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489Chapter 20 ✦ Analyzing Data with Pivot Tables in Excel Figure 20-21: This pivot table uses calculated items for quarterly totals. Figure 20-22:The pivot table, after rearranging the calculated items. A calculated item appears in a pivot table only if the field on which it is based also appears. If you remove or pivot a field from either the Row or Column category into the Data category, the calculated item does not appear. It’s also possible to get quarterly summaries by grouping items. Because the month names are not actual dates, the grouping must be done manually. Figure 20-23 shows the pivot table after creating four groups. You create the first group by selecting the Jan, Feb, and Mar items. Then you right-click, and choose Group and Show Detail _ Group from the shortcut menu. Excel inserted the default name, Group 1 — which you then change to Qtr 1. Next, right-click the group item and chose Field Settings to display the PivotTable Field dialog box. In this dialog box, you would specify the Sum function to summarize the grouped data. Finally, you then repeat this process for the other three quarters. Note 490 Part III ✦ Beyond Mastery: Initiative within Office Figure 20-23: Grouping items to show quarterly summary information. Summary This chapter demonstrated the powerful capabilities of Excel’s pivot tables. Hopefully, you now have the knowledge and ability to create the kind of reports and calculations that will make your work easier. Key points from the chapter include: ✦ After you create a pivot table, you can rearrange the information in almost any way imaginable and even insert special formulas that perform new calculations. ✦ You can create a pivot table from a database by executing the following steps: Specifying the data location, specifying the data, and specifying how you want to display the relationship between that data and completing the table. ✦ One of the more useful features of a pivot table is the ability to combine items into groups. To group items, select them, right-click, and choose Group and Outline _ Group from the shortcut menu that appears. ✦ A calculated field is basically a way to display new information in a pivot table. It essentially presents an alternative to creating a new Data field in your source database. A calculated field cannot be used as a Row, Column, or Page field. ✦✦✦ 21 21 In This Chapter Creating user interaction Adding hyperlinks to slides Placing action buttons Distributing user-interactive presentations CHAPTER Designing User-Interactive PowerPoint Presentations S elf-running presentations do their jobs without any intervention from the audience or from you. If a self-running presentation runs at a trade show and there is no one to hear it, it runs nonetheless. In contrast, user-interactive shows also lack a human facilitator or speaker, but they rely on an audience’s attention. The audience presses buttons, clicks a mouse, or clicks graphics or hyperlinks on-screen to advance the show from one slide to the next, and they might even be able to control which content is displayed. (See the “Interactive Presentation Ideas” section at the end of this chapter for some usage ideas.) What Is a Hyperlink? The navigational controls you place in your presentation take various forms, but are all hyperlinks. A hyperlink object is a bit of text or a graphic that you (or your audience) can click to jump somewhere else. When you click a hyperlink, you might jump to a different slide in the same presentation, to a different presentation, to another program on your computer, or even to an Internet Web page. Most people associate the word hyperlink with the Internet be- cause of their familiarity with the Web and with hyperlinks on Web pages. However, a hyperlink is simply a link to somewhere else; it does not necessarily refer to an Internet location. Note 492 Part III ✦ Beyond Mastery: Initiative within Office The most common type of hyperlink is underlined text. Hyperlink text is typically underlined and a different color than the rest of the text on-screen. In addition, followed links may be a different color from ones that you have not yet checked out, depending on the program. If you want a hyperlink that never changes its color, place a transparent object over it, such as a rectangle, and apply the hyperlink to that object rather than the text. The user will think he is clicking the text, but he will actually be clicking the rectangle. You can also assign a hyperlink to a whole text box (manual text boxes only, not placeholder text boxes) as opposed to the text within it. You are not limited to underlined bits of text for your hyperlinks. You can also use graphics or any other objects on your slides as hyperlinks. PowerPoint provides some special-purpose graphics called action buttons that serve very well with hyperlinks. For example, you can assign a hyperlink to the next slide to the action button that looks like a right arrow, as you see in Figure 21-1 in the following section. Navigational Control Choices Figure 21-1 shows a slide with several types of navigational controls, any of which you can use in your own slides. Figure 21-1: Use one or more of the navigational aids shown here. Tip 493Chapter 21 ✦ Designing User-Interactive PowerPoint Presentations ✦ Action buttons: These graphics come with PowerPoint. You can set them up so that clicking them moves to a different slide in the presentation. The ones in Figure 21-1 move forward (to the next slide) and back (to the previous slide). ✦ Hyperlink with helper text: The text “Click here to learn more” in Figure 21-1, for example, provides built-in instructions for less technically sophisticated users. The hyperlink could refer to a Web site, as in Figure 21-1, to a hidden slide in the same presentation, or to any other location. ✦ Hyperlink without helper text: The text “Customer Satisfaction Surveys” in Figure 21-1 is a hyperlink, but the audience must know enough about computers to know that clicking those underlined words jumps to the slide containing more information. ✦ ScreenTip: Pointing at a hyperlink displays a pop-up note listing the address to which the hyperlink refers. Viewers can jot it down for later exploration if they don’t want to visit the page right now. ✦ Bare Internet hyperlink: The Internet address in Figure 21-1, http://www.superiorquality.org, is also a hyperlink — in this case, to a Web page on the Internet. This kind of hyperlink can be intimidating for begin- ners who don’t recognize Internet syntax, but it is very good for the advanced audience member because it lists the address up front. No clicking or pointing is required to determine the address. ✦ Instructions: If you do not build specific navigation controls into the presentation, you may want to add instructions on the slide that tell the reader how to move forward and backward in the presentation. The instruction box at the bottom of Figure 21-1 does just that. Choosing Appropriate Controls for Your Audience Before you dive into building an interactive presentation, you must decide how the audience will navigate from slide to slide. There is no one best way; the right decision depends on your audience’s comfort level with computers and with hyperlinks. Consider these points: ✦ Is the audience technically savvy enough to know that they should press a key or click the mouse to advance the slide, or do you need to provide that instruction? ✦ Does your audience understand that the arrow action buttons mean forward and back, or do you need to explain that? ✦ Does your audience understand hyperlinks and Web addresses? If they see under- lined text, do they know that they can click it to jump elsewhere? ✦ Is it enough to include some instructions on a slide at the beginning of the show, or do you need to repeat the instructions on every slide? Think about your intended audience and their needs and come up with a plan. Here are some sample plans: 494 Part III ✦ Beyond Mastery: Initiative within Office ✦ For a beginner-level audience: Begin the presentation with an instructional slide explaining how to navigate. Place action buttons on the same place on each slide (using the Slide Master) to help them move forward and backward, and include a Help action button that they can click to jump to more detailed navigation instruc- tions. ✦ For an intermediate-level audience: Place action buttons on the same place on each slide, along with a brief note on the first slide (such as the instruction in Figure 21-1) explaining how to use them. ✦ For an advanced audience: Include other action buttons on the slide that allow the users to jump around freely in the presentation — go to the beginning, to the end, to the beginning of certain sections, and so on. Advanced users understand and can take advantage of a more sophisticated system of action buttons. Understanding Kiosk Mode Kiosk mode places the keyboard and mouse in limited functionality mode during the presentation, to give you more control over the audience’s experience. Specifically, here’s what happens when you use Kiosk mode: ✦ The keyboard does not work, except for the Esc key (which exits the presentation). ✦ The mouse can be used to click on action buttons and hyperlinks, but clicking in general does not do anything. ✦ The control buttons do not appear in the bottom left corner of the display, and you cannot right-click to open their menu. Right-clicking does nothing. To turn on Kiosk mode, do the following: 1. Choose Slide Show_Set Up Show. The Set Up Show dialog box opens. 2. Click Browsed at a Kiosk (Full Screen). 3. Click OK. If you turn on Kiosk mode, you must use action buttons or hyperlinks in your presentation. Otherwise users will not be able to move from slide to slide. Using Action Buttons Action buttons, which you saw in Figure 21-1, are the simplest kind of user-interactivity controls. They enable your audience members to move from slide to slide in the presentation with a minimum of fuss. PowerPoint provides many preset action buttons that already have hyperlinks assigned to them, so all you have to do is place them on your slides. Caution 495Chapter 21 ✦ Designing User-Interactive PowerPoint Presentations Continued The action buttons that come with PowerPoint are shown in Table 21-1, along with their preset hyperlinks. As you can see, some of them are all ready to go; others require you to specify to where they jump. Most of the buttons have a default action assigned to them, but you can change any of these as needed. At first glance, there seems little reason to use action buttons that simply move the slide show forward and backward. After all, isn’t it just as easy to use the keyboard’s Page Up and Page Down keys, or to click the left mouse button to advance to the next slide? Well, yes, but if you use Kiosk mode, described in the preceding section, you cannot move from slide to slide using any of the conventional keyboard or mouse methods. The only thing the mouse can do is click on action buttons and hyperlinks. Table 21-1 Action Buttons Button Name Hyperlinks to None Nothing, by default. You can add text or fills to the button to create custom buttons. Home First slide in the presentation. (Home is where you started, and it’s a picture of a house, get it?) Help Nothing, by default, but you can point it toward a slide containing help. Information Nothing, by default, but you can point it to a slide containing information. Back or Previous Previous slide in the presentation (not necessarily the last slide viewed; compare to Return). Forward or Next Next slide in the presentation. Beginning First slide in the presentation. End Last slide in the presentation. Return Last slide viewed, regardless of normal order. This is useful to place on a hidden slide that the audience will jump to with another link (such as Help), to help them return to the main presenta- tion when they are finished. Document Nothing, by default, but you can set it to run a program that you specify. Tip 496 Part III ✦ Beyond Mastery: Initiative within Office Table 21-1 (continued) Button Name Hyperlinks to Sound Plays a sound that you specify. If you don’t choose a sound, it plays the first sound on PowerPoint’s list of standard sounds (Applause). Movie Nothing, by default, but you can set it to play a movie that you specify. Setting up action buttons To place an action button, follow these steps: 1. If you want to place the button on the Slide Master, display it (View_Master_Slide Master). Some action buttons are best placed on the Slide Master, such as Next and Previous; others, such as Return, are special-use buttons that are best placed on individual slides. 2. Choose Slide Show_Action Buttons. A palette of buttons appears, corresponding to the buttons you saw in Table 21-1. See Figure 21-2. Figure 21-2: Choose a button from the Slide Show menu. Tip 497Chapter 21 ✦ Designing User-Interactive PowerPoint Presentations 3. Click the button that you want to place. Your mouse pointer turns into a crosshair. You can drag the Action Buttons palette off the Slide Show menu, making it into a floating toolbar. 4. To create a button of a specific size, drag on the slide (or Slide Master) where you want it to go. Or, to create a button of a default size, simply click once where you want it. You can resize the button at any time later, the same as you can any object. If you are going to place several buttons, and you want them all to be the same size, place them at the default size to begin with. Then select them all, and resize them as a group. That way they will all be exactly the same size. 5. The Action Settings dialog box appears. Make sure the Mouse Click tab is on top. See Figure 21-3. Figure 21-3: Specify what should happen when you click the action button. 6. Confirm or change the hyperlink set up there: • If the action button should take the reader to a specific location, make sure the correct slide appears in the Hyperlink To box. Refer to the right column in Table 21-1 to see the default setting for each action button. Table 21-2 lists the choices you can make and what they do. Tip Tip 498 Part III ✦ Beyond Mastery: Initiative within Office Continued • If the action button should run a program, choose Run program and enter the program’s name and path, or click Browse to locate it. For example, you could open a Web browser window from an action button. The executable file that runs Internet Explorer is iexplore.exe. • If the action button should play a sound, click None in the Action on Click section, make sure the Play Sound check box is marked, and choose the correct sound from the Play Sound drop-down list (or pick a different sound file by choosing Other Sound). You can also run macros with action buttons. This is not all that common, however, because most of the macros you record in PowerPoint apply to building a presentation, not showing one. For example, you might create a macro that formats text a certain way. You would almost never need to format text while a presentation was being shown to an audience. 7. Click OK. The button has been assigned the action you specified. 8. Add more action buttons as desired by repeating these steps. 9. If you are working in Slide Master view, exit it by clicking the Close button. 10. Test your action buttons in Slide Show view to make sure they jump where you want them to. To edit a button’s action, right-click it and choose Action Settings to reopen this dialog box at any time. Table 21-2 Hyperlink to Choices in the Action Settings Dialog Box Drop-Down Menu Choice Result Previous Slide Next Slide First Slide Last Slide Last Slide Viewed These choices all do just what their names say. These are the default actions assigned to certain buttons you learned about in Table 21-1. End Show Sets the button to stop the show when clicked. Custom Show . . . Opens a Link to Custom Show dialog box, where you can choose a custom show to jump to when the button is clicked. Slide . . . Opens a Hyperlink to Slide dialog box, where you can choose any slide in the current presentation to jump to when the button is clicked. Tip [...]... book, Microsoft has released the Microsoft Jet 4.0 Service Pack 7 update, which provides an updated sandbox mode Sandbox mode allows Microsoft Office Access 2003 to block potentially unsafe expressions In fact, if you do not install this service pack, some features in Office Access 2003 will not function properly 517 518 Part III ✦ Beyond Mastery: Initiative Within Office Tip You should monitor the Microsoft. .. first choice for documents unless you specifically need them to be without formatting WPD WordPerfect, a competitor to Word BMP Microsoft Paint (which comes free with Windows), or some other more sophisticated graphics program if one is installed MDB Microsoft Access, a database program MPP Microsoft Project, a project management program PPT Microsoft PowerPoint (you know what that is!) XLS Microsoft Excel,... Hyperlink dialog box, click Create New Document The dialog box controls change, as shown in Figure 21-11 Figure 21-11: PowerPoint prompts you to enter the new document name and location 5 Enter the name of the new document that you want to create The type of document created depends on the extension you include For example, to create a Word document, use the DOC extension See Table 21-3 for other extensions... Extensions for Popular Programs Extension Associated Program DOC Microsoft Word, or WordPad if Word is not installed Use for documents if you are not sure whether your audience has Word, but you are sure they at least have Windows 95 WRI Write, the predecessor to WordPad WordPad and Word also open these if Write is not installed Safest to use for documents if you do not know which version of Windows your... Access’s runtime mode, follow these steps, using the Chap34Start.mdb database: 1 Go to the subdirectory that contains Microsoft Access (MSACCESS.exe) Note On most computers, the MSACCESS.EXE file is located in the “C:\Program Files \Microsoft Office\ OFFICE11\” folder 2 Highlight the Microsoft Access program and select File_Create Shortcut, or rightclick on the program file and select Create Shortcut... Part III ✦ Beyond Mastery: Initiative Within Office Tip You should monitor the Microsoft Update service on the Web at h t t p : / / office .microsoft. com/ProductUpdates/default.aspx to keep your Windows operating system and Office programs up to date We recommend that you use Microsoft Access security to lock up your tables and prevent access to the design of your forms, reports, queries, and modules However,... the main menu or main switchboard of your application You must purchase and install the Microsoft Visual Studio Tools for the Microsoft Office System to use the /runtime switch This suite of tools includes a runtime version of Access that Note allows you to distribute a royalty-free licensed copy of your Access 2003 applications to users, whether they have Access on their machine or not To assign a... Part III ✦ Beyond Mastery: Initiative within Office Creating a link to a new document Perhaps you want the audience to be able to create a new document by clicking a hyperlink For example, perhaps you would like them to be able to provide information about their experience with your Customer Service department One way to do this is to let them create a new document using a program that they have on their... another space, and then /runtime For example, the following command line starts Access and opens the Chap34Start.mdb database in runtime mode on our computers: “C:\Program Files \Microsoft Office\ OFFICE11\MSAccess.exe” “C:\Access 2003 Access Auto Auctions\Chap34Start.mdb” /runtime Note The path to MSAcess.exe should have already been in the Target: field Note that Windows automatically places the path... create a new document using a program that they have on their system, such as a word processor Caution Be careful to set up a new document hyperlink to create a new document using a program that you are sure your audience members will have access to To create a link to a new document, follow these steps: 1 To use existing text, select the text or its text box Otherwise, just position the insertion point . presenta- tion when they are finished. Document Nothing, by default, but you can set it to run a program that you specify. Tip 496 Part III ✦ Beyond Mastery: Initiative within Office Table 21-1 (continued) Button. detailed documentation for your product in Adobe Acrobat format (PDF). This type of document requires the Adobe Acrobat reader. So you could create a hyperlink with the text “Click here to read the documentation”. link. Note 508 Part III ✦ Beyond Mastery: Initiative within Office Creating a link to a new document Perhaps you want the audience to be able to create a new document by clicking a hyperlink. For example,