PowerPoint 2007 Essentials Creating a presentation A ONE-DAY COURSE

Transcription

1 PowerPoint 2007 Essentials Creating a presentation A ONE-DAY COURSE

2 Title: PowerPoint 2007 Essentials Creating a presentation Edition: Issued: January 2008 PUBLISHED BY: Wizard Computer Training Pty Ltd ABN Typeset and published in Microsoft Word Word is a registered trademark of the Microsoft Corporation All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the permission of Wizard Computer Training. Care has been taken to ensure that the information provided in this manual is accurate and complete. Wizard Computer Training takes no responsibility for any damages arising from the use of the information contained in these notes.

3 Table of contents 1 PowerPoint Interface 1 The PowerPoint Window... 2 The Ribbon... 2 Types of tabs... 3 The Office Button... 4 The Quick Access Toolbar... 5 Opening a presentation... 6 Ribbon Groups... 7 Contextual Tools... 8 Program Tabs... 9 Dialog Box Launchers Navigating the Slide pane Using Zoom Running a presentation Closing a presentation A Simple Presentation 17 Slide Objects Managing text objects Adding text in the Slide Pane Selecting slide objects Deleting Objects Resizing Objects Creating new presentations Creating a new blank presentation Adding new slides Saving the presentation Formatting text Formatting words The Shortcut toolbar Formatting text blocks Using undo and redo Paragraph formatting Adding or removing bullets Creating sub-bullets Adding Notes Viewing Notes Reviewing 35 Spell checking Using the Review tab Find and Replace Document Themes Changing a Theme Templates Slide Masters Adding a logo to all slides Pictures and Drawings 55 Inserting Clip Art Obtaining Online clip art Resizing and moving pictures Managing photographs Hiding Background graphics SmartArt Graphics Views 67 PowerPoint views Normal view The Slide pane The Outline tab Using the Outline tab Promoting and demoting text Slide Sorter view Copying, moving and deleting slides Copying to other presentations Managing multiple windows Maximising Windows Printing and File Formats 77 File Formats Saving in other formats The Publish options Package for CD Print layouts Slide Show and Animation 89 Running a Slide Show Navigating a slide show Displaying Blank slides Hiding slides Slide Transitions Animations Changing Animation Removing animation Templates and Slide Layouts 41 Slide Layouts Using pictures... 44

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5 How to use this manual The section at the beginning of your manual details the latest science in preventing Repetitive Strain Injury, an identified risk to people using computers. Overuse of the mouse has been identified as the number one risk. Therefore instructions are presented using menu commands but where appropriate, keyboard shortcut commands and right-click (alternative mouse button) menu options will also be listed. Your skill level on commencement of a course impacts the learning experience and the success of the outcome for you. For all courses except our Essentials level courses, the exercise at the beginning will test whether you have the necessary skill to undertake this course successfully. If you have trouble completing this please raise the issue with your trainer as to the best way to proceed. The design of your manual is to support maximum learning for you during and after the course. Your manual is structured in visual levels and is easy to navigate. We would encourage you to review this manual a number of times after completing the course to refresh your memory and allow you to take full advantage of the many skills, tips and tricks to which you were introduced on the course. You cannot hope to be fully competent with everything that will be covered on this course immediately the course is finishes. Some practice, trial and error, by you after the course will help make these skills come readily to hand as you move on to master the software. A chapter may consist of several tasks. A procedure documents the necessary steps to perform the task. A procedure may be followed by a workshop to practice the information learned. However the instructions are not specific to using a particular file. The aims and objectives of each chapter are tested by reviews, to reassure you that you have understood the content and feel comfortable with the chapter. Bringing it all together at the end of the course tests your understanding of the objectives of the course. Navigating your manual This visual layout enables you to quickly scan the page and focus on the information needed. Level One consists of the headings and diagrams Level Two consists of bolded commands and symbols that give quick access to the steps and useful information Level Three is the detailed text The Table of Contents at the beginning of your manual provides quick access to broad topic sections. The beginning of each chapter shows a list of learning objectives as a summary of chapter contents. The Index at the end of your manual is detailed to enable precise location of the information sought.

6 vi PowerPoint 2007 Essentials Creating a presentation Terms and Symbols This manual uses the following specific terms: Select specifies a required specific menu command or dialog option Choose indicates that the user may have a variety of options Click indicates that a tool button or command button is to be activated Press indicates keyboard commands This manual uses the following standards, indicated by symbols: Details the steps required to perform a task or procedure Workshop Details the steps for an instructor led exercise Revision Details the steps for a section revision exercise Keyboard: Useful keyboard shortcuts are shown in this format. Tip: Provides a useful hint or information about using a related function. Note: Provides additional information related to the topic. Caution: Details possible negative consequences of performing an action. Best Practice: Indicates a method which may be the most efficient (least amount of effort) and effective (best results) way of accomplishing a task.

7 How to prevent Repetition Strain Injuries vii How to prevent Repetition Strain Injuries Minimise risk of developing RSI-related complaints by taking the following into consideration: Work behind a computer no more than 5 to 6 hours per day. This includes the hours you work with a computer at home Correctly set up your screen keyboard and document holder Adjust your chair and table adequately support your back, arms and feet Adopt a good working posture with back straight and shoulders relaxed Alternate between working behind the computer and other tasks Alternate between easy and difficult tasks Take regular short breaks and briefly leave the work station Do regular exercises to relax your limbs Build techniques other than the mouse to access the software content. Setting up the workstation A well set up workstation is the first step towards preventing RSI symptoms. The necessary requirements are listed below: Height of the sitting position Place feet flat on the ground or on a foot rest Check the circulation to your upper legs and knees is not restricted. Angle the upper and lower leg approximately 90 degrees with the lower legs vertical. Back support Adjust the height of the back of the chair to support the lower part of the back The arm rests With upper arms relaxed and hanging down and lower arms in a horizontal position, elbows should just touch the arm rests

8 viii PowerPoint 2007 Essentials Creating a presentation The upper and lower arms form a 90 degree angle. Relax shoulders to avoid sitting behind the keyboard with hunched shoulders The work surface or desk The height of the arm rests of the chair should be the same as the height of the work table If necessary adjust the height of the desk. If this is not possible, adjust the height of the chair and use a foot rest if you are not able to place your feet flat on the ground If the work surface is too low, blocks or telescopic legs may be a solution, but make sure there is sufficient leg room Reading and writing activities The area of the table used for reading and writing activities is at a good height if, with relaxed upper arms hanging downwards, the work surface is a few centimeters above elbow height. Monitor and accessories The monitor Sit straight in front of the monitor Position the monitor 50 to 70 cm away from your eyes With the top of the monitor at eye-level, the angle of vision should be about 30 degrees; larger angles can lead to neck complaints Elevate the monitor to bring the screen to the correct height if necessary The keyboard Place the keyboard 8 to 10 cm away from the edge of the work surface and sit straight in front of it The keyboard should not be too high; otherwise the work surface will no longer provide any support Hold the wrists/hands above the keyboard when typing. Keep wrists straight and avoid bending the wrists too far backwards, as this can cause problems

9 How to prevent Repetition Strain Injuries ix The document holder Use a document holder if you have to input data for prolonged periods of time Reduce the load on the neck and shoulders by having the text on the paper at the same eye level as the monitor Place the text (holder) between the keyboard and the monitor if you do not touch type The mouse Use the function keys wherever possible to avoid using the mouse. The Help function on the computer will automatically indicate the alternatives. When using the keyboard allow your fingers to rest on the keys A good mouse is not too big to cause the hand to be bent backwards. This position can result in a great deal of stress on the joint. People with small hands may find a wrist support helpful You can customise the mouse speed and double click function settings in the control panel on your computer If several mouse movements (lifting and repositioning) are required to move the cursor across the screen, the speed is set too low. However, if the mouse speed is set too high, the cursor will shoot past the target with even a small movement Set the double-click function to slow or use a mouse with three buttons, with the middle button replacing the double-click function Place the mouse close to both body and keyboard Use the mouse with the alternate hand from time to time Allow the edge of your palm to rest on the mouse pad. An ergonomically-designed mouse ensures that the hand and wrist are in the most natural position. Hold the mouse in the front of your hand and allow the fingers to rest on the mouse buttons in a relaxed manner Hold the mouse in a straight line with the lower arm. Do not bend the wrist to the right or the left When making smaller movements with the mouse support the lower arm by the table or an arm rest Larger movements with the mouse are made from the elbow and not the wrist

10 x PowerPoint 2007 Essentials Creating a presentation Climate in the workplace A good workplace has a good interior climate, few disturbing noises and good lighting. Because (computer) equipment produces a fair amount of heat, the climate in the workplace needs to be regulated to ensure that dry air and heat are not the cause of problems. Laser printers and photocopy machines which are used frequently should ideally be placed in a ventilated room due to heat and dust production. If possible place noisy equipment such as printers in a separate room. Too much disturbing noise can result in poor concentration problems. This in turn can cause you to tense your muscles whilst working. Incorrect lighting can cause disruptive reflections on the computer screen. There may also be other reasons for a poor climate in the workplace, such as draughts. Draughts can often cause a person to work with hunched shoulders, which can lead in turn to tensed muscles. Home situation The situation at home can also contribute to or alleviate problems. The following tips should help in alleviating problems: Avoid carrying out activities which aggravate the pain such as cycling, mopping the floor, ironing, carrying shopping, playing piano/violin Make sure you alternate sufficiently between rest and movement Improve your fitness Manage your stress Make sure you have a good workstation at home, do not use the laptop on the kitchen table or on your knee As at work, take regular breaks from repetitive tasks

11 How to prevent Repetition Strain Injuries xi Exercises to prevent RSI A good starting position for these exercises is as follows: Sit or stand with a straight back Keep your head straight with your crown pointing to the ceiling Your shoulders should be kept low and relaxed Take a couple of deep breaths in and out and focus your attention on your neck and shoulders. Continue to breathe smoothly throughout the exercises; do not hold your breath. 1. Sit up straight. Relax your shoulders and lift your head up out of your neck. Pay attention to the feeling of space this creates, not just in your neck, but in the whole upper body. Feel your breath. 2. Stretch your arms up and make yourself as tall as possible. 3. Keep your shoulders low. Imagine your shoulder joint is a clock. Make circular movements with both shoulders. First 10 circles in a forwards movement and then 10 circles backwards. Do this slowly and focused. Feel the effect it is having. 4. Allow your arms to hang loose alongside your body. When breathing in, lift your right shoulder. While you breathe out, move the right ear to the right shoulder. Breathing in: straighten up your head again. Breathing out: drop right shoulder again. Feel the difference between your right and left shoulder. Repeat this exercise twice more on the right side and then three times on the left side. 5. Make sure you have warm hands (rub them to warm them up). Place them on your neck/throat. Make small circular movements with your head. You can also loosen the grip and make slightly larger circles with your head. Feel what is happening. Allow the circles to become smaller until your head is in the centre again. Feel the effect this has. Shake out your hands and arms. 6. Bring your shoulders to your ears and drop them in one go when you breathe out. 7. Place your warm hands on your shoulders. Allow the fingers to press firmly on the muscles. Move your elbows up and down so that the tips of the fingers move around. In this way massage the muscles at the top of your back. Remove your hands, and shake out your arms in the starting position. 8. Rotate your hands from the wrists (to the left and the right). 9. Spread out and then tighten your fingers into a fist a number of times. 10. Shake out your arms, including your hands and fingers in the movement.

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13 Course Introduction Welcome to PowerPoint 2007 Essentials Creating a presentation course. This one-day course has been developed to introduce the participant to PowerPoint and its many features. PowerPoint is a powerful communication tool, and enables the user to combine text, pictures, graphs, objects and data from other sources to create effective, professional presentations. Some features which may be used to obtain faster results are: The Office Fluent user interface: this is an uncluttered workspace which allows an experienced user to work faster. SmartArt diagrams: a bulleted list can easily be converted into a diagram or a flow chart. Custom Layouts: custom designs for text placement and graphics for individual slides can be produced and reused. Document themes: the look of all the items in a presentation cam be changed with one click, and will apply a consistent and professional appearance. XPS and PDF formats: PowerPoint presentations can be shared across different computer platforms using XPS (XML Paper Specification) or PDF (Portable Document Format). Course aim The aim of this course is to provide participants with the knowledge and skills to create a simple presentation. Course objectives At the completion of this course, you should be able to: Know how to use the PowerPoint interface Use the different tabs on the Ribbon Create a presentation Use bullet lists Format text and use document themes to format globally Use the spell check and thesaurus

14 xiv PowerPoint 2007 Essentials Creating a presentation Use templates and obtain templates online Insert pictures Apply the different PowerPoint views Manage multiple windows and copy slides from other presentations Know the different print options Know the different file formats to save the presentation Run a slide show and apply transitions and animation effects

15 1 PowerPoint Interface Commands for PowerPoint are organised across the top of the program window on a band called the Ribbon. The most commonly used commands are the largest and the idea is to keep them displayed all the time so that the user does not have to look for them. Each tab contains commands for a particular type of work that is required when producing a presentation. The buttons are organised into groups which have tasks that are commonly used together. Objectives By the conclusion of this chapter you should be able to: Use the PowerPoint window Understand the Ribbon, Ribbon Groups and the types of tabs Use the Office Button Use the Quick Access Toolbar Open a presentation Use Contextual Tools and Dialog Box Launchers Understand Program Tabs Navigate the Slide pane Use Zoom Run a presentation Close a presentation

16 2 PowerPoint 2007 Essentials Creating a presentation The PowerPoint Window PowerPoint users need access to a large variety of tools to manage design, text and graphics. A variety of features, including the Ribbon makes these tools easily accessible. The window has all the common features of the entire Microsoft Office suite. Office button Quick Access Toolbar Slide pane Figure 1-1 the PowerPoint Window Zoom Slider Slides pane Notes pane Normal View button The Ribbon The Ribbon contains the commands that are used most frequently by PowerPoint users. All the commands are designed to be visible when a certain type of task is taking place, for example, creating a chart.

17 Chapter 1 PowerPoint Interface 3 The Ribbon has a number of tabs or layers, which contain most of the commands for a group of tasks. Types of tabs Tab Home Insert Design Animations Slide Show Review View Contextual Description Commands for the most frequent tasks, for example copying, pasting, adding slides and formatting. Commands to insert tables, diagrams and charts. Commands to select a background design, fonts and a colour scheme. Commands to manage animation effects for lists or charts. Commands to manage how the presentation will run. The spell check and team annotations can be accessed here. Change the view to notes. Some tabs will appear for special tasks as needed. Figure 1-1 The Home tab Figure 1-2 The Insert tab Figure 1-3 The Design tab Figure 1-4 The Animations tab

18 4 PowerPoint 2007 Essentials Creating a presentation Figure 1-5 The Slide Show tab Figure 1-6 The Review tab Figure 1-7 The View tab Note: Other tabs, for example the Acrobat tab, may be created by add-ins from other programs. Note: The Ribbon can be hidden by using Ctrl + F1. A tab is then clicked to display it. Clicking on another part of the widow will hide the Ribbon again. The Office Button In place of the File menu is the Office Button. This contains a menu with the options to manage the file. Figure 1-8 The Office Button

19 Chapter 1 PowerPoint Interface 5 Figure 1-9 The Office Button menu The Office Button menu includes: New Save As Prepare Send Publish Display a dialog box to create new files from templates Gives a large variety of formats in which to save the file, including PDF Prepare the document for distribution: allows the addition of the File Properties, and security options. Send a copy of file in to other people in different formats for reviewing. Distribute the file to other people this would be a completed copy ready for use. The Quick Access Toolbar Earlier versions of Microsoft Office used toolbars. This created problems with users accidentally closing them and then losing accessibility to a number of features. The Quick Access Toolbar still offers some of the functionality of the old toolbars. The Quick Access Toolbar can be customised by changing its position and adding commonly used commands and macros to it. Figure 1-10 The Quick Access Toolbar

20 6 PowerPoint 2007 Essentials Creating a presentation Opening a presentation A PowerPoint presentation is opened in a similar way to a Microsoft Word or Excel file. To open a presentation: 1. Choose Start, Programs, Microsoft Office. 2. Select the PowerPoint icon. OR Click the PowerPoint icon on the Taskbar. PowerPoint opens a new file, displaying a Title slide. 3. Click the Office button. 4. Click the Open button The Open dialog box appears. 5. Navigate to the appropriate directory. 6. Double-click the file. OR Select the file. 7. Click Open. Keyboard: Ctrl + O can be used to display the open dialog box.

21 Chapter 1 PowerPoint Interface 7 Figure 1-11 The Open dialog box Tip: To open a file that has been used recently, choose the file name listing at the top of the Office button menu. Workshop Opening an existing presentation 1. Open the presentation Introduction. 2. Select the different ribbon tabs and view the buttons. 3. Click the Office Button and view the menus. 4. Observe the Quick Access Toolbar and the drop- down list on the right of it. 5. Leave the file open. Ribbon Groups The buttons on the ribbon are arranged in groups to make it easier to view related tasks that the user may wish to do. The name of the group is at the bottom of the buttons. Some examples are the Font and Slides groups on the Home tab.

22 8 PowerPoint 2007 Essentials Creating a presentation Figure 1-12 The Font and Slides groups on the Home tab Workshop Observing groups on the ribbon 1. Observe the following groups on the different tabs: 2. Animations: Transition to This Slide. 3. Design: Themes. 4. Slide Show: Start Slide Show. 5. View: Presentation Views. 6. View other groups to familiarise yourself with the Ribbon. Contextual Tools Contextual tools enable the user to work with a selected object, for example a table, picture, or drawing. When the object is clicked, a relevant contextual tab appears in an accent colour next to the standard tabs. Figure 1-13 The Drawing Tools contextual tab To display a contextual tab: 1. Select an object on the slide.

23 Chapter 1 PowerPoint Interface 9 Workshop Displaying a contextual tab 1. On slide 1 of the presentation Introduction, click in the text block. 2. Observe the Drawing Tools contextual tab. Program Tabs Program tabs replace the standard set of tabs when the view is altered to Print Preview, or to other modes. To view the Print Preview Program tab: 1. Click the Office Button. 2. From the menu, move the mouse over Print. 3. Choose Print Preview. Figure 1-14 The Print Preview Program tab

24 10 PowerPoint 2007 Essentials Creating a presentation Workshop Displaying the Print Preview Program tab 1. Display the Print Preview program tab. 2. Close the view. Dialog Box Launchers Dialog Box Launchers are down-arrow icons in some groups. Clicking a Dialog Box Launcher opens a related dialog box or task pane, providing more options for that group. To display a dialog box: 1. Click the Dialog Box Launcher on the right of the group name. Figure 1-15 Group showing the dialog box launcher Dialog Box Launcher Figure 1-16 Font dialog box

25 Chapter 1 PowerPoint Interface 11 Workshop Displaying the Dialog Box Launcher 1. Click in a text box on the first slide. 2. Right click and display select font. 3. Close the dialog box. Navigating the Slide pane Navigate the Slide pane by clicking slide thumbnails, the scroll bar arrows, or keyboard commands. Keyboard and scroll bar methods to navigate the Slide pane. Item Home End PageUp PageDown Description Go to previous slide. Go to next slide. If the slide is zoomed larger than the slide pane, scroll to the next slide. If the slide is zoomed larger than the slide pane, scroll to the previous slide. Go to the first slide. Go to the last slide. Go to the previous slide. Go to the next slide. Table 1-1 Methods to navigate the Slide pane Workshop Navigating the Slide view 1. Navigate to the last and first slide in the presentation. Experiment with other navigation methods. Using Zoom Zooming allows the user to see all the slides in one window, or to see any part of a slide at a different magnification. This can be very useful when working on fine detail in drawings.

26 12 PowerPoint 2007 Essentials Creating a presentation Figure 1-17 The Zoom tools Using Zoom 1. Select the file window. 2. Click the View tab. 3. Click the Zoom button. The Zoom dialog box appears. 4. Select the required zoom. 5. Click OK. OR On the View tab, choose Fit to Window. OR Use the slider on the bottom right of the window. Tip: Hold down the control key (Ctrl) and move the mouse wheel to zoom in or out.

27 Chapter 1 PowerPoint Interface 13 Workshop Using Zoom 1. Experiment with the zoom tools on the currently opened file. Running a presentation When running the presentation, the slide fills the screen and the effects of animation can be seen. Many of the components, (for example hyperlinks) are only active in this view. The slide show can be advanced using the mouse, keyboard or automatically. To play a presentation from the first slide. 1. Press the Home key to go to the first slide. 2. Click the Slide Show button on the bottom right of the window. OR Press the F5 function key Tip: Use Shift + F5 to go to Slide Show with the current slide. To advance to the next slide: 1. Click the screen with the left mouse. To stop a presentation: 1. Press Esc. OR Right-mouse click. Choose End Show.

28 14 PowerPoint 2007 Essentials Creating a presentation Workshop Playing a presentation 1. Using the file Introduction, go to Slide Show. 2. Display the slides. Closing a presentation To close a presentation: 1. Click the Office button and choose Close. The presentation will close but the PowerPoint window will remain active. OR Click the Close button window. on the top right of the presentation Keyboard: Use Ctrl + F4 to close a file. Note: If there are two files open, clicking the Close button will only close the active file. Note: If changes have been made to the presentation since it was last saved, PowerPoint will prompt for changes to be saved before closing the presentation. Workshop Closing a Presentation 1. Close the file Introduction, choosing not to save changes.

29 Chapter 1 PowerPoint Interface 15 Revision Check your knowledge 1. What Ribbon tab has the most common task buttons like copying and pasting? What is the Keyboard command to open a file? What is the keyboard command to stop a presentation and return to the Slide pane? What is an easy way to zoom using the mouse? What is a Ribbon group? What is a Dialog Box Launcher? What is the keyboard command to go to the start of a presentation?...

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31 2 A Simple Presentation PowerPoint offers a variety of ways of creating a presentation. This process is made easier by providing a number of preset layouts to which text and graphic objects can be added. A design can be applied after the slides are created. The presentation can be created using the Outline tab and then pictures, drawings and labels can be added to individual slides. Objectives By the conclusion of this chapter you should be able to: Manage text and graphic objects Create a new presentation Add new slides Save the presentation Format text Use the Shortcut toolbar Use undo and redo Format paragraphs Add and remove bullets Create sub-bullets Add notes

32 18 PowerPoint 2007 Essentials Creating a presentation Slide Objects Text boxes, pictures, diagrams and drawings are known as slide objects and need to be selected to allow them to be edited and formatted. Managing text objects Text and Graphics can be added to any slide and are called drawing objects. When selected, an object will become active and display selection handles. Text can be added to the presentation in the Slide pane or Outline tab. Adding text in the Slide Pane To add text using the Slide pane: 1. Click on or in a place holder. 2. Add text. 3. Press Esc to leave text edit mode. Placeholder Figure 2-1 A Title slide, showing text placeholders Text Edit mode Text objects are selected by clicking once on the text. A frame appears around the text and an active cursor appears in the text. The object is in

33 Chapter 2 A Simple Presentation 19 edit mode and the contents of the text box can be altered in a similar way to a word processor. Figure 2-2 A text object in edit mode Select mode Clicking on the line of the frame places the text object in selection mode. The cursor is not active in the text. Formatting commands can be applied to the entire object and it can be moved using the direction arrows. Figure 2-3 A text object in selection mode Workshop Adding text to a presentation 1. Open the file Slide Objects. 2. On the first slide add Stores in Every State to the subtitle area. 3. On the second slide, add Microsoft PowerPoint and Outlook to the list. 4. Save the file. Selecting slide objects Use the slide pane to add pictures and rearrange objects on the slide. Any object on the Slide pane must be selected before it can be moved or formatted. Note: A right-mouse click on different objects gives a large variety of actions.

34 20 PowerPoint 2007 Essentials Creating a presentation To select objects: One object Several objects Text box Many objects Click the object. Click one object, hold down Shift and click others. Click on the text and then click the outside line. Drag a selection marquee around the objects. Deleting Objects Any object can be deleted from the slide. To delete an object: 1. Select the object. 2. Press Delete. To delete a text block: 1. Click on the text and then click the outside line. OR Click on the text, and press Esc Press Delete. Workshop Selecting objects 1. Using the file Slide Objects, go to slide Select some of the objects by dragging a marquee around them. 3. Use Shift to select and deselect objects. 4. Experiment with deleting some objects. 5. Right-mouse click on different objects to see the context menus.

35 Chapter 2 A Simple Presentation 21 Resizing Objects Text blocks and graphics may need to be resized to allow better placement of multiple objects or to allow for a larger font size. To resize an object: 1. Select an object. 2. Move the mouse over a selection handle. A resize cursor appears. 3. Drag the selection handle. Selection Handle Workshop Resizing slide objects 1. On slide 3 of Slide objects, resize the text block Random Access Memory to read on one line. 2. Experiment with resizing other objects and changing the font size. 3. Save the file and close it. Creating new presentations A new presentation can be created by using one of the following methods: Blank presentation Installed Templates Microsoft Office Online Creates a presentation containing one blank slide with no background or text effects. Content, formatting and additional slides can be added as required. These templates have ready to use layouts for example a Classic Photo Album. There are many categories of presentations to choose from.

36 22 PowerPoint 2007 Essentials Creating a presentation Creating a new blank presentation A new presentation is often created using the Blank Presentation option, which provides the user with a slide format created using a default template that has no background or text effects. This allows the user to concentrate on adding the text and then deciding on a design later. This is useful if the content and design are being prepared by different users. To create a blank presentation: 1. Click the Office button and select New. The New Presentation dialog box appears. 2. Select Blank Presentation. 3. Click Create. A new presentation containing one blank slide will open with a Title Slide. Figure 2-1 The New Presentation dialog box

37 Chapter 2 A Simple Presentation 23 Workshop Creating a new presentation The presentation that is created in this exercise will form the basis for many exercises in the following chapters. Imagine you are a representative of a book company. This presentation is going to be shown to groups to advertise your stock. 1. Create a blank presentation. 2. Use the following information. Title: Wizard Book Company Subtitle: Specialists in all types of Literature 3. Leave the presentation open to add more slides. Adding new slides New slides can be added using the Ribbon buttons, or in the Outline tab. New slides added using a button will be placed after the active slide. Note: The default slide allows the user to add any type of object, including text or graphics. To add a slide: 1. Select the Home tab, and click the New Slide button. A Title and Content slide is added to the presentation. Workshop Adding a new slide 1. Add a new slide to the presentation. 2. Put the following information on the slide. Slide Title Book Categories Computer Bullet points Champion Sports Series Computers for New Users Using Microsoft Office Favourite Places to Visit Microsoft Word for Advanced Users Microsoft Excel for Advanced Users

38 24 PowerPoint 2007 Essentials Creating a presentation Travel Microsoft PowerPoint for Advanced Users Beginning Visual Basic Favourite African Places Food Tour of the Middle East Hiking in India Fishing in Alaska 3. Save the file. Saving the presentation Once several slides of the presentation have been created, it can be named and then saved to disk. PowerPoint uses Auto Recover to save a temporary copy of the presentation every 10 minutes by default. However, it is a good idea to save the presentation as soon as it is created and then at regular intervals. To save a new presentation: 1. Click the Office button and choose Save. The Save As dialog box appears. OR Press Ctrl + S OR Click the Save button on the Quick Access Toolbar. 2. Choose the folder in which the presentation is to be saved. 3. Type a suitable name in the File Name box. 4. Choose OK.

39 Chapter 2 A Simple Presentation 25 Figure 2-2 The Save As dialog box The options in the Save As dialog box include: File name Save as type The name of the presentation to be saved. Specifies the format in which to save the file. Select a different file type from the drop-down list. Workshop Saving a new presentation 1. Save the presentation as My Bookshop Presentation in the PowerPoint exercise folder. Tip: When choosing a file name, pick a descriptive name that reflects the contents of the presentation. Note: File names can include a combination of uppercase, lowercase and numeric characters. Caution: If a file with the chosen name already exists in the same folder, a warning will be given and the new file should be renamed. If the new file is not renamed the original file will be replaced with the new presentation and cannot be recovered.

40 26 PowerPoint 2007 Essentials Creating a presentation Formatting text Text can be formatted using the tools on the home tab. In PowerPoint, as in Microsoft Word, the formatting of text can be managed globally so this saves a lot of time not having to format slides individually. Note: Global formatting is managed using the Slide Masters and this will be covered later on. s and Workshops will demonstrate the difference between using a Slide Master to format text and formatting individual slides. Note: Select text by dragging across it with the mouse. Note: All the commands used to select text in other programs like Microsoft Word may be used in PowerPoint. Some are listed here, but there are many more which are available. Keyboard Shift + right or left direction arrows Ctrl + Shift + right or left direction arrows Text selected Select characters. Select words. Table 2-1 Using the direction arrows to select text Formatting words Individual words can be selected and formatted. To format single words: 1. On the slide, highlight the text. 2. Choose the formatting to apply from the Home tab.

41 Chapter 2 A Simple Presentation 27 Figure 2-3 Text formatting buttons on the Home tab The Shortcut toolbar When text is selected, a shortcut toolbar appears which provides formatting options. Figure 2-4 The Shortcut toolbar Workshop Formatting words 1. On the file My Bookshop Presentation, use slide two to highlight some words and format the text bold. 2. Experiment with other formatting tools. Don t save the file. 3. Experiment with the shortcut toolbar. Formatting text blocks If the entire text block is selected, then the formatting will be applied to all the text inside it. To format a text block: 1. Click inside the text block. 2. Press Esc. The cursor is no longer active. 3. Format the text block as required.

42 28 PowerPoint 2007 Essentials Creating a presentation Figure 2-5 Text block in selection mode Note: Clicking the outside line of a text block will also place it in select mode. Workshop Formatting a text block 1. Select the text block on slide 2 and experiment using different font colours and sizes. Don t save the file. Using undo and redo If the user wishes to undo a number of actions, PowerPoint stores 20 actions which can be undone. This number can be increased in the PowerPoint options. If the user undoes too many actions, then it is also possible to redo the operation. To undo an action: 1. Click the Undo button on the Quick Access Toolbar. Keyboard: Ctrl + Z will undo an action. To redo an action: 1. Click the Redo button on the Quick Access Toolbar.

43 Chapter 2 A Simple Presentation 29 Keyboard: Ctrl + Y will redo an action. Workshop Using Undo and Redo 1. Undo the formatting you have applied to your slide. 2. Experiment with the keyboard commands to go back a number of times. Paragraph formatting Paragraph formatting includes bullets, alignment and the space between the paragraphs. To apply paragraph alignment: 1. Click in any word. 2. Select an alignment option from the Ribbon buttons. To apply paragraph space: 1. Click in any word. 2. Click the arrow to show the paragraph options. The Paragraph dialog box appears. 3. Choose from the Spacing options. 4. Click OK.

44 30 PowerPoint 2007 Essentials Creating a presentation Figure 2-6 The Paragraph dialog box Workshop Applying alignment and spacing 1. On slide 2 of your presentation, click in any word in a bulleted list and experiment with alignment and spacing. Adding or removing bullets Bullets are part of paragraph formatting, and are managed in a similar way. To add or remove bullets: 1. Click in a word. 2. Click the bullet or number required on the Ribbon. Workshop Adding or removing bullets 1. Experiment with bullets and numbers on your presentation. 2. Undo the changes. 3. Keep the presentation open.

45 Chapter 2 A Simple Presentation 31 Creating sub-bullets Sub-bullets are a good way to organise text and divide a concept into two separate parts. To create a sub-bullet: 1. With the cursor at the end of a line, press Enter to start a new line. 2. Press Tab to create a sub-bullet. OR Click the Increase List Level button on the Home tab. Workshop Creating a sub bullet 1. Create a new slide and add the following, with sub-bullets. Sports History of Rugby Snow Skiing in Australia Crosscountry Downhill Cricket Champions Learning Tennis 2. Save the file. Adding Notes Notes can be added to slides to allow the presenter to put all their speaking notes on a printed page with a thumbnail of the slide the notes apply to. It is important that the main points only are on the slide. Detailed information such as statistics or technical details should be included in the Notes area for the presenter. The presenter can talk through these details rather than filling a slide with too much information. Notes are for the presenter, not for use as Handouts which have their own section. Notes can be viewed if the presenter has a dual monitor setup and notes viewed on the off-presentation monitor.

46 32 PowerPoint 2007 Essentials Creating a presentation These Notes can be printed through the Print dialogue box for the presenter. To add notes to a slide: 1. Click in the Notes pane. 2. Type in the notes as required. Viewing Notes Notes can be viewed in the Notes View. To view notes in the Notes View: 1. Select the View tab. 2. Click Notes Page.

47 Chapter 2 A Simple Presentation 33 Figure 2-7 Notes Page Note: The layout and size of the notes pages can be altered with the Notes master. Tip: Notes can be typed into the notes pages, or content copied and pasted from another document. Workshop Adding notes to a presentation 1. Add a note to slide 2 as follows There will be a book sale beginning 4 weeks before Christmas. 2. Add your own notes to other slides. 3. Save the presentation and close it.

48 34 PowerPoint 2007 Essentials Creating a presentation Revision Check your knowledge 1. If the cursor is active in a text block how can you select just the text block? How can you select multiple objects? What methods can be used to resize a picture? What is the keyboard command to save a file? Why is it better to format the text on the bulleted lists using Themes or the Slide Masters? What is the keyboard command to undo an action? What is the keyboard command to redo an action? How do you apply paragraph formatting to your text? How is a sub-bullet created in Outline view?...

49 3 Reviewing PowerPoint has a large range of reviewing tools, including a spell check and a thesaurus. This allows the user to check the spelling in the document as it is typed, and to check to see if other words may be more appropriate. Find and Replace is a powerful feature which allows the user to quickly update a presentation. Objectives By the conclusion of this chapter you should be able to: Use the Spell checking Use the Review tab Use Find and Replace

50 36 PowerPoint 2007 Essentials Creating a presentation Spell checking PowerPoint marks any word that has doubtful spelling with a red underline similar to Microsoft Word. Users should check which version of English is being used, for example, English (Australia). It is important to make sure that the correct dictionaries have been installed on the computer and are active. This can be managed by the computer technicians in the user s organisation. The options for the correct spelling can be displayed by right clicking on the word. Figure 3-1 Right mouse menu for a misspelt word Tip: Instead of right mouse clicking, the key on the left of right Ctrl can be used to display the context menu and then actions can be chosen using the arrow keys and Enter. Context menu Using the Review tab The Review tab on the ribbon provides the tools to spell check the document or use the thesaurus to suggest alternative words.

51 Chapter 3 Reviewing 37 To spell check a document using the Review tab: 1. Click the Review tab. 2. Click the Spelling button. Figure 3-2 The Review tab To use the Thesaurus: 1. Click the Thesaurus button. The Research task pane appears. 2. Choose an option from the list. Figure 3-3 The Research task pane

52 38 PowerPoint 2007 Essentials Creating a presentation Workshop Using the Reviewing tools 1. Open the presentation Employee Training. 2. Observe any underlined words and use the right mouse menu to correct the spelling on two examples. 3. Use the Spelling button to check the document. 4. On slide 6, select the word Flexible and use the Thesaurus button to choose an alternative word. 5. Save the presentation and leave it open. Find and Replace Find and Replace is one of the most useful functions in any computer application as it allows the user to quickly update an entire presentation or document. Find and Replace options are on the Home tab. To use Find and Replace: 1. Go to the start of the document. 2. Click the Replace button. The Replace dialog box appears. 3. Type in the Find what box. 4. In the Replace with box, type in the item. 5. Click Find Next. 6. Choose from Replace, or Replace All. A message box showing the number of replacements appears. 7. Click Close.

53 Chapter 3 Reviewing 39 Figure 3-4 The Replace dialog box The Replace dialog box includes: Match Case Find whole words only The item in the Find What box will be matched with the same case. Only the whole word will be found, for example an abbreviation like IT for Information Technology. Workshop Using Find and Replace 1. Using the presentation Employee Training, replace 1/2/08 with the current date. 2. Save and close the presentation.

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55 4 Templates and Slide Layouts Templates give the option to start a new file with all the content included, as a ready-made presentation. The original file itself is left unchanged and a new untitled file is created. All the user has to do is to replace the original text in the presentation. Templates can also be used to apply formatting to the entire presentation, including logos and graphics on the slide masters. Document themes are a fast way to apply formatting and background graphics to an existing presentation. Objectives By the conclusion of this chapter you should be able to: Change Slide Layouts Use pictures Apply Document Themes Use Templates Work with Slide Masters Add a logo to all slides

56 42 PowerPoint 2007 Essentials Creating a presentation Slide Layouts PowerPoint uses a number of different slide layouts to assist the placing of pictures and office clip art. To change a slide layout to insert clip art: 1. When a slide is created, the default layout is Title and Content. 2. After text has been added, the icons to add graphics will disappear. 3. The layout to add graphics can be chosen by selecting it from the Layout button on the Home tab.

57 Chapter 4 Templates and Slide Layouts Click the Layout button on the Home tab. Layout options appear. Choose this for bullets and clip art Figure 4-1 Layout Options from the Office Theme 5. Select the layout required. Note: Choose Two Content for a bulleted list and clip art. Figure 4-2 Two content slide layout

58 44 PowerPoint 2007 Essentials Creating a presentation Workshop Changing slide layouts 1. Open the file My Bookshop Presentation and go to the second slide. 2. Change the layout to Two Content. Using pictures Any pictures can be inserted into a PowerPoint presentation. This can be clip art obtained from sources other than Microsoft, or photographs. A standard layout can be used to insert a picture, or it can be placed anywhere on the slide. To insert a picture using a layout: 1. Change the slide layout to show the content icons. 2. Click the Insert Picture from File button. The Insert Picture dialog box appears. 3. Click the required picture and choose Insert. Figure 4-3 The Insert Picture dialog box

59 Chapter 4 Templates and Slide Layouts 45 To insert a picture and place it anywhere on a slide: 1. Display the Insert tab. 2. From the Illustrations group, choose Picture. The Insert Picture dialog box appears. 3. Click the required picture and choose Insert. Workshop Using pictures 1. Using the file My Bookshop Presentation, add some pictures from the exercise folder to illustrate the book titles. 2. Save the file. Document Themes Document Themes will change the look of the entire presentation. Changing the theme of the presentation alters the background colour and text in the presentation. Using a document theme makes it easy to apply a consistent look and professional appearance to a presentation. Note: With all the formatting options in PowerPoint, move the mouse over the formatting options to see the result on the presentation. To use a document theme: 1. Click the Design tab. 2. Move the mouse over the Document themes to see the effect on the presentation. 3. Click the required theme. Figure 4-4 Document themes

60 46 PowerPoint 2007 Essentials Creating a presentation Changing a Theme If a different background colour or fonts are required, the theme can be modified. To alter the appearance of a theme: 1. On the Design tab, choose from the Fonts, Colours or Effects. OR Choose from the Background Styles. Figure 4-5 Background Styles menu Note: To reset the presentation back to the original theme, choose the theme again. Workshop Using themes 1. Apply a theme to your presentation. 2. Experiment with changing the fonts, colours and background. 3. Save the presentation and close it.

61 Chapter 4 Templates and Slide Layouts 47 Templates Templates can be used to create a new presentation. A good presentation is able to motivate the audience to act on what they have seen. Templates provide the user with ready made presentations to create a presentation faster and add charts diagrams and tables to illustrate or demonstrate a point and maintain the audience s attention. Although some templates are installed on the computer, the majority now are on the Microsoft web site. To create a new presentation from an installed template: 1. Click the Office button, and choose New. The New Presentation dialog box appears. 2. Click Installed Templates. 3. Select a template from the list.

62 48 PowerPoint 2007 Essentials Creating a presentation Workshop Creating a new presentation from an installed template. 1. Create a new presentation from the Classic Photo Album. 2. Close the file without saving. To create a new presentation from the Microsoft web site: 1. Choose the Office Button, New. The New Presentation dialog box appears. 2. Select a category from Microsoft Office Online. 3. Select a sub-category from Presentations. 4. Choose the required presentation. 5. Click Download.

63 Chapter 4 Templates and Slide Layouts 49 Figure 4-6 Using templates from Microsoft Office Online Note: Online templates are only available to users who are running genuine Microsoft Office this dialog box will appear. Workshop Creating a new presentation from Microsoft Office Online 1. From the New Presentation dialog box, choose Presentations from Microsoft Office Online. 2. Select a presentation from the Presentations list. 3. Close the presentation without saving and choose other presentations. Note: After a template has been downloaded, it will show in My Templates in the New Presentation dialog box.

64 50 PowerPoint 2007 Essentials Creating a presentation Slide Masters The general look of the presentation can be managed by using a theme. However, if a logo or different font sizes are required, then is necessary to apply those changes to the slide masters. If a customised design is required, this must be done on the slide masters. Slide masters are used to make design changes that affect every slide in the presentation. A consistent look can be added to slides by customizing the slide master, instead of customising each slide individually. To customise a slide master, the placements of text and objects on a slide can be reorganised by moving and resizing placeholders, which hold title and body text or objects such as charts, tables, and pictures. It is easier to start with a built in slide design and then modify it. Note: Formatting just one slide will not format the entire presentation, so it is important to make any required changes to the presentation in the slide master view. Adding a logo to all slides The master slides can be used to add a logo to every slide, using a text box or a picture. To add a logo to every page: 1. Select the View tab. 2. Click the Slide Master button. A list of slide layouts and a Slide Master tab appears. 3. Click the master labelled 1 on the left pane. 4. Edit the master slide as required. 5. Click Close Master View.

65 Chapter 4 Templates and Slide Layouts 51 Figure 4-7 Slide Master view

66 52 PowerPoint 2007 Essentials Creating a presentation Workshop Adding a logo to every page 1. Open your presentation and change to the slide master view. 2. Resize the title placeholder to make room for a logo. Click on the middle selection handle and drag it to the right. Drag to the right 3. Choose the Insert tab, select the text box tool and draw a text box in the space provided. 4. Type WCT as the logo, and format the text block using Quick Styles. 5. Close the master view and observe the presentation. 6. Notice that the logo has been added to all slides, other than the title slide. 7. Save the presentation.

67 Chapter 4 Templates and Slide Layouts 53 Revision Check your knowledge 1. What is the default layout for a new slide? What layout could be used to have a bullet list and a picture? What does Microsoft office mean by the term Picture compared to Clip Art? What tab do you select to apply themes? What does a template allow you to do? Why should you place a logo on the slide master, rather than on a slide?...

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69 5 Pictures and Drawings Pictures and drawings can enhance a presentation and can be used to illustrate what the presenter is explaining. Microsoft provides an extensive range of on-line clip art and pictures. Photographs can be inserted into a ready-made layout, placed anywhere on a slide or used as a background to be viewed in full screen. Objectives By the conclusion of this chapter you should be able to: Insert Clip Art Obtain Online clip art Resize and move pictures Manage photographs Hide Background graphics Use SmartArt Graphics

70 56 PowerPoint 2007 Essentials Creating a presentation Inserting Clip Art Clip art is installed on the computer as part of the Office installation and can also be obtained as an Office clip art file from the Microsoft web site. Clip art is any kind of picture but usually this term refers to pictures supplied as part of the Microsoft Office suite. The easiest way to place clip art is to use the layouts supplied. To add clip art: 1. Choose a Content layout. 2. Click the Clip Art button on the slide. The Clip Art task pane appears. 3. From Results should be: choose the type of files to display.

71 Chapter 5 Pictures and Drawings In Search for: type in what is required. 5. Click Go. The Microsoft Clip Organiser dialog box appears. 6. Click No to stop the on-line search. A selection of clip art appears. 7. Click to place the picture on the slide.

72 58 PowerPoint 2007 Essentials Creating a presentation To remove a picture and add another one: 1. Click the picture and press Delete. 2. Add another picture from the Clip Art task pane. Workshop Adding clip art to a slide 1. Change the layout of your slides and add clip art. 2. Save the file. Obtaining Online clip art Online clip art is available to users who have a validated copy of Microsoft Office. To use online clip art: 1. Change the slide layout to Two Content. 2. Click the Clip Art button on the slide pane. The Clip Art task pane appears. 3. From the task pane, choose Clip art on Office Online. A web page will open on the Microsoft web site 4. Choose from the categories of clip art and the options displayed below.

73 Chapter 5 Pictures and Drawings 59 Workshop Using Microsoft clip art 1. Open the file My Bookshop Presentation. Use Clip art on Office Online to add pictures to your presentation. Resizing and moving pictures The pictures will automatically be resized by PowerPoint when it is inserted, but this may not suit the needs of the user. To resize a picture: 1. Select the picture. The Format tab is displayed. 2. Click the arrow alongside Size. The Size and Position dialog box appears. 3. Type in the Height or Width. 4. Click Close

74 60 PowerPoint 2007 Essentials Creating a presentation Figure 5-8 The Size and Position dialog box Tip: A picture may also be resized by dragging a corner selection handle. Drag this to rotate the picture Drag this to resize the picture Note: Do not type into both the Height or Width boxes, as the other will automatically change to keep the same aspect ratio. Note: It is not necessary to type in units like cm as PowerPoint will do that automatically.

75 Chapter 5 Pictures and Drawings 61 To move a picture: 1. Click and drag the picture. OR Click the picture and use the direction arrows. Workshop Resizing and Moving pictures 1. Experiment with resizing and moving pictures on your presentation. 2. Save the file. Managing photographs Photographs may be inserted into a presentation in a similar way to a picture, but often the user wants the photograph to be viewed on the whole slide. To insert a photograph: 1. Create a new Title and Content slide. 2. Click the Insert Picture from File button. The Insert Picture dialog box appears. 3. Click the required picture and choose Insert.

76 62 PowerPoint 2007 Essentials Creating a presentation Figure 5-9 Inserted picture To insert a photograph as a background on a slide: 1. Insert a new slide. 2. Change the layout to Title Only. 3. Choose the Design tab. 4. Choose Background from the arrow. The Format Background dialog box appears. 5. Choose Fill, Picture or texture fill. 6. From Insert from, choose File. 7. Select the file and choose Insert. 8. Choose Close to apply to the one slide.

77 Chapter 5 Pictures and Drawings 63 OR Apply to All. Figure 5-10 The Format Background dialog box Figure 5-11 Using a picture as a background

78 64 PowerPoint 2007 Essentials Creating a presentation Hiding Background graphics The graphics from the master slides will still be displayed and spoil the effect of the photograph, so these can be hidden for this slide. Tip: The Format Background dialog box can be displayed by right clicking the slide background and choosing Format Background from the context menu. Figure 5-12 The right mouse slide background context menu To hide background graphics: 1. Display the Format Background dialog box. 2. Click Hide background graphics. 3. Click Close.

79 Chapter 5 Pictures and Drawings 65 Workshop Inserting photographs 1. Add a new slide to your presentation. 2. Insert a photograph from the exercise folder. 3. Add another slide to your presentation, and change the slide layout to Title only. 4. Add a photograph to the slide background and remove the graphics from the master slide. SmartArt Graphics Any bulleted list can be quickly changed into a diagram called a SmartArt Graphic. This can help add variety to the presentation without knowing how to use the drawing tools. To convert a bulleted list to a SmartArt Graphic: 1. Select the text block. 2. On the Home tab, choose the Convert to SmartArt Graphic button. The SmartArt Graphic menu appears. 3. Move the mouse over the options to see the result on the screen. 4. Select the required SmartArt Graphic.

80 66 PowerPoint 2007 Essentials Creating a presentation Figure 5-13 SmartArt graphic menu Workshop Applying a SmartArt Graphic 1. Select the text block on the third slide of your presentation and apply a SmartArt Graphic. 2. Save the file and keep it open. Revision Check your knowledge 1. What do you click to display the clip art task pane? What are two methods you can use to resize clip art? How can a photograph be displayed on a whole slide?...

81 6 Views PowerPoint has a variety of views to allow the user to work more easily with the slide content. The two different types of content used in a presentation are text and graphics. If a large amount of text has to be managed or edited, this is more easily done in the Outline tab. The most important thing to the audience is the information they wish to access from the presentation and this will mainly be from the text. It is really important that the presenter makes sure that the text content is organised well so that it is easily accessible by the audience. Graphics, by their nature, have to be managed as drawing objects and these are edited on the slide pane. The Slide Sorter view can give and overall picture of the presentation and is a handy tool to allow the moving and copying of slides from one presentation to another. Objectives By the conclusion of this chapter you should be able to: Use and apply the PowerPoint views Use the Outline tab to enter text Promote and demote text Copy, move and delete slides Use Slide Sorter view to copy to other presentations Manage multiple windows

82 68 PowerPoint 2007 Essentials Creating a presentation PowerPoint views PowerPoint has three main views to create a presentation. These views give easy access to organising text content, formatting slides, adding speaker notes, copying and moving slides and viewing animation. The three views are Normal, Slide Sorter and Slide Show. Normal View Slide Sorter view Figure 6-1 The View buttons Slide Show view Tip: A PowerPoint presentation opens to the view it was last saved in. Normal view Normal view displays the Slide pane, Notes pane and Slides (miniature) and Outline tabs. This enables the user to work on the details of one slide at a time. Shapes, graphics, text and animation can all be formatted. The Notes pane is easily accessible to add details about the slide s content. The Outline tab offers a fast way to organise and add slide text, and to navigate. To apply Normal view: 1. Click the Normal view button near the middle of the bottom of the window. OR Choose the View tab, and click the Normal button.

83 Chapter 6 Views 69 Slides tab Outline tab Slide pane Figure 6-2 Normal View Notes pane Zoom Slider The Slide pane Normal View button All the objects on the slide can be viewed using the Slide pane. Use the Slide pane to move graphics, draw objects, edit text or add animation effects. Figure 6-3 The Slide pane

84 70 PowerPoint 2007 Essentials Creating a presentation Navigating the Slide pane Navigate the Slide pane using the mouse on the scroll bar, or keyboard commands. Keyboard and scroll bar methods to navigate the Slide pane. Item Home End PageUp PageDown Description Go to previous slide. Go to next slide. If the slide is zoomed larger than the slide pane, scroll to the next slide. If the slide is zoomed larger than the slide pane, scroll to the previous slide. Go to the first slide. Go to the last slide. Go to the previous slide. Go to the next slide. Table 6-2 Methods to navigate the Slide pane Note: The bottom left corner of the Status bar the number of the current slide. will display Note: Only one slide can be viewed at a time. Tip: The position indicator on the scroll bar indicates which slide is active in Slide view. Click and drag the position indicator to move through the slides. The indicator will identify the slide number and slide title. Workshop Navigating the slide pane 1. Using the file My Bookshop Presentation, view different slides by navigating the slide pane.

85 Chapter 6 Views 71 The Outline tab Use the Outline tab to add and manage text. In Outline tab, new slides can be added, and text moved or copied. When a new presentation is created, it is easy to manage the structure of the presentation from Outline tab. This tab can be used to navigate to slides. To use the Outline tab to navigate: 1. Click the Outline tab. 2. In the Outline tab, click the heading or text of the slide to view. Tip: Use Ctrl + Home to go to the first slide and Ctrl + End to go to the last slide. Using the Outline tab Text can be added using the Outline tab. New slides can be created and text can be moved between slides. The Outline toolbar offers a convenient way to manage text in the Outline tab, however keystrokes can be used to create the entire presentation. To add text in the Outline tab: 1. Select the Outline tab. 2. Click on the end of the line to add text. 3. Press Enter. 4. Add text as required. Promoting and demoting text Different levels of bullets can be created in the slide pane or the Outline tab. In the Outline tab, text can be promoted to a slide title. To demote text in the Outline tab: 1. Click the start of the line to demote.

86 72 PowerPoint 2007 Essentials Creating a presentation 2. Press Tab. OR Click the Increase List Level button on the Home Ribbon. To promote text in the Outline tab: 1. Click on the start of the line to promote. 2. Press Shift + Tab. OR Click the Decrease List Level button on the Home Ribbon.. Workshop Adding text using the Outline tab 1. Add two new slides to your presentation with content as follows: Slide Title Garden Maintaining Computers Bullet points Growing tomatoes Managing Roses Best Vegetables Gardens without Lawns Virus prevention Managing Hard Drives Popular Software Popular Hardware 2. Save the file. Slide Sorter view Slide Sorter view provides an overview of the entire presentation by displaying miniatures of all slides, complete with graphics, text and animation. Slides can be moved and copied and it is a very good view to copy slides from another presentation.

87 Chapter 6 Views 73 Figure 6-4 Slide Sorter view To display Side Sorter view: 1. Click the Slide Sorter button on the middle of the bottom of the window. Copying, moving and deleting slides To copy, move and delete slides in Slide Sorter view: To move a slide with a context menu To move a slide using the mouse To delete a slide To copy a slide with a context menu To copy a slide using the mouse To manage Right-mouse click on the slide and choose Cut. Right-mouse click on the destination and choose Paste. Drag the slide to the new location. Select the slide and press Delete, or right-mouse click the slide and choose Delete Slide. Right-mouse click on the slide and choose Copy. Right-mouse click on the destination and choose Paste. Hold down Ctrl and drag the copied slide to a new location. Select the first slide and then hold Ctrl to select non-adjacent

88 74 PowerPoint 2007 Essentials Creating a presentation multiple slides slides, or hold Shift to select adjacent slides. Workshop Using Slide Sorter view to manage slides 1. Using the file My Bookshop Presentation, experiment with moving and copying slides. Note: The Slides pane in Normal View can be used in a similar way to copy, paste and move slides. Copying to other presentations One of the frequently used operations is to copy slides from one presentation to another. This can be managed by viewing two windows at the same time. Copying sides to other presentations using multiple windows. 1. With PowerPoint open, open both files using the Office Button open menu, or Ctrl + O. 2. Click the View tab. 3. Choose Arrange All. Both windows will be arranged side by side. 4. Change both views to Slide Sorter. 5. Copy slides from one presentation to the other. Note: Navigating in Windows Explorer and opening multiple files by double clicking them can result in the program opening twice, which would mean this window option would not be available. Workshop Opening multiple windows 1. Open both the files My Bookshop Presentation and Employee training. 2. Arrange the windows so the files can be viewed side by side. 3. Copy slides from one presentation to another.

89 Chapter 6 Views 75 Figure 6-5 multiple windows Managing multiple windows The windows can be maximised and returned to the multiple window view, and the contents can be zoomed. The active window The windows can be made active by clicking on the Title Bar or anywhere on the open window. Note: The active window s Title Bar will be darker. Figure 6-6 File Title Bar

90 76 PowerPoint 2007 Essentials Creating a presentation Maximising Windows Very often it is necessary to view a presentation in the full program window. Maximising windows 1. Choose the View tab. 2. On the Title Bar, click the Maximise button. Returning windows the multiple window view. 1. Click the View tab. 2. Choose Arrange All. Both windows will be arranged side by side. Workshop Maximising windows 1. Experiment with maximising windows and then rearranging them. 2. Close the presentation Employee Training. Revision Check your knowledge 1. What screen elements are contained in the Normal View? In outline view, what is the Keyboard command to demote text? In outline view, what is the Keyboard command to promote text? What operations can easily be done in Slide Sorter view? How can two files be displayed in the same window?...

91 7 Printing and File Formats A PowerPoint presentation is often saved as a PowerPoint show, which runs when it is double clicked. Other formats like PDF and XPS can be useful and converters for these can be downloaded from the Microsoft web site. The presentation can be printed and given to the audience. The printing options allow the printing of speaker notes or slide handouts with a space available for the audience to make their own notes. Objectives By the conclusion of this chapter you should be able to: Know the different File Formats available in the save options Know the Publish options Understand the Package for CD Create handouts Know the different PowerPoint print layouts

92 78 PowerPoint 2007 Essentials Creating a presentation File Formats PowerPoint offers a number of different file formats and ways of saving the presentation. The PowerPoint file can be saved in the following PowerPoint formats: Save As type Extension Description PowerPoint Presentation PowerPoint Macro-Enabled Presentation PowerPoint Presentation PDF Document Format XPS Document Format PowerPoint Design Templates PowerPoint Macro-Enabled Design Template PowerPoint Design Template.pptx.pptm.ppt.pdf PowerPoint 2007 presentation an XMLenabled file format. A presentation that contains Visual Basic for Applications (VBA). A presentation compatible with PowerPoint 97 to Office PowerPoint Publish as PDF Portable Document Format able to be opened by Adobe Acrobat Reader and any computer platform..xps Publish as XPS: XML Paper Specification -A new Microsoft electronic paper format for exchanging documents in their final form..potx.potm A presentation as a template to use to format future presentations. A template that includes pre-approved macros..pot A template that can opened in PowerPoint 97 to Office PowerPoint Office Theme.thmx A style sheet that includes definitions of a colour theme, font theme, and effect theme. PowerPoint Show.pps;.ppsx A presentation that always opens in Slide Show view rather than in Normal view. PowerPoint Macro-Enabled Show PowerPoint Show.ppsm.ppt A slide show that includes pre-approved macros that can run from within a slide show. A slide show that can opened in PowerPoint 97 to Office PowerPoint PowerPoint Add-In.ppam An add-in that stores custom commands, Visual Basic for Applications. PowerPoint Add-In Single File Web Page.ppa.mht;.mhtml An add-in that can be opened in PowerPoint 97 to Office PowerPoint A Web page as a single file with a.htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Can be sent by

93 Chapter 7 Printing and File Formats 79 Web Page.htm;.html A Web page as a folder with a.htm file and all supporting files, such as images, sound files, cascading style sheets, scripts, and more. Can be posted on a site or edited with an HTML editor. GIF (Graphics Interchange Format) JPEG (Joint Photographic Experts Group) FileFormat PNG (Portable Network Graphics) Format TIFF (Tag Image File Format) Device Independent Bitmap.gif.jpg.png.tif.bmp A slide as a graphic for use on Web pages. The GIF file format is limited to supporting 256 colours, and therefore it is more effective for scanned images such as illustrations rather than colour photographs. GIF can also be good for line drawings, black and white images, and small text that is only a few pixels high. GIF supports animation and transparent backgrounds. A slide as a graphic for use on Web pages. The JPEG file format supports 16 million colours and is best suited for photographs and complex graphics. A slide as a graphic for use on Web pages. PNG does not support animation as GIF does, and some older browsers do not support this file format. A slide as a graphic for use on Web pages. TIFF is the best file format for storing bitmapped images on personal computers. A slide as a graphic for use on Web pages. Windows Metafile.wmf A slide as a 16-bit graphic (for use with Microsoft Windows 3.x and later). Enhanced Windows Metafile.emf A slide as a 32-bit graphic (for use with Microsoft Windows 95 and later). Outline/RTF.rtf A presentation outline as a text-only document that provides smaller file sizes and the ability to share files with others who may not have the same version of PowerPoint or the operating system. Any text in the notes pane is not saved with this file format. Note: The File, Save as PDF or XPS (XML Paper Specification) format has to be enabled by downloading an addin from the Microsoft web site. Saving in other formats A PowerPoint presentation is often saved as a PowerPoint show, which opens when it is double clicked. The other formats like PDF and XPS can be useful.

94 80 PowerPoint 2007 Essentials Creating a presentation To save a PowerPoint presentation as PowerPoint Show: 1. With the presentation open, click the Office Button. 2. Move the mouse over Save As to view the common options. 3. Choose PowerPoint Show. The Save As dialog box appears. 4. Choose the directory in which to save the file. 5. Click Save. Note: The keyboard command to Save As is the F12 function key.

95 Chapter 7 Printing and File Formats 81 Figure 7-1 The Save As dialog box Note: The Save As dialog box gives all the different file save options in the Save as Type box. Workshop Saving a PowerPoint presentation as a PowerPoint Show 1. Save your presentation as a PowerPoint show to the desktop. 2. Close PowerPoint and double click the presentation to view it. 3. Close the presentation with Esc. To save a PowerPoint presentation as XPS or PDF: 1. Click the Office button. 2. From Save As, choose XPS or PDF. The Publish as PDF or XPS dialog box appears. 3. Choose the directory in which to save the file. 4. From Save as Type: choose PDF or XPS. 5. Choose other options as desired. 6. Click Publish.

96 82 PowerPoint 2007 Essentials Creating a presentation Figure 7-2 The Publish as PDF or XPS dialog box Workshop Saving a PowerPoint presentation as PDF or XPS 1. Save your presentation to the desktop as a PDF file. 2. View the result by double clicking it. 3. Save the presentation to the desktop again, but as an XPS file. 4. View the result by double clicking it. The Publish options In the Office menu are the Publish options, which encompass ways to share the presentation with others.

97 Chapter 7 Printing and File Formats 83 To use the Publish menu: 1. Click the Office button. 2. Move the mouse over Publish. The Publish menu opens. 3. Select an action from the menu. Figure 7-3 The Publish menu Package for CD This allows the user to include and burn on the CD all linked files and the PowerPoint viewer. The presentation may then be sent to anyone who requires it. Put a blank CD in your CD burner before using Package for CD.

98 84 PowerPoint 2007 Essentials Creating a presentation Figure 7-4 Package for CD and Options Figure 7-5 Message box warning about file links This will then burn the presentation direct to a blank CD in the drive. Workshop Using the Publish options 1. Observe the options to create a Package for CD 2. Observe the handout options. Print layouts There are a number of different layouts that can be used when printing a presentation in PowerPoint. These options can be selected from the Print dialog box.

99 Chapter 7 Printing and File Formats 85 Print Preview Print Preview displays the Program tab Print Preview which displays most of the printing options on the ribbon. Figure 7-6 Print Preview Program tab Slides Handouts Notes Pages Outline View Slides can be printed to paper, overhead transparency film or to 35mm slides. Create handouts of slides for the audience, printing two, three or six slides per page. Create notes pages while creating the presentation and then use them as speakers notes when presenting the slides. The text content of the slides can be used as an agenda for the presentation. Figure 7-7 The Print dialog box

100 86 PowerPoint 2007 Essentials Creating a presentation The options in the Print dialog box include: Printer Select the preferred printer. Print Range: All Current slide Selection Custom Show Slides Prints all items in the presentations (as specified in the Print What box, above). Prints only the current item. Prints only the current selection. Prints a customised version of the slide show. Prints the range of items entered at right. Use hyphens to indicate a continuous range. Use commas to indicate a non-continuous range. Copies Collate Print What Handouts Greyscale Pure Black and White Scale to Fit Paper Frame Slides Enter the number of copies to print. Prints collated sets. Multiple copies will print faster if Collate Copies is cleared, but will then have to be collated manually. Items to print. Select an item from the drop-down list. Prints text and objects in greyscale for a better print result on non-colour printers. Prints no greyscale, only solid black and white. When printing handouts, this area allows the customisation of the way the handouts are printed. Scales presentation slides to fit paper size specified in the Print Setup dialog box. Prints a thin border around the outside of the slide. To print a presentation: 1. Click the Office button. 2. Move the mouse over Print.

101 Chapter 7 Printing and File Formats Select options as required from the menu. Workshop Printing a presentation 1. Display the Print Preview tab for the presentation. 2. View the printing options for your presentation. 3. Chose the Office menu, Print to see the Print dialog box.

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103 8 Slide Show and Animation Once a presentation has been prepared, it is important to run the presentation and view it on a projector screen if possible. This will allow the presenter to see if the design and colours are appropriate for a large screen The ability to quickly go through the presentation and hide slides means that one presentation can be modified in a variety of ways to suit different audiences. Animations can add to a presentation, but the user needs to consider carefully whether the animation is necessary and would detract from the presentation. PowerPoint has built-in animation schemes which can make the task simple and the animation appropriate for the group. Objectives By the conclusion of this chapter you should be able to: Run a slide show Navigate a slide show Display blank slides Hide slides Apply slide transitions Apply animations Remove animation

104 90 PowerPoint 2007 Essentials Creating a presentation Running a Slide Show Once a presentation has been prepared, it is important to run the presentation and view it on a projector screen if possible. A presentation that has a good appearance on a computer screen may not look as good when it is displayed on a large screen by a light projector. Presenters may use a number of ways to run a presentation, including a remote control, the keyboard or the mouse. To run a presentation: 1. Press the F5 function key. The presentation will begin the Slide Show from the first slide. OR On the View tab, click the Slide Show button. 2. Click the slides to advance. To leave Slide Show: 1. Press Esc. OR Right click the mouse. Choose End Show from the menu. Note: There is a menu at the bottom left corner of the Slide show to give different options. Note: To play the current slide, press Shift + F5.

105 Chapter 8 Slide Show and Animation 91 Figure 8-1 Slide Show menu buttons Workshop Running a presentation 1. Close all presentations and open the file Transitions. 2. Run the presentation from the beginning, using the F5 function key. 3. Advance slides using a mouse click. 4. Use the Slide Show buttons to run the slide show. 5. Leave the Slide Show using Esc or the right mouse menu. Navigating a slide show The mouse and the keyboard can be used to navigate a slide show.

106 92 PowerPoint 2007 Essentials Creating a presentation Keyboard commands and context menus to navigate Slide Show Navigation Method Go to the first slide. Go to the last slide. Home key End key Go to the next slide. Click the current slide, or press, or press. Go to the previous slide. Go to any slide. Table 8-1 Navigating the Slide Show Right-mouse click the slide and choose Previous, or press, or press. Right-mouse click on the slide and choose Go to Slide, then select from the list. Note: There are a number of other methods to navigate a slide show, but the most common have been listed. Displaying Blank slides At times is convenient to display a blank slide so that the audience is not distracted by the presentation. A blank black or white slide can be displayed. To display a blank slide: 1. In Slide Show, press W for a white slide, or B for a black slide. 2. To return to Slide Show, press W or B. Workshop Displaying a blank slide 1. Run the in Slide Show. 2. Display a blank black or white slide. 3. Return to the presentation.

107 Chapter 8 Slide Show and Animation 93 Hiding slides Part of good preparation is to include a large number of slides to allow for contingencies. When the presenter arrives at a venue, some of the slides may not be appropriate for the audience. The ability to quickly go through the presentation and hide slides means that one presentation can be modified in a variety of ways to suit different audiences. To hide slides: 1. In the Normal View, on the Slides pane, right-click the slide to be hidden. 2. Choose Hide Slide from the context menu. The slide fades to show it is hidden. Faded slide Figure 8-2 Right mouse slides menu Tip: To unhide slides, view the slides in the Slides pane, and right click the faded slides and click Hide Slide. Workshop Hiding slides 1. Using the file Transitions, hide some slides and view the presentation in Slide Show. 2. Unhide the slides.

108 94 PowerPoint 2007 Essentials Creating a presentation Slide Transitions Slide transitions are animation effects that occur in Slide Show view when a slide is displayed. Transitions can be set for all slides at the same time so this can save a lot of time. Generally, the speeds for the transitions should be left at fast. To apply transition effects to slides: 1. From the Slides pane, choose the slide thumbnails to apply a transition to. 2. Choose the Animations tab. 3. Move the mouse over the transition effects in the Transition to This Slide group. A preview of the transition is displayed on the active slide. 4. Select the transition required. Figure 8-3 Transition effects Click here for more transitions 5. Choose a sound and a speed if required. 6. From Advance Slide, choose an option from On Mouse Click and Automatically After. 7. Choose Apply to All if the transition is to be applied to all slides in the presentation.

109 Chapter 8 Slide Show and Animation 95 Workshop Applying slide transitions 1. Use the file Transitions. 2. Select a transition and apply it to the first slide. 3. Play the presentation from the first slide by pressing the F5 function key. 4. Leave Slide Show by pressing Esc. 5. Choose a transition, and choose Automatically After and leave the timing at 0. Apply this to all slides. Use the F5 function key to play the presentation from the start. 6. Reset all the slides to advance on a mouse click. Animations Animations can add to a presentation, but the user needs to consider carefully whether the animation is necessary and would detract from the presentation. Many presentations do not convey the message effectively due to excessive animation effects. PowerPoint has built-in animation schemes which can make the task simple and the animation appropriate for the group. To use built in animation effects on a text object: 1. Choose the Animations tab. 2. Select the text block. 3. Click the drop down arrow on the right of Animate. Drop down arrow 4. Move the mouse over an animation. A preview will display on the slide.

110 96 PowerPoint 2007 Essentials Creating a presentation After an animation style has been applied, modification to the animation direction can be made. To modify an animation: 1. With the object selected, click Custom Animation on the Animations ribbon. The Custom Animation task pane appears. 2. Choose the change to the animation as required. Figure 8-1 The Custom Animation task pane