Module 4: Microsoft PowerPoint

Transcription

1 SUPPORT GUIDE Module 4: Microsoft PowerPoint ICT Literacy Programme: for teachers & school managers Continuing Professional Development Unit University of Namibia

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3 Copyright Copyright 2014 University of Namibia. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior permission of the publishers. Edited and Published by the Continuing Professional Development Unit University of Namibia, Windhoek Continuing Professional Development Unit University of Namibia Private Bag Pioneers Park Windhoek Namibia Tel: Fax: cpd@unam.na Website:

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5 Acknowledgements The Continuing Professional Development Unit wishes to thank those below for their contribution to this support guide: Victoria Hasheela Kauna Mufeti Kauna Mufeti Maria Ntinda James Mutuku Author(s) Content Editor(s) Instructional Designer Technical Care of Template Quality Control

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7 Module 4: Microsoft PowerPoint Contents About this support guide 1 How this support guide is structured... 1 Course overview 3 Welcome to Microsoft PowerPoint... 3 Microsoft PowerPoint is this course for you?... 3 Exit Learning Outcomes... 3 Time frame... 4 Study skills... 4 Need help? Getting around this support guide 6 Margin icons... 6 Unit 1 7 Introduction to PowerPoint... 7 Introduction... 7 Introduction to PowerPoint... 8 The PowerPoint Ribbon Creating a Blank Presentation Creating a New Presentation from a Template Saving a Presentation Reopening a Presentation with the same name Unit summary Unit 2 25 Text Basics Introduction Inserting Text Formatting Text Inserting a Symbol Inserting a Slide Number Changing Slides Layout Changing the font size Changing the font type Unit summary Unit 3 36 Formatting Text Introduction Aligning Text (Center, Left, Right)... 36

8 8 Contents Indents and Line Spacing Applying different colours to the text Adding Shadow and other effects to the text Lists (Numbering and Bullets) Changing Text Cases References Unit 4 59 Objects Basics Inserting a Picture Inserting a Textbox Inserting the Date Deleting a Slide Duplicating a Slide Moving a Slide Inserting a New Slide Inserting a Shape Resizing a Shape Inserting WordArt Inserting a Table Inserting a Header and a Footer References Unit 5 86 PowerPoint Keyboard Shortcuts Hiding Slides in PowerPoint Changing the Presentation Layout Applying a Design Theme Inserting a video from your file Embedding a YouTube Video into PowerPoint Adding Presenter s Notes Hiding the Ribbon Unit 6 98 Adding a Motion Path to an Object Applying audio effects to animated objects or text Automating a Presentation Adding a Gradient to the Shape Preparing PowerPoint as Handouts Creating a Hyperlink in the same presentation Creating a Hyperlink to a different presentation Creating a Hyperlink to a Website References

9 Module 4: Microsoft PowerPoint About this support guide Microsoft PowerPoint is the Fourth of Six ICT Literacy Modules for Teachers and School Managers produced by the Unit for Continuing Professional Development. All support guides produced by the Unit for Continuing Professional Development are structured in the same way, as outlined below. How this support guide is structured The course overview The course overview gives you a general introduction to the course. Information contained in the course overview will help you determine: If the course is suitable for you. What you will already need to know. What you can expect from the course. How much time you will need to invest to complete the course. The overview also provides guidance on: Study skills. Where to get help. Course assignments and assessments. Activity icons. Units. The course content We strongly recommend that you read the overview carefully before starting your study. The course is broken down into units. Each unit comprises: 1

10 2 About this support guide Introduction to PowerPoint Resources Your comments An introduction to the unit content. Unit outcomes. New terminology. Core content of the unit with a variety of learning activities. A unit summary. Assignments and/or assessments, as applicable. Answers to Assignment and/or assessment, as applicable For those interested in learning more on this subject, we provide you with a list of additional resources at the end of this support guide; these may be books, articles or web sites. After completing Module 4: Microsoft PowerPoint we would appreciate it if you would take a few moments to give us your feedback on any aspect of this course. Your feedback might include comments on: Course content and structure. Course reading materials and resources. Course assignments. Course assessments. Course duration. Course support (assigned tutors, technical help, etc.) Your constructive feedback will help us to improve and enhance this course.

11 Module 4: Microsoft PowerPoint Course overview Welcome to Module 4: Microsoft PowerPoint This the fourth of six Modules of the ICT Literacy Course. The Module includes lessons on Microsoft PowerPoint 2010, such as the introductory includes features that make learning easy and enjoyable, yet challenging for learners. Students are engaged with activities that range from simulations to case studies that challenge and sharpen problem-solving skills while gaining the hands-on practice needed to be successful when utilising Microsoft PowerPoint Module 4: Microsoft PowerPoint is this course for you? It is important that you have completed As long as you have a basic understanding of how to use any other Microsoft Office 2010 products e.g. Office, Access, etc. the mouse, and the keyboard, this module will help you get up and running with PowerPoint 2010 in no time. Exit Learning Outcomes The exit learning outcomes for this course are: Design effective slides for your class Discuss various presentation software and their features Exit Learning Outcomes Describe features of an effective presentation Know the Dos and Don ts of presentation 3

12 4 Course overview Introduction to PowerPoint Time frame The expected duration of this course is a period of 2 months. Recommended study time is 4 hours a day. How long? Study skills As an adult learner your approach to learning will be different to that from your school days: you will choose what you want to study, you will have professional and/or personal motivation for doing so and you will most likely be fitting your study activities around other professional or domestic responsibilities. Essentially you will be taking control of your learning environment. As a consequence, you will need to consider performance issues related to time management, goal setting, stress management, etc. Perhaps you will also need to reacquaint yourself in areas such as essay planning, coping with exams and using the web as a learning resource. Your most significant considerations will be time and space i.e. the time you dedicate to your learning and the environment in which you engage in that learning. We recommend that you take time now before starting your selfstudy to familiarize yourself with these issues. There are a number of excellent resources on the web. A few suggested links are: The How to study web site is dedicated to study skills resources. You will find links to study preparation (a list of nine essentials for a good study place), taking notes, strategies for reading text books, using reference sources, test anxiety. This is the web site of the Virginia Tech, Division of Student Affairs. You will find links to time scheduling (including a where does time go? link), a study skill checklist, basic concentration techniques, control of the study environment, note taking, how to read essays for analysis, memory skills ( remembering ). Another How to study web site with useful links to time management, efficient reading, questioning/listening/observing skills, getting the most out of doing ( hands-on learning), memory building, tips for staying motivated, developing a learning plan. The above links are our suggestions to start you on your way. At the time of writing these web links were active. If you want to look for more go to and type self-study basics, self-study tips, selfstudy skills or similar.

13 Module 4: Microsoft PowerPoint Need help? Victoria Hasheela, , Help For routine enquiries, please contact the Continuing Professional Development Unit at For further assistance you can go to your nearest Regional CPD Committee member. 5

14 6 Getting around this support guide Introduction to PowerPoint Getting around this support guide Margin icons While working through this support guide you will notice the frequent use of margin icons. These icons serve to signpost a particular piece of text, a new task or change in activity; they have been included to help you to find your way around this support guide.a complete icon set is shown below. We suggest that you familiarize yourself with the icons and their meaning before starting your study. Activity Assessment Assignment Case study Discussion Group activity Help Note it! Outcomes Reading Reflection Study skills Summary Terminology Time Tip Computer-Based Learning Audio Video Feedback Exit Learning Outcomes Basic Competence Answers to Assessments

15 Module 4: Microsoft PowerPoint Unit 1 Introduction to PowerPoint Introduction As long as you have a basic understanding of how to use Windows, the mouse, and the keyboard, this course will help you get up and running with PowerPoint 2010 in no time. With PowerPoint 2010, you can create, view, and present slide shows that combine text, shapes, pictures, graphs, animation, charts, videos, and much more. In this unit, you will be introduced to PowerPoint 2010, The PowerPoint 2010 Ribbon, Working with the Presentation, Creating a Blank Presentation, Creating a New Presentation from a Template, Saving a Presentation, and lastly Reopening a Presentation with the same name. Upon completion of this unit you should be able to: Create a blank presentation; Create a new presentation from a template; Outcomes Save a presentation; Prescribed Reading 7

16 8 Unit 1 Introduction to PowerPoint Terminology Ribbon: Presentation: Slides: Slide show: Icons and buttons across the top of the PowerPoint screen that meet all your navigational needs and provide access to the tools you need to create slides and presentations. Is a collection of slides, audience hand-outs, and speaker s notes all in one file. Are the individual pages or overhead transparencies of the presentation. Slides can have titles, text, charts, drawn objects and clip arts. They can be presented on a screen or as black-and-white transparencies or as colour overhead transparencies or 35mm slides. Is a group of slides organised in a specific order or with a specific choice of paths from one slide to the next. Introduction to PowerPoint Presentation software is a program designed for the production and display of computer text and graphics, usually for presentation to a group. It is intended primarily to replace the functions typically associated with a slide or an overhead projector. Besides presentation software, you will need additional hardware the data projector to project your presentations on a display surface (e.g. whiteboard, screen). MS PowerPoint comes in a variety of versions. Over the years the program has been updated, making it more powerful and easier to use. These course notes are based on MS PowerPoint Starting PowerPoint Depending on your version of Windows and other installed components, you can start PowerPoint in a variety of ways. The most common way is from the All Programs menu in Windows XP, Windows Vista, or Windows 7. You can place a shortcut on your Windows Desktop or Taskbar to start PowerPoint directly from your Desktop or the Taskbar if you find that easier. The PowerPoint Window Looking at the array of buttons, tabs, and panes can be very intimidating. Even though we re not going to tackle everything at once, I want to give you a solid foundation on which to build your understanding about this PowerPoint interface. To get started, you ll delve into these features: the title bar, the new File tab, the Quick Access toolbar, the Ribbon with its Tabs and Groups, Normal view, the status bar, and the View buttons. Let s jump right in and get acquainted with the title bar.

17 Module 4: Microsoft PowerPoint The Title Bar Typically, when you start a program (such as PowerPoint), the program opens into a rectangular window with a coloured title bar at the top. As shown in the example below, the PowerPoint window contains a coloured title bar. The colour of your title bar may vary depending on your version of Windows, the PowerPoint colour scheme, and your monitor settings. The title bar displays a set of buttons on the left. I ll explain those in a moment. In the middle, you can see the document name (presentation name) along with the application name Microsoft PowerPoint. And on the right is a set of buttons that you can use to minimize, restore, maximize, or close PowerPoint. Until you name your presentation, the name Presentation1 displays in the title bar. If you happen to create a second presentation before you close your PowerPoint session, the name Presentation2 displays in the title bar for that document. If you just opened PowerPoint, your title bar should display Presentation1 in the middle of the title bar, just like the above example. Let s talk about the buttons on the left side of the title bar now. The first button you see is the PowerPoint title bar icon. Clicking this icon opens a menu as shown below with options that let you move or change the size of the window or exit the program. The Quick Access Toolbar The Quick Access toolbar displays to the right of the PowerPoint icon on the title bar: 9

18 10 Unit 1 Introduction to PowerPoint This toolbar contains the Save, Undo, and Redo command buttons. In addition, there s a drop-down arrow option at the end of the toolbar called Customize Quick Access Toolbar, which I like because it allows you to customize the toolbar to add commonly used commands. Click the Customize Quick Access Toolbar drop-down arrow to display its options. Notice that the Save, Undo, and Redo commands have checks next to them. That means they re already displayed on the Quick Access toolbar. To add one of the commands in the menu to the Quick Access toolbar, just select the command. For my personal copy of PowerPoint 2010, I m going to customize the Quick Access toolbar by adding the New, Open, , Quick Print, Print Preview and Print, and Spelling commands. Feel free to customize your Quick Access Toolbar at any time throughout this course. The More Commands option (it s toward the bottom of the Customize Quick Access Toolbar menu) lets you add just about any other PowerPoint command to the toolbar. Show Below the Ribbon allows you to display the Quick Access toolbar below the Ribbon rather than above it on the title bar. This option is handy if a long filename is cluttering your title bar. Click the Customize Quick Access Toolbar drop-down arrow to close the toolbar s drop-down menu if it s open.

19 Module 4: Microsoft PowerPoint Finally, the right side of the title bar holds the Minimize, Maximize/Restore Down, and Close buttons. These are very common buttons on a title bar. You ve probably used the Close button to close an application such as PowerPoint. Minimize temporarily hides the window from your view. The button between Minimize and Close actually has two functions: Restore Down and Maximize. Use Maximize to resize the window so it fills all the screen space. Use Restore Down to restore the window to a smaller size so you can view multiple programs at the same time, or to move or resize the window. Another way to restore or maximize a window is to double-click the title bar. Try it! Then doubleclick again to see what happens. And yet another way to minimize, maximize, restore, resize, or move a window is with the PowerPoint icon on the leftmost side of the title bar. I did like you to open and close PowerPoint 2010 now, using the steps in the Activity below: Opening / Closing MS PowerPoint & Presentations To open MS PowerPoint: Activity 1. Click Start button on your Windows taskbar. 2. Move your mouse to select All Programs to open the All Programs menu 3. Next, select the Microsoft Office option on the All Programs menu, which will display the Microsoft Office submenu. 11

20 12 Unit 1 Introduction to PowerPoint 4. Move your mouse to the Microsoft PowerPoint 2010 option, and click once to start the PowerPoint program. The PowerPoint window displays in Normal view. Here s an example of what my PowerPoint window looks like. Yours may look slightly different.

21 Module 4: Microsoft PowerPoint If you ve used other versions of PowerPoint prior to PowerPoint 2007, you might be a little surprised at how different this window looks. Do not worry; I will spend some time explaining this new PowerPoint interface. If you re familiar with PowerPoint 2003, you might want to look at the Supplementary Material for a handy reference guide called Migrating to PowerPoint 2010 from PowerPoint To close MS PowerPoint: 1. Click File menu. 2. Click Close. The PowerPoint Ribbon If you ve used previous versions of PowerPoint prior to PowerPoint 2007, or any other program written for the Windows operating system, you might be asking yourself why Microsoft decided to change the Microsoft Office interface by replacing the menu and toolbars with the Ribbon. Microsoft believes that this interface is more intuitive. The company introduced the Ribbon with the release of Office 2007, and the PowerPoint 2010 Ribbon looks like PowerPoint 2007 with some enhancements. The Ribbon contains multiple tabs: File, Home, Insert, Design, Transitions, Animations, Slide Show, Review, and View each with several groups of commands. Some tabs, like "Drawing Tools" or "Table Tools," may appear only when you are working with certain items like images or tables. In addition, you can add your own customized tabs that contain your favourite commands. The Ribbon has the following tabs: 13

22 14 Unit 1 Introduction to PowerPoint Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon. These tabs are called Add-ins. Tip To Minimize and Maximize the Ribbon: The Ribbon is designed to be responsive to your current task and easy to use, but if you find it is taking up too much of your screen space, you can minimize it. 1. Click the arrow in the upper-right corner of the Ribbon to minimize it. 2. To maximize the Ribbon, click the arrow again. Tip When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the Ribbon will disappear again when you are not using it. To Customize the Ribbon: Activity You can customize the Ribbon by creating your own tabs that house your desired commands. Commands are always housed within a group, and you can create as many groups as you need to keep your tabs organized. In addition, you can even add commands to any of the default tabs, as long as you create a custom group within the tab. 1. Right-click the Ribbon and select Customize the Ribbon. A dialog box will appear.

23 Module 4: Microsoft PowerPoint 2. Click New Tab. A new tab will be created with a new group inside it. 3. Make sure the new group is selected. 4. Select a command from the list on the left, then click Add. You can also drag commands directly into a group. 5. When you are done adding commands, click OK. 15

24 16 Unit 1 Introduction to PowerPoint If you do not see the command you want, click on the Choose commands drop-down box and select All Commands. Tip Creating a Blank Presentation PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you'll need to create a new presentation. To Create a New, Blank Presentation: 1. Click the File tab. This takes you to Backstage view. Activity 2. Select New. 3. Select Blank presentation under Available Templates and Themes. It will be highlighted by default. 4. Click Create. A new, blank presentation appears in the PowerPoint window.

25 Module 4: Microsoft PowerPoint Tip To save time, you can create your presentation from an Office.com template, which you can also select under Available Templates and Themes. Or Press [Ctrl N] to quickly create a new, blank presentation. Creating a New Presentation from a Template PowerPoint presentations are all based on templates. These are starter documents that contain initial content for your presentation that can be amended as required, plus any default text that will not change. Many of the templates available are stored on the Microsoft Office website. To use a PowerPoint Template for the first time: 1. Click the File tab. Activity 2. Click New command on the left-hand side of the screen. 3. Choose the category you wish to create a template from e.g. Calendars or Flyers. 17

26 18 Unit 1 Introduction to PowerPoint 4. Choose the template you wish to use 5. Click on the Download button. The template will be downloaded and a new document created that is based on the template. Tip Recently used templates will be listed under Recent Templates in the New Presentation window, allowing you to create further presentations from the same template as required.

27 Module 4: Microsoft PowerPoint Saving a Presentation Are you saving for the first time? Do you need to share your presentation with someone who does not have PowerPoint 2010? Would you like to print handouts of your presentation? Do you need a printout that shows your notes with your slides? All of these things will affect how you save your PowerPoint presentations. In this lesson, you will learn how to use the Save and Save As commands, in addition to learning how to save in alternative file formats. Whenever you create a new presentation in PowerPoint, you'll need to know how to save it in order to access and edit it later. PowerPoint allows you to save your presentations in a number of ways. To Use the Save As Command: Activity Save As allows you to choose a name and location for your presentation. It's useful if you've first created a presentation or if you want to save a different version of a presentation while keeping the original. 1. Click the File tab. 2. Select Save As. 3. The Save As dialog box will appear. Select the location where you wish to save the presentation. 4. Enter a name for the presentation and click Save. 19

28 20 Unit 1 Introduction to PowerPoint Tip If you're using Windows 7, you'll usually want to save things to your Documents library, and in other versions of Windows you'll save them to the My Documents folder. To Use the Save Command: 1. Click the Save command on the Quick Access Toolbar. Activity 2. The presentation will be saved in its current location with the same file name. If you are saving for the first time and select Save, the Save As dialog box will appear. Tip

29 Module 4: Microsoft PowerPoint AutoRecover PowerPoint automatically saves your presentation to a temporary folder while you're working on them. If you forget to save your changes, or if PowerPoint crashes, you can recover the autosaved file. 1. Open a presentation that was previously closed without saving. 2. In Backstage view, click Info. 3. If there are autosaved versions of your file, they will appear under Versions. Click on the file to open it. 4. To save changes, click Restore and then click OK. 21

30 22 Unit 1 Introduction to PowerPoint Tip By default, PowerPoint autosaves every 10 minutes. If you are editing a presentation for less than 10 minutes, PowerPoint may not create an autosaved version. Save to Other File Formats - To Save As PowerPoint Presentation: You can share your presentation with anyone using PowerPoint 2010 or 2007, since they use the same file format. However, earlier versions of PowerPoint use a different file format, so if you want to share your presentation with someone using an earlier version of PowerPoint, you'll need to save it as a PowerPoint presentation. 1. Click the File tab. 2. Select Save As. 3. In the Save as type drop-down menu, select PowerPoint Presentation. 4. Select the location you wish to save the presentation. 5. Enter a name for the presentation and click Save. To Save as a Different File Type: If you would like to share your presentation with someone who does not have PowerPoint, you have several different file types to choose from. 1. Click the File tab. 2. Select Save & Send.

31 Module 4: Microsoft PowerPoint 3. Choose from three special File Types. 4. Create PDF/XPS Document: Saves the contents of your slide show as a document instead of a PowerPoint file. 5. Create a Video: Saves your presentation as a video that can be shared online, in an , or on a disc. 6. Package Presentation for CD: Saves your presentation in a folder along with the Microsoft PowerPoint Viewer, a special slide show player that anyone can download and use. Reopening a Presentation with the same name To Open an Existing Presentation: 1. Click the File tab. This takes you to Backstage view. 2. Select Open. The Open dialog box appears. 3. Select your desired presentation and then click Open. If you have opened the existing presentation recently, it may be 23

32 24 Unit 1 Introduction to PowerPoint easier to choose Recent from the File tab instead of Open to search for your presentation. Unit summary In this unit you learned how to create and save a presentation and how to reopen it using the same name. Summary

33 Module 4: Microsoft PowerPoint Unit 2 Text Basics Introduction It is important to know how to perform basic tasks with text when working in PowerPoint. In this lesson, you will learn the basics of working with text including how to insert, delete, and move text; how to work with text boxes; how to format text; and more. If you're new to Microsoft PowerPoint, you'll need to learn the basics of working with text so that you can add and arrange text on your slides. You'll need to know how to insert, delete, move, and format text, as well as how to use text boxes. Upon completion of this unit you should be able to: Insert text into a presentation; Change the font size and font text; Outcomes Apply different colours to the text; Adding shadows to the text; Change text cases; Inserting Text To Insert Text: 1. Click the placeholder or text box where you want to insert text. 2. The insertion point appears. 25

34 26 Unit 2 Text Basics 3. Type directly into the placeholder or text box. Tip Some placeholders automatically format your text in a bulleted list. This is because bulleted lists are so frequently used in PowerPoint. To remove the bullets, deselect the Bullets command in the Paragraph group on the Home tab.

35 Module 4: Microsoft PowerPoint Formatting Text To Select Text: 1. Place the insertion point next to the text you wish to select. 2. Click the mouse button, and, while holding it down, drag the mouse over the text. 3. Release the mouse. The text will be selected. A highlighted box will appear over the selected text. Tip When you select text in PowerPoint, a hover toolbar with formatting options appears. This makes formatting commands easily accessible, which may save you time. If the toolbar does not appear at first, try moving the mouse over the selection. 27

36 28 Unit 2 Text Basics To Copy and Paste Text: 1. Select the text you wish to copy. 2. Click the Copy command on the Home tab. You can also rightclick your selection and choose Copy. 3. Place your insertion point where you wish the text to appear. 4. Click the Paste command on the Home tab. The text will appear.

37 Module 4: Microsoft PowerPoint To Cut and Paste Text: 1. Select the text you wish to cut. 2. Click the Cut command on the Home tab. You can also rightclick your selection and choose Cut. 3. Place your insertion point where you wish the text to appear. 4. Click the Paste command on the Home tab. The text will reappear. Tip You can also cut, copy, and paste by right-clicking your slide and choosing the desired action from the drop-down menu. When you use this method to paste, you can choose from four options that determine how the text will be formatted: Use Destination Theme, Keep Source Formatting, Picture and Keep Text Only. You can hover the mouse over each icon to see what it will look like before you click it. 29

38 30 Unit 2 Text Basics To Drag and Drop Text: 1. Select the text you wish to copy. 2. Click, hold, and drag your mouse to the location where you want the text to appear. The cursor will have a rectangle under it to indicate that you are moving text. 3. Release the mouse button, and the text will appear.

39 Module 4: Microsoft PowerPoint If text does not appear in the exact location you wish, you can press the Enter key on your keyboard to move the text to a new line. Tip Find and Replace Find and Replace is another technique that can be used to edit text. Find and Replace allows you to search all of your slides for a specific word or phrase (for example, "English"), then replace it with another word or phrase (for example, "British"). Inserting a Symbol Click on the Insert Tab Under the Symbols pane, click on symbols A box containing different symbols pops up Click on the symbol you would like, and it will be inserted. In case your preferred symbol is not available, click on more symbols 31

40 32 Unit 2 Text Basics Inserting a Slide Number A box containing more symbols pops up. Select your preferred symbol Click OK. Go to the Insert Tab Under the Text Pane, select the page number Check the Slide number checkbox If you would like to insert the page number only on the current slide, click Apply

41 Module 4: Microsoft PowerPoint Changing Slides Layout Otherwise, if you would like to insert page numbers to all slides, click Apply to All. Click on the Home tab Click on Layout Changing the font size Select the layout you would like to use. The slide will turn into the preferred layout. To Change the Font Size: 1. Select the text you wish to modify. 2. Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu appears. 3. Move the mouse pointer over the various font sizes. A live preview of the font size will appear in the document. 33

42 34 Unit 2 Text Basics 4. Select the font size you wish to use. You can also use the Grow Font and Shrink Font commands to change the size. Tip Changing the font type To Change the Font: 1. Select the text you wish to modify. 2. Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down menu appears. 3. Move the mouse pointer over the various fonts. A live preview of the font will appear in the document.

43 Module 4: Microsoft PowerPoint 4. Select the font you wish to use. The font will change in the document. Unit summary In this unit you learned how to insert text into a presentation. You also learned how to format text and to change the font size, colour and type, as well as adding different effects to the text. Summary 35

44 36 Unit 3 Formatting Text Unit 3 Formatting Text Introduction In this lesson, you will learn the basics of formatting text and adding different colours to it. You will also learn how to put text into different text cases. Upon completion of this unit you should be able to: Outcomes Align Text to the Center, Left and Right Indents and Line Spacing Apply different colours to the text Add Shadow and other effects to the text Lists (Numbering and Bullets) Change Text Cases Aligning Text (Center, Left, Right) To Change the Horizontal Text Alignment: 1. Select the text you wish to modify. 2. Select one of the four alignment options from the Paragraph group on the Home tab. Align Text Left: Aligns all the selected text to the left margin. Center: Aligns text an equal distance from the left and right margins. Align Text Right: Aligns all the selected text to the right margin. Justify: Justified text is equal on both sides and lines up equally to the right and left margins. Many newspapers and magazines use full-justification.

45 Module 4: Microsoft PowerPoint The alignment commands align the text within the placeholder or text box it is in, not across the slide. Note it! To Change Vertical Text Alignment: 1. Select the text your wish to modify. 2. Click the Align Text command in the Paragraph group. A menu will appear. 3. Choose to align the text at the Top, Middle, or Bottom of the text box. 37

46 38 Unit 3 Formatting Text To Change Text Direction: 1. Select the text your wish to modify. 2. Click the Text Direction command in the Paragraph group. A menu will appear. 3. Choose for the direction of the text to be Horizontal, Rotated, or Stacked.

47 Module 4: Microsoft PowerPoint Indents and Line Spacing Indentation and line spacing are two important features that you can use to change the way text appears on a slide. Indentation can be used to visually set paragraphs apart from one another or to create multilevel lists, and line spacing can be adjusted to improve readability or to fit more lines on the slide. In this topic, you will learn how to indent text and modify the line spacing. Indentation is a useful tool for making your text more readable. When used in paragraphs, a first line indent helps to set the paragraphs apart from one another. When used in bulleted or numbered lists, indents can change the level of each line to form a multilevel list. Line spacing is another tool that you can use to control how the text looks on the slide. It can be used to improve readability or to fit more lines on the slide. To Indent Using the Tab Key: A quick way to indent is to use the Tab key. In a normal paragraph, this will create a first line indent, but if the paragraph is part of a bulleted or numbered list, the entire paragraph will be indented. 1. Place the insertion point at the very beginning of the paragraph 39

48 40 Unit 3 Formatting Text you wish to indent. 2. Press the Tab key. The paragraph will now be indented. To Use the Indent Commands: If you want to indent all of the lines in a paragraph, you can use the Indent commands on the Home tab. For lists, the Indent commands work the same way as the Tab key. 1. Select the text you wish to indent. 2. On the Home tab, click the Increase Indent command to increase the indent, or click the Decrease Indent command to decrease the indent. 3. The selected text will update to reflect the new indent.

49 Module 4: Microsoft PowerPoint Tip When you indent some of the lines in a bulleted or numbered list, it is called a multilevel list. Multilevel lists are useful if you want to create an outline or hierarchy. You may wish to choose a different bullet style for different levels of the list to make them stand out even more. Fine-tuning Indents Sometimes, you may wish to fine-tune the indents and tabs in your presentations. You can do this by adjusting the indent markers and tab stops on the ruler. By default, the Ruler is hidden, so you'll first need to show the Ruler. To Show the Ruler: 1. Select the View tab. 2. Click the Ruler check box in the Show/Hide group if it is not selected. The Ruler will appear. 41

50 42 Unit 3 Formatting Text Customizing Bullet Spacing In PowerPoint, you can adjust the space between a bullet in a list and the text by using the First Line Indent marker. The ability to increase and decrease the indentation gives you control over the lists you use in a presentation, and allow you to customise them to meet your needs. To Change the Bullet Spacing: 1. Select the lines that you want to change. 2. On the Ruler, drag the First Line Indent marker to the right or left. The bullet will move independently from the text. Line Spacing PowerPoint allows you to adjust the amount of space between each line in a paragraph. You can reduce the line spacing to fit more lines on a slide, or you can increase it to improve readability. PowerPoint may automatically change the font size when you adjust the line spacing, so increasing the line spacing too much may cause the text to be too small.

51 Module 4: Microsoft PowerPoint To Format Line Spacing: 1. Select the text you want to format. 2. Click the Line Spacing command in the Paragraph group on the Home tab. 3. Select the desired spacing option from the drop-down menu. Tip If you want to adjust the line spacing with even more precision, select Line Spacing Options from the drop-down menu. The Paragraph dialog box will open, allowing you to fine-tune the line spacing and also adjust the paragraph spacing, which is the amount of spacing that is added before and after each paragraph. 43

52 44 Unit 3 Formatting Text Applying different colours to the text To Change the Font Color: 1. Select the text you wish to modify. 2. Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears. 3. Move the mouse pointer over the various font colors. A live preview of the color will appear in the document. 4. Select the font color you wish to use. The font color will change in the document.

53 Module 4: Microsoft PowerPoint Tip Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the bottom of the list to access the Colors dialog box. Choose the color that you want and click OK. Adding Shadow and other effects to the text To Add or Modify Text Effects: 1. Select a text box, or select some text inside of the text box. The Format tab will appear. 2. Click the Format tab. 3. Click the Text Effects command in the WordArt Styles group. A drop-down menu will appear showing the different effect categories. 4. Hover over an effect category. A drop-down menu will appear. You can hover the mouse over the different presets to see a live preview. 45

54 46 Unit 3 Formatting Text 5. Select the desired effect preset. The effect will be applied to your text. If you want, you can combine several different effects. In the WordArt Styles group, you can also use the Text Fill and Text Outline drop-down boxes to modify the fill and outline color. Tip

55 Module 4: Microsoft PowerPoint Lists (Numbering and Bullets) In order to create effective PowerPoint presentations, it is important to make your slides easy for the audience to read. One of the most common ways of doing this is to format the text as a bulleted or numbered list. In this lesson, you will learn how to modify existing bullets, change the bullet style, switch to a numbered list, remove bullets and numbers, and select symbols as bullets. Modifying Lists By default, when you type text into a placeholder, a bullet will be placed at the beginning of each paragraph. This is called a bulleted list. If you want, you can modify a list by choosing a different bullet style, or by switching to a numbered list. To Modify the Bullet Style: 1. Select all the text in an existing list. 2. On the Home tab, click the Bullets drop-down arrow. A menu of bullet options will appear. 3. Hover over each menu option to display a live preview of the bullet on the slide. 47

56 48 Unit 3 Formatting Text 4. Select the desired bullet option. To Modify a Numbered List: 1. Select all the text in an existing list. 2. On the Home tab, click the Numbering drop-down arrow. A menu of numbering options will appear. 3. Hover over each menu option to display a live preview of the list on the slide.

57 Module 4: Microsoft PowerPoint 4. Select the desired numbering option. To Change the Starting Number: By default, numbered lists count from the number one. However, sometimes you may wish to start counting from a different number, for example if the list is a continuation from a previous slide. 1. Select an existing numbered list. 2. On the Home tab, click the Bullets drop-down arrow. 3. From the drop-down menu, select Bullets and Numbering. A dialog box will appear. 49

58 50 Unit 3 Formatting Text 4. In the Start At field, enter the desired starting number. 5. The list will update the numbering to begin with the new number.

59 Module 4: Microsoft PowerPoint Modifying the List's Appearance Whether you're using a bulleted or numbered list, you may want to change the appearance by adjusting the size and color of the bullets or numbers. This can make your list stand out better, and it can also help it match the appearance of your presentation. To Modify the Size and Colour: 1. Select an existing bulleted list. 2. On the Home tab, click the Bullets drop-down arrow. 3. From the drop-down menu, select Bullets and Numbering. A dialog box will appear. 4. Set the bullet size using the Size field. 51

60 52 Unit 3 Formatting Text 5. Click the Colour drop-down box and select a color. 6. Click OK. The list will update to show the new size and color. Customizing Bullets To Use a Picture as a Bullet: 1. Select an existing bulleted list. 2. On the Home tab, click the Bullets drop-down arrow. 3. From the drop-down menu, select Bullets and Numbering. A dialog box will appear. 4. Click Picture on the Bulleted tab. The Picture Bullet dialog box will appear.

61 Module 4: Microsoft PowerPoint 5. Select the desired picture and click OK. 53

62 54 Unit 3 Formatting Text 6. The list will update to show the new bullets. You can also click Import to use one of your own pictures as a bullet. Tip To Use a Symbol as a Bullet: 1. Select an existing bulleted list. 2. On the Home tab, click the Bullets drop-down arrow. 3. From the drop-down menu, select Bullets and Numbering. A dialog box will appear. 4. Click Customize on the Bulleted tab. The Symbol dialog box will appear 5. Click the Font drop-down box and select a font. The Wingdings and Symbol fonts are good choices as they have a large number of useful symbols.

63 Module 4: Microsoft PowerPoint 6. Select the desired symbol. 7. Click OK. The symbol will now appear as the selected bullet option in the Bullets and Numbering dialog box. 8. Click OK again to apply the symbol to the list in the document. Changing Text Cases Changing the Case: Rather than retyping the whole text again, you can use PowerPoint s Change Case option to quickly change the case of selected text on your slide. 1. Open any presentation 2. Select the text you want to change the case for. 55

64 56 Unit 3 Formatting Text 3. On the Home tab, click the Change Case button located under the Font group. 4. The Change Case drop-down gallery will open. 5. Within the Change Case drop-down gallery there are five options, which are explained below: Sentence case.: Capitalizes the first letter of the first word in the sentence, or bullet point. lowercase: Converts all characters to lowercase that are not already so. It does not do anything to numbers or symbols.

65 Module 4: Microsoft PowerPoint UPPERCASE: Converts all characters to uppercase that are not already so. Does not do anything to numbers or symbols. Capitalize Each Word: Also known as Title Case, this will capitalize the first letter of each word. TOGGLE CASE: Reverses the case of each letter of the selected text to the opposite of the current case. This is useful if the Caps Lock key was inadvertently left on while typing! 6. To change the text case, select the text. Tip Use the Shift+F3 keyboard shortcut to quickly toggle between the three most common selections when you wish to change case UPPERCASE, lowercase, and Sentence case. 7. PowerPoint 2010 offers two more options: Small Caps and All Caps. To access this dialog box, click the dialog launcher within the Font group, highlighted in blue in image on point 3, above. This opens the Font dialog box. 57

66 58 Unit 3 Formatting Text 8. Small Caps changes the entire selected text to smaller variations of capital letters other than the first character of a word, and All Caps is similar to the UPPERCASE option. References PowerPoint%202010%20Session%201.pdf

67 Module 4: Microsoft PowerPoint Unit 4 Objects Basics Upon completion of this unit you should be able to: Insert Objects; Delete Objects; Outcomes Duplicate Objects; Move Objects; Resize Objects; Inserting a Picture To Insert an Image From a File: 1. Select the Insert tab. 2. Click the Picture command in the Images group. The Insert Picture dialog box appears. 59

68 60 Unit 4 Formatting Text 3. Select the desired image file and click Insert. 4. The picture will appear in your slide.

69 Module 4: Microsoft PowerPoint You can also select the Insert Picture from File command in a placeholder to insert images. Tip Inserting a Textbox To Add a Text Box: Text boxes allow you to add to your current layout, so you can place text wherever you want on your slide. 1. From the Insert tab, click the Text Box command. 61

70 62 Unit 4 Formatting Text 2. Your cursor will turn into an upside-down cross. 3. Click, hold, and drag your mouse to draw a text box. A text box will appear.

71 Module 4: Microsoft PowerPoint Inserting the Date You can use Date and Time feature icon in MS PowerPoint Application to insert the current date and time in all slides. By inserting current date and time you can easily get the information of when the slides were actually created. 1. Open the PowerPoint slide in which you have to insert date and time. 2. Click on the Insert Tab under the Ribbon 3. Click on the Date & Time icon that you find in the Text category. 4. Header and Footer screen will open, with two tabs Slide tab and Notes and Handouts. 5. Click on the Slide tab and check the box labeled Date and Time. Click on the Radio Update Automatically or if you want to keep the date and time fixed, click on Fixed. 63

72 64 Unit 4 Formatting Text 6. Click on the Apply to All to apply the date and time to the slides. 7. All the Slides in the Presentation will have the date and time present at the Bottom of every slide.

73 Module 4: Microsoft PowerPoint Deleting a Slide 1. Select the slide you wish to delete. 2. Press the Delete or Backspace key on your keyboard. Duplicating a Slide An alternative to Copy and Paste, Duplicate copies the selected slide and, in one step, pastes it directly underneath. This feature does not allow you to choose the location of the copied slide (nor does it offer Paste Options for advanced users), so it is more convenient for quickly inserting similar slides. 1. Select the slide you wish to duplicate. 2. Click the New Slide command. 3. Choose Duplicate Selected Slides from drop-down menu. 65

74 66 Unit 4 Formatting Text 4. A copy of the selected slide appears underneath the original.

75 Module 4: Microsoft PowerPoint Moving a Slide 1. Select the slide you wish to move. 2. Click, hold, and drag your mouse to a new location. A horizontal insertion point will mark the location. 67

76 68 Unit 4 Formatting Text 3. Release the mouse button. The slide will appear in the new location. Inserting a New Slide To Insert a New Slide: 1. From the Home tab, click the bottom half of the New Slide command to open the menu of slide layout options.

77 Module 4: Microsoft PowerPoint 2. Select the slide you want to insert. 69

78 70 Unit 4 Formatting Text 3. A new slide will be added your presentation. To instantly add a slide that uses the same layout as the one you have selected, simply click the top half of the New Slide command. Tip

79 Module 4: Microsoft PowerPoint Inserting a Shape PowerPoint's large shape collection allows you to organize and design the image you desire. While you may not need shapes in every presentation you create, they can add visual appeal. To Insert a Shape: 1. Select the Insert tab. 2. Click the Shapes command. 3. Select a shape from the drop-down menu. 4. Click and drag the mouse until the shape is the desired size. 71

80 72 Unit 4 Formatting Text 5. Release the mouse button. To Resize a Shape or Text Box: 1. Click on the shape to select it. 2. Click and drag one of the sizing handles on the corners and sides of the text box until it is the desired size. 3. To rotate the shape, drag the green handle.

81 Module 4: Microsoft PowerPoint 4. Some shapes also have one or more yellow handles that can be used to modify the shape. For example, with star shapes, you can adjust the length of the points. Tip If you drag the sizing handles on any of the four corners, you will be able to change the height and width at the same time. The sizing handles on the top or bottom of the shape will only allow you to resize vertically, while the handles on the left and right sides will resize the shape horizontally. Resizing a Shape To Change to a Different Shape: 1. Select the shape or text box. The Format tab will appear. 2. From the Format tab, click the Edit Shape command. 73

82 74 Unit 4 Formatting Text 3. Click Change Shape to display a drop-down list. 4. Select the desired shape from the list. To Change the Shape Style: 1. Select the shape or text box. The Format tab will appear. 2. Click the More drop-down arrow in the Shape Styles group to display more style options.

83 Module 4: Microsoft PowerPoint 3. Move your cursor over the styles to see a live preview of the style in the slide. 4. Select the desired style. To Change the Shape Fill Color: 1. Select the shape or text box. The Format tab appears. 2. Select the Format tab. 3. Click the Shape Fill command to display a drop-down list. 75

84 76 Unit 4 Formatting Text 4. Select the desired color from the list, choose No Fill, or choose More Fill Colors to choose a custom color. To Change the Shape Outline: 1. Select the shape or text box. The Format tab will appear. 2. Click the Format tab. 3. Click the Shape Outline command to display a drop-down menu.

85 Module 4: Microsoft PowerPoint 4. From the drop-down menu, you can change the outline color, weight (thickness), and whether or not it is a dashed line. To Change Shadow Effects: 77

86 78 Unit 4 Formatting Text 1. Select the shape or text box. The Format tab will appear. 2. Click the Format tab. 3. Click the Shape Effects command. A drop-down menu will appear. 4. Hover the mouse over Shadow. You will see a list of shadow presets. 5. Move your mouse over the menu options to see a live preview of the shadow effect in the slide. 6. Click the desired shadow effect to add it to your shape. You can select Shadow Options from the drop-down menu and click the Color button to select a different shadow color for your shape.. Tip

87 Module 4: Microsoft PowerPoint Inserting WordArt WordArt lets you apply various (non-standard) formatting to text that was not available otherwise. It was nice, but limited, and a bit cumbersome. Starting with PowerPoint 2007, you could apply effects to any text on your slide. You can add WordArt using the WordArt command on the Insert tab in the Text group. 1. On the Insert tab, in the Text group, click WordArt. 2. Click on the style you want to insert, and a text box appears with the text Your text here, with the WordArt style you selected applied to it. 79

88 80 Unit 4 Formatting Text 3. The Drawing Tools Format context tab will be available on the ribbon, with the WordArt Styles group available. Containing the preset styles gallery, and drop downs for controlling the Text Fill, Text Outline, and Text Effects.

89 Module 4: Microsoft PowerPoint See below wordart created by the style selected above. 81

90 82 Unit 4 Formatting Text Inserting a Table Tables are another tool you can use to display information in PowerPoint A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. In this lesson, you will learn how to insert tables, apply table styles, and format tables using various commands. To Insert a Blank Table: 1. On the Insert tab, click the Table command. 2. Hover your mouse over the diagram squares to select the number of columns and rows in the table.

91 Module 4: Microsoft PowerPoint 3. Click your mouse. The table will appear on the slide. 4. You can now place the insertion point anywhere in the table to add text. 83

92 84 Unit 4 Formatting Text Tip To make sure your table looks good with the slide layout, you can also insert a table using the placeholder. Click the Insert Table icon in the placeholder, and then enter the desired number of rows and columns. Inserting a Header and a Footer Headers and Footer information in PowerPoint usually consists of dates, Page or Slide number, Company or author s Name or images. Insert Header & Footer in a Slide Presentation: 1. Open the Presentation. 2. Select the Insert Tab and click Header & Footer. 3. The Header & Footer dialogue box will appear.

93 Module 4: Microsoft PowerPoint 4. Tick the Date and Time check box and then Select Update Automatically or Select Fixed. 5. Or Tick Slide number check box. This numbers your slides. 6. Tick the Footer check box and type whatever you want to appear on Your Slide Footer text box. 7. Click Apply to apply only to a selected slide or Apply to All to apply information to all slide. References 85

94 86 Unit 5 PowerPoint Keyboard Shortcuts Unit 5 PowerPoint Keyboard Shortcuts ALT Key: The big difference between PowerPoint 2003 and 2007 is the ALT key feature. When you click on the ALT key in PowerPoint 2007, you get visual cue for all of the available shortcuts. This makes sense since this version of PowerPoint uses the ribbon toolbar and not a dropdown menu. Hiding Slides in PowerPoint To hide a slide, do the following: 1. In the Outline and Slides tabs pane, click on the Slides tab.

95 Module 4: Microsoft PowerPoint 2. Right click on the slide that you want to hide and then click Hide slide from the drop down options. 87

96 88 Unit 5 PowerPoint Keyboard Shortcuts 3. To reveal the Hidden slide, right click on that slide in the Outline and Slides pane and then select Hide slide.

97 Module 4: Microsoft PowerPoint Tip During a slide show of your presentation and if you want to show a slide that was hidden last time, then right click on the current slide in the slide show and point to Go to Slide and then click on the slide that you want to reveal. 4. Alternatively you can open Slide Show tab and click Hide Slide. This will hide the current selected slide or slides from the presentation. 5. When you hide slide in PowerPoint, it doesn t display while scrolling through the presentation in Slide Show mode. Changing the Presentation Layout In order to change a presentation layout, click on Home, and then 89

98 90 Unit 5 PowerPoint Keyboard Shortcuts click on Layout. Here you can change how you want the presentation to look like. There are different office themes to choose from as shown below. For example, if you choose the theme Title and Content, you will be able to insert a title, and in the context section, you can insert a picture, or add text or even a combination. Changing a Colour Scheme If you would like to change the Colour of your slides, click Design on the toolbar. Then Click Select the background colour of your choice If your preferred colour is not available at the given background styles, Click on Format Background as seen on the above picture.

99 Module 4: Microsoft PowerPoint Click on the icon as indicated on the picture above, then select any colour of your choice from the box of colours that will appear. Then your slides will change colour accordingly. Applying a Design Theme In order to apply a Design theme of the slides, click Design on the toolbar. Under Design, you have an option of changing your presentation to different themes as shown above. For demonstration, let us choose the fourth theme. Step 1: Click on the theme 91

100 92 Unit 5 PowerPoint Keyboard Shortcuts Step 2. If you are happy with the default colours, go ahead and use the template as it is. In case you would like to change the colours, click on the Change colour icon. Step 3. Select any theme colours of your choice. Inserting an Audio File Click on the Insert tab Click on Audio located in the Media group. Click on Audio from File An Audio Dialogue box will appear

101 Module 4: Microsoft PowerPoint Click on the Audio you would like to insert in your presentation Click Insert Inserting a video from your file It is possible to insert a video into your presentation. In this case we have chosen slide 3. Click on Insert Tab Click on Video located in the Media group. Click Video from File 93

102 94 Unit 5 PowerPoint Keyboard Shortcuts An Insert Video Box will pop up as illustrated below Click on the video you would like to insert. Click Insert. Embedding a YouTube Video into PowerPoint It is also possible to embed a video from a website, like the popular video site Youtube. Click on the slide where you would like to insert your video Go to the Youtube link where your video is located. Below the video, click Share, Under video size, specify the size of the video. Then click on Embed

103 Module 4: Microsoft PowerPoint When you click on Embed, a code will appear, as the one in the above picture. Click the checkbox to use old embed code. Copy the embedded code Go back to PowerPoint Click on Insert > Video This time instead of selecting Video from File, you must select Video from Website. A video from Website dialog box will pop up as illustrated below Paste the code in this box. Click Insert Your video will then appear in the presentation. But whenever you want to watch this video, you must be connected 95

104 96 Unit 5 PowerPoint Keyboard Shortcuts to the internet. Adding Presenter s Notes It is possible to add notes to the slides that can be used as key points during a presentation. To achieve this, using the Normal view: 1. Click the notes pane, where the arrow is pointing to. 2. Type your notes for the current slide. 3. When you want to write notes for the following slide, click on the following slide and do the same. To add presenter notes using the Notes Page view: 1. Click View menu. 2. Click Notes Pages. The Notes Page that corresponds to the slide you are working on appears. An image of the current slide appears at the top of the Notes Page. 3. Click the notes box below the slide. 4. Type your notes in the box below the slide image. Hint: To enlarge the Notes Page view, click the Zoom Control button on the Standard toolbar.

105 Module 4: Microsoft PowerPoint Hiding the Ribbon In order to have a large working area, a ribbon can be increased. This can be achieved by clicking on the arrow icon as shown in the picture below. The Icon can hide and unhide the ribbon. 97

106 98 Unit 6 PowerPoint Keyboard Shortcuts Unit 6 Adding a Motion Path to an Object Go to the slide that contains the text or object that you would like to add a motion path to Select the obj ect that you would like to work on Click on the Animation tab on the menu Select the animation styles of your choice from the options as show in the rectangle above. You can also click on Add Animation, and a list of different animation styles will show up. You can also alter how your text or objects should animate. To achieve this, Click Effect Options

107 Module 4: Microsoft PowerPoint Applying audio effects to animated objects or text Depending on what kind of animation you have chosen, you will then be able to alter according to the options available. It is also possible to add audio to your animated objects or text. Go to the Animation tab Click the Animation pane The Animation Pane will then open on the right side of the workspace. Right click on the Animation that you would like to add sound to Click on Effect Options 99

108 100 Unit 6 PowerPoint Keyboard Shortcuts Under the Effect Tab, Click the sound you would like to apply on your animation Then under After Animation, select what you would like to happen after the text has animated. Eg. You can select the text to be hidden, or you can opt to have it there until the next animated text/objects appears. Under Animate text, you can select whether you would like the text to appear word by word or letter by letter.

109 Module 4: Microsoft PowerPoint Automating a Presentation It is possible to automate a presentation by setting the time of how long a certain animation should go on, and also how long each slide should show before the next slide. Every animation can have its unique settings from the other. After you have added the Animation effects as illustrated in the previous section, go to the Timing Tab. There are certain options for automating the presentation: Start This allows the animation to start on the click of the mouse or with/after the previous animation or transition. Delay This sets the seconds by which the start of the animation should be delayed after the previous movement. Duration This sets the speed of the animation e.g. Very Fast, Medium or Slow. Repeat Here you can choose the number of times you would like the animation to repeat before proceeding to the next. Rewind when done playing This sets the animation effect to begin again after finishing. You can select the checkbox if you would like to have the animation to play again. 10 1

110 102 Unit 6 PowerPoint Keyboard Shortcuts Adding a Gradient to the Shape Triggers - This option can be chosen for the animation to start only when a specific event takes place. You can apply a gradient fill to shapes, text boxes, and SmartArt graphics in PowerPoint. A gradient fill refers to a blending together of different colours in one shape. 1. Select the shape that you would like to apply a gradient fill to 2. Under the Drawing pane, click on Shape Fill. Select Gradient and then select the Gradient of your choice.

111 Module 4: Microsoft PowerPoint Preparing PowerPoint as Handouts It is possible to print your presentation in the form of handouts, where up to nine slides will be printed on one slide. Open the presentation Click the Microsoft Office Button Click on Print, then click Print Preview Here you will be given a choice to select the number of slides you would like to have per page. Tip: If you select to have just 3 slides on one page, there would be lines for taking notes provided on the right side. Click Print Creating a Hyperlink in the same presentation Click on the text or the object that you would like to add a hyperlink to Go to the Insert Tab Under the Link pane, click Hyperlink Under Link to, click Place in This Document 10 3

112 104 Unit 6 PowerPoint Keyboard Shortcuts Click on the slide that you would like to link to, eg you can link to Slide When you click on the hyperlink, it will take you to the slide that you have selected. Creating a Hyperlink to a different presentation Click on the text or the object that you would like to add a hyperlink to Go to the Insert Tab Under the Link pane, click Hyperlink Under Link to, click Existing File or Webpage Locate the presentation you would like to link to and click on it When you click on the hyperlink, it will take you to the slide that you have selected. Click Bookmark

113 Module 4: Microsoft PowerPoint Select the title of the slide where you would like to link to Click OK Creating a Hyperlink to a Website The procedure is the same as the one above Click on Existing File or Webpage Select either a document you would like to link to in case you would like to link to a document, or type in a website link. 10 5

114 106 Unit 6 PowerPoint Keyboard Shortcuts Click OK When you click on the Hyperlink, a document or the website that you have linked to will open. References PowerPoint-templates/