University of Sunderland

Microsoft PowerPoint 2007

12/12/2008

Microsoft PowerPoint 2007

PowerPoint 2007 Ribbons You first start some of the programs in 2007 Microsoft Office system, you may be surprised by what you see. The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface.

The Ribbon as it appears in Microsoft Office Word 2007 The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar containing a set of commands that are independent of the tab that is currently displayed. The Quick Access Toolbar can be located in one of two places: Upper-left corner next to the Microsoft Office Button

(default location)

Below the Ribbon, which is part of the Microsoft Office Fluent user interface

If you don't want the Quick Access Toolbar to be displayed in its current location, you can move it to the other location. If you find that the default location next to the Microsoft Office Button is too far from your work area to be convenient, you may want to move it closer to your work area. 2 University of Sunderland

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Microsoft PowerPoint 2007 The location below the Ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you may want to keep the Quick Access Toolbar in its default location. 1.

Click Customize Quick Access Toolbar .

2.

In the list, click Show Below the Ribbon.

Add a command to the Quick Access Toolbar You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Fluent Ribbon. 1.

On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar.

2.

Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.

NOTES You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use. You cannot display the Quick Access Toolbar on multiple lines. Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar.

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Microsoft PowerPoint 2007

Dialogue Box You can view the dialogue box of Word 2003 for certain functions. Click on the the ribbon.

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Microsoft PowerPoint 2007 New XP

2007

By using Microsoft Office PowerPoint 2007, you can apply templates to structure style and page layout, and give you a jump-start on a new, blank presentation. You can apply templates that are built-in to PowerPoint 2007, created by you and then saved to your computer, or downloaded from Microsoft Office Online or third-party Web sites. To download templates from Microsoft Office Online, see the PowerPoint Template categories page. IMPORTANT In versions of PowerPoint earlier than Office PowerPoint 2007, to change the look of your presentation — such as the types and sizes of bullets, background design and fill colours, and placeholder sizes and positions — you applied a design template. With Office PowerPoint 2007, you apply a theme to achieve the same result.

Apply a template 1. 2.    

Click the Microsoft Office Button , and then click New. In the New Presentation dialog box, do one of the following: Under Templates, click Blank and recent, Installed Templates, or Installed Themes, click the built-in template that you want, and then click Create. Under Templates, click New from existing, locate and then click the other presentation file that contains the template, and then click Create New. Under Templates, click My templates, select a custom template that you created, and then click OK. Under Microsoft Office Online, click a template category, select a template, and then click Download to download the template from Microsoft Office Online. NOTE To view a demo about downloading and applying a template from Office Online, watch the demo below.

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Microsoft PowerPoint 2007 Open XP

2007

Open a file 1.

Click the Microsoft Office Button

, and then click Open.

IMPORTANT If you don't see the Microsoft Office Button , click Open on the File menu. Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. NOTE By default, the files that you see in the Open dialog box are only those files that are created by the program that you are using. For example, if you are using Microsoft Office Excel, you do not see files that are created by using Microsoft Office Word unless you click All Files in the Files of type box. 3. Click the file, and then click Open.

Open a file as a copy When you open a file as a copy, the program creates a duplicate of the file, and you look at the duplicate. Any changes that you make are saved to the copy. The program gives the copy a new name. The default is to add Copy (1) of to the beginning of the file name. 1.

Click the Microsoft Office Button

, and then click Open.

IMPORTANT If you don't see the Microsoft Office Button , click Open on the File menu. Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. 3. Click the file that you want to open a copy of. 4. Click the arrow next to the Open button, and then click Open as Copy. NOTE When you open a file as a copy, a new copy of the file is created in the folder that contains the original file. 6 University of Sunderland

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Microsoft PowerPoint 2007 Open a file as read-only When you open a file as read-only, you are looking at the original file, but you cannot save changes to it. 1.

Click the Microsoft Office Button , and then click Open. Keyboard shortcut To display the Open dialog box, press CTRL+O. 2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash drive, CD, or DVD), or Internet location that contains the file that you want to open. 3. Click the file that you want to open as read-only. 4. Click the arrow next to the Open button, and then click Open Read-Only. NOTES Using Microsoft Windows XP, to create a shortcut to a folder on a network file server, Web server, or removable media (such as flash drive, CD, or DVD), use My Network Places on the My Places bar in the Open dialog box. Using Windows Vista, to create a shortcut to a folder on a network file server, Web server, or removable media removable media (such as flash drive, CD, or DVD), use Navigation pane in the Open dialog box. The Recently used files list on the File menu or the Recent Documents list available when you click the Microsoft Office Button displays a list of the last few files that you opened. Click the file name to open the file. The My Recent Documents folder in the Open dialog box lists the previous files and folders that you have opened.

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Microsoft PowerPoint 2007 Save XP

2007

Save As XP

2007

Save a file By default, the Microsoft Office programs save a file in a default working folder. If you want, you can specify a different location. 1.

Click the Microsoft Office Button

, and then click Save.

IMPORTANT If you don't see the Microsoft Office Button , click Save on the File menu. Keyboard shortcut To save the file, press CTRL+S. 2. If you are saving the file for the first time, you are asked to give it a name.

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Microsoft PowerPoint 2007 Save a file for use in an earlier version of Office If you are using the 2007 Office release, you can share your files with people using an earlier version of Microsoft Office by saving your file in the 97-2003 file format. For example, you can save your Microsoft Office Word 2007 document (.docx) as a 97-2003 document (.doc).

Save a copy of a file (Save As command) You can also use the Save As command to rename a file or change the location of where you save the file. Save As dialog box in Windows Vista You can also save the file to a new location by using the Navigation pane.

Save As dialog box in Microsoft Windows XP You can also save the file to a new location by using the Save in list or locations saved in your My Places bar.

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Microsoft PowerPoint 2007 1.

Click the Microsoft Office Button

, and then click Save As.

IMPORTANT If you don't see the Microsoft Office Button , click Save As on the File menu. Keyboard shortcut To open the Save As dialog box, press ALT, F, A. 2. In the File name box, enter a new name for the file. 3. Click Save. TIP To save the copy in a different folder, click a different drive in the Save in list or a different folder in the folder list. To save the copy in a new folder, click Create New Folder

.

Save a file to another format (Save As command) 1.

Click the Microsoft Office Button

, and then click Save As.

IMPORTANT If you don't see the Microsoft Office Button , click Save As on the File menu. Keyboard shortcut To open the Save As dialog box, press ALT, F, A. 2. In the File name box, enter a new name for the file. 3. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv). 4. Click Save.

Save AutoRecover information automatically 1.

Click the Microsoft Office Button

2.

Click Save.

3.

Select the Save AutoRecover information every check box.

4.

, and then click PowerPoint Options.

In the minutes box, type or select a number to determine how often you want to save files.

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Microsoft PowerPoint 2007 Overview of PowerPoint 2007 views XP

2007

The views in Microsoft Office PowerPoint 2007 that you can use to edit, print, and deliver your presentation are:  Normal view  Slide Sorter view  Notes Page view  Slide Show view (which includes Presenter view)  Master views: Slide, Handout, and Notes As the screen capture below illustrates, you can find PowerPoint views in two places:  On the View tab, in the Presentations Views group, where all views are available.  On an easy-accessible bar at the bottom of the PowerPoint Window where the main views (Normal, Slide Sorter, and Slide Show) are available.

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Microsoft PowerPoint 2007

Views for editing your presentation There are many views in PowerPoint that can help you to create a professional presentation.

Normal view Normal view is the main editing view, where you write and design your presentations. Normal view has four working areas:

Outline tab - This is a great place to start writing your content — to capture your ideas, plan how you want to present them, and move slides and text around. The Outline tab shows your slide text in outline form. NOTE To print a hard copy of an outline of your presentation, with only the text (as it appears in Outline view) and none of the graphics or animation, click the Microsoft Office button , click Print, select Outline view under Print What, and then click OK. Slides tab - This is a great place to view the slides in your presentation as thumbnail-sized images while you edit. The thumbnails make it easy for you to navigate through your presentation and to see the effects of any design changes. You can also easily rearrange, add, or delete slides here. Slide pane - In the upper-right section of the PowerPoint window, the Slide pane displays a large view of the current slide. With the current slide shown in this view, you can add text and insert pictures, tables, SmartArt graphics, charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations. 12 University of Sunderland

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Microsoft PowerPoint 2007 Notes pane - In the Notes pane, below the Slide pane, you can type notes that apply to the current slide. Later, you can print your notes and refer to them when you give your presentation. You can also print notes to hand out to your audience or include the notes in a presentation that you send to the audience or post on a Web page. NOTE To view the ruler or gridlines in Normal view, on the View tab, in the Show/Hide group, select either the Ruler or Gridlines check box.

Slide Sorter view Slide Sorter view provides you with a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you create your presentation, and then also as you prepare your presentation for printing.

Notes Page view The Notes pane is located just below the Slide pane. You can type notes that apply to the current slide. Later, you can print your notes and refer to them when you give your presentation. You can also print notes to hand out to your audience or include the notes in a presentation that you send to the audience or post on a Web page. When you want to view and work with your notes in full page format, on the View tab, in the Presentation Views group, click Notes Page.

Master views The master views include, Slide, Handout, and Notes view. They are the main slides that store information about the presentation, including background, colour, fonts, effects, placeholder sizes and positions. The key benefit to working in a master view is that on the slide master, notes master, or handout master, you can make universal style changes to every slide, notes page, or handout associated with your presentation.

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Microsoft PowerPoint 2007 Views for delivering your presentation Slide Show view Use Slide Show view to deliver your presentation to your audience. Slide Show view takes up the full computer screen, like an actual presentation. In this view, you see your presentation the way your audience will. You can see how your graphics, timings, movies, animated effects, and transition effects will look during the actual presentation. To exit Slide Show view, press ESC. NOTE To exit a presentation while you are in Slide Show view, press ESC.

Presenter view A key Slide Show-based view that you can use while delivering your presentation is called Presenter view. By using two monitors, you can run other programs and view speaker notes that your audience cannot see. To use Presenter view, make sure that your computer has multiple monitor capabilities, turn on multiple monitor support, and turn on Presenter view.

Views for preparing and printing a presentation To help you save paper and ink, you'll want to prepare your print job before you print. PowerPoint provides views and settings to help you specify what you want to print (slides, handouts, or notes pages) and how you want those jobs to print (in colour, grayscale, black and white, with frames, and more).

Slide Sorter view Slide Sorter view provides you with a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you prepare to print your slides.

Print Preview Print Preview allows you to specify settings for what you want to print — handouts, notes pages, and outline, or slides, before you print.

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Microsoft PowerPoint 2007 Add a new slide with a built-in layout XP 2007

1. 2.

On the View tab, in the Presentation Views group, click Normal. In the pane that contains the Outline and Slides tabs, click the Slides tab, and then click a location between two slides where you want to add a new slide.

3. 4.

On the Home tab, in the Slides group, click New Slide. On the Home tab, in the Slides group, click Layout, and then select a slide layout that will best accommodate the content that you plan to add to the slide. 5. Add text to the new slide.

Duplicate slides within a presentation 15 University of Sunderland

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Microsoft PowerPoint 2007 To add a slide that contains the content of an existing slide in a presentation, you can duplicate the slide. 1. In the pane that contains the Outline and Slides tabs, click the Slides tab. 2. Select one or more slides that you want to duplicate. 3. On the Home tab, in the Slides group, click New Slide. 4. In the layout gallery, click Duplicate Selected Slides. NOTE The duplicated slides are inserted directly below the lowermost slide that you selected.

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Microsoft PowerPoint 2007 Copy and paste your slides Overview of copying and pasting slides When you copy one or more slides from a presentation to a location within the same presentation or to another presentation, you can specify the theme that you want the new slides to adopt. By default, when a slide is pasted into a new location in a presentation, it inherits the theme of the slide that precedes it. However, if you copied the slide from another presentation that uses a different theme, you can retain that theme when you paste the slide into a different presentation. To change the formatting so that a pasted slide does not inherit the theme from the slide that precedes it, use the Paste Options button

— which appears near the pasted slide.

Copy and paste your slides 1. 2.

In the pane that contains the Outline and Slides tabs, click the Slides tab. Select the slide that you want to copy by doing one of the following:  To select a single slide, click it.  To select multiple sequential slides, click the first slide, press SHIFT, and then click the last slide that you want to select.  To select multiple nonsequential slides, press CTRL, and then click each slide that you want to select. 3. Right-click one of the selected slides, and then click Copy. 4. In the destination presentation, on the Slides tab, right-click the slide that you want your copied slides to follow, and then click Paste. To retain the original design of the copied slides, click the Paste Options button , which appears near the pasted slides on the Outline or Slides tab in Normal view, or in the Slides pane, and then click Keep Source Formatting.

Where is the Paste Options button? When you paste a slide into a new location in a presentation, the Paste Options button typically appears near the pasted slide on the Outline or Slides tab in Normal view, or in the Slides pane. The Paste Options button enables you to control how your content appears after you paste it — also known as paste recovery. The following are reasons why you may not see the Paste Options button after you paste a slide: You pasted by using Paste Special from the Clipboard section of the Home tab. You must use the Cut or Copy and Paste commands, or you can copy and paste by using the Office Clipboard to see the paste options. You pasted a group of objects from another program, such as Microsoft Office Word. There is no style discrepancy between the source and destination for the slide that you are pasting.

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Microsoft PowerPoint 2007 Overview of slide layouts Slide layouts define containers, positioning, and formatting for all of the content that appears on a slide. Placeholders are the containers in layouts that hold such content as text (including body text, bulleted lists, and titles), tables, charts, SmartArt graphics, movies, sounds, pictures, and clip art. NOTE Although you can add text and object placeholders to a layout or slide master, you cannot add placeholders directly to a slide. Microsoft Office PowerPoint 2007 includes nine built-in slide layouts, or you can create custom layouts that meet your specific needs and that you can share with other people who create presentations by using PowerPoint. The following graphic shows the slide layouts that are built-in to PowerPoint.

The following diagram shows all of the layout elements that you can include on an Office PowerPoint 2007 slide.

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Microsoft PowerPoint 2007 Standard layouts The standard, built-in layouts available in Office PowerPoint 2007 are similar to those available in PowerPoint 2003 and earlier versions. When you open a blank presentation in PowerPoint, the default layout called Title Slide (shown below) appears, but there are other standard layouts that you can apply and use.

Custom layouts If you do not find a standard layout that suits your needs or the needs of presentation authors within your organization, you can create a custom layout. You can create reusable custom layouts that specify the number, size, and location of placeholders, background content, theme colours, fonts, and effects, and optional slide and placeholder level properties. You can also distribute custom layouts as part of a template, so you no longer have to waste valuable time cutting and pasting your layouts onto new slides or deleting content on a slide that you want to use with new and different content. Types of text and object-based placeholders that you can add to build your custom layout include:  Content  Text  Pictures  SmartArt graphics  Charts  Tables  Diagrams  Media  Clip art  Movies  Sound

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Microsoft PowerPoint 2007 Apply a theme to your presentation XP

2007

Microsoft Office PowerPoint 2007 contains several built-in themes, which include theme colours, theme fonts, and theme effects. Whether you use an existing built-in theme, create a new theme, or modify an existing built-in theme, follow this procedure to apply a theme to your presentation. PowerPoint 2007 themes replace design templates used in earlier versions of PowerPoint.

1. 2.  

 

On the Design tab, in the Themes group, click More . Do one of the following: To apply a built-in theme, under Built-In, click the theme that you want. To apply a newly-created theme or an existing theme that you modified and saved, under Custom, click the theme that you want. NOTE Custom is available only if you created one or more custom themes To apply a custom theme or themed document stored in a different location, click Browse for Themes, and then locate and select the theme you want. To view a larger selection of themes on Office Online, click More Themes on Microsoft Office Online.

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Microsoft PowerPoint 2007 Customize a theme To customize a theme, you start by changing the colours, the fonts, or the line and fill effects that are used. If you want to apply these changes to new presentation slides, you can save them as a theme (.thmx).

Customize theme colors Theme colours contain four text and background colours, six accent colours, and two hyperlink colours. The colours in the Theme Colors button represent the current text and background colours, and the set of colours next to the Theme Colors name after you click the Theme Colors button represent the accent and hyperlink colours for that theme. When you change any of these colours to create your own set of theme colours, the colours in the Theme Colors button and next to the Theme Colors name change accordingly. 1.

On the Design tab, in the Themes group, click Colors.

2. 3.

Click Create New Theme Colors. Under Theme colors, click the button next to the name of the theme colour element that you want to change. 4. Under Theme Colors, click the colour that you want to use. Repeat steps 3 and 4 for all of the theme colour elements that you want to change. TIP Under Sample, you can see the effect of the changes that you make. 5. In the Name box, type an appropriate name for the new theme colours, and then click Save. TIP If you want to return all theme colour elements to their original theme colours, click Reset before you click Save.

Customize theme fonts Theme fonts contain a heading font and a body text font. When you click the Theme Fonts button , you see the name of the heading and body text fonts used for each theme font below the Theme Fonts name. You can change both of these fonts to create your own set of theme fonts. 1. On the Design tab, in the Themes group, click Theme Fonts.

2. 3.

Click Create New Theme Fonts. In the Heading font and Body font boxes, select the fonts that you want to use. TIP Under Sample, you can see sample text in the font style that you select. 4. In the Name box, type an appropriate name for the new theme fonts, and then click Save.

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Microsoft PowerPoint 2007 Select a set of theme effects Theme effects are sets of lines and fill effects. When you click the Theme Effects button , you see the lines and fill effects used for each set of theme effects in the graphic displayed with the Theme Effects name. Although you cannot create your own set of theme effects, you can choose the one that you want to use in your own document theme. 1. On the Design tab, in the Themes group, click Theme Effects.

2.

Click the effect that you want to use.

Save a theme You can save any changes that you make to the colours, fonts, or line and fill effects of a theme as a custom theme that you can apply to other documents or presentations. 1.

2. 3.

On the Design tab, in the Themes group, click More

.

Click Save Current Theme. In the File Name box, type an appropriate name for the theme, and then click Save. The custom theme is saved in the Document Themes folder as a .thmx file and is automatically added to the list of custom themes.

Theme colors

Changing theme colors is the most dramatic change you can make to your presentation, with the exception of changing the theme. With one click, you can change the tone of a presentation from casual to formal, or vice versa, by changing the theme colors. Theme colors have 12 colour slots. The first four horizontal colours are for text and backgrounds. Text that is created with the light colors will always be legible over the dark colours, and text that is created with dark colours will always be legible over the light colours. The next six are accent colours that are always visible over the four potential background colours. The last two colours, not shown in the picture above, are reserved for hyperlinks and followed hyperlinks. 22 University of Sunderland

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Microsoft PowerPoint 2007 Theme colors handle both light and dark backgrounds very well. There are visibility rules built into the theme so that you can switch colours at any time and all your content will remain legible and still look good. PowerPoint 2007 uses large text, sometimes lightly coloured on a dark background. When you click Colors in the Themes group, the colours that you see next to the theme name represent the accent and hyperlink colors for that theme. If you change any of these colours to create your own set of theme colours, the colours that are shown on the Colors button and next to the Theme name will be updated accordingly. The theme colours are shown in every colour gallery along with a set of tints and shades that are based on the theme colours. By selecting colours from this expanded, matched set, you can make formatting choices for individual pieces of content that follow the theme. When the theme colours change, the gallery of colours changes, and so does all document content that uses the theme colours.

The Theme Colors gallery displays all the colour sets from the built-in themes. To create your own custom theme colors, in the Themes group, click Colors, and then click Create New Theme Colors.

Theme fonts Professional document designers know that using a single font face for an entire document is always a tasteful and safe design choice. Two fonts are a better choice, when used carefully for contrast. Every Office theme defines two fonts — one for headings and one for body text. They can be the same font (used everywhere) or two different fonts. Office PowerPoint 2007 uses these fonts to construct automatic text styles. In addition, Quick Styles galleries for text and WordArt use these same theme fonts. Changing the theme fonts updates all of the title and bullet text in your presentation. In previous releases of PowerPoint, you had to make this kind of global change on a slide master. When you click Fonts in the Themes group, the names of the heading font and body text font that are used for each theme font appear below the theme name.

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Microsoft PowerPoint 2007 In addition, the Create New Theme Fonts dialog box has been updated to show the current theme fonts in use.

Theme effects Theme effects specify how effects are applied to your charts, SmartArt graphics, shapes, pictures, tables, WordArt, and text. By using the Theme Effects gallery, you can replace different sets of effects to quickly change the look of these objects. Although you cannot create your own set of theme effects, you can choose the effect that you want to use in your own theme. In every theme, there is an effect matrix that is used to generate the theme effect. The effect matrix has three style levels of line, fill, and special effects, such as shadow and three-dimensional (3-D) effects. Professional designers often refer to these style levels as "stroke," "tone," and "depth." By combining three formatting dimensions — lines, fills, and effects — you can generate visuals that all match the same theme effects. Here is the effect matrix for the Office theme (the default theme).

Each theme has a different effect matrix for a different look. For example, one theme may have a metallic look, and another may look like frosted glass.

PowerPoint background styles Background styles are unique to Office PowerPoint 2007 and use the new theme colour model that defines two dark colours and two light colours to be used for text and backgrounds. For built-in themes, the light colours are always visible over the dark colours and vice versa, such as when dark colour text is used over a light background. And there are six accent colours that look good over any of the four possible background colours in the built-in themes.

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Microsoft PowerPoint 2007

Example of colours in background styles Also, inside each theme are three background-fill definitions: subtle, moderate, and intense. By combining the 4 background colours with the 3 theme backgrounds, you get 12 possible background styles. In the built-in themes, the top row of the Background Styles gallery is always solid fill. To access the Background Styles gallery, on the Design tab, in the Background group, click Background Styles.

Example of a Background styles gallery. If you apply the background styles from the second row of the gallery shown in the illustration above, you get the four variations shown in the following illustration.

Four variations of background styles

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Microsoft PowerPoint 2007 Notice how the dark and light text and the background colours are automatically switched based on the background that you choose. Many slide show projectors show dark backgrounds and light text better than they show light backgrounds and dark text. You can use the background styles as a quick way to transform your presentation for better projection. TIP To apply a background style or theme to only some slides in your presentation, right-click the background style or theme, and then click Apply to Selected Slides on the shortcut menu.

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Microsoft PowerPoint 2007 Slide Transitions XP

2007

Change all of the slide transitions in your presentation 1. 2. 3.

In the pane that contains the Outline and Slides tabs, click the Slides tab. On the Home tab, click a slide thumbnail. On the Animations tab, in the Transition To This Slide group, click a different slide transition effect.

To see more transition effects on the Quick Styles list, click the More button . 4. To re-set the slide transition speed, in the Transition To This Slide group, click the arrow next to Transition Speed, and then select the speed that you want. 5. In the Transition To This Slide group, click Apply to All.

Change some of the slide transitions in your presentation 1. 2.

In the pane that contains the Outline and Slides tabs, click the Slides tab. On the Home tab, click the thumbnail of the slide that you want to modify the slide transition for. 3. On the Animations tab, in the Transition To This Slide group, click a different slide transition effect for that slide. To see more transition effects on the Quick Styles list, click the More button . 4. To re-set the slide transition speed, in the Transition To This Slide group, click the arrow next to Transition Speed, and then select the speed that you want. 5. To change another slide transition, repeat steps 2 through 4.

Remove all of the slide transitions from your presentation 1. 2. 3. 4.

In the pane that contains the Outline and Slides tabs, click the Slides tab. On the Home tab, click a slide thumbnail. On the Animations tab, in the Transition To This Slide group, click No Transition. In the Transition To This Slide group, click Apply to All. 27

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Microsoft PowerPoint 2007 Remove some of the slide transitions from your presentation 1. 2.

In the pane that contains the Outline and Slides tabs, click the Slides tab. On the Home tab, click the thumbnail of the slide that you want to remove the slide transition from. 3. On the Animations tab, in the Transition To This Slide group, click No Transition. 4. To remove a slide transition from another slide in your presentation, repeat steps 2 through 4.

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Microsoft PowerPoint 2007 Overview of animating text and objects XP 2007

Animate the text or objects in your presentation to give them sound effects or visual effects, including movement. You can use animation to focus on important points, to control the flow of information, and to increase viewer interest in your presentation. You can use the built-in animation effects in Microsoft Office PowerPoint 2007, or you can create your own custom effects. You can apply animation effects to individual slides, to the slide master, or to custom slide layouts.

Apply a built-in animation effect to text or an object To apply a built-in animation effect in Office PowerPoint 2007, do the following: 1. Select the text or object that you want to animate. 2. On the Animations tab, in the Animations group, select the animation effect that you want from the Animate list.

Create and apply a custom animation effect to text or objects To gain more control over how and when effects are applied, you can create and apply a custom animation. For example, you can make text grow or shrink, spin or shimmer, and you can set an animation so that you hear the sound of applause when a picture is revealed. You can apply more 29 University of Sunderland

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Microsoft PowerPoint 2007 than one animation, so you can make a line of text fly in with or without sound, and then make the text fly out. You can use emphasis, entrance, or exit options in addition to preset or custom motion paths. You create custom animations in the Custom Animation task pane. The Custom Animation task pane shows important information about an animation effect, including the type of effect, the order of multiple effects in relation to each other, and a portion of the text of the effect.

Icons indicate the timing of the animation effect in relation to the other events on the slide. Choices include the following: Start On Click (mouse icon, shown here): The animation effect begins when you click the slide. Start With Previous (no icon): The animation effect begins at the same time as the previous effect in the list starts playing (that is, one click executes two or more animation effects). Start After Previous (clock icon): The animation effect begins immediately after the previous effect in the list finishes playing (that is, no additional click is required to make the next animation effect start). Select an item in the list to see the menu icon (down arrow), and then click the icon to reveal the menu. Numbers indicate the order in which animation effects play. Numbers also correspond to the labels associated with animated items in Normal view with the Custom Animation task pane displayed. Icons represent the type of animation effect. In this example, it is an Emphasis effect. Animated items are noted on the slide by a non-printing numbered tag. This tag corresponds to the effects in the Custom Animation list, and the tag is displayed to the side of the text or object. The tag appears only in Normal view with the Custom Animation task pane displayed. To apply a custom animation effect in Office PowerPoint 2007, do the following: 1. Select the text or object that you want to animate. 2. On the Animations tab, in the Animations group, click Custom Animation. 3. In the Custom Animation task pane, click Add Effect, and then do one or more of the following:  To make the text or object enter with an effect, point to Entrance, and then click an effect.  To add an effect, such as a spin effect, to text or an object that is already visible on the slide, point to Emphasis, and then click an effect. 30 University of Sunderland

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Microsoft PowerPoint 2007 To add an effect that makes text or an object leave the slide at some point, point to Exit, and then click an effect.  To add an effect that makes text or an object move in a specified pattern, point to Motion Paths, and then click a path. 4. To specify how the effect is applied to your text or object, right-click the custom animation effect in the Custom Animation list, and then click Effect Options on the shortcut menu. 5. Do one of the following:  To specify settings for text, on the Effect, Timing, and Text Animation tabs, click the options that you want to use to animate the text.  To specify settings for an object, on the Effect and Timing tabs, click the options that you want to use to animate the object. NOTE Effects appear in the Custom Animation list in the order that you add them. 

Test your animation effect After you add one or more animation effects, to validate that they work, do the following: At the bottom of the Custom Animation task pane, click Play.

Adjust the performance settings 1. 2.

On the Slide Show tab, in the Set Up group, click Set Up Slide Show. To reduce the resolution for the presentation display, and thereby increase the performance speed, do one or more of the following:  Under Performance, in the Slide show resolution list, click 640x480 (Fastest, Lowest Fidelity), and then click OK. NOTE Changing the resolution may cause the slide image to shift slightly. If this happens, either choose a different resolution or click Use Current Resolution in the Slide show resolution list.

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Microsoft PowerPoint 2007 Considering the interactive options for a self-running presentation When you design a self-running presentation, keep the environment in which the presentation will appear in mind — for example, whether the booth or kiosk will be in an unmonitored public place or whether supervision will be available. By keeping the environment in mind, you can better determine what elements to add to your presentation, how much control to give your audience, and what steps to take to prevent misuse. Options that you might want to consider when designing a self-running presentation include the following: Hyperlinks and Action buttons You can use hyperlinks to help your audience move through your presentation or move to other programs. You can also use action buttons, which are built-in navigation buttons that can give your presentation the look and familiarity of a Web page, with buttons for Home, Help, Back, Next, and so on. Voice narration You can add recorded narration that plays with your presentation. Automatic or manual timings You can set up your presentation to run by itself by using automatic timings, or you can set up your presentation so that your audience can navigate through it at their own pace by clicking action buttons. If you set up your presentation to run at a kiosk, only objects with hyperlinks or action buttons can be clicked.

Add navigation If you want your audience to move through your self-running presentation freely, you can add hyperlinks or action buttons to provide navigation. Hyperlinks You can add hyperlinks that go to custom shows, specific slides within your presentation, different presentations, Microsoft Office Word documents, Microsoft Office Excel worksheets, locations on the Internet or an intranet, or e-mail addresses. You can create a hyperlink from any object, including text, shapes, tables, graphs, and pictures. Action buttons PowerPoint includes ready-made action buttons that you can add to your presentation and that you can define hyperlinks for. Action buttons contain shapes, such as right and left arrows. Use them when you want to include commonly understood symbols for going to next, previous, first, and last slides. PowerPoint also has action buttons for playing movies or sounds.

Add narration Adding narration can help deliver information more clearly in your self-running presentation. To record a narration, desktop computers require a sound card, a microphone, and a microphone connector. Laptop computers require only a microphone and a microphone connector. You can record a narration before you run a presentation, or you can record it during the presentation and include audience comments. If you do not want narration throughout your entire presentation, you can record separate sounds or comments on selected slides or objects.

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Microsoft PowerPoint 2007 Rehearse and record slide timings NOTE Be prepared to begin timing your presentation immediately after you perform the first step in this procedure. 1. On the Slide Show tab, in the Set Up group, click Rehearse Timings. The Rehearsal toolbar appears and the Slide Time box begins timing the presentation.

The Rehearsal toolbar Next (advance to next slide) Pause Slide Time Repeat Total presentation time 2. While timing your presentation, do one or more of the following on the Rehearsal toolbar:  To move to the next slide, click Next.  To temporarily stop recording the time, click Pause.  To restart recording the time after pausing, click Pause.  To set an exact length of time for a slide to appear, type the length of time in the Slide Time box.  To restart recording the time for the current slide, click Repeat. 3. After you set the time for the last slide, a message box displays the total time for the presentation and prompts you to do one of the following:  To keep the recorded slide timings, click Yes.  To discard the recorded slide timings, click No. Slide Sorter view appears and displays the time of each slide in your presentation.

Set up a presentation to run at a kiosk Setting up a presentation to run at a kiosk allows you to control whether a mouse click anywhere on the screen advances a slide. For example, if you want your presentation to be viewed at a specific pace, set automatic timings, and then set the presentation to run at a kiosk. To give users additional control, you can add navigation, such as hyperlinks or action buttons, to your slides. 1. 2.

On the Slide Show tab, in the Set Up group, click Set Up Slide Show. Under Show type, click Browsed at a kiosk (full screen).

IMPORTANT If you set up a presentation to run at a kiosk, remember to also use automatic timings, navigation hyperlinks, or action buttons. Otherwise, your self-running presentation will not advance beyond the first slide.

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Microsoft PowerPoint 2007 Overview of printing slides Most presentations are designed to be presented in colour, but slides and handouts are typically printed in black and white or shades of gray, also known as grayscale. When you print in grayscale, colour images are printed in variations of gray tones between black and white. When you print your slides, PowerPoint sets the colours in your presentation to match the selected printer's capabilities. You can size the slides to fit different paper sizes, including letter and legal, or you can specify a custom size. NOTES In Microsoft Office PowerPoint 2007, you can print other parts of a presentation, such as handouts, notes pages, or a presentation in Outline view. When you want to create more elaborate handouts than you can create in PowerPoint, you can print your handouts in Microsoft Office Word 2007.

Set the slide size and orientation for printing To change your printing options, do the following: 1. On the Design tab, in the Page Setup group, click Page Setup. 2. In the Slides sized for list, click the size of paper on which you will be printing. NOTES  If you click Custom, type or select the measurements that you want in the Width and Height boxes.  To print an overhead transparency, click Overhead. 3. To set the page orientation for the slides, under Orientation, under Slides, click Landscape or Portrait. NOTE By default, PowerPoint slide layouts appear in landscape orientation. Although you can use only one orientation (either landscape or portrait) in a presentation, you can link two presentations to display both portrait and landscape slides in what appears to be one presentation.

Print the slides 1.

Click the Microsoft Office Button , and then click Print.  In the Print dialog box, under Print range, do one of the following:  To print all slides, click All.  To print the slide that is currently displayed, click Current slide.  To print one or more slides that you selected, click Selection.  To print specific slides numbers, click Slides, and then enter the slide numbers or ranges in the adjoining box. 2. Under Copies, enter the number of copies that you want. 3. Under Print What, select Slides. NOTES  If you select Outline view, PowerPoint prints only the text of your slides (as it appears in outline view) and none of the graphics or animation. 4. Under Color/Grayscale, click one of the following:  Color If you print to a color printer, this option prints in color. 34 University of Sunderland

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Microsoft PowerPoint 2007 Color (On Black and White Printer) If you print to a black-and-white printer, this option prints in grayscale.  Grayscale This option prints images that contain variations of gray tones between black and white. Background fills are printed as white, so that the text will be more legible. (Sometimes grayscale appears the same as Pure Black and White.)  Pure Black and White This option prints the handout with no gray fills. 5. To increase resolution, blend transparent graphics, and print soft shadows in your print job, select the High quality check box. TIP When you print in high quality, it may take longer for your presentation to print. To prevent a possible decrease in your computer's performance, clear the High quality check box after you finish printing. 6. To print your slides on the paper that you selected for your printer, select the Scale to fit paper check box. 7. To print a thin border around your slides, select the Frame slides check box. 8. Click Print. NOTES If you want to reset the print options and keep them as your default settings, do the following: I. Set the settings as you want them in the Print dialog box. 

II. III.

Click the Microsoft Office Button , click PowerPoint Options, and then click Advanced. Under When printing this document, click Use the most recently used print settings.

Printing Handouts In print preview, you can arrange the content in your handout and then preview it to see exactly what the printed version will look like. You can specify that the page be set to landscape or portrait orientation, and you can specify the number of slides that you want shown per page. Instructions for selecting these options are included in the following section. You can add, preview, and edit headers and footers, such as page numbers. In the one-slide-perpage layout, you can apply headers and footers to the handout only and not to the slides, if you don't want header and footer text, date, or slide numbers appearing on the slides.

Apply content and formatting to all handouts If you want to change the look, position, and size of the header and footer text, date, or page number on all of your handouts, make the changes to the handout master. To include a name or logo that you want to appear on every page of the handout, add the name or logo to the master. Changes that you make to the handout master also appear when you print an outline.

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Microsoft PowerPoint 2007 Print the handouts 1.

Open the presentation for which you want to print handouts.

2.

Click the Microsoft Office Button , click the arrow next to Print, and then click Print Preview. 3. In the Page Setup group, click the arrow under Print What, and then select the handout layout option that you want from the list. TIP The Handouts (3 Slides Per Page) format provides lines for the audience to take notes. 4. To specify the page orientation, click the arrow under Orientation, and then click Landscape or Portrait. 5. Click Print. NOTE If you want to print handouts in color, select a color printer. Click the Microsoft Office Button , click the arrow next to Print, and then click Print Preview. Under Print, click Options, point to Color/Grayscale, and then click Color.

Create & Print Notes Pages Use the notes pane in Normal view to write notes about your slides.

Notes pane in Normal view You can type and format your notes as you work in Normal view, but to see how your notes pages will print and to see the full effect of any text formatting, such as font colours, switch to Notes Page view. You can also check and change the headers and footers of your notes in Notes Page view.

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Microsoft PowerPoint 2007 Each notes page shows a slide thumbnail, along with the notes that go with that slide. In Notes Page view, you can embellish your notes with charts, pictures, tables, or other illustrations.

Notes pages include your notes and each slide in the presentation. Each slide prints on its own notes page. Your notes accompany the slide. You can add data, such as charts or pictures, to your notes pages. Pictures and objects that you add in Notes Page view appear on your printed notes page, but not on your screen in Normal view. If you save your presentation as a Web page, pictures and objects do not appear when you display your presentation in the Web browser, although your notes do. The changes, additions, and deletions that you make on a notes page apply only to that notes page and to the note text in Normal view. If you want to enlarge, reposition, or format the slide image area or notes area, make your changes in Notes Page view. You can't draw or place pictures in the notes pane in Normal view. Switch to Notes Page view and draw or add the picture there

Create more space for your notes A default notes page consists of a slide thumbnail on the top half of the page and an equally sized section for notes on the lower half of the page.

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Microsoft PowerPoint 2007 If half of a page isn't enough space for your notes, do one of the following to add more room for your notes: To add more space on a single notes page, do the following: a. In Normal view, in the pane that contains the Outline and Slides tabs, on the Slides tab, click the slide to which you want to add more space for notes. b. On the View menu, in the Presentation Views group, click Notes Page. c. Do one of the following: i. To delete the slide thumbnail, on the notes page, click the slide, and then press Delete. ii. To decrease the size of the slide thumbnail on the notes page, drag a sizing handle on the slide thumbnail. d. On the top border of the notes placeholder, drag the sizing handle to enlarge the notes placeholder to as much of the page as you need. If you need more than one page for your notes, do the following: 1.

In Normal view, in the pane that contains the Outline and Slides tabs, on the Slides tab, click the space after the slide that you want to add more notes to.

2.

On the Home tab, in the Slides group, click New Slide, and then click Custom Layout.

3.

4. 5. 6.

7.

In Normal view, in the pane that contains the Outline and Slides tabs, on the Slides tab, right-click the slide that you just added, and then click Hide Slide. NOTES In the Slides tab, the hidden slide icon appears with the slide number inside, next to the slide thumbnail that you hid. Hidden slides do not appear in your presentation unless you unhide them by right-clicking the slide thumbnail again, and then clicking Hide Slide again. On the View menu, in the Presentation Views group, click Notes Page. On the notes page, click the slide, and then press Delete. Drag the sizing handle on the top border of the notes placeholder to encompass the whole page. NOTE After you have filled up the notes for your visible slides, you will need to open your hidden slides in Notes Page view and resume typing your notes. To add more hidden slides to act as additional notes pages, repeat steps 1 through 6.

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