PowerPoint
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Creating a Presentation on the Web Using PowerPoint
CASE PERSPECTIVE
A home office can be the key to redefining the way we work. More than 54 percent of American households have a home office, and more than 46 million Americans work at home at least part time. These offices range from a desk and chair in the kitchen to a separate room complete with storage and ergonomic furniture.
Many people attempt to create an effective workspace only to realize that the space lacks comfort, connectivity, and convenience. The most important step in developing the home office is planning. Start by developing a budget, analyzing electrical needs such as the placement of outlets, and listing computer hardware and office equipment. Decisions need to be made about the optimal type of lighting, whether to buy modular or built-in furniture, and the arrangement of work materials to increase efficiency and minimize body strain.
Making these decisions can be daunting. Professional space planners know how to make functional and ergonomic workspaces. By analyzing their clients’ unique needs, they can design environments that help workers be productive and comfortable. They arrange the equipment and furniture based on the clients’ tasks and the rooms’ dimensions and constraints.
Comfort @ Home, Inc., is a local business specializing in assisting home workers to develop the best office design for their needs. Kendra Linder, the owner of this business, wants to provide community residents with the guidelines for an effective home office design. She decides the most effective way to disseminate this information is to create a PowerPoint slide show (Figure 1 on the next page) and then have you publish the presentation on the World Wide Web.
As you read through this Web feature, you will learn how to create and display a Web page from a PowerPoint presentation, edit the results using a browser, and then publish the presentation.
Objectives:
· You will have mastered the material in this project when you can:
· Preview and save a presentation as a Web page
· Create a new folder using file management tools
· View a Web page using a browser
· Edit the Web page content through a browser
· Publish a presentation as a Web page
Introduction
The graphic design power of PowerPoint allows you to create vibrant presentations that convey information in a clear, interesting manner. Some of these presentations are created for small, specific audiences, such as a subcommittee planning a department retreat. In this case, the presentation may be shown in an office conference room. Other presentations are designed for large, general audiences, such as workers at a corporation’s various offices across the country learning about a new insurance benefits package. These employees can view the presentation on their company’s intranet, which is an internal network that uses Internet technologies. On a grand scale, you can inform the entire world about the contents of your presentation by posting your slide show to the World Wide Web. To publish to the World Wide Web, you need a File Transfer Protocol (FTP) program to copy your presentation and related files to an Internet service provider (ISP) computer.
PowerPoint provides you with two ways to create a Web page. First, you can start a new presentation, as you did in Projects 1 and 2 when you produced the Strategies for College Success and the Healthy
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Eating, Healthy Living presentations. PowerPoint provides a Web Presentation template in the AutoContent Wizard option when you start PowerPoint. The wizard provides design and content ideas to help you develop an effective slide show for an intranet or for the Internet by opening a sample presentation that you can alter by adding your own text and graphics.
Second, the Save as Web Page command on the File menu allows you to publish presentations, which is the process of making existing presentations available to others on the World Wide Web or on a company’s intranet. If you have access to a Web server, you can publish Web pages by saving them to a Web folder or to an FTP location. To learn more about publishing Web pages to a Web folder or FTP location using Microsoft Office applications, refer to Appendix C.
The Publish command allows you to create a Web page from a single slide or from a multiple-slide presentation. This Web Feature illustrates opening the Home Office presentation on the Data Disk (Figure 1a) and then saving the presentation as
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a Web page using the Save as Web Page command. You will save the Web pages and associated folders on a floppy disk rather than to a Web server. At times, this saving process may be slow and requires patience. See the inside back cover of this book for instructions for downloading the Data Disk or see your instructor for information on accessing the files required in this book.
Then, you will edit the presentation, save it again, and view it again in your default browser. Finally, you will publish your presentation, and PowerPoint will start your default browser and open your file so you can view the presentation (Figures 1b through 1e).
More About: Home Office Planning
Assistance for designing an effective home office is available on various Web sites. Furniture companies, space planners, and ergonomics experts provide helpful advice for developing comfortable and useful workspaces. For more information on home office planning, visit the PowerPoint 2003 More About Web page (scsite.com/ppt2003/ more) and click Offices.
More About: Viewing a Presentation
Saving the presentation in Web page format is an excellent vehicle for distributing the slide show to many viewers. Another method of sharing your file is by broadcasting, which allows audience members to view the slide show in real time on their computers while you control precisely what they see. You also can record a broadcast so viewers can watch the presentation at their convenience.
Using Web Page Preview and Saving a PowerPoint Presentation as a Web Page
PowerPoint makes it easy to create a presentation and then preview how it will display on an intranet or on the World Wide Web. This action opens the presentation in your default Web browser without saving files. By previewing your slide show, you can decide which features look good and which need modification. The left side of the window includes the navigation frame, which is the outline of the presentation. The outline contains a table of contents consisting of each slide’s title text. You can click the Expand/Collapse Outline button below the navigation frame to view the complete slide text. The right side of the window shows the complete slide in the slide frame. The speaker notes, if present, are displayed in the notes frame below the slide frame. Once the preview is acceptable, you then can save the presentation as a Web page.
Previewing the Presentation as a Web Page
Because you are converting the Home Office presentation on the Data Disk to a Web page, the first step in this project is to open the Home Office file. At any time while developing a presentation, you can preview it as a Web page by using the Web Page Preview command on the File menu. When you use the Web Page Preview command, your browser starts and the presentation is displayed as a Web page. The steps on the next page show how to use the Web Page Preview command.
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To Preview the Presentation as a Web Page
Step 1: • Insert the Data Disk in drive A.
• Start PowerPoint and then open the presentation, Home Office, on the Data Disk in drive A.
• Click File on the menu bar.
PowerPoint starts and opens the slide show, Home Office, in normal view. The presentation is composed of four slides. PowerPoint displays the File menu (Figure 2).
Step 2:
• Click Web Page Preview.
PowerPoint starts your browser. The browser displays a Web page preview of Slide 1 of the Home Office presentation in the slide frame in the browser window (Figure 3). The navigation frame contains the table of contents, which consists of the title text of each slide. The speaker notes are displayed in the notes frame. The Microsoft PowerPoint button on the taskbar no longer is selected. Windows displays a selected browser button on the taskbar, indicating it is active.
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Step 3:
• Click the Full Screen Slide Show button.
Slide 1 fills the entire screen (Figure 4). The Slide 1 title text and clip art are displayed. The Web Page preview in the browser is nearly identical to the display of the presentation in PowerPoint.
Step 4:
• Click to display the first line of the subtitle text.
The first line of the Slide 1 subtitle text is displayed.
Step 5:
• Continue clicking each slide in the presentation.
• When the black slide is displayed, click it.
Each of the four slides in the Home Office presentation is displayed. The message on the black slide, End of slide show, click to exit., indicates the conclusion of the slide show.
Step 6:
• Click the Close button on the right side of the browser title bar.
The browser closes, PowerPoint becomes active, and PowerPoint displays Slide 1 (Figure 5).
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The Web page preview shows that PowerPoint can produce professional-looking Web pages from presentations. You can alter the browser window by choosing to display or hide the navigation and notes frames. To hide the navigation frame, click the Show/Hide Outline button below the outline. Later, if you want to redisplay the navigation frame, click the Show/Hide Outline button again. Similarly, the Show/Hide Notes button below the slide frame allows you to display or conceal the speaker notes, if present, on a particular slide.
To advance through the Web page, you also can click the Next Slide button below the slide frame. Likewise, to display a slide appearing earlier in the slide show, click the Previous Slide button.
Q&A:
Q: On what days are audience members most attentive?
A: Sundays, Mondays, and Tuesdays. Researchers believe these days are the best for delivering presentations because the viewers are more relaxed than at the middle and end of the week. As you choose to show or hide your outline and notes, consider your audience’s attention span. You may need to provide more information via the outline and notes on the days when your audience is less focused.
Saving a PowerPoint Presentation as a Web Page to a New Folder
Once the preview of a PowerPoint slide show is acceptable, you can save it as a Web page so you can view it in a Web browser. Microsoft Internet Explorer and Netscape Navigator are the two more common browsers installed on computers today.
You can save the presentation in one of two Web page formats. One format is called Single File Web Page, which saves all the Web page components in a single file with an .mht extension. This format is useful for e-mailing presentations in hypertext markup language (HTML), which is a language browsers can interpret. The second format, called Web Page, saves the Web page in a file and some of its components in a folder. This format is useful if you need access to the components, such as clip art, that comprise the Web page. Both formats convert the slide show contents into HTML.
You can save and then view the presentation in two ways. First, you can save the entire presentation as a Web page, quit PowerPoint, open your browser, and open the Web page in your browser. Second, you can combine these steps by saving the presentation as a Web page, publishing the presentation, and then viewing the presentation as a Web page. In this case, PowerPoint will start the browser and display your presentation automatically. Later in this feature, the Publish button will be used to explain further how you can customize a Web page.
Experienced users organize their storage devices by creating folders and then save related files to a common folder. PowerPoint allows you to create folders in the Save As dialog box before saving a file. The following steps create a new folder on the Data Disk in drive A and then save the Home Office presentation in the Web Page format to the new folder.
More About: Browsers
In 1993, computer science students at the University of Illinois developed Mosaic, one of the first graphical Web browsers. Marc Andreessen and a friend worked 18 hours a day for 6 weeks to develop this browser. This success led to the organization of the Netscape Communications Corporation. For more information on graphical Web browsers, visit the PowerPoint 2003 More About Web page (scsite.com/ppt2003/ more) and click Browsers.
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To Save a Presentation in Web Page Format to a New Folder
Step 1:
• With the Home Office presentation open, click the Next Slide button twice to view Slide 3.
• Click the notes pane and then type More than 46 million Americans work at home at least part time; more than 54 percent of American households have a home office. as the note.
PowerPoint displays the File menu (Figure 6). The last four words of the speaker notes you typed appear in the notes pane.
• Click Save as Web Page.
• When the Save As dialog box is displayed, type Home Office Web Page in the File name text box.
• Click the Save as type box arrow and then click Web Page.
PowerPoint displays the Save As dialog box (Figure 7). The default file format type is Single File Web Page.
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• If necessary, click the Save in box arrow and select 31/2 Floppy (A:).
• Click the Create New Folder button.
• When the New Folder dialog box is displayed, type Web Feature in the Name text box.
PowerPoint displays the New Folder dialog box (Figure 8).
• Click the OK button in the New Folder dialog box.
PowerPoint automatically selects the new Web Feature folder in the Save in box.
• Click the Save button.
• After all files are saved, click the Close button on the right side of the title bar to close PowerPoint.
PowerPoint saves the presentation in HTML format on the Data Disk in drive A in the Web Feature folder using the file name Home Office Web Page.htm. PowerPoint closes (Figure 9).
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The Save As dialog box that displays when you use the Save as Web Page
command is slightly different from the Save As dialog box that displays when you
use the Save As command. The Publish button in the Save As dialog box in Figure 7
on page PPT 147 is an alternative to the Save button and allows you to customize
the Web page further. In the previous set of steps, the Save button was used to complete
the save. Later in this feature, the Publish button will be used to explain further
how you can customize a Web page.
More About: Saving Files
PowerPoint provides many file formats for saving presentations. One useful format that allows viewers to see, but not alter, a presentation is the PowerPoint Show (.pps) format. A slide show saved as a PowerPoint Show always will open as a slide show presentation.
File Management Tools in PowerPoint
Creating a new folder allows you to organize your work. PowerPoint automatically inserts the new folder name in the Save in box when you click the OK button in the New Folder dialog box (Figure 8). Once you create a folder, you can right-click it while the Save As dialog box is active and perform many file manager tasks directly in PowerPoint. For example, once the shortcut menu is displayed, you can rename the selected folder, delete it, copy it, display its properties, and perform other file management functions.
If you have access to a Web server that allows you to save files to a Web folder, then you can save the Web page directly to the Web server by clicking the My Network Places button in the lower-left corner of the Save As dialog box (Figure 7). If you have access to a Web server that allows you to save to an FTP site, then you can select the FTP site under FTP locations in the Save in box just as you select any folder in which to save a file. To save a presentation to a Web server, see Appendix C.
After PowerPoint saves the presentation in Step 5, it displays the HTML file — not the presentation — in the PowerPoint window. PowerPoint can continue to display the presentation in HTML format because within the HTML file that was created, PowerPoint also saved the formats to display the HTML file. This is referred to as round tripping the HTML file back to the application in which it was created.
Viewing the Web Page Using Your Browser
With the Home Office Web page saved to the folder, Web Feature, on the Data Disk in drive A, the next step is to view it using a browser, such as Microsoft Internet Explorer or Netscape, as shown in the steps on the next page.
More About: Viewing Web Presentations
Several PowerPoint features do not work when a presentation is viewed as a Web page. These features include embossed and shadow effects for fonts, text that is animated by the letter or word rather than by the paragraph, and special effects on charts. In addition, music will not play throughout a Web presentation because moving to another slide stops the sound.
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To View the Web Page Using Your Browser
• If necessary, insert the Data Disk in drive A.
• Click the Start button on the taskbar, point to All Programs, and then click Internet Explorer.
• When the Internet Explorer window displays, type a:\web feature\home office web page.htm in the Address bar and then press the ENTER key.
The browser displays Slide 1 in the Web page, Home Office Web Page.htm (Figure 10).
• Click the Expand/ Collapse Outline button at the bottom of the window.
The text of each slide in an outline appears in the navigation frame (Figure 11). To display only the title of each slide, you would click the Expand/Collapse Outline button again.
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• Click the Next Slide button three times to view all four slides.
The browser displays each of the slides in the Home Office presentation. Slide 4 is displayed in the browser (Figure 12).
Figures 11 and 12 show that a Web page is an ideal medium for distributing information to a large group of people. The Web page can be made available to anyone with a computer, browser, and the address. The Web page also can be e-mailed easily because it resides in a single file, rather than in a file and folder.
If you want, you can use the Print command on the File menu in your browser to print the slides one at a time. You also can view the HTML source PowerPoint created by clicking Source on the View menu in Internet Explorer or Page Source on the View menu in Netscape.
More About: Printing
If your printer seems to print slowly, Microsoft suggests clearing at least two megabytes of space on your hard drive and also closing any unnecessary programs that are running simultaneously.
Editing a Web Page through a Browser
You may want to modify your Web page by making small changes to the text or art on some slides. In this presentation, you want to change the title text in Slide 1 to reflect the fact that a home office can provide comfort as well as efficiency. You can modify the presentation using PowerPoint directly in the browser window. Your computer may indicate other editing options, such as using Windows Notepad. The steps on the next page modify the Title Slide title text.
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To Edit a Web Page through a Browser
• Click the Edit with Microsoft Office PowerPoint button on the Standard Buttons toolbar.
• Select the words, Planning a Home Office, in the title text placeholder.
When you click the Edit button, PowerPoint opens a new presentation with the same file name as the Web presentation file name, as indicated by the title bar and the selected Microsoft PowerPoint - [Home Office Web Page] button on the Windows taskbar (Figure 13). A selection rectangle appears around the title text placeholder. The four words are highlighted.
• Type The Comforts of Home in the title text placeholder.
The title text is modified (Figure 14).
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• Click the Save button on the Standard toolbar.
It takes several minutes for PowerPoint to save the changes to the Home Office Web Page.htm file on the Data Disk in drive A. The buttons on the taskbar indicate that the PowerPoint presentation and the browser are open.
• Click the PowerPoint Presentation - Microsoft Internet Explorer button on the taskbar.
• Click the Previous Slide button three times to display Slide 1.
The browser displays the revised title text on Slide 1 (Figure 15). If the revised text does not display, click the Refresh button on the Standard Buttons toolbar.
• Click the Close button on the browser title bar.
• Click the Save button to save the revised PowerPoint Home Office Web Page.
The browser closes, and the PowerPoint window displays in normal view with the modified Slide 1 of the Home Office Web Page presentation active (Figure 16).
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Publishing a Web Page
PowerPoint allows you to publish the presentation by saving the pages to a Web folder or to an FTP location. When you publish your presentation, it is available for other computer users to view on the Internet or by other means. Publishing a Web page of a presentation is an alternative to distributing printed copies of the slides. The following section uses the Publish button in the Save As dialog box, rather than the Save button, to illustrate PowerPoint’s additional publishing capabilities.
To Publish a PowerPoint Presentation
• Click File on the menu bar and then click Save as Web Page.
• Click the Save as type box arrow and then click Single File Web Page.
• Type Home Office Single File Web Page in the File name text box.
• If necessary, click the Save in box arrow, select 31/2 Floppy (A:) in the Save in list, and then select the folder, Web Feature.
The Save As dialog box is displayed (Figure 17). When you use the Publish button, PowerPoint will save the Web page in a single file.
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• Click the Publish button.
• If the Office Assistant appears, click No, don’t provide help now.
• If necessary, click Open published Web page in browser to select it.
The Publish as Web Page dialog box is displayed (Figure 18). PowerPoint defaults to publishing the complete presentation, although you can choose to publish one or a range of slides. The Open published Web page in browser check box is selected, which means the Home Office Single File Web Page presentation will open in your default browser when you click the
Publish button.
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