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MS PowerPoint 2007 Workbook
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http://warpct.com/trainpack/order.htm You’ll be ready to start training within 24 hours. ©2007 WARP! Computer Training. All rights reserved. This workbook may only be used by the organization listed at the top of each page and may only be distributed as a printed hard-copy. Do not distribute the electronic version of this document. WARP! Computer Training assumes no responsibility or liability for any errors or inaccuracies that may appear in this workbook. Microsoft and Windows are registered trademarks of Microsoft Corporation in the U.S. and other countries. Microsoft Office, Word, Excel, PowerPoint, Access and Outlook are trademarks of Microsoft Corporation. All other products and brand names are trademarks of their respective owners.
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Contents INTRODUCTION ........................................................................................ 3 CHAPTER 1 - Getting Started Starting PowerPoint & Title Bar .......................................................... 4 Microsoft Office Button - Opening a File ............................................. 5 Status Bar & the Ribbon ..................................................................... 6 Scrollbars & Dialog Boxes .................................................................. 8 Customizing PowerPoint - The Ruler & Guides .................................. 9 Customizing the Quick Access Toolbar ............................................ 10 PowerPoint Options .......................................................................... 12 Opening a Presentation & Saving a Presentation ............................ 13 Closing a Presentation ...................................................................... 14 Exiting PowerPoint ............................................................................ 15
For evaluation purposes only Do not use for training CHAPTER 2 - Views in PowerPoint What are “Views”? & Normal View & the Slide pane ........................ 16 Slides tab .......................................................................................... 17 Outline tab ......................................................................................... 18 Slide Sorter View & Notes Page View .............................................. 19 Speaker Notes & Slide Show View ................................................... 20
CHAPTER 3 - Creating a New Presentation Templates ......................................................................................... 21 CHAPTER 4 - Formatting Text Adding text to the Outline tab & to Slides ......................................... 25 Adding text with bullet formatting & Font Formatting ........................ 26 Text Alignment .................................................................................. 28 Case Formatting & Replacing Fonts ................................................. 29 Bullet Formatting ............................................................................... 30 Line & Paragraph Space formatting .................................................. 32 Finding text........................................................................................ 33 Replacing text & Spell Checker ........................................................ 34 Set Language ................................................................................... 35 Translate ........................................................................................... 36 CHAPTER 5 - Formatting Slides New Slide & Layouts ......................................................................... 37 Changing Slide Layout & Themes .................................................... 38 Theme Colors.................................................................................... 39 Theme Fonts & Theme Effects ........................................................ 40 Customizing Themes & Saving & Deleting Custom Themes ............ 41 Microsoft PowerPoint 2007
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Background ....................................................................................... 43 Format Painter .................................................................................. 44 Reset Slide Background & Deleting a slide & Undo ......................... 45
CHAPTER 6 - Adding Objects to Slides Shapes & Resizing and Moving shapes ........................................... 46 Changing Color & Dimension of a shape ......................................... 47 Adding text to Shapes & Word wrapping & Adjusting Shape ........... 48 Clip Art & Clip Organizer ................................................................... 49 WordArt ............................................................................................. 52 Organization Charts - SmartArt ........................................................ 53 Creating Charts/Graphs & Entering Data ......................................... 55 Chart Type & Chart Titles & Data Labels.......................................... 56 Creating & Formatting a Chart from an Excel Spreadsheet ............. 57 Importing Charts from MS Excel - Embedding ................................. 57 Microsoft Word Document table ....................................................... 58 Adding text & Using Table Styles ..................................................... 59 Importing Tables from MS Word - Embedding ................................. 60 OLE & Linking an Object .................................................................. 61 Editing the Source File & Updating Links & Breaking a Link ............ 62 Converting to a PowerPoint object & Movies ................................... 62 Sounds .............................................................................................. 65
For evaluation purposes only Do not use for training CHAPTER 7 - Using Masters Slide Master ...................................................................................... 67 Formatting text in Slide Master ......................................................... 68 Adding Objects to a Master .............................................................. 69 Notes Master..................................................................................... 70 Handout Master ................................................................................ 71 Headers & Footers, Date & Page Numbering .................................. 73
CHAPTER 8 - Setting Up a Slide Show Rehearse Timings ............................................................................. 74 Slide Transitions & Transition Effect & Transition Sound ................. 75 Slide Timing & Previewing a Slide Transition & Hiding Slides.......... 76 Revealing a hidden slide during a presentation & Animating Text ... 77 Text Effect ......................................................................................... 78 Custom Animation & Effect Options ................................................. 79 Animating Objects ............................................................................. 80 CHAPTER 9 - Printing a Presentation Page Setup & Print Preview ............................................................. 82 Printing Slides, Notes, Handouts and Outlines................................. 83 Viewing slides in Black and White (Grayscale) ................................ 84 CHAPTER 10 - Using Help Starting Help & Table of Contents .................................................... 85 Search Help ...................................................................................... 86 [F1] Help ........................................................................................... 88 Copyright © 2007 Elizabeth Daffin & Mark Hampsey 2
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Introduction Welcome to the WARP! Computer Training MS-PowerPoint 2007 workbook. MS-PowerPoint 2007 is a powerful Presentation Graphics application program for Windows XP/Vista or later. It is part of Microsoft Office 2007, a professional integrated office suite. Presentation Graphics Programs are tools which allow you to manipulate text and graphics to produce professional presentation packages. With PowerPoint 2007 you can create overheads, slides, handouts and other appealing on-screen visual aids.
For evaluation purposes only This course gives step-by-step instruction on the features of PowerPoint 2007. not By the end of the workbook you will be equipped with all Do use for training of the skills necessary to compile simple and effective presentation materials to help convey your message to your audience. With these skills, and a bit of practice, you will realize how powerful visual aids are and how they dramatically improve your audience’s interest and understanding. Good luck and happy learning. We hope you enjoy this workbook.
Microsoft PowerPoint 2007
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1
Getting Started
Follow these steps to start PowerPoint: •
Exercise Starting PowerPoint
Select Microsoft PowerPoint 2007 from the Start Menu
For evaluation purposes only Do not use for training You will be placed into a new blank presentation with the Slide pane at the left of your screen. The user interface for PowerPoint 2007 shares some common features with other Windows programs you may be familiar with, and also includes some very new features you will not have seen before. Let’s look at some of these features now: The Title Bar Close button Quick Access Toolbar
Title Bar
Restore Down/Maximize button Minimize button
Microsoft Office Button
The Ribbon
The Ribbon gives you access to options that help you work with the program. These commands are organized into categories and displayed under tabs. Each tab relates to a particular function. Some tabs only appear when an item is selected, for example, the Drawing Tools Format tab is displayed on the Ribbon only when a drawing object has been clicked on. 4
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The Title Bar shows the name of the Application Program running and the name of any presentation open in that Application. The Microsoft Office Button provides a list of basic commands to work with your presentation, such as save, open and print. The Quick Access Toolbar displays links to frequently-used tasks. It is configurable – place a regularly used command on the Quick Access Toolbar to access that function with one click of the mouse.
Introduction to the Microsoft Office Button Various file management and setup options are available via the Microsoft Office Button. Try this exercise using the PowerPoint Office Button: •
Insert your Sample Disk into its drive (e.g.: drive A:)
• Click on the Microsoftpurposes Office Button Exercise For evaluation only Using the • Click on the Open item from the list Microsoft Do not use for training Office Button
Microsoft PowerPoint 2007
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• • • •
Click on the arrow in the Look in: box (at the top of the dialog box) Click on My Computer (you may need to click on the up arrow to scroll up to My Computer) Double-click on the drive holding your sample disk (e.g.: 3½ Floppy (A:)) Double-click on sample.pptx. You have just opened a presentation using the Microsoft Office Button.
Status Bar Most programs will have a Status Bar at the very bottom of their screens. The PowerPoint Status Bar looks like this:
For evaluation purposes only DoIndicator notanduse forResizing training The Status the Window Tab appear in most Status Indicator
Window Resizing Tab
Windows programs. The Status Indicator gives a description of the action currently being performed as well as displaying the slide number, total number of slides, and the type of view and presentation design. The Window Resizing Tab is used to resize windows that have not been maximized. If a window does not have a resizing tab in the lower-right corner and it is not maximized, then you can probably still resize the window.
Introduction to the Ribbon Now that you have opened a presentation, let’s study some of the presentation creation features that PowerPoint makes available to you. The Ribbon is a new type of application user interface. It gives you access to program features that were previously available via the menu bar. Commands are organized into groups and displayed under tabs. Each tab relates to a type of activity. The Home tab will automatically be selected when you start PowerPoint:
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•
Move the mouse pointer over the buttons slowly, one at a time. You will see information labels appear which tell you what each button is for, as well as its associated keyboard shortcut. Write down what you read here:
Exercise Labeling some of the buttons of the Ribbon
................................................... ................................................... •
.........................................
Move over to the Slides group. Write down what you read here:
.................................................... ........................................
....................................................
...................................................
....................................................
...................................................
....................................................
...................................................
....................................................
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•
Click on the Insert tab. Write down what you read here:
....................................... •
Click on the Design tab:
........................................
Microsoft PowerPoint 2007
......................................... •
Click on the Review tab:
.........................................
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Scrollbars Scrollbars, Scroll Boxes and Scroll Arrows are devices which allow you to view portions of your workspace that are too large to fit in the window you are working in. Scroll Arrow Scroll Box or Elevator
Scroll Bar
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Previous Slide Next Slide
You can click on the scroll arrows to scroll through different areas of your workspace. You can also Drag the scroll box up or down (or, left or right) to accomplish the same action. Clicking the scroll bar at different points will also let you move to different parts of your workspace.
Dialog Boxes If you have worked with other Windows programs before you will have used Dialog Boxes. The Open feature of all programs is an example of a dialog box:
As the name suggests, programs use Dialog Boxes to ask you to do something.
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Your computer will present you with different types of dialog boxes when it needs you to make certain types of decisions.
Customizing PowerPoint The Ruler • •
Click on the View tab in the Ribbon Click the Ruler item in the Show/Hide group to toggle the Ruler bars on and off.
Making the rulers visible enables you to easily check the position of your presentation objects. You can also determine and modify the size of drawing objects, clip art and tables.
For evaluation purposes only Do not use for training • Right-click anywhere on the PowerPoint
Exercise Switching the Ruler bars on & off
Guides
•
presentation Select Grid and Guides from the shortcut menu to turn the Guides on
•
•
Microsoft PowerPoint 2007
Exercise Switching the Guides on & off
Select the Display drawing guides on screen option in the Guide settings section. (You can also Display a grid on screen.) Click the OK button
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Guides allow you to measure precise distances between objects by pressing the [Shift] key and dragging the guide. Now, let’s turn the Guides off: • • •
Right-click and select Grid and Guides Click the Display drawing guides on screen option again to deselect it Click the OK button
Customizing the Quick Access Toolbar The Quick Access Toolbar provides links to commonly used functions. The Save, Undo and Redo command buttons appear on the Toolbar by default. If you find you frequently use a particular command, you can add its button to the Quick Access Toolbar:
Exercise Customizing the Quick Access Toolbar
For evaluation purposes only • Click on the Do not use for training Customize Quick Access Toolbar button at the end of the Quick Access Toolbar •
• •
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Select the More Commands item from the list
Click on the arrow in the Choose commands from: box Select Office Menu from the pull-down list
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•
Click on the Close item from the list box on the left
•
Click the Add button. The item will now appear in the list box on the right. (You can also rearrange where you want the button to appear on the Quick Access Toolbar by clicking the Move Up
and
Move Down buttons beside the box on the right while the Close item is still selected.)
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•
Click the OK button
The new button will now be displayed at the end of the Quick Access Toolbar. Close is a frequently used menu item that you may want to access with a Quick Access Toolbar button. Alternatively, click on the Office Button; click the PowerPoint Options button; and click on Customize on the left side to get to the Customize the Quick Access Toolbar screen of the PowerPoint Options dialog box.
Microsoft PowerPoint 2007
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PowerPoint Options The PowerPoint Options item allows you to modify the way PowerPoint works in a number of ways. Let’s explore one option you may want to change and then you can experiment with the others:
Exercise Changing PowerPoint Options
•
Click on the Office Button
• • •
Click on PowerPoint Options Click on Save on the left side of the screen Ensure a check appears in the Save AutoRecover information every box Type 15 into the minutes box
•
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Click the OK button
This is a good option to select – your presentations will now be automatically saved to an AutoRecover file at regular intervals. This allows you to retrieve your work if, for some reason, PowerPoint unexpectedly closes. •
Close the sample.pptx file using your newly added Close button
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Opening a presentation To open a previously saved presentation: •
Click on the Office Button and select Open from the list
Exercise Opening a presentation
For evaluation purposes only Do not use for training •
• •
Select the folder you want from the Look in: box. The picture above is looking at the root folder on the A:\ floppy disk. You will need to select the drive that contains your sample disk. Click the PowerPoint presentation file you want to open. The sample file is named sample.pptx Click the Open button
Saving a presentation It is good practice to save your presentation, while you are constructing it, at regular intervals. There are a couple of ways to save your presentation: •
Click Save on the Quick Access Toolbar at the top of the screen beside the Office button. (Alternatively, click the Office Button and select Save from the list.)
Exercise Saving a presentation
Your presentation will be saved to disk. If you are saving an updated copy of a presentation, the old copy will be overwritten. If you are saving a new presentation for the first time, the Save As dialog box will appear: Microsoft PowerPoint 2007
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For evaluation purposes only 1. Select a destination for your presentation file from the Save in:use box Do2.not for training Type a name for your presentation into the File name: box 3. Click the Save button You can also click the Office Button and select Save As from the list to save a currently open presentation with a new file name. This is useful when you want to make changes to a presentation while still retaining the original.
Closing a presentation You close a PowerPoint presentation in the same way as you close documents in other Windows applications: Exercise Closing a presentation
•
•
Click Close on the Quick Access Toolbar. Note: you can only use this command if it has been added to the toolbar. OR If you have more than one presentation open you can click on the Close button on the PowerPoint Title Bar. Note: clicking this button will exit the entire application if you only have the one presentation open at the time.
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•
OR Click on the Office Button and select Close from the list
For evaluation purposes only Do not use for training If you haven’t saved the presentation recently, you will be asked if you want to Save the presentation before it closes. Follow the on-screen directions.
Exiting from PowerPoint You can exit from PowerPoint in much the same way as you closed down your presentation. There are two ways to exit PowerPoint: •
•
Click on the Close button Bar
on the PowerPoint Title
Exercise Exiting PowerPoint
OR Click on the Office Button and click on Exit PowerPoint
If you exit from PowerPoint with a presentation still open, you will be asked if you want to Save the presentation before it closes, if you haven’t saved it recently. Follow the on-screen directions. Microsoft PowerPoint 2007
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