Microsoft Office Reference Guide

Mar 26, 2004

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In the most recent update, we went through some of the more advanced features of Custom Animation. This time we're going to go a bit further – trying four separate storytelling techniques:

Creating a series of motion paths to give photographs of executives an interesting entrance.
Creating AutoShapes to hold the images in order to duplicate them easily.
Timing the appearance of text boxes that provide additional information.
Using hyperlinks to slides with video for occasions when the executives are not available (We'll cover video in the next chapter).

Before we begin, zoom out of the slide to a View of 50% or less, in order to give yourself some room outside of the slide (off-stage).

Create a simple rounded rectangle AutoShape, and move it out of the visible area of the slide at the top right.

Select the first rounded rectangle, open Custom Animation, and give it a Motion Path > Draw Custom Path and Select Freeform.

With the Grid and Guides Snap enabled, the Free Form becomes easier to draw. Create fixed points with a mouse click straight down into the slide; fix the first point with a click; go to the left to the middle of the slide; fix a second point; and complete the move of the rectangle with a third click.

It may take you a few attempts to get this perfect – but you will find that the snap to guide will fix many of the flaws that may mar your efforts.

Figure 832

With the move completed, the first animation is in the Custom Animation panel.

Figure 833

Because we're introducing three executives we'll duplicate this object two times. With the rectangle selected, click CTRL + D twice.

Notice that the motion paths attached to the rectangle are also duplicated. Very helpful indeed.

Now click to select the second rectangle, and click to delete only the last set point on its motion path. This makes it stop its move in the middle of the slide.

Finally, click the third rectangle to select its motion path, and remove its last two set points, to make it stop at the bottom of the slide without moving to the left.

Figure 834

Now it's time to put the pictures in the rectangles. Click the first one to select it; you can do this in the Order column of the Custom Animation Task Pane, and right-click to select Format AutoShape. To change the selected rectangle to locate the correct one, hit the TAB key.

In the Format AutoShape dialog box, click the Fill Color drop down arrow and select Fill Effects.

Figure 835

In the Picture Tab of the Fill Effects dialog box, click Select Picture, and from a file folder on your computer, select the picture of the first executive. Click Insert to bring the image into the Fill Effects panel. Click to select lock picture aspect ratio, and click OK.

Figure 836

We can repeat this process for each of the remaining two rectangles, filling them with the pictures of the other executives. We can play the current slide by clicking SHIFT + F5 to test the sequence, and see the executive board enter the slide one at a time and line up.

Figure 837

To make the AutoShapes line up perfectly, use the arrow keys on your keyboard to "nudge" the AutoShapes to be right on top of each other prior to their entrances.

To coordinate the introductions, you'll next create three text boxes in the slide above where the pictures will move in, with the names, titles, and ages of the officers.

To line up the text boxes, you click the Draw button on the Drawing toolbar, click Align and Distribute, and use the Align Middle and Distribute Horizontally commands.

Figure 838

Now it's time coordinate the animation of the text boxes with the appearance of the images. Click the drop down arrow of an effect to Show the Advanced Timeline in Custom Animation, and give each of the text boxes a Fade In Entrance effect that begins With Previous – connecting each to the mouse click event that begins the respective path animation for the image to which it's connected.

Figure 839

You're almost done. Test the slide once more to make sure that the text boxes and the pictures are properly lined up and coordinated.

Figure 840

Let's create a "Plan B" if the executives are not present to speak as they're introduced. After dropping a video slide into the presentation and naming it for the executive in the video, you can use the text boxes to trigger hyperlinks to the respective video slides.

Right-clicking the text box for the first executive, you select Action Settings, and Hyperlink to Slide. With the titles of the slides in a dialog box, you can select to hyperlink to the video slide for the first executive.

Figure 841

Now this slide has a number of scenarios. The presenter can either introduce the whole team at once (with three mouse clicks), or one at a time. If one or more of the team members is present, they can speak as they are elegantly introduced. If not, the presenter can click on the hyperlink to the video slide of the missing team member, and let the audience watch a video.

If necessary, additional Action Settings and Hyperlinks can be created directly from the images themselves to other supporting pages, with the vitae of the executive or other biographical or important information.

Next week, we'll cover Triggers and Hidden Backgrounds.

Master Animation Web Sites

I need to credit two PowerPoint MVPs with the techniques in this series on PowerPoint animation. I recommend that you check out what they offer in expertise; certainly, I’m impressed.

Glen Millar http://www.powerpointworkbench.com
Troy Chollar http://www.tlccreative.com/ppt_examples.htm

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