GET READY. LAUNCH PowerPoint if it is not already running

CircBack2.indd Page 310 8/29/11 9:36 AM user-F393 310 /Users/user-F393/Desktop Circling Back 2 Circling Back 2 You are a managing editor at Lucern...
Author: Aldous Cole
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Circling Back 2

Circling Back 2 You are a managing editor at Lucerne Publishing. You are preparing for an important meeting with the senior management team, and you are producing a presentation that should serve two purposes: to show how you intend to grow the publishing plan for the coming year and to convince senior management to let you hire several new editors. You can use PowerPoint tools to focus attention on these two goals.

Project 1: Basic Formatting and Tables In this project, you will open your draft presentation, apply a theme, and add both a table and an Excel worksheet to present data. GET READY. LAUNCH PowerPoint if it is not already running. The Opportunities file is available on the book companion website or in WileyPLUS.

1. OPEN the Opportunities presentation and save it as Opportunities Final. 2. Apply the Origin theme. Change the theme fonts to those from the Module theme. Change the theme colors to those from the Urban theme. 3. In the header and footer, insert a date that updates automatically, slide numbers, and the footer Editorial Opportunities. Apply to all slides except the title slide. 4. Display the Slide Master and make these changes to the slide master (the top master, not one of the individual layout masters): a. Change the alignment of the date placeholder to right alignment. b. Boldface the slide titles. c. Change the color of the first-level bullet character to Indigo, Accent 1, Darker 25%. (Hint: Just change the bullet character, not the text. You can do this from the Bullets and Numbering dialog box.) d. Close Slide Master view. 5. Go to slide 4 and create a table that has three columns and six rows. Type the following data in the table: Division

Current Year

Next Year

History

23

27

Science Fiction

19

23

Literature

12

16

Nonfiction

26

31

Lifestyle

38

43

6. Format the table with the Light Style 3—Accent 1 Table Style. 7. Turn off banded rows. Select the column heading cells, fill with Blue-Gray, Accent 6, and change the font color to White, Background 1. 8. Center all entries in the center and right columns. Click the Table Tools Layout tab, and in the Table Size group, change the table width to 8”. 9. Go to slide 3 and format the existing table to match the one you inserted on slide 4. Be sure to also change column alignment and table size. 10. Go to slide 5 and insert an Excel spreadsheet. Starting in cell A1, type the following data in the worksheet: Division

Current Year

Next Year

History

4.65

4.89

Science Fiction

3.77

4.01

Literature

8.92

9.15

Nonfiction

4.41

4.79

Lifestyle

3.59

3.95

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11. In cell A7 of the worksheet, type Average. In cell B7, type the formula =AVERAGE(B2:B6). 12. Copy the formula in cell B7 to cell C7. 13. Format the values in cells B2:C7 as currency with two decimal places. 14. Format the worksheet as follows: a. Apply the Urban theme in Excel (you’ll find the themes on the Page Layout tab in Excel). b. Select the column headers in row 1, click the Cell Styles button in the Styles group on the Excel Home tab, and select Accent6. c. Boldface the column headings. d. Center all entries in the center and right columns. e. Change the font of the worksheet cells to Corbel to match the text in the presentation. Change the font size to 18 pt. f. Adjust columns to a width of 25. g. Use the Borders button (in the Font group on the Home tab) to apply a default style border to all sides of all cells in the range A1:C7. 15. Adjust the size of the worksheet’s hatched selection border to hide any empty rows or columns. Click outside the worksheet to deselect it. 16. Display the drawing guides and adjust them so the vertical guide aligns with the 4.5” mark on the ruler on the left side of the slide, and the horizontal guide aligns with the 2” marker on the vertical ruler at the top of the slide. 17. On slides 3, 4, and 5, reposition the tables so that their upper-left corners align with the intersection of the guides. Then turn off the guides. 18. SAVE the presentation. PAUSE. LEAVE PowerPoint and your presentation open for the next project.

Project 2: Charting the Data You are now ready to create a chart that shows the editorial workload for the current year and your projections for the next year. The chart will make it easy for your audience to compare the numbers. USE the presentation that is open from the previous project. 1. Go to slide 6, and change the layout of the slide to Title and Content. 2. Click the Insert Chart icon in the content placeholder to begin a new chart. Select the clustered 3-D bar chart. 3. Insert the following data in the chart worksheet: Division

Current Year

Next Year

History

5.8

6.8

Science Fiction

6.3

7.6

Literature

4

5.3

Nonfiction

4.3

5.2

Lifestyle

5.4

6.1

4. Delete the unneeded sample data in column D and make sure the range border surrounds only the data you need for your chart. Close the worksheet. 5. Change the chart type to a 3-D clustered column chart. 6. Format the chart as follows: a. Apply Layout 4 and the Style 18 Chart Style. b. Change the font size of the horizontal axis labels to 16 pt. c. Display the major primary horizontal axis gridlines. d. Turn off the data labels for both data series.

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Circling Back 2 7. Drag the chart frame’s bottom selection handle upward about one-half inch, to the 2” mark on the vertical ruler, to free up some room at the bottom of the slide. 8. Draw a text box below the chart and type the text *Books per editor, based on current staffing. 9. If necessary, resize the text box so that all text is on one line, and then apply a Shape Style to the text box that coordinates well with the chart. 10. SAVE the presentation. PAUSE. LEAVE PowerPoint and your presentation open for the next project.

Project 3: Add Diagrams You are ready to add SmartArt diagrams to display additional information about your organization and your department’s work processes. USE the presentation that is open from the previous project. 1. Go to slide 7 and click the Insert SmartArt Graphic icon in the content placeholder to start a new diagram. 2. Choose to create a hierarchy diagram that uses the Organization Chart design, and add text to the chart as follows: a. In the top-level box, type the name Bill Bowen, press Enter, and type the title Managing Editor. b. In the assistant box, type Eva Corets, press Enter, and type Chief Editorial Assistant. c. In the second-level boxes, type the following names, titles, and departments: Jo Berry

Dan Bacon

Jun Cao

Sr. Editor

Sr. Editor

Sr. Editor

History

Science Fiction

Literature

3. Add a new shape after Jun Cao’s shape, type the name Aaron Con, the title Sr. Editor, and the department Nonfiction. Then add a new shape after Aaron Con’s shape, type the name Debra Core, the title Sr. Editor, and the department Lifestyle. 4. Apply the Inset SmartArt Style and one of the color schemes in the Colorful category to the diagram. 5. Delete Debra Core’s shape, and then change the division information for Aaron Con’s shape to Nonfiction & Lifestyle. 6. Boldface the text in the top-level shape. 7. Go to slide 8, and convert the bulleted list to a Vertical Process diagram. 8. Apply the Inset SmartArt style and a color scheme that matches the one you used on slide 7. 9. Change the diagram layout to the Vertical Box List layout. 10. Click in the Notes pane and type We are rolling the production preparation phase into the copyedit phase to save production time and costs. 11. SAVE the presentation. PAUSE. LEAVE PowerPoint and your presentation open for the next project.

Project 4: Insert and Format a Picture Now insert additional visual interest in the form of a picture. You will format the picture to improve its appearance. USE the presentation that is open from the previous project. 1. Go to slide 2, and click the Clip Art icon in the content placeholder to open the Clip Art task pane. The Award.jpg file is available on the book companion website or in WileyPLUS.

2. Use the keyword award to search for a photograph of a trophy. (Look only for photographs, not illustrations.) You should find several if you have a live connection to the Internet. If you do not find a silver trophy on a white background in your results, insert the picture Award.jpg in the placeholder.

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3. Adjust the picture’s brightness to ⫹10% and contrast to ⫹20%. 4. Apply the Perspective Shadow, White Picture Style, and then click Picture Border and select a different border color, such as Teal, Accent 2, Darker 25%. 5. Move the picture down so that it aligns at the bottom with the last line of text in the text placeholder. (Use a guide to help you. If you can’t get the picture to align precisely with the guide, try holding down the Alt key as you drag it.) 6. Compress pictures in the presentation to the Screen setting. 7. SAVE the presentation. PAUSE. LEAVE PowerPoint and your presentation open for the next project.

Project 5: Add a Drawing and Finalize the Presentation You have been asked to suggest a new office layout to reorganize departments on the production floor. You can create a simple drawing to show the areas where each department, supporting personnel, and production will be placed. USE the presentation that is open from the previous project. 1. Add a new slide after slide 7 with the Title Only layout. Type the slide title Revised Office Layout. 2. Create the drawing objects shown in Figure 1. You can choose your own sizes for objects, but they should be similar in scale to the ones shown. Figure 1 Create these shapes

3. Modify your drawing as follows: a. Make all the department objects—the shapes for Nonfiction & Lifestyle, Literature, Science Fiction, and History—the same dimensions, even though they are different shapes; that is, they should all be the same height and width. For example, the ones in Figure 1 are 1.25” high and 1.8” wide. Make sure all text displays without breaking after resizing. b. Align the Info Desk and Library shapes to the middle of the block arrow. These three shapes will create a central area for the layout and should all be aligned middle with one another. c. Rotate the Editorial Assistants shape 90 degrees to the right so it is taller than it is wide. The text is now rotated, too. d. Use the Text Direction tool on the Home tab to rotate the text 270 degrees so it is once again running in its normal direction. Widen the shape slightly if needed to make the word Assistants fit on one line.

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Circling Back 2 e. Align the Managing Editor, Science Fiction, History, and Editorial Assistants shapes by their tops. Align the Nonfiction Lifestyle, Literature, and Production shapes by their bottoms. Align the Editorial Assistants and Production shapes by their right sides. f. Distribute the top four shapes horizontally. Distribute the bottom three shapes horizontally. g. Make any other adjustments you think necessary to improve the look of the layout. 4. Apply colors and effects or Shape Styles to the shapes as desired to improve its appearance. Give each shape a unique look. Figure 2 shows one possible result. Figure 2

Format each shape differently

5. Select all objects in the drawing and group them. Right-click any shape in the group and click Size and Position. In the Size and Position dialog box, click Lock aspect ratio to select it, and scale the group object to 95% of its original size. 6. If the text in any of the shapes runs over after scaling, click the shape in the group to select it and slightly widen the shape size or reduce the font size to fit the text. 7. Center the object horizontally on the slide. 8. Select any slide transition (except None), choose 01.50 as the Duration, and apply it to all slides. 9. Apply animations as follows: a. On slide 2, apply a built-in fade transition to display the bullet items by first-level paragraphs. Then modify this animation to occur After Previous. Set the duration to 01.00 for each bullet point’s entrance. b. Animate the organization chart on slide 7 to fade into view After Previous. Use the Effect Options dialog box to specify that the graphic displays By level one by one. c. Click the group on slide 8 to select it, and then apply the Diamond entrance animation starting After Previous. d. Apply a Lighten emphasis effect to the text box at the bottom of slide 6. Set it to occur After Previous, and set the Duration to 02.00. 10. Run the presentation in Slide Show view. Then return to Normal view and make any corrections you think necessary to the animations. 11. PRINT the presentation as handouts in grayscale mode. 12. SAVE and CLOSE the presentation. EXIT PowerPoint.

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