Senior Net Warkworth Microsoft Sway Notes
1 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Notes
Office Sway is a presentation program and is part of
the Microsoft Office family of products. Generally
released by Microsoft in August 2015, Sway allows
users who have a Microsoft account to combine text
and media to create a presentable website.
Senior Net Warkworth Microsoft Sway Notes
2 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
What is Sway
It’s not a song from Frank Sinatra and it’s not a smooch y dance. Sway is a digital storytelling app for work, school and home that makes it quick and easy to create and share interactive reports, presentations, personal stories, and more. It’s like having your own personal web site
You can add Photos, videos, sounds and of course text, as well as maps to a Sway and then send a link to your presentation which can then be viewed directly from the cloud on any type of device. There is no programme to download. Sway is web based and all you need to make a Sway is a Microsoft account and best of all its free and simple to use Sways are great for telling your family about your Holiday. You describe the places you visited on your trip along with any Photos and videos you have taken. You can even include sound clips as well maps of the area you visited.
What about sending out an interactive Christmas greeting or a special Birthday message to
your Family or Friends. In a Sway you can describe some of your activities throughout the
year and include Photos and videos and even sounds.
You can use Sway to send out a newsletter. Ideal if you are involved with running a club or
Church group. All the details of up and coming events can go into a Sway along with photos
of previous events.
To use Sway all you need is a Microsoft account. You may have already set an account up if
not however it’s a simple process and its free.
To set up an account
• Go to the Microsoft account sign-up page and tap or click Create account.
• In the User name box enter your existing email address, or tap or click Get a new
email address to create an Outlook or Hotmail address.
• Fill out the rest of the form, and then tap or click Create account.
Senior Net Warkworth Microsoft Sway Notes
3 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Once you have your account and password you are ready to use Sway.
The Sway App is built directly into windows 10
• In the windows 10 search box type Sway.
From the menu Click on the Sway App
• The Sway log in screen will open
• If the App does not open then Type Swa .com in
your browser address bar.
• At the log in screen type in your email address (this
should be the one you used to set up your Microsoft
account.)
• Press the Get started button
• Enter your Password
• Press Sign in
• The Welcome to Sway screen will open
• You are now ready to make your first Sway.
Senior Net Warkworth Microsoft Sway Notes
4 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Making a Sway
You can build a Sway from scratch or try using one of the many templates available.
In the bottom menu is a Tutorial Sway called How to Sway. It is strongly recommended that
you view this presentation which tells you all about the powerful features of Sway.
• Just click on the thumbnail to Start.
Building a Sway from scratch
• Click the Create New button
• A Sway Title card will open in the Story Line mode.
Storyline Storyline
Mode
Title Card Play and Share
Controls
Click to add
cards
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• The centre section of the screen is the Storyline where you build your Sway.
• At the top of the Storyline is the Title Card.
• At the bottom of the Title card is a green plus sign. This is where you add further
cards
• At the top left are two tabs where you switch between the Storyline view and the
Design view.
• The Storyline view is where you make your Sway and add Headings, Text, Videos etc.
• The Design View shows a preview of your finished Sway.
• At the Top right is are Play buttons to view you Sway in its finished form and Sharea
Share button.
Cards are used to build your Sway.
There are many types of cards
• Heading 1
• Heading 2
• Text cards
• Image
• Video
• Audio
• Embed
You can group image cards together
to form different display options such
as: -
• Automatic
• Stack
• Comparison
• Slide show
• Grid
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There is also a Title Card. This is what you see when you first create a Sway. There is only
one Title card and that’s the first one and is applied by default to a new Sway. The name
that you type in the Title card becomes the name of the Sway.
You can’t delete the Title Card but you can change the name of it as well as the picture.
You don’t actually save a Sway once you have given it a Title that’s it. Any changes that you
make will automatically be saved.
The Title Card has a space on the left for an image (In the first Title card this is named
Background but any others will be named Image).
This can be one of your own images or one
suggested by Sway. Images are suggested
according to the Title you have inserted.
• Click on the Background box and a menu
of suggested images appears to the left.
• Here you can choose to view any of the
suggested options or search your device
or onedrive for an image.
• You can also press the Insert button at
the top right to open this menu.
• When you Click on one of the options,
Sway will display a selection of images it
has found based on your Title. So in the
case of the example above (Trip to Napier.)
Sway will show a range of images depicting
scenes from Napier or the surrounding
area.
Title Card
Napier
Napier Displayed
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• The search results
are based on images that
are free to use without
copyright protection. This
is indicated by the checked
Creative Commons Only box. If you untick this box,
you will have more options but may have copyright
issues.
• You can also use the search box to search for an
image.
• You can also use an image from your computer
or device
• To do this Click on the downward facing chevron next to the Suggested button at the
top left under the Sway icon. This will open a menu with a range of options.
• Select My device to go to your computes file system and
Browse to a Photo of your choice.
• In either method Select a picture and drag it to the Background box. Be sure to
choose one with a large pixel size otherwise you will see a pixelated image.
• Your image will be inserted into your Sway.
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Preview
• You can preview this image and text by clicking on the
Design Tab at the top left.
• You will see a preview of your Sway. However, you will
only see the finished Sway which will include some
animations when you press the Play button at the top
right, but the Preview will give you a good idea how your
Sway will look.
• .
•
•
•
•
•
•
•
You can Edit the Sway in The Design Window.
• Click on the Text and Click on the Edit button.
• The Text will open in the Edit
mode where you can make any
necessary changes or add
emphasis (Bold) or Accent.
• To return to the Storyline click on the Storyline tab at the
top left of the screen.
Design View
gives a Preview
of your Sway
Return to the Storyline
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9 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Adding more content.
To add more content to your presentation, click on the plus sign below any card to open
up the Card menu.
• This menu gives you options to add various suggested cards:- Heading 1, Text, Image
as well as some other options.
• Notice there is no Title card as there is only one and that is used at the Start of your
Sway.
• To select a card, Click on the card button and it will be inserted into your Sway.
• Clicking on the menu tabs opens up more options. Example:- Opening the Text Tab
gives the option of Text as a large heading (Heading 1) or a smaller heading (Heading
2) or just Text alone
Example of 4 cards added to Sway
by clicking + button. Each press adds
another card. They are all grouped
to the Heading 1 card.
All cards grouped
below a Heading 1
card
Card Menu
Senior Net Warkworth Microsoft Sway Notes
10 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Note that after the Heading 1 card has been added, each time you add another card
such as Heading 2, text or image, they are all grouped to the Heading 1 card.
By inserting a Heading 1 card you get another group formed.
You use the Heading 1 and 2 cards to make a space between your subjects.
The Heading Cards are similar to the Title Card as they both allow you to add a
background image. A Header Card will divide your Sway into sections -- thus in many
ways, a Heading Card is almost a Title of a Section within the Sway. Use Heading 1 cards
to separate groups.
Adding a Heading 1
card separates the
groups
Heading 1 card
Heading 2 card
Text Card
Image Card
Example showing the Design Preview of 4 types of cards.
• Heading 1, Heading 2, Image and Text cards.
Senior Net Warkworth Microsoft Sway Notes
11 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Sways are built up using the different cards. Headings and sub Headings are added as well
as images or videos as required. Text can be typed or copied from a Word document or even
from a website. Continue building your Sway checking using the Design Preview Tab on the
overall look of the Sway.
Adjusting Text size
You can’t adjust Text in the conventional way as you would do in a Word Document.
There are however a few things you can do with Text.
• You can emphasise a Word to make it Bolder to make a statement in your
presentation.
• You can place an accent on your text to differentiate a word.
• Add Bullet points
• Add numbers
• Make the Words bigger by emphasising further to Subtle or Moderate emphasis.
• Highlight the words and press the appropriate button.
Delete a card
You can delete any card by clicking the Trash can in the top right corner of the card
Adjusting Images
You can add a caption to an image card by typing in the caption field on the card.
• There are similar controls available on an image card to Emphasise, Accent and add
bullet points and numbers to the Caption. However, you can’t change its size.
Emphasis to
Make Bold Text
Accent to
Italicise Text
Add bullets or
numbers
Make Text larger by using
Subtle and moderate emphasis
Trash
Senior Net Warkworth Microsoft Sway Notes
12 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
• You can also adjust the image size to Subtle, Moderate and Intense to make it really
large. This could be interpreted to mean Small, Medium and Large.
Grouping Images.
Images can be grouped together and displayed in a number of different ways.
• Click the Plus sign to open the card menu
• Select the Stack option.
• A group stack card will be added
• Open the Group Type Menu and from the menu at the right choose a
group option from the 7 types. Example the Stack option.
• Whichever you choose you can change it later
Intense Emphasis to make
image really large
Add a caption
Group Stack card added
Group Type Options
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• Click on the Add content area and the suggestions menu opens. Here you can click
on images you want to use. A tick will appear in the corner of each image you select.
• You can use your own images by clicking on the Chevron next to
Suggested and browsing your own drive.
• Click the Add button at the top. Your pictures will be inserted.
• You will now have a group stack of images.
• Click the Design to see what the stack
will look like.
• The Photos will be stacked one on top
of the other and when you click them
the photos will move through the
stack.
• Return to the Storyline
• Close the stack of image cards by clicking on the Chevron in the stack title.
Four Photos grouped in a Stack Preview view of Stack. Click to Enlarge Stack.
Change group type
Change Emphasis
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• Here you can change the group type as well as the size or emphasis of the
pictures. Subtle, Moderate, Intense.
• You can also ungroup them or delete them.
• Press the plus symbol to add more images
• Select another group and check the results in the Design Tab.
• You can reduce the group to a single card by Clicking on the Small chevron
next to the Group Stack at the top left. This closes the Stack.
• There are other options in the group menu such as change the size of images,
Ungroup them or Trash them.
Changing the Focus point of an image
The Focus point option allows you to change the area of the image that Sway focuses on.
• Click on the Focus Points button.
• The Focus Points Menu opens.
• You can choose to display the complete picture by
clicking in the Entire Image is important check box.
• Or Click anywhere on the picture that you want to focus on.
• A round green indicator will appear where you clicked.
• A thumbnail of the focused area will show below the picture.
• You can Click again to find another suitable point and Sway will focus on the picture
between the two selected points.
• You can also see a thumbnail of what the picture looks like on mobile phone.
Group type Menu
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15 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Theme Changes
If you want to change the style of your
Sway, switch to the design tab and then
click the Styles button at the top right.
This opens up a Styles pane that shows you a preview of the
various style combinations you can select. Styles in the same row
differ in small ways, like font and background, while styles in
different rows change more substantially, such as in layout and
structure.
Sway offers seven core styles that differ in the way content is laid
out, in the use of decorators, image caption treatment, and in the
use of colour and textures in the background. When you click on
one of the designs the whole of the Sway automatically is
reformatted to the theme of the chosen design.
Click the picture to set
Focus points
Thumbnail shows view of selected focus
points. Also shown is view on mobile phone Focus Point
Click the picture to set
Focus points
Thumbnail shows view of selected focus
points. Also shown is view on mobile phone
Senior Net Warkworth Microsoft Sway Notes
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• The first row offers a unique style, which combines image filters, bold and
sophisticated title treatment and backgrounds, a framed image treatment, and is
left-aligned. With this style you could explore different image treatment that fit the
mood of your Sway.
• The second style offers a clean and elegant design, centre-aligned text and images,
and places images one below the other.
• The third style uses sophisticated title treatment and backgrounds, a framed image
treatment, and is left-aligned. In this style, images are positioned side by side, or one
under the other, depending
on available space.
• The fourth style offers a modern design perspective and offers left-aligned text.
Image layout is optimized to fit available space.
• The fifth style offers a bold design attitude, using a rich variety of background
textures, vivid decorators, and playful interplay between the content and the
background. Images are laid out in a non-formal manner, giving this style a more
personal feel.
• The Sixth style, optimized for photo album scenarios, offers a clean yet sophisticated
approach by focusing on user content first. It centre-aligns text and images, and
automatically arranges the images in the best possible grid layout.
• The seventh style offers an expressive perspective, using playful backgrounds, text
back-planes and decorators.
Style 1
Style 2
Style 3
Style 4
Style 5
Style 6
Style 7
Sway Styles
Senior Net Warkworth Microsoft Sway Notes
17 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Customising designs
Sway does give a small degree of customisation to any design.
• Click on the Customise button at the top
of the Styles pane to open the Customise
menu.
In this menu there are tools available to change the colour pallet and the type of Font you
want in your Sway. You can’t change individual Fonts however; all the Fonts change to the
new one.
• A slider at the bottom allows you to change the
sizes of all the Fonts in the Sway (not individually)
• A second slider allows you to increase the
animation emphasis.
• These animations are applied to images allowing
them to Zoom or pan to give movement to your
Sway. Note though these animations only appear
when you use the Play button in Sway and do not
appear in the Design tab Preview.
Sliders to adjust animation emphasis and Font size.
In Sway, selecting a style also means changing whether the
text will be centre or left aligned, or whether the image
captions will be laid on the right, below, or over the images.
Senior Net Warkworth Microsoft Sway Notes
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Sway Design
You can adjust the way your Sway is displayed in the Styles
Menu.
There are three choices: -
• The Sway Scrolls in the vertical direction from top to bottom.
• The Sway Scrolls in the horizontal direction from left to right.
• Each section of the Sway is displayed on the screen and then by Clicking the
next arrow buttons at the bottom, the next page appears. Similar to how a
PowerPoint display operates.
Remix
A quick way of changing your Sway is to press the Remix button at the top
right of the styles pane.
• The Remix option randomly changes the design and navigation
features to your Sway. Think of Remix as a dice that has infinite rather than just six
choices. You never know what you will end up with!
• Since Remix may change the appearance of your Sway, you may want first
to duplicate your Sway.
• If you do not care for the new style that Sway applies, you can click
the Undo button as shown immediately to undo the Remix and
revert.to your original Sway.
Alternatively, click the Remix button again to use another style. Play around until you
are happy!
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19 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Play a Sway
What you have seen in the Preview window is not how the Sway will be seen by others.
• Press the Play button at the Top right and Sway will go into Play
mode. All the dynamic animations that are built in to the
chosen design template will operate with your graphic images
zooming and appearing.
• To return to the Storyline screen where you can edit your
Sway, Click on the Edit option (Pencil) at the top right of the
screen.
Duplicate a Sway
Sometimes you may need to duplicate your Sway so that you can add new content or
change the appearance. As there is no save function in Sway as soon as you make a change
that’s it, the change is automatically saved and the only way to return to the original is to
use the undo button.
• Click on the Discover more available options button (three
horizontal dots) in the menu at the top right of the screen.
• From the Menu Click on the Duplicate this Sway option.
• You will be notified that a duplicate of your Sway will be made. And
you can give it a name if you like.
• You can change the name later.
• Press the Duplicate button Sway will duplicate your presentation.
• You will then be offered the choice off Going to My Sways (The
filing system where your Sway presentations can be accessed.) Or
you can choose to Edit your Sway.
Senior Net Warkworth Microsoft Sway Notes
20 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Sharing
Once you have completed your Sway you can Share it with others using the Sharing Menu.
• Click on the Share button in the menu at the top right.
• In the Share menu you can choose to invite people to
view or edit by clicking the radio buttons.
• Its more normal to only allow people to view
your Sway.
• You can choose select the copy link option or
the get visual link. The visual link produces the
nicer option.
• Once you have copied your link then you can
paste it to an email or other document.
• You can also add it to a website or webpage such
as a newsletter.
• The recipient can view the Sway by clicking on
the link.
• In this menu you can also post to Facebook or
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How to get to your Sways
Your Sways are stored in Microsoft’s servers but they are all available for viewing via the
Sway button.
• Press the green Sway button at the top left of the screen.
• You will be taken to the Sway welcome screen. This is the
first screen you went to where the Sway templates are
featured.
• Here you will see all the Sways you have created.
To Delete a Sway
• To Delete a Sway Click on the menu in the Top right
of the Sway Thumbnail.
• Click the trash can
• The Sway will be deleted.
• In this menu you can also Play the Sway
• Create a link
• Make a copy of the Sway.
Other Options
Sway allows you to create a presentation directly from Word or PowerPoint.
• In the Welcome Screen Click on Start from a document.
• File explorer will open and browse to the document in you file
structure and Click open.
• Sway will produce a presentation based on your document. This is not always too
successful so it may pay you to start from scratch and copy and paste the relevant
content from your document into Sway.
Senior Net Warkworth Microsoft Sway Notes
22 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
Tutorials
There a many tutorials available on how to use Sway.
• On the Welcome screen click on the Tutorials button at the top
right.
• You will be taken to YouTube where you can view the range of
Tutorials on how to use Sway.
Size Limits
Although Sway is free to use there are limits on the amount of content you get for free. The
table below shows the limits of the free version compared to the Office 365 version. You are
allowed to have 150 images and 150 Paragraphs. However, the total items you are allowed
is 200 which includes all the items that make up your Sway such as Headings, Paragraphs,
Images, Videos etc.
When you reach the limit a warning ribbon appears above your Sway telling you that you
have gone over the limit. You will then need to cut out some of the content to reduce
the limit.
There are also limits to the size of the files you can upload from your own local drive or one
drive which are detailed in the second table below.
Info 1 The paragraph limit counts every new line in each Text card, Title card, Heading
card, or captions in other cards. It doesn't count as a new one when the text wraps
to a newline, but if you press Enter to manually get a newline then that counts as
a new paragraph. Bullets and numbering also each count as a new paragraph.
To reduce the count, you can delete some of the Enter points you added.
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Although these sizes may seem at first restrictive the Sways you make in the free version
can be quite large and more than adequate for the casual user. If you want a bigger Sway,
then you can link one Sway to another from within a Sway using the embed card.
Table showing limits of Free version
to Office 365 Version
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Sway is a fantastic free App from Microsoft we Hope you enjoy Swaying
Extra Tips
Duplicating Cards
You can copy an existing card and paste it in any Sway to duplicate the text, images, media or styles that it contains.
• Click on the bottom right of any card and put a tick in the Check box.
• Press Ctrl C to copy the card
• Select the area where you want the copy of the card to go and press Ctrl V.
• The card will be duplicated
• You put a check mark in as many cards as you like and copy them just the same.
• You can also copy between Sways.
Scrolling Text over an image
A great feature of Sway is that you can make text scroll over a fixed image. To do this you must have an image card followed by a text card with a large amount of text on it. The image must be set to Intense Emphasis. (largest size)
• Insert an image card and set the image emphasis to Intense.
Table showing Maximum size limit
of Files used in a Sway
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• Add a text card below the image card.
• In the Styles menu make sure the Layout is set to Vertical.
• Note that you must also be in Play mode as you will not see it in the preview.
Pinning an image to the side of a long text paragraph.
You can set Sway up so that when you scroll through a long section of text The image related to that Text will be pinned alongside the text.
Image card followed by
a Text Card
Emphasis set to
Intense
The Picture fills the screen and the
text scrolls over the picture.
Image card followed by
a Text Card
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You will require a long section of text and you will need to place the image below the text. With the emphasis set to small. The image should be grouped with the text
• Insert a long section of text into a text card
• Below the Text card place an image card.
• Set the emphasis of the image card to small.
• Click in the checkbox to the bottom right of the Image Card
• Do the same with the Text card.
• You will be informed that you have 2 selected
• Click in the Text card and in the in the top menu select Group.
• In the Group type menu use the default Automatic option
• In the Styles menu make sure the Layout is set to
Vertical.
• Note that you must also be in Play mode as you will not see
it in the Design mode.
Image and Text tick
boxes checked
Image and Text tick
boxes checked
2 Selected
Press to Group
Long section of Text
with Image card below
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The Text Card and the Image
Card are grouped
With the image grouped and with sufficiently long text the image
will remain pinned to the text as you scroll down.
Use the default Automatic
setting
Image remains pinned as text
is scrolled
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Editing in Design Mode
This can be very useful as it allows you to see
instantly what the edited text or image looks like.
• While in Design mode.
• Click on the any Text or Image and an Edit
menu becomes available
• With Text you can Edit the text to make
changes or you can Emphasise the text to make it bolder. You can also Delete the
Text.
• Click on an Image and you get slightly different
editing options
• Here you can Change the Focus Point, Emphasise
the image to three different sizes. Or Delete the
image.
Allow the recipient viewer to make Changes to the Sway
You may wish to allow someone who you have shared a
Sway with to make changes.
You do this when you Click on the Share button.
At the top of the Share Menu are radio buttons that give
you the option to invite people to View or Edit your Sway.
• Click on the Edit Radio button if you want to allow
someone to Edit your Sway.
Adding an embedded Map to a Sway
When you embed a map in a Sway it becomes a live link to the map. This allows you to
move inside the map and zoom in and out.
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To obtain the Link that you need to embed, go to Google
Maps.
• Search Google Maps for the required address.
• Click on the Hamburger Menu to the left of the
search box to open the menu.
• Select the Share or embed Map option.
• Click on the Embed map tab. The link is created
Do not use the Shared link as it won’t work.
• Press Ctrl and C to copy the link to the clipboard.
• Return to your Sway and insert an Embed card
where you would like your map to be in your Sway by
Clicking the green Plus button.
• From the card menu select the Media option.
• Select the Embed Card.
• Place the cursor in the area where it says “Tap here and
paste your embed code”
• Press Ctrl and V to paste the embedded map code.
• The Map will appear in your Sway and can be moved and zoomed.
• You can change the map size with the emphasis buttons.
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Export your Sway
• Click on the more options menu at the top right.
• Select Export
• You are given two options Word or PFD.
• Choose your option and the Sway will be
converted to a Word or PDF document.
• You can Print a Sway by Clicking the Print
Option which converts the Sway to a PDF
Format ready for printing.
Navigation in Sway
You can easily Navigate to different Sections of a sway using the Navigation
Menu at the bottom right of both the Design page and the Play Page.
Change the settings when the Sway is in Play mode.
The viewer of any Sway is able to change the way the Sway Plays
• Move the mouse to the top right corner of the Sway and
Click on the Settings Icon.
• In the Settings Menu the Sway can be changed to Scroll
Down, Scroll Horizontal or Move one screen at a time.
• The Animations can also be switched off.
The Viewer can also Share a link to the Sway
• Click the Share button and chose to get a visual Link.
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• Press the Copy button
• Paste the Link into an email
More Options Menu
• In this Menu the viewer can Export the Sway
or Print it.
Audio Recording
You can record your voice directly within the app. This makes Sways more engaging as well
as interactive.
• Insert an Audio card in your Sway by Clicking the green
Plus button.
• From the card menu select the Media option.
• Select the Audio Card.
• Click on the Record symbol
• You will be greeted by Get Ready and a Countdown.
Record your Narration and then press the Stop or
pause button.
Senior Net Warkworth Microsoft Sway Notes
32 SeniorNet Warkworth Microsoft Sway Symposium Notes May 2018 Author Brian Oakes
• Select the Play button to hear your recording.
• Re- Record or Add to Sway
View Count • You can see who has viewed your Sway by going to the My Sway’s page.
• The number of views recorded for your Sway are shown in the bottom right of
each thumbnail.
• Click on the 3 dots at the top right to open a
menu.
• Here you can Play your Sway, share a link, make a
copy of your Sway, or Delete it.