Section 1. Presentations

Transcription

1 Section 1 Presentations By the end of this Section you should be able to: Open a Presentation Switch between Views Save a Presentation Close a Presentation CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

2 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 1 - Opening a Presentation A presentation is made up of a series of slides, that can be shown on screen or printed out. Once created and saved, a presentation can be opened at any time. 1. Start PowerPoint. The New Presentation Task Pane should appear on the right. 2. Under Open a Presentation, click or. 3. The Open dialog box appears. Make sure that the Files of type box at the bottom shows All PowerPoint Presentations. 4. Select the location where the CiA data is stored from the Look in box (see Note on page 4). 5. Select CLAIT Plus from the list of files and click. The presentation opens in Normal View. Note: The Open dialog box can be displayed by clicking the Open button, Standard Toolbar, or by selecting File Open from the Menu Bar., on the 6. Use the view buttons,, at the bottom left of the screen to view the presentation in Normal View, Slide Sorter View and as a Slide Show. 7. To view the slide show, which runs automatically, click the Slide Show button,. 8. When the show ends leave the presentation open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

3 Exercise 2 - Saving a Presentation A presentation must be saved if it is to be used again. There are two main ways to save, depending on whether the presentation has been newly created, or whether it has previously been saved and given a name. 1. The CLAIT Plus presentation should still be on screen. Switch to Slide Sorter View using View Slide Sorter. 2. To save the presentation with this view selected, select File Save As. The Save As dialog box will then appear (the contents of the dialog box may be different to those shown below). 3. The presentation must be given a different name, so the original is not overwritten. Enter Views in the File name box (the highlighted text will automatically be deleted). 4. The drive and folder where the presentation is to be saved must be shown in the Save in box. If necessary, click on the arrow at the right of Save in and choose the location where your CiA files are stored. 5. Click, at the bottom right of the dialog box. Note: A previously named presentation can be saved to the same location under the same name by clicking the Save button,, on the Standard Toolbar. When a new presentation is to be saved, clicking Save displays the Save As dialog box. 6. Notice how the name on the Title Bar has changed to show the new name. 7. Leave the presentation on screen for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

4 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 3 - Closing a Presentation To clear the screen and begin working on a new presentation, the current one can be closed. If the presentation has not been previously saved, or if it has been modified in any way, a prompt to save it will appear. 1. The Views presentation should still be on the screen. 2. Select File Close. No changes have been made to the presentation since it was last saved, so there is no need to save it again before closing. 3. The presentation closes without any prompt. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

5 Exercise 4 - Revision 1. Open the Training presentation from the data files. 2. Run the slide show. This presentation has been saved so that nothing needs to be done during the show. 3. Switch to Normal View. 4. Save the presentation as Training2. 5. Close the presentation. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

6 Emyr Brown Ysgol BrynTeg PowerPoint Help Section 2 Master Slides By the end of this Section you should be able to: Create a Blank Presentation Add a New Slide Set up a Slide Master Use Different Bullet Levels Insert Automatic Fields Apply a Background CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

7 Exercise 5 - Creating a Blank Presentation When creating a new presentation with a Blank Presentation, all that has to be specified is the type of slide to be used, i.e. title slide, bulleted text, etc. A blank slide will be produced, without colours, background, graphics, etc. 1. Select File New to display the New Presentation Task Pane. Under New, click on the Blank Presentation, to start a new blank presentation. Note: Holding the mouse pointer over each slide in the Task Pane gives a ToolTip with the name of that slide. 2. The Slide Layout Task Pane appears on the right of a Normal View screen. The first slide layout Title Slide should be selected by default. Click on a few other layouts and see how the view in the main Slide pane changes. Click on the first Title Slide layout again. 3. Click on the slide where indicated to add the title and type Adventure Holidays. 4. Click in the appropriate place and add the subtitle From Thrill Seekers International. 5. Save the presentation as Adventure and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

8 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 6 - Adding a New Slide A new slide can be added to the presentation at any time and at any place. New slides are added after the currently selected slide in either Normal View or Slide Sorter View. 1. Using the Adventure presentation, in Normal View, click the New Slide button,, on the Standard Toolbar. 2. The Slide Layout Task Pane appears with Title and Text layout highlighted as default. A different slide layout could be selected here but for this exercise accept the default. 3. The new slide, number 2, has now been created with a prompt for a title and a first bullet point. Notice that the Status Bar now shows Slide 2 of Change the title of the new slide to Our Specialities. 5. Click to add the first bullet point and type Free Fall Parachuting. 6. Press <Enter> and type the next point: Snowboarding. 7. In a similar manner enter the following activities: White Water Rafting and Walking Safaris. 8. Save the changes without changing the name of the presentation by using the Save button,. 9. Leave the presentation open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

9 Exercise 7 - Using Slide Master Master pages contain text or graphics that are to be used on every page of a presentation. There are four master pages: Slide, Title, Handout and Notes. The Slide Master allows uniform text or graphics to be added to every slide. A coloured or themed background may also be added. This keeps a consistent look to the presentation. This is the only type of Master Page that is required for this qualification. Some places may use a particular Slide Master for all of their presentations. You should find out if this happens where you work or study. The assessment for this unit will supply house style sheets, which specifies everything that must be included on the Slide Master and gives details of all fonts to be used. 1. The Adventure presentation should still be on screen in Normal View. From the menu, select View Master Slide Master. The slide master is now shown. 2. Use the Close button,, to close down any open Task Pane and give more space to the slide display. Note: If floating, the Slide Master View Toolbar may be dragged out of the way. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

10 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 7 - Continued 3. Any changes made in this view will affect the whole presentation and anything put on to this slide will appear on every slide. 4. Click on the text Click to edit Master title style. 5. From the Font drop down list,, select the Tempus Sans ITC font (use an alternative if this is unavailable). 6. Leave the size as 44pt. Note: To change the font to a size not displayed in the list, type the required number in the Font Size box and press <Enter>. 7. Click on the top bullet: Click to edit Master text styles. 8. Select the font Tempus Sans ITC. 9. Leave the font size as 32pt. 10. Leave the Slide Master open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

11 Exercise 8 - Bullet Levels Bullets are used to emphasise points in a slide. They can have any number of symbols. In Slide Master view there are several levels of bulleted text available. This allows minor details to be made about major points. 1. The Slide Master should still be open. Notice that there are 5 bullet levels available. 2. The first two levels are the only two that will concern you. Click in the Second level bullet text and change the font to Tempus Sans ITC, but do not change the size. 3. To change the bullet character for the second level bullet on all slides, make sure the cursor is within the bullet text. 4. Select Format Bullets and Numbering and select the third style on the bottom row of the dialog box. 5. Click OK to apply the new bullet character. 6. Close the Slide Master, by clicking on the Slide Master View toolbar. 7. Notice how the text and bullets have changed to reflect the Slide Master. 8. Save the presentation and leave it open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

12 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 9 - Using Second Level Bullets Second level bullets are used to give more detail about the main bullet point. The most important information should always be first level, followed by the extra item(s), as in the example below: When text is entered on a slide PowerPoint assumes that it will be first level. The process of changing to a second level bullet is called Demotion. Conversely, if text is at second level and you decide that it is a main point, then it can be Promoted. These actions are carried out on the Outlining toolbar. 1. Slide 2 of the Adventure presentation should still be on the screen. Click anywhere in the text. 2. Click the Demote button on the Outlining toolbar at the left of the screen,. Note: If the Outlining toolbar is not displayed, select View Toolbars Outlining. 3. The text becomes second level and the bullet changes to an arrow, which was defined earlier for the second level. 4. In this case however, the bullets should all be first level. 5. Now that there is second level text, the Promote button becomes available,. Promote the Snowboarding bullet. 6. Close the Outlining toolbar, save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

13 Exercise 10 - Applying a Background When showing a presentation, it is difficult for the viewer to concentrate on the content of the slides if the background takes their attention. For this reason, the usual convention is to have the same background on each slide. The viewer then has an idea what to expect, and so is able to concentrate on the content of the slide and not the slide itself. For consistency, a background is applied on the Slide Master and so appears automatically on every slide. A background can be a plain colour, or a shading style; it can use one of the preset templates, or even a graphic. 1. Make sure the Adventure presentation is still on screen. 2. You are to apply a graphic as a background to this presentation. Open Slide Master View. 3. Any changes made to this slide will affect all those in the presentation. From the menu select Format Background. The Background dialog box is displayed. 4. Click the drop down list and select Fill Effects. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

14 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 10 - Continued 5. Select the Picture tab. 6. Click Select Picture and ensure Look in shows the location of the data files. 7. Select the graphic clouds and click Insert. 8. Click OK and then Apply. The Slide Master shows the new background, which will be applied to all slides in the presentation. 9. Change to Normal View to check the background appears on both slides. 10. Save the changes to the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

15 Exercise 11 - Adding Automatic Fields Items such as the date and the name of the designer of a presentation can be added to the Slide Master, so they appear on each slide in the presentation. If the date is inserted as an automatic field, it will update each time the presentation is opened, saved or printed. Slide numbers must be inserted via the Header and Footer, if they are to appear on all slides this must be done in Slide Master view. 1. View the Slide Master for the Adventure presentation. 2. The default area for inserting the date, etc. is at the bottom of the slide. There is no need to change this location. Click on the Date Area text box. 3. Click on the text <date/time> and from the menu select Insert Date and Time. 4. From the Date and Time dialog box, select the English date format, dd/mm/yyyy and check the Update automatically box. Note: The available formats may be different if Windows XP is not being used. 5. Click OK to insert the date. 6. On the Slide Master, click on <footer> in the centre text box and type Designed by then add your name. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

16 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 11 - Continued 7. To add numbers to all slides, select View Header and Footer. Check the Slide number box. 8. Click Apply to All. Note: The Apply to All option is the only choice available from the Slide Master. To add numbers to individual slides, select the slide in Normal View and select View Header and Footer. Click Apply. 9. Close the Slide Master View. 10. Save the changes to the presentation. 11. Close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

17 Exercise 12 - Revision 1. Create a new, blank presentation with a Title Slide. 2. Save the presentation as Induction, as it is to be used to welcome new employees to a company. 3. Set up a Master Slide using the following house style as a guide (background colour can be accessed by clicking More Colors in the Background dialog box): FEATURE COLOUR STYLE POSITION ADDITIONAL INFO Background Pale green 1 background applied to all slides Slide Number Bottom right Text Bottom centre Name of designer Text Bottom left Date as automatic field 4. Set up Master Text Styles using the following house style as a guide: NAME FONT POINT SIZE FEATURE ALIGNMENT Title Arial 48pt Bold and italic Centre Main Bullet Arial 36pt Must include a bullet character, e.g. Level 2 bullet Times New Roman 28pt Italic, must include a bullet character, e.g. Left Left Note: Arial is an example of a Sans serif font and Times New Roman is an example of a Serif font. The differences are explained in Exercise On Slide 1 add the title City Training and the subtitle A welcome to new employees. 6. Add a new Bulleted List slide (Title and Text slide, using ToolTips). 7. Add the title Induction Topics and the bullets Company Ethic, Training Programme and Health and Safety. 8. Save the changes to the presentation and close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

18 Emyr Brown Ysgol BrynTeg PowerPoint Help Section 3 Formatting By the end of this Section you should be able to: Use Undo and Redo Use Cut, Copy and Paste Import Text Format Text and Bullets Apply Text Effects Change Alignment and Spacing Use Automatic Numbering Create Multiple Column Lists Find and Replace Data CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

19 Exercise 13 - Using Undo and Redo Undo and Redo are very useful features, which help correct errors. Undo allows the reversal of incorrect actions, while Redo repeats the undone action. It is also possible to undo/redo multiple actions at the same time. 1. Open the Training presentation. 2. Click on slide 3, Record of Achievement Matrix to select it, and switch to Normal View. 3. Highlight all of the text on the first second level bullet, 1 - no knowledge of the subject and press <Delete>. 4. Select Edit from the menu. The first menu choice will say Undo Clear. Click on it and the deleted text will be replaced. 5. Double click on Edit. The second option should say Redo Clear. Click on it and the text will be deleted again. 6. Click on the drop down arrow of the Undo button, on the Standard Toolbar. A list of recent actions that can be undone will appear. Note: When there are no actions that can be undone, the Undo button and Menu option will be unavailable. When there are many actions that can be undone, the scroll bar may have to be used to view all of the listed items. 7. Click on the top action to undo it. 8. Click on the drop down arrow on the Redo button, and redo the last action. The text will be deleted again. 9. Click Undo to replace the text. 10. Leave the presentation open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

20 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 14 - Using Cut and Paste The Cut and Paste commands allow text and other items, such as graphics, to be moved around a presentation from one place to another, quickly and easily. It is much quicker to cut and paste text, for example, than to delete and then retype it. When an item is cut, it is removed from its original location. When copied or cut, text is placed in a temporary storage area known as the Clipboard. Up to 24 cut or copied items can be held on the Clipboard, which is common to all Windows applications and can be displayed in a Clipboard Task Pane. 1. Select Edit Office Clipboard from the Menu Bar to display the Clipboard Task Pane. If it currently contains any items, click them. to delete 2. With the Training presentation still open in Normal View, view Slide 6, Summary. 3. Select the word Hopefully by clicking and dragging across it so that it becomes highlighted. Note: Be careful when you select the text: is different from. Notice how in the second selection, the highlight extends beyond the end of the words. There are times when the space after the text is required and times when it is not. At the end of a line the extra space will contain the paragraph code, which you may or may not need. If your spacing looks wrong after pasting then you have not used the correct selection method. 4. In this example include the extra space. Click the Cut button,, on the Standard Toolbar. The text is removed from the slide and an entry appears on the clipboard. 5. Click on the slide at the end of subjects! and press <Enter>. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

21 Exercise 14 - Continued 6. Paste the cut text here. Notice that the text remains in the clipboard. 7. Move to Slide 5, Revision Exercises. Select all of the first bullet point You will find one at the end of each section. Include a space at the end. 8. Cut the text. 9. Position the insertion point before the T of Try. 10. Click. The text will be pasted and the spacing should be OK. 11. Select Try not to refer back to the exercises, (including the extra space) and cut it. 12. At this point all of the items cut during this exercise will still be displayed on the Clipboard. Any of them can be pasted again as many times as required. 13. Place the insertion point before the Y of You and click on the Try not to refer back to the exercises entry on the Clipboard. 14. The text is now placed before You will find one at the end of each section. The Clipboard is useful if items are to be pasted several times. Note: Sometimes a Paste Smart Tag is displayed next to pasted text. Clicking on the tag displays formatting options; either to keep the formatting the text had previously, or to paste the text only and let it take on the format of its new location. 15. Leave the Clipboard and the presentation open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

22 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 15 - Using Copy and Paste Text or other items may also be copied to the Clipboard; when copied, the original is untouched. Copying and pasting text means that you don t have to spend time retyping it. 1. Using the Training presentation, on Slide 7, select the text By phone on This time make sure that the space at the end of the text is not selected. 2. Click the Copy button,. The icon for the copied text has been placed on the Clipboard, but the original text remains in place. 3. Place the insertion point at the end of the By phone line and press <Enter> to create a new bullet and empty line ready to receive the copied text. 4. Locate the correct icon on the Clipboard and click on it. 5. The By phone text is repeated below the original. 6. Select the word phone (with no extra space) on the copied line. 7. Type in fax. 8. In the same way, change the number to , the fax number. 9. Save the presentation as Training3 and close it. 10. The Clipboard remains open. Click to clear the Clipboard then to close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

23 Exercise 16 - Importing Text Text can be imported into a PowerPoint presentation from another application. For the purposes of this unit, you will copy the text and paste it into a presentation. However, if a text file has been created in Word, with the correct styles already set up, it can be imported using a menu command in PowerPoint, and will create the new slides itself. 1. Open the presentation Adventure, created in Section 2 (if you haven t completed Section 2, use Adventure Data from the data files). Select Slide 2 and insert a new slide with the Title and Text layout. 2. Insert 4 more Title and Text slides (so there are 7 slides altogether), then select Slide Open any Word Processing application, e.g. Word or WordPad, using the Start button. Select File Open and in the Open dialog box, make sure that the Look in box shows the location of the supplied CiA files and Files of Type is set to All Files. Open the text file holidays.txt. All the text needed for the newly inserted slides is contained in this file. 4. If the Clipboard is not displayed, select Edit Office Clipboard. Copy the Heading text indicated for Slide 3, i.e. Free Fall Parachuting. 5. Now copy Slide 3 s bullet lines. Use the Taskbar button to return to the Adventure presentation, view the Clipboard and then click in the heading area. 6. Click on the heading on the Clipboard to paste it in the relevant area on the slide. 7. Click in the bullet area then paste in the bullets. 8. In the same way use the layout indicated in the text file to copy and paste the relevant text on to the appropriate slides (shown below in Slide Sorter View) The second level bullets on slides 4, 6 and 7 will need to be demoted after importing. 9. Close the Clipboard, save the presentation and leave it open. 10. Close the text file without saving and then the Word Processing application. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

24 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 17 - Text Formatting So that the text in the presentation is uniform throughout, any formatting is applied to the text on the Slide Master. It can be formatted in a number of ways, some of which you have used already, including changing the font, size, appearance, colour, etc. Something to be aware of when formatting is the difference between serif and sans serif fonts. A serif font has curls, or tails on the letter stalks, e.g. h, and a sans serif font does not, e.g. h. 1. Using the Adventure presentation, view Slide 1 and switch to Slide Master View. 2. Click on the text Click to edit Master title style. The font applied is Tempus Sans ITC which is a sans serif font, you will change it to a serif font. Click the Font drop down button, Formatting toolbar., from the 3. Choose Perpetua, a serif font, from the list given. You will need to use the scroll bars to move through the list. 4. With the cursor in the same place, use the Font Size drop down list,, to change the size to Click on the Increase Font Size button,, to increase the size of the font. 6. Click the Decrease Font Size button,, to return the text to its original size. 7. Close the Slide Master View and note that Adventure Holidays has changed to the selected Font. 8. View the Slide Master again. Change the Master title style to Kristen ITC size Click on the first level bullet text, Click to edit Master text styles. Change the font to Kristen ITC and the size to 28. Close the Slide Master. 10. Go to Slide 4. Check that the first bullet point has changed its font and size. 11. Open Slide Master view again. Click on the text Second level. Format this text so that it is Kristen ITC, but make the size 20. Close the Slide Master. 12. Leave the presentation on screen for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

25 Exercise 18 - Applying Text Effects Various effects, such as bold, italic, underline, colour and shadow can be applied to Slide Master text so that it is uniform throughout the presentation. Selected text on a presentation slide can also be changed. 1. View the Slide Master for the Adventure presentation. 2. Click to select the Master title style text. 3. Click the Shadow,, button. 4. With the Master title style still highlighted, click the drop down arrow on the Font Color button,, on the Formatting toolbar. 5. Select the dark blue colour from the eight displayed beneath the Automatic colour. 6. Notice how the title text has changed colour, (first click away from the title to deselect it). 7. Save the presentation. 8. Leave the Slide Master open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

26 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 19 - Alignment and Spacing Bulleted text is normally aligned to the left. This places all of the points neatly underneath each other. The slide title is usually centred. This makes it stand out from the other text. Text alignment can be altered on the Slide Master, which means it alters all of the slides, or on individual slides. Line spacing can also be changed on the Slide Master. 1. The Slide Master should still be open. At the moment the title text is centred and the bulleted text is left aligned. Click on the title text. 2. Look at the alignment buttons on the toolbar. The Center button is selected,. 3. Click Align Left button,, to see the difference. 4. Centre the title text again. 5. Click on the first bullet. Once again view the alignment buttons. The Align Left button is selected,. 6. Click on the Align Center button,, to see the difference. 7. This does not look as good as it did originally. Change the bullet alignment back to Left. 8. With the Master text styles still selected, select Format Line Spacing. 9. Change the Line spacing to 1.25 Lines. 10. Click OK and leave the presentation open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

27 Exercise 20 - Formatting Bullets Text in a list is usually bulleted; the type, colour and size of the bullet can be changed. Bullets can also be selected from a grid containing hundreds of options. These are known as Character Bullets. You saw how to quickly change a bullet in Exercise 8 - this exercise shows how to access many more bullet styles. 1. On the Slide Master, click on the text Click to edit Master text styles. 2. Select Format Bullets and Numbering and click the Customize button to display a grid of symbols which may be used as bullets. 3. Click the drop down arrow at the right of the Font box and scroll up and down the list. 4. Select Wingdings. Many picture bullets are now displayed. Use the scroll bars to view them all. 5. Choose the aeroplane bullet from the fourth row. 6. Click OK, then OK again. 7. Repeat the process to apply the aeroplane bullet to the second level text. 8. Close the Slide Master. 9. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

28 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 21 - Automatic Numbering Guidelines Lists can be numbered automatically in PowerPoint. 1. Using the presentation Adventure, select Slide 7 and insert a new slide. 2. Choose the Title and 2-Column Text layout. 3. Enter the title Thrill Seekers Optional Extras. 4. Click in the text column on the left. 5. Select Format Bullets and Numbering and select the Numbered tab in the dialog box. 6. Select the a) b) c) option. 7. Click OK. 8. Enter the text Holiday Insurance. As soon as text entry is started, a) appears as a bullet. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

29 Exercise 21 - Continued 9. Press <Enter>. 10. On the second line, enter the text Medical Insurance, then press <Enter>. A bullet point of b) is applied. 11. On the next line enter the text Transport between venues, which will have a bullet point of c). 12. Click in the column at the right and select Format Bullets and Numbering. 13. From the Numbered tab, select the i, ii, iii option and click OK. 14. Enter the following list (the appropriate bullet values will be automatically applied): Snowboard Hire Emergency Parachute Lion Repellent Note: The Slide Master bullets have not been changed, but on this slide the default settings have been overwritten. 15. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

30 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 22 - Find and Replace Data Rather than finding and editing text manually, PowerPoint, like many other applications has a replace option, making the process much quicker. This allows specified text to be replaced. Replace has an option to find and replace each occurrence individually or to Replace All occurrences. 1. In Normal View, view Slide 1. The holiday company has decided to change its name. 2. Select Edit Replace. 3. In the Find what box enter Thrill. In the Replace with box enter Danger. 4. Select Find Next. The first occurrence of the word Thrill is highlighted. 5. Choose to Replace this occurrence. The highlight goes immediately to the next occurrence of the word. 6. Select Replace to replace this final occurrence within the presentation. 7. At the prompt click OK. 8. Close the Replace dialog box. 9. Save the presentation using the same name and close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

31 Exercise 23 - Revision 1. Open the presentation Induction, created in Exercise Create three new Title and Text slides after Slide Import the text from the file welcome.txt, using the text file to indicate where the copied text is to go. 4. View Slide 5 Health and Safety. 5. Cut the bullet Staff facilities and paste it to make it the first bullet. 6. On the Master Slide, change the title text to Perpetua (or any other serif font) and change its colour to a mid blue, using More Colors. 7. Change the line spacing of the Master text styles to 1.25 Lines. 8. Change the character of the level 2 bullet on the Master Slide to a character of your choice. 9. In Normal View, replace the text training with instruction for all occurrences except the last one: Training needs assessment on Slide Some text (on Slides 2, 4 and 5) will now have an inappropriate case set by the find and replace action. Correct the relevant instances. 11. Save the presentation and close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

32 Emyr Brown Ysgol BrynTeg PowerPoint Help Section 4 PowerPoint Objects By the end of this Section you should be able to: Insert and Format an Organisation Chart Insert Clip Art and Pictures from File Move and Resize Objects Crop Pictures Delete Pictures Insert a Table Align Data using Tables and Tabs Insert and Format a Chart CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

33 Exercise 24 - Organisation Charts Slides in a presentation are composed of various objects which, although easy to insert, can result in an impressive show. When creating a company presentation, it can be a good idea to insert an organisation chart to demonstrate the company s structure. A slide containing a chart can easily be created. Note: A prompt for the Office XP CD may appear during this exercise. 1. Open the Adventure presentation (or Adventure Data2 if you haven t completed the previous section). 2. View the last slide, Optional Extras, in Normal View, and click New Slide. 3. From the Slide Layout Task Pane, scroll down and find the layout with the Organization Chart, slide.. Click the layout to apply it to the selected 4. Add the slide title Our Staff. 5. Double click where indicated to display the Diagram Gallery box. Look at the diagrams available then select the first option, the Organization Chart, and click OK. Close the Task Pane to give the display more room. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

34 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 24 - Continued Note: Drag the Organization Chart Toolbar away if necessary. 6. Click in the top box, type Brian Brown, press <Enter> and type Director. 7. Click in the left of the three boxes and enter Joanne Malone on the first line and Tour Manager on the second line. 8. Make the middle box Katharine Deacon, Travel Co-ordinator and the last box Jean Barker, Office Manager. 9. Joanne Malone, the Tour Manager, has two members of staff who work for her: Click on the box for Joanne Malone, then click the arrow on the Insert Shape button on the Organization Chart Toolbar. 10. Click the Subordinate button to create a box linked to Joanne s. Click in the new box and enter Andrew Wilson, Customer Service Officer. 11. Add another subordinate to Joanne Malone named Michael Jones, Customer Service Officer 12. Jean Barker has a subordinate named Lyndsay Lightfoot, Office Clerk and an assistant: Neera Singh, Accounts. Use the Subordinate button and the Assistant button to create their boxes, then complete their details. 13. Click on the slide away from the chart to see how it will appear. It should have a similar layout to that shown below. 14. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

35 Exercise 25 - Formatting Organisation Charts Organisation charts can be formatted to change colours, fonts, etc. 1. Make sure you are viewing the organisation chart slide in Normal View. 2. Click on the chart (not in a box) to select it. The chart will be enclosed by a diagonally shaded border,, when selected. Note: If an individual box is selected,, text changes will apply to that box only. If no box is selected then text changes will apply to all boxes. 3. Make sure no boxes are selected and select Format Font from the Menu Bar. 4. From the Font dialog box, select the Times New Roman font, the Bold Font Style, and a font Size of 14. Select a Dark Blue for the Color. 5. Click OK. 6. To format boxes (not the text) they must be selected. Select all boxes, by clicking the top box (Brian Brown) and selecting Select Branch from the Organization Chart Toolbar. Note: Another way to select several boxes is to drag a rectangle on the slide, which encloses all the required boxes. Boxes must be completely enclosed to be selected. Check that all the required boxes have circular handles to indicate they are selected. 7. With all boxes selected, use the Fill Color button,, on the Drawing Toolbar to select a pale grey colour. Click OK to apply the colour to all boxes. 8. Leave the presentation open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

36 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 26 - Inserting Clip Art Clip Art is a vast store of pictures, available within all Microsoft Office products. Clip Art can be added to individual slides or to the Slide Master, in which case it will appear on all slides. The Clip Gallery Task Pane contains graphics sorted into categories, so the appropriate clip can be found quickly. Note: Because of the large number of graphics included with Office XP, some of them are stored on the CD. If graphics used in the following exercises are unavailable, either insert the CD, or replace the specified graphic with an alternative. 1. Select the last slide of the Adventure presentation in Normal View, and add a new slide with the default layout. 2. Add the title Clip Art then click in the main text area. 3. Select Insert Picture ClipArt. The Insert Clip Art Task Pane appears. Note: The Insert Clip Art button, display the Task Pane., from the Drawing toolbar can also be used to 4. Clip Art can be searched for items with a certain theme. Type nature in the Search text: box. 5. Click the Search button and after a short delay a list of Clip Art images for this category will be displayed in the Task Pane. 6. Use the scroll bar at the right to locate a picture of a tiger, or any other image. 7. Click on the required image to insert it onto the slide. 8. Close the Insert Clip Art Task Pane. 9. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

37 Exercise 27 - Moving and Resizing Objects When an object, e.g. a chart or picture is added to a slide it may not be in the correct position or be of the correct size, so can be moved and resized. The technique used is the same whether the object is added to the Slide Master or to an individual slide. 1. The Clip Art slide of the Adventure presentation should still be open in Normal View. The inserted image should have eight circular white handles around it to indicate that it can be manipulated. If it does not, click once on the image and they will appear. 2. To move the object, click in the middle of it, the cursor changes to a four way arrow,, and while holding down the mouse button, move it around the screen. The object will be positioned wherever the mouse button is released. 3. Practise doing this, then move the object to the centre of the slide. 4. The handles can be used to resize the picture. Move the cursor over the handles. When moving over a corner handle the cursor changes to a diagonal double headed arrow, e.g.. 5. When one of these handles is clicked and dragged, it will resize the object proportionally. Click on the top left handle and drag up and left. The image is made larger, but remains in proportion. Note: The handles in the centre of the object edges are used less often because they resize the object in one direction only and therefore distort the shape. 6. Switch to Slide Master View and select Insert Picture Clip Art. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

38 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 27 - Continued 7. Search for sport images in the Task Pane and select a suitable small image, the safety helmet for example. Click to insert it. 8. Enlarge the image slightly and move it to the lower left corner of the slide. 9. Because this image will appear on every slide there is a chance it will obscure data. To avoid this, it can be made much less conspicuous. Right click on the image and select from the shortcut menu. Note: Alternatively, Format Picture can be used to display the same dialog box. 10. On the Picture tab of the Format Picture dialog box, click the drop down arrow at the right of Color under Image Control. 11. Select Washout. 12. Click OK and close the Slide Master View. The image is now fainter on the slides and will always appear behind any other objects. Look through the slides to see the changes. 13. Close the Insert Clip Art Task Pane. 14. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

39 Exercise 28 - Cropping a Picture Clip Art or any other images, can be edited by cropping (hiding some of the picture). 1. Display the Clip Art slide in Normal View and make sure the tiger image is selected. 2. If the Picture toolbar is not visible, select View Toolbars Picture. Note: If the Picture toolbar is floating, the grey Title Bar can be used to drag it out of the way. 3. Click the Crop button, on the Picture toolbar. The handles around the image change. 4. Click and drag any of these cropping handles inwards over the picture and then release the mouse button. The picture will now be cropped. 5. Use different handles to crop the picture into the desired form. If using the tiger picture above, try to end with a picture of just the tiger s head. 6. Click away from the picture to remove the cropping handles. The new picture can be moved and resized like any other. 7. With the image selected, click Reset Picture,, from the Picture toolbar to restore the picture to its original form. 8. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

40 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 29 - Inserting a Picture from File Being able to insert a picture from file means that you are not reliant on the Clip Art provided by Microsoft. Pictures or logos saved in various formats can be added to slides. 1. View slide 3, Free Fall Parachuting. 2. In Normal View, select Insert Picture From File. The Insert Picture dialog box appears. 3. Make sure the Look in box shows the location of the CiA files. Select the file freefall. If the Views option is set to Preview, the dialog box will look like this. 4. Click. The picture is inserted on the slide. 5. The image will probably cause the layout of the slide to be altered. Click the Smart Tag,, next to the inserted object and select Undo Automatic Layout from the list of options to return the slide to its original layout. 6. Drag the picture to the lower right of the slide and resize it until it is about twice its original size. 7. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

41 Exercise 30 - Deleting a Picture If a picture is not required, it is a simple process to delete it. 1. On Slide 4, insert the picture file snowboarding. Move and resize the image as appropriate and remember to use Undo Automatic Layout from the Smart Tag drop down menu. 2. On Slide 5, insert the raft picture. 3. Insert the safari picture on Slide 6 and the earlybird picture on Slide Move and resize all of these new pictures until you are happy with the appearance of the slides. 5. View Slide 5 in Normal View. 6. The Sales and Marketing team have decided they do not like the graphic. Select it. 7. To delete it, press <Delete>. Note: If the Undo Automatic Layout option was not applied earlier, the slide will be left with an empty image box on the right of the slide. To remove this select Format Slide Layout and click on the Title and Text layout in the Task Pane. 8. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

42 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 31 - Inserting a Table Tables can be formatted within PowerPoint, rather than being imported from another application such as Word. Tables can be a useful tool for aligning data in multiple column lists. 1. View slide 8, Optional Extras, in Normal View. 2. Insert a new slide, based on the Title and Table layout, near the bottom of the list. 3. Double click on the icon to display the Insert Table dialog box. Note: Alternatively, select Insert Table on any blank slide to display the same box. 4. From the dialog box, select 3 columns by 7 rows and then click OK. A table appears on the slide. If the Tables and Borders toolbar is not displayed, select View Toolbars Tables and Borders. 5. Enter the slide title Costs. 6. Enter the data below into the table, using the <Tab> key to move from cell to cell. Ignore the oversized text at this stage, it will be corrected in the next step. 7. Change the size of all text in the table to 18pt. To select all the text in the table click on the edge of the table or select Table Select Table from the Tables and Borders toolbar. Note: It is possible to resize any cells by clicking and dragging the margins. 8. Click and drag to select only the text on the top row. Make it bold. 9. Leave the presentation open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

43 Exercise 32 - Aligning Data with Tabs/Tables As you have seen, tables make it easy to line up data in columns. Text can be aligned to the left, right or centre of a cell. However, if you want to align data precisely in a text box, tabs must be used. The alignment options are the same as in a table, but additionally text can be aligned with a decimal tab, for lists of currency for example. 1. Using the table from the previous exercise, click and drag to select the top row. 2. Click the Center alignment button,. 3. Leave all the other text left aligned. 4. Insert a new slide with the Title and Text layout directly after the current slide and enter the title Holiday Costs. 5. In Click to add text enter Prices start from: and press <Enter>. 6. Demote the next bullet to second level and enter text as follows: Parachuting press <Tab> press <Enter> Snowboarding press <Tab> press <Enter> Rafting press <Tab> press <Enter> Safari press <Tab> press <Enter> Do not worry if the text does not appear to be lined up at this stage, you are now to set the tab. 7. If the ruler is not displayed, select View Ruler. 8. Click the Tab button,, at the left of the ruler until the decimal tab,, is displayed. 9. Click anywhere within the second level bullets and click once on the ruler at 12cm to set the decimal tab. 10. Notice how the prices are aligned by the decimal point. Note: Left,, right,, and centre,, tabs can be set in the same way. 11. Save the presentation and leave it open. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

44 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 33 - Inserting Charts A chart can be inserted on to a slide to display data in a more attractive way. The relevant information is entered into a datasheet and is then converted into a chart. 1. View the Walking Safaris slide (6) and create a new slide based on the Title and Chart layout, at the bottom of the list, with the title Accidents during previous year. 2. Double click on the chart icon to add a chart. 3. The sample datasheet is visible on the screen. In the datasheet, click on the word East and type Not treated. Underneath, replace West with Treated and North with Hospitalised. 4. Replace the other text and figures as in the diagram below: Note: A column chart is created in this exercise. If you have to create a pie chart, the positioning of data is important. The categories must go along the top, not at the left, and the figures must be beneath them. 5. Close the Datasheet and click on the Chart area, then select Chart Chart Type. The Chart Type dialog box appears. It displays lots of different chart templates. 6. From the Standard Types tab, click on each Chart type in turn. A list of each Chart sub-type is displayed on the right. Preview the chart by selecting a sub-type and holding down. 7. Select the Clustered Column sub-type (top left) of the Column chart. Click OK. 8. Click at the edge of the slide, to place the chart on to the slide. 9. Double click on the chart to edit the data. 10. Change the Hospitalised figures for Parachuting from 0 to Close the datasheet. 12. Save the presentation and leave it open for the next exercise. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

45 Exercise 34 - Formatting Charts Fonts and colours of all parts of a chart can be changed. 1. Double clicking on any part of the chart displays the formatting dialog box for that area. Double click on the Plot Area (not on a gridline) to display the Format Plot Area dialog box. If the Datasheet is displayed, close it and double click again. Note: Holding the cursor over different areas of the chart will display a ToolTip which will identify the particular area. 2. Change the colour of the plot area to pale yellow by clicking on the yellow square (ensure that the None option is not selected). 3. Click OK to apply the colour. 4. Change the colour of the Hospitalised columns (Data Series), by double clicking on one of them to display the Format Data Series dialog box. Note: An alternative method of editing is to right click on the object, then select Format... from the shortcut menu. 5. Change the area colour to red, then click OK. continued over CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

46 Emyr Brown Ysgol BrynTeg PowerPoint Help Exercise 34 - Continued 6. Double click the horizontal Category Axis to display the Format Axis dialog box. 7. Select the Font tab and change the font to Times New Roman and the Font Style to Bold Italic. 8. Select the Alignment tab and align the text at 45 degrees.. Click OK. 9. Double click on the legend at the right of the chart and select the Font tab. 10. Change the font to Times New Roman and make it bold. 11. Format the Chart Area colour with pale green. 12. It is also possible to show values on the columns themselves. With the chart selected, select Chart Chart Options. 13. On the Data Labels tab select the Value option. Value Axis Legend Category Axis 14. Select the Legend tab. To hide the legend, click on the Show legend box to remove the check. 15. Click OK. 16. The chart actually looked better as it was originally. Select Chart Chart Options and remove Value from Data Labels. 17. Replace the legend and click OK. 18. Save the presentation and close it. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009

47 Exercise 35 - Revision 1. Open the presentation Induction, saved in Exercise 23 and insert an Organisation Chart slide after Slide Give the slide the title Company Structure and complete the chart using the structure below. Create your own names and positions if required. 3. Change the colour of all text in the chart to dark blue and the boxes to light blue. 4. Insert a suitable graphic from Clip Art on Slide Insert a new slide with the Table layout after Slide 2 Company Structure and give it the title Company Performance. 6. Create the following table. Column headers are Arial, 28pt, bold and centred, row headers are Arial, 24pt, bold and Left Aligned, data is Arial, 24pt, and Centred. 7. Create a new slide with a Chart Layout after Slide 3 Company Performance and give it the title Bright Future. 8. Create a clustered column chart on the new slide, using data from the slide 3 table in the datasheet. 9. Format the chart with any colours and fonts to make it more attractive. 10. Save and close the presentation. CiA Training Ltd Emyr Brown Ysgol BrynTeg 2009