Getting Started with. Office 2008

Getting Started with Office 2008

Copyright 2010 - Information Technology Services Kennesaw State University This document may be downloaded, printed, or copied, for educational use, without further permission of the Information Technology Services Department (ITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the ITS Department. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the ITS Department is expressly prohibited. Published by Kennesaw State University The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from its use. This document is an independent document and has not been approved, sponsored, or otherwise approved by Apple, Inc. or the Microsoft Corporation. Office 2008, Word 2008, Excel 2008, and PowerPoint 2008 are registered trademarks of the Microsoft Corporation. Mac and Macintosh are registered trademarks of Apple Inc. 2

Table of Contents Word 2008 Opening Word 2008... 5 Creating a New Document... 5 Formatting Options... 5 Tables... 5 Clip Art... 6 Headers and Footers... 6 Page Numbers... 7 The Standard and Formatting Toolbars... 7 The Undo Button... 8 How to Adjust the Spacing to Single or Double... 8 Spell Checker... 8 Printing a Document... 9 Converting a Document to PDF Format... 9 Saving a Document... 9 Excel 2008 Opening Excel... 10 Cells... 10 Cell Ranges... 11 Entering Data into the Cells... 11 Displaying the Formula Bar... 12 Entering the Formulas into the Spreadsheet... 12 Functions... 13 Adjusting the Column Width... 13 Adjusting the Row Height... 13 The Standard and Formatting Toolbars... 14 Formatting Options... 14 Worksheets... 15 Creating Charts... 16 Printing a Spreadsheet... 17 Printing a Specific Area of the Spreadsheet... 17 Saving a Spreadsheet... 17 PowerPoint 2008 Opening PowerPoint... 18 Applying a Slide Layout... 18 Applying a Slide Theme... 18 Applying a Solid Background Color for a Slide... 18 Inserting a New Slide... 19 Deleting a Slide... 19 Creating a Table... 19 Inserting Clip Art... 19 Inserting a Picture... 19 Inserting a Text Box... 20 Formatting Text... 20 Slide Transitions... 20 Animations... 21 Viewing the Presentation... 22 Creating a Self-Running Presentation... 22 Printing... 22 3

Introduction Office 2008 has been designed specifically for the Mac computer. Each Mac at Kennesaw State University includes the following Office 2008 products: Word, Excel, and PowerPoint. These packages will help you to develop useful documents, manage data, and create powerful presentations. This booklet, recommended for intermediate-level Macintosh users, has been developed to help you get started with Office 2008. Learning Objectives The learning objectives in this document include: Have the ability to create documents in Word 2008. Understand how to manage data in Excel 2008. Know how to develop a complete presentation in PowerPoint 2008. 4

Word 2008 Opening Word 2008 The following instructions explain how to open Word 2008 on your Mac: 1. Double-click the Macintosh HD icon on your desktop. 2. In the Macintosh window that appears, double-click the Applications folder. 3. In the Applications folder that appears, double-click the Microsoft Office 2008 folder. 4. In the Microsoft Office 2008 window, double-click the icon for Microsoft Word 2008 and the software package will open. Creating a New Document To create a new document in Word 2008, follow the steps below: 1. Open Microsoft Word 2008 and make certain that it is the active program on your desktop. 2. From the menu options in the upper-left corner of the screen, select File. 3. Then, select New Blank Document. Formatting Options Word 2008 has a variety of formatting options. To open the Formatting Palette, follow the steps below: Tables 1. From the menu options in the upper-left area of the screen, click View. 2. Next, click Formatting Palette. 3. The Formatting Palette will now appear on the desktop. You will see many arrows that are pointing to the right. Clicking these arrows will allow you to see the various options within these categories. Some of the commonly used categories include the following: a. Font Options - Click the arrow next to Font to change the font; increase the size of the text; apply colors to the text; and make the text bold, italics, and underlined. b. Alignment and Spacing - Click the arrow next to Alignment and Spacing to determine left, center, or right for text and graphics. c. Bullets and Numbering - Click the arrow next to Bullets and Numbering to create lists with bullets and numbers. d. Margins - Click the arrow next to Document Margins to adjust the margins within the document. The following explains how to place a table into your document: 1. From the menu options in the upper-left area of the screen, click Table. 2. Next, click Insert. 5

3. Then, click Table. 4. The Insert Table dialogue box will appear. Enter the number of columns and rows needed in the table. 5. Click OK. The following steps explain how to adjust the alignment of the table in your document: Clip Art 1. Place your cursor inside one of the table s cells. 2. From the menu options in the upper- left area of the screen, click Table. 3. Next, select Table Properties. 4. The Table Properties window will appear on your screen. Under the Alignment section, select one of the following options to adjust the placement of your table: Left, Center, or Right. To add clip art to your document, follow the steps below: 1. From the menu options in the upper-left corner of the screen, click Insert. 2. In the menu that appears, highlight Picture. 3. In the menu that appears to the right of Picture, select Clip Art. 4. The Clip Gallery window will appear on your screen. 5. At the top of the Clip Gallery window, you will see a text box with the label Search. Type the name of the item that you want to search for in the clip art library. For example, if you want to insert a picture of a bird, type the following in the text box: bird 6. Click the Search button located to the right of the text box. 7. All of the images that are located in the hard drive s clip gallery will appear in the large window. 8. Click on the image that you want to appear in your document so that it is highlighted. 9. Click the Insert button located at the bottom of the Clip Gallery window and the graphic will appear in your document. Headers and Footers The following explains how to add headers and footers to your document: 1. From the menu options in the upper-left corner of the screen, click View. 2. Next, click Header and Footer. 3. Your cursor will now appear in the header area of your document. 4. If you want text in the header, simply type the text and it will appear on each page of your document. 5. If you want text in the footer, allow your mouse pointer to hover below the blue line at the bottom of the page inside of the footer area. Once the mouse pointer is hovering over this footer area, click your mouse button one time so that your cursor appears in the footer. Next, type your text and it will appear on each page. 6. When you are done, you will find a Close button in the header and footer area. Simply click the Close button to return to the main area of your document. 6

Page Numbers If you need page numbers in your document, follow the steps below: 1. From the menu options in the upper-left area of the screen, click Insert. 2. Next, click Page Numbers. 3. The Page Numbers dialogue box will appear on your screen. a. For the Position, select whether you want the page number to appear in the header or footer. b. For the Alignment, select left, center, or right. c. If you want the page number to appear on the first page, make certain that the check-mark appears in the indicated area. d. When done, click the OK button. The Standard and Formatting Toolbars Word 2008 provides you with the ability to add and remove toolbars across the top of your window. The following explains how to add the Standard and Formatting toolbars, which are both very useful: 1. From the menu options in the upper-left corner of your screen, click View. 2. Next, allow your mouse to hover over the option Toolbars. 3. In the next menu that appears, make certain that there are check-marks next to the following options: Standard and Formatting. a. If you do not see check-marks next to Standard and/or Formatting, allow your mouse to hover over one of the options and click with your mouse once. This will add the toolbar for that option to the top of your window. Figure 1 shows the buttons that are available with the Standard toolbar. Figure 2 shows the buttons that are available with the Formatting toolbar. Figure 1 The Standard Toolbar Figure 2 The Formatting Toolbar 7

The Undo Button The undo button is a great feature if you make a mistake when working with Word 2008. This button will undo the last action that was done to the document. See Figure 1 to find the undo button, which is found on the Standard Toolbar. The following explains how to find this option in the menu: 1. In the upper-left corner of your screen, click Edit. 2. Click the top option in the Edit menu to undo the last action that was done to the document. How to Adjust the Spacing to Single or Double To change the spacing in your document, follow the steps below: 1. In the upper-left corner of your screen, click Format. 2. Next, click Paragraph. 3. The Paragraph window will appear on your screen. 4. At the top of this window are two buttons. Be certain that the Indents and Spacing button is selected. 5. In this window, you will see a section labeled Spacing. Here you will find the Line Spacing option, which will allow you to set the spacing of your document to Single or Double. Spell Checker To check the spelling of your document, you can use the Spell Checker that is provided with Word 2008. The steps below explain how to start the Spell Checker: 1. In the upper-left corner of your screen, click Tools. 2. Next, click Spelling and Grammar. 3. If Spell Checker finds no errors, a window will appear indicating that the spell checking is complete. 4. If Spell Checker does find errors, a window will appear that has many buttons, including Change and Ignore. The misspelled word will appear in red in this window. a. If you want Spell Checker to ignore this word, simply click the Ignore button. b. If you want Spell Checker to change this word, you will see a list of suggested words in the Suggestions window. Highlight the word that you want to replace the word with and click the Change button. If you do not see the word in the list with the correct spelling, cancel the Spell Checker and type the correct word in the document. 8

Printing a Document The following steps explain how to print a document: 1. In the upper-left corner of the screen, click File. 2. Next, click Print. 3. The Print window will appear on your screen. 4. Click the Print button in the lower-right area of this window to send your document to the printer. Converting a Document to PDF Format To convert your document to PDF format, follow the steps below: 1. In the upper-left corner of the screen, click File. 2. Next, click Print. 3. The Print window will appear on your screen. 4. Click the button in the lower-left area of the window with the label PDF. 5. In the next menu that appears, click Save as PDF. 6. Next, the Save window will appear. a. In this window, you will see the Save As text box. Here, type the filename. b. You will also see the Where text box in this window. Here, using your mouse, click once inside of this text box to see a list of places where the document can be saved. 7. Click the Save button to save your document. Saving a Document The steps below explain how to save your document: 1. In the upper-left corner of the screen, click File. 2. Next, click Save As. 3. In the next window that appears, you will see the Save As text box. Here, type the filename. 4. You will also see the Where text box in this window. Here, using your mouse, click once inside of this text box to see a list of places where the document can be saved. 5. Click the Save button to save your document. 9

Excel 2008 Opening Excel 2008 The following instructions explain how to open Excel 2008 on your Mac: Cells 1. Double-click the Macintosh HD icon on your desktop. 2. In the Macintosh window that appears, double-click the Applications folder. 3. In the Applications folder that appears, double-click the Microsoft Office 2008 folder. 4. In the Microsoft Office 2008 window, double-click the icon for Microsoft Excel 2008 and the software package will open. Cells are referenced in Excel 2008 by their column letter and row number (see Figure 3). To select a cell, simply point your mouse to the cell and click one time. You may also use the arrows on your keyboard to select different cells. Column Letters The address for this cell is A1. Row Numbers Figure 3 Cell References 10

Cell Ranges Sometimes it is helpful to select a range of cells. To select a range of cells, follow the instructions below: 1. Use your mouse pointer to select the first cell in the range (for example, A1). 2. Then, with your mouse pointer hovering over that cell, hold the mouse button down. 3. Next, keeping the mouse button pressed down, drag the mouse pointer to the last cell in the range (for example, A6). 4. Finally, release the mouse button. This will select the range of cells (see Figure 4). The range A1- A6 has been selected. Entering Data into the Cells Figure 4 Cell Ranges To enter data into the cells, simply select the different cells and type the words/numbers into the various spreadsheet locations. Figure 5, for example, shows a company s sales team members and the number of widgets that were sold for specific days. Figure 5 Cell Ranges 11

Displaying the Formula Bar The Formula Bar appears in the upper-left corner of the screen, just below the menu options. The following steps explain how to display the formula bar: 1. From the menu options in the upper-left corner of the screen, click View. 2. Make certain that a check-mark appears next to the option Formula Bar. If you do not see a check-mark next to this option, simply click Formula Bar once with your mouse pointer and the Formula Bar will appear. Entering the Formulas into the Spreadsheet Formulas are entered into the spreadsheet to provide you with quick and accurate calculations. Formulas are entered into the Formula Bar or the cell. See the instructions above to display the Formula Bar on your screen. Figure 6 shows some of the characters on your keyboard that can be used in formulas: Use in Formulas Character Addition + Subtraction - Division / Multiplication * Figure 6 Formula Table The following steps explain how to calculate the total number of widgets that Adam sold in Figure 7. 1. Select the cell location on the spreadsheet where the total will appear. In Figure 7, you would select cell E2 for Adam. 2. Excel requires that all formulas begin with the following symbol: = 3. Enter your formula into the spreadsheet. In Figure 7, your formula would appear as: =b2+c2+d2 4. After you have entered your formula, press the enter key and the result should appear in cell E2. 5. In Figure 7, it is not necessary to type this same formula again for the other sales team members. The following explains how to copy the formula to the other cells: a. Select Cell E2. b. Allow your mouse to hover in the lower- right area of Cell E2 until the cursor appears as the following symbol: + c. Press and hold your mouse button down and drag the cursor to Cell E5. When you release your mouse, the formula will be copied from Cell E3 to E5. Figure 7 Formula Example 12

Functions The following explains how you could use functions to calculate the total number of widgets that Adam sold in Figure 8: 1. Place your cursor in cell E2, where your total will appear. 2. From the menu options in the upper-left area of your screen, click Insert. 3. Next, click Function. 4. The Formula Builder window will appear on your screen. In this window, you will see a list of functions. To calculate the total sales for Adam in Figure 8, click the following function: SUM 5. Next, you will see a blue box appear on your spreadsheet. Because you are using the SUM function, whatever numbers appear within the blue box will be added together. This blue box may be re-sized so that it contains different rows and/or columns. a. In Figure 8, to calculate the total number of sales for Adam, allow the blue selection box to appear around the following cells: B2-D2 5. Press the enter key and the total number of sales for Adam should appear in Cell E2. Adjusting the Column Width To adjust the column width, follow the steps below: Figure 8 Function Example 1. Allow your mouse pointer to hover over the letter of the column that needs to be re-sized (do not press the mouse button down as you perform this step). 2. As you move the mouse-pointer to the right area of the cell, it will change from a singlearrow to a double-arrow. 3. When the double-arrow appears, press and hold the mouse button down. As you hold the mouse button down, move the mouse to the left or right to make the cell larger or smaller. Adjusting the Row Height To adjust the row height, follow the steps below: 1. Allow your mouse pointer to hover over the number of the row that needs to be re-sized (do not press the mouse button down as you perform this step). 13

2. As you move the mouse-pointer to the bottom area of the cell, it will change from a singlearrow to a double-arrow. 3. When the double-arrow appears, press and hold the mouse button down. As you hold the mouse button down, move the mouse up or down to make the cell larger or smaller. The Standard and Formatting Toolbars Excel 2008 provides you with the ability to add and remove toolbars across the top of your window. The following explains how to add the Standard and Formatting toolbars; both of these toolbars are very useful: 1. From the menu options in the upper-left corner of your screen, click View. 2. Next, allow your mouse to hover over the option Toolbars. 3. In the next window that appears, make certain that there are check-marks next to the following options: Standard and Formatting. a. If you do not see check-marks next to Standard and/or Formatting, allow your mouse to hover over one of the options and click with your mouse once. This will add the toolbar for that option to the top of your window. Figure 9 shows the buttons that are available with the Standard toolbar. Figure 10 shows the buttons that are available with the Formatting toolbar. Figure 9 The Standard Toolbar Figure 10 The Formatting Toolbar Formatting Options Excel 2008 has a variety of formatting options. To open the Formatting Palette, follow the steps below: 1. From the menu options in the upper-left area of the screen, click View. 2. Next, click Formatting Palette. 3. The Formatting Palette will now appear on the desktop. You will see many arrows that are pointing to the right. Clicking these arrows will allow you to see the various options within these categories. Some of the commonly used categories include the following: a. Font Options - Click the arrow next to Font to change the font; increase the size of the text; apply colors to the text; and make the text bold, italics, and underlined. 14

Worksheets b. Number - Click the arrow next to Number to change the format of the numbers in your spreadsheet and to change the decimals in the numbers. c. Alignment and Spacing - Click the arrow next to Alignment and Spacing to determine the horizontal and vertical alignment for the text. The text orientation can also be controlled in this menu. d. Borders and Shading - Click the arrow next to Borders and Shading to adjust the borders and shading of the various cells. e. Page Setup - Click the arrow next to Page Setup to adjust the gridlines and headings. Excel allows you the ability to add, delete, and rename worksheets as necessary. This is a nice organizational feature that can be very helpful. Figure 11 shows an example of a workbook that has two worksheets. This example has two worksheets. Figure 11 - Worksheets 15

Adding Worksheets The following explains how to add worksheets to a workbook: 1. From the menu options in the upper-left area of the screen, click Insert. 2. Next, allow your mouse to hover over Sheet. 3. In the menu options that appear, select Blank Sheet. Deleting Worksheets The following explains how to delete worksheets from a workbook: 1. In the lower-left area of the window, click one of the tabs to select the sheet that you want to delete (see Figure 11). 2. From the menu options in the upper-left area of the screen, click Edit. 3. Next, click Delete Sheet. Renaming Worksheets The following explains how to rename worksheets: Creating Charts 1. In the lower-left area of the window, double-click the tab of the worksheet (see Figure 11). 2. Type the new name for the tab. 3. Press the Return key on your keyboard. The following steps explain how to create charts in Excel 2008: 1. Select the cells that contain the data that you want to place in a chart (see Figure 12). 2. From the menu options in the upper-left area of the screen, click View. 3. Next, click Elements Gallery. 4. In the top-center area of the window click the Charts tab. 5. From the menu options near the top of the window, select the type of chart that you want to create (example: bar, line, pie, etc.). 6. Finally, click the specific chart type that you want to appear in Excel 2008. Figure 12 An example of data for a chart 16

Printing a Spreadsheet The following steps explain how to print a spreadsheet: 1. In the upper-left corner of the screen, click File. 2. Next, click Print. 3. The Print window will appear on your screen. 4. Click the Print button in the lower-right area of this window to send your spreadsheet to the printer. Printing a Specific Area of the Spreadsheet The following steps explain how to print a specific area of the spreadsheet: 1. Select the area of the spreadsheet that you want to print. 2. In the upper-left area of your screen, click File. 3. Next, click Print. 4. The Print window will appear. Here, next to the option Print What, click Selection. 5. Finally, click Print. Saving a Spreadsheet The steps below explain how to save your spreadsheet: 1. In the upper-left corner of the screen, click File. 2. Next, click Save As. 3. In the next window that appears, you will see the Save As text box. Here, type the filename. 4. You will also see the Where text box in this window. Here, using your mouse, click once inside of this text box to see a list of places where the document can be saved. 5. Click the Save button to save your spreadsheet. 17

PowerPoint Opening PowerPoint 2008 The following instructions explain how to open PowerPoint 2008 on your Mac: 1. Double-click the Macintosh HD icon on your desktop. 2. In the Macintosh window that appears, double-click the Applications folder. 3. In the Applications folder that appears, double-click the Microsoft Office 2008 folder. 4. In the Microsoft Office 2008 window, double-click the icon for Microsoft PowerPoint 2008 and the software package will open. Applying a Slide Layout The following instructions explain how to apply a Slide Layout: 1. From the menu options in the upper-left corner of the screen, click Format. 2. Next, click Slide Layout. 3. Pick the Slide Layout option of your choice. Applying a Slide Theme To apply a Slide Theme, follow the instructions below: 1. From the menu options in the upper-left corner of the screen, click Format. 2. Next, allow your mouse to hover over Slide Theme. 3. In the next menu that appears, select From Gallery. 4. Select the Slide Theme of your choice. Applying a Solid Background Color for a Slide The steps below explain how to apply a solid color for the background of a slide: 1. In the upper-left corner of the screen, click Format. 2. Click Slide Background. 3. The Format Background window will open. Click the Solid tab in the top-center area of this window. 4. Make certain that the Transparency option is set to zero percent or you will not be able to see your color. 5. Finally, choose the color that you want for your slide background. Then, click Apply to change the color of the slide that you are currently working with, or click Apply to All to apply this color to all of the slides. 18

Inserting a New Slide The following steps explain how to insert a new slide: 1. From the menu options in the upper-left area of the screen, click Insert. 2. Next, click New Slide. At this point, a new slide will appear. 3. Then, click View. 4. In the menu that appears, click so that a check-mark appears next to Elements Gallery (if a check-mark already appears here, ignore this step). 5. From the menu options across the top-center area of the window, click Slide Layouts. 6. You will now see a variety of options for your slide layout across the top-center area of your window. Click on the selection of your choice. Deleting a Slide To delete a slide that is currently displayed in PowerPoint, follow the steps below: 1. Click Edit from the menu options in the upper-left area of your screen. 2. Next, click Delete Slide. Creating a Table Tables are a great way to communicate information to people during a presentation. The following steps explain how to insert a table into a slide: 1. Click Insert from the menu options in the upper-left area of the screen. 2. Then, click Table. 3. The Insert Table window will appear on the screen. Here, set the number of rows and columns that you want for your table and click OK. Inserting Clip Art The following explains how to insert clip art onto your slide: 1. From the menu options at the upper-left area of the screen, click Insert. 2. Then, click Clip Art. 3. The Clip Gallery window will appear on your screen. In the Search textbox, type the name of the graphic that you want to insert onto your slide and click Search. 4. The possible images will appear in the window. Use your mouse pointer to select one of the images and click Insert. Inserting a Picture The following explains how to insert a picture from your hard drive onto your slide: 1. From the menu options in the upper-left area of the screen, click Insert. 2. Next, click Picture. 3. The Choose a Picture window will appear. Use the tools within this window to locate the picture on your hard drive. When you find the filename, click on it once so that it is selected in blue and then click Insert. 19

Inserting a Text Box The following steps explain how to insert a text box onto your slide: 1. Click Insert from the menu options in the upper-left area of the screen. 2. Next, click Text Box. 3. To place the text box on your slide, allow your mouse pointer to hover over the area where you want the text box to appear and click one time. The text box should appear on your screen. 4. Type your text and it will appear within the text box. 5. To de-select the text box, click anywhere on the slide outside of the text box. Formatting Text To format your text, follow the steps below: 1. To select the text that needs to be formatted, allow the mouse to hover over the text and click your mouse button three times. 2. Then, click View from the menu options in the upper-left area of the screen. 3. Next, allow your mouse pointer to hover over Toolbars. 4. Make sure that there is a check-mark next to Formatting. If there is no check-mark, click the option Formatting one time. 5. The Formatting toolbar should appear near the top area of the window. Use the various options within this toolbar to adjust the appearance of your text (see Figure 13). Figure 13 The Formatting Toolbar Slide Transitions The following explains how to apply transitions to your slides: 1. Display the slide that you want to apply a transition to on your screen. 2. In the upper-left area of the screen, click View. 3. In the menu that appears, click so that a check-mark appears next to Elements Gallery (if a check-mark already appears here, ignore this step). 4. Select the tab Transitions that appears across the top area of the window. 5. Select the category for your transition (example: Fades and Dissolves, Push and Cover, Stripes and Bars, etc.). 6. Finally, select the specific transition that you want to apply to the selected slide. 7. Repeat steps 1-6 above until all slides have a transition setting. 20

Animations Animations may be applied to text or objects. The following steps explain how to apply animations to your presentation: 1. From the menu options in the upper-left area of the screen, click Slide Show. 2. Next, click Custom Animation. The Custom Animation window will appear on your screen. 3. Select the object on your slide that you want to apply a transition to for your presentation. 4. Click one of the following buttons within the Custom Animation window: Entrance Effect, Emphasis Effect, or Exit Effect (see Figure 14). Upon clicking on the button, a list of effects will appear - - select the animation effect of your choice. 5. To preview the effect, click the Play Button (see Figure 14). Please note the following about animations: You may apply Entrance, Emphasis, and Exit Effects to an object. However, you may instead choose to apply only one or two effects to an object. You may apply transition effects to more than one object on a slide. The order of the transitions may be controlled in the Animation Order window (see Figure 14). Play Button Entrance Effect Emphasis Effect Exit Effect Figure 14 The Custom Animation Window 21

Viewing the Presentation The steps below explain how to manually control the presentation: 1. Click View from the menu options in the upper-left area of the screen. 2. Then, click Slide Show. 3. Press the mouse button or the space bar on your keyboard to move from one slide to the next. a. Note: If you have animations in your presentation, each time that you press the mouse button or space bar, it will begin the next animation. Creating a Self- Running Presentation The following steps explain how to create a self-running presentation: 1. From the menu options in the upper-left area of the screen, click Slide Show. 2. Next, click Rehearse Timings. 3. Your screen will change so that you see the first slide in the presentation along with an active timer in the lower-right area of the screen. When the timer reaches the amount of time that the first slide should be displayed to the audience, press your mouse button or your space bar to advance to the second slide (example: if you want the first slide to appear for five seconds to your audience, wait until the timer displays 5 seconds and then press the space bar). a. Note: If you have animations within your slide, each time that you press the mouse button or space bar, the animation will begin in the presentation at the time that is displayed on the timer when the mouse button/space bar is pressed. 4. Repeat the instructions in Step 3 above until you reach the end of the presentation. Printing To print a PowerPoint presentation, follow the steps below: 1. Click File from the menu options in the upper-left area of the screen. 2. Then, click Print. 3. The Print Window will appear on your screen. This window will provide you with the following options: a. Copies Input the number of copies you would like to make. b. Slides You may print all of the slides or a specified range of slides. c. Print What Print the following: Slides, Handouts (this is an excellent option if you are making copies for an audience), Notes, or Outlines. d. Output The printout may be color or black and white. 4. Once you have made your selections, press the Print button to send the document to the printer. 22

Saving a PowerPoint Presentation The steps below explain how to save your presentation: 1. In the upper-left corner of the screen, click File. 2. Next, click Save As. 3. In the next window that appears, you will see the Save As text box. Here, type the filename. 4. You will also see the Where text box in this window. Here, using your mouse, click once inside of this text box to see a list of places where the document can be saved. 5. Click the Save button to save your presentation. 23