . This puts the temporary copy at the top of the file list alphabetically with a faded icon, like: Entries in Open dialog for document that is open in another application.

      • If the file is on a removable disk, the temporary copy is not on the removable disk, so you cannot easily tell that the file is already open this way.
         

  6. Click on each of the slide thumbnails to see what PowerPoint put on the slides. Not too bad at first glance.
     
    The formatting is quite different from the original and not at all what you will want for your presentation.
     
  7. Check the slides and make any corrections necessary to the words or capitalization. Delete any blank slides.
     
    Some of the paragraph styles in the Word document were formatted as small caps. PowerPoint threw out that formatting. You will definitely need to capitalize some list items.
     
    TipIf Style Check is still on and the Office Assistant is also on, you may see some Icon: Light Bulb=Style Check tip light bulbs with style suggestions, including capitalizations.

Change Slide Layout

The first slide is a Title slide but it uses the normal slide layout. All it takes is a simple click to change a slide layout.

  1. Select Slide #1 to display it in the Slide pane.
     

  2. Menu: Format | Slide layoutFrom the menu select  Format | Slide Layout . The Slide Layout pane appears in the Task Pane at the right.

     

  3. Task Pane: Slide Layout - Title slideClick the thumbnail for Title Slide, which has two placeholders in the middle of the slide. Your title and subtitle placeholders are moved. Sweet!

    Title slide layout has been applied to the first slide.


Remove Extra Bullets

In order to get your text onto the slide from the existing Word document, you had to assign Heading styles to all of the paragraphs. PowerPoint put a bullet on every paragraph with Heading 2 or 3. Some of those bullets need to go!

  1. Click on Outline tab in the Navigation pane to show the OutlineIn the Navigation pane, click on the Outline tab.
    The Outline opens and the pane expands to give you more room to read the text.

    PowerPoint window with NZ outline

  2. In the outline, click on the first text line, New Zealand - an active...,  of Slide #2: Volcanoes. This line should not be a member of the list. It is the introduction to the list. You need to remove that bullet.
     

  3. Outline: Slide 2 edited to remove bullet in line 1Click Button: Bullets the Bullets button on the toolbar.  The bullet vanishes and the paragraph moves back to the left. Easy as can be!
     

  4. Slides 3, 4, and 5 after first line bullet removedSimilarly, in outline of Slides 3, 4, and 5, remove the bullet from the first text line.

     

  5. Removed bullet from line "Unique wildlife:"On Slide #3, remove the bullet beside "Unique wildlife:".

     

  6. Removed bullets from slide 8On Slide #8, remove both of the bullets.
     


Save

  1. Icon: Class diskClick the Save button Button: Save. The Save As dialog appears since this presentation has not been saved before. Use the name  nz-word.ppt .
     
    Full floppy disk How to handle a full Class disk
     

  2. Switch to Slide Sorter view. The formatting needs some work. The text on Slide #7 is about to run off the slide.
     

Slide Sorter view after fixing bullets

nz-word.ppt in Slide Sorter view


Lessons Working with Presentations Previous Page Next Page




Teachers: Request permission to use this site with your class

Copyright © 1997-2012 Jan Smith   <jegs1@jegsworks.com>
All Rights Reserved

Icon: DonwloadIcon: CDWant a local copy with no ads? - Download/CD
Want to help?


~~  1 Cor. 10:31 ...whatever you do, do it all for the glory of God.  ~~


Last updated: 30 Apr 2012