INFORMATION TECHNOLOGY PowerPoint Presentation Section Two: Formatting, Editing & Printing
Section Two: Formatting, Editing & Printing By the end of this section you will be able to: Insert, Edit and Delete text boxes and placeholders Format text and background Format Bullets and Numbering Undo and Redo the work Find and Replace text Insert Symbol and Special Characters Insert Header and Footer Print Selecting/Highlighting Text in a placeholder There are many ways to select a section of text within your presentation: Click at the text box and do one of the following: 1. Click at the beginning of the text, press the shift key and hold then click at the end of the text and release the shift key. 2. Click at the beginning and drag the mouse to the right/left/up/down of the text or paragraph. 3. Double click at the word to select word and triple click at the paragraph to select the whole paragraph. Working with placeholders To select a single placeholder in a presentation slide; first click at the content, the border appears and then click at the border of placeholder. To select two or more placeholders; click at the content of the first placeholder then hold the Ctrl key and then click at the content of second placeholders, continue to do the same thing until to select the rest of placeholders that you want in the slide. To select all contents and placeholders in a presentation slide: click at blank area outside placeholders of the current slide then click Edit Select All To resize a placeholder; click at the border of the placeholder, the eight circle points appears then move the cursor over the circle point wait until the cursor changes the shape, click and drag the border. - 1 -
To delete a placeholder, click at the border of the placeholder and press Delete key. Inserting text boxes Click at the text box icon at the Drawing Toolbar then move the cursor to the slide click at the position that you want drag the box to your desired width, release the mouse and type the text immediately otherwise the text box disappears from the screen but still exist on the slide. This might cause confusion later on when adding animation to the slide. Inserting symbols or special characters Click Insert Symbols To insert symbols, select Symbols tab and select the symbol then click Insert To insert special characters, select Special Characters tab and then click Insert Formatting Font To change the Font: Click Format at the Menu bar Font select the font. Or select font at the formatting toolbar To change the font style: select font style Or click at the icons at formatting toolbar Bold, Italic, Underline Once any of these buttons are selected the font style will be altered. To change the text back to the normal style click the button again to deselect the previously chosen font style. - 2 -
To change font size: select size Or select from the formatting toolbar To change font colour: click at the arrow button to see more options. Or select colour from the Formatting toolbar by clicking at Font Colour icon. Formatting Background To change the background colour, click Format Background 3. Click Apply to apply to the current or Apply to All to apply to all slides 1. Click at the arrow to select more options 2. Click at the colour or click More Colours to see more colours or click Fill Effects to use decorative background. Changing Case To change case, click Format Change Case then select the case and click OK Line Spacing Highlight the text Click at Format Line Spacing, the Line Spacing window appears Click at the arrow button to see options of Line Spacing, Before paragraph and After paragraph - 3 -
Alignment: There are two ways to use the Alignment options. 1. Formatting Toolbar Justified Left Center Right 2. At the menu bar Click Format Alignment Find and Replace Click Edit Replace Undo and Redo To undo or redo the previous step: Edit Undo or Redo or Click at the Undo icon or Redo icon from the Standard toolbar. Copying text, paragraph or placeholder Using Menu Bar 1. Select text, paragraph or placeholder 2. Click Edit Copy 3. Click at the area to paste the text, paragraph or placeholder. 4. Click Edit Paste Using Standard Toolbar 1. Select text, paragraph or placeholder 2. Click at Copy icon 3. Click at the area to paste the text, paragraph or placeholder. 4. Click at Paste icon Moving text or Paragraph Using Menu Bar 1. Select text, paragraph or placeholder. 2. Click Edit Cut 3. Click at the area to paste the text, paragraph or placeholder. 4. Click Edit Paste Using Standard Toolbar 1. Select text, paragraph or placeholder. 2. Click at Cut icon 3. Click at the area to paste the text, paragraph or placeholder. 4. Click at Paste icon - 4 -
Inserting Pictures & Images To insert a Picture into the document: click Insert Picture From File 1. Select location 2. Click at the file to select the Image 3. Click Insert To adjust the picture or image; click at the picture or image, the circle points appear move the cursor to the circle point wait until the cursor change the shape. Bullets and Numbering: In presentation, Different levels of information can be shown by using bullet point characters including different indentation and font size. To apply bullets and numbering to the list: Select text, click Format Bullets and Numbering o To apply bullet, click at Bulleted tab or click at on the Formatting toolbar. Picture and symbol characters can also be used as bullet characters. o To apply number, click at numbered tab or click at Formatting toolbar. on To change bullet colour, click at the arrow to see options. To apply different levels of bullets and numbering to the list: 1. To apply the first level, highlight the text and apply bullets or numbers as above. - 5 -
2. To apply the second level, highlight the text and apply bullets or numbers as previous and then click at Increase indent icon on the formatting toolbar. Slide Master Slide Master is the default slide for the presentation. Anything that appears on the slide master including font, position of the text, background and graphics will automatically appear on every slide of the presentation. Title Master is the default for the title slide on the presentation. The title slide is the first slide on the presentation which has different layout from the rest of the slides. To view Slide Master: View Master Slide Master. The Slide Master appears with Slide Master View window. After editing slide master click Close Master View at the Slide Master View window. Headers and Footers are on the top and bottom of the slide. To insert headers and footers Click View Header and Footer. The Header and Footer Toolbar appears as below: Close button Click to insert options then click at Apply to apply to the current slide or click at Apply to All to apply to the whole presentation After finish Inserting Header and Footer, click Close button. Custom Header and Footer can be created via Master Slide. - 6 -
Printing PowerPoint presentation can be printed as Slides, Handout, Notes Pages and Outline View with Colour, Grayscale or Pure Black & White Click at the arrow to see more options such as Slides, Handout, Notes Page and Outline View. Handouts option also has the option of choosing number of slides per page. Exercise 2 1. Open membership presentation from the exercise 1. 2. At the first slide, apply the Bold and Italic format to the word The RFU. 3. Change the Colour of the word The RFU to Red. 4. Change the font of the word The RFU to Tahoma and font size to 50. 5. On the second slide, change the case of the word Your Union to be Uppercase. 6. Open the master view, change line spacing to 1.25 lines, 0 lines before paragraph and 0.25 lines after paragraph. 7. Change the first level of the bullet point to and the second level of the bullet point to 8. On the third slide, change CFS,IPDS and Rank to Role and Co- Responding, Pensions to be the second level bullet point by highlighting them and click at Increase Indent icon Formatting Toolbar. at the 9. Change alignment of the word Your Union on the second slide and the word YOUR VOICE on the third slide to left alignment. 10. Insert Page Number to all slides except the first slide (Title slide). 11. Open the Master View and insert an image as the background of the slide. To do this: Format Background Fill Effect Picture - 7 -
Select Picture then select the picture and click Insert and then click Apply to All. 12. Insert a logo on the bottom right corner above Number area text box of the master slide and close master view. 13. Insert Footer area as Recruits Presentation. 14. Save and Close presentation. - 8 -