Rev. D 10/26/2012 Downers Grove Public Library Page 1 of 44

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1 Table of Contents Introduction... 3 Objectives... 3 PowerPoint Screen Components... 3 Office Button... 4 Quick Access Toolbar... 5 Fluid User Interface aka the Ribbon... 5 Dialog Launcher and Dialog Screens... 6 Seeing the Ruler and Gridlines... 7 Starting from Scratch... 8 Making Slides Consistent...10 Adding a Theme/Background...10 Inserting Dates and Slide Show Numbers Editing the Slide Master Saving a Presentation Downloading a Template Changing a Slide Presentation Adding Clip Art Adding a Picture Inserting SmartArt Creating WordArt Changing WordArt Text Box Shapes Changing the Shape of Text Adding a Border Using the Slide Sorter Deleting a Slide Grouping and Ungrouping Screen Elements Creating a Quick Photo Album Adding Animation and Sounds to a Slide Show Viewing a Slide Show Rev. D 10/26/2012 Downers Grove Public Library Page 1 of 44

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3 Introduction Microsoft PowerPoint 2007 is easy-to-use presentation software. Objectives By the end of the class, you should be able to: Insert slides into an existing slide show Employ the Slide Sorter Add and size pictures Make slides consistent Use the slide show feature PowerPoint Screen Components = Office Button 2 = Quick Access Toolbar 3 = Fluid User Interface, aka the Ribbon Tabs Groups 4 = Dialog launcher and sample Dialog screen Rev. D 10/26/2012 Page 3 of 44

4 Office Button Click the Office Button to view recent documents, create new documents, open existing files, save, save as, etc. Note: Look for a right arrow to view other options. Page 4 of 44 Rev. D 10/26/2012

5 Quick Access Toolbar The Quick Access Toolbar allows you to customize your user experience. To add more tools, click the down arrow to the right of the toolbar and click More Commands from the drop-down screen. To save time, why not add some commands that appear in the Office Button menu to the Quick Access Toolbar, for example, Close? Fluid User Interface aka the Ribbon The Ribbon is composed of tabs and groups, for example the Home tab contains the following groups: Clipboard, Slides, Font, Paragraph, Drawing, and Editing. Click the tabs to see the groups associated with each tab. Note: If the Ribbon disappears, click the down arrow on the Quick Access Toolbar and make sure a checkmark doesn t appear next to Minimize the Ribbon. To get rid of the checkmark and see the ribbon, click the checkmark. Rev. D 10/26/2012 Page 5 of 44

6 Dialog Launcher and Dialog Screens Clicking a dialog launcher for a group allows you to batch your changes and saves time. Let s look at the pop-up screen that appears when you click on the dialog launcher in the Font group. From this screen you can change the font, font style, size and color, etc. Click the Character Spacing tab to add space between letters. Note: To use a dialog launcher, you must click a text box. That makes the screen active. Page 6 of 44 Rev. D 10/26/2012

7 Toolbars and Task Pane When you are working with graphics, Picture Tools will appear on the top right of the screen. Tools and task panes appear as you need them. Seeing the Ruler and Gridlines 1. Click the View tab. 2. On the Show/Hide group, click in the boxes next to Ruler and Gridlines, until checkmarks appear. Rev. D 10/26/2012 Page 7 of 44

8 Starting from Scratch This is the default PowerPoint screen. The default layout is title slide. In order to type in PowerPoint, you need to use a layout or create a text box. 1. Click Layout 2. Click a layout from the dropdown box. Page 8 of 44 Rev. D 10/26/2012

9 3. Click 4. Click a slide layout Note: You can duplicate slides, import text from a Word outline or reuse slides from an existing slide presentation. 5. Look at the layout for clues on how to structure the slide, for example, Click icon to add picture. Note: The Active slide appears in the main PowerPoint screen. Active Slide Rev. D 10/26/2012 Page 9 of 44

10 Making Slides Consistent Adding a Theme/Background Themes are consistent throughout all of the Office 2007 products, i.e., Word, Excel, Publisher and PowerPoint. Themes include backgrounds, fonts and colors. 1. Click the Design tab. 2. Click the to view all themes 3. To select a theme, click it. Note: Click More Themes on Microsoft Office Online to download the Butterfly theme used in this presentation. Page 10 of 44 Rev. D 10/26/2012

11 Notice that the font and even the placement of the text box are different. Click Background Styles to change the color of the background. Inserting Dates and Slide Show Numbers 1. Click 2. A screen pops up. From this screen, you can add a date, slide number and even a footer. 3. Click to format the whole presentation or to format the active slide. Rev. D 10/26/2012 Page 11 of 44

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13 Editing the Slide Master 1. Save your document 2. You can either stay with the default design or click the Design tab. 3. To see all available design, click on the down arrow in the Themes group Click More Themes on Microsoft Office Online to download additional themes. 4. Click a theme, for example, Flow Rev. D 10/26/2012 Page 13 of 44

14 5. Click the View tab 6. Click from the Presentation Views group Page 14 of 44 Rev. D 10/26/2012

15 L A Y O U T M A S T E R S 7. You can change the layouts of the individual masters. To add a date and slide numbers to all slide master layouts, click the Insert tab, Text group and click 8. When you have made changes to the layout masters, click Closed Master View. Rev. D 10/26/2012 Page 15 of 44

16 Saving a Presentation PowerPoint 2007/2010 has a different extension than previous versions of PowerPoint. The new file names will have the extension.pptx, for example, slide_show pptx. The added x stands for XML (Extensible Markup Language). To save the document as a lower version of PowerPoint: 1. Click the Office Button 2. Most the cursor down to Save As 3. Click PowerPoint Presentation Note: A warning screen will appear. Click to continue. Page 16 of 44 Rev. D 10/26/2012

17 When you download templates or files from the Internet, always click Save As, never Save. You want to know into which folder the document will be saved. You also want to make sure that the document is saved as a PowerPoint 2007 or a PowerPoint file. PowerPoint files cannot support PowerPoint 2007 graphics. If you are sending files to someone who does not have PowerPoint 2007, tell them to download the viewer from Microsoft s website (microsoft.com). The viewer allows you to see PowerPoint files, but not to edit them. Downloading a Template 1. Click the Office Button 2. Click Rev. D 10/26/2012 Page 17 of 44

18 The first time you download templates, you ll see a licensing agreement in the right screen that you need to accept. 1. Click the categories on the left. To see all available templates, scroll down the screen and click More categories. 2. From the middle screen, that is, More categories, click Photo albums. Page 18 of 44 Rev. D 10/26/2012

19 3. Click the Class Photo Album II. 4. Click 5. Save the presentation. 6. Click text boxes and pictures to change words and graphics. Visit Microsoft s website to find and download other PowerPoint templates. Rev. D 10/26/2012 Page 19 of 44

20 Changing a Slide Presentation Adding Clip Art 1. Click the Insert tab 2. Click from the Illustrations group 3. A task pane appears. Type a keyword in the box under Search for 4. When the task pane is populated, click a picture The first time you use the Search Task Pane you ll be asked if you want PowerPoint to search for graphics from the Internet. Say yes. Page 20 of 44 Rev. D 10/26/2012

21 Notice there are handles on the picture. To make the picture larger or smaller, place the cursor on the handle until the cursor looks like Hold down the left mouse button and drag the cursor up or down. To move the picture around, place the cursor on the picture until it turns into a Hold down the left mouse button and drag it around the screen. 5. Picture Tools appear at the top on top of the ribbon. You can add frames and cool graphics to your pictures. Rev. D 10/26/2012 Page 21 of 44

22 Adding a Picture 1. Click the Insert tab 2. Click from the Illustrations group 3. Click the picture you d like to add from the pop-up screen. You may have to find the picture. Page 22 of 44 Rev. D 10/26/2012

23 Notice there are handles on the picture. To make the picture larger or smaller, place the cursor on the handle until the cursor looks like Hold down the left mouse button and drag the cursor up or down. To move the picture around, place the cursor on the picture until it turns into a Hold down the left mouse button and drag it around the screen. 4. Picture Tools appears at the top on top of the ribbon. You can add frames and cool graphics to your pictures. Rev. D 10/26/2012 Page 23 of 44

24 Inserting SmartArt Insert SmartArt to create professional-looking diagrams, organization charts, or flow charts 1. Click the Insert tab 2. Click from the Illustrations group 3. Click a SmartArt illustration that you d like to add to your presentation from the pop-up screen. 4. Click Page 24 of 44 Rev. D 10/26/2012

25 T Y P E Double click to insert a picture. Click the three dots... to close the typing screen. Rev. D 10/26/2012 Page 25 of 44

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27 Creating WordArt WordArt is available in Excel, PowerPoint, and Word. The WordArt component of Publisher looks like WordArt in Office The screen prints below are from PowerPoint. WordArt works similarly in Excel, PowerPoint and Word Click the Insert tab 2. From the Text group, click WordArt 3. Click a text style from the drop-down screen Shape Styles Click the down arrows to change the fill color, the shape outline or change the shape. You can add pictures, gradients and textures to the text box as you can with text. 4. Notice that Drawing Tools appears at the top of the screen Rev. D 10/26/2012 Page 27 of 44

28 5. Type a word or phrase 6. Click the down arrow under Style Shapes to see more colors and effects 7. Click a background style or color Page 28 of 44 Rev. D 10/26/2012

29 Changing WordArt Text Box Shapes 1. In Drawing Tools, click Edit Shape from the Insert Shapes group 2. From the drop-down screen, click a shape When you change a shape, you may want to change the background color, too. You can also add pictures, gradients and textures to the text box background. Rev. D 10/26/2012 Page 29 of 44

30 Changing the Shape of Text Make sure your WordArt is selected. To select it, click the WordArt. The WordArt will have handles around it. 1. Under WordArt Styles click Text Effects/Transform 2. Roll the cursor over the text style to see how the text changes 3. When you see a style you like, click it Page 30 of 44 Rev. D 10/26/2012

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32 Adding a Border To add a border to PowerPoint 2007, use clip art. 1. Click the Insert tab 2. Click Clip Art from the Illustrations group 3. A task pane appears on the right. Type border in the box under Search for 4. Press the Enter key on the keyboard or click 5. Look at the borders on the right side. Scroll down to see all borders. 6. Look at the orientation of the borders. Do they look like they would fit on portrait or landscape paper? Page 32 of 44 Rev. D 10/26/2012

33 7. If you need to change the paper orientation, click the Design tab. 8. Under the Page Setup group, click Slide Orientation 9. From the drop-down screen, click Portrait or Landscape 10. Click the Insert tab 11. Click a border from the Clip Art task pane Rev. D 10/26/2012 Page 33 of 44

34 12. Some borders fit perfectly; others need tweaking. The border pictured above will need to be stretched. Click the picture to see handles. 13. Position the cursor on the diagonal handles. The cursor will appear as a two-headed arrow 14. Hold down the left mouse button the drag the cursor to the right or left corner of the paper. If you want to move the border around, position the cursor until it looks like a four-headed arrow, hold down the left mouse button and drag the image around the paper. 15. You may have to grab a side handle and drag it to the end of the paper. Page 34 of 44 Rev. D 10/26/2012

35 16. To type, add text boxes. Rev. D 10/26/2012 Page 35 of 44

36 Using the Slide Sorter 1. Click the View tab 2. Click from the Presentation Views group Z O O M 3. Use the Zoom In/Zoom Out tool to view more slides on the sorter. 4. To rearrange the slide, click a slide and drag it to the right or left, up or down until you see a line at either side of the slide. 5. Release the mouse button. Page 36 of 44 Rev. D 10/26/2012

37 Deleting a Slide There are several ways to delete a slide: In Normal view, click a slide that appears in the left screen, and then click the Delete key on the keyboard. In Slide Master view, click a slide, and then click the Delete key on the keyboard. In Normal view, click a slide that appears in the left screen with the RIGHT mouse button. Click Delete from the pop-up screen. In Slide Master view, click a slide with the RIGHT mouse button. Click Delete from the pop-up screen. From the Home tab, Slides group, click. The active slide is deleted. Grouping and Ungrouping Screen Elements To ensure that screen elements always remain together, group them. Above is a text box that is placed on top of a picture. Ensure that the text box and the graphic don t get separated. Do as follows. 1. Move the cursor above the elements you want to group 2. Hold down the left mouse but and drag the mouse to lasso all the elements Rev. D 10/26/2012 Page 37 of 44

38 3. Handles appear around all the items. 4. Click from the Home tab, Drawing Tools group. 5. Click Group from the drop-down menu. Note: To ungroup, click on the grouped item, click the drop-down menu select Ungroup. and from Page 38 of 44 Rev. D 10/26/2012

39 Creating a Quick Photo Album 1. Click the Insert tab 2. Click 3. Click New Photo Album 4. Click Rev. D 10/26/2012 Page 39 of 44

40 5. Find the drive/file where the pictures are saved. 6. Select the pictures to insert in the photo album. To select pictures in succession, LEFT click the first picture and then hold down the Shift key on the keyboard and LEFT click the last picture. To select more than one picture, hold down the Ctrl key and LEFT click. 7. Click Page 40 of 44 Rev. D 10/26/2012

41 8. Click on the down arrow next to Picture layout to select how many pictures should appear on a slide. 9. You can also have all pictures appear in black and white, change the contrast and the brightness of individual pictures, etc. 10. When you re finished, click Rev. D 10/26/2012 Page 41 of 44

42 Save the album and add backgrounds, captions, etc. Page 42 of 44 Rev. D 10/26/2012

43 Adding Animation and Sounds to a Slide Show 1. Click the Animations tab. 2. Click on the down arrows to add animations schemes, sounds and timings. 3. Click the schemes to see how the slides transition. 4. To apply the schemes, music, etc. to the entire presentation, click. Otherwise, you can apply different schemes, etc. to each slide. Rev. D 10/26/2012 Page 43 of 44

44 Viewing a Slide Show 1. Click the Slide Show tab. 2. Click your preference from the Start Slide Show group. On-screen Menu 3. Press the Esc key on the keyboard to exit the slide show. Note: Narration and timing can be added. Click the choices and watch the screen prompts. Page 44 of 44 Rev. D 10/26/2012