Tips and Tricks How to Use PowerPoint. Helpful Tips and Tricks for Using PowerPoint

Transcription

1 Tips and Tricks How to Use PowerPoint Helpful Tips and Tricks for Using PowerPoint

2 Contents 2 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

3 The User Interface The PowerPoint Application Window 3 The Application Window When you launch the program, you are taken to the PowerPoint application window. This contains both PowerPoint-specific elements and standard Windows elements. File button Ribbon tabs Minimize, Restore Down/Maximize, and Close buttons Ribbon Quick access toolbar Group Outline, Miniature View, Slide Sorter Slide pane Separators View icons Notes pane Zoom slider control Depending on the selected installation of PowerPoint and any settings that have already been changed in PowerPoint, the application window can differ from the figure shown here. Note Only the basic functions and icons are displayed by default in your PowerPoint application window. If icons or toolbars you need are not displayed, you can add them to your PowerPoint application window yourself. For more information, see Section 2 - Editing and Customizing the Toolbars (slide ).

4 The User Interface The PowerPoint Application Window 4 General Screen Elements Title bar Minimize button The title bar contains the name of the program and presentation as well as the standard Windows buttons Minimize, Restore Down/Maximize, and Close. Minimizes the application window to the Windows taskbar. Full-, Partial Screen Display You use these buttons to switch between the full-screen display and a smaller window. Close button Closes the window or program. Ribbon Display Options Here you can automatically blend out the ribbon display out and tabs and commands are shown Scroll bar You use this element to scroll within presentations. Overview of PowerPoint-Specific Screen Elements (/2) Slide pane Office button You can edit the slide in this area. The slide is displayed here exactly as it will appear later on when it is presented or printed. You can use the File button to access the basic commands for creating, saving and printing files. Quick access toolbar Ribbon Notes pane Here you can quickly perform frequently used commands by clicking the relevant icon. The selection of commands shown in the quick access toolbar can be customised individually (see also Setting Up the Quick Access Toolbar on page ). Almost all of the program commands can be accessed via the ribbon. The ribbon is divided into various tabs, each containing the most important commands for performing a certain task. You use this area to enter notes for your presentation. These notes do not appear on the slide. You can display the notes pane using the separators (see page 3.

5 The User Interface The PowerPoint Application Window 5 Overview of PowerPoint-Specific Screen Elements (2/2) Tabs In this clipping either the miniature slide view or the slide sorter view is shown You can change from one view to the other with the window control Normal With the tab Slide Sorter you get an overview of the number of slides of a presentation as well as an overview of designs and layouts The Miniature View is the folded Slide View The Outline 2 tab displays all text information of a presentation at a glance. This tab is therefore particularly useful for text and outline editing. You activate the relevant tab y clicking it Slide Sorter 2 Outline Status bar Here you receive the following details Slide 5 of 85: Current slide with indication of total number English (United Kingdom): As dictionary language English is selected If spelling errors were detected View icons These icons allow you to switch quickly between the different views. You can switch to the most suitable view for the area of the presentation you want to edit. The Normal View is activated by default. Normal View Slide Sorter View Reading View Slide Show (from current slide) or ShiftF5 Separators Zoom slider control Note You can drag the vertical and horizontal separators to resize the notes pane and tab pages pane or display them if they are hidden. By pulling the zoom slide control to the left or right, you can increase or decrease the size of the slide view. By clicking the icon, you adjust the slide to the current window. You can define general program settings of PowerPoint in the PowerPoint Options dialog box. The settings you specify here will apply to all of your future sessions in PowerPoint. You open the dialog box by clicking the Office button and then selecting the PowerPoint Options button that appears.

6 The User Interface Using the Menus 6 Using the Ribbon The ribbon offers you access to most of the commands in PowerPoint, which you can call via the elements there, for example, using the icons (or pushbuttons/command buttons). The ribbon Ribbon tabs of the multifunction band Group The ribbon comprises various tabs, which contain the most important commands for certain tasks. For example, the elements contained on the Slide Show tab enable you to define the appearance or sequence of slides in a slide show. The elements on a tab are arranged in groups, which provide the commands for performing a certain task. Many groups have the icon, which helps you to open a dialog box containing further commands. For some special activities, for example, when editing charts, PowerPoint uses context tools, which provide additional tabs 2 on the right-hand side of the ribbon. 2 The Chart Tools Tab

7 The User Interface Using the Menus 7 Examples of context menus For example, if you use the right-hand mouse button to click an icon in the ribbon, you can add this icon to the quick access toolbar via the context menu that is displayed. Context Menu You open the context menu by clicking the righthand mouse button. Depending on the area of the application window or slide in which you click the right-hand mouse button, the context menu contains different commands that are relevant for the current selection. If you click an empty part of a slide using the right-hand mouse button, the context menu provides you with the most important commands that you can apply to this area. If you call the context menu in a placeholder, PowerPoint assembles the most important commands that you can apply to the content of this placeholder. The Mini toolbar is also displayed, via which various formatting commands can quickly be selected. For example, if you use the right-hand mouse button to click an object or image, a context menu also appears with further commands from which to select. In addition on the right a menu with Text/Object/Picture will open, there you will find all other options Note Context menu: A menu that displays a list of commands related to a specific element. To display a context menu, click the element using the right-hand mouse button or press ShiftF0. On the right picture area a menu with all options available will open automatically

8 The User Interface Using the Menus 8 SmartTags Smart tags enable you to execute context-related commands quickly and control actions carried out automatically by PowerPoint. Smart tags appear automatically on the slide in the form of arrows that you can click to open a pull-down menu with context-related selection options. Icon Name Function AutoCorrect Options If PowerPoint has made automatic corrections to the text, you can use this smart tag to accept or reject the corrections. When you place the cursor on the word that has been changed, a blue rectangle is displayed under the word that has been corrected automatically. When you place the cursor on the rectangle, the smart tag 2 appears. 2 Paste Options This smart tag appears as soon as you insert a copied or moved graphic or text on a slide. You can use the smart tag to define the settings, e.g. formatting, to be applied to the object to be inserted. AutoFit Options If you enter more text than can be displayed in a text box on a slide, PowerPoint adjusts the font size automatically to fit the box. You can use the smart tag that appears after the text has been adjusted automatically to specify whether you want to accept the change. This function is deactivated in the KSB-Template Note Smart tags are visible on the screen only and do not appear on the printout.

9 The User Interface Using the Menus 9 Using Dialog Boxes You can confirm settings that you have made in a dialog box by choosing Apply or Apply to All. The dialog box then closes. To close the dialog box without changing the settings, choose Cancel or press the Esc key. Control field Tab Input field Radio button Settings are applied to the current slide only Settings are applied to all slides

10 Contents 0 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

11 2 Editing and Customizing the Toolbars Customizing the Quick Access Toolbar You can customize the quick access toolbar to meet your individual requirements by adding new elements (e.g. icons or buttons) or removing existing elements from the toolbar. Adding Elements from Tabs to the Quick Access Toolbar On the relevant tab, use the right-hand mouse button to click the element that you wish to include on the quick access toolbar. Select the Add to Quick Access Toolbar context menu item. The element is added on the right-hand side of the quick access toolbar. Adding Elements to the Quick Access Toolbar Click the quick access toolbar with the right-hand mouse button and select the Customize Quick Access Toolbar context menu item. The PowerPoint Options dialog box opens if the Customize category is activated. Quick access toolbar The ruler is activated under View. Some elements, such as the Quick Print icon, can also be added to the quick access toolbar by clicking the arrow next to the toolbar and selecting the required element in the dropdown list. Note When additional tabs are displayed in the ribbon, the quick access toolbar is shortened. You can avoid this by relocating the quick access toolbar below the ribbon. This enables you to use the full width of the ribbon. To do this, click the quick access toolbar with the right-hand mouse button and select Show Quick Access Toolbar Below the Ribbon in the context menu.

12 2 Editing and Customizing the Toolbars 2 Customizing the Quick Access Toolbar 2 On the left of the screen (or wish to remove). Click Add or Remove. select the commands that you wish to have for quick access The selected commands appear on the right of the screen 2. You can use the arrows Click Ok. to change the order of the commands. Removing Existing Elements from the Quick Access Toolbar Click the relevant element with the right-hand mouse button and select the Remove from Quick Access Toolbar context menu item.

13 2 Working with Slides 3 Inserting slides Method Select the Home tab and, in the Slides group, click the area containing the New Slide icon. or Shortcut: CtrlM Inserting slides Method 2 On the left of the application window, switch to the Slides tab if this has not been set, click in the outline view to normal slide Click the tab pane with the right-hand mouse button between two slides and call the New Slide context menu item or Insertion position for the new slide 2 Use the left-hand mouse button to click the tab pane below the slide after which you wish to add the new slide 2. A flashing line is displayed to indicate the insertion position of the new slide. Confirm this by pressing Return. The new slide is created at the insertion position.

14 2 Working with Slides Inserting Slides Method 3 Choose View Presentation Views Slide Sorter or the icon 2 Select the slide(s) that you want to copy. 3 Click the right-hand mouse button to open the context menu. Choose Copy. Click the position in the presentation to which you want to copy the slide. A flashing line is displayed to indicate the insertion position. Choose Paste from the context menu or Shortcut: CtrlC (copy) and CtrlV (paste) Tip You may need to adjust the slide layout and/or design.

15 2 Working with Slides 5 Option : Moving and Copying Slides on the Slides Tab Method Navigate to the Slides tab page. If the tab page pane is hidden, you can display it by choosing the icon. 2 Option : To move the slide, drag it to the required position with the left-hand mouse button held down or, if you want to copy the slide, press the Ctrl key while dragging the slide. 2 Insertion position Option 2: The insertion position is indicated by a line. When you release the mouse button, the slide is inserted at the new position. or 3 Option 2: Press and hold the right-hand mouse button and drag the miniature slide that you want to move or copy to the required position. Insertion position 3 4 The insertion position is indicated by a line. 4 Release the mouse button, open the context menu, and choose Move or Copy.

16 2 Working with Slides 6 Moving and Copying Slides Using the Slide Sorter View Method 2 Choose the icon under the Slides tab page to switch to the Slide Sorter view. Option : 2 Insertion position 2 Option : To move the slide, drag it to the required position with the left-hand mouse button held down or, if you want to copy the slide, press the Ctrl key while dragging the slide. The insertion position is indicated by a line. When you release the mouse button, the slide is inserted at the new position. or Option 2: 4 Insertion position 3 3 Option 2: Press and hold the right-hand mouse button and drag the miniature slide that you want to move or copy to the required position. The insertion position is indicated by a line. 4 Release the mouse button, open the context menu, and choose Move or Copy.

17 2 Working with Slides 7 2 Moving Slides on the Outline Tab Page Method 3 Navigate to the Outline tab page. If the tab page pane is hidden, you can display it by choosing the icon. Select the title of the slide that you want to move by 2 clicking on the box next to the slide number With the mouse button held down, drag the slide icon to the new position. While you are dragging the slide, a horizontal line indicates the position at which the slide will be inserted if you release the mouse button. Tip In order to switch from Slide View to Slide Sorter View press Tip Tip Shortcuts: Ctrl C (Copy) Ctrl X (Cut) Ctrl V (Paste) These functions can also be carried out by clicking the icons on the Home tab, in the Clipboard group. Moving, Cutting, and Copying Slides Using the Shortcuts Method 4 Select the slide that you want to cut, move or copy and insert it at the required position. You can do this on the Slides and Outline tabs or in the Slide Sorter View.

18 2 Inserting Icons and Special Characters Inserting Special Characters The text box must be active. Position the cursor at the required insertion position in the text and, on the Insert tab, in the Text group, click the icon. 2 You can use the Font dropdown list to choose the font for which the special characters are to be displayed. 3 Copy the special character to the text by doubleclicking it or clicking it once and then choosing Insert. Choose Cancel to hide the dialog box. Tip For quicker access, you can add the icon to the quick access toolbar. If other icons you need are not shown, refer to the description of how to display them in Section 3 Editing and Customising the Toolbars (page ).

19 2 Working with AutoShapes 9 Basic Drawing Method On the Insert tab, in the Illustrations group, click the Shapes icon icon for the drawing object you require. The cursor changes to a crosshair symbol. and select the Click the slide to insert the object you selected and resize it as required by dragging it. When you release the mouse button, the object appears as selected, i.e. its corners are marked with white circles (handles). The Format tab, which provides you with various functions for editing drawing objects, is also displayed. Pivot Handle You will also find the Shapes icon on the Home tab, in the Drawing group.

20 2 Working with AutoShapes 20 Overview of AutoShapes Icon Name Comment Example Draw a square/ rectangle Draw an oval/ circle Draw a line If you drag the mouse diagonally, a rectangle is inserted. If you press the Shift key at the same time, a square is inserted. If you drag the mouse diagonally, an oval is inserted. If you press the Shift key at the same time, a circle is inserted. If you drag the mouse, a straight line is inserted. If you press the Shift key at the same time, you can draw horizontal, vertical, or 45 lines. Drag Drag Draw a zigzag line (choose freeform) Place the cursor at the required starting position Without pressing the mouse button, move the cursor to the position at which the line is to change direction, and click. Repeat this procedure as often as required. End the zigzag line with a double-click. 2 If you press and hold the Shift key, you can draw horizontal, vertical, or 45 lines. You can delete the last part of the zigzag line by pressing the Backspace key as long as you have not completed the drawing Draw a polygon (choose freeform) Proceed as described for the zigzag line, but complete the polygon by clicking the start position. Draw free hand Other geometric objects If you press and hold the mouse button when dragging the cursor, the cursor is displayed as a pen and you can draw the lines freehand. To create an enclosed freehand drawing, drag the cursor back to the start position of the line. The subfolder of the AutoShapes toolbar contains many other geometric shapes, arrows, stars and banners, interactive buttons, and so on. Here too, you can create even (geometric) objects by pressing and holding the Shift key.

21 2 Working with AutoShapes 2 The shape of drawing objects (AutoShapes) can be changed retroactively. Select the required AutoShape. Format tab (or additional Drawing Tools tab that appears), Insert Shapes group, Edit Shape icon, Change Shape icon. Select new AutoShape and click to replace the old one.

22 2 Connectors 22 Creating Connectors Choose AutoShapes Lines. Three types of connectors are available for connecting objects: straight, elbow, and curved. Explanation Insert two objects (in example below, two rectangles). Choose a connector under AutoShapes Lines. Place the cursor at the position on the object (here: rectangle) at which the connector is to start. Connection points are displayed at both ends of a connector; additional connection points are marked by small circles when the cursor is moved over a shape. Connection points are shown in red. These show the points at which a connector can be linked to a shape. Click the first required connection point, place the cursor over the other object, and click the second connection point (in the point) 2. Connectors that have been connected are displayed with red circles. 2 Red: point for connecting the connectors to AutoShapes You can also subsequently change straight connectors to curved or elbow connectors. To do this, click a connector using the righthand mouse button and choose the required connector. Tip Benefits: Connectors are always centered. When you move the AutoShapes, the connectors also move automatically.

23 2 Editable Points 23 Black: handles for changing the freeform Working with Editable Points On the Home tab, in the Drawing, Lines group, you can create a freeform. Click the freeform. Choose Edit Points or the icon. Click one of the small black points using the right-hand mouse button. You can edit the points using the context menu. Extended context menu when editing freeforms If the editable points of the freeform are activated, click the right-hand mouse button again on the edges and points of the freeform. Different context menus appear depending on where you click.

24 2 Basic Functions for Editing Objects 24 Selecting Objects One object Several objects Click the required object using the mouse. Press and hold the Shift key or Ctrl key and click the required objects one after the other or Place the cursor in an empty part of your slide and drag an activation frame around the required objects. All objects that are completely within the frame are selected when you release the mouse button. Activation frame All objects on a slide Make sure that the cursor is not in a text box. Home tab, Editing group, Select icon. Click the right-hand downward arrow and select accordingly. Alternatively: CtrlA Deselect objects Click an empty part of the slide or press the Esc key. If several objects are selected, you can also deselect individual objects. To do this, press and hold the Shift or Ctrl key and click the objects you want to deselect. Deleting, Cutting, Moving and Copying Objects Cut out of the clipboard Select the object and, on the Home tab, call the Clipboard group. Use the Cut icon to cut out the object (alternatively: CtrlX). Copy to the clipboard Paste from the clipboard Delete Move Copy Home tab, Clipboard group. Use the Copy icon Home tab, Clipboard group. Use the Paste (alternatively: CtrlV). After clicking the lower part the object. Select the object and press the Del key. icon (alternatively: CtrlC). Use the mouse to drag the object to the new position. If you want to move the object directly horizontally or vertically, press and hold the Shift key when you drag the object. Press and hold the Ctrl key and drag the object to the required position. 2, you are provided with special options for pasting 2

25 2 Basic Functions for Editing Objects 25 Duplicating Objects By choosing the CtrlD key combination, you can create copies (duplicates) of a selected object and at the same time insert them at a specific angle to, and distance from, each other. You define the angle and distance between the duplicates using the first duplicate, which you can move to any position you require. Maintain the selection of the first duplicate and repeat the key combination as often as you like until the required number of duplicates has been achieved. Ctrl D Position the copy Five more times Ctrl D Alternatively, you can also duplicate selected objects via the Home tab, Clipboard group, Paste Duplicate icon. Overview of the Key Combinations When Moving and Copying Objects Copy to the clipboard Cut to the clipboard Paste from the clipboard Ctrl C Ctrl X Ctrl V Duplicate Move in one direction only Copy in one direction only Move outside the grid Copy outside the grid Copy (same effect as the right-hand mouse button) Ctrl D Shift Left-click Shift Right-click Alt Left-click Alt Right-click Ctrl Left-click

26 2 Basic Functions for Editing Objects 26 (Figure shows the alternative via the context menu.) Grouping Objects Select the objects that you want to group together. On the Format tab, in the Arrange group, click the Group icon and select the Group entry. The object group is then selected with eight handles. Alternatively: Click the right-hand mouse button to call the Grouping context menu. Tip An alternative for grouping: select objects, Home tab, Drawing group, Arrange Group Objects Ungrouping Objects 2 To do this, select the object group, and on the Format tab, in the Arrange group, click the Group icon and select the Ungroup entry. 2 3 Regrouping Objects 3 Select an object that previously belonged to a group. On the Format tab, in the Arrange group, click the Group icon and select the Regroup entry.

27 2 Basic Functions for Editing Objects 27 Changing the Size and Shape of Objects Resizing objects Changing the height and width uniformly Place the cursor on a handle until it is displayed as a double arrow. If you want to change the height and width at the same time, choose a corner handle. Drag the handle while holding down the left-hand mouse button until the object is the required size. While you are dragging the handle, the cursor is displayed as a cross. Press and hold the Shift key while dragging a corner handle. Changing the object uniformly from the centre point Press and hold the Ctrl key while dragging a corner or midpoint handle to resize the object in all directions or vertically or horizontally only. If you want to resize the object uniformly from the centre point, press Ctrl Shift when dragging the corner handle. Changing the length of a line Drag a handle of the line to the required position. If you want to retain the position of the line, press and hold the Shift key while dragging the handle. Defining the precise object size Double-click the object and, on the Format tab, in the Size group, enter the required values in the Height or Width 2 input fields. 2 Changing the shape of an object with the correction handle You can vary or correct the basic shape of some drawing objects as well as the angle of a curve after it has been created. For example, you can define the degree of curvature on a rounded rectangle or change the size of the tip of an arrow. Such corrections can be made using the correction handles that appear when you select an object that can be changed in this way. Select the object whose shape you wish to correct. Use the cursor to pull the correction handle until the object has achieved the required shape. Correction handle

28 2 Basic Functions for Editing Objects 28 Adding Fills to Objects Select the object and click the arrow of the icon. KSB user-defined colors! New: Eyedropper Choose the color you require. When using the new Pipette Tool you can navigate over the slide and pick up the color anywhere on the slide Editing Object Borders 2 Select the object and click the icon to change the color of the line. 3 Click the arrow of the icon to select the line weight. 4 Click the arrow of the icon to select the dash style. 5 Creating Arrows You can add one or two arrows to curves, zigzag lines, freeform lines, and straight lines. 5 In the menu of the icon that opens, select the type of arrow you require.

29 2 Basic Functions for Editing Objects 29 Formatting Objects with Quick Style Objects can be assigned specified formatting using Quick Styles. The formatting of the relevant Quick Style depends on the design being used. Select the object and, on the Format tab, in the Shape Styles group, click the icon. Select the required style in the dropdown list that appears. Tip You will also find the Quick Styles on the Home tab, in the Drawing group (Quick Styles button). To make an object stand out in 3-D, you can assign various shape effects to it: Shadow 2 Reflection 3 Glow 4 Soft Edges 5 Bevel 6 3-D Rotation Note Assigning Shape Effects to an Object Select the object. On the Format tab, in the Shape Styles group, click the Shape Effects button. Select a shape effect in the dropdown list that appears, e.g. Shadow. Then select the required effect variant in the subsequent dropdown list. Use these formatting tools sparingly as they do not always fit in with the KSB corporate design.

30 2 Basic Functions for Editing Objects 30 Rotating or Flipping Objects Through a Specific Angle Select the object or group of objects that are to be rotated and, on the Format tab, in the Arrange group, click the relevant icon Rotate. In the dropdown list, select the entry that describes how you wish to rotate the object. Rotate right 90 Flip vertical Pivot 2 Free Rotate Select the object or object group that you want to rotate freely. 2 Place the cursor on the green pivot until the cursor changes shape and drag the pivot in the required direction. To rotate the object in intervals of 5 degrees, press and hold the Shift key while dragging the pivot.

31 2 Basic Functions for Editing Objects 3 On the Format tab, under the Drawing tools, you will find the commands described below in the Arrange group by moving the cursor over the Align entry. Align Left Align Objects Center Align Right Align Top Align Objects Middle Align Bottom The selected objects are aligned on the left edge of the object nearest to the left. The selected objects are aligned centrally on an imaginary vertical axis. The selected objects are aligned on the right edge of the object nearest to the right. The selected objects are aligned on the top edge of the object nearest to the top. The selected objects are aligned centrally on an imaginary horizontal axis. The selected objects are aligned on the bottom edge of the object nearest to the bottom. Aligning, Distributing and Centering Objects When creating slides, objects must constantly be repositioned. Working with the commands Align, Distribute and Align Center ensures that you position objects exactly on the same axis or distribute them at an even distance from one another. It is recommended that you work with these commands in order to create slides efficiently and accurately. Distribute Horizontally Distribute Vertically The selected objects are distributed horizontally at equal distances from one another. The selected objects are distributed vertically at equal distances from one another. On the Format tab, under the Drawing tools, you will find the commands described below in the Arrange group. Here you can arrange objects directly in the foreground or background by clicking the relevant button. To move an object gradually to the front or back, click the arrow of the relevant button and select the appropriate command. Bring to Front Send to Back Bring Forward Send Backward Moves the selected object right to the front. It covers all other elements. Moves the selected object right to the back. It thus forms the basis of the stack. Allows the selected object to be brought gradually to the front. Allows the selected object to be sent gradually to the back. Tip Foreground and Background When moving objects, objects sometimes end up overlapping each other. Whether an object is then towards the front or back depends on the order in which the objects were created. The object created first is always furthest to the back. You can change this order as desired. You can add all the icons mentioned here to the quick access toolbar to enable quicker access.

32 2 Basic Functions for Editing Objects 32 Select the object (object frame border) that has the required properties. Click the Pick Up Object Style icon. 2 Use the cursor to click the objects that should receive the required properties. Click the Apply Object Style icon. 3 The object has now adopted the required format. Adopted formats can transferred to several selected objects on a slide simultaneously. 2 3 The eyedropper function enables properties to be transferred quickly to other objects. The eyedropper function enables properties to be transferred quickly to other objects. The eyedropper function enables properties to be transferred quickly to other objects. Copying and Transferring Formats with the Eyedropper Function The eyedropper function enables properties to be transferred quickly to other object attributes. Object or text properties picked up by the eyedropper function remain in the cache until new format properties are picked up. This enables object or text properties to be quickly transferred to other objects on other slides. Tip The eyedropper icons are not included on the tab by default. You can add them to the quick access toolbar. Select the formatted shape. Then click the Format Painter button. A paintbrush then appears next to the cursor. Use this to click the shape to which the formatting should be assigned. The shape is then displayed with the new formatting and the cursor "loses" the function for transferring the format. To transfer the formatting to other objects, you must first pick up the style each time. However, this can be done more quickly by doubleclicking the Format Painter button. This permanently activates the Format Painter function and you can transfer the style picked up by the format painter to any number of objects by clicking them in succession. You cancel the permanent activation by pressing the Esc key. Transferring Formats To give individual texts or letters the same style, use the format painter. Like the eyedroppers, however, the format painter can transfer formats to objects and shapes. You will find the format painter on the Home tab, in the Clipboard group.

33 2 Basic Functions for Editing Objects 33 2 Objects with text Adding Text to Objects Select the object and simply enter text. 2 Alternatively: Select the object, click the right-hand mouse button, and choose Edit Text. You can move to a new line by pressing the Return key. Exit text input mode by pressing the Esc key or clicking an empty part of the slide. 2 If the text extends beyond the edges of the object, you can: Enlarge the object 2 Press and hold the Ctrl key and drag a handle until the object is of a suitable size. Adjust the object to fit the text Tip 3 4 You can also access the Text Box dialog box via the right-hand mouse button in the Format Shape context menu. 3 Select the object with the right mouse button and open the dialog box Format Shape (or tab Format, group Shape Styles, icon ), and choose from the Text Box Options the category Text Box the option Resize shape to fit text Wrap the text Proceed as under point 3, but in the Text Box 4 category, choose the Wrap text in shape option field.

34 2 Undoing Actions 34 Undoing the Previous Action Click in the toolbar for quick access to the symbol or Use the key combination CtrlZ. Undoing Several Actions Click the icon several times or use the key combination CtrlZ or Click the arrow next to the icon to open the dropdown list and select the number of actions that you wish to undo. Redoing Actions That Have Been Undone Click in the toolbar for quick access to the symbol or Use the key combination CtrlY. Tip The redo function is only available if you have not made an entry or executed a further command after undoing the action.

35 2 Useful Shortcuts 35 Preface Shortcuts are listed here to enable you to execute frequently used functions more quickly. PowerPoint's "hidden" shortcuts can be very useful as they save you from having to make long series of mouse clicks. It is nearly impossible, of course, to remember all shortcuts as and when you need them. Not all shortcuts will be of use to you. Some of the shortcuts will, nevertheless, make your work with PowerPoint easier. Classic examples are the functions of the Enter and Esc keys, which you can use to confirm or cancel a window function and close the window. Basic PowerPoint Keyboard Shortcuts Basic Editing Functions Cut (add to clipboard) Ctrl X Copy Ctrl C Paste copied content (from clipboard) Ctrl V Duplicate Undo Redo Cancel/close window without confirmation Repeat previous function Ctrl D Ctrl Z Ctrl Y Esc F4 Select all Ctrl A Find Find and replace text Show or hide grids and guides Copy formatting (colors, font size) Paste formatting (colors, font size) Ctrl F Ctrl Alt H F9 Ctrl Shift C Ctrl Shift V

36 2 Useful Shortcuts 36 PowerPoint Keyboard Shortcuts for Text Moving Within Text Open new presentation Ctrl N Open existing presentation Ctrl O Close current presentation Ctrl W or Save current presentation Ctrl F4 Ctrl S or Save under new name Print (open print dialog box) F2 Shift Ctrl P F2 or Quit or Ctrl Shift F2 Ctrl Q Alt F4 Insert new blank slide Strg M Insert new slide without dialog box Insert date Insert page number Insert time Ctrl M Alt Shift D Alt Shift P Alt Shift T Moving Texts ) Delete word to the left Delete letter to the right Delete word to the right ) The cursor must be in the text box (write mode) 2) BkSp = Backspace key Ctrl Entf Ctrl Entf BkSp 2)

37 2 Useful Shortcuts 37 PowerPoint Keyboard Shortcuts for Text Selecting Texts ) One character to the right One character to the left Shift Shift Go to start of (next) word Ctrl Shift Go to start of (previous) word Ctrl Shift Go to end of line Go to start of line Up one line from cursor position Down one line from cursor position Go to end of text Shift Shift Shift Shift Ctrl End Home Shift End Tip Some keyboards do not have the Home command in this case, use the Pos key. Go to start of text Ctrl Shift Home Select all words in text box) Ctrl A Select all words in text box) Select word Select paragraph F2 2x Double-click Triple-click Select from word to word Press and hold left-hand mouse button, drag, release Text Orientation Aligned left Aligned right Centered Justify (not used) Capitalization in Texts 2) WRITE TEXT IN CAPITAL LETTERS write text in lower case ) The cursor must be in the text box (write mode) 2) Applies to selected text only Ctrl Ctrl Ctrl Ctrl Shift Shift L R E J F3 F3 (Twice for lower case word), once for word with upper case initial letter

38 2 Useful Shortcuts 38 PowerPoint Keyboard Shortcuts for Text Text Design ) Apply or remove italics Ctrl Shift K Apply or remove bold typeface Ctrl Shift F Increase font size by one size Ctrl Shift. Decrease font size by one size Ctrl Shift, Apply or remove superscript Ctrl Shift Apply or remove subscript Ctrl Change font type (enter font name) Ctrl Shift F Display the dialog box for text formatting Ctrl T or Create hyperlink Ctrl Shift P Ctrl K Text Design 2) Promote a paragraph Alt Shift Demote a paragraph Alt Shift Move selected paragraphs up Alt Shift Move selected paragraphs down Display headings only 2) Expand text below a heading 2) Collapse text below a heading 2) Display all text and headings 2) Activate/deactivate text formatting 2) ) Applies to selected text only 2) These commands apply to the outline view only Alt Alt Alt Alt Alt Shift Shift Shift Shift - Shift A (key on numerical block on keyboard)

39 2 Useful Shortcuts 39 PowerPoint Keyboard Shortcuts for Objects and Text Editing Objects/Texts Group ) Ungroup Regroup Ctrl Ctrl Ctrl Shift G Shift H Shift J Enlarge/reduce the selected object entire slide (zoom 25, 33, 50, 66, 75, 00, 50, 200, 300, 400%) Ctrl - Scroll up/down Run spelling and grammar check F7 Selecting Objects/Texts Activate objects one after another Tab Activate objects one after another Shift Tab ) The headline (heading of the template) cannot be grouped together with another text box or object.

40 2 Useful Shortcuts 40 PowerPoint Keyboard Shortcuts for Window Functions PowerPoint Window Functions Switch to next PowerPoint presentation Ctrl F6 Switch to previous PowerPoint presentation Reduce presentation window Ctrl Shift F6 Ctrl F5 Enlarge PowerPoint window Ctrl F0 Help/search function in help text F Help for function selected Shift F Enlarge/reduce the selected object entire slide (zoom 25, 33, 50, 66, 75, 00, 50, 200, 300, 400%) Start slide show at first slide Ctrl F5 - Scroll up/down

41 2 Useful Shortcuts 4 PowerPoint Keyboard Shortcuts for Slide Shows (Automatic Slide Shows) Slide Show Commands (Effects) Black screen (on/off) White screen (on/off) Hide/show cursor and buttons Pause/restart slide show End slide show Show next slide if it is hidden Show with new timing Show with original timing Show by mouse click B W A S Esc H E O M or. or, Back to first slide Press and hold both mouse buttons for 2 seconds Change cursor to pen ) Ctrl P Change pen to cursor Ctrl A Hide cursor and button on current slide Ctrl H Always hide cursor and button Ctrl L Delete screen notes Ctrl E Call command menu List of commands for slide show 2) (click right-hand button) ) The markings you "draw" with the pen during the presentation cannot be printed, have no effect on the file that is stored, and are deleted when you switch to a different slide. 2) Available for every slide show F

42 2 Useful Shortcuts 42 PowerPoint Keyboard Shortcuts for Slide Shows Slide Show Commands (Navigation) Go to next slide (click left-hand button) or or or (next) N Enter Spacebar or or Back one slide BkSp or or or (previous) Start slide show at first slide Go to slide Go to first slide Go to last slide Slide no. P F5 Enter Home End ) The markings you "draw" with the pen during the presentation cannot be printed, have no effect on the file that is stored, and are deleted when you switch to a different slide. 2) Available for every slide show

43 2 Useful Key Combinations 43 Arial ~ Ctrl Alt "" Alt 050 Ø Alt 026 Alt 033 Alt 053 Alt 063 Alt 037 Alt 0247 ¼ Alt 088 º Alt 086 ¾ Alt 090 é Alt 0233 ê Alt 0234 ã Alt 0227 õ Alt 0245 û Alt 025 à Alt 0224 á Alt 0225 â Alt 0226 # # ½ Alt 089 Symbol Þ Alt 0222 Û Alt 029 Alt 063 ³ Ctrl Alt 3 å Alt 0229 â Alt 0226 Alt 09» Alt 087 Alt 065

44 Contents 44 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

45 3 Working with Text Inserting Text Boxes 45 2 Inserting Text On the Insert tab, in the Text group, select the Text Box icon. or 2 On the Home tab, in the Drawing group, select the text box from the default shapes. 2 3 Placeholder with text Handles Placeholder with text Placeholder with text Resizing Text Click the text. The text box frame and the cursor are displayed. Handles also appear along the text box frame. 2 Place the cursor on the required handle. The cursor is displayed as a double arrow. 3 Drag the frame to the required size while holding down the mouse button. A dotted line indicates the new size of the frame.

46 3 Working with Text Inserting Text Boxes 46 Text box has been deleted Reinserting Text Boxes If you delete a preformatted text block completely, you can reinsert it. To do so, on the Home tab, in the Slides group, select the Reset icon. 2 The text box is reinserted. 3 You have to reformat the tagline manually. 2 Intermediate slide 3

47 3 Working with Text Editing Text Boxes 47 Selecting Text Elements Using the Mouse You must select the relevant text before you can edit it, e.g. delete or overwrite it. One word Any text All text boxes / elements Double-click the word. You can select the entire sentence by triple-clicking it. Move the cursor to the beginning (or end) of the text section. Press and hold the left-hand mouse button and drag the cursor to the end (or start) of the text. Navigate to the required slide in the slide window and click an empty part of the slide. Switch to the Home tab if necessary. In the Editing group, click the Select button and choose the Select All entry. Alternatively: CtrlA Selecting Text Elements Using the Keyboard Place the cursor at the position as of which you want to select the text and press the required key combination. You can select neighboring characters, words, or paragraphs by pressing the key combination several times. One character to the right/left One word to the right/left Shift or Shift Ctrl Shift or Ctrl Shift Deleting Text Elements or Slides One text element One slide In the slide window or on the Outline tab page, select the word or text that you want to delete. Press the Del key. On the Outline tab page, click on the slide icon of the slide you want to delete. The slide text is selected. Choose Edit Delete Slide from the menu or Alternatively: Press the Del key and confirm the security prompt that appears by choosing Ok to delete the slide.

48 3 Working with Text Editing Text Boxes 48 Editing Text Cursor In the slide window, click the text you want to edit. The cursor (flashing line) appears in the text and the entire text is surrounded by the text box frame or Enter the required characters or text using the keyboard. Text box frame You can use the arrow keys to move the cursor within the text so that you can make further changes. Alternatively: Click a different position in the text. Delete character to the left of the cursor Delete character to the right of the cursor Press the Backspace key. Press the Del key. How do I correct typos or delete text?

49 3 Working with Text Special Text Entry Features 49 Automatic Formatting and Correction as You Type Examples of the AutoFormat function If you enter fractions, e.g. /2, PowerPoint changes them automatically to ½. If you enter a space before a hyphen, PowerPoint changes the hyphen to a dash. If you enter (e), this is automatically replaced with the euro sign. Only 2 /2 weeks - the Marathon series for (e) Only 2½ weeks the Marathon series for Special features of the AutoFormat function The AutoFormat function changes all and Internet addresses to hyperlinks automatically. The hyperlinks are displayed as blue underlined text that you can click to open the relevant Internet page or program. Short.Lisa@comy.com Short.Lisa@comy.com Examples of the AutoCorrect function If you enter two capital letters at the start of a word, these are corrected automatically. PowerPoint recognizes the end of a sentence when you enter a full stop and starts the next word with a capital letter. Frequently-made typos are also corrected. GRreat deal! we can offer you this excellant range for onyl (e) 25 each. Great deal! We can offer you this excellent range for only 25 each.

50 3 Working with Text Special Text Entry Features 50 Undoing Automatic Corrections If PowerPoint has made an automatic correction or changed the formatting and you do not want to accept this change, you can undo it easily using the AutoCorrect Options smart tag. Place the cursor on the word that was changed automatically. A small blue marking is displayed under the first letter of the word to indicate a smart tag. Place the cursor on this marking and click the smart tag that is displayed. Use the menu to specify whether you want to undo the correction once only deactivate it permanently 2. or GRreat deal! we can offer you this excellant range for onyl (e) 25 each. Great deal! We can offer you this excellent range for only 25 each. 2 Tip You can display the AutoCorrect Options smart tag repeatedly by clicking the marking so that you can make subsequent changes until you close the presentation. When you open the presentation again, the smart tag is no longer available.

51 3 Working with Text Options for Inserting Text 5 Defining Paste Options Using a Smart Tag If, for example, you have copied or moved text using the Windows clipboard, PowerPoint displays the Paste Options smart tag under the text you have inserted. Click the smart tag after you have inserted the text. In the pull-down menu displayed, choose option to retain its original formatting. Choose option of the text box. Choose option of the text. 2 3 if you want the text you have inserted if you want the text you have inserted to be adjusted to the formatting if you want the text you have inserted to be adjusted to the formatting Cursor position for text to be inserted Inserted text Text adjusted to the formatting 3 Computer Training for Kids 2 3 In the advanced PowerPoint Options window, the settings for inserting the text can be specified.

52 3 Working with Text Working with Bullet Points 52 Creating New Bullet Points Click the text box for bulleted text. Select all the text or one outline level only. Enter your text. The text is wrapped automatically at the end of a line. To create a new bullet point, press the Return key. When you create a new bullet point, it is automatically generated at the same level as the previous bullet point. Tip Important: If you want to delete level 0 only, select the entire line (including the final space) before deleting it. Like this and not like this

53 3 Working with Text Working with Bullet Points 53 Changing Outline Levels Place the cursor on the relevant bullet point. With the icons on the Home tab, in the Paragraph group, you can increase or decrease the indent level. Only the bullet points in the preformatted text boxes on the slides can be adjusted automatically to a higher or lower outline level. Tip For texts that you insert yourself using the icon, you have to reformat the bullet points manually. To do this, click the relevant line using the right-hand mouse button and choose Bullets or Numbering from the context menu or, on the Home tab, in the Paragraph group, choose. Adding a New Line Within a Paragraph (= Bullet Point) The text is normally wrapped automatically at the end of the line. If you want to create a new line yourself within a paragraph, press Shift Return. There is then less space between the lines than between the paragraphs.

54 3 Working with Text Working with Bullet Points 54 Changing Bulleted Lists to Numbered Lists You can select the bullet points by clicking the right-hand mouse button to open the context menu and selecting Bullets or Numbering or, on the Home tab, in the Paragraph group, select one of the icons. Select the paragraph for which you want to change the numbering. Open the Bullets and Numbering dialog box and navigate to the Numbered tab. Click the required format. You can use fields to 3 to define the size, color, and start of the numbering. Select Ok to confirm. 2 3

55 Contents 55 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

56 4 Charts 56 2 Opening Charts via the KSB Template Choose a chart template from the KSB template. Click Chart Tools and select tab Design and open the group Edit Data Here you have two options to Edit Data Edit Data (in PowerPoint). A small Edit Box opens on top above the graph 2 Edit Data in Excel 203. The datasheet is opened in Excel in a separate Window 2 As of the 2007 version, PowerPoint works directly together with Excel. You now enter the data directly in Excel (see 2 ). Tip Use the preformatted charts in the KSB template. The correct colors, font sizes, etc. are predefined here.

57 4 Charts 57 Legend label X-axis labels Values entered Y-axis with scale X-axis label Key

58 4 Charts 58 Chart Tools Menu Bar If the chart is activated, i.e. surrounded by a frame after being clicked, the additional Design and Format tabs are displayed, which help you to edit the chart in many different ways. If the chart is activated, when you move the cursor over the elements, a short description also appears below the cursor. Design tab Commands for the chart type, type of data presentation, chart layout and general color scheme Format tab Commands for details about individual chart elements, supplementary labels and commands for object editing Changing the Chart Type Select the chart that you wish to change. In the Chart Tools, on the Design tab, in the Type group, select the Change Chart Type icon. The Change Chart Type dialog box appears. The currently selected chart type and subtype are highlighted. Click the relevant chart type and the chart is then changed automatically.

59 4 Charts 59 Editing a Datasheet Working with Data In contrast to the previous Microsoft Graph application, you can now use the full convenience and functions of Excel when entering data. To be able to work with the data, the datasheet must be displayed (see below for this procedure). Showing/hiding the datasheet Design (Chart Tools) tab, Data group, Edit Data button Edit Data in Excel 203 Moving datasheet As with all windows, you can move, reduce or enlarge the datasheet by dragging the title bar. Selecting datasheet areas Inserting rows or columns Deleting an entire row/column Changing the width of a column Setting the optimal column width and row height A cell: Several cells: Click the required cell Click the first cell of the area to be selected and, keeping the left-hand mouse button pressed down, drag the cursor over the cell area. Click the row header. Click the column header. A row: A column: Full datasheet: Click the "Select All" field of the datasheet. Select the column or row headers by dragging the cursor over them. Using the right-hand mouse button, click in the selected column or row header area and call the Insert Cells context menu item. Click the row or column header to select the entire row or column. Press the Del key to delete the selected data. Alternatively: Using the cursor, Column header select the column or row and, Row header with the right-hand mouse button, click Delete Cells Place the cursor between the column headers and drag the column separator to the right or left with the mouse button held down. Cursor changes shape Double-click the right-hand boundary in the column header or the lower boundary in the row header. Alternatively: On the Home tab, in the Cells group, click the Format button and select the entry Autofit Column Width or Autofit Row Height.

60 4 Charts 60 Editing a Datasheet Working with Data Arranging data series in columns Sometimes it is necessary to switch data series in a datasheet (columns become rows and vice versa). In the Chart Tools, on the Design tab, in the Data group, the Switch Row/Column icon is available for this purpose. Excluding data Select the relevant row(s) or column(s) and call the Hide context menu item. Including data again To include data in the chart again that has been excluded, select the two columns or rows that are next to the hidden column(s) or row(s) and call the Show context menu item. or You can also change the datasheet area by pressing and holding the mouse button and dragging the green frame. The advantage of this is that the hidden data on the datasheet remains visible. Formatting numbers Select the cell area, which you want to assign the number format and open the box General and choose More Number Formats 2 Then select from the Menu Number in the category the type of Number format you need 3 Specify any other settings you may require in the remaining fields. General 3 2

61 4 Charts 6 Formatting and Editing Chart Elements Selecting chart elements Irrespective of the chart type you choose, you can customize the chart to your own requirements (formatting, labelling, moving, and so on). To do this, you must select the relevant elements: Click the group of elements with the cursor or To select an individual element, first click the group of elements and then the required element Selected group of elements Selected individual element Moving or resizing a chart or chart elements Axis labels, titles, data labels and legends can be moved using the cursor in the usual way. The actual chart or individual chart elements are resized by using the cursor to drag a handle on the selected element. When the cursor changes to a double arrow, drag the element to the required size. To change the size of an inserted chart object, special handles 2 appear once you select the chart object. Axle labels, legends, titles and data labels can be changed by altering the font size. Plot area handles Chart object handles Note: If you change the size of an element, the size of the other elements can be adapted automatically. Formatting that has previously been carried out may then no longer be available.

62 4 Charts 62 Formatting and Editing Chart Elements Deleting chart elements Select the element. Press the Del key. The selected element is deleted from the chart. If it was based on data on the datasheet (e.g. data series), the relevant information is retained on the datasheet. Formatting chart elements Select the graph element and edit it by using the standard PowerPoint commands in the group Font and Design Quick variant: Select element with the right mouse button, a menu with various editing options opens up Selecting a chart layout Switch to the Design tab. In the Chart Layouts group, click the Click the required layout icon. icon to display the list of all available layouts.

63 4 Charts 63 Adding labelling elements individually After opening tab Draft select the group Add Chart Element and select the needed entry To apply Axis Titles, click in the dropdown list and select which primary axis you want to label In the dropdown list that appears, select the position and options for labelling the axis. To apply data labels to the chart, click in the dropdown list and select the Data Labels button. Positioning and hiding the legend By using the dropdown menu Legend you can quickly change the position of the Legend or hide the Legend Creating additional elements You can also assign text boxes and arrows or other drawing objects to your chart. To do this, open the Insert tab and create the required object as usual. Formatting and changing text content You can change and format titles and labels as usual.

64 4 Charts 64 Formatting axes Select the element, which needs formatting with a double click and on the right edge a task area opens up There all formatting can be carried out All formatting discussed until now, can also be executed in the task area. You open the task area by double clicking and you navigate by single clicking to the area you need to work on, e.g., the axis, the numbers, etc. Displaying and hiding gridlines When clicking on the graph, automatically three buttons open up with those most formatting can be managed You can turn on and off the Gridlines using the top one Chart Elements Also, using the three buttons which open up automatically by clicking on the graph the following formatting can be done:

65 4 Charts 65 Compatibility with Earlier Versions If you open a presentation file created in an earlier version of PowerPoint in PowerPoint 203 without converting it, charts initially remain in the old format as an object as presentations from earlier versions are always opened in compatibility mode. Only when you double-click a chart, i.e. when you want to edit it, is a dialog box displayed that offers the two following selection options:. Convert the current chart (Convert button) 2. Convert all charts in the current presentation (Convert All button)

66 Contents 66 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

67 5 Pictures and Clip Arts 67 2 Insert Pictures Select under the tab Insert, the group Pictures, button Pictures 2 The window Insert Pictures opens up Now you can search for the path under which the pictures you bought, icons and graphs are located 3 Simply Paste and position those 3 4 Insert Screenshots 4 Select under the tab Insert, Group Pictures, the button Screenshot A window with the latest screenshots opens up Simply click them and insert them All pictures and graphs, which will be shown in the presentation, have to be purchased respectively a license agreement has to be followed. This also applies to digital Commons- Indexes as e.g., Wikipedia!

68 5 Pictures and Clip Arts 68 Editing inserted Pictures When you select a picture or a Clip Art, the additional Picture Tools above the Format tab tab appears Here you can edit pictures and Clip Arts in a variety of ways Resizing and Cropping Photos Enlarge/ Reduce Crop To scale the picture proportionally, drag one of the corner handles in the required direction. If you use one of the side handles, you will distort the image. or On the Format tab, in the group Size enter the required height or width in the entry fields, to adjust proportions On the Format tab, in the Size group, click the Crop button. The cursor changes its shape to and the appearance of the handles changes. Hide the unwanted areas of the image by dragging the handles. Deactivate the function by pressing the Esc button or by clicking the Crop button again. In the dropdown menu you find additional tools for picture editing Crop to shape: The picture is pasted proportionally into a selected form Fill: The whole picture is inserted in the clipping without deforming Fit: The clipping is filled completely by the picture and parts of the picture are being cut off, so it will not deform

69 5 Pictures and Clip Arts 69 Formatting pictures and clip arts In the Picture Styles group on the Format tab, there are various predefined formatting options for you to use. Use readymade picture styles Select a predefined picture format template Insert border around picture Click the Picture Border button. Select a color for the border and define the line weight and type using the entries under Weight and Dashes. Insert picture effects Click the Picture Effects button. In the dropdown list that appears, move the cursor over the required effect category (e.g. Soft Edges). Then select an effect from the list that then appears. Insert picture layout Select multiple pictures Click on the button Picture Layout A list appears, here select a Form in which the pictures will be inserted

70 5 Pictures and Clip Arts 70 Formatting pictures and clip arts In the Adjust group on the Format tab, there are various predefined formatting options for you to use Sharpen/Soften and Brightness/Contrast adjustment Confirm in the group Adjust the button Corrections and select the best Picture color adjustment 2 2 Confirm in the group Adjust the button color. Here you are able to select color Saturation, color Tone. Using Recolor the picture is automatically adjusted to the color scheme of the template Set transparent color 3 You can use this icon to make a photo with a colored background transparent. Example logo: 3 Reset picture Using Reset Picture, the original format of the picture is restored, but the size is maintained. All other changes will be reset Using Reset Picture & Size, the original format of the pictures is restored and all other changes will be reset. Tipp 4 The icon is not included on the tab by default. You can add it to the quick access toolbar. If other icons you need are not shown, refer to the description of how to display them in Section 3 Editing and Customizing the Toolbars (page ). 4

71 5 Pictures and Clip Arts 7 Compressing Pictures PowerPoint presentations often become very large due to pictures, photos and images being inserted. You can compress pictures in a presentation to save memory space or to use them for sending by . To compress only certain pictures, select one or more of them and, on the Format tab, in the Adjust group, click the Compress Pictures button. Activate in the now shown window Compression Options the control button When the control button is deactivated all existing pictures in the presentation will be compressed Activate the control button 2 saving, if cropped areas of pictures should be deleted when Under Target Output the compression adjustments are being set Select in area 3, for which medium the presentation is being used, in order to set the size of the compression Confirm with the button Ok. 2 3

72 Contents 72 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

73 6 Tables Creating and Editing Tables On the Insert tab, in the Tables group, click the Table icon to generate an Specify the number of columns and rows. 2 An automated table is generated When a table is clicked and activated, an additional Table Tools tab appears on the Format tab. 3 In turn, this contains two additional tabs for table formatting and editing: Design and Layout Table Tools Design tab 4 Table Tools Layout tab 5

74 6 Tables 74 Changing the Appearance of a Table Design Tab Options for the table format Note: Banded columns and banded rows: Every other (odd) row or column is highlighted in color (the rows and columns are not linked to one another). Table styles A table style (or quick style) is a combination of various formatting options, including color combinations, which are derived from the theme colors of the presentation. Edit table With theme colors With or without borders Shadows, reflections, etc. Create table Draw table Remove border lines Border weight and color

75 6 Tables 75 Changing the Appearance of a Table Layout Tab Delete Merge Cell Size Arrange Merge cells Split cells Specify fixed column and row size Rotate, group, arrange, align table Equal alignment of columns and rows Rows & Columns Insert rows and columns in a table at the relevant places. Alignment Alignment of texts in tables Entry of margins for cell borders Select

76 6 Tables 76 When, Arial, 4 pt, white What Arial, 4 pt, black KSB Tables No outer border. Only use lines as horizontal/vertical separators. Fill the table header using KSB blue. Outer edge (no border) Line (grey RGB 2, 2, 2 and width 3/4 pt) Colored fill in table header only (KSB blue, white text, bold)

77 Contents 77 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

78 7 Slide Shows 78 Starting the Slide Show On the Slide Show tab, in the Start Slide Show group, select the From Beginning icon. or Shortcut: F5 The slide show starts with the title slide. The slide could be framed in black, depending on screen size and slide size Starting the Slide Show from the Current Slide Choose the icon in the lower left-hand corner of the screen. Alternatively: ShiftF5 The current slide is displayed on the screen. Required Action Show next slide Show previous slide Procedure Return or Page down key or Spacebar or N Alternatively: Click the current slide with the left-hand mouse button. Backspace or Page up key or P Controlling the Progress of the Slide Show Open a slide show. Show a specific slide Enter the number of the required slide and confirm by pressing Return. End slide show Esc key or

79 7 Slide Shows Slide Show Icons If you move the cursor to the lower, left-hand side of the screen during the slide show, the slide show icons are displayed. When you click one of the 6 icons, a corresponding context menu opens. You can also use this menu to switch from slide to slide. 2 Clicking the Help menu item enables you to display an overview that shows which keyboard commands are available for controlling slide shows. 3 In the context menu, with the pen, you can write on the slides and cross out or mark elements during the slide show. When you close the slide show, PowerPoint asks you whether you want to keep or discard the entries you made with the pen.

80 7 Slide Shows 80 Setting the Resolution in PowerPoint On the Slide Show tab, in the Set Up group, click the Set Up Show icon. You can choose the resolution under Slide Show Resolution. Screen settings can be made via Slide Show Resolution to optimize the display of the presentation. If you use the Current Resolution setting, the presentation is normally displayed optimally. If problems occur, you can resolve them by customizing the resolution. Note If the presentation is still distorted, you can set the resolution by choosing Desktop Screen Resolution or Start Settings Display Screen Resolution. Setting the Projector Format One some projectors, you can also adjust the resolution and format by choosing Menu Picture Resolution. Note Some projectors allow you to choose the format (4:3 or 6:9). You must also select a suitable resolution in the Set Up Show dialog box.

81 Contents 8 The User Interface The PowerPoint Application Window Using the Menus Editing and Customizing the Toolbars Working with Slides Inserting Icons and Special Characters Working with AutoShapes Connectors Editable Points Basic Functions for Editing Objects Undoing Actions Useful Shortcuts Useful Key Combinations Working with Text Inserting Text Boxes Editing Text Boxes Special Text Entry Features Options for Inserting Text Working with Bullet Points Charts Pictures and Clip Arts Tables Slide Shows Printing Tips for Creating Presentations

82 8 Printing Printing the Presentation with Specific Settings Click the File button and select the Print menu Shortcut: CtrlP Select your settings in the dialog box that opens In the right window you find a printing preview, which you can start by confirming with OK 2 Using Print All Slides, you select the range to be printed 3 Using color, you select if you would like to print in color or black and white 4 You can make additional settings using Properties 5 Select Scale to fit paper checkbox if you want to print the slides

83 8 Printing 83 Text entered in the notes pane Printing Notes Pages Using Print Settings Full Page Slides you can select Notes Pages The slides are printed out much smaller with a lot of space for notes. You use this option to print the text that you entered in the notes pane. Notes page 2 Handout 2 Printing Handouts Using Print Settings Full Page Slides you can select Handouts The Handouts area becomes active. Here you can choose how many slides you want to print on each page and whether the order of the slides is to be Horizontal or Vertical. The slides are printed out much smaller with preprinted lines for writing notes by hand.