V O L U M E
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Microsoft PowerPoint For
DASH DESIGNS PC Training and Consulting Services
Microsoft PowerPoint Topics For The Berkeley MBA, Haas School, UC Berkeley — Dash Designs
Microsoft PowerPoint For The Berkeley MBA, Haas School of Business, University of California Revised: October 31, 2005
Copyrights and Trademarks
© 2005, Dash Designs, Jerry Maletsky San Rafael, CA 94903 email:
[email protected] • fax (415) 491-1490
Dash Designs gives permission to the Berkeley MBA Program at the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author. Any mention or use of Microsoft®, University of California, or any third party products is hereby acknowledged by Dash Designs to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned parties.
Microsoft PowerPoint Topics For The Berkeley MBA, Haas School, UC Berkeley — Dash Designs
Table of Contents Chapter 1: Overview Of PowerPoint ...... 2 Chapter 2: Creating A Presentation..... 12 Chapter 3: Using PowerPoint Views..... 24 Chapter 4: Working With Text ........... 32 Chapter 5: Proofing Your Presentation. 50 Chapter 6: Charting In PowerPoint...... 56 Chapter 7: Business Diagrams ........... 68 Chapter 8: Creating Table Slides ........ 76 Chapter 9: Inserting Drawing Shapes.. 80 Chapter 10: Custom Presentations ..... 86 Chapter 11:Printing Presentations ...... 92 Chapter 12: Creating Slide Shows .... 100 Chapter 13: Addendum ................... 124 Microsoft PowerPoint Topics For The Berkeley MBA, Haas School, UC Berkeley — Dash Designs
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Custom Microsoft PowerPoint Training For
Microsoft PowerPoint Training For The Berkeley MBA, Haas School of Business, UC Berkeley - Dash Designs
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CHAPTER
1
Overview Of PowerPoint
Overview Of PowerPoint Reference File: Thunder Products..ppt
PowerPoint Opening Screen
Normal View Standard Toolbar
Task Pane Formatting Toolbar
Menu Bar
Ruler Outline Toolbar
Outline Pane
View Buttons
Status Bar
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Drawing Toolbar
Notes Pane
Microsoft PowerPoint Training For The Berkeley MBA, Haas School of Business, UC Berkeley - Dash Designs
Window Element
1 Purpose
Menu Bar
Displays available menus with their available commands. Begins with the File menu and always ends with the Help menu.
Task Pane
Displays a list of commands for specific areas of the program. For example, the default Task Pane is Presentations. This Task Pane gives you several options in which to begin a new presentation or work with an existing one. There are several Task Panes in this program.
Standard Toolbar
Displays toolbar buttons for basic tasks such as opening files, saving files, printing , cut, copy, and paste.
Formatting Toolbar
Displays toolbar buttons for formatting tasks such as font, size, bold, italics, underlining, aligning text, and activating bullets.
Outline Toolbar
Displays toolbar buttons for tasks used in the Outline Pane. These buttons can be used to re-arrange text as well as adjusting the indent levels of the text.
Drawing Toolbar
Displays toolbar buttons for tasks used in drawing and formatting graphic objects.
Normal View
The primary view in PowerPoint. In this view you can add or edit graphics or text of any slide you prefer.
Outline Pane
In this area you can edit only the text of your presentation. It is an excellent area to edit the text portion of your presentation. It is a particularly efficient method in which to create your presentation.
Notes Pane
The area in which you can create additional notes that can be used as an aid during the actual presentation of your work.
View Buttons
Provides shortcuts to change the particular view in which you choose to work.
Status Bar
Provides information about the presentation including the number of slides, the active slide, and the template that has been applied in your presentation.
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CHAPTER
Overview Of PowerPoint
CHAPTER
Overview Of PowerPoint
1 Adjusting The PowerPoint Toolbars
In the Microsoft Office XP® (and 2000) versions both the Standard and Formatting Toolbars have been positioned so that they are joined together at the top of the screen to save workspace. You might find it more efficient to separate these toolbars. This will make available more of the toolbar buttons on the screen. This is accomplished in the Tools menu: Customize command.
Initial Installation of the Standard and Formatting Toolbars
Configuration of the Full Standard and Formatting Toolbars
Great Tip!
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Right-Click on a Toolbar button to see a list of available toolbars. You can click on a toolbar to turn it on or off!
Microsoft PowerPoint Training For The Berkeley MBA, Haas School of Business, UC Berkeley - Dash Designs
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Adjusting The PowerPoint Toolbars Steps: ⇒ Click Tools menu: Customize command ⇒ Click the Options tab (if necessary) ⇒ Click checkbox “Show Standard and Formatting toolbars on two rows” ⇒ Click the Close button
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Overview Of PowerPoint
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Overview Of PowerPoint
1 How To Get Help
If you need help during your Microsoft PowerPoint session, simply press the key. You will most probably see the Microsoft Office Assistant. If you are in a Dialog Box or a Property Cell, PowerPoint will display the help screen for that specific command or dialog box.
Note: You can also get help by clicking in the “Ask A Question Box” in the top right of the Microsoft PowerPoint screen.
Click on the Question Mark in a dialog box and then on the option for which you want some additional help
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1 Microsoft PowerPoint Help System
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Overview Of PowerPoint
CHAPTER
Overview Of PowerPoint
1 Open A PowerPoint Presentation
You can open an existing PowerPoint presentation through the New Presentation Task Pane, as well as, the File menu: Open command. In addition, you can access a file using Recently Used File list at the bottom of the File menu. The default view in the File: Open dialog box will display the first slide in the Great Tip! presentation to help confirm that you have selected the correct file.
Steps: ⇒ Click File menu: Open command -- Or -⇒ Click Presentations (or More Files) from the Task Pane ⇒ Navigate to the appropriate drive and folder ⇒ Double-Click the file to open it
Practice Exercise: 1. 2. 3. 4.
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Click File: Open menu command Click My Documents (in Places Panel) Double-Click the PowerPoint Training folder Double-Click the Thunder Products.ppt file to open
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CHAPTER
Overview Of PowerPoint
Open A PowerPoint Presentation Opening a Presentation with the File:Open Dialog Box
View Button
Preview window of first slide
Opening a Presentation with the Task Pane
View Button List
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Overview Of PowerPoint
1 Navigating A PowerPoint Presentation
You can navigate a PowerPoint presentation using a variety of different mouse and keyboard methods.
Keyboard Methods
Method
Action
Ctrl+Home
Moves to the First Slide
Ctrl+End
Moves to the Last Slide
Page Down
Moves to the Next Slide
Page Up
Moves to the Previous Slide
Mouse Methods Previous Slide Lower Right of Screen Next Slide
Drag Scroll Box To Change Slides
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Navigating A PowerPoint Presentation
Great Tip!
You can also use the Slides tab to navigate to a specific slide
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Overview Of PowerPoint
CHAPTER
2
Creating A Presentation Reference File: Start New Blank Presentation
Starting a Presentation You can start a new presentation through the New Presentation Task Pane. The File menu: New command will activate the Task Pane if not already visible on the screen. You can start with a Blank Presentation or a Design Template. Design Templates apply color and graphics to a presentation. They give your presentation a consistent and professional look. You can also base a new presentation on one of PowerPoint’s AutoContent Wizards. An AutoContent Wizard is a pre-set presentation based on a topic such as a Business Plan, Training, Selling A Product, and Brainstorming Sessions. They include content, graphics, and templates. Choosing From Existing Presentation... opens a copy of an existing presentation. Changes made to this new presentation do not effect the original file. Another interesting method that can be used to create a presentation is Photo Album… This option creates a slide presentation from selected images. New slides are created for each of these images. Steps: ⇒ Click File menu: New command (if Task Pane is not already active) ⇒ Click an option under New from the New Presentation Task Pane… • Blank Presentation • From Design Template • From AutoContent Wizard • From Existing Presentation • Photo Album
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Starting a Presentation
New Blank Presentation - Defaults to Title Slide Layout
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CHAPTER
Creating A Presentation
CHAPTER
Creating A Presentation
2 Adding New Slides
Every slide you create is based on a slide layout. There are a variety of slide layouts. They range from text layouts to content (graphic, charts, other media types) based layouts. A slide layout is a “template” for a slide with placeholders to place text, charts, and graphics on a slide. It’s important to remember that a slide layout, although it contains specific placeholders, can be customized to fit your specific needs. That is, placeholders can be moved, sized, as well as deleted from a particular slide. When you start a presentation, the default starting slide is the Title layout. The Slide Layout Task Pane allows you to select the layout you want to use. You can change the layout of a slide at any time.
Steps: ⇒ Click the New Slide button (Formatting toolbar) ⇒ From the Slide Layout Task Pane choose the layout that fits your content ⇒ Click in the proper placeholder and fill in your content
Note: Great Tip!
You can press to activate the next placeholder on a slide.
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Adding New Slides
Slide Layout Task Pane
Title Slide Layout
Title And Text Layout
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Creating A Presentation
CHAPTER
Creating A Presentation
2 Using the AutoFit Smart Tag
Microsoft Office XP® uses a variety of icons called Smart Tags. They offer additional options as you work in all the Office programs. One of the PowerPoint smart tags is the AutoFit tag. It “pops up” automatically when you enter text into a placeholder (i.e., a Sub-Title) and the text is larger than the boundary of that placeholder. By default, PowerPoint will shrink the text to fit the boundary. PowerPoint does offer you an option to revert back to the original text size in the AutoFit Smart Tag.
The Tools: AutoCorrect dialog box allows you to permanently turn off the AutoFit option. Just uncheck either of both of the AutoFit check boxes.
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Starting A New Presentation Practice Exercise: 1. 2. 3. 4.
Click File: New menu command (if New Presentation Task Pane not open) Select Blank Presentation Create the following Slides When complete, save the presentation as New Employee Orientation.ppt
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Creating A Presentation
CHAPTER
Creating A Presentation
2 Inserting Images
You can insert photos as well as clipart images onto a slide. You can use a predefined slide layout such as the Title And Content layout. You can also insert images onto any slide with or without a “content” placeholder.
Steps: ⇒ Click the Picture or ClipArt icon in the “Content” placeholder — OR — ⇒ Click Insert menu: Picture: From File (or From ClipArt) command ⇒ Browse to the folder that contains the picture ⇒ Select the Picture or ClipArt ⇒ Click OK
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Insert menu: Picture From File dialog box
Picture inserted onto a slide
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Creating A Presentation
CHAPTER
Creating A Presentation
2 Wrapping Text Around Images
PowerPoint automatically wraps text around images you place. If you want to customize how the text boundary box wraps around an image you can resize and/or move the image or the text box.
Steps: ⇒ Create the slide with the text you prefer ⇒ Insert the image preferred ⇒ Adjust the Text box and/or the Image to fit
The Tools: AutoCorrect dialog box allows you to permanently turn off the Automatic layout option. This option automatically wraps text around inserted images.
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Slide Without Picture Placeholder
Slide With Picture Added (Although No Placeholder)
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Creating A Presentation
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Creating A Presentation
2 Applying Slide Design Templates
PowerPoint includes a group of design templates that can be used to automatically format a presentation with background graphics and colors, coordinated fonts, text colors and sizes, fill colors, as well as customized bullets and master slides. Design Templates can be applied to all slides or selected slides only. This makes for a very efficient method of customizing presentations. In addition, design templates can be modified in the Master View. Design templates can be assigned at any time during the presentation creation process. In addition, they can be changed at any time.
Steps: ⇒ Change to Slide Sorter View (not required) ⇒ Click Slide Sorter Toolbar, Design button Or… Click Format menu: Slide Design command ⇒ Select one of the design templates (in the Design Taskpane) ⇒ To apply all slides, click on the sample of the design template ⇒ To apply to selected slide(s), click the drop-down menu button on the selected template and click Apply To Selected Slides
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Applying Slide Design Templates Before Applying A Design Template
After Applying A Design Template
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Creating A Presentation
CHAPTER
Creating A Presentation
2 Saving Presentations
Just as with all programs, the first time you save your presentation, you can use the File menu:Save or the File menu:Save As commands. After the file has been saved, future updates can be accomplished efficiently with the File menu: Save command.
Great Tip!
It is important to note that, as do all the Microsoft Office XP® programs, PowerPoint has a feature called AutoRecover that saves your presentation automatically. It is set to activate every 10 minutes. This will help prevent accidental loss of a majority of your work. It is just as important to remember to save your presentation as often as you can.
Remember:
Save Early! Save Often! Steps: ⇒ Click File menu: Save (or Save As) ⇒ Type the appropriate filename ⇒ Navigate to the appropriate drive and folder (if necessary) ⇒ Click Save
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2 Notes
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Creating A Presentation
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Using PowerPoint Views Reference File: Thunder Products.ppt
Normal View There are several views in which to work in PowerPoint. Each view allows you to perform some specific work. The primary view in PowerPoint is the Normal View. It actually contains several views but its primary purpose is to allow you to create and work on the detail of a slide. The Normal View allows you to access the Notes Pages view as well as the Outline view and the Slide Tab view. As discussed previously, the Slide Tab view provides an efficient method of navigating between slides. Each pane can be adjusted in size by dragging the edge of the pane window with your mouse. Other views such as Slide Sorter view and Slide Show view can be accessed through the View menu or by clicking the View Buttons on the bottom left of the screen. All these views are discussed in upcoming pages. PowerPoint View Menu
Great Tip! The Outline and Slides tabs change to display an icon when the pane becomes narrow, and, if you only want to see the current slide in the window as you edit, you can close the tabs with a Close box in the right corner.
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Adjust area with your mouse
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Normal View Area can be adjusted by dragging the splitter bars that border the panes.
Normal View
Slide Sorter View
Slide Show View
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Using PowerPoint Views
CHAPTER
Using PowerPoint Views
3 Notes Pages View
Notes Pages View, also known as Speaker Notes, allows you to add notes that can be used by the presenter during the presentation. This is an excellent method to remind the presenter of important items to discuss during the presentation that are not displayed on the slides. They can also be used as handouts to the audience, if preferred. You can format the text in Note Pages view just as you would text in the slide. PowerPoint also allows you to print the slides with their notes. It is important to note that you can only view the actual formatted text when you print or preview your presentation. In addition, you can display the notes during the slide show.
Steps: ⇒ Click into the Notes Pages pane ⇒ Adjust the size of the Notes Pages pane as needed using the Splitter Bar ⇒ Type the preferred content ⇒ Select the text and format as preferred (i.e., font size, bullets, etc.)
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CHAPTER
Using PowerPoint Views
Notes Pages View
Adjust the size of the Notes Pages pane with the Splitter Bar Notes Pages View
Notes Pages Printed Great Tip!
You will not see the actual formatting (font, bullets, etc.) of the notes until you print or preview the slide. They will display in the Notes Pages window as plain text. If you wish to see the actual formatting switch the screen to View menu: Notes Pages
View menu: Notes Pages
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Using PowerPoint Views
3 Slide Sorter View
Slide Sorter view provides some key “file management” options that you can’t perform in the other views as efficiently. They include: Re-Arrange Slides Duplicate Slides Delete Slides Hide Slides (Hidden Slides do not show in a Slide Show or Print) Copy Slides From Other Presentations Set Slide Show Effects Time Your Presentation Slide Sorter Toolbar Hide Slide
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Rehearse
Summary Slide
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Slide Sorter View Steps: ⇒ To Re-Arrange the Order of the Slides Drag Slides to new location between slides ⇒ To Duplicate Slides Click on the slide Press (shortcut key to duplicate a slide) ⇒ To Delete Slides (You can undo the deletion of a slide) Click on the slide Press the key ⇒ To Hide Slides (Same command to Un-Hide Slides) Click on the slide Click the Slide Show menu: Hide Slide command ⇒ To Copy Slides From Another Presentation Open the other presentation and switch to Slide Sorter View Select the Slides you want to copy (use the Shift key or the Control key for multiple slides) Click Edit menu: Copy (or the Copy toolbar button) Switch to the original presentation and Click where you want to place the slide(s) Click Edit menu: Paste (or the Paste toolbar button) ⇒ To Set Slide Show Effects Select the Slide(s) Click the Slide Show menu: Slide Transitions command Select the transition you prefer ⇒ To Time Your Presentation Click the Slide Show menu: Rehearse Timings command The Slide Show will begin to run As you practice your presentation, PowerPoint will record how much time each slide was on the screen At the end of the presentation the timings can be assigned to the slides You can then run the slide show automatically from those timings
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Using PowerPoint Views
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Using PowerPoint Views
Reference File: New Employee Orientation.ppt
Outline View Outline View allows you to edit the text of the presentation in a “text only” environment. Without the graphics of the slide, it provides a more efficient method of editing the text. The Outline View is an excellent method to create your presentation. In addition, you can print the Outline View of your presentation. Note: If not visible, activate the Outline Toolbar in the View menu: Toolbars command.
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Using PowerPoint Views
Outline View Outline Toolbar
Steps: ⇒ To Demote or Promote A Bullet Click on the line in the Outline panel Click the Promote or Demote button as needed ⇒ To Re-Arrange the Order of the Bullets On A Slide Click on the line in the Outline panel you want to move Click the Move Up or Move Down button on the Outline toolbar until the bullet is in the preferred location ⇒ To Hide or Show the Detail of a Slide Click on the title of a slide in the Outline View panel Click the Collapse or the Expand toolbar button as needed ⇒ To Hide or Show the Detail of All the Slides Click on the title of a slide in the Outline View panel Click the Collapse All or the Expand All toolbar button as needed
Great Tip! To Create a Presentation in Outline
Steps: ⇒ Click into the Outline View panel ⇒ Type your text ⇒ Press the key ⇒ If the next line needs to be Promoted, press key ⇒ If the next line needs to be Demoted, press key ⇒ Repeat the previous 3 steps as needed
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4
Working With Text Reference File: New Employee Orientation.ppt
Formatting Text And Paragraphs There are a variety of text format options available in PowerPoint. These include font, size, font style, shadowing, embossing, text color, bullets, alignment, line spacing, indenting, and setting tabs. The Format menu contains the commands for formatting text and paragraphs. These commands include: ♦ Font ♦ Bullets and Numbering ♦ Alignment ♦ Line Spacing ♦ Change Case ♦ Replace Fonts Remember that some of these options can also be found on the Formatting Toolbar.
Formatting Toolbar
Format Menu
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CHAPTER
Working With Text
Selecting Text In “Text Mode” or “Graphic Mode” In PowerPoint all elements are considered graphic objects. Text however, can be formatted in Text mode or Graphic mode. In “Text mode”, just the text you have selected will be effected by the formatting you apply. In “Graphic mode”, all the text within the placeholder will be effected by the formatting you apply. In “Text mode”, you will see a text cursor (blinking bar) within the placeholder you have activated. The border of the placeholder will appear as diagonal lines. In “Graphic mode”, no cursor will be visible. The border of the placeholder will appear as a series of dots. One method to enter the Graphics mode in a text placeholder is to click into it Great Tip! and press the key.
Text Mode: Border is diagonally lined. Cursor is visible in placeholder. Only the selected text will be effected by formatting changes. Placeholder in Text Mode
Graphic Mode: Border is dotted. Cursor is not visible in placeholder. All the text will be effected by formatting changes. Placeholder in Graphic Mode
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Working With Text
4 Formatting Text
The Format menu: Font dialog box contains text attribute options. These include Font, Style, Size, Effects, and Color. You can also set font attributes by using the appropriate toolbar buttons.
Format Font Toolbar Buttons
Great Tip! Remember if you want to apply the formatting to the entire text placeholder, you must select the placeholder in graphic mode.
Format menu:Font Dialog Box
Steps: ⇒ Select the text (or Select the Placeholder in Graphic mode) ⇒ Click Format menu: Font dialog box (or click the appropriate button on the Formatting toolbar) ⇒ Select the appropriate options ⇒ Click OK
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Working With Text
Changing Case of Text Text can be displayed in UPPERCASE or lowercase. Sometimes while entering text on to a slide, you might accidentally mistype the case. Instead of deleting and re-typing the text, the Format menu: Change Case dialog box provides you with options to change the case to one that you prefer. These include the following:
Case
Result
UPPERCASE
THIS IS TEXT IN UPPERCASE
lowercase
this is text in lowercase
Title Case
This Is Text In Title Case
Sentence case
This is text in sentence case
Great Tip! Microsoft Word has the same command!
Steps: ⇒ Select the text (or Select the Placeholder in Graphic mode) ⇒ Click Format menu: Change Case dialog box ⇒ Select the appropriate options ⇒ Click OK
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Working With Text
4 Formatting Bullets
Each Design template decides what bullets are displayed on a slide. You can turn bullets on or off with the Bullets toolbar button.
You can change bullets by using the Format menu: Bullets And Numbering command. Within the dialog box you can use the Picture button to use ClipArt images or the Customize button to use graphic bullets based on fonts (i.e., Wingdings) as bullets.
Great Tip! Remember if you want to apply the formatting to the entire text placeholder, you must select the placeholder in graphic mode.
Note:
If you want to change the bullets for the entire presentation, you need to do so in the Master View.
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Working With Text
Formatting Bullets
Bullets Picture dialog box. ClipArt images that can be used as bullets.
Bullet Customize dialog box. Bullets are based on Fonts such as Wingdings.
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Working With Text
4 Setting Indents On A Slide
Setting indents allows you to customize how paragraphs are placed within a placeholder. There are three types of indents. They are the First Line Indent, Hanging Indent, and Left Indent. The indents are represented on the ruler as small “triangular” shapes. To set indents, simply drag the appropriate indent marker across the ruler. Great Tip!
Note: You must be in “Text mode” to activate the indent markers. All of the text within that placeholder will be effected by the moving the indent markers across the ruler. PowerPoint Ruler
First Line Indent Marker
Hanging Indent Marker
Left Indent Marker
Great Tip! Note: there will be a set of indent markers for each bullet level that is used in the text placeholder. There can be up to 5 levels of bullets in PowerPoint.
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Setting Indents On A Slide
Indent Marker
Results Now is the time for all good paragraphs to be indented.
No Indent
Now is the time for all good paragraphs to be indented. 1st Line Indent
Now is the time for all good paragraphs to be indented. Hanging Indent
Now is the time for all good paragraphs to be indented. Now is the time for all good paragraphs to be indented. Full Left Indent
Steps: ⇒ Click into the text placeholder ⇒ Click and Drag the appropriate indent marker to the location on the ruler
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Working With Text
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Working With Text
4 Applying Tabs On A Slide
Setting tabs allows you to create custom spaced lists on a slide. There are four types of tabs. They are the Left Aligned, Right Aligned, Centered Aligned, and Decimal tabs. The tabs are placed from the Tab box at the far left of the ruler.
Great Tip!
Note: You must be in “Text mode” to activate the tab markers. All of the text within that placeholder will be effected by the placing the tab markers on the ruler. PowerPoint Ruler
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Applying Tabs On A Slide Examples of Tab Settings Left
Cat Dog Horse Leopard
Center
Cat Dog Horse Leopard
Right
Cat Dog Horse Leopard
Decimal
123.45 1,025.65 1.85 22,002.32
To Place a Tab Steps: ⇒ Click into the text placeholder ⇒ Click into the Tab Box until the preferred tab is visible ⇒ Click onto the Ruler at the measurement in which you want to place that tab ⇒ Repeat the process until all the tabs are placed
To Change the Location of a Tab Steps: ⇒ Click onto the tab you want to move ⇒ Drag the tab horizontally across the ruler to move the location setting
To Delete a Tab Steps: ⇒ Click onto the tab you want to delete ⇒ Drag the tab vertically down from the ruler to delete it
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Working With Text
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Working With Text
4 Aligning Text
The Format menu: Alignment command contains attributes to align paragraphs. These include Align Left, Center, Align Right, and Justify. You can also set alignment attributes by using the appropriate toolbar buttons.
Alignment Toolbar Buttons
Format Menu: Alignment Command
Steps: ⇒ Select the text (or Select the placeholder in Graphics mode) ⇒ Click Format menu: Alignment command (or click the appropriate button on the Formatting toolbar) ⇒ Select the appropriate alignment
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Replacing Presentation Fonts The Format menu: Replace Fonts command allows you to “globally” change the fonts in the presentation.
Steps: ⇒ Click on any slide in the presentation ⇒ Click Format menu: Replace Fonts command ⇒ Select the current font (if necessary) you want to replace ⇒ Select the new font you want to display in your presentation ⇒ Click Replace
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Working With Text
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Working With Text
4 Changing the Line Spacing
An important aspect of designing presentations is to have enough balanced “empty space” in your presentation. This aids the viewers in reading the content on the screen. PowerPoint provides you with Line Spacing options in the Format menu:Line Spacing command. The options include Line Spacing, Before Paragraph, and After Paragraph.
Steps: ⇒ Click into the text placeholder (or Select the placeholder in Graphics mode) ⇒ Click Format menu: Line Spacing command ⇒ Select the appropriate options ⇒ Click OK
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Changing the Line Spacing
Line Spacing Option Line Spacing (Extra spacing appears between each line in a paragraph)
Before Paragraph (Extra spacing appears at the top of each paragraph)
After Paragraph (Extra spacing appears at the end of each paragraph)
Result Now is the time for all good paragraphs to have line spacing so that text becomes easier to view. Now is the time for all good paragraphs to have line spacing so that text becomes easier to view. Now is the time for all good paragraphs to have line spacing so that text becomes easier to view. Now is the time for all good paragraphs to have line spacing so that text becomes easier to view. Now is the time for all good paragraphs to have line spacing so that text becomes easier to view.
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Working With Text
CHAPTER
Working With Text
4 Copy and Move Text
Microsoft Windows® provides you with several methods of copying or moving text. These methods include Copy and Paste, Cut and Paste, as well as the Drag-and-Drop method. You can also set font attributes by using the appropriate toolbar buttons. In addition, you can use the Office Clipboard to customize how you paste items. Cut
Paste
Copy
Steps: ⇒ Select the text or graphic object ⇒ Choose Edit menu: Copy -- OR -⇒ Choose Edit menu: Cut (move) command ⇒ Click onto the presentation where you want to paste ⇒ Click Edit menu: Paste command
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Custom Pasting With The Office Clipboard Windows XP® includes a new feature called the Office Clipboard. This utility allows you to copy up to 24 items at a time and then paste them in any order you wish. The Office Clipboard should automatically appear when you copy or cut more than one item consecutively or copy an item twice consecutively. If the Office Clipboard does not appear automatically, you can activate it with the Edit menu: Office Clipboard command.
Steps: ⇒ Click Edit menu: Office Clipboard ⇒ Select the text or graphic object ⇒ Choose Edit menu: Copy -- OR -⇒ Choose Edit menu: Cut (move) command ⇒ Select the next item and choose Cut or Copy ⇒ Repeat the above step until completed ⇒ Place the cursor at the location you want to paste ⇒ Click on the item in the Office Clipboard to paste it ⇒ Repeat the above step until completed
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Working With Text
CHAPTER
Working With Text
4 Using Drag-And-Drop to Copy or Move Text
A shortcut to copying or moving text is to “drag” the selection to a new location on the slide. Drag-And-Drop is very efficient when moving or copying text to another location on the same slide. When copying or moving text to another slide, the Copy or Cut command is preferable. Moving the selection is accomplished simply by dragging it. Copying the selection is done by holding the Control key and dragging . Remember, when you are holding a key down while “mousing” always release the mouse first and then Great Tip! the keyboard.
Dragging text to move to another location
Ctrl+Dragging text to copy to another location
Steps: ⇒ Select the text or graphic object ⇒ To Move the selection, drag to another location on the slide -- OR -⇒ To Copy the selection, hold the key and drag to another location on the slide
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Finding And Replacing Text If you need to find and/or replace text in a presentation the most efficient method could be the Edit menu: Find command or Replace command. In this way, you could replace several occurrences of text in a presentation at one time.
Edit: Find Command
Edit: Replace Command
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Working With Text
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5
Proofing Your Presentation Reference File: Thunder Products.ppt
Checking The Spelling Of A Presentation All Microsoft Office® products, including PowerPoint, check your spelling as you work, by default. When a word is not recognized or misspelled, a red wavy line will appear below the text. You can spell check the text right then by right-clicking on the selection and using the spell checking menu that appears. You can also spell check your entire presentation by using the Spell Check toolbar button that can be found on the Standard Toolbar.
Wavy-Lined misspelled word on a slide
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Checking The Spelling Of A Presentation To Spell Check the entire presentation Steps: ⇒ Click anywhere in the presentation ⇒ Click the Spell Check toolbar button ⇒ Click the appropriate button Ignore Ignore this occurrence or the word and leave as is Ignore All Ignore all occurrences and leave as is Change Change this occurrence to one of the suggested corrections Change All Change all occurrences to one of the suggested corrections Add Leave this occurrence and add the word to the dictionary Suggest Suggest some words to replace selection (this option is on by default) AutoCorrect Add this word to the AutoCorrect options list ⇒ Repeat the process until the Spell Check is complete
To Spell Check As You Type Steps: ⇒ Right-Click the Red-Wavy lined word ⇒ In the short-cut menu, click the appropriate option Suggestions Choose one of the suggested corrections Ignore All Ignore all occurrences and leave as is Add Leave this occurrence and add the word to the dictionary Spelling Activate the Spell Check dialog box ⇒ Repeat the process until the Spell Check is complete
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Proofing Your Presentation
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Proofing Your Presentation
5 Using AutoCorrect In Presentations
PowerPoint automatically fixes commonly misspelled words as you type. Each time you press the Space Bar, the AutoCorrect feature checks the entered text in its list and fixes the “typo” instantly. You can enter additional words to the AutoCorrect list. The AutoCorrect feature is also an excellent method to insert repetitive text entries while only having to type few characters. The Tools menu: AutoCorrect Options command displays the dialog box.
Steps: ⇒ Click Tools menu: AutoCorrect command ⇒ Click into the Replace Box and enter the “typo” or “shortcut” ⇒ Click into the With Box and enter the properly spelled word(s) ⇒ Click the Add button ⇒ Click the OK button
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Working With the Style Checker PowerPoint contains a feature called the Style Checker. Its purpose is to alert you to possible inconsistencies in your presentation. Those inconsistencies include punctuation, case, font size, and the number of fonts in your presentation. The Style Checker needs to be activated. The Style Checker is activated in the Tools menu: Options command, in the Spelling and Style tab. The Check Style checkbox needs to be turned on. Once turned on, PowerPoint will display a light bulb on the screen when you click into a text placeholder in which it thinks there might be some inconsistencies in the formatting. Clicking on the light bulb will cause the Help Wizard to appear with suggestions.
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Proofing Your Presentation
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Proofing Your Presentation
5 Working With the Style Checker
Steps: ⇒ Click Tools menu: Options command ⇒ Click the checkbox, “Check Style” to activate the Style Checker ⇒ Click the Style Options button to customize how the Style Checker works ⇒ See the dialog boxes on the next page for options ⇒ When finished, click OK buttons until all dialog boxes are closed
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Working With the Style Checker
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Proofing Your Presentation
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6
Charting in PowerPoint Reference File: New Employee Orientation.ppt
Creating A Basic Chart PowerPoint uses a utility to create charts called Microsoft Graph. It is executed from one of the Content Slide Layouts or the Chart Layout. The chart is built by entering data into the Datasheet. This is a “spreadsheet” window specifically designed to enter or edit the data for which the chart is based. The chart is created automatically as a 3-Dimensional Column Chart. There are a variety of chart types and chart options with which you can customize the chart . Steps: ⇒ Click the New Slide button ⇒ Select the type of Slide Layout from which you prefer to create the chart ⇒ Click the icon that represents the chart icon ⇒ In the Datasheet window enter the data as designated ⇒ Close the Datasheet window ⇒ Click on the elements of the chart for which you want to customize and use the
Basic Charting Commands Menu
Command
View
Datasheet
Format
Selected Object
Chart Menu
Chart Types Chart Options 3D View
Data Menu
Series in Rows Series in Columns Include Rows/Columns Exclude Rows/Columns
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Charting in PowerPoint
Creating A Basic Chart
Chart Datasheet
Category Labels
Series Names
3_Dimensional Column Chart Great Tip! If you want to edit the chart after you create it, just Double-Click the chart.
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Charting in PowerPoint
6 Column Chart Gridlines
Chart Wall
Value Axis Legend
Data Point/Marker
Data Series (ex. Canada)
Category Axis
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6 Line Chart Gridlines
Chart Wall
Legend
Data Point/Marker
Note:
Each Line is a Data Series (as represented in the Legend)
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Charting in PowerPoint
CHAPTER
Charting in PowerPoint
6 Changing Chart Types
Excel provides 19 different chart types including 2-dimensional and 3-dimensional charts. Which chart you choose will depend on the type of data and the amount of data you want to chart. The default chart type is the 3-dimensional column chart. The Chart Type dialog box displays each chart type as well as several sub-types within that category. In addition, along with the Standard Type charts, there are a group of preformatted customized charts on the Custom Tab in the Chart Type box.
Steps: ⇒ Click on the chart. ⇒ Click the Chart menu: Chart Type command ⇒ Select the chart type you prefer ⇒ Select the Sub-Type of the chart you prefer ⇒ Click OK
Great Tip!
Use the Default Formatting option to set the chart type to its basic colors and settings.
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Charting in PowerPoint
Microsoft Chart Types Column 3-D Column Bar 3-D Bar Line 3-D Line Area 3-D Area
Vertical bars that display individual values that can be compared to each other. Can show multiple series of data. Horizontal bars that display individual values that can be compared to each other. Can show multiple series of data. Multiple series of data displayed in a line format with data markers representing each value in that series. Data markers can be displayed in a variety of formats, including, triangles, squares, diamonds, etc. Displays data as an overall trend as opposed to emphasizing individual values. Series are displayed as “filled-in” areas. Can be used to display a large amount of data.
3D Cone, 3D Cylinder, 3D Pyramid
3-dimensional versions of Column and Bar charts.
Pie
Displays only 1 data series as a group. Each value in that series is displayed as a slice of that pie. The size of the slice is displayed as a percentage that the value contributes to the whole series.
3-D Pie Doughnut
Similar to a pie but displays more than one series. Displays series as rings and each ring is divided into slices like a pie chart.
XY Scatter
Displays data for both the Value and Category Axes as numbers and plots the data against both axes. Generally used for scientific or statistical data.
Bubble
Compares sets of 3 values together. Similar to an XY Scatter. The third value is used as the basis for the size of the bubble marker.
Radar
Plots data relative to a central data point.
Stock
Requires 4 values. Plots High, Low, Open, and Close points.
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Great Tip! Column, Bar, Line, Area, 3D-Cone, 3D-Cylinder and, 3D-Pyramid charts plot data identically. They can be used interchangeably!
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Charting in PowerPoint
6 Formatting Data Series
Selecting a Data Series on a chart allows you to customize how that Data Series is formatted. Options include color and pattern as well as adding Data Labels. Data Labels display the values that make up that particular series on the chart. Coloring can vary from a range of solid color choices to special coloring under Fill Effects. Fill Effects contains a range of special color effects ranging from Gradients, Textures, Patterns, and Picture fills. You can also customize a specific Data Point (one column in a series) by selecting that particular point.
Steps: ⇒ Select a Data Series by clicking on a specific column or marker ⇒ To Select a Data Point click again on that marker ⇒ Click the Format menu: Selected Data Series command ⇒ Click the Pattern tab and make preferred changes ⇒ Click Fill Effects button if you want more custom coloring ⇒ Click Data Labels tab if you want to show the underlying values to chart ⇒ Click OK button
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Formatting Data Series
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Charting in PowerPoint
CHAPTER
Charting in PowerPoint
6 Formatting Data Series
Chart With Formatted Data Series
Chart With Formatted Data Point
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Importing Excel Data Into A Chart PowerPoint allows you to import data from an Excel worksheet directly into the chart datasheet. From that point you can format and customize the chart as you prefer. You can either import the entire worksheet or a specific cell range. You may need to import by a cell range if there is any other data on that worksheet.
Steps: ⇒ Click in any cell of the datasheet ⇒ Click Edit menu: Import File command or Import File button ⇒ Select File to Import ⇒ Choose Entire Sheet or Range (enter cell range) option ⇒ Click OK button ⇒ Modify datasheet as needed ⇒ Modify chart as needed
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Charting in PowerPoint
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7
Creating Business Diagrams Reference File: New Employee Orientation.ppt
Creating Business Diagrams In addition to bullet slides, image slides, and chart slides, PowerPoint provides a group of business related diagrams. They include Organization, Venn, Cycle, Pyramid, Target, and Radial. Use these diagrams to illustrate various conceptual material and enhance presentations. Types of Diagrams ♦
Organization: Can be used to show hierarchy of personnel and product flow.
♦
Venn:
Can be used to show areas of overlap between and among areas.
♦
Cycle:
Can be used to show continuous cycle processes.
♦
Pyramid:
Can be used to show foundation-based processes.
♦
Target:
Can be used to show steps toward a set goal.
♦
Radial:
Can be used to show relationships between elements in a process to the core goal.
Steps: ⇒ Click Insert New Slide ⇒ From the Slide Layout Taskpane, choose one of the Content Layouts ⇒ On the slide, click on the icon representing diagrams ⇒ From the Diagram Gallery box, choose the appropriate type (i.e. Venn, Pyramid, etc.) ⇒ Click “Click To Add Text” placeholder to customize text ⇒ Use Diagram Toolbar to customize the diagram (i.e., add more shapes, autoformat diagram, etc.)
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Creating Business Diagrams Diagram Gallery Dialog Box
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Creating Business Diagrams
CHAPTER
Creating Business Diagrams
7 Creating Business Diagrams Organization Charts
Gloria Jones Roger Ford Sarah
Jim Hendricks
Mary Forest Harriet Wilson
Sam Miles
Venn Diagram Marketing
R&D
Product
Sales Division
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Creating Business Diagrams Cycle Diagram
R&D
Marketing Division
Sales Division
Product Develop ment
Pyramid Diagram
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Creating Business Diagrams
CHAPTER
Creating Business Diagrams
7 Creating Business Diagrams Radial Diagram Sales Division
Marketing Division Product Development
R&D
Radial Diagram Sales Marketing Prod. Dev R&D
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Creating Business Diagrams Diagram Toolbar
The Diagram Toolbar contains tools used to modify and format the diagram being created. Choices vary depending on the type of diagram. The tools are as follows: ♦
Insert Shape:
Inserts new component shape in diagram.
♦
Move Shape Forward: Moves shape component up or left in the diagram.
♦
Move Shape Backward: Moves shape component down or right in the diagram.
♦
Reverse Diagram:
Inverts diagram taking top components and moving them to the bottom and bottom components to the top.
♦
Layout:
Resizes text and shapes more proportionally.
♦
AutoFormat:
Automatically applies color and formatting to the diagram from a selection of options.
♦
Change To:
Changes diagram to a different type (i.e. Venn to Radial)
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Creating Business Diagrams
CHAPTER
Creating Business Diagrams
7 Creating Business Diagrams - Flowcharts
Flowcharts can visualize how a process works. They use a variety of geometric shapes that depict that part of the process. They include process, decision, and terminator shapes as well as connecting lines and text. Although PowerPoint does not have a pre-built flowchart diagram, one can be built by using the AutoShapes Flowchart and Connectors groups. By adding text boxes, the process being visualized can be explained and clarified. Steps: ⇒ Click Insert New Slide ⇒ From the Slide Layout Taskpane, choose the Title Only Layout ⇒ From the AutoShapes , Flowchart group choose the appropriate flowchart shape (i.e. process, decision etc.) ⇒ Position the mouse over the slide and drag create the shape ⇒ Select the shape and type the text used to explain that step ⇒ From the Drawing Toolbar, select the fill color, line style, text color, etc. that is preferred ⇒ Repeat the above 4 steps until all the flowchart shapes are placed ⇒ From the AutoShapes , Connectors group select the appropriate connector (i.e. straight arrow connector) ⇒ Position the mouse on the border of the shape and drag to the border of the related shape (you will see connecting points “pop up” on the shape as you position your mouse around the border of the shapes) ⇒ Repeat the above two steps until the flowchart shapes are connected appropriately
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Creating Business Diagrams - Flowcharts
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Creating Business Diagrams
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8
Creating Table Slides Reference File: New Employee Orientation.ppt
Using the Table Slide Layout There are several methods in which to create a Table Slide in PowerPoint. One method is to use the Slide Layout for a table. There are several layouts for tables. They include any of the Content Layouts, or the Text and Content Layouts, as well as, the Table Layout.
Steps: ⇒ Click the New Slide button ⇒ Select the preferred layout from the Slide Layout Task Pane ⇒ To start the table, click (or double-click if required) to open the Insert Table dialog box ⇒ Enter the number of columns and rows you with which you want to start the table ⇒ Enter your content into each cell, pressing Tab to move to the next cell ⇒ If you press Tab in the last cell of the table, a new row will appear
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Using the Table Slide Layout
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Creating Table Slides
CHAPTER
Creating Table Slides
8 Embedding Excel and Word Tables
Although you can create tables in PowerPoint, it may be more efficient to “bring in” tables from Word or Excel. This would be especially useful if those tables were more complex.
Steps: ⇒ Click the New Slide button ⇒ Click the Title Only Slide Layout ⇒ Click the Insert menu: Object command ⇒ Click the “Create From File” option and click Browse ⇒ Navigate to the required file and click on it ⇒ Click OK twice
Note:
If the Word table is part of a larger Word document, then use Copy and Paste to place the table on the PowerPoint slide.
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Slide With Embedded Excel Worksheet
Slide With Word Table
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Creating Table Slides
CHAPTER
9
Inserting Drawing Objects Reference File: New Employee Orientation.ppt
Inserting AutoShapes AutoShapes are pre-defined shapes that you can add to any slide in PowerPoint. AutoShapes come in a variety of different shapes and categories. They include Lines, Arrows, Cubes, Cylinders, Flowchart shapes, as well as, Stars and Banners shapes. They reside on the Drawing Toolbar. Steps: ⇒ Click the AutoShapes button on the Drawing toolbar ⇒ Click the AutoShape Category, then the Shape ⇒ Position your mouse over the area on the slide where you want to place the AutoShape ⇒ Drag in a “down and towards the right” direction ⇒ Release the mouse
Great Tip! Hold the Shift Key down while you draw the shape. That will make lines straight and other shapes proportional.
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CHAPTER
Inserting Drawing Objects
Moving, Sizing, And Rotating AutoShapes Shapes can be moved, sized, and rotated or “flipped.” To move a shape, simply click and drag it to a new location. To re-size a shape, click one of the 8 “sizing handles” and drag in or out to re-size it. Rotating a shape just requires dragging the green circular “handle” in a circular motion. The Draw button on the Drawing toolbar has options to Flip shapes horizontally or vertically. Control Handle
Steps: ⇒ Click the Shape on the Slide ⇒ To Move the Shape ♦ Click into the center of the shape ♦ Drag to Move it
Rotate Handle
Sizing Handles
⇒ To Re-Size the Shape ♦ Click a sizing handle of the shape ♦ Drag to Size it ⇒ To Rotate the Shape ♦ Drag the Green Rotation handle in a circular motion ⇒ To Rotate or Flip the Shape (with the Drawing Menu) ♦ Click the Draw button on the Drawing toolbar ♦ Click the Rotate or Flip command ♦ Click the Flip Horizontal or Flip Vertical option ⇒ To Re-Design the Shape ♦ Drag the Control Handle (yellow diamond) to create a new shape
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CHAPTER
Inserting Drawing Objects
9 Adding Text To Shapes
You can add text to most shapes in PowerPoint. One method is to use the Add Text command when selecting a shape. Another method is to manually add a text box and place that near or in the shape.
Text Box Tool
Adding Text to a Shape Automatically Steps: ⇒ Right-Click the shape ⇒ Select the Add Text command ⇒ Type the text and then click away from the shape
Adding Text to a Shape Manually Steps: ⇒ Click the Text Box tool
on the Drawing Toolbar
⇒ Click on the Slide near where you want to place the text ⇒ Type the text and click away from the shape ⇒ Select the Text Box and place where you prefer
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Adding Text To Shapes Add Text Menu Command
Shape With Text
Shape With TextBox Added
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Inserting Drawing Objects
CHAPTER
Inserting Drawing Objects
9 Formatting Shapes
You can customize shapes that you add to your presentation. These include color, shadow, line style, line color, and arrow styles. The Drawing Toolbar contains the appropriate buttons to enhance the selected shapes.
Fill Color
Text Color
Line Color
Line Style Shadow Style
Line Thickness
3D Style
Arrow Style
Steps: ⇒ Click the shape you want to format ⇒ Click the appropriate button on the Drawing Toolbar ⇒ Repeat the process until all the shapes are formatted
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Formatting Shapes
Fill Effects Dialog Box
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Inserting Drawing Objects
CHAPTER
10
Customizing Presentations Reference File: New Employee Orientation.ppt
Master View The Master View provides a way to change the presentation on a “global” scale. That is, any changes you make to the presentation in the Master View will effect every slide. Those changes can include text formatting, bullets, tabs, line spacing, as well as new content or images.
Steps: ⇒ Click the View menu: Master: Slide Master command ⇒ Perform the necessary actions ⇒ Click the Close Master View button ⇒ Save the presentation
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Master View Slide Master
Title Master
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Customizing Presentations
CHAPTER
Customizing Presentations
10 Master View
Handouts Master
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Master View
Notes Master
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Customizing Presentations
CHAPTER
Customizing Presentations
10
Omitting Background Graphics From the Master The Master View determines what is displayed on each slide in terms of color, graphics, formatting, and content. However, you can hide those elements from displaying on a particular slide.
Steps: ⇒ Click on the slide from which you want to remove the background graphics ⇒ Click the Format menu: Background command ⇒ Click the Omit Background Graphics From Master checkbox ⇒ Click OK
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Omitting Background Graphics From the Master Slide With Background Graphics From Master
Slide Without Background Graphics From Master
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Customizing Presentations
CHAPTER
11
Printing in PowerPoint Reference File: New Employee Orientation.ppt
Printing Options PowerPoint provides a variety of options when printing your presentation. These options include different printing in a specific view, framing slides, black and white, and the number of copies. The print command resides in the File menu. The different views include: Slide Note Pages Handouts Outline PowerPoint provides a Print Preview screen as well as a Page Setup dialog box to make some custom settings to your presentation. In addition, you can create Footers on your slides in the Header and Footer dialog box.
Page Setup Dialog Box
Options Include:
Slides Sized For (setting the overall size of the page) Width and Height (setting the margin area) Number Slides From (setting the starting page number) Orientation (setting the orientation of the available print options)
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PowerPoint Print Preview Screen
Change Pages
Print Type
Print Options
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Printing in PowerPoint
CHAPTER
Printing in PowerPoint
11 Color/Grayscale View
The Color/Grayscale view provides a way to control how your presentation will print in black and white. In this view you can preview how your presentation will print from a black and white printer, as well as customize the “grayscale” level of the presentation. The Color/Grayscale Setting menu provides a list of options to choose the level of grayscale applied to the presentation. It’s important to note that not every option will be effective in the presentation.
Great Tip! Some options will not have any effect, while some might not have an effective
result.
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Color/Grayscale View
Slide In Normal Color
Slide In Color/ Grayscale View
Slide In Color/ Grayscale View With Light Grayscale Setting
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Printing in PowerPoint
CHAPTER
Printing in PowerPoint
11 Printing Handouts
One of the options PowerPoint offers in printing is handouts. The options for this view include the following: Handouts (1 per page) Handouts (2 per page) Handouts (3 per page) Handouts (4 per page) Handouts (6 per page) Handouts (9 per page) These options can be set in the Print Preview screen or the Print dialog box.
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Insert Headers and Footers You can create Footers for the slides in the View menu: Header and Footer command. PowerPoint does not allow for Headers in a presentation. The Footer can include the Date, the Slide Number, and some Custom Text. Use the Master View if you want to format the Footer. You can also add both Headers and Footers to the Notes Pages, Handouts, and Outline views for printing.
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Printing in PowerPoint
CHAPTER
Printing in PowerPoint
11 PowerPoint Print Dialog Box File menu: Print Dialog box
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Printing in PowerPoint
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12
Creating Slide Shows Reference File: New Employee Orientation.ppt
Slide Show Basics To run a simple slide show of your presentation you can click on the Slide Show button (bottom left of PowerPoint screen).
With each mouse click, the slide show progresses until you reach the end of the presentation. The screen will go dark at the end of the slide show. If you want to stop the slide show at any time you can press the key.
Steps: ⇒ Click the Slide Show toolbar button ⇒ Click the left mouse button to advance a slide ⇒ Click the right mouse button to access the shortcut slide menu (see Great Tip!) ⇒ Press the letter key to go back to the previous slide ⇒ Press at any point to stop the slide show
Great Tip!
Shortcut Menu Button
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Slide Show Transition Effects Rather than have slides just appear on the screen, you can add special effects called transitions. Transitions can include having slides fade in or out, blinds in or out, slide in from the left, right, top, or bottom, and can even include random effects.
Steps: ⇒ Switch to the Slide Sorter View ⇒ Click the Slide Show menu: Slide Transition command ⇒ Select a slide ⇒ Select the preferred transition ⇒ Change the speed (if preferred) at which the transition appears ⇒ Select another slide and another transition until complete To apply the same transition to all the slides: ⇒ Select the preferred transition ⇒ Click the Apply To All Slides button
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12 Applying Animation Schemes
PowerPoint contains a variety of built-in animation schemes that add interest and draw attention to your slide show. The Animation Schemes are located in the Slide Design Task Pane. A scheme contains effects for the Slide Title as well as the body of the slide (i.e., bullet items, charts, images) Steps: ⇒ Click on the slide ⇒ Click the Design toolbar button ⇒ Click the Animation Schemes option in the Task Pane ⇒ Select an Animation Scheme ⇒ Click the Play button if you want to Preview the effects
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12 Applying Custom Animation Effects
You can apply special effects to specific elements of a slide by applying Custom Animation options. For example, Titles can swirl in, Bullet items can “drop” in one at a time, and Graphic Objects can “fly” on to the slide during the slide show. The Custom Animation command resides in the Slide Show menu. The options are then available in the Task Pane. Steps: ⇒ Click on the specific placeholder on the slide (i.e., Title, Bullets) ⇒ Click the Slide Show menu: Custom Animation command ⇒ In the Custom Animation Task Pane, click the Add Effects button ⇒ Select a “direction” of the effect (i.e., Entrance, Exit) ⇒ Select an animation from the Task Pane ⇒ For more effects, select More Effects from the Add Effects button ⇒ To customize the effect even more , open the effect listing and select options
Effect Listing
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Adding An Enhancement To An Animated Object You can add additional animation effects to an object on a slide. For example, you can have a chart appear one series or one category at a time. The text or object must already have an animation applied to it before you can add more animation options. Steps: ⇒ Select the text or object you want to add an additional effect ⇒ In the Custom Animation Task Pane, click the arrow on the item ⇒ Click Effect Options ⇒ Choose the options you want in one or more tabs in this dialog box
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12 Using Hyperlinks in Slide Shows
While running a slide show you may want to navigate quickly to a specific slide or you may want to open a supporting file such as an Excel workbook. You may want to show the group a web site on the company intranet. You can do this by inserting and using Hyperlinks in the slide show. Just as on a web page, hyperlinks can be used to navigate to other slides in your presentation, slides in other presentations, applications such as Word or Excel, or web pages. Any object on a slide can be made into a hyperlink. The hyperlink is only available during a slide show. The Insert menu: Hyperlink dialog box is used to set up the hyperlink. The Link Options include: Existing File or Web Page
An application (i.e., Excel) or Web page
Place in this document
Another slide in the presentation
Create a New Document
Start a new web page and link to it
E-mail address
automatically addresses an email message
Steps: ⇒ Select the text or object you want to use as a hyperlink ⇒ Click Insert menu: Hyperlink command ⇒ Click the preferred option in the Link To bar ⇒ Select the destination ⇒ Click OK button
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Using Hyperlinks in Slide Shows Link to another slide in presentation
Link to another file or web page
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12 Creating a Summary Slide
Sometimes it is a good idea to introduce the next part of your presentation with a slide that summarizes that material. One way to do that automatically is to create a Summary Slide. In the Slide Sorter View, when you click the Summary Slide toolbar button it automatically creates a new slide from the slides you selected. PowerPoint creates a new slide titled “Summary Slide” in which the bulleted items are the titles from the selected slides. You can edit this new slide in any manner you require. Summary Slide Toolbar Button
Steps: ⇒ Switch to Slide Sorter View ⇒ Select the slides you wish to include on the Summary Slide (You can use your Shift key or your Control key to select multiple slides) ⇒ Click the Summary Slide Toolbar button ⇒ Edit the Summary Slide as needed
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Using An Action Button For Slide Show Navigation You can create hyperlinks from Action Buttons to use during a Slide Show. Action Buttons are graphic tools provided by PowerPoint. They come in a variety of shapes including left and right pointing arrow buttons. Action Buttons only work during a Slide Show. This command is found in the Slide Show menu.
Steps: ⇒ Click Slide Show menu: Action Buttons ⇒ Select an Action Button ⇒ Position your mouse in the area in which you want to place the Action Button and drag (down and to the right) to draw the button. ⇒ In the Action Settings dialog box (opens automatically) select the type of action you prefer (i.e., Hyperlink) (See next page). ⇒ Click OK to complete the process ⇒ During the Slide Show you can click on the Action Button to activate it.
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Using An Action Button For Slide Show Navigation
Action Button on Slide
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12 PowerPoint Set Up Show Dialog Box
The Set Up Show dialog box provides several options with which to control your slide show. They include running the slide show continuously, running the slide show manually (with your mouse clicks) or automatically, and only showing a range of slides. This command is found in the Slide Show menu.
Slide Show menu: Set Up Show command
Use this box to select Custom Slide Show (see next page)
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Creating a Custom Slide Show PowerPoint allows you to create custom slide shows that only display pre-selected slides from your presentation. In that way, you could have a large presentation that you are showing to various groups but only show the appropriate slides to each group. This command is found in the Slide Show menu.
Steps: ⇒ Click the Slide Show menu: Custom Show command ⇒ Click the New button ⇒ Type a name for the custom show ⇒ Double-Click (on left side) the slides you want to display in the custom show ⇒ Click OK button when completed ⇒ Click Slide Show menu: Set Up Show (see previous page) to set up show
Slide Show menu: Custom Show Dialog Box
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12 Annotating Slide Shows
You can add text or draw on a slide during the Slide Show. The Pen tool, available during the Slide show, allows you to emphasize your information by drawing on the slide. This includes additional text, arrows, lines, etc. You can also set the color of the pen. The annotations will disappear when you change slides. You can erase them at any time by pressing “E”.
Steps: ⇒ Start the Slide Show ⇒ Move your mouse to the lower left corner of screen ⇒ Click the Slide Show Menu button ⇒ Click Pointer Options: Pen ⇒ Click Pointer Options: Pen Color (to change color) ⇒ Move mouse over slide area and drag to create annotations
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Annotating Slide Shows
Annotated Text and Arrow in Slide Show
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12 Rehearsing Your Presentation
Slide Shows can be run automatically with timings you set (in seconds). This can be done manually by entering a time in the Slide Transition box for each (or all) slide(s). You can also set timings by running the Rehearse Timings command in the Slide Show menu. When you activate this command it automatically starts the slide show and records how many seconds have elapsed each time you advance to the next slide. At the end of the presentation, PowerPoint will display the total time it took to complete the Slide Show and ask you if you want to assign the individual time settings to each slide. In the Set Up Show dialog box (see page 102), in the Advance Slides area, there is an option to run the slide show manually or “Using timings, if present.” If you don’t change this option the Slide Show will run automatically from these timings. This is an excellent method to set up your Slide Show to run automatically as well as to get an estimate of how much overall time is required for your presentation. If you decide to change the timings, just run Rehearse Timings again.
Steps: ⇒ Switch to Slide Sorter View ⇒ Click Slide Show menu: Rehearse Timings ⇒ Talk through your presentation, advancing to the next slide as needed ⇒ At the end of the presentation, click Yes to accept the timings
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Running A Slide Show From A Computer Without PowerPoint The Package for CD feature in Microsoft Office PowerPoint 2003 allows you to copy one or more presentations along with supporting files onto a CD. The Microsoft Office PowerPoint Viewer is included by default on the CD and will run the packaged presentations on another computer even if PowerPoint is not installed.
Note: This feature was called Pack and Go in previous versions of PowerPoint. When you package your presentation, linked files are included automatically, although you have the option to exclude them. You can also add other files to the presentation package. Before you give others a copy of the presentation, it is a good idea to review personal and hidden information, and decide whether it is appropriate to include. You may want to remove comments, ink annotations, and markup before you package your presentation. The PowerPoint Viewer is packaged with your presentation automatically, but you can exclude it if you know that the computer you will use to run the CD has PowerPoint installed, or if you are copying presentations to an archive CD. If you use TrueType fonts, you can embed them in the presentation. Embedding fonts guarantees that they will be available when you run the presentation on a different computer. However, the CD cannot package TrueType fonts that have built-in copyright restrictions. By default, the CD is set up to play all presentations automatically in the order you specify (sometimes referred to as an autorun CD), but you can change this default setting to automatically play only the first presentation, to automatically display a dialog box from which people can select the presentations they want to play, or to disable the automatic features and require people to manually start the CD. You can protect content on the CD by adding open or modify passwords that will apply to all packaged presentations. For presentations that require more security, you can add Information Rights Management. Presentations protected by Information Rights Management can be viewed only in Office PowerPoint 2003 or later and cannot be viewed in the PowerPoint Viewer. It is possible to remove Information Rights Management from a presentation if you have the rights to do so. Note: If you added a password to open a presentation before you packaged the presentation, the password requirement remains with the packaged presentation on the CD. You can remove the password before you package the presentation if you want unrestricted access to your packaged presentation. Because the Microsoft PowerPoint Viewer does not allow presentation editing, a password to modify a presentation is ignored when a presentation is viewed. If you have CD burning hardware, the Package for CD feature can copy presentations to a blank recordable CD (CD-R), a blank rewritable CD (CD-RW), or a CD-RW with existing content. However, existing content on the CD-RW will be overwritten. You can also use the Package for CD feature to copy the presentation to a folder on your computer, a network location, or, if you do not include the viewer, a floppy disk instead of directly to CD. Copying packaged presentations onto a CD requires Microsoft Windows XP® or later. If you have an earlier operating system, you can use the Package for CD feature to copy packaged presentations only to a folder on your computer, a network location, or a floppy disk if you do not include the viewer. After you have packaged the files, you can use a CD burning program to copy the files to CD.
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Running A Slide Show From Another Computer Packaging a Presentation Steps: ⇒ Click File menu: Package For CD... command ⇒ Type a name for the presentation ⇒ Click Options button to customize presentation package ⇒ Click Copy to CD or Copy to Folder button to set location of package ⇒ Click OK button when completed
Viewing A Packaged Presentation Steps: ⇒ Go to the folder containing the packaged presentation ⇒ Double-click Play. ⇒ In the PowerPoint Viewer screen, click Accept. (if necessary) ⇒ When the presentation begins, click to advance to the next slide(s)
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Running A Slide Show From A Computer Without PowerPoint
Package For CD Dialog Box
Package For CD - Options Box
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Package For CD - Copy To Folder Dialog Box
Package For CD - Folder Containing Packaged Presentation
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Running A Slide Show From A Computer Without PowerPoint
PowerPoint Viewer License Screen
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Addendum
Presentation Guidelines
Plan Your Presentation Use Company Standards and Practices Balance The “Empty Space” Make Bullets “Short” And “To the Point” Don’t Use Too Many Fonts Use Readable Font Sizes Use Consistent Formatting On All Slides Keep “Special Effects” To A Minimum Improving Slide Show Performance There are several methods you can instigate in order to improve slide show performance . They include: Screen Resolution
Change the settings to 640x480. Use Slide Show menu: Set Up Show command
Color Depth
Set the color range to 16 bit. Use Control Panel
Reduce Animations
Reduce the number of animations applied to slides
Speed Up Animations Don’t use By-Word or By-Letter animations Constrain Animations Don’t use animations that include fading, rotating, or scaling
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Reduce Picture Size
Reduce picture sizes that have animations
Restrict Color Fill
Don’t use gradients, use solid colors
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Using The Format Painter To Copy Formatting The Format Painter toolbar button allows you to copy formatting from one object to another. This includes font formatting, cell formatting, and graphic formatting such as fill color.
Steps: ⇒ Click the object whose formatting you wish to copy ⇒ Click the Format Painter toolbar button ⇒ Click the object to which you want to copy the formatting ⇒ If you wish to apply that formatting to several objects, double-click the Format Painter toolbar button instead of single-clicking. Then turn off the button when you complete the process
Great Tip!
This command is available in all of the Microsoft Office applications.
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13 PowerPoint Glossary
PowerPoint Term
Description
Presentation
PowerPoint file
Slide
PowerPoint page
Layout
The makeup of a slide. Every slide is based on a layout.
Placeholder
A pre-set boundary to contain Titles, Text, or Graphic objects. Placeholders can be moved, sized, and formatted.
Design Template
PowerPoint file that contains color, formatting, and graphics. Design Templates give a presentation a consistent and professional look.
Slide Show
The animated part of PowerPoint. Slides are displayed in their full size on the screen. Special effects (animations) can be added to the slides and/or elements on a slide.
Slide Master
The slide master is an element of the design template that stores information about the template, including font styles, placeholder sizes and positions, background design, and color schemes The slide master's purpose is to let you make a global change — such as replacing the font style — and have that change reflected on all the slides in your presentation.
Office Clipboard
The Microsoft Office Clipboard allows you to collect up to 24 text and graphic items from any Office documents or other programs and then paste them into
Drag-And-Drop
Windows shortcut process to move or copy text or graphics. This is accomplished by selecting the item and dragging it with your mouse. The Control key
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PowerPoint Uses
Visual Presentation Printed Report Report Cover Graphs Handouts Speaker Notes
PowerPoint Views
Normal Outline Slide Sorter Notes Pages Slide Show Master Color/Grayscale
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13 Creating Macros to Automate Tasks
You can automate tasks with a macro for those tasks you perform repeatedly in Microsoft PowerPoint. A macro is a series of commands that is stored in a Microsoft Visual Basic module and can be run whenever you need to perform the task. When you record a macro, PowerPoint stores information about each step you take as you perform a series of commands. You then run the macro to repeat or "play back" the commands. If you make a mistake when you record the macro, corrections you make are also recorded. Visual Basic stores each macro in a new module attached to a presentation. You can run a macro by choosing it from a list in the Macro dialog box. To make a macro run whenever you click a particular button or press a particular key combination, you can assign the macro to a toolbar button, a keyboard shortcut, or an object in a presentation. Steps: ⇒ Set the security level to Medium or Low. ♦ ♦
On the Tools menu, point to Macro, and then click Security. On the Security Level tab, select the security level you want to use, and then click OK.
⇒ On the Tools menu, point to Macro, and then click Record New Macro. ⇒ In the Macro name box, enter a name for the macro. ♦
Note: The first character of the macro name must be a letter. Other characters can be letters, numbers, or underscore characters. Spaces are not allowed in a macro name; an underscore character works well as a word separator.
⇒ In the Store macro in box, click the location you want to store the macro. ⇒ If you want to include a description of the macro, type it in Description box. ⇒ Click OK. ⇒ Record the actions you want for the macro ⇒ When complete, click on the Stop Recording toolbar, click Stop Recording .
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Record Macro Dialog Box
Tools: Macro Dialog Box
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Addendum
