Create Electronic Presentations

Transcription

1 ISBN Create Electronic Presentations PowerPoint 2007 BSBITU302A Software Publications Pty. Ltd.

2 BSBITU302A This book supports BSBITU302A, Create Electronic Presentations in the Business Services Training Package. Copyright Software Publications Pty Limited Revised June ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from either the author or the publisher, Software Publications Pty Limited. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. These learning materials have been prepared for use as part of a structured vocational education and training course and should only be used within that context. The information contained herein was correct at the time of preparation. Legislation and case law is subject to change and readers need to inform themselves of the current law at the time of reading. Publishers Software Publications Pty Ltd (ABN ) Head office Sydney Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: (02) Fax (02) Australia Toll Free Numbers Phone: Fax: Web address Published and printed in Australia

3 Getting Started Ensure that you have read or are familiar with safe work practice and energy and resource conservation before starting to work at your computer. These areas are addressed in this book and should be adhered to as part of this competency as well as looking after your health and the environment. MS Office PowerPoint 2007 This book has been written using MS Office PowerPoint 2007 together with Windows XP. If your computer has Windows Vista installed, please refer to the section at the back of the book on using Vista. Please note that both Windows XP and Vista have different views or versions and therefore the appearance of some of the screen shots may differ slightly from those on your computer. Log-in When you turn your computer on you may need to log on to a profile that has been allocated to you by your Supervisor or Assessor. You will have been given a username and password to gain access to your files and programs. It is important to note that usernames and passwords are case sensitive. This means they must be entered exactly as given using capital letters or lowercase as appropriate. Exercise 1 1 Turn your computer on. Your Log-On screen may be different depending on the version of Windows (operating system) on your computer. For Windows XP Professional: 2 Hold down the CTRL and the ALT Keys on the Keyboard and press the Delete key once to begin working. 3 Enter your name (or the user name allocated to you) in the User name: box. 4 Type the allocated password into the Password box and click on OK. Software Publications Pty Ltd SECTION 2 39

4 OR Your screen may look like this: 5 Click on your name (and enter your password if required) to start working. Change Start Menu View If your Start Menu is in Classic View it is preferable to change it so that instructions used throughout this book using the Start Menu will be easier to follow. (You can also check the view using this method.) 6 Position the Mouse on the Button (bottom left-hand corner of the screen). 7 Right click to activate the Start Button menu. 8 Click (left click) on and click in the Start menu option button as shown at the right. 9 Click on. (This may take a couple of seconds to adjust.) Open MS Office PowerPoint 2007 Exercise 2 1 Click in the bottom left-hand corner of the screen. 2 Select from the Start menu. 3 Select from the Programs menu. 4 Click from the list to open PowerPoint SECTION 2 Software Publications Pty Ltd

5 Quick Access Toolbar Office Button Home Ribbon Font Group Slides Group Slide Pane Title Slide Status Bar Tabs Font Group Gallery Scroll Bar Dialog Box Launcher PowerPoint 2007 Screen Minimise Restore Close Help Ruler Notes Pages Zoom View Software Publications Pty Ltd SECTION 2 41

6 Office Button The Office Button (replaces the File menu) positioned at the top left-hand corner of the screen offers all the basic commands for working with a presentation. This includes New, Save, Save As, Open, Print, Prepare and Publish. Quick Access Toolbar The Quick Access Toolbar contains commands to Save, Undo and Redo. It also allows you to add frequently used commands. Note: If you have used MS PowerPoint before, most of the Keyboard shortcut keys such as CTRL + C for Copy are still operational. For new users, this is a good opportunity to learn the Keyboard shortcuts as they can speed up some of the functions. Tabs selected. There are eight default Tabs at the top of the screen (replaces menus). These are usually task driven and are context sensitive and appear as needed or when Note: There are hidden Tabs that also appear when appropriate such as the Format (Picture Tools) Tab. Ribbons Ribbons have replaced Toolbars and Menus (in previous versions) and are split into Groups, for example, the Font Group. Each Group has command buttons appropriate to a particular action; the Font formatting tools are in the Font Group. Some groups include Galleries, such as the Drawing Group, that offer additional options to the user. *Check to ensure that your Ribbon is visible. *Note: When you open MS Office PowerPoint 2007, your Ribbons may not be visible, as PowerPoint may be set to minimize (hide) the Ribbons. If this is the case, see the Before You Start section to change the settings (See Page 45 Before you start ). The Dialog Box Launcher The dialog box Launcher button is the small diagonal arrow placed in the corner of some of the Group names such as the Font Group. When you click on this button, it opens up the associated dialog box. Dialog boxes usually have more settings or advanced features. For example, the Font dialog box allows you to make additional changes to the current font, such as STRIKE THROUGH or SMALL CAPS. If you wish to permanently change the default font, this can be done through the dialog box. 42 SECTION 2 Software Publications Pty Ltd

7 ScreenTips When you rest the mouse pointer over a button or command, a small window appears describing the function of that command (Enhanced ScreenTip). Note: The text shown in brackets is the keyboard shortcut. The descriptions can be turned off, showing only the ScreenTip (without any description). While ScreenTips can be completely turned off, they are a very useful feature and it is advisable to keep them active. Status Bar Positioned at the bottom of the screen, this customisable bar keeps you updated with information about your presentation, such as the number of slides, Theme, proofing errors, default dictionary, View shortcuts and Zoom. Theme Name PowerPoint 2007 offers users the option to use or create slides with a specific combination of backgrounds, fonts, colours and placeholders (such as Text Boxes or object boxes), which combine to form a Theme (covered later). The Status Bar displays the Theme name currently being used in the presentation. The default Theme is called Office Theme. Key Tip Badges The keyboard can be used to select tabs and various command buttons on the Ribbons. If you press Alt, Key Tip Badges become active. These small badges are labelled with various letters and numbers, that when pressed on the Keyboard, will trigger the associated command or function. For example, to format text to bold, press Alt, then H (opens the Home Tab) and 1 (activates bold). You can repeat those keystrokes to turn bold off (this is known as a toggle key using the same buttons or Keys to turn commands on and off). Zoom View To get a bigger or smaller view of the current slide you can use the Quick Zoom feature. It is located on the bottom right-hand corner of the window. Click anywhere on the Zoom Slider to increase or decrease the Zoom level. Zoom settings can be customised through the View Tab using the Zoom button. View Shortcuts The View Shortcuts are a series of buttons found on the Status Bar, which allow you to quickly change how your presentation is displayed in the PowerPoint 2007 window. Normal View allows you to display an individual slide pictured along with the Slides and Outline Tabs; Slide Sorter View displays multiple slides at once or Slide Show View to run the presentation. The Zoom to Fit button adjusts your view settings so that the current slide fills the window. Software Publications Pty Ltd SECTION 2 43

8 Slides and Outline Tabs The Slides Tab allows you to view your slideshow as a vertical list of thumbnails (small pictures); in the order they will appear in your show. This view allows some basic editing functions, such as rearranging slides, inserting a new slide, deleting a slide and more. The Outline Tab allows you to view a vertical list of the text on your slides, organised in the order they will appear in your show. It also allows you to perform some basic editing functions. Activity 1 Where is the Office Button located? 2 Write down three command buttons found on the Office Button menu. 3 What does the dialog box Launcher do?... 4 If you hold the Mouse pointer over a button on the toolbar, what feature will activate? 5 Name the default Theme for PowerPoint What does the Zoom to Fit button do? Draw a picture of the button in the box below Which Tab allows you to view your slides as a list of thumbnails? 44 SECTION 2 Software Publications Pty Ltd