Microsoft PowerPoint 2003 Beyond The Basics United States Coast Guard Computer Training

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1 Microsoft PowerPoint 2003 Beyond The Basics United States Coast Guard Computer Training Level Two

2 Microsoft PowerPoint 2003 Beyond The Basics Written and Edited by Kendra Lebel and James Sharpe September 1, 2004, Version 1.0

3 Additional Resources Visit Our Website! Click on your district and follow the links on the left to View the upcoming schedule Register for classes Download additional copies of manuals Connect to some great sites though our Useful Links page Get answers to some of the frequently asked questions Contact us with your questions and comments Try the Coast Guard Google Search Engine There is an easier way to tap into the vast resources available on the Coast Guard Intranet! Partnered with Google, the Coast Guard has implemented an extremely powerful search engine that catalogs all information published on the intranet, Coast Guard Wide! This document is copyrighted. It may not, in whole or part, be copied, duplicated, reproduced, translated, electronically stored, or reduced to machine readable form by anyone outside of the United States Coast Guard without prior written notice by the United States Coast Guard. Additional copies of this handout are available. Contact the USCG, Pacific Area Computer Training Team, Seattle, WA at (206)

4 Table Of Contents The Drawing Toolbar...1 Creating Basic Shapes And Lines...2 Creating AutoShapes...3 The Color Palette And More Fill Colors...4 Defining Fill Effects...5 Formatting Lines...6 Adding Shadows And 3-D Effects...7 Rotating And Flipping Objects...8 Aligning Objects...9 Layering Objects...10 Grouping And Ungrouping Objects...11 Creating WordArt Objects...12 Formatting WordArt Objects...13 Slide Animation...15 Importing Slides From Other Presentations...16 Animation Schemes Task Pane...17 Using The Slide Transitions Task Pane...18 Creating Slides With Objects...19 Creating Tables...20 Modifying Table Structure...21 Formatting Table Borders And Shading...22 Creating Charts...23 Editing Chart Data...24 Changing Chart Types...25 Creating Organizational Charts...26 Adding Organizational Chart Positions...27 Changing The Organizational Layout...28 The Outline View...29 Overview Of The Outline Structure...30 Adding Slides In The Outline View...31 Editing Slides In The Outline View...32 Appendix A: Keyboard Shortcuts...33

5 You see things; and you say "Why?" But I dream things that never were; and I say "Why not?" George Bernard Shaw ( )

6 The Drawing Toolbar In this section, you will learn more about: Creating Basic Shapes And Lines Creating AutoShapes The Color Palette And More Fill Colors Defining Fill Effects Formatting Lines Adding Shadows And 3-D Effects Rotating And Flipping Objects Aligning Objects Layering Objects Grouping And Ungrouping Objects Creating WordArt Objects Formatting WordArt Objects

7 Creating Basic Shapes And Lines The Drawing Toolbar contains several tools and features to assist you in drawing and enhancing your slide. These tools allow you to enhance the appearance of your slide and charts by adding attention-getting details to key points. To display the Drawing toolbar click on VIEW TOOLBARS DRAWING. Creating Ovals, Rectangles and Text Boxes Ovals, rectangles and text boxes can be used in a variety of ways in a slide. These shapes can be moved, sized and colored to suit your needs. To draw an oval, rectangle or text box: 1. Click on the OVAL, RECTANGLE or TEXT BOX buttons. 2. Click and drag your mouse on the slide to draw the object. 3. If you are creating a Text Box, type the text and format it as normal. Drawing Lines and Arrows Lines and arrows can be used to indicate separate sections of a slide or draw attention to a specific item. Lines can be drawn at various angles and positions. To draw a line: 1. Click on the LINE or ARROW buttons. 2. Click and drag from the beginning point in the line to the end point in the line. Bright Ideas To maintain an AutoShape s height-to-width ratio, to draw a straight line, or a perfect circle or square hold the [SHIFT] key as you drag to create the shape. 2

8 Creating AutoShapes You can create objects quickly and easily using the commands on the AutoShapes menu on the Drawing toolbar. The AutoShapes menu provides a variety of categories used to create different shapes. The categories of AutoShapes include Lines, Connectors, Basic Shapes, Block Arrows, Flowchart, Stars and Banners, Callouts, Action Buttons and More AutoShapes. You can easily add text to any AutoShape by selecting the AutoShape and typing the text. Once the text is entered, you can format and wrap the text to fit the shape. To draw an AutoShape: 1. Click on the AUTOSHAPES menu on the Drawing toolbar. 2. Point to the desired category. 3. Select the object you want to draw. 4. Click and drag on the slide to draw the object. 5. (Optional) To add text, select the object then type the desired text. Bright Idea Each category of shapes can be opened on its own toolbar by dragging the bar at the top of the submenu. 3

9 The Color Palette And More Fill Colors Using Fill Colors and Fill Effects When you draw an object on a slide, PowerPoint automatically applies a default fill color to the object. You can change the fill color of an object or remove the fill color so that the object is clear. For example, if you draw a circle on a slide, it appears with the default fill color supplied by PowerPoint. If you want the circle to represent the sun, you can change the fill color to yellow. The Color Palette Any time you color an object, you have the choice of using one of the eight default colors that are associated with the Design Template and the Color Scheme. These colors are conveniently listed when you click on the drop-down arrow next to the Fill Color or Line Color buttons. It is highly recommended that you use colors from the Color Palette because they match your current color scheme. They will also automatically update with a corresponding color if you switch Design Templates. To apply fill colors to a drawing object: 1. Select drawing object for which want to change the fill color. 2. Click the drop-down arrow on the FILL COLOR button located on the Drawing toolbar. 3. Select the color that you want applied to the object. More Fill Colors You can also choose to fill your object with a color located in the More Fill Colors menu. If you choose a color from this menu, it will not update to a corresponding color if you change Design Templates. You can also use the Transparency Slider to make a color more or less see-through. Transparency Slider 4

10 Defining Fill Effects If you want to apply something other than a single fill color to an object, you can select the Fill Effects option from the Fill Color button. Here, you can create a highly customized look for shapes and text boxes by adding a gradient, pattern, texture or picture as fill. The dialog box is divided into four separate tabs, as shown below. Each tab is designed to produce a different effect. To create a Fill Effect: 1. Select the object with the fill color that you want to change. 2. Click on the arrow on the FILL COLOR button on the Drawing toolbar and select FILL EFFECTS. 3. Select one of the fill effect tabs (Gradient, Texture, Pattern or Picture). 4. Each tab will present a different set of options. Define the options for your desired effect. Note: You will only be able to apply effects from one of the four tabs. For example, you cannot create a patterned picture fill effect. 5. Click on OK. 5

11 Formatting Lines You can format lines by changing the line style, color and dash style. In an enclosed object, such as a triangle or a circle, the line is the border around the object. In an open object, such as a line or an arrow, the line is the object itself. Line Colors You can enhance the appearance of the object by changing the line color. For example, if you are creating a curved arrow, changing the line color can help distinguish the border from the inside color of the arrow. The Line Color button has two parts. You use the drop-down arrow to the right of the line color icon to display the color palette and choose a color. The color line beneath the button changes to display the currently selected color. To apply the currently selected line color to other objects, you only have to select the object, then click on the LINE COLOR button. Line Styles and Thickness You can change the style of an existing line. Line styles can be used to change the thickness of a line or to create double and triple lines. In addition, you can change the style of an existing line to a dash style. Dash styles break the line into dots or dashes. To change the appearance of a line: 1. Select the line you want to change, then use one of the following options: To change the line color, click the arrow on the Line Color button. To change the line style, click on the Line Style button. To change the dash style, click the Dash Style button. 6

12 Adding Shadows And 3-D Effects You are able to add either a Shadow Effect or a 3-D Effect to any drawing object. These effects can dramatically change the look of a shape by changing its perspective. You cannot have a Shadow Effect and a 3-D Effect, however. If you choose to use these effects, you must choose one style or the other. Shadow Effect 3-D Effect Shadow Effects You will be able to choose a preset shadow effect or you can customize your own shadow from the Shadow Settings menu. To apply a shadow effect to an object: 1. Select the object that you want to change. 2. Click the arrow on the SHADOW button on the Drawing toolbar. 3. Select the desired shadow effect. 4. (Optional) To customize the shadow effects, click on the SHADOW SETTINGS button. This will open a separate toolbar that will allow you to adjust various elements. 3-D Effects You will be able to choose a preset 3-D effect or you can customize your own 3-D effects from the 3-D Settings menu. To apply a 3-D effect to an object: 1. Select the object that you want to change. 2. Click the arrow on the 3-D button on the Drawing toolbar. 3. Select the desired 3-D effect. 4. (Optional) To customize the 3-D effects, click on the 3-D SETTINGS button. This will open a separate toolbar that will allow you to adjust various elements. 7

13 Rotating And Flipping Objects Objects can be turned in another direction by Rotating them. When you use the Free Rotate Handle, you can rotate an object in any direction. Rotated objects, such as arrows, can add visual appeal or call attention to a part of a slide. Use the green dot to rotate the object. In addition to Free Rotating an object, you can also rotate objects 90 degrees to the left or the right or flip an object horizontally or vertically. Flipping an object creates a mirror image of the object. Flipping is useful if you have an object like a pointing hand facing the wrong direction. To rotate an object: 1. Select the object that you want to rotate. 2. Place your mouse pointer over the green dot that appears at the top of the object. 3. Drag your mouse in a circle in the desired direction. 4. Click outside the object to disable rotation. To flip an object: 1. Select the object that you want to flip. 2. Click on the DRAW button on the Drawing toolbar. 3. Point to the ROTATE OR FLIP menu. 4. Click on the ROTATE or FLIP command of your choice. Caution Not all pictures will be able to be rotated and flipped. 8

14 Aligning Objects You can Align objects to create rows or columns of objects or to make a slide appear symmetrical. For example, if you draw squares to represent windows on a house, you can align the windows so that they appear symmetrical and level on the house. You can align objects either vertically or horizontally by aligning the edges or centers of two or more objects. Objects not aligned Objects aligned on their Tops To align objects on your slide: 1. Select the objects you want to align. 2. Click on the DRAW menu on the Drawing toolbar. 3. Point to the ALIGN OR DISTRIBUTE command. 4. Select the desired alignment menu. Bright Ideas Use the Distribute Horizontally and Distribute Vertically tools to equally space objects across or down on the slide. If you need to place your object exactly at a precise location on the slide, use the Relative to Slide command. 9

15 Layering Objects Objects that overlap one another can be layered on the slide so that one object appears to be in front of or in back of another. The layering tool used commands such as Bring to Front and Send to Back to customize the order of the objects. The Draw button is found on the Drawing toolbar near the bottom left side of your screen. To create a layered look with objects: 1. Activate the Drawing toolbar, if necessary. 2. Make sure you have two or more objects that are overlapping. 3. Select the first overlapping object. 4. Click on DRAW ORDER. 5. Click on one of the following choices: Bring to Front Send to Back Bring Forward Send Backward Bright Idea Use the Bring Forward and Send Backward commands when you have many objects that are layered on top of each other. These commands step the selected object forward or backward one layer at a time. 10

16 Grouping And Ungrouping Objects When you Group objects, you can work with them as if they were a single item. Grouping is particularly useful when multiple objects are intended to work together. When you combine multiple objects into a single group, you can size and position the grouped objects as a single object. You can also copy, flip, rotate, and size the grouped objects as a unit, rather than duplicating, moving, or changing each part of the group individually. Grouping Objects To group objects: 1. Click the first object you want to group. 2. Hold the [SHIFT] key and continue clicking the objects you want to group. 3. Click on the DRAW GROUP from the Drawing toolbar. Ungrouping Objects To ungroup an object: 1. Click on the object that you wish to ungroup. 2. Click on DRAW UNGROUP. 3. Click outside of the grouped object to clear all of the selection boxes. Note: Your objects are now separated and can be moved and formatted independently. Saving Objects as a Picture PowerPoint 2003 allows you to save drawing objects as a picture format. Objects saved as a picture can be inserted into other presentations, eliminating the need to recreate the objects. To save an object as a picture: 1. Select drawing object(s). 2. Right click on the object(s). 3. Select SAVE AS PICTURE. 11

17 Creating WordArt Objects Add headlines, page titles or worksheet titles, in striking colors and shapes, to your workbook using WordArt. To insert a WordArt object: 1. Click on INSERT PICTURE WORDART from the menu bar or click on the WORD ART button on the Drawing toolbar. 2. Choose a WordArt style from the Gallery window. 3. Click on OK. 4. Enter your text in the Edit WordArt Text box, then choose the font, size and style for the text. 5. Click on OK. 6. You can use the white selector handles around the WordArt image to resize it on the slide. 7. To distort the image, drag the yellow diamond to change the shape of the text. To revert back to the default shape, double-click the diamond. 12

18 Formatting WordArt Objects The WordArt toolbar provides you with all the tools you need to format a WordArt object. The toolbar should automatically appear when you select the WordArt shape, but if it does not, click on VIEW TOOLBARS WORDART. Button Name Insert WordArt Edit Text WordArt Gallery Format WordArt WordArt Shape WordArt Same Letter Heights WordArt Vertical Text WordArt Alignment WordArt Character Spacing Button Function Opens the WordArt Gallery dialog box, allowing you to create a new WordArt object. Opens the Edit WordArt Text dialog box, allowing you to edit and format WordArt text. Opens the WordArt Gallery dialog box, allowing you to select a different WordArt style. Opens the Format WordArt dialog box, allowing you to format a WordArt object. Displays a palette of WordArt shapes, allowing you to select a different object shape. Changes all the letters in WordArt text to the same height within the shape. Changes the orientation of a WordArt object to vertical. Displays a menu from which you can select an alignment option. Displays a menu from which you can select a character spacing and kerning. To format a WordArt object: 1. Select the WordArt object you want to modify. 2. Click on one of the formatting buttons on the WordArt toolbar to make the desired changes. 3. To move a WordArt object, move your mouse pointer over the object, then click and drag the object to the new location. 13

19 Notes Page 14

20 Slide Animation In this section, you will learn more about: Importing Slides From Other Presentations Animation Schemes Task Pane Using The Slide Transitions Task Pane 15

21 Importing Slides From Other Presentations Often, you may find yourself borrowing slides from one presentation to use in another. Instead of copying and pasting the content, use the Slides From Files command. The Slides From Files command allows you to choose which slides to borrow from an existing presentation then inserts them into the current presentation. It automatically updates the borrowed slides with the current design template and color scheme. When you insert slides, they will be inserted before the active slide. Click on ADD TO FAVORITES if you want to add the file location to your List of Favorites tab. This will make it easier to return to the same file location at a later time. To insert slides from other presentations: 1. Move to the slide that is located before the place where you would like to put the inserted slide(s). 2. Click on INSERT SLIDES FROM FILES. 3. Click on the BROWSE button. 4. Navigate to the presentation that has the slide you want to insert. Click its file name, then click on the OPEN button. 5. From the display of slides, click on the slide(s) you would like to insert. 6. Click on the Keep Source Formatting checkbox if you want the slides you are inserting to keep their original design template. This may create two different Design Templates in your presentation. 7. Click on INSERT. 8. Click on CLOSE. Bright Ideas You can click on the INSERT ALL button to insert all the slides from the presentation. 16

22 Animation Schemes Task Pane Instead of animating each bullet point on each slide, PowerPoint gives you Animation Schemes to apply to your slides. The animation schemes are generally a combination of a Title Text animation and Body Text animation. Some animation schemes include just a Title animation or just a Body animation, and some others include a Slide Transition as well. Animation Schemes are divided up into four main categories: Recently Used Subtle Moderate Exciting To help determine what each animation scheme will look like, hover over the scheme name. To see the animation applied to your text, click on the animation name and watch the main part of the slide window. To apply an Animation Scheme to your slides: 6. Open the Slide Design Animation Schemes Task Pane. 7. Scroll through the available animations. Click on any that you would like to see demonstrated. 8. Select the animation scheme you wish to apply to all the slides. 9. Click on the APPLY TO ALL SLIDES button. 10. (Optional) Click on the SLIDE SHOW button to run the slide show. Caution You cannot apply Animation Schemes to individual slides. You must apply scheme to all the slides in the presentation. Bright Idea Use the PLAY button to review all of the animations on screen. 17

23 Using The Slide Transitions Task Pane To create a more interesting slide show, you can add Slide Transitions. Slide transitions are the effects that occur as the previous slide ends and the current slide appears. Special effects include blinds, checkerboards, fades, dissolves, wipes and many other effects. In addition, most special effects include a direction for the effect. For example, when you use a wipe effect, the current slide ends by having the next slide roll across it. You can change the direction of the roll by selecting an up, down, left or right wipe effect. To apply a Slide Transition: 1. Open the Slide Design Slide Transition Task Pane. 2. Scroll through the available animations. Click on any that you would like to see demonstrated. 3. Select the animation scheme you wish to apply to all the slides. 4. Modify the transition speed using the Speed drop-down arrow. 5. (Optional) Add a sound using the Sound drop-down-arrow. 6. Click on the APPLY TO ALL SLIDES button. 7. (Optional) Click on the SLIDE SHOW button to run the slide show. Bright Idea If you do not want to have to click your mouse to get the slide to change, use the Automatically After box to specify a number of seconds the slide will show before changing to the next slide. Caution View your slide transitions with a VERY critical eye and keep your audience s best interests in mind. Too many different transitions in one presentation become very distracting. 18

24 Creating Slides With Objects In this section, you will learn more about: Creating Tables Modifying Table Structure Table Borders And Shading Creating Charts Editing Chart Data Changing Chart Types Creating Organizational Charts Adding Organizational Chart Positions Changing The Organizational Layout 19

25 Creating Tables Tables can be used in slides to present information organized into columns and rows. You might want to insert a table, for example, to compare boat statistics that do not need to be graphed. You can create a simple PowerPoint table by creating a new slide with a Content layout. To insert a table on a slide: 1. Insert a new slide with a Content placeholder. 2. Click on the INSERT TABLE button. 3. Set the number of columns and rows you want in the table. 4. Click on OK. 5. The Tables and Borders toolbar will automatically appear. Do not close the toolbar as most of your editing tools are contained there. If you accidentally close the toolbar, use the VIEW TOOLBARS menu to open it again. 20

26 Modifying Table Structure Once you have a basic table on your slide, you can type in the table, insert rows, delete rows or format the table in a variety of ways. Use the Tables and Borders toolbar to quickly access these formatting commands. Inserting or Deleting Columns To insert columns in the table: 1. Click anywhere in the column where you want the new column to appear. 2. Click on the TABLE button on the Tables and Borders toolbar. 3. Choose INSERT COLUMNS TO THE LEFT or INSERT COLUMNS TO THE RIGHT, depending on where you want the new column to appear. To delete columns in the table: 1. Click anywhere in the column you want to be deleted. 2. Click on the TABLE button on the Tables and Borders toolbar. 3. Choose DELETE COLUMNS. Inserting or Deleting Rows To insert rows in the table: 1. Click anywhere in the row where you want the new row to appear. 2. Click on the TABLE button on the Tables and Borders toolbar. 3. Choose INSERT ROWS ABOVE or INSERT ROWS BELOW. To delete rows in the table: 1. Click anywhere in the row you want to be deleted. 2. Click on the TABLE button on the Tables and Borders toolbar. 3. Choose DELETE ROWS. Aligning Text in the Table You can choose to align text vertically within your tables using the Align Top, Center Vertically or Align Bottom buttons on the Tables and Borders toolbar. To align text in the tables: 1. Select the cell or cells for which you want to change the alignment. 2. Click on the ALIGN TOP, CENTER VERTICALLY or ALIGN BOTTOM buttons on the Tables and Borders toolbar. 21

27 Formatting Table Borders And Shading By default, there are borders already drawn around the outside of the table as well as around each cell of the table. If you wish to change the border style, color or remove the border, use the tools on the Tables and Borders toolbar. Changing the Border Style To change the style of border around the table or around a cell, use the Border Style, Border Width and Border Color tools. To change the color, style or width of a border in a table: 1. Click on the BORDER STYLE, BORDER WIDTH and/or the BORDER COLOR buttons. 2. Drag your mouse pointer over the borders you want to change. 3. Use the BORDER ERASER tool to erase any border mistakes. To remove a border from a cell or the table: 1. Select the cell(s) or table from which you want the border removed. 2. Click on the BORDER STYLE button on the Tables and Borders toolbar. 3. Select NO BORDER. Adding and Removing Shading to your Table Often, it is effective to add color to a cell or cells in your table. In PowerPoint, this is called Shading. Use the Fill Color button on the Tables and Borders toolbar to pick a shading color or fill effect. To shade cells in the table: 1. Select the cell(s) or table that you want to shade. 2. Click on the down arrow next to the Fill Color button. 3. Choose your fill color or fill effect. To remove shading from your table: 1. Select the cell(s) or table for which you want to remove the shading. 2. Click on the down-arrow next to the Fill Color button. 3. Select NO FILL. 22

28 Creating Charts PowerPoint s built-in charting application allows you to incorporate charts into your presentations without importing them from other applications. When you create or edit a chart in PowerPoint, the Chart menu, Chart Tools and Datasheet appear. Terminology Check Datasheet Chart A sheet containing columns, rows and cells. Information in the Datasheet creates the chart. To start, the datasheet contains sample text that is meant to be erased. Charts are created from the text and numbers in the Datasheet. The chart type and other formatting changes can be made from the Formatting toolbar. To insert a chart on a slide: 1. Insert a new slide with a CONTENT placeholder. 2. Click the INSERT CHART placeholder on the slide. A sample chart and the datasheet appear. If you accidentally click outside of the Chart area, you will be returned to the Normal slide view. To reopen the Datasheet, DOUBLE CLICK on the chart image. 23

29 Editing Chart Data Deleting Chart Data By default, PowerPoint inserts sample values into the datasheet. You can delete data in the datasheet from individual cells, groups of cells and entire rows or columns. To delete the default chart data: 1. In the datasheet, select the cells containing the data you want to delete. 2. Press [DELETE] on the keyboard. Caution To remove entire rows or columns, you must select the appropriate row or column heading. For example, if you want to remove the first quarter sales figures in row 1, you must select the Row 1 heading and then delete the data. If you only delete the information in a row or column, the data is removed, but the row or column remains in the datasheet. Entering Chart Data You can enter both text and numeric data into a cell in the Datasheet. The data entered into the first column becomes the legend data for the chart. This data is normally text. The data entered into the other cells is used for developing the chart. To enter data to the chart sheet: 1. Enter the desired data into the cell(s) on the Datasheet. 2. When you are finished editing your Datasheet, click on any blank area of the slide (outside of the charting area) to return to your previous PowerPoint view. Caution If you choose to close the datasheet, it no longer opens automatically when you double click the chart. To open the datasheet, click VIEW DATASHEET. 24

30 Changing Chart Types PowerPoint offers several different types and variations of charts. Changing the chart type allows you to select the best chart type for your data. For example, if you want to chart data in bars, you can select a Bar chart type in any of six variations, including Clustered Bar, Stacked Bar, or Clustered bar with a 3-D visual effect. To change the Chart type: 1. Double click the chart you want to edit. 2. Click once on the chart. You should see a striped border around the outside of the chart area. 3. Click on the Chart Type drop-down menu from the toolbar. 4. Select the desired chart type from the Chart type list. Alternate Method: If you want more charting choices, try clicking on the CHART CHART TYPE menu. Bright Ideas If you use the CHART CHART TYPE menu, you are able to preview the chart type prior to choosing it. Click and hold the PRESS AND HOLD TO VIEW SAMPLE button in the Chart Type dialog box. A preview of the chart with the selected chart type applied appears in the Sample area. 25

31 Creating Organizational Charts An Organization Chart displays the hierarchical relationship of people in a business, society or other group. An organization chart consists of boxes and connecting lines. Each box contains the name and position of one person. The lines between the boxes represent the relationships between the people. For example, a unit s Commanding Officer normally appears at the top of an organization chart, with any lower ranking individuals appearing in lower level boxes. To create an Organizational Chart: 1. Create a new slide with a CONTENT layout, or click on INSERT DIAGRAM. 2. Click on the INSERT DIAGRAM OR ORGANIZATION CHART icon in the Content placeholder. 3. Check to see that the Organizational Chart is selected in the Diagram Gallery, then click on OK. 4. Use the Click to Add Text placeholder in the manager box to type a name. 5. Press [ENTER] to move to the next line in the box, then type any additional text. 6. Repeat steps as necessary. Deleting Boxes To delete a box in an Organizational Chart: 1. Click on the box you want to delete. 2. Press [DELETE] on the keyboard. 26

32 Adding Organizational Chart Positions In PowerPoint, there are many types of shapes that can be added to an Organizational Chart. A Subordinate shape is any shape that is below the top manager shape. Other shapes, such as Co-worker and Assistant can also easily be added. The Organization Chart toolbar will automatically appear when the chart is created. Do not close this toolbar, as you will need it to format the Org Chart. If you close the toolbar, click in one of the Org chart shapes and it will reappear. Shape Subordinate Coworker Assistant Layout Select Fit Text Used To Display Use the Subordinate tool to add a box that appears below another shape. Use the Coworker tool to add a coworker above or to the side of an existing box. Whether the box appears to the above, to the left or to the right depends on the group style. Use the Assistant tool to add an Assistant or Staff position to an existing shape. The Layout drop-down menu allows you change the arrangement of boxes in a group. The Select drop-down box allows you to easily select (highlight) various levels of your organization chart. Reduces the text size so it fits inside the shape. To insert an additional position box: 1. Click inside the shape for which you want to add a Subordinate, Coworker or Assistant. 2. Click on the INSERT SHAPE drop-down menu, then select the shape you want to add. 3. Type the desired text in the name placeholder. 4. Press [ENTER], then type any additional text. 5. When complete, click outside of the Organization chart (in a blank part of the slide). 27

33 Changing The Organizational Layout You will have the chance to change the Layout Style of your Organizational Chart after it has been created. In order to change the Layout Style, you must first select the Manager box to which you want the changes applied. The change will effect the Manager and any direct subordinates. You can use any of the following methods to select multiple boxes: To Select Multiple boxes All boxes of the same type All boxes on specified levels Method Hold the [SHIFT] key as you click each box you want to select. Click on the SELECT button on the Organization Chart toolbar, then select the desired command. Click on the SELECT button on the Organization Chart toolbar, then select the desired command. To change the Layout Style: 1. Select the Manager box for the branch of shapes you want to change. 2. Click on the LAYOUT menu. 3. Choose the Layout Style. 28

34 The Outline View In this section, you will learn more about: Overview Of The Outline Structure Adding Slides In The Outline View Editing Slides In The Outline View 29

35 Overview Of The Outline Structure When you are creating a presentation, the Outline Tab allows you to concentrate on the content without being distracted by the format. Since most presentations list highlights instead of full explanations, the Outline Tab is also an effective way of organizing your thoughts. The Outline Tab displays a presentation in the form of a classic outline, which consists of separate lines for a heading and associated body text. Body text can be indented to one of five levels. Level One is the highest level, and is represented by the main bullet point. You can add body text and change the outline levels as you type. To change the outline levels of text, you must Promote or Demote the text. Editing Text in the Outline You edit a presentation in the same way that you would edit text in the slide. To edit existing text in the Outline Tab: 1. Switch to Normal view, then click on the Outline Tab. 2. Click next to the word that you want to edit. 3. Type the desired text or use the [BACKSPACE] or [DELETE] key to edit the text. Caution Promoting and Demoting text as you type may change the structure of your presentation. For instance, decreasing the heading slide title of a slide changes the slide to a subheading of the previous slide. 30

36 Adding Slides In The Outline View Adding New Slides You can easily add slides to an existing presentation using the Outline Tab. By default, newly inserted slides have the Bulleted List layout and appear above the selected slide. The first line you type will be the Slide Title, then you can continue to create the slide bullets. To add a new slide in Outline View: 1. Switch to Normal view, then click on the Outline Tab. 2. In the Outline Tab, place the cursor to the left of the title line where you want to add a slide. 3. Press [ENTER]. 4. Arrow up to the new slide you just created and type the slide title. 5. Press [ENTER], then [TAB] to create a main bullet point. Demoting and Promoting Text PowerPoint includes five levels of indentation for the body text on a slide. Level 1 has the smallest indent and level 5 has the greatest indent. Level 1 is considered to be the main bullet point, and all other levels are sub-bullet points. Generally, you should not use more than 3 indentation levels in a presentation. Before Demoting Text After Demoting Two Bullets To demote text in an Outline: 1. Display the Outlining toolbar. 2. Click the insertion point in the line of text you want to demote. 3. Click the Demote button on the Outlining toolbar. To promote text in an Outline: 1. Position the insertion point in the line of text you want to promote. 2. Click the Promote button on the Outlining toolbar. Time Savers You can also press the [TAB] key to demote a line and the [SHIFT] + [TAB] key combination to promote a line. 31

37 Editing Slides In The Outline View Moving Text Lines You can use the Move Up and Move Down buttons on the Outlining toolbar to move titles and body text up or down on a slide or between slides. To move text up or down in the outline: 1. Display the Outlining toolbar by clicking on VIEW TOOLBARS OUTLINING. 2. Position the cursor in the text line you want to move up or down. 3. Click on the MOVE UP or the MOVE DOWN button on the Outlining toolbar. Deleting Slides You can easily delete slides using the Outline tab. To delete slides in the Outline view: 1. Switch to Normal view, then click on the Outline Tab. 2. Click the icon for the slide you want to delete. 3. Press [DELETE] on the keyboard. Time Savers You also can delete multiple slides by first selecting the slides you want to delete, then pressing the [DELETE] key on the keyboard. Select non-contiguous slides by holding the [CTRL] key before you click on the slides. Rearranging Slides in the Outline Tab You can rearrange slides using the Outline Tab, whether the outline is collapsed or expanded. However, moving collapsed slides shortens the outline and makes it quick and easy to move slides. To collapse or expand slides in the outline, DOUBLE CLICK on the slide icon in the Outline view. In the Outline Tab, you can move a single slide or multiple, contiguous slides at the same time. When moving multiple slides, you can use the [SHIFT] key to include more than one slide in the selection, then drag them to a new location. To rearrange slides in Outline view: 1. Switch to Normal view, then click on the Outline Tab. 2. Point to the icon of the slide you want to move. 3. Drag the icon to the desired location. 32

38 Appendix A: Keyboard Shortcuts Select objects or text Press CTRL + A (in the slide pane) CTRL + A (in slide sorter view) CTRL + A (in the Outline Tab) To All objects All slides All text Coping text and objects Press CTRL + X CTRL + C CTRL + V CTRL + Z CTRL + SHIFT + C CTRL + SHIFT + V To Cut selected object Copy selected object Paste cut or copied object Undo the last action Copy formats Paste formats Change or resize the font Press CTRL + SHIFT + F CTRL + SHIFT + P CTRL + SHIFT + > CTRL + SHIFT + < CTRL + T SHIFT + F3 CTRL + B CTRL + U CTRL + I CTRL + SPACEBAR To Change the font Change the font size Increase the font size Decrease the font size Change the formatting of characters Change the case of letters Apply bold formatting Apply an underline Apply italic formatting Remove manual character formatting Align paragraphs Press CTRL + E CTRL + J CTRL + L CTRL + R To Center a paragraph Justify a paragraph Left align a paragraph Right align a paragraph 33

39 Notes Page 34

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