Presentations – Inserting and Configuring Action Buttons
Learning Objective
By the end of this lesson you will be able to insert an action button in a slide and modify its settings so that it navigates to a specified slide or opens a file.
1. What is an Action Button?
An action button is a pre‑designed shape that can be added to a slide. When the presentation is run, clicking the button performs an action such as moving to another slide, opening a document, playing a sound, or running a program.
2. Where to Find Action Buttons
Insert ► Shapes ► Action Buttons (the last row of shapes).
Common icons: Home, Help, Forward, Back, End, etc.
3. Inserting an Action Button
Open the slide where the button is required.
Go to the Insert tab on the ribbon.
Click Shapes and scroll to the Action Buttons range.
Select the desired button shape (e.g., Forward or Next).
Click and drag on the slide to draw the button to the required size.
When you release the mouse, the Action Settings dialog opens automatically.
4. Configuring the Action to Navigate to a Specified Slide
In the Action Settings dialog, choose the Mouse Click tab (or Mouse Over if you prefer hover activation).
Select the Hyperlink to: option.
From the drop‑down list, choose Slide….
A second dialog appears showing all slides in the presentation. Click the slide you want to jump to and press OK.
Back in the main Action Settings dialog, you may also tick Play sound if you want audio feedback.
Click OK to close the dialog.
5. Configuring the Action to Open a File
With the button selected, open the Action Settings dialog as described above.
Under the Mouse Click tab, select Hyperlink to: and choose Other File… from the list.
The Insert Hyperlink window appears. Click Browse and locate the file you wish to open (e.g., a PDF, Word document, or video).
After selecting the file, click OK to return to the Action Settings dialog.
Optionally, you can set the Target frame to New Window so the file opens separately from the presentation.
Press OK to finalize the action.
6. Testing the Action Button
Start the slide show from the current slide (Shift + F5).
Click the button to verify it jumps to the chosen slide or opens the file.
If the action does not work, return to the button, right‑click and choose Link > Edit Hyperlink to check the destination.
7. Common Issues and Troubleshooting
Problem
Possible Cause
Solution
Button does nothing when clicked
Action set to “None” or wrong tab (Mouse Over vs. Mouse Click)
Open Action Settings and ensure an action is selected under the correct tab.
File fails to open
Incorrect file path or file moved after linking
Re‑link using the current location of the file.
Navigation goes to the wrong slide
Wrong slide selected in the hyperlink dialog
Re‑open Action Settings, choose “Slide…” again, and select the correct slide.
Button appears distorted on other computers
Button was drawn with a custom size that does not scale
Use the preset button shapes and avoid excessive resizing.
8. Quick Reference – Action Button Settings
Setting
Options
Typical Use
Trigger
Mouse Click, Mouse Over
Choose how the user activates the button.
Hyperlink to
Slide…, Last Slide \cdot iewed, First Slide, End Show, URL, Other File…, Run Program
Define the destination of the action.
Sound
None, Play Sound (select from library)
Provide audio feedback.
Target Frame
Same Window, New Window
Control whether a linked file opens within the presentation or separately.
9. Summary
Action buttons add interactivity to presentations. By inserting a button, opening the Action Settings dialog, and choosing either “Slide…” or “Other File…”, you can direct the audience to a specific part of the slide deck or to an external document. Always test the button in Slide Show mode and verify that file paths are correct.
Suggested diagram: Flowchart showing the steps from inserting a button to testing its action.