PowerPoint Tips

Back to Hints and Tips Index                                             Back to Main Index

Send notes, handouts, or an outline to Word

Use this feature when you want to send your notes, handouts, or outline to Microsoft Word before you prin

1      With your presentation open in Microsoft PowerPoint.

2      From the File menu select Send To4Microsoft Word.

3      Do one of the following:

  • To send notes, click either the Notes next to slides or Notes below slides check box.

  • To send handouts, click either Blank lines next to slides or Blank lines below slides check box.

  • To send an outline, click Outline only.

4      Click OK.

Playing Sounds for More Than One Slide

If your sound file stops playing when you advance to the next slide and you wish it to continue playing.

PowerPoint 2000

  1. Insert your sound.

  2. From the Slide Show menu select Custom Animation.

  3. Check the Media box that represents the sound file you inserted.

  4. Click on the Multimedia Settings tab.

  5. Check the Play using animation order box.

  6. Check Continue slide show.

  7. Change the number of slides you want the sound to play.

  • You can use 500 for example, if you want the sound to continue playing throughout the entire presentation.

  • If it is only a short sound and you want it to play over and over again. Click on the More options button and check the Loop until stopped box.

PowerPoint 2002/2003

  1. Insert your sound.

  2. From the Custom animation task pane click on the downward arrow next to the sound and select Effect Options.

  3. In the Start playing section select the required option.

  4. In the Stop playing select After and type 500 as the number of slides you want the sound to play.  As long as the number is larger than the number of slides in the presentation.

  • You can use 500 for example, if you want the sound to continue playing throughout the entire presentation.

  • If it is only a short sound and you want it to play over and over again. Click on the Timing tab and select Repeat and the number of times to repeat.

Changing computers causes fonts to change in the presentation

If the computer you use to show your presentation doesn’t have the same fonts as the computer you used to create your presentation, the fonts get replaced with default fonts.

PowerPoint lets you store the fonts you need with your presentation. It is called embedding fonts.

To embed fonts in your presentation:

Powerpoint 2000

  1. From the File menu select Save As.
  2. From the Tools menu on the toolbar at the top of the Save As dialog box select Embed TrueType Fonts.
  3. Click Save.

Powerpoint 2002/2003

  1. From the File menu select Save As.
  2. From the Tools menu on the toolbar at the top of the Save As dialog box select Save Options.
  3. Check Embed TrueType Fonts.
  4. Click OK.
  5. Click Save.

You will need to do this each time you plan to use a presentation on a different machine.

Note: Embedding fonts will increase the size of your presentation.

PowerPoint sounds not playing when changing computers

If you add a sound to your PowerPoint presentation, you may find that they do not play when you put the presentation onto another computer. One of the main reasons is due to a default setting in PowerPoint.

The default setting is that if the sound you add to your presentation is greater than 100K, it does not get embedded into your presentation. Instead, it remains as an external file with only a link to it on your slide.

To change the default setting

  1. From the Tools menu select Options.
  2. Click on the General tab.
  3. Change the default to a higher number for example 9999.
  4. Click OK.

Back to Hints and Tips Index                                             Back to Main Index