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PowerPoint How-Tos

How-Tos

  1. Use a relational database in Mac Office?
  2. Insert a .WMV movie into Mac PowerPoint?
  3. Optimize Mac presentations for Windows PowerPoint?
  4. Use Make Movie to create a QuickTime presentation for use on Windows?
  5. Insert a picture from file/camera/scanner and size it to fit the slide in one step?
  6. Create PDFs from Mac PowerPoint?
  7. Create a presentation for distribution on CD?

PowerPoint How to articles on Jim Gordon’s Macintosh PowerPoint Page

  1. How to link Excel Data with a Graph in Word or PowerPoint
  2. How to put YouTube and Google videos into PowerPoint
  3. Death by PowerPoint
  4. How to Get PowerPoint for Free!

(1)  How do I use a relational database in Mac Office?

Problem Mac Office doesn’t include the Access database program that comes with some versions of Windows Office. What can you do if you need to use database data in your Word, Excel and PowerPoint documents or applications?

Solution With the purchase of an inexpensive ($30) ODBC (Open DataBase Connectivity) driver for Mac Office, you get a doorway to your data.

Mac Office MVP Jim Gordon explains how, in detail here:  Microsoft Office 2004 as a Relational Database

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(2)  How do I insert a .WMV movie into Mac PowerPoint?

Problem You try to insert a WMV movie into your Mac PowerPoint presentation using the Insert, Movie, From File command or the Movie toolbar, but PowerPoint won’t let you select a WMV movie.

Solution Install Flip4Mac, which lets QuickTime play .wmv files.

Background WMV is primarily a Windows movie file format.  On Windows PCs, movies in .wmv format will play in Windows Media Player and similar software, but it’s not natively supported on Macs, just as Quicktime Movie (MOV) files aren’t natively supported on Windows PCs.

PowerPoint actually can’t play movie files at all, either on Mac or PC.  Instead, it depends on the system software (QuickTime on Mac, Windows Media Player or the older MCI Media Player on Windows) to play movies.

You used to have to convert QuickTime movies to .wmv so that they would play in PowerPoint for Windows. PowerPoint 2010 for Windows supports QuickTime movie formats, so you don’t have cross-latform problems with Windows PowerPoint any more (unless the Windows user hasn’t upgraded). Also, in PowerPoint 2010 for Windows and PowerPoint 2011 for Mac, sounds and movies are embedded by default, so you don’t have to save as a PowerPoint Package any more to get your presentations to play in PowerPoint for Windows or on another Mac.

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(3)  How do I optimize Mac presentations for Windows PowerPoint?

Anyone using PowerPoint professionally will be using PowerPoint 2010 for Windows or PowerPoint 2011 for Mac. When choosing fonts on the Mac, choose only fonts that are listed in the Windows Compatible submenu of the Font Collections option you see in Font menus. Save in any of PowerPoint’s XML file formats. Incompatibilities between PowerPoint 2010 and PowerPoint 2011 are few and far between.

If the Windows computer has old PowerPoint for Windows, it may be able to play your presentation if Office for Windows has the compatibility pack installed, or if you choose to save in PowerPoint 97-2004 format. Expect serious degradation in quality. Consider using SkyDrive as a player, instead. Another option is to use screen capture software such as SnapZPro or Camtasia and save your presentation as a movie.

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(4)  How do I use Make Movie to create a QuickTime presentation for use on Windows?

You don’t. Instead, use Snapz Pro X or Camtasia to make a screen recording of your movie. To keep the movie size manageable, from the Slide Show menu choose Set Up Show. In the Set Up Show dialog choose Browsed by an Individual (Window) so that your presentation doesn’t take the whole screen.

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(5)  How do I insert a picture from file/camera/scanner and size it to fit the slide in one step?

Problem If you have lots of pictures to import, its tedious to import each, size and position it, etc.

Solution Visit Mac PowerPoint MVP Jim Gordon’s site for this gem.

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(6)  How do I create PDFs from Mac PowerPoint?

Choose File > Save As and choose PDF in the Format pop-up menu.

If you want additional options, choose File > Print and then click the PDF button in the Print dialog.

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(7)  How do I create a presentation for distribution on CD?

Use Snapz Pro X or Camtasia to make a screen recording of your movie. To keep the movie size manageable, from the Slide Show menu choose Set Up Show. In the Set Up Show dialog choose Browsed by an Individual (Window) so that your presentation doesn’t take the whole screen.

Use iMovie, iDVD, Roxio Toast or other utility to make a DVD that will play on any DVD player.

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