Chapter 4 Printing and Viewing a Presentation Using Proofing Tools I. Spell Check II. The Thesaurus... 23

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1 PowerPoint Level 1

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3 Table of Contents Chapter 1 Getting Started... 7 Interacting with PowerPoint... 7 Slides... 7 I. Adding Slides... 8 II. Deleting Slides... 8 III. Cutting, Copying and Pasting Slides... 8 Create a Presentation... 8 Saving a presentation... 9 Opening an Existing Presentation... 9 Help... 9 Chapter 2 The Interface The Quick Access Toolbar The Home Tab I. Clipboard II. Slides III. Font IV. Paragraph V. Drawing VI. Editing The Insert Tab I. Slides II. Table III. Illustrations IV. Links V. Comments VI. Text VII. Symbols VIII. Media The Design Tab I. Themes II. Variants III. Customize The Transitions Tab I. Transition to This Slide II. Timing The Animations Tab I. Animation II. Advanced Animation III. Timing The Slide Show Tab I. Start Slide Show II. Set Up III. Monitors The Review Tab I. Proofing... 15

4 II. Language III. Comments IV. Compare The View Tab I. Presentation Views II. Master View III. Show IV. Zoom V. Color/Grayscale VI. Window VII. Macros Chapter 3 Editing and Formatting Placeholders I. Types of Placeholder II. Resizing Placeholders III. Deleting Placeholders Formatting a Slide I. Add a Background Colour II. Add Textures or Pictures Inserting Headers and Footers I. Inserting Slide Numbers II. Inserting the Date and Time Managing Slides I. The View Toolbar Adjusting Font I. Adjusting Font Size II. Adjusting the Font Type III. Adding Effects IV. Changing Text Colour V. Changing Character Spacing VI. Changing Font Case VII. Opening the Fonts Dialog Box Bullets and Numbering I. Adding Bullets and Numbering II. Customizing Bullets and Numbers III. Removing Bullets and Numbers IV. Discontinuing Bullets and Numbers Paragraph Alignment I. Using Left, Right, or Center Alignment II. Using Justification III. Using Columns IV. Changing Text Direction Chapter 4 Printing and Viewing a Presentation Using Proofing Tools I. Spell Check II. The Thesaurus... 23

5 III. Using the Research Task Pane IV. Using the Translator V. Setting Language Print Preview I. Opening Print Preview II. Setting Print Options... 24

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7 Chapter 1 Getting Started Microsoft PowerPoint is one of the leading programs used for creating presentations for business meetings, school projects or creating personal family slideshows. Interacting with PowerPoint Slides Slide shows are made up of a series of slides that contain text, pictures, diagrams, charts and other objects to display and enhance a presentation. Slides usually have placeholders for text, pictures, charts or other objects. These placeholders have text that identifies where to add the object indicated in the placeholder. University of Regina PowerPoint Level P a g e 7

8 I. Adding Slides To add a slide: 1. Click on the Home tab. 2. Click the New Slide icon. 3. Click the drop-down arrow to see a list of different slide options. OR 1. Right-click the slide pane. 2. Select New Slide. II. Deleting Slides To delete a slide: 1. Select the slide in the slide pane. 2. Press the delete key. III. Cutting, Copying and Pasting Slides Cutting, copying and pasting slides is the same procedure as copying and pasting text in a word processor. Cutting will remove the selected item while copying will create an exact copy but leave the original intact. After text has been cut, it can be pasted once to a destination. After text has been copied, it can be pastes as many times as desired. To cut or copy a slide: 1. Select the slide. 2. Click either the Cut icon or the Copy icon. To paste the slide: 1. Click to place the cursor in between two slides. 2. Click the Paste icon. Create a Presentation To create a new presentation: 1. Open the Office Menu by clicking the File button. 2. Click the New button. 3. Select either a Blank Presentation or one of the themes listed. 8 P a g e PowerPoint Level University of Regina

9 Saving a presentation To save a presentation for the first time: 1. Open the Office Menu. 2. Click Save As. 3. Click Browse. 4. Choose where to save the file. 5. Enter a file a name in the File name box. 6. Select the type of file to save the PowerPoint as. Leave it as default to simply save the PowerPoint as is. To save a presentation: 1. Open the Office Menu. 2. Click Save. Opening an Existing Presentation To open an existing presentation: 1. Open the Office Menu. 2. Click Open. 3. If the presentation shows in Recent, click it to open the presentation. 4. If the presentation is not in Recent, click Computer and select Browse. 5. Browse to the file and double-click the file to open the presentation. Help To access Microsoft help program: 1. Press F1. OR 1. Press the Help Icon in the upper-right corner. University of Regina PowerPoint Level P a g e 9

10 Chapter 2 The Interface The Quick Access Toolbar The Quick Access toolbar contains commands available through the various tabs and dialog boxes of the PowerPoint interface, but will always display them at the top of the PowerPoint window. The Quick Access toolbar contains general buttons for saving, mailing options, exit options etc. The Quick Access toolbar also gives access to Application settings, which can customize every toolbar available in PowerPoint. The Quick Access toolbar contains three default buttons; Save, Undo, and Redo, from left to right. The Save button does the same action as clicking Office Menu Save. Undo will revert the changes made by the last operation. Redo will undo an undo operation. To add buttons to the quick access toolbar: 1. Click the drop-down arrow to the right of the Office Menu. 2. Select a command from the list. OR 1. Right-click a tab command. 2. Click Add to Quick Access toolbar. To remove an item from the Quick Access toolbar: 1. Right-click the item on the Quick Access toolbar. 2. Select Remove from Quick Access Toolbar. 10 P a g e PowerPoint Level University of Regina

11 The Home Tab The Home Tab is the first tab displayed when PowerPoint is opened. The Home tab is sectioned into groups of commands. I. Clipboard The Clipboard chunk is the first chunk on the Home tab. The Clipboard is associated with cut, copy, paste and the Format Painter. Cut and copied items are stored in the Clipboard, a section of the computer s memory. II. III. IV. Slides The Slides chunk allows for slides to be added, the layout to be changed or reset and sections to be controlled. Font The Font chunk contains commands to change the appearance of the text. Paragraph The Paragraph chunk changes the way a paragraph of text is formatted. It contains commands to change the indentation, alignment and justification of paragraphs. V. Drawing The Drawing chunk contains tools to draw shapes. VI. Editing The Editing chunk contains commands that can search and replace text. University of Regina PowerPoint Level P a g e 11

12 The Insert Tab I. Slides The Slides chunk contains the command to insert a new slide. II. III. IV. Table The Table command allows for the creation of a table. Use the boxes that appear by picking the size of the table. Illustrations The Illustration chunk contains commands that add illustrations to the documents such as pictures, shapes and charts. Links The Links chunk contains commands to link to a website (Hyperlink) or run an action when clicked (Action). V. Comments The Comments chunk has a Comment command to add comments to the presentation. VI. VII. VIII. Text The Text chunk contains commands that change the text or inserts specific text. Symbols The Symbols chunk contains commands that can insert equations or special symbols into the text. Media The Media chunk contains commands to insert audio or video. 12 P a g e PowerPoint Level University of Regina

13 The Design Tab I. Themes The Theme chunk contains a set of themes that change the appearance of the presentation. II. III. Variants The Variants chunk contains variants to the selected theme. Customize The Customize chunk contains commands to adjust the slide size and change the background. The Transitions Tab I. Transition to This Slide The Transition to This Slide chunk contains commands to adjust how the slides transition during the presentation. II. Timing The Timing chunk contains commands to adjust the timing of transitions. University of Regina PowerPoint Level P a g e 13

14 The Animations Tab I. Animation The Animation chunk contains commands to add animations to parts of a slide. II. Advanced Animation The Advanced Animation chunk contains commands to create a more advanced animation. III. Timing The Timing chunk contains commands to adjust the timing of animations. The Slide Show Tab I. Start Slide Show The Start Slide Show chunk contains commands to start the presentation. II. Set Up The Set Up chunk contains commands to help set up the presentation, such as Rehearse Timings. III. Monitors The Monitors Chunk contains commands to adjust which monitor the presentation will take place on. 14 P a g e PowerPoint Level University of Regina

15 The Review Tab I. Proofing The Proofing chunk contains commands to check spelling, research a topic or use the thesaurus. II. III. IV. Language The Language chunk contains commands to translate text or to adjust the language of the presentation. Comments The Comments chunk contains commands to insert comments and view the comments. Compare The Compare chunk contains commands to compare two presentations. The View Tab I. Presentation Views The Presentation Views chunk contains commands to change the way the presentation can be viewed. II. Master View The Master View chunk contains commands to adjust different master views. For example, the master slide is the format for each slide. III. Show The Show chunk contains commands to adjust the presentation editor. University of Regina PowerPoint Level P a g e 15

16 IV. Zoom The Zoom chunk contains commands to adjust the zoom. V. Color/Grayscale The Color/Grayscale chunk contains commands to adjust the colour of the presentation. VI. VII. Window The Window chunk contains commands to split the presentation into multiple windows. Macros The Macro chunk contains the command to set up macros. 16 P a g e PowerPoint Level University of Regina

17 Chapter 3 Editing and Formatting Placeholders Placeholders are boxes with dotted or hatch-marked borders that are part of most slide layouts. These boxes are conveniently placed and contain titles, body text or objects such as charts, tables and pictures. Placeholders can be resized and moved on a slide or deleted from slides entirely. I. Types of Placeholder Title A text box formatted for a title. Text A text box for bulleted lists. Content Table Chart SmartArt Located in the middle of the default slide; the slide template appears when the New Slide command is selected. Insert a table of x columns and y rows. Create a chart based on a table of data. Create an organizational diagram. Picture Video Clip Insert a picture from the computer s hard drive. Add a video to the presentation. II. Resizing Placeholders The placeholder has several round sizing handles around the edges. These sizing handles are used to make the placeholder larger or smaller. Move the mouse pointer over a sizing handle and it will turn into a double-headed arrow. Click and drag in the dimensions indicated by the double-headed arrow. The circular arrow sizing handle just above the center of the placeholder can be used to rotate the placeholder about its center. University of Regina PowerPoint Level P a g e 17

18 III. Deleting Placeholders To delete a placeholder: 1. Click on the placeholder edge. 2. Press the delete key. Formatting a Slide Formatting adjusts the presentation, organization and arrangements of a presentation. It involves the font applied, matching colors, text emphasis throughout the presentation and background colours and styles. I. Add a Background Colour To add a background colour to a slide: 1. Go to the Design tab. 2. Click Format Background. 3. Select either Solid or Gradient fill and select the colour. 4. This will apply it to the current slide. To apply it to all slides, click the Apply to All button at the bottom. II. Add Textures or Pictures To add a background texture or picture to a slide: 1. Go to the Design tab. 2. Click Format Background. 3. Select picture or texture fill. 4. Either add a picture using the File button or select a texture. 5. Adjust any other settings. There is also a picture tab at the top to adjust the picture. 6. Click Apply to All to apply these setting to all slides. Inserting Headers and Footers To insert a header or footer: 1. Go to the Insert tab and click Header & Footer. 2. Select what to include on the slide. 3. Add a Footer description if needed. 4. Click Apply to only apply it to the current slide or click Apply to All to apply it to all slides. I. Inserting Slide Numbers Another way of adding slide numbers: 1. On the Insert tab, click Slide Number. 2. Check off Slide Number. 3. Click Apply to only apply it to the current slide or click Apply to All to apply it to all slides. 18 P a g e PowerPoint Level University of Regina

19 II. Inserting the Date and Time Another way of adding Date and Time: 1. Go to the insert tab and click Date & Time. 2. Check off Date & Time. 3. Select the format for the Date and Time. 4. Click Apply to only apply it to the current slide or click Apply to All to apply it to all slides. Managing Slides Managing slides involves rearranging them in different orders as well as knowing how to use the Slides tab and Outline view. I. The View Toolbar 1. Normal Default View. 2. Slide Sorter Overall picture of all slides which can easily be sorted. 3. Reading View View for easy reading. 4. Slide Show Starts the Slide Show. 5. Zoom Slider Adjust the zoom. 6. Fit Slide to Current Window Fits the slide to fill the current window. Adjusting Font I. Adjusting Font Size To adjust the font size: 1. Select the text to resize. 2. Use the drop-down menu found on the Home tab to adjust the size. II. Adjusting the Font Type To adjust the font type: 1. Select the text to adjust. 2. Use the drop-down menu found on the Home tab to adjust the font type. III. Adding Effects To add effects to text: 1. Select the text to adjust. 2. Click one or multiple of the effects. University of Regina PowerPoint Level P a g e 19

20 IV. Changing Text Colour To change the text colour: 1. Select the text to adjust. 2. Go to the Home Tab and use the colour drop-down menu to select a new colour. V. Changing Character Spacing To adjust the character spacing: 1. Go to the Home Tab 2. Use the character spacing drop-down menu to select the desired character spacing. VI. Changing Font Case To adjust the font case: 1. Select the text to adjust. 2. Go to the Home Tab and use the font case drop-down menu to select a new font case. VII. Opening the Fonts Dialog Box To open the font dialog box: 1. Go to the Home Tab. 2. Click the options button in the bottom right of the Font chunk. 3. Edit the font. 4. Click OK when complete. 20 P a g e PowerPoint Level University of Regina

21 Bullets and Numbering Bullets are small symbols or pictures that draw attention to the points in a list. Bullets Numbers I. Adding Bullets and Numbering To add a bullet or numbered list: 1. Go to the Home Tab. 2. Click the bullet or numbered list icon or use the drop-down menu to select from a list of options. 3. Select the desired bullet/number style. II. Customizing Bullets and Numbers To customize the bullet/number style: 1. Open the drop-down menu for either bullet or number. 2. Click Define New Bullet/Number format. 3. Customize the list. 4. Click OK when complete. III. Removing Bullets and Numbers To remove bullets or numbers: 1. Select the text with the bullet/number. 2. Click the bullet/number button. IV. Discontinuing Bullets and Numbers To stop using bullets: 1. Press Enter to go to the next line, this will continue the list. 2. Press Enter again to end the bulletted list. University of Regina PowerPoint Level P a g e 21

22 Paragraph Alignment Text can be aligned within a text box or placeholder just as it can in a word processing document. I. Using Left, Right, or Center Alignment Use the alignment buttons to adjust the text alignment. II. Using Justification Justification aligns text to the left and right, applying enough space between words. III. Using Columns Columns can be used to order large amounts of text. It gives the slide a newsletter appeal. As many columns a necessary may be added. IV. Changing Text Direction To change the direction of text: 1. Highlight the text to change. 2. Go to the Home Tab and use the text direction menu to select a text direction. 22 P a g e PowerPoint Level University of Regina

23 Chapter 4 Printing and Viewing a Presentation Using Proofing Tools I. Spell Check Spell check helps correct any spelling mistakes within the presentation. To use spell check: 1. Click the Spelling button on the Review Tab. 2. A Spelling tab will appear on the right. It will go through each spelling mistake showing the mispelled word and offer suggestions. 3. Click on a suggestion and choose Change or Change All. If the spelling is fine, either click Ignore or Add. Add will add it to the document s dictionary. II. The Thesaurus To use the thesaurus: 1. Highlight a word to search for. 2. Click the Thesaurus button in the Review tab. 3. A list of suggestions will appear on the right. Right-click the desired word and click insert to replace the highlighted word. III. Using the Research Task Pane To use the research task pane: 1. Click on the Research button in the Review Tab. 2. In the pane that appears on the right, enter the search criteria and click the green arrow. 3. By default, it shows the Dictionary. Click the arrow next to the Dictionary to minimize the Dictionary and see the other possible books to reference (Thesaurus and Translation). IV. Using the Translator To use the translator: 1. Select the text to translate. 2. Click the Translate button in the Review Tab. 3. Click Translate Highlighted Text. 4. In the pane on the right, choose what language to translate to. 5. Copy the translated text. University of Regina PowerPoint Level P a g e 23

24 V. Setting Language To set the language settings: 1. Click the Language button in the Review Tab. 2. Click Language Preferences. 3. Customize the language settings here. Print Preview I. Opening Print Preview To open print preview: 1. Open the Office Menu. 2. Click Print. 3. The Print Preview will be shown on the right. 4. Use the arrows near the bottom to navigate between the pages. II. Setting Print Options In the print screen, select which slides to print, how the slides will appear on each page and the colour. Click Printer Properties for more detailed options. 24 P a g e PowerPoint Level University of Regina