Section 2. Slides. By the end of this Section you should be able to:

Section 2 Slides By the end of this Section you should be able to: Understand and Use Different Views Understand Slide Show Basics Save, Close and Open Presentations Exit PowerPoint 26 CIA Training Ltd 2004

Exercise 11 - Views The PowerPoint View menu lists four different ways to view a presentation on screen. Each view shows a different aspect of the presentation. The views are (with the View menu icons): Normal View Slide Sorter View Slide Show Notes Page View Combines the main Slide View with an Outline View, a multiple Slides View and an area for Notes. Each area of the screen can be resized individually A miniature of each slide is shown. Used to change the order, effects and timings of the slide show. Used to view presentations. Used to create speaker's notes for the slides. Each page has the slide on the top with space for notes on the bottom. Buttons for the first three of these views can be found at the bottom left of most PowerPoint screens. Notes Page is only available from the menu. Views within the Normal view are: Slide View Outline View Slides View Notes View Used to change the text, graphics and layout of a slide and to add graphics and artwork from other applications. This is the main editing view for creating slides. Used to add or edit the presentation page titles and text. The information is shown as a list of text on the screen with headings and subheadings. Vertical list of miniature slide images with the same functions as Slide Sorter View. Slides View and Outline View occupy the same area of screen, with tabs to select which is currently displayed. Small area below the Slide View to enter brief speaker notes without having to switch to Notes Page View. CIA Training Ltd 2004 27

Exercise 11 - Continued 1. Either use the Marketing Plan presentation, if it is still open from the last Section, or use the AutoContent Wizard to create a new On-screen presentation based on Marketing Plan from within the Sales/Marketing heading. 2. Use the name of your company (or a fictitious company) as the Presentation Title and make sure that Footers, Date last updated and Slide number are not selected. 3. Select the Normal View of the presentation. 4. Select the Outline tab if not already selected, to see the text contents of the slides listed in the left pane. 5. Click the Slides tab above the Outline View. A number of slide miniatures are displayed in the pane. 6. Click the Slide Sorter View button,. Several slides of the presentation are now visible on the screen at once. 7. Select View Notes Page. The slide is shown in the top of the screen, with an area for notes at the bottom. 8. Click the Normal View button,, to return to that view. 9. Click the Slide Show button,. The presentation slide show starts, beginning with the slide currently being viewed. 10. Click the mouse button to go from one slide to the next. Each page is shown in turn on the screen. Continue to the end of the show. Click on the final black screen to return to Normal View. 11. Start the slide show again. There are ways to end the show before it has run its course. 12. Click to view slide 2 and then press <Esc> to stop the slide show. 13. Start the show again. This time when slide 2 is displayed, right click on it and select End Show from the shortcut menu. This is an alternative to the <Esc> key. 14. Practise moving between views then leave the presentation on screen for the next exercise. 28 CIA Training Ltd 2004

Exercise 12 - Using Normal View Normal View is the main view used when creating a presentation. The four panes (Outline, Slides, Slide and Notes) make it possible to work on all areas of the presentation in a single view. Each pane works independently of the others, although they are also linked. 1. Ensure the Normal View of the presentation from the last exercise is on screen and that the Outline tab is selected. 2. Move the mouse over the border between the Outline pane and the Slide pane until it becomes a double headed arrow,. Click and drag to the right to enlarge the Outline pane until it fills about half of the screen. Notice the image of the slide is reduced to fit the Slide pane. 3. In the Outline pane each slide is represented by a small icon with the slide title,. Notice how the icon for the slide currently selected in Outline View has a shaded outline. 4. Use the scroll bar at the right of the pane to display slide 10, Advertising. 5. Move the mouse over the icon until it becomes. Click once to display slide 10 in the Slide pane. The associated text is highlighted in black. 6. Drag the Outline pane border back to its original position. 7. Click the Slides tab above the Outline text. A vertical list of slide miniatures is displayed. The current slide (as displayed in the Slide pane) will be highlighted. Select slide 5 from the list. Slide 5 will appear in the main Slide pane. 8. Click in the Slide pane and from the menu, select View Zoom and choose 100% from the Zoom dialog box. Click OK. 9. Use the scroll bar at the bottom of the Slide pane to see more of the slide. 10. Click on the drop down arrow of the Zoom box on the Standard Toolbar and select Fit from the list. The slide is resized to fit the current Slide pane. 11. View slide 4, Competion. Click in the Notes pane and type in Sales Director to give brief report on our competitors. 12. Practise moving between slides and panes, then leave the presentation on screen for the next exercise. CIA Training Ltd 2004 29

Exercise 13 - Using Slide View Slide View within Normal View shows the presentation slides, one at a time, with all text properly formatted, all inserted objects shown, and with any selected background displayed. The scroll bar at the right of the screen is used to move from one slide to another. 1. With the presentation created earlier still on screen, select Normal View and increase the size of the Slide pane by dragging the dividing border to the left. 2. Click the Next Slide button,, at the bottom of the vertical scroll bar, to move to the next slide. Note: The sequence number of the current slide is always displayed on the Status Bar, e.g. Slide 2 of 17. 3. Click the Previous Slide button,, to move back one slide. 4. Click and hold the scroll button down to view a pale yellow caption, indicating the current slide. Click and drag the scroll button and release the mouse when the marker for the sixth slide, Communication Strategies, appears. 5. Press <Ctrl End> to move to the last slide in the presentation. Press <Ctrl Home> to move to the first slide in the presentation. Note: Pressing <Ctrl End> and <Ctrl Home> have the same effect in all views except Slide Show. 6. Practise moving through the slides in Slide View, then return to slide 1. 7. Leave the presentation open for the next exercise. 30 CIA Training Ltd 2004

Exercise 14 - Using Slide Sorter View Slide Sorter View shows all slides in a presentation on-screen at the same time. This makes it easy to move, add or delete slides and to decide on animated transitions (special effects, e.g. fade or dissolve) for moving from slide to slide. Transitions and effects are covered in later exercises. 1. With the presentation still on screen, switch to Slide Sorter View. The screen will appear as below. Use the Zoom control,, to display more or fewer slides. 2. Click the Show Formatting button, (on Standard Toolbar), to switch the formatting off. The slides will now show only their titles. Click on the button again to restore the formatting. 3. Click on the middle of slide number 3 Product Definition and drag it about the screen by holding down the left mouse button and moving the mouse in the desired direction. Notice that as the mouse pointer moves about the screen, a faint grey line appears, moving between slides. 4. Release the mouse button when the line is between slides 5 and 6. When the mouse button is released, the line is replaced by the slide. The Product Definition slide now becomes slide 5. 5. Leave the presentation open for the next exercise. CIA Training Ltd 2004 31

Exercise 15 - Using Outline View Outline View shows all of the text used in a presentation, without any formatting or background patterns. The text is shown as a list, with the slide titles in bold. The slide number is shown in the left margin, with a slide icon,, at the left of the title text. This view makes it easy to manipulate text between slides. 1. Using the current presentation, switch to Normal view and make sure the Outline tab is selected. Increase the size of the Outline pane to about half the screen. 2. If the Outline toolbar is not visible, select View Toolbars Outlining. The toolbar is often displayed vertically at the left of the screen. 3. Use ToolTips to discover the functions of the buttons on the Outlining toolbar. 4. Click the icon for slide number 6. All the text for that slide is now selected. 5. Move the mouse pointer to the left of Messaging by audience, underneath the title Communications Strategies. The mouse pointer changes to. Click the mouse once. The Messaging by audience text is selected. 6. Click the Move Down button,. The highlighted text moves down the list by one line. Notice how the text on the Slide View also changes. 7. With the text still selected, click the Move Up button,, to replace the text in its original position. 8. With the line of text still selected, click the mouse pointer to the left of the text and hold it down. Click and drag upward - the pointer becomes. As the mouse pointer is moved up, a line appears across the screen. 9. When the line is just above Consumer Promise on slide 4, release the mouse button. The text will move to the new position. Use the same method to drag the text back to its original position, below Communications Strategies. 32 CIA Training Ltd 2004

Exercise 15 - Continued Note: If the first movement of the cursor is sideways, the pointer will become a horizontal arrow and vertical movement will not be allowed. In this case release the mouse button and start again. Text can be moved within slides or between slides using either the Move buttons or by clicking and dragging. 10. Select all of the text for slide 3, Competition, by clicking once on the slide icon,. Click he Collapse button,, to see just the title for this slide. Notice that the title is now underlined, showing it is collapsed. 11. With the title still highlighted, click on the Expand button,, to restore the text for that slide. 12. Click the Collapse All button,, to see just the slide titles. 13. Click the Expand All button,, to show all the slide text. 14. Click the Show Formatting button,, to display all text in Outline View with the same formatting it has on the slides. 15. Click the button again to remove the formatting. 16. Click the slide icon for slide 2. Hold down the Shift key and click the slide icons for slide 3 and slide 4. All three slides should be selected (highlighted). 17. Click the Summary Slide button,. A summary slide with a line for each of the selected slides will be created in front of slide 2. 18. Leave the presentation open for the next exercise. CIA Training Ltd 2004 33

Exercise 16 - Using Notes Page View Notes Pages View allows speaker s notes to be added to slides. The top of the screen shows the slide and lower part is reserved for speaker's notes. These can help to prompt the person delivering the presentation. 1. Using the current presentation, select View Notes Page. 2. Use the scroll bar at the right of the screen to move to the notes for slide 6, Product Definition. 3. Use the Zoom box to zoom to 100%. The bottom half of the page should now be visible, with the words Click to add text. If this notes area is not visible, use the scroll bar to display it. 4. Click in the notes area and the box is selected. Enter the following note: This is a page for notes. Speaker's notes can be added here so that the presenter knows what to say when this slide is being shown. 5. Click on the white space outside the notes area to finish entering the text. Note: If text ever overshoots the box in the notes area, right click on the box border and select Format Placeholder. Select the Text Box tab and ensure Word wrap text in AutoShape is selected. 6. Zoom to 50% to see more of the page. 7. Move back to view slide 1 and switch to Normal View. 8. Click in the Notes pane and add the following note, zooming in if necessary: This is the first slide. Introduce yourself. 9. Switch to Notes Page View to confirm that the note is there. 10. Leave the presentation on screen for the next exercise. 34 CIA Training Ltd 2004

Exercise 17 - Slide Show Basics The Slide Show is used to preview the presentation. The slides are displayed in full screen view one at a time, with all transitions and effects applied. While the show is in progress, the mouse can be used to draw on the slide using the pen options, to highlight key points. 1. Using the presentation from the previous exercise, select View Slide Show. The slide show starts, with the first slide filling the screen. Note: If the Slide Show button on the bottom of the screen is used, the show will start from the currently selected slide This is useful if you want to see how an individual slide is going to appear. 2. Click the left mouse button to move to the next slide. 3. To move back to the first slide, click the right mouse button and select Previous from the shortcut menu (or press <Page Up>). 4. If it is not already displayed, move the mouse around the screen until the icons appear in the bottom left corner. 5. Click the button and select Felt Tip Pen from the menu. The mouse pointer changes into a small square. 6. Move the pointer on to the slide and click and drag. The pointer draws a line on the slide. 7. To delete the drawing click again and select Erase All Ink on Slide. 8. Click the button again and select Arrow to return the mouse pointer to normal. View the rest of the presentation. 9. When the end of the show is reached, a black screen appears, with the words. Note: If this black screen does not appear, select Tools Options View. Click the End with black slide box and click OK. 10. Click once to return to Notes Page View. 11. Switch to Normal View and leave the presentation on screen for the next exercise. CIA Training Ltd 2004 35

Exercise 18 - Saving a Presentation A presentation must be saved if it is to be used again. There are two main ways to save a presentation: Save As and Save. Save As allows file name, file type and location to be specified and is therefore always used to save a newly created presentation, i.e. a presentation that has not been named. When a presentation has already been saved, i.e. been given a name, Save can be used to save/update the current changes in that presentation. If an existing presentation is to be used as the basis for a new one, but the original must not be overwritten, then it must be saved with a new name after the changes are made. If Save is used to save a new presentation, Save As mode will be used automatically. 1. Select File Save As. The Save As dialog box will then appear. The contents of the dialog box will vary between computers, but the diagram below shows an example of how it may look. Places Bar Note: Three items of information are required to control the Save As process. A name, a location and a type for the saved file. 2. The presentation must be given a name. Enter My Product in the File name box (the highlighted text will automatically be deleted). Note: A filename can be of any length. Choose a meaningful name but do not use any of the following characters: ><"*?:\ /;. 36 CIA Training Ltd 2004

Exercise 18 - Continued 3. At the left of the dialog box is the Places Bar. This is a navigation area, allowing quick access to commonly used locations. By default, My Documents is selected, if it is not shown in Save in, click on it. 4. The folder containing the data files should be shown - PowerPoint 2003 Introductory Data. Double click on this folder. Note: If presentations are to be saved elsewhere, select the required location from the Save in drop down list. Presentations can be saved to a location on the hard disk, or to a floppy disk. 5. Click the drop down arrow at the right of the Save as type box to see the different formats available, including: text format Outline/RTF (*.rtf), Design Template (*.pot), graphics formats including JPEG File Interchange Format (*.jpg) and Web Page (*htm; *.html). 6. Choose the default type of Presentation (*.ppt). 7. Click the Save button,, at the bottom right of the dialog box. Note: A previously named presentation can be saved to the same location under the same name by clicking the Save button,, on the Standard Toolbar. 8. Notice how the name on the Title Bar has changed to show the new name. 9. Leave the presentation open for the next exercise. CIA Training Ltd 2004 37

Exercise 19 - Closing a Presentation To clear the screen and begin working on a new presentation, the current one can be closed. If the presentation has not been previously saved, or if it has been modified in any way since the last save, a prompt to save it will appear. 1. The My Product presentation should still be on the screen. In Slide Sorter View, move slide 1 after slide 4. The presentation has now been modified (in the previous exercise) since it was last saved (in Exercise 17). 2. Now select File Close. The following prompt appears. 3. Select Yes. The presentation is automatically saved to the location specified earlier and then closed down. Note: The No option closes the presentation without saving and Cancel returns to the presentation without closing. A presentation can also be closed using the Close Window button,, at the right of the Menu Bar. Note: If the presentation has not previously been saved and Yes is selected, the Save As dialog box will appear, prompting for a name and location for the save. 4. If any other presentations are open, close them without saving. 38 CIA Training Ltd 2004

Exercise 20 - Exiting PowerPoint When PowerPoint is closed, if any presentations are still open and have not been saved, a warning will be displayed with an option to save the changes. 1. Double click the File menu to reveal the drop down menu. 2. Place the mouse pointer over Exit and click once. Note: PowerPoint can also be closed by clicking the Close button, top right corner of the screen. 3. Select No if asked to save any existing presentation., in the CIA Training Ltd 2004 39

Exercise 21 - Opening a Presentation Once created and saved, a presentation can be opened at any time. There are various methods that can be used to open files. 1. Start PowerPoint. If the Getting Started Task Pane is not shown on the right of the screen, select View Task Pane. The most recently used presentations are shown at the top of the pane and the quickest way to open a presentation is to select it from here. Click on My Product.ppt to open it. Note: Recently used files are also listed at the bottom of the File menu. Click once on the required file to open it (make sure the location, e.g. floppy disk, is available). 2. Either select File Open from the Menu Bar, or the Open button,, from the toolbar, or click from the Task Pane if it is open, to display the Open dialog box. 3. Using the Places Bar and the Look in box, locate the supplied presentations and select Locations (your dialog box may show a different view of the files). 4. Click Open. Both open presentations are now shown on the Taskbar. Click either button to select the relevant presentation. 5. Close all presentations without saving, and exit PowerPoint. 40 CIA Training Ltd 2004

1. Start PowerPoint. Exercise 22 - Revision: Slides 2. Use the AutoContent Wizard to create a Training presentation from the General category. 3. Make it an On-screen presentation entitled Training. 4. Remove the check from Date last updated. 5. In Normal View, collapse slide 4, Overview and move it above the Agenda slide. 6. Expand the Overview slide. 7. Add the following note to slide 9: Give information about our website. 8. View the Slide Show and use the Ballpoint Pen to underline the title of slide 8, Summary. 9. At the end of the show click Keep to keep the ink annotation. 10. Save the presentation as Revision22. 11. Close the presentation. Note: An example of how the presentation created in this exercise should look can be found in the Answers Section at the end of the guide. CIA Training Ltd 2004 41