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Creating Linked and Embedded Objects in Microsoft PowerPoint

Microsoft PowerPoint allows you to use and create linked and embedded objects within your PowerPoint presentations. A linked object is an object that is created in one file known as the source file and then inserted into another file called the destination file. For a linked object a link exists between the source file and destination file and the object in the destination file can be updated by updating the object in the source file. An embedded object is an object that you create from a source file and embed in a destination file but the difference between a linked object and embedded object is that for an embedded object the changes you make to it in the destination file are reflected only in the destination file.

For a linked file the information of the object exists only in the source file and any modifications that you want to perform on the object ha to be done through the source file. The linked object in the destination file is just a linked representation of the source object in the source files. Whereas, an embedded object exists in the destination file as an individual entity.

To create an embedded object:

1.Open the PowerPoint presentation where you want to insert the embedded object. This would be your destination PowerPoint file.

2.Select Insert  Object option to open the Insert Object dialog box as shown in the following figure:

3.Select the Create new radio button if it is not selected by default.

4.Select an option from the Object type list box to specify the type of embedded object you want to create. This will specify the source file for the embedded object.

5.Click the OK button to open a new source file for the object type that you have selected.

6.You can then create a new object in the file that opens and then save and close it to embed the object to your PowerPoint presentation.

Note

You can also select the Create from file radio button in the Insert Object dialog box and specify the source file from a list of files that you have already created.

To create a linked object:

1.Open the PowerPoint presentation that contains the object that you want to make a linked object in another presentation file. The file that contains the object is the source file.

2.Select the object and copy it using the Copy tool.

3.Open the destination PowerPoint presentation where you want to create a linked object.

4.Select Edit  Paste Special option to open the Paste Special dialog box as shown in the following figure:

5.Select the Paste link radio button and click OK to paste a hyperlink of the selected object in the destination file.

Note

Alternatively, you can also select the Paste radio button and select an option from the As list box to specify the file format for the linked object.

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PowerPoint Presentation Handouts – how to create one for your presentation

The Notes feature of Microsoft PowerPoint is very handy especially when you want to create handouts for your audience’s reference. You can insert the notes to your slides while working in the normal view of PowerPoint. The Notes pane appears at the bottom of the PowerPoint work area when you are in the Normal view and you can simultaneously insert notes as you create your slides. Another option is to open the Notes page and exclusively work on inserting notes. You can open the Notes page by selecting the Notes Page option from View menu. The following figure shows the Notes pane in Normal view and the Notes Page:

Notes Pane and Notes Page

This figure shows the Notes pane that appears in the Normal view for inserting notes. It also shows the Notes page for inserting notes.

The notes page displays a small slide preview and the notes for that particular slide. Some features of the Notes page view are:

• It includes all notes for each slide in the PowerPoint presentation.
• Each slide consists of a Notes Page.
• Notes are part of the PowerPoint presentation and follow the slides.
• You can use the Notes Page to add pictures and objects to your presentation.

The Notes page view in PowerPoint allows you to add pictures, charts and other objects to your presentation notes. An object such as picture or chart that is added to the Notes Page appears in the printed notes but cannot be a part of the Normal view. Also, if you save your presentation as a Web page, the picture or objects that you add to the Notes Page do not appear when you display your presentation in the Web browser along with your notes. The modifications you make to the notes are applied only to the Notes Page and the Notes Pane in normal view.

You can type and format notes working in the normal view. You can also see how your notes will look when printed in the print preview. You can also check and modify your notes headers and footers in print preview. You can print the notes pages and use them as notes with your presentation for yourself and your audience.

Also, Microsoft PowerPoint provides you with a Notes Master. Any modifications that you want to perform to all the Notes Pages in a presentation can be done to the Notes Master. When you insert an object such as a picture or auto shape to the Notes Master, it is automatically inserted to all Notes Pages for all slides. You can use the Notes Master to change the position of the slide area, position of the notes area, header, footer, and page number etc. of the Notes Page.

TJ

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