ellen@ellenfinkelstein.com 515-989-1832 PowerPoint 2007 Cheat Sheet Contents Templates and Themes... 2 Apply a corporate template or theme... 2 Format the slide master... 2 Work with layouts... 3 Edit Whole Slides... 3 Duplicate slides... 3 Copy a slide or slides from one presentation to another... 3 Edit Objects... 3 Duplicate objects... 3 Select multiple objects... 3 Align objects... 4 Group objects... 4 Copy formatting from one object to another... 4 Change one shape to another shape... 4 Move objects... 4 Move an object in front of or behind another object... 4 Repeat the last action... 4 Exactly specify the position of an object... 4 Exactly specify the size of an object... 5 Edit Text... 5 Re-order bulleted text... 5 Remove bullets from text... 5 Turn text into SmartArt (diagram)... 5
Work with images... 6 Crop a picture... 6 Fill a shape with a photo... 6 Work with Charts... 6 Change the chart type... 6 Delete chart features... 6 Change data for a chart... 6 Templates and Themes Apply a corporate template or theme Go to the Design tab. If the template or theme is shown in the Themes group, just click it to apply it to the entire presentation. If the template or theme is not shown, click the small More down arrow at the right side of the Themes group and choose Browse for Themes. Then navigate to the template or theme and open it. If you are provided with a presentation file (.pptx) instead of a template or theme, then you have to copy and paste slides. Here are the steps: 1. Open your current presentation in slide sorter view. 2. Press Ctrl + A to select all of the slides, then copy to the Clipboard. 3. Open the template presentation and paste into slide sorter view. 4. Usually, by default, the presentation will take on the destination presentation s formatting, which is what you want, but if not, click the Paste Options clipboard icon s down arrow and choose Use Design Template Formatting or Use Destination Theme. Note: Templates (*.pot) were the norm for PowerPoint 2003 and older versions. PowerPoint 2007 introduced themes, which are.thmx files. In 2007, you can still use themes, which are.potx files. Format the slide master 1. Choose View> Slide Master 2. To affect all layouts, click the top, larger layout on the left. 3. Make changes to font, font color, etc. 4. Click the Normal View icon to exit the Slide Master.
Work with layouts All slides should use a layout. They shouldn t just be the blank layout with text boxes and other elements inserted, because then placement varies from slide to slide and you can t make global changes to layout. To choose a layout, right-click next to a slide (in the gray area or where there aren t any other objects). Choose Layout, then choose a specific layout. You can create a custom layout. Follow these steps: 1. Choose View> Slide Master. 2. Right-click a layout in the left pane that s similar to what you want and choose Duplicate Layout. 3. Right-click the duplicate and choose Rename Layout. Choose a descriptive name. 4. Move or resize the existing elements as desired. To add a placeholder, on the Slide Master tab, choose Insert Placeholder and choose one of the placeholder types. Edit Whole Slides Duplicate slides To duplicate a slide, select it in the left-hand pane. Then press Ctrl+D. Copy a slide or slides from one presentation to another Click the slide thumbnail in the left panel of the slide you want to copy. Display the other presentation where you want to copy the slide to. In the left panel, click where you want the new slide to go, above or below an existing slide. To paste the slide with the destination presentation s formatting, just paste (Ctrl + V). But to keep the slide s original formatting, go to Home tab> Clipboard group and click the down arrow below the Paste button and choose the Keep Source Formatting button you ll have to hover over the buttons to see their ToolTip and find the right one. Edit Objects Duplicate objects To duplicate an object (image, shape, textbox, anything), select it and press Ctrl+D. Select multiple objects To select multiple objects on a slide, click on a blank area of a slide and drag diagonally to completely enclose all the objects you want to select in a box.
To select multiple objects on a slide, click one, then press and hold Ctrl or Shift and click the other objects you want to select. Align objects Select the objects. (Select the object you want to align to first.) Click the Format tab, then choose Align and one of the options (Left, Top, etc.) Group objects To group objects, select the objects. Then press Ctrl+G. To ungroup objects, right-click the grouped object and choose Group>Ungroup. Copy formatting from one object to another Select the object that has the formatting you like. On the Home tab, click the Format Painter button. Then click another object to make it like the first one. Change one shape to another shape Select the shape. Click the Format tab. In the Insert Shapes group, choose Edit Shapes and then choose a new shape. Move objects If dragging isn t accurate enough, select the object and use the arrow keys. For even smaller movements, press the CTRL key while you use the arrow keys. Move an object in front of or behind another object Behind: Right-click the object and choose Send to Back>Send to Back or Send to Back>Send Backward In front: Right-click the object and choose Bring to Front>Bring to Front or Bring to Front>Bring Forward Repeat the last action To repeat the last action, you can often press the F4 key at the top of the keyboard. For example, if you want to change the size of text in several boxes, change the text in one box. Then select the text in the second box and press the F4 key. You can repeat that as many times as needed. Exactly specify the position of an object To specify the position of an object to be the same as another object (usually on another slide), follow these steps: 1. Select the first object. 2. Click the Format tab that appears. 3. In the Size group, click the arrow at the bottom right (it s called the dialog box launcher, but you don t see those words anywhere). The tooltip will say Size and Position. 4. Click the Position category.
5. Write down the Horizontal and Vertical positions and note the setting on the right. (By default, it s Top Left Corner.) Leave the dialog box open. 6. Display the second slide (if necessary) and select the object on that slide. 7. Type the Horizontal and Vertical positions that you wrote down and make sure that the setting on the right is the same as it was on the first slide. Close the dialog box. Note: If the two objects are exactly the same, you can copy and paste them from one slide to another. PowerPoint pastes to the same location on the second slide. Exactly specify the size of an object To specify the size of an object to be the same as another object, follow these steps: 1. Select the first object. 2. Click the Format tab that appears. 3. In the Size group, write down the Height and Width sizes. 4. Select the second object. 5. In the Size group, type the Height and Width sizes that you wrote down. Edit Text Re-order bulleted text Place the cursor over a bullet that you want to move. Click and drag up or down. Remove bullets from text Click in the paragraph and click the Bullets button on the Home tab to remove the bullets. But that leaves the left margin uneven. So, on the ruler, click the triangle at the bottom of the ruler that lines up with the indent and drag it to the left to line up with the triangle at the top of the ruler. Turn text into SmartArt (diagram) 1. To turn text in a text placeholder into a diagram, click anywhere inside the placeholder. 2. On the Home tag, in the Paragraph group, choose Convert to SmartArt. 3. Choose one of the visible options or choose More SmartArt graphics to open a dialog box where you can choose a category and many more configurations. To edit SmartArt, select it and then do any of the following:
Click the left arrow on the left side of the border to open a text area, where you can edit the text easily. (Some SmartArt works with 1 st and 2 nd level bulleted text. To create 2 nd level text, press Tab to move the text to the right. This text goes in a separate shape in the SmartArt.) Click the SmartArt Tools Design tab, in the SmartArt Styles group, choose any option. Also, you can choose Change Colors for color options. Also on the Design tab, in the Layout group, you can choose another layout (configuration). Also on the Design tab, in the Create Graphic group, you can add a shape. Click the SmartArt Tools Format tools for the same tools you have on the Format tab for any shape. There you can change the fill, outline, etc. Work with images Crop a picture Select the picture. On the Format tab, click the Crop button. You ll see special crop handles on the edges. Click one and drag inward. Do that on as many sides as you want. Click off the picture to deselect it. Fill a shape with a photo You have to have a separate image file. Select the shape. On the Format tab, choose Shape Fill> Picture. Choose the image file and click Open. Work with Charts Change the chart type Right-click in the chart and choose Change Chart Type. Delete chart features To delete the plot area border or legend, select it and press the Del key. Change data for a chart Click in the chart to select it. Choose the Chart Tools Design tab that appears. Click Edit Data. Change the data in the temporary Excel spreadsheet that opens and then just close the spreadsheet; you don t need to save it. The new figures automatically show up in the PowerPoint chart.