PowerPoint Working with Text PP500

Transcription

1 PowerPoint Working with Text PP500

2 This Page left blank intentionally Diocese of St. Petersburg pg. 2 5/29/2009

3 Table of Contents Working with Text... 4 Customizing Fonts... 4 Adding Text... 4 Adding Text: Placeholders Option... 5 Adding Text: The Drawing Toolbar Option... 5 Deleting a Text Box... 6 Formatting Text... 6 Formatting Text: The Font Dialog Box... 6 The Formatting Toolbar... 7 Embedding Fonts... 7 Import Text from Word... 9 Diocese of St. Petersburg pg. 3 5/29/2009

4 Working with Text PowerPoint features many text options which help to increase the visual appeal of your presentation. You can add text anywhere on your slide as well as change its size, style, and color. Your formatted text can then be saved in such a way that you will be able to give your presentation on a different computer even if that computer does not offer the same font options. Customizing Fonts You can change the color, size, and style of your font. This can add special emphasis to specific text or set your style apart from the rest. If you want the changes you make to apply to all slides, make these changes to the Slide Master (refer to Customizing a Master Slide). 1. Select the text to be changed 2. From the Format menu, select Font... The Font dialog box appears. 3. Make the desired changes to Font, Color, Size, Font style, and Effects NOTES: If you do not see the desired color, from the Color pull-down list, select More Colors... To create a custom color, refer to Using the Colors Dialog Box: Selecting Custom Colors 4. Click OK Adding Text There are two ways to add text to slides in Normal view: the placeholder method and the Drawing toolbar method. Placeholders are text boxes that already exist with the slide format. If you want to create your own text box, you can use the Drawing toolbar. Diocese of St. Petersburg pg. 4 5/29/2009

5 Adding Text: Placeholders Option PowerPoint offers numerous pre-defined slide formats. Each of these slide formats contains text placeholders in which you can enter your titles, text, tables, and other objects. 1. To activate the area, click in one of the pre-defined text placeholders Your text will replace the pre-existing text (e.g., "Click to add title") within the dotted line. 2. Type your text 3. To deactivate the text box, when you are finished, click outside of the box Adding Text: The Drawing Toolbar Option If the pre-existing slide formats do not offer a text-placement design you like, you can create and place your own text box using the Drawing toolbar. To display the Drawing toolbar: 1. From the View menu, select Toolbars» Drawing The Drawing toolbar appears. To add text with the Drawing toolbar: 1. On the Drawing toolbar, click TEXT BOX Your cursor will change shape signifying you are going to draw a text box. 2. To draw the text box, click and drag with your cursor An outline of the text box appears. 3. Release the mouse button 4. Begin typing inside the new text box 5. To deactivate the text box, click outside of it Diocese of St. Petersburg pg. 5 5/29/2009

6 Deleting a Text Box 1. Select the frame of the text box 2. On the keyboard, press [Delete] Formatting Text PowerPoint offers many options for formatting your text. You can change its size, style, and/or color by using the Font dialog box or the Formatting toolbar. PowerPoint also allows you to embed fonts so they appear exactly as they were saved if you must open your presentation on a computer other than the one you used to create the presentation. Formatting Text: The Font Dialog Box You can make several different changes to your text at once, including Font, Size, Style (e.g., bold, italics), and Color, by using the Font dialog box. 1. Select the text you want to change 2. From the Format menu, select Font... The Font dialog box appears. 3. Select the text features you want to apply to your selected text 4. Click OK Diocese of St. Petersburg pg. 6 5/29/2009

7 The Formatting Toolbar If you are making simple changes, you can use the Formatting toolbar. For more information, refer to The Formatting Toolbar. 1. Select the text you want to change 2. On the Formatting toolbar, click the appropriate button(s) to apply the various formatting features to your selected text Embedding Fonts Presentations created on a computer with one set of fonts may not look the same when opened on another computer with different fonts. With PowerPoint 2003, you can embed the fonts into a presentation when you save it. When the presentation is opened on another computer, the fonts appear just as you saved them. When embedding your fonts, keep these things in mind: PowerPoint will not let you click SAVE until you name your file. If you want to save a presentation whose fonts are already embedded without embedded fonts, then save the presentation under a different name. Embedding fonts increases the size of your file. It is important to remember that only True Type fonts can be embedded (they are labeled by the symbol in the Font pull-down listing). If, for some reason, a font cannot be embedded (e.g., it is not marked as editable or installable) an alert will appear and tell you why the font cannot be embedded. Diocese of St. Petersburg pg. 7 5/29/2009

8 1. From the File menu, select Save As... The Save As dialog box appears. 2. From the Tools pulldown list, select Save Options... The Save Options dialog box appears. 3. Under Font Options for current document only, select Embed True Type fonts NOTES: By default, Embed all characters (best for editing by others) is selected. Select Embed characters in use only (best for reducing file size) if you would like to reduce your file size. 4. Click OK The Save As dialog box reappears. 5. Using the Save In pull-down list, navigate to the desired save location 6. In the File name text box, type the presentation name 7. Click SAVE Diocese of St. Petersburg pg. 8 5/29/2009

9 Import Text from Word It is possible to import an entire Word for Windows document, complete with body text, and have the paragraphs of text placed correctly on the slides during the initial generation of a PowerPoint presentation. The Word document has to be formatted as an outline with different indentation levels and saved as a Rich Text Format (RTF) file. 1. In Outline view, give the first heading a first-level indent, which corresponds with Word for Windows "heading 1" style. You must drag the heading to the left of its initial position. Select the entire paragraph you want to have as body text on that slide. Set it as indent level 2, which corresponds with Word for Windows "heading 2" style. Typically, you must drag the paragraph to the right of its initial position. It is possible to import an entire Word for Windows document, complete with body text, and have the paragraphs of text placed correctly on the slides during the initial generation of a PowerPoint presentation. The Word document has to be formatted as an outline with different indentation levels and saved as a Rich Text Format (RTF) file. 3. In Outline view, give the first heading a first-level indent, which corresponds with Word for Windows "heading 1" style. You must drag the heading to the left of its initial position. 4. Select the entire paragraph you want to have as body text on that slide. Set it as indent level 2, which corresponds with Word for Windows "heading 2" style. Typically, you must drag the paragraph to the right of its initial position. You can tell if the items are in the correct position by noting that the heading line has a plus next to it, and is as far to the left as possible. The body paragraph has a dash next to it, and should be indented so that it is about five spaces to the right of the beginning of the text on the heading line. 5. Repeat these steps for the entire document. Save it as an RTF file. 6. Start a new presentation in PowerPoint. 7. On the View menu, point to Master, and then click Slide Master. Diocese of St. Petersburg pg. 9 5/29/2009

10 8. Change the body text to a smaller point-size so that when the text is imported it is less likely to overflow the slide area. You can later modify this text style. 9. While in Title Sorter or Slide Sorter view, click Slides from Outline on the Insert menu and select your RTF file. 10. The slides are generated, complete with body text. 11. You can tell if the items are in the correct position by noting that the heading line has a plus next to it, and is as far to the left as possible. The body paragraph has a dash next to it, and should be indented so that it is about five spaces to the right of the beginning of the text on the heading line. 12. Repeat these steps for the entire document. Save it as an RTF file. 13. Start a new presentation in PowerPoint. 14. On the View menu, point to Master, and then click Slide Master. 15. Change the body text to a smaller point-size so that when the text is imported it is less likely to overflow the slide area. You can later modify this text style. 16. While in Title Sorter or Slide Sorter view, click Slides from Outline on the Insert menu and select your RTF file. 17. The slides are generated, complete with body text. Diocese of St. Petersburg pg. 10 5/29/2009