Contents. I. Starting a New Presentation Try it! II. Choosing a Theme III. Tailoring the theme IV Background Styles...

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1 Contents PowerPoint I. Starting a New Presentation II. Choosing a Theme III. Tailoring the theme... 5 IV Background Styles V. Add slides, pick layouts VI. Inserting Graphics and Pictures VII. Insert a text box VIII. Inserting Slide Transitions... 9 IX. Animating Elements of a Slide X. Pasting slides from your PowerPoint Presentation into another XI Printing XII. Ways to Distribute your Masterpiece... 12

2 PowerPoint 2007 The Ribbon What you need to know The Ribbon is the strip of buttons across the top of the main window. Here on the Ribbon you will find access to anything the program has to offer. You no longer have to hunt endlessly through many menus and sub menus to find the command you want. Commands are located in logical places now, unlike in earlier versions of all things Microsoft. When you click on a category tab the Ribbon changes to reflect tasks that are pertinent to that category. For example, the Slide Show Ribbon contains buttons for each task you can perform pertaining only to slide shows. Contextual Tabs Ribbon category tabs contain only commands that are not object specific. Once an object such as a picture is selected, the contextual tab contains only commands pertinent to a picture. Saves reading through menus of disabled commands for the one you want. Themes Design templates have been replaced by Themes which contain families of colors, fonts and formatting. Edit a theme by choosing a new color family which will change the background, fonts and template features to reflect this new color grouping. Global effects, such as line types, can be quickly applied to all objects in the presentation. Previews Preview a theme or transition by hovering your mouse over the design button. Instantly preview your slide with the new design. You do not have to apply it first as in earlier versions. New Formatting Tools Add texture, shadows and many other effects to add impact to your pictures, charts, text and other slide objects. A Look at the Different Ribbon Tabs Home Everything to do with formatting, editing and layout of slides. Insert If you want to insert shapes, more slides, tables, text, media clips or anything else, use the Insert Ribbon. Design How do you want your slide(s) to look? Here is where you set the page orientation, add themes, change background colors or the arrangement of objects. Page 2 of 12

3 Animations Add movement to slides or slide objects here. Hover the mouse over the transition icon and see the effect on your slide. Choosing Custom Animations opens up the task pane that we are familiar with in earlier PowerPoints, to apply effects and timings. Slide Show Look here for anything to do with a slide show rehearsals, custom shows, record narrations, hide slides. New slide show features change the resolution of your slide show for best viewing choose which monitor to show this presentation on if you are connected to more than one with two monitors connected show the slide show on one monitor (or projector) and read speaker notes and timings from the second monitor Still More Ribbons Review More editing options spell check, translate text, and quickly research on the web or within PowerPoint editor's comments and markups can be added View All the different views of your slides a quick click to show notes, slide sorter as well as the slide masters show what your slide show will look like in color, grayscale or pure black and white without having to preview in printing view open more than one view of the same document for example, view in slide sorter at the same time as normal view Add Ins any add ins you have installed on your computer, such as Microsoft Producer, are located here for quick access But how to you Save or Print your document? Page 3 of 12

4 Introducing the Microsoft Office Button. I. Starting a New Presentation A. First, think of a topic you would like to present. (serious/zany or anything in between) 1) Click the Microsoft Office Button. a) Click New on the menu that opens, Blank Presentation should be selected within the right hand window. Finally, either double click on the icon or click on Create. A New Presentation window opens, starting with a blank slide. You could have begun the presentation based on a template or an existing presentation as well. New file format PowerPoint 2007 saves new files in a new format. You can open old presentations just fine and save in the new format. But the file format change does affect presentation sharing between PowerPoint 2007 and older versions of PowerPoint. II. Choosing a Theme A theme supplies the look and feel, in terms of slide design, of the presentation. It applies a pre designed package of background design, placeholder layout, colors, and font styles to your slides and slide elements. Start with designing the look of the slides. Currently the presentation has the plain Office Theme applied. You'll choose a different one. 1. Click within the top Text Box and type Welcome to 2. Click within the lower text box and type in the name of your presentation. 3. Click the Design tab, and rest your mouse pointer (hover) over the thumbnails, one by one, within Themes. Each one displays a ScreenTip with the theme name and displays a preview on the slide as you hover. More choices await: Click the More button the following page. to the right of the theme thumbnails, as shown on (Font Sizes: Minimum fonts should be 18 pt for body, pt for titles may vary by Font) (Font Choice: Standard Fonts only. Calibri recommended for sharing with Macs) Page 4 of 12

5 You see all the themes available. Click the on a theme to apply it. III. Tailoring the theme How to tweak the theme. 1. Use the Colors, Fonts, and Effects galleries, all on the Design tab. 2. Look at other Background Styles. Subtly change the theme's background while keeping within the set of theme colors. Samples are shown in the picture. 3. Point to a thumbnail to get a preview of the alternative background. 4. To apply your own background, such as a photograph, click Format Background. IV Background Styles Exercise 2: Customize the theme 1. To the right of the theme thumbnails, click Background Styles. The gallery displays a range of backgrounds that stay within the theme's colors. Your theme currently has Style 11 applied (the thumbnail with this style is highlighted, and the style name shows in the ScreenTip). 2. Point to the various choices to see each previewed with your content. You'll notice that if the background is dark, text stays light. But if the background is light, body text will switch to a dark color. Tip If you have a photo or other piece of art that you want as the background, you can click Format Background, below the thumbnails, and use options there to apply that. 3. Go for a darker background and click Style 12. It applies to all your slides. 4. Preview the slide as you rest the mouse pointer over gallery choices the following gallery choices: 1. Colors There's a set of colors for every available theme; you can select your theme's colors and modify any of them. Page 5 of 12

6 2. Fonts Click any sample from the Fonts gallery to apply it to the slides. Each includes a font for title text and one for body text. 3. Effects These are a range of visual effects for shapes, such as a glow, soft edges, or a three dimensional (3 D) look. V. Add slides, pick layouts Choose a layout when you add a new slide. The layouts in PowerPoint 2007 are more robust than before. Several of them include "content" placeholders, which you can use for either text or graphics. An example is the Title and Content layout. In the middle of its one placeholder, it includes this set of icons: Click any of the icons to insert that type of content a table, chart, SmartArt graphic, picture from a file, piece of clip art, or video file. Or, ignore the icons and type text, which this layout also supports. 1. On the Home tab, click on the drop down arrow next to New Slide. 2. Click a layout to insert a slide with that layout. Clicking on New Slide again will insert a new slide with the same layout as the last. VI. Inserting Graphics and Pictures In these steps, you'll insert a picture or clip art on a slide with a twist. You ll search for the media using the clip art search tool. On the Home tab, click on the lower half of the New Slide icon. 1. Click on the Title and Content layout to insert a slide with that layout. 2. On the slide, you'll see a little panel of icons. Page 6 of 12

7 Tip If this slide had a different layout that didn't include the icons, you could change it by right clicking the slide thumbnail, pointing to Layout on the shortcut menu, and selecting any of the layouts that has "content" in the title and includes the group of icons. 3. On the slide, click the clip art icon. 4. In the Clip Art task pane, which opens at the side of the window, type people under Search for. Under Results should be, clear all the check boxes except for Photographs or Clip Art depending on which you wish to download, and click Go. 5. If PowerPoint asks you whether you want to include thousands of clip art images from Microsoft Office Online, the choice is up to you. If you click Yes, PowerPoint will use your Internet connection to search Office Online for more clips. If you click No, it won't use your Internet connection, but you won't get as many clips. Click on Yes for this practice session. 6. Find a photo or piece of clip art, and click it. It gets placed within the text placeholder. 7. To close the Clip Art task pane, click the Close box in the right upper corner of the task pane. 8. Click on various Picture Styles to preview a package of shapes, borders and effects. To add only a single effect, for example, a glow special effect to the picture, ensure that the picture is still selected on the slide, and the Picture Tools available on the Ribbon. Click the Format tab. 9. In the Picture Styles group, click Picture Effects, point to Glow, and click one of the glow effects that are on the bottom row in the gallery. Click on any other effect to view it. 10. Click away from the picture so that it is no longer selected, and see the glow effect. When you click away, the Picture Tools disappear from the Ribbon. They'll be back again if you select the picture. To insert a picture of your own, click the Insert Picture from File icon. 1. From the Home Tab, click on the New Slide drop down and select the Title and Content slide. Page 7 of 12

8 2. If you already have a picture within your computer, simply click the Picture icon to insert. The picture will be positioned within the placeholder border. Once your picture is inserted, what if you want to resize it or give it special effects? 1. First, select the picture on the slide. Picture Tools appear on the Ribbon. 2. Click the Format tab, and use buttons and options there to work with the picture. You can give it square or curved edges; apply a shadow or glow; add a colored border; crop it or size it, and so on. Have some fun! VII. Insert a text box The Format tab in Drawing Tools has styles for text boxes and other shapes. Display the shapes gallery, and point to any style. You see a preview of the style on the slide, applied to the text box For the picture caption, insert a text box. You'll find this on the Insert tab. 1. Add a text box so you can write a caption for the picture. You'll style the text box using a new tab. 2. The slide containing the photo or clip art should still be displayed. If it isn t, click on the thumbnail picture of the slide on the left side of On the Ribbon, click the Insert tab. 3. In the Text group, click Text Box. On the slide, point in the area under the picture; then, drag the pointer (a thin, downward arrow) and draw a narrow, horizontal box under the picture for the caption. When you release the mouse button, a border shows you where you drew the text box. 4. In the text box, type a bit of text that describes the picture/clip art. You can position this text correctly later. 5. Apply a style to the text box to polish it up. First, on the slide, click the text box border so that it becomes solid, or within the text. Note that the Quick Styles group appears on the Ribbon. 6. Point to the style samples and see them previewed on the text box. For more samples, click the up and down arrows to the right of the samples to scroll, or click the bottom More button to see the whole gallery at once. 7. Click a style to apply it to the text box. 8. Insert another slide or two and add content! Spell Check: On the Review tab, click Spelling. Page 8 of 12

9 VIII. Inserting Slide Transitions 1. Go to the Animations Tab 2. Pass your mouse pointer over transitions to preview the effects 3. Clicking on the transition applies that transition to the slide you are viewing To apply the transition to every slide, click on Apply To All 4. Click on the Preview button in the ribbon to preview the transition. You can also click on the Slide Show button at screen bottom or on the View tab/slide Show to view the entire show. IX. Animating Elements of a Slide Use the steps below to add entrance animation effects to bullets of text, select the trigger event that puts the effects in motion, and set the speed and direction for the motion of the effects. TIP You can apply the steps in these procedures to objects as well. Instead of selecting text, select the object that you want to animate. Apply an entrance animation effect 1. Select the first bullet of text that you want to add an entrance animation effect to. 2. On the Animations tab, in the Animations group, click Custom Animation. 3. In the Custom Animation task pane, click Add Effect, point to Entrance, and then click Fly In. Page 9 of 12

10 Specifying Settings: To specify the settings for the fly in effect, under Modify: Fly In, do the following: 1. To specify how and when the fly in effect will start, in the Start list, select On Click. 2. To specify the direction from which the bullet of text will start, in the Direction list, select From Left. 3. To specify the speed of the bullet of text, in the Speed list, select Very Fast. Repeat steps 1 through 3 for each bullet of text that you want to add this entrance animation effect to. Preview your slide show to check your animations. NOTE Effects appear in the Custom Animation list in the order that you add them. X. Pasting slides from your PowerPoint Presentation into another Download to your Desktop (This presentation includes the official USD Template format). (If the computer claims that it is a compressed Zip file, save the file to the desktop and rename the ext.:.pptx) Follow the directions below to reformat your PowerPoint to incorporate the other s theme: 1. Open the slide show. 2. To view both slide shows, click View>Arrange All. Resize the windows for the best fit. 3. First, set the insertion point for the slides you will import within the USD themed slideshow by clicking either on the slide that will precede the imported slides, or clicking below the final slide. 4. Select the slides from your personal slide show you build today, by clicking on the first slide you wish to copy, and shift/clicking the final slide. All slides between will become selected as a group. 5. Right click one of the highlighted slides, select Copy from the drop down menu, then move to the USD themed welcome.ppt, right click and Paste. a. To maintain the previous themed formatting, click on the paste options button that appears near the newly pasted slides Page 10 of 12

11 XI Printing A. Handouts: You can print your presentation in the form of handouts with one, two, three, four, six, or nine slides on a page that your audience can use to follow along as you give your presentation or keep for future reference. A Green Idea... However, before printing handouts, consider placing the presentation in a shared location. Just prior to the delivery time, advise viewers of the location and those who require hard copies, can print and bring them to the presentation delivery meeting. This can help to conserve paper and printer ink. The three slides per page handout includes lined space for note taking by the audience. You can select a layout for your handouts in print preview. B. Presenter Note Pages: Presenters can create notes at the bottom of each slide for their own private viewing during presentations, or for printout and distribution. (During a slide show, depending on how multiple monitors are set up on the presenter s computer, a Presenter View may be available. Slide Show/Set Up Group/ Set Up Slide Show/ Check the box next to Show Presenter View. Each notes page shows a slide thumbnail, along with the notes that go with that slide. In Notes Page view, you can embellish your notes with charts, pictures, tables, or other illustrations.. Page 11 of 12

12 Notes pages include your notes and each slide in the presentation. Each slide prints on its own notes page. Your notes accompany the slide. You can add data, such as charts or pictures, to your notes pages. XII. Ways to Distribute your Masterpiece Saving: Save and save often! PowerPoint 2007 or 2003 Prepare: Restrict editing Send: , Adobe PDF, Fax Publish: CD w/ viewer Create handouts in MS Word Create an archive Print: Notes, Handouts Present: Slide Show Tab / Presenter View Page 12 of 12