Beginning a presentation

L E S S O N 2 Beginning a presentation Suggested teaching time 40-50 minutes Lesson objectives To learn how to create and edit title and bullet slides, you will: a b c d Select slide types by using the New Slide dialog box and enter text on slides by using text-object placeholders. Add text to a bullet list and rearrange bullet items by using the mouse in Outline view. Format text, change bullet indents, and change line spacing by using the Formatting toolbar, the on-screen ruler, and the Format, Line Spacing command. Check the spelling in a presentation by using the Tools, Spelling command. 2-1

PowerPoint 2000: Introduction Ashbury Training a Creating a title and bullet slide what s new The following new software feature is discussed in this topic: Access documents faster Concepts > When you create a presentation in PowerPoint, you can choose from three tabbed categories in the New Presentation dialog box: General: For a blank presentation. Design Templates: For templates that you can apply to a new PowerPoint presentation to define how it will look. Presentations: For pre-designed PowerPoint presentations. Twenty-four predesigned presentations are supplied with the PowerPoint program; each one contains placeholders for the title-object area and the text-object area. Presentation design tips Before beginning a new PowerPoint presentation, it is a good idea to review the basic guidelines for creating an effective presentation. The design tips listed here are only recommendations; they may be modified depending on what type of information you are presenting. Design element Text Font size Font type Background Templates Text slides Design guideline Limit text to approximately six lines with six words per line. 18 points or larger; 44 points for titles, 32 points for text, and 28 points for subtext. Limit to less than three font types per slide. For on-screen presentation, use dark, gradated backgrounds with contrasting text. For overhead transparencies, use clear, light backgrounds with contrasting text. Use simple templates and limit the number of lines, textures, and other simple effects. Use clip art or graphics to enhance the template. Avoid using more than three in a row. Use tables or charts when appropriate. 2-2

Ashbury Training Lesson 2: Beginning a presentation Figure 2-1: The New Presentation dialog box displaying the General tab. Task A-1: Choosing a presentation and slide type q Objective: To view and select a presentation style and slide layout type. What you do Comments/Prompts 1. Choose _File New..._ To display the New Presentation dialog box. In the New Presentation dialog box, the three tabbed categories might appear in a different order. 2. Observe the New Presentation dialog box 3. If necessary, select the General tab 4. Select the Design Templates tab You can choose from three tabbed categories: General, Design Templates, and Presentations. To display the selections in the General category. To display the selection of design templates. Select Expedition Observe the Preview box 5. Select the Presentations tab Select Business Plan (Located to the right of the design templates list.) It displays the template design and color scheme. To display a selection of pre-designed presentations. The template is displayed in the Preview box. 2-3

PowerPoint 2000: Introduction Ashbury Training 6. Select the Design Templates tab Select Lock And Key Click on OK To display the New Slide dialog box. 7. In the New Slide dialog box, verify that the first slide is selected Observe the lower-right corner of the dialog box 8. Scroll through and select other AutoLayouts and observe their descriptions It displays the description "Title Slide." Twenty-four AutoLayouts are available. 9. Select the Title Slide AutoLayout Click on OK 10. Observe the slide The left side of the slide contains a horizontal graphic as well as two text placeholders. Concepts > Entering text on a slide To type text in a placeholder, select the placeholder by clicking on it, and then start typing. The title and text objects are formatted on the Slide Master so that the text in your presentation will be formatted consistently. The Slide Master controls the formatting of each slide in a presentation. The Slide Master contains background items and formatted placeholders for text. 2-4

Ashbury Training Lesson 2: Beginning a presentation The completed title slide Task A-2: Creating a title slide What you do 1. Click once on the title placeholder to select it 2. Type Burke Properties Introduces 3. Click on the subtitle placeholder Comments/Prompts A selection box appears around the title placeholder, and an insertion point is displayed. On the Outline pane, the text wraps onto two lines. To select it. Type Our New Relocation Team 4. Click in a blank area of the slide To deselect the subtitle placeholder. Concepts > Adding a bullet slide The New Slide dialog box contains an AutoLayout for bullet lists. This layout is divided into two areas: the title placeholder and the bullet-list placeholder. To add text to the bullet-list placeholder: 1. Click on the bullet-list placeholder. The first bullet is displayed. 2. Type the bullet text for the first bullet and press Enter. A second bullet is displayed. 3. Continue typing bullet items. Press Backspace to delete an unwanted bullet. 4. Click away from the bullet-list placeholder to deselect it. Figure 2-2: The completed bullet list. 2-5

PowerPoint 2000: Introduction Ashbury Training The bullet slide Task A-3: Adding a bullet slide What you do Comments/Prompts 1. Click on the New Slide button 2. Observe that the Bulleted List AutoLayout is selected (The logical sequence following a title slide.) Click on OK 3. Observe the slide The slide has a vertical graphic on the left and includes a title placeholder and bullet-list placeholder. 4. Add the title Why A Relocation Team? 5. Select the bullet-list placeholder (Select the title placeholder, and then type the text.) The selection box and the first bullet are displayed. Point out that the R key produces a new bullet, and the B key erases any unwanted bullets. 6. Type Market trend Press R 7. Type Consumer demand Press R 8. Type Competition Press R A new line and a second bullet are displayed. 9. Press B To delete the new bullet. Concepts > This is a good time to review the concept of saving files in the Windows environment. Discuss file naming conventions, as well as the difference between the File, Save and the File, Save As commands. Saving a presentation Use the File, Save As command to save a presentation for the first time, to save changes to an existing presentation with a different name, or to save a presentation in a different location. To save a presentation with a new name or in a new destination: 1. Choose File, Save As. 2. Select the folder to which you want to save the presentation. 3. Type the filename of the presentation. 4. Click on Save. After the presentation has been saved, its filename will be displayed in the title bar while it is open. 2-6

Ashbury Training Lesson 2: Beginning a presentation Task A-4: Saving the presentation What you do Comments/Prompts 1. Choose _File Save_As..._ To display the Save As dialog box. 2. Follow your instructor s directions to select and verify that you are saving to the appropriate folder 3. In the File Name text box, type My Presentation Click on Save 4. Observe the title in the title bar My Presentation is displayed. 2-7

PowerPoint 2000: Introduction Ashbury Training b Concepts > Creating a slide in Outline view Outline view enables you to work with the text of your entire presentation as an outline. In Outline view, you can see the slide titles and main text from each slide. A slide icon and slide number are displayed to the left of the slide title. The main text is indented under the slide title. Objects, such as pictures, charts, and graphs, are displayed in the thumbnail view of the slide, located in the upperright corner of the screen. You can create new slides or an entire presentation in Outline view. You can also rearrange bullets, move slides, and change formatting. To add a new slide to a presentation in Outline view: 1. Click on the Outline View button to switch to Outline view. 2. Place the insertion point on the slide that will precede the new slide. 3. Click on the New Slide button or press Ctrl + Enter. A new slide is created and is denoted by a number and the slide icon. Outline levels Information in your outline is arranged by levels. Each level is indented from the left margin. The title appears as the first, leftmost level of the outline. Bullet text is indented one to four levels to the right of the title. When you create slides in Outline view, you have several ways to move up or down a level. For example, pressing Enter after you type a title or line of bullet text creates a new paragraph at the same level. To move up or down a level, use the Promote (indent less) and Demote (indent more) buttons, or press Shift + Tab and Tab, respectively. The following chart describes how to move between levels in Outline view: Action Move up one level (move to the left) Move down one level (move to the right) Create a new paragraph at the same level Create a new slide Technique Click on the Promote button or press Shift + Tab. Click on the Demote button or press Tab. Press Enter. Click on the New Slide button, or press Ctrl + Enter on the preceding slide. Updating a saved file After you have changed a saved presentation, you can update it by using the File, Save command, by clicking on the Save button, or by pressing Ctrl + S. When you update a file, no dialog boxes are displayed; you cannot rename the file or save it in a different location. 2-8

Ashbury Training Lesson 2: Beginning a presentation Figure 2-3: The two-level bullet list in Outline view. The two-level bullet slide After students switch to Outline view, have them observe how the slide text is displayed and how slides are organized. Ask students where the title text appears and how the bullet text is displayed. M If the students do not have the insertion point directly after the word competition, the new slide will be created between Slides 1 and 2. Task B-1: Working in Outline view; updating the presentation q Objective: To create and work with a two-level bullet slide in Outline view. Before you begin: Slide 2 is visible in Normal view. What you do 1. Click on the Outline View button 2. Observe the window If necessary, place the insertion point at the end of the slide 3. Click on the New Slide button Comments/Prompts The Outline pane is enlarged and the Normal view pane is now smaller. The two slides you just created are displayed; Slide 2 is selected and previewed. To display the New Slide dialog box with Bulleted List selected. Click on OK The slide icon for Slide 3 is displayed. 4. Type Customer Expectations As you type, the slide is previewed. 2-9

PowerPoint 2000: Introduction Ashbury Training 5. Press R Pressing Enter creates a new paragraph at the same level. (In this case, it creates Slide 4.) 6. If necessary, choose _View Toolbars Outlining_ To display the Outlining toolbar. 7. On the Outlining toolbar, click on the Demote button The Demote button moves the paragraph down one level, to the bullet level of Slide 3. 8. Type Service Press R Pressing Enter at this level creates another bullet. 9. Press T Pressing Tab is an alternative to using the Demote button. 10. Type Sensitive and sensible Press R To add a second-level bullet. Another second-level bullet is displayed. 11. Press S + T (Or click on the Promote button.) To move the paragraph up one level, to level 1. 12. Type Commitment Remind students that once a presentation has a name, they can use the Save button to save new data. Ask students how often they would want to save their work and 13. Click on the Save button Practice Task 1. Under Commitment, add a second-level bullet: To save the presentation with the same name and in the same location. Use the Demote button, or press Tab, to create a second-level bullet. Delivering on promises 2. Add a third bullet and subbullet as follows: Use the Promote button, or press Shift + Tab, to move up one level. Guarantee Client satisfaction 3. Compare your slide to Figure 2-3. 4. Save the presentation. (Choose File, Save, or click on the Save button.) 2-10

Ashbury Training Lesson 2: Beginning a presentation Task B-2: Adding text to a bullet list Before you begin: Complete the Practice Task at the end of Task B-1. What you do Comments/Prompts This task demonstrates to students that text can be added to bullet slides at any time, in Outline view or Slide 1. On Slide 2, place the insertion point after the text Consumer demand 2. Press R Press T 3. Type Customer needs and wants To create another bullet. To add a second-level bullet. Concepts > Moving bullet items in Outline view The items in a bullet list are actually paragraphs and can be reorganized or moved like any other text paragraph. For instance, you might want to change the order of the paragraphs in a bullet list. There are two ways to move paragraphs in Outline view by using the Move Up and Move Down buttons or by dragging the paragraphs. Using the Move Up and Move Down buttons One way to move paragraphs is to click on the Move Up and Move Down buttons on the Outlining toolbar to move the selected paragraph up or down while maintaining its level in the outline. To move a paragraph by using the Move Up and Move Down buttons: 1. Place the insertion point in the paragraph that you want to move. 2. Click on the Move Up or Move Down button until the paragraph is in the correct position. Dragging paragraphs up and down Another method of moving a paragraph is to drag it to a new location. When you drag, the paragraph and all of its sub-levels move together. For example, if you have a bullet list with second-level bullets (or sub-bullets), you can easily move a bullet and its sub-bullet together by dragging them. To move a paragraph up or down by dragging: 1. Place the mouse pointer over the bullet next to the text you want to move. Press and hold to select the bullet and all sub-bullets. The mouse pointer changes to a four-headed arrow. 2. Begin dragging the paragraph to its new position. The mouse pointer changes shape, and the paragraph and its sub-levels are highlighted. As you drag, a horizontal line indicates the position of the paragraph being moved. 3. Release the mouse button. The paragraph and its sub-levels are placed at the position of the horizontal line. 2-11

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Ashbury Training Lesson 2: Beginning a presentation Figure 2-4: Slide 2 after Task B-3 has been completed. Rearranged bullet items Display this overhead to show students what the slide will look like after the bullets are rearranged. If you have a projection system, it is recommended that you demonstrate this task before students try it. If you feel that students might become confused learning two ways to move text, you can have them use the button technique, because this is the quickest, and just demonstrate the drag technique. Task B-3: Rearranging bullet items in Outline view What you do 1. On Slide 2 in the Outline pane, place the mouse pointer over the main bullet next to Consumer demand Comments/Prompts The mouse pointer changes to a four-headed arrow. 2. Click once on the bullet To select the main bullet and sub-bullet. 3. Press and hold the mouse button and drag up to place it above Market trend As you move the selection, the mouse pointer changes shape. The horizontal line indicates the position of the selection. 4. Release the mouse button "Consumer demand" and its sub-bullet become the first bullet in the slide. 5. Place the insertion point anywhere on the line Competition 6. On the Outlining toolbar, click on the Move Up button "Competition" becomes the second main bullet in the slide. 2-13

PowerPoint 2000: Introduction Ashbury Training c Concepts > Editing slides You can change the appearance of text by changing its attributes. Text attributes include font, size, style, and color. You can format text in Slide view or in Outline view. All text attributes can be seen in either view, except for color and shadow, which cannot be seen in Outline view. When you are applying text attributes in Normal view, you have to select the text before you apply the attributes. Because text on a slide is contained in a text placeholder, you have to make two selections. First, select the text placeholder, and then drag to select the text. This is referred to as a two-level selection, which is different from double-clicking. You can use the text-formatting buttons to quickly apply certain text attributes, such as font, font size, bold, italics, underline, shadow, and color. The textediting buttons work like toggle switches: click once to turn on an option, and click again to turn off the option. The Repeat command After you have formatted text in a slide, you can repeat that format for newly selected text by pressing F4 or by pressing Ctrl + Y. These are keyboard shortcuts for the menu choice Edit, Repeat. If you apply more than one format by using the toolbar, PowerPoint will repeat only the last format you applied. Task C-1: Formatting text Before you begin: Complete the Practice Task at the end of Task C-1. What you do Comments/Prompts 1. On Slide 3, click on the bullet next to the word Service To select the main bullet text and sub-bullets. 2. Deselect the text (Click away from it.) Students may discover that they can also place the mouse pointer anywhere in the word to apply formatting. Both options are 3. Double-click on the word Service 4. Click on the Bold button To select just the word. To bold the text. Note: The text does not appear bold in Outline view. Explain to students the difference between double-clicking and two-level selection. Two-level selection is used to select text in a text-object area. You click once to select the text object and then click again to select the word. 5. Return to Normal view (Click on the Normal View button.) The text appears bold. 6. Click twice on the word Commitment The first click selects the box and the second click selects the word. 7. Bold the text (Click on the Bold button because the bullet-list box is selected.) 2-14

Ashbury Training Lesson 2: Beginning a presentation 8. Select Guarantee Press 4 (Double-click to select the word.) To repeat the last format. In this case, bold formatting is applied. 9. Save the presentation Concepts > Indents Each indent has two parts. The upper marker is where the first line of the paragraph starts; the lower marker is where the rest of the paragraph is aligned. You can move each marker independently to adjust the indents. To move both markers simultaneously, drag the bottom half of the lower marker. You can see the changes in the text indent as you drag. To change indents: 1. Select the text object that you want to affect. 2. Display the ruler (choose View, Ruler). 3. To adjust the first-line indent, drag the upper marker for that indent to the desired position on the ruler. 4. To adjust the subsequent lines in a paragraph, drag the upper portion of the lower marker for that indent to the desired position on the ruler. 5. To maintain the relationship between the first line and the rest of the paragraph (to move both markers at once), drag the bottom half of the lower marker to the desired position on the ruler. Ask students what they think an indent is. Why is it important to use indents when you are working with bullet text? (If there is more than one line to a bullet item, when you use indents, the second line will align with the first line of text; it will not align with the bullet.) Task C-2: Changing indents Before you begin: Slide 3 is visible in Normal view. What you do 1. If necessary, select the bullet-list area 2. Choose _View_ Pause on the View menu and wait for it to expand Comments/Prompts 3. Choose _Ruler_ To display the vertical and horizontal rulers. 4. Press and hold one of the upper indent markers Observe the placement of the vertical dotted line These indent markers represent first-line indents. Moving this marker moves the bullet and any text associated with it. 2-15

PowerPoint 2000: Introduction Ashbury Training 5. Press and hold one of the lower indent markers These indent markers represent paragraph indents. The triangular portion of the marker controls the placement of the text. The square portion of the marker controls the placement of the bullet and the text. This task can be confusing to new students. Have them drag the different markers slowly to observe what is actually being moved. They can use the Undo button in between moves to stay on track with the steps in this task. 6. Place the mouse pointer over the triangular portion of the rightmost indent marker 7. Drag to the 1" mark Release the mouse button 8. Place the mouse pointer on the square portion of the rightmost indent marker 9. Drag to the 1.5" mark Release the mouse button Observe the text (In the lower portion of the ruler.) The second-level text moves to 1"; the bullet does not move. As you drag, the first-line indent marker moves with the paragraph indent marker. The second-level bullet and text move together. The text moves to the 1.5" mark. 10. Choose _View Ruler_ To hide the rulers. Concepts > Line spacing You can change the line spacing between lines of text or between paragraphs on your slides. Line spacing can be set either in units of lines or in points. To set line spacing: 1. Place the insertion point in a paragraph or select the paragraphs you want to affect. 2. Choose Format, Line Spacing. 3. In the Line Spacing dialog box, click on the arrows to increase or decrease line spacing, or enter an exact setting. 4. Click on OK. 2-16

Ashbury Training Lesson 2: Beginning a presentation Figure 2-5: Slide 2 after Task C-3 has been completed. Task C-3: Changing line spacing What you do Comments/Prompts 1. Display Slide 2 Tell students that if they place the insertion point in only one paragraph when changing line spacing, only that paragraph is affected. Click anywhere on Customer needs and wants 2. Choose _Format Line_Spacing..._ 3. Drag the Line Spacing dialog box to the upper-left corner of the screen 4. Under Line Spacing, click on the up arrow to increase the space to 1.5 Click on Preview To place the insertion point in the text. (Pause over the Format menu and wait for it to expand.) To display the Line Spacing dialog box. To view both the slide and the dialog box. (Or type the number 1.5.) Only the line spacing for the selected text is increased to 1.5 lines. 5. Click on Cancel To close the dialog box and reset the line spacing. 6. If necessary, click in the bullet-list placeholder Click on the placeholder border To select it. To change the border pattern to a fuzzy border and affect all the text inside the border. 2-17

PowerPoint 2000: Introduction Ashbury Training 7. Display the Line Spacing dialog box (Choose Format, Line Spacing.) Change the Line Spacing to 1.5 Click on Preview Click on OK 8. Click away from the selection box The line spacing for all bulleted text is increased to 1.5 lines. To change to the new line spacing of 1.5. To deselect the bullet-list placeholder. Concepts > Using the Find and Replace commands The Edit, Find command enables you to search your presentation for specific words or phrases and provides you with various methods for controlling your search. For example, you can choose to have a broad search, or you can limit your search to whole words or to text that matches uppercase or lowercase letters. You can use the Edit, Replace command, which includes all of the features of the Edit, Find command, to search for text and replace found text with new text. Explain that the Edit, Replace command locates specific text and replaces it with text that you designate. Ask students if they can identify examples of when this technique might have been useful to them. By default, PowerPoint searches the entire presentation for the text that you are replacing. If the text is found, it will be highlighted in the application, and you can choose from three options: Click on Replace to replace the highlighted text and search for the next occurrence. Click on Find Next to leave the highlighted text unchanged and search for the next occurrence. Click on Replace All to replace all occurrences of the text without confirmation. Task C-4: Using the Find and Replace commands What you do Comments/Prompts 1. Return to Slide 1 2. Choose _Edit Find _ To display the Find dialog box. 2-18

Ashbury Training Lesson 2: Beginning a presentation 3. In the Find What text box, type customer Verify that Match Case and Find Whole Words Only are unchecked 4. Click on Find Next Click on Find Next To specify the word to search for in the presentation. To find customer on Slide 2. To continue the search on Slide 2 and Slide 3. Click on Find Next Click on OK When prompted to finish the search. 5. Click on Close To close the Find dialog box. 6. Choose _Edit Replace _ (If Replace is not listed in the menu list, move your mouse pointer over the down arrow located at the bottom of the menu.) To display the Replace dialog box. Verify that the text customer is in the Find What text box 7. Press T Type Client To move the insertion point into the Replace With text box. To specify what word to replace customer with in the presentation. 8. Click on Find Next To begin the search and find the first instance of the word customer. 9. Click on Replace Click on Replace To replace Customer with Client and to continue the search. To replace the next instance of Customer with Client and to continue the search. 2-19

PowerPoint 2000: Introduction Ashbury Training 10. Click on OK When prompted to finish the search. 11. Click on Close To close the Replace dialog box. 12. Save and close the file 2-20

Ashbury Training Lesson 2: Beginning a presentation d Concepts > Spelling PowerPoint's spelling checker searches for spelling errors in all objects placed on the slides, outlines, notes pages, and handout pages of a presentation file. You can spell check a presentation from Normal view, Slide view, or Outline view. Click on the Spelling button or choose Tools, Spelling to display the Spelling dialog box. PowerPoint checks the text until it finds a word that is not in the Custom.dic dictionary. The unrecognized word is displayed in the Not In Dictionary text box. You can manually correct the word, replace it from the list of suggested spellings, ignore it, or add the word to the custom dictionary. The Automatic Spell Checking feature The Automatic Spell Checking feature informs you of spelling errors as you type. It can be enabled or disabled by choosing Tools, Options and changing options under the Spelling And Style tab. When you misspell a word, it will be underlined in red. To correct the spelling: select the word and type the correct spelling; click on the Spelling button; or use the shortcut menu. To use the shortcut menu, place the insertion point within the misspelled word and click the right mouse button to display a list of menu choices, including a number of possible spellings. Choose the correct spelling. Task D-1: Checking the spelling in a presentation q Objective: To correct misspelled words in a presentation. What you do Comments/Prompts 1. Open Spell Check Depending on the word questioned, the dictionary might list several options to choose from. When the word is recognized, the dictionary lists the correct spelling for that word. 2. Observe Slides 1 and 2 If necessary, return to Slide 1 3. Click on the Spelling button Some words are underlined with a wavy red line. This indicates that the words are misspelled. (Or choose Tools, Spelling.) If the Spelling button is not displayed on the toolbar, click on the More Buttons button on the Standard toolbar. To display the Spelling dialog box. The first misspelled word, "regionel," is displayed. Point out some of the other options in the Spelling dialog box, such as Ignore and Change All. Explain to students when they might want to use these other options. 4. Observe the Suggestions list box The correct spelling of the word is highlighted. 5. Click on Change The word is corrected, and the next word not recognized is displayed. 2-21

PowerPoint 2000: Introduction Ashbury Training 6. Observe the dialog box Click on Change 7. Observe the dialog box Click on Change 8. Click on OK The word cleints is spelled incorrectly. The correct spelling is selected in the Change To text box. To correct the word. The word "competetive" is spelled incorrectly. To correct the word. The spelling check is complete. Close the file without saving 2-22

Ashbury Training Lesson 2: Beginning a presentation ( Practice Unit for Lesson 2 In this activity, you will create a short presentation containing a title slide and a two-level bullet slide. To check your work, you can refer to Figure 2-6. 1. Create a new presentation using the Blank Presentation template (located under the General tab) and select the Title Slide AutoLayout. 2. Add the title Burke Properties and the subtitle Available Services 3. Add a new slide and select the Bulleted List AutoLayout. 4. Add the title Our Newest Services 5. Add bullets for the following items: Corporate accounts Burke s Advantage Club 24-hour customer service 6. Add two second-level bullets under "Burke s Advantage Club": Special discounts Priority mailing list 7. Switch to Outline view and move "Burke s Advantage Club" (with subbullets) to the top of the slide (the first bullet). 8. Spell check the entire presentation before you save the file as My Services 9. Close the file. Figure 2-6: The completed practice presentation in Normal view. 2-23

PowerPoint 2000: Introduction ) Wrap-up for Lesson 2 a What are the three tabbed categories to select from in the New Presentations dialog box? General, Template Designs, and Presentations. What must you do to add a title or bullet text to a new slide? Click on the object s placeholder. b In Outline view, what are the keyboard alternatives for the Demote and Promote buttons? Tab is the alternative to Demote. Shift + Tab is the alternative to Promote. c What indent marker, located on the horizontal ruler, controls the first-line text in a bullet list? The first-line indent marker, located at the top of the horizontal ruler. What command enables you to search for and change specific words throughout your entire presentation? The Edit, Replace command. d How do you access the spelling checker? Click on the Spelling button or choose Tools, Spelling. 2-24

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