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ECDL Syllabus 5 Courseware Module 6

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Contents

USING THE APPLICATION 1

OPENING CLOSING MS POWERPOINT amp PRESENTATIONS 1

CREATING A NEW PRESENTATION 3

SAVING A PRESENTATION 4

SAVING A PRESENTATION AS ANOTHER FILE TYPE 5

SWITCHING BETWEEN OPEN PRESENTATIONS 5

MODIFYING USER PREFERENCES 5

USING HELP 6

MAGNIFICATION amp ZOOM TOOLS 7

BUILT-IN TOOLBARS 7

DEVELOPING A PRESENTATION 9

CHANGING BETWEEN PRESENTATION VIEW MODES 9

CHANGING THE SLIDE LAYOUT 9

USING DESIGN TEMPLATES 10

CHANGING THE BACKGROUND COLOUR 10

INSERTING NEW SLIDES 11

COPYING MOVING SLIDES 11

DELETING SLIDES 12

INSERTING A GRAPHICAL OBJECT INTO THE MASTER SLIDE 13

ADDING FOOTERS 14

TEXT 16

ADDING EDITING amp DELETING TEXT 16

MOVING amp COPYING TEXT16

USING UNDOREDO COMMAND 17

CHANGING FONT TYPES amp SIZES 17

TYPESTYLES BOLD ITALICS UNDERLINE amp SHADOW 18

CHANGING TEXT COLOUR 18

APPLYING CASE CHANGES TO TEXT 19

ALIGNING TEXT 19

APPLYING REMOVING INDENTATIONS 20

ADJUSTING LINE SPACING 20

APPLYING CHANGING BULLET amp NUMBER STYLES 21

ENTERING EDITING TEXT IN TABLE SLIDE 24

SELECTING ROWS COLUMNS amp ENTIRE TABLE 24

INSERTING DELETING ROWS amp COLUMNS 24

MODIFYING COLUMN WIDTHS amp ROW HEIGHTS 25

CHARTS 26

CREATING CHARTS 26

SELECTING A CHART 27

CHANGING THE CHART TYPE 27

ADDING REMOVING amp EDITING A CHART TITLE 28

ADDING DATA LABELS 28

CHANGING COLOUR IN A CHART 29

CREATING AN ORGANISATION CHART 29

ADDING REMOVING CO-WORKERS amp SUBORDINATES 30

ii

GRAPHICAL OBJECTS 31

SELECTING A GRAPHICAL OBJECT 31

COPYING MOVING GRAPHICAL OBJECTS 32

RESIZING DELETING GRAPHICAL OBJECTS 32

ROTATING FLIPPING A GRAPHICAL OBJECT 33

ALIGNING A GRAPHICAL OBJECT 34

INSERTING DRAWN OBJECTS 34

ADDING TEXT TO A DRAWN OBJECT 36

FORMATTING DRAWN OBJECTS 36

CHANGING THE ARROW START FINISH STYLE 36

APPLYING SHADOW TO A SHAPE 37

GROUPING UNGROUPING DRAWN OBJECTS 37

BRINGING AN OBJECT TO THE FRONT OR SENDING IT TO THE BACK 38

PREPARING OUTPUTS 39

ADDING REMOVING TRANSITION EFFECTS 39

ADDING REMOVING PRESET ANIMATIONS 39

ADDING PRESENTER‟S NOTES 40

SELECTING AN OUTPUT FORMAT 41

HIDING SHOWING SLIDES 41

SPELL CHECKING A PRESENTATION 42

PRINTING 43

RUNNING THE SLIDE SHOW 45

Courseware compiled by

James Cilia

2009


1

USING THE APPLICATION

Presentation software is a program designed for the production and display of

computer text and graphics usually for presentation to a group It is intended

primarily to replace the functions typically associated with a slide or an overhead

projector Besides presentation software you will need additional hardware ndash the data

projector ndash to project your presentations on a display surface (eg whiteboard

screen)

MS PowerPoint comes in a variety of versions Over the years the program has been

updated making it more powerful and easier to use These course notes are based on

MS PowerPoint 2003

Opening Closing MS PowerPoint amp Presentations

To open MS PowerPoint

1 Click Start button

2 Select All Programs

3 Click Microsoft PowerPoint

2

Features of the MS PowerPoint Screen

MS PowerPoint opens in the Normal view

The title bar shows the name of the presentation PowerPoint assigns your

presentation a temporary name (eg Presentation1) until you save it with the

name you choose

The menu bar is used to choose all commands while working in PowerPoint

The toolbars provide quick access to some of PowerPoint‟s commands without

having to use a pull-down menu

The slide pane displays a large view of the current slide

The notes pane is the area where you type notes that you want to accompany

a slide

The status bar located at the bottom of the screen displays the slide number

and the name of the slide design

Basic Terms

A presentation is a collection of slides audience handouts and speaker‟s notes all in

one file

Slides are the individual bdquopages‟ or overhead transparencies of the presentation

Slides can have titles text charts drawn objects and clip arts They can be

presented on a screen or as black-and-white transparencies or as colour overhead

transparencies or 35mm slides

A Slide show is a group of slides organised in a specific order or with a specific choice

of paths from one slide to the next

To close MS PowerPoint

1 Click File menu

2 Click Exit

Note that

You can close MS PowerPoint using the shortcut key combination ALT+F4

keys

To open an existing presentation

1 Click Open button

2 Click the drop-down arrow in the Look in field and select the drive andor

folder that contain the presentation to open

3 Double-click the presentation you want to open

Note that

You can open a recently used presentation using the File menu By default

the File menu displays a list of 4 recently used presentations

You can also open a recently used presentation using the New Presentation

task pane In the Open a presentation section click the name of the


3

presentation to open If the Task Pane is not visible click View menu and

Task Pane

You can open a presentation workbook using the shortcut key combination

CTRL+O keys

To open other existing presentations repeat steps 1-3

To close an existing presentation

1 Save your work

2 Click File menu

3 Click Close command

Note that

You can close a presentation using the shortcut key combination CTRL+F4

keys

Creating a New Presentation

By default all new presentations are created on a standard (or default) template

Click New button

Note that

You also open a new presentation based on the default

template using the New Presentation task pane In the

New section click Blank Presentation

You can open a new workbook using the shortcut key combination CTRL+N

keys

4

Saving a Presentation

It is important to save your work from time to time whilst typing When you save a

presentation for the first time you need to give it a name Presentation names can

have up to 255 characters including spaces File names cannot include any of the

following characters forward slash () backslash () greater than sign (gt) less than

sign (lt) asterisk () period () question mark () quotation mark () pipe symbol

(|) colon () or semicolon ()

To save a presentation to a location or drive

1 Click Save button

2 Click the drop-down arrow in the Save in field and select the disk andor

folder where the presentation will be saved By default the file will be saved

on Drive C in the My Documents folder

3 Type a name for your presentation in the File name field

4 Click Save button

Note that

After you save a file for the first time the filename appears in the title bar

When you save the file the second third fourth time etc the computer will

not ask you to input all this information again but will only update the file with

the changes made up to that moment

You can save a presentation using the shortcut key combination CTRL+S

keys

To save an open presentation under another name

1 Click File menu

2 Click Save Ashellip The Save As dialog box will be displayed

3 Repeat steps 2-4 as above


5

Saving a Presentation as another File Type

You can save a presentation as another file type Rich Text Format template show

image file format and version number

1 Click File menu



folder where the presentation will be saved


5 Click the Save as type drop down arrow

6 Click the file format that you want the file saved in eg PowerPoint 95 (ppt)

7 Click Save button

Note that

The facility to save a presentation to another format can be useful so that this

can be read by previous versions of MS PowerPoint

Switching between Open Presentations

You can switch between two or more open presentations by

4 Click Window menu

5 Click the name of the presentation to display

Note that

To switch between open presentations you can click on the presentation file

button on the task bar (running horizontally across the bottom of the MS

Windows screen)

Modifying User Preferences

You can modify the author‟s name attached to every workbook generated in MS

PowerPoint as follows

1 Click Tools menu

2 Click Optionshellip The Options dialog box will be displayed

3 In the General tab card type in the appropriate information in the Name field

4 Click OK button

6

You can also set a folder location where all presentations will be saved

1 Repeat steps 1-2 as for modifying the user name

2 In the Save tab card in the Default file location field type in the drivefolder

where the presentations will be saved

3 Click OK button

Using Help

1 Click Help menu

2 Click Microsoft PowerPoint Help The office assistant is displayed

3 Type a keyword or question in the Answer Wizard box

4 Click Search button

5 Click the topic to display


7

Magnification amp Zoom Tools

The zoom feature allows you to enlarge or reduce the view of a page on

the screen MS PowerPoint offers two ways of zooming ndash the zoom tool

on the standard toolbar and the zoom dialog box in the View menu

1 Click Zoom control button

2 Select the appropriate option At 100 the text and images

are the same size they will be when you print them Below

100 they are smaller Above 100 they are bigger

Note that

You can also type in any percentage value in the zoom textbox

Built-in Toolbars

A toolbar is a rowcolumn of buttonsicons These buttons are used to accomplish

tasks quickly without opening menus By default MS PowerPoint displays three

toolbars - the Standard Formatting and Drawing toolbars The Standard and

Formatting toolbars are displayed on a single row

To display the Standard and Formatting toolbars on two separate rows

1 Click Tools menu

2 Click Customizehellip The Customize dialog box will be displayed

3 In the Options tab card tick the option Show Standard and Formatting

Toolbars on two rows

4 Click Close button

8

To display additional toolbars

1 Click View menu

2 Select Toolbars

3 Click on the toolbar to put one display The selected toolbar is displayed on

the screen

Toolbars are not fixed to any part of the MS PowerPoint screen ndash they can float

Accordingly you can move toolbars to any part of the screen by dragging them

To move a floating toolbar

1 Position the pointer anywhere on the title-bar of toolbar

2 Drag the toolbar to any part of the screen

3 Release the mouse button when the toolbar is at the desired location

To turn a fixed toolbar into a floating toolbar

1 Position the mouse pointer on an empty part ie an area without any buttons

of the toolbar to detach

2 Double-click the mouse

To re-attach a floating toolbar



The toolbar moves to its home port at the top or bottom of the screen

To hide a toolbar

1 Click View menu

2 Point to Toolbars A sub-menu displaying available toolbars will be displayed

The toolbars which are currently displayed in MS PowerPoint will have a check

mark

3 Click the check marked toolbar to hide the toolbar


9

DEVELOPING A PRESENTATION

Changing between Presentation View Modes

You can view MS PowerPoint Presentations in different page display modes

1 Click View menu

2 Select Normal Slide Sorter Notes Pages or Slide Show view

Depending on the task at hand some views are better than others

Option To Do This

Normal Contains three panes the outline pane the slide pane and the notes pane These panes let you work on all aspects of your presentation in one place You can adjust

the size of the different panes by dragging the pane borders

Slide Sorter Displays a miniature version of all the slides in your presentation You can use this to check the consistency of the layout and colour scheme You change the order of slides delete slides add timings and select animated transitions for moving from slide to slide

Notes Pages Used to add the speaker‟s or presenter‟s notes or information to be shared with the audience

Slide Show Used to view slides full-screen (without any menu bars) exactly as they would appear projected To exit from Slide Show view press the ESC key

Note that

You can also switch to different views using the view buttons at the bottom

left corner of the PowerPoint screen

Changing the Slide Layout

During this course you will be using the following slide layouts

Title Slide Title amp Text Title amp 2 Column

Text

Title Only

Title amp Chart Title amp Table Text amp Clip art Organisation

Chart

Slide Sorter View

Normal View Slide Show

10

To change the layout of a slide

1 Click Format menu

2 Click Slide LayouthellipThe Slide Layout task pane will be displayed

3 On the Slides tab in normal view select the slides you want to apply a layout

to

4 In the Slide Layout task pane point to the layout you want and then click it

Note that

If you skip step 3 the formatting will be applied to the current slide

Using Design Templates

You don‟t need to be a professional graphic designer to enhance the presentation of

your slides MS PowerPoint comes with many artist-created templates A template is

a presentation in which the masters and the colours have been especially designed for

a particular bdquolook‟ Templates define what your text will look like and where it will

appear and they offer a complete colour scheme

Using the Slide Design task pane you can preview and apply a design template to

your presentation The template can be applied to all slides or selected slides and you

can apply more than one type of design template in a single presentation

To apply a design template to a presentation

1 Click Slide Design button on the Formatting toolbar The Slide

Design task pane will be displayed

2 Click Design Templates in the Slide Design task pane

3 Click the template you want to apply to all the slides

Note that

To apply a template to a single slide select the thumbnail on the Slides tab in

the task pane point to the template and click the arrow and then click Apply

to Selected Slides

To apply a template to multiple selected slides select the thumbnails on the

Slides tab and in the task pane click the template

The design templates you have applied appear below the Recently Used list in

the Slide Design All available design templates appear under Available for

use

To change between available templates repeat steps 1-3 as above

Changing the Background Colour

You can change the background color of a specific slide or all the slides in the

presentation Changing the background is useful if you want to change the background

to emphasize sections of a presentation Besides changing the color you can add

shading a pattern a texture or a picture


11

To change the slide background colour

1 Click Format menu

2 Click Background The Background dialog

box will be displayed

3 Under Background fill click the arrow on

the right of the box and then select the

appropriate option

4 Click Apply button or Apply to All button

Note that

If you click the Apply button the background will be applied only to the active

slide or selected slides

Inserting New Slides

Each time you insert a new slide you will choose a speicific layout depending on the

content of the slide Layout refers to the way content is arranged in a slide A layout

contains placeholders which in turn hold text such as titles and bulleted lists and slide

content such as tables charts pictures shapes and clip art

By default the Title Slide layout will be displayed when you open a new presentation

file This layout contains two placeholders ndash the main title and the subtitle placeholder

To insert a new blank slide do either of the following

1 On the Formatting toolbar click New Slide button

2 In the Slide Layout task pane click the layout you want

Note that

If the insertion point is in the Outline or Slides

tab you can insert a new slide by pressing

Enter key

You can also insert a new slide from the Slide

Layout task pane point to a layout click the

arrow and then click Insert New Slide

If you want to keep the Slide Layout task pane

from displaying each time you click New Slide

clear the Show when inserting new slides

check box at the bottom of the pane

Copying Moving Slides

You can copy an entire slide within the same presentation file

1 Click View menu

2 Click Slide Sorter

3 Click the slide to copy A blue frame will be displayed around the selected

slide

4 Click Copy button

12

5 Click at the location where the slide will be copied

6 Click Paste button

Note that

You can also switch to the Slide Sorter View by clicking the Slide Sorter

View button

You can also copy a slide to a different presentation file

1 Repeat steps 1-4 as for above

2 Open the other presentation file

3 Switch to Slide Sorter view by clicking Slide Sorter View button


You can move re-order slides in a presentation


2 Click the slide to move

3 Drag the slide to the new position

You can move slides to another presentation file

1 In the first presentation file switch to Slide Sorter view by clicking Slide

Sorter View button

2 Right-click the slide to move

3 Click Cut button

4 In the second presentation file switch to Slide Sorter view and click at the

location where the slide will be copied


Note that

If you want to select more than one slide click on the first slide press and

hold CTRL key and click on the next slides

Deleting Slides

1 On the Outline tab or Slides tab in normal view select the slides you want to

delete

2 Click the Edit menu

3 Click Delete Slide

Note that

If you want to select slides in order press and hold SHIFT key as you click

If you want to select slides that are not in order press and hold CTRL key as

you click

Instead of step 2 and 3 above you can press the DELETE key to delete slides


13

Inserting a Graphical Object into the Master Slide

The Slide Master is the slide that holds the format for all slides in the presentation It

enables you to add background items that you want to appear on every slide in a

presentation If you make a change to the Slide Master (eg choosing a special font

for the text italicising the slide title or changing the bullet styles) the change affects

all slides in your presentation that follow the master You can also add a logo or page

number to a slide

To display the Slide Master

1 Click View menu

2 Point to Master

3 Click Slide Master MS PowerPoint will display a slide similar to the following

Also the Slide Master View toolbar will be displayed

4 To return to the normal view click Close Master View button in the Slide

Master View toolbar

To insert a picture from the clip art gallery in the Slide Master


2 Click Insert menu

3 Point to Picture

4 Click Clip Arthellip The Insert Clip Art task pane will be displayed

5 In the Search text box type a word or phrase that describes the clip you

want or type in all or some of the file name of the clip


7 Click the graphic to insert

Note that

You can resize and re-position the picture as necessary Read further down for

more details

To clear the search criteria fields and begin a new search below the Results

box click Modify

To insert an image in the Slide Master

1 Click View menu

2 Point to Master

3 Click Slide Master

4 Click Insert menu

14

5 Point to Picture

6 Click From Filehellip The Insert Picture dialog box will be displayed

7 Browse to the diskfolder where the image file is located

8 Click Insert button The picture will be inserted

To insert a drawn object in the Slide Master


2 On the Drawing toolbar click AutoShapes button

3 Point to a category and click the shape you want

To delete the clip art image or drawn object in the Slide Master

1 Click the clip art image or drawn object to delete

2 Press Delete key

Adding Footers

Footers consist of text slide numbers and a date at the bottom of your slides To add

text slide numbers and a date at the bottom of your slides

1 Click View menu

2 Click Header and Footerhellip

3 Select or enter the appropriate options

4 Click Apply to All or Apply button

Note that

If you dont want the information to appear on the title slide select the Dont

show on title slide check box


15

Option To Do This

Date and Time

Update automatically

Displays and updates the current date and time in the slide footer Click the date and time format you want in the Update automatically list This option is unavailable unless the Date and time check box is

selected

Fixed Displays the date and time in the slide footer Type the date and time you want in the Fixed box

Slide number Adds the slide number to the slide footer

Footer Adds the text you type in the Footer box to the bottom of the slide

16

TEXT

Adding Editing amp Deleting Text

To add or edit text in a slide

1 Click in a text placeholder Sizing handles will be displayed at the edges of the

placeholder

2 Type in or edit text as necessary

3 Click outside the placeholder to deselect it

Note that

If your text exceeds the size of the placeholder MS PowerPoint reduces the

font size and line spacing incrementally as you type to make the text fit

You can also insert text in the Outline view

1 In the Normal view click the Outline tab

2 Position the pointer at the appropriate

location and addedit text as necessary

Note that

As a good practice you should avoid long

sentences or paragraphs in a slide Keep

your text short (concise) Use bullet points

and numbered lists for your text as appropriate

To delete text

1 Select the text to delete

2 Press DELETE key

Moving amp Copying Text

You can move text from one slide to another within the same presentation

1 Select the text to move

2 Click Cut button

3 Move to the slide where the text will be inserted

4 Click in the appropriate text placeholder


You can also move text from one slide to another in a different presentation file





17

You can copy text from one slide to another within the same presentation

1 Select the text graphic to copy

2 Click Copy button




You can also copy text from one slide to another in a different presentation file




Using UndoRedo Command

There are different types of actions that you can undo actions you make yourself

such as typing a word or actions that MS PowerPoint makes automatically using the

AutoCorrect feature such as automatically capitalizing the first letter of a sentence

To undo or redo your most recent actions

On the Standard toolbar click Undo or Redo button This

will undo or redo the last action

Note that

To undo or redo your most recent action (or actions) click the arrow next to

Undo or Redo select the actions you want to undo or redo and click

Changing Font Types amp Sizes

A font is a collection of characters (letters numerals symbols and punctuation marks)

that have a particular design The font size determines the size of the selected

characters The height of a character is expressed in points (1 point = 172rdquo) The

larger the number the larger the character

To change the font style of text

1 Select the text or the placeholder containing the text you want to change its

font style

2 Click the Font Style drop-down arrow

3 Click the appropriate font style to apply

Note that

To change the font for all the text in a placeholder either drag to select all the

text or select the placeholder containing the text To select the placeholder

first click the text The placeholder border becomes hatchmarked Point to the

border and click The border changes to a thick dotted border and its now

selected

18

To change the font size


font size

2 Click the Font Size drop-down arrow

3 Click the appropriate size to apply

Note that

You can also increase the font size using the Increase Font Size button

You can decrease the font size using the Decrease Font Size button

Typestyles Bold Italics Underline amp Shadow

Typestyles are applied to text to emphasise it There are several ways of emphasising

text using either or a combination of the following typestyles

Typestyle Button Effect Shortcut Key

Bold to make the characters look darker CTRL+B

Italics

to slant the characters to the right CTRL+I

Underline

to underline characters CTRL+U

Shadow

to apply a shadow effect to characters na

To apply typestyles

1 Select the text or the placeholder containing the text you want to apply

typestyles to

2 Click the appropriate typestyles buttons required

To remove typestyles from text

1 Select the text or the placeholder containing the text you want to remove its

typestyles

2 Click the appropriate typestyles buttons to remove

Changing Text Colour

To apply a different colour to text

1 Select the text or the placeholder containing the text you want to apply colour

to

2 Click Font Colour button drop-down arrow on the Formatting toolbar


19

Applying Case Changes to Text

You can change the case of a text to uppercase lower case title case sentence case

etc


case

2 Click Format menu

3 Click Change Casehellip

4 Click the appropriate case option

5 Click OK button

Option To Do This

Sentence case Capitalises the first letter of the first word in the selected sentences

lowercase Changes all selected text to lowercase letters

UPPERCASE Changes all selected text to capital letters

Title Case Capitalises the first letter of each word in the selection

tOGGLE cASE Changes all uppercase letters to lowercase in the selection and vice versa

Aligning Text

This facility is important to change the position of text in relation to the left and right

edges of the placeholder

There are four different alignment options

This is left-aligned text This is centered text

This is right-aligned text

This is justified text If this text is on a line that is shorter than the paragraph width it will remain aligned left

20

Option To Do This

Left Aligns each line of the paragraph with the left edge of the placeholder leaving a ragged right edge which means that there is no alignment on the right side

Centered Aligns each line of the paragraph between the left and right edges of the placeholder

Right Aligns each line of the paragraph with the right edge of the placeholder leaving a

ragged left edge which means that there is no alignment on the left side

Justified Aligns paragraph text so that both the left and right margins have a straight edge creating blocks

1 Select the text or the placeholder containing the text you want to align

2 Click

Alignment option Button Shortcut Key

Align Left button CTRL+L

Center button CTRL+E

Align Right button CTRL+R

Justify button CTRL+J

Note that

The Justify button can be accessed through the Alignment option in the

Format menu

Applying Removing Indentations

You can indent bulleted text in a slide

1 Highlight the bulleted text or position the cursor in the bullet text to indent 2 Click Increase Indent button

To remove indent from bulleted text

1 Highlight the bulleted text or position the cursor in the bullet text to indent 2 Click Decrease Indent button

Adjusting Line Spacing

There is no limit to the amount of text you can add to a slide However avoid the use

of long sentences Suitably spaced short text is more effective to convey your

message

1 Select the text or the placeholder containing the text you want to adjust its

spacing


21

2 Click Format menu

3 Click Line Spacing

4 Enter the appropriate adjustments

5 Click OK button

The new spacing will be applied to the selected paragraphs or paragraph containing

the insertion point

Option To Do This

Line Spacing Sets the amount of space you want between lines of selected text

Before Paragraph Sets the amount of space you want to leave before the first line of each

selected paragraph

After Paragraph Sets the amount of space you want to leave after each selected paragraph

Applying Changing Bullet amp Number Styles

To apply bullets to text


bullets to

2 Click Format menu

3 Click Bullets and Numbering The Bullets and Numbering dialog box will

be displayed

4 Click Bulleted tab

5 Click any one of the 7 bullet styles

6 Click OK button

Note that

You can also apply bullets by highlighting the text and clicking the Bullets

button However this method does not allow you to choose from the

different bullet styles available in MS PowerPoint

22

To remove bullet lists


2 Click None

3 Click OK Button

Note that

You can also remove bullets by highlighting the text and clicking the Bullets

button

To modify bullet style


bullet style

2 Click Format menu


be displayed

4 Select the appropriate bullet style or click the Character button

5 Select one of the Bullet styles available

6 Click OK button

To apply numbering to a list of text


numbering to

2 Click Format menu


be displayed

4 Click Numbered tab


6 Click OK button


23

Note that

You can also apply numbering highlighting the text and clicking the

Numbering button However this method does not allow you to choose

from the different numbering styles available in MS PowerPoint

To remove numbering


2 Click None

3 Click OK Button

Note that

You can also remove numbering by highlighting the text and clicking the

Numbering button

To modify the numbering style


numbering style

2 Click Format menu


be displayed

4 Select the appropriate numbering style

5 Click OK button

24

Entering Editing Text in Table Slide

To create a table in a slide

1 Apply a Table slide layout

2 Double-click the icon in the middle of the slide to

add the table

3 Set the number of columns and rows needed for

the table

4 Click OK button

To insert text in the table

1 Click in the cell where you want to insert the table

2 Type the text

Note that

To move from one cell to the next press TAB key

Selecting Rows Columns amp Entire Table

To highlight a row column or the entire table

Highlight Action

Row Drag the mouse across the row

Column Drag the mouse down the column

Table Drag the mouse from the top left to the bottom right of the table

Inserting Deleting Rows amp Columns

To insert a row

1 Highlight the row where the new row will be inserted

2 Right-click the highlighted row

3 Click Insert Rows


25

To insert a column

1 Highlight the column where the new column will be inserted

2 Right-click the highlighted column

3 Click Insert Columns

To delete a row

1 Highlight the row to delete


3 Click Delete Rows

To delete a column

1 Highlight the column to delete


3 Click Delete Columns

Modifying Column Widths amp Row Heights

You can change the widthheight of selected columns and rows by dragging the

columnrow borders

To modify the column width

1 Rest the pointer on the column boundary you want to move until it

becomes

2 Drag the the boundary to the left or right until the column is at the width you

want

To modify the row height

1 Rest the pointer on the row boundary you want to move until it

becomes

2 Drag the the boundary up or down until the row is at the height you want

26

CHARTS

Creating Charts

MS PowerPoint gives you the ability to insert charts or graphs directly in your

presentation These become particularly important when you want your audience to

visualise numeric data Different charts may be used depending on what the numeric

data represents

Pie charts are used for figures representing percentages

Line charts are used to demonstrate a trend in numeric data

Bar charts are used to compare different sets of numbers

To insert a graph in a slide

1 Click Format menu

2 Click Slide Layouthellip

3 Select Title amp Chart Layout from the Slide Layout task

pane

4 Click OK button

5 Double-click the graph placeholder

Note that

MS PowerPoint displays a table containing data (a miniature spreadsheet)

known as datasheet and immediately below this a bar graph based on the

table data

If you click outside the graph the datasheet will disappear Double-click the

chart to re-display the datasheet

A datasheet looks like a spreadsheet Information is entered in cells which are formed

by the intersection of rows and columns For most types of charts each column

represents a category of data while each row is a data series and is marked with a

symbol ndash for example a small 3-D bar ndash to indicate what type of chart you are

creating


27

To edit data in the datasheet window

1 Click the cell at the top left corner All cells will be highlighted

2 Press Delete key All the data will be removed from the datasheet

3 Type the new data

As new data is entered in the datasheet the graph is created

Selecting a Chart

Double-click the chart to select The datasheet will also be displayed

Changing the Chart Type

By default MS PowerPoint displays a bar chart You can change the sample chart

inserted as follows

1 Click Chart menu

2 Click Chart Type The Chart Type dialog box will be displayed

3 In the Chart Type category select the chart to use

4 Select the Chart sub-type (on the right) The chart sub-type name appears

in the message area below the chart sub-types

5 Press and hold the mouse on the Press and Hold to View Sample button

6 Click OK button to apply the new chart type

28

Adding Removing amp Editing a Chart Title

1 Double-click the chart to add a title to

2 Click Chart menu

3 Click Chart Optionshellip

4 In the Titles tab click in the Chart title field

5 Type edit or remove the title

6 Click OK button

Adding Data Labels


2 Click Chart menu



29

4 Tick Value to add values or numbers If you are working on a pie-chart you

can tick Percentage

5 Click OK button

Changing Colour in a Chart

You can modify the colours of the chart area plot area and data series

1 Click anywhere on the chart area (outside the plot area) plot area or data

series

2 Click Format menu

3 Click Selected Chart Areahellip Selected Wallshellip or Selected Data Series

The Format Chart Area or Walls or Data Series dialog box will be displayed

4 Click Patterns tab

5 Select the appropriate colours for the Border and Area

6 Click OK button

Creating an Organisation Chart

To insert an organisation chart in a slide

1 Click Format menu


3 Select Organisation Chart Layout from the

Slide Layout task pane

4 Click OK button

5 Double-click the organisation chart placeholder The Diagram Gallery will be

displayed

6 Select organisation chart below Select a diagram type

7 Click OK button

Note that

MS PowerPoint displays an organisation chart template and the organisation

chart toolbar

30

To enter text

1 Click the box you want to type in

2 Begin typing in the first line

3 Press Enter key and type in the

second line

4 Click outside the text box when

you are ready ndash the data entered

in the current box will be

retained

Note that

To edit the content of a text box click in the text box and enter your typing

Adding Removing Co-workers amp Subordinates

To add managers co-workers and sub-ordinates

1 Click the appropriate text box

2 Click Insert Shape drop-down arrow button in the Organisation Chart

toolbar

3 Click Subordinate Co-worker or Assistant

To delete co-workers and sub-ordinates


2 Press Delete key


31

GRAPHICAL OBJECTS

To insert a picture from the clip art gallery in a slide

1 Click Insert menu

2 Point to Picture


4 In the Search text box type a word or phrase that describes the clip you want

or type in all or some of the file name of the clip



Note that


more details


box click Modify

To insert an image in a slide

1 Click Insert menu

2 Point to Picture




To insert a drawn object

1 Click AutoShapes button on the Drawing toolbar

2 Highlight Basic Shapes

3 Click the shape to add

4 Draw the shape on the slide

Selecting a Graphical Object

To select a clipart image or drawn object

1 Click the graphical object

2 The boundary of the graphical object displays 6 sizing handles

To deselect a clipart image or drawn object

Click anywhere outside the graphical object

32

Copying Moving Graphical Objects

You can copy graphics from one slide to another within the same presentation

1 Highlight the graphic to copy

2 Click Copy button

3 Move to the slide where the graphic will be inserted

4 Click in the appropriate graphic placeholder


You can also copy graphics from one slide to another in a different presentation file




You can move graphics from one slide to another within the same presentation

1 Highlight the image to move

2 Click Cut button




You can also move images from one slide to another in a different presentation file




Resizing Deleting Graphical Objects

You can resize graphics manually

1 Click the graphic to resize Sizing handles appear on the border of the graphic

2 Position the mouse pointer over one of the sizing handles The pointer changes

to a double-headed arrow

3 To increase or decrease the size in one or more directions drag the mouse

away from or toward the centre

4 Release the mouse

Note that

To keep the centre of an object in the same place hold down CTRL key while

dragging the mouse

To maintain the objects proportions hold down SHIFT key while dragging the

mouse

To maintain the proportions while keeping the centre in the same place hold

down CTRL + SHIFT key while dragging the mouse


33

You can resize a graphic to an exact height and width


2 Click Format menu

3 Click Picturehellip The Format Picture dialog box will be displayed

4 Click Size tab

5 Enter measurements for the height and width of the object

6 Click OK button

Note that

If the Lock aspect ratio box is checked the height and width settings change

in relation to one another

To delete a graphical object

1 Highlight the graphic to delete

2 Press Backspace or Delete key

Rotating Flipping a Graphical Object

To rotate a graphic

1 Click the graphic to rotate

2 Click Draw button on the Drawing toolbar

3 Point to Rotate or Flip The sizing handles are replaced by green circles known

as rotate handles

4 Drag the rotate handle on the object in the direction you want to rotate it

5 Click outside the object to set the rotation

34

Note that

You can limit the object‟s rotation to 15 steps by holding down SHIFT key

whilst dragging the mouse

You can also rotate an object 90 to the left or to the right by repeating steps

1-3 as above and clicking Rotate Left or Rotate Right

To flip a graphic

1 Click the graphic

2 Click Draw button

3 Point to Rotate or Flip

4 Choose Flip Horizontal or Flip

Vertical

Aligning a Graphical Object

You can align an object to the left centre right top and bottom of a slide

1 Click the drawn object

2 Click Draw button

3 Point to Align or Distribute

4 Click the option Relative to Slide

5 Repeat step 3

6 Click the appropriate option

Inserting Drawn Objects

The Drawing toolbar includes a number of tools for drawing simple objects including

lines free drawn lines arrows rectangles squares circles text boxes and other

shapes You will use the Drawing toolbar to draw shapes in your documents

To draw a line

1 Click Line button on the Drawing toolbar

2 The mouse pointer changes to a cross hair

3 Place the cursor where you want the line to begin

4 Click and drag to where you want the line to end

5 Release the mouse button

Note that

If the Drawing toolbar is not visible click View menu point to Toolbars and

click Drawings

To constrain the line to draw at 15-degree angles from its starting point hold

down SHIFT key as you drag

To lengthen the line in opposite directions from the first end point hold down

CTRL key as you drag


35

To draw a free form line

1 Click AutoShapes button

2 Point to Lines

3 Click Freeform button


5 Click and drag to draw the line

6 Release the mouse button when ready

To draw an arrow

1 Click Arrow button on the Drawing toolbar


3 Place the cursor where you want the arrow to begin

4 Click and drag to where you want the arrow to end


Note that

To change the arrow startend style click the Arrow Style button on the

Drawing toolbar Select the appropriate option

To draw a rectanglesquare

1 Click Rectangle button

2 Place the cursor where you want one corner of the rectangle

3 Click and drag diagonally to where you want the opposite corner of the

rectangle


Note that

To draw a square hold down SHIFT key as you drag the mouse

To draw an ovalcircle

1 Click Oval button

2 Place the cursor where you want the shape to begin

3 Click and drag until the shape is the size you want


Note that

To draw a circle hold down SHIFT key as you drag the mouse

A text box is a rectangular area where you can insert text To draw a text box

1 Click Text Box button

2 Place the cursor where you want to type

3 Click the cursor

4 Start typing

Note that

You can resize the text box by clicking on this position the pointer on one of

the sizing handles and drag

36

To draw other shapes


2 Select the appropriate category of shapes

3 Draw the shape

Adding Text to a Drawn Object

You can add text into a text box block arrow rectangle square oval and circle

1 Right click the drawn object

2 Click Add Text The drawn object displays a cursor

3 Type the text

Formatting Drawn Objects

To change the background colour of a drawn object


2 Click Fill Colour button

3 Select the appropriate background colour for the drawn object

To change the line colour of a drawn object

1 Select the line to modify

2 Click Line Colour button

3 Select the colour to apply

To change the line style amp weight of a drawn object

1 Select the line to modify its style Sizing handles appear at the left and right

edge of the line

2 Click Line Style button

3 Select the appropriate line style and weight (thickness)

Changing the Arrow Start Finish Style

To change the arrow start style and finish style

1 Double-click the drawn arrow in the slide

2 Choose the appropriate Begin style and or End style

3 Click OK button


37

Applying Shadow to a Shape


2 Click Shadow button A menu containing different shadow styles

appear

3 Click the appropriate shadow option

Note that

When you apply a shadow to a text box all text and attributes of the text box

take on the shadow effect

Grouping Ungrouping Drawn Objects

Before you can group two or more objects you need to select these

1 Click the first drawn object

2 Press and hold CTRL key

3 Click the next drawn objects


5 Release the CTRL key

To group drawn objects

1 Select the objects you want to group

2 On the Drawing toolbar click Draw button

3 Click Group

38

To ungroup drawn objects

1 Select the group you want to ungroup


3 Click Ungroup

Bringing an Object to the Front or Sending it to the Back

1 Click the object to bring to front or send to back


3 Point to Order


Option To Do This

Bring to Front To bring an object to the front

Send to Back To send an object to the back

Bring Forward To bring an object one step closer to the front

Send Backward To send an object one step toward the back


39

PREPARING OUTPUTS

Adding Removing Transition Effects

Transitions are the visual special effects you see when you go from one slide to the

next in an electronic slide show

To add the same transition effect to all the slides

1 Click Slide Show menu

2 Click Slide Transition The Slide Transition task pane will be displayed

3 Click the transition effect to apply

4 Click Apply to All Slides button

To add different transitions between slides

1 On the Slides tab in normal view select the slides you want to add a

transition to


3 In the list click the transition effect you want

Note that

Repeat the following process for each slide you

want to add a different transition to

Adding Removing Preset Animations

You can animate text graphics sounds movies and

other objects on your slides so you can focus on

important points control the flow of information and

add interest to your presentation

You can have each main bullet point appear

independently of others or you can have objects appear

progressively one after another You can set up the

way you want each bullet point or object to appear on

your slide to fly in from the left for example and

whether you want other bullets or objects to dim or

change colour when you add a new element

You can apply a preset animation scheme


2 Click Animation Schemeshellip The Slide Design

task pane will be displayed

3 Under Apply to selected slides click an

animation scheme in the list

40

Note that

If you want to apply the scheme to all slides click the Apply to All Slides

button

To preview animations for a slide click Play button in the Slide Design task

pane

To preview how the set animations will be displayed click Slide Show

button in the Slide Design task pane

To change a preset animation repeat steps 1-3 as above

To remove a preset animation repeat step 1-2 as above and click No

Animation under Apply to selected slides

Adding Presenterrsquos Notes

You can add speaker‟s notes for any or all of the slides in your presentation

Normally these notes are used as a quick reference for key points you want to make

during a presentation You can print the notes for your reference during the

presentation

You can add presenter‟s notes using the Normal view or the Notes Page view

To add presenter notes using the Normal view

1 Click the notes pane

2 Type your notes for the current slide

Note that

To see more of the notes pane point to the top border of the notes pane

until the pointer becomes a double-headed arrow and then drag until the

pane is the size you want

To move to other slides (to add notes) use the SlideOutline tab

To add presenter notes using the Notes Page view

1 Click View menu

2 Click Notes Pages The Notes Page that corresponds to the slide you are

working on appears An image of the current slide appears at the top of the

Notes Page

3 Click the notes box below the slide

4 Type your notes in the box below the slide image

Note that

To enlarge the Notes Page view click the Zoom Control button on the

Standard toolbar

If you want to provide pages on which your audience can make notes then

print notes pages but leave the notes area blank If you plan to make some

notes by hand below the slide try putting some lines in the notes box


41

Selecting an Output Format

You can select an appropriate output format for the slide presentation such as

overhead handout 35mm slides and on-screen show You can also change the slide

orientation (portrait or landscape) and paper size

1 Click File menu

2 Click Page Setuphellip

3 Click the drop-down arrow below Slides sized for

4 Select the appropriate option

5 Click OK button

Hiding Showing Slides

You may wish to hide a slide from being displayed during your presentation To hide a

slide

1 On the Slides tab in normal view select the slide you want to hide


3 Click Hide Slide

Note that

The hidden slide icon appears with the slide number inside next to the

slide you have hidden

The slide remains in your file even though it is hidden when you run the

presentation

To reset a hidden slide to be viewed in a slide show

1 On the Slides tab in normal view select the hidden slide you want to make

visible again


42

Spell Checking a Presentation

By default MS PowerPoint checks the spelling of the text in your slides and

presenter‟s notes Every single word in each slide and notes is compared to a built-in

dictionary available in MS Office A wavy red line appears beneath words that are not

found in the dictionary

However at times a word can be spelled correctly yet MS PowerPoint does not find it

in its dictionary Proper nouns (Rita) specialised terms (phototranspiration) acronyms

and abbreviations (UOM) etc are not likely to be in the MS Office dictionary If you do

not want MS PowerPoint to question such words during spell checks you can add

them to a custom dictionary In addition to spelling mistakes MS PowerPoint also

alerts you to repeated words - for example ldquothe therdquo - and words that have an unusual

pattern of capitalisation such as ldquoPLayrdquo

To use the automatic spelling check

1 Right-click the mouse over the word having a wavy red underline

2 A pop-up menu appears listing any suggestions Word may have about the

correct spelling or grammar as well as the following choices Ignore Delete

repeated word Add and Spelling Click any suggestion and the appropriate

option

You can also resolve errors without using the pop-up menu by simply editing the text

MS PowerPoint checks the spelling of the word again as soon as you move your cursor

away from it and if the word is now spelled correctly the red line disappears

To run the spelling and grammar check

1 Click Spelling and Grammar button

2 Click the appropriate options (refer to the following table)

3 Click OK button when MS PowerPoint displays a message that it has checked

all text in the document

Option To Do This

Not In Dictionary

Displays a possible error such as an incorrectly spelled word a duplicate word a grammar error or incorrect capitalization Edit the text in this box to correct it and then click Change or click the correct word in the Suggestions box and then click Change

Suggestions Lists a number of words close to the incorrectly spelled word Click the

appropriate suggestion to choose it

Ignore Leaves the word unchanged and continues with the checking The spell checker stops if the same word is encountered within the same document This button changes to Resume if you click in the document to edit the document


43

Option To Do This

Ignore All Leaves the word unchanged and skips any occurrences of the same word within the entire document throughout the rest of the current MS PowerPoint session

Add Adds the word in the Not In Dictionary box to the custom dictionary

Change Replaces the incorrectly spelled word with the highlighted wordphrase in the Suggestions box When the selected error is a repeated word this button changes to Delete so you can easily remove the second instance of the word

Change All Replaces all occurrences of the same incorrectly spelled word with the wordphrase in the Suggestions box

Autocorrect Adds a word to the AutoCorrect list so that Word can correct any incorrect

spelling of it automatically as you type

Note that

If the insertion point or selection was not at the beginning of your document

when you begin checking spelling MS PowerPoint asks if you want to continue

checking from the beginning of the document

MS PowerPoint doesnt check the spelling in embedded objects such as charts

or in inserted objects such as MS Word documents

If the insertion point is in the notes pane or slide pane the spelling check

alternates checking between the two If the insertion point is on the Outline

tab all the slides are checked first then all the notes

Printing

Like all other computer application programs MS PowerPoint has its printing features

These are somewhat different from MS Word because you can print different

components of your presentation You can print slides outlines notes pages and

handouts

1 Click File menu

2 Click Print The Print dialog box will be displayed

3 Select the range of slides or notes pages to be printed

4 In the Copies box type the number of copies you want to print

5 Select what you want to print in the Print what box (refer to the table)

6 Choose any additional print options (refer to the table)

7 Click OK button

Option To Do This

All Prints all the slides in the presentation

Current Slide Prints the current slide or notes page

Selection Prints all the slides that are currently selected

Slides Prints the range of slides or notes pages you specify If you type only

a beginning number all slides or notes pages from that slide or notes page will be printed If you want to print only one slide or notes page type that slides number in both boxes

Handouts (2 slides per page)

Prints two slide images per page (use for the largest images and the greatest amount of detail)

44

Option To Do This


Prints three slide images per page (use when you want space for notes on one side of the page)


Prints six slide images per page

Notes Pages Prints the presenter‟s notes pages that correspond to the slide

numbers you request

Outline View Prints your outline according to how your outline appears on-screen in Outline view An outline can be formatted or unformatted (plain text) and expanded or collapsed (titles only) Also the type size depends on the view scale in which you are working

Scale To Fit Paper Scales slides automatically to fit the paper loaded in your printer

Frame Slides Adds a thin frame around the border of printed slides handouts and notes pages

Include comment pages

Prints pages containing comments for all slides that contain comments When printing slides all comments for a slide are printed on one page When printing handouts a comment page contains comments from all the slides on a handout page

Print Hidden Slides Prints all hidden slides Otherwise slides marked as hidden arent printed

Pure Black amp White

Turns all colours fills to white all text and lines to black adds outlines or borders to all filled objects and renders pictures in greyscale This option is useful when you want to print draft copies on a colour printer

or when you want to print very readable speakers notes and handouts

Black amp White Turns all fills to white (or black and white if patterned) Unbordered objects that have no text appear with a thin black frame


45

Option To Do This

Preview Displays your slides handouts notes or outline as they will look when printed

Running the Slide Show

In Slide Show view you see your slides as an electronic presentation on your

computer Each slide fills the screen

You can start a slide show so that the entire presentation will be displayed starting

from the first slide


2 Click View Show

Note that

To start a slide show on the current slide click Slide show (from current

slide) button

During the Slide Show you can navigate from one slide to the next or to a specific

slide as indicated here

To Do This

Advance to the next slide Mouse click SPACEBAR N RIGHT ARROW DOWN ARROW or PAGE DOWN

Return to the previous slide Right click mouse BACKSPACE P LEFT ARROW UP ARROW or PAGE UP

Go to a specific slide Press number key followed by ENTER key


i

Contents

USING THE APPLICATION 1

OPENING CLOSING MS POWERPOINT amp PRESENTATIONS 1

CREATING A NEW PRESENTATION 3

SAVING A PRESENTATION 4

SAVING A PRESENTATION AS ANOTHER FILE TYPE 5

SWITCHING BETWEEN OPEN PRESENTATIONS 5

MODIFYING USER PREFERENCES 5

USING HELP 6

MAGNIFICATION amp ZOOM TOOLS 7

BUILT-IN TOOLBARS 7

DEVELOPING A PRESENTATION 9

CHANGING BETWEEN PRESENTATION VIEW MODES 9

CHANGING THE SLIDE LAYOUT 9

USING DESIGN TEMPLATES 10

CHANGING THE BACKGROUND COLOUR 10

INSERTING NEW SLIDES 11

COPYING MOVING SLIDES 11

DELETING SLIDES 12

INSERTING A GRAPHICAL OBJECT INTO THE MASTER SLIDE 13

ADDING FOOTERS 14

TEXT 16

ADDING EDITING amp DELETING TEXT 16

MOVING amp COPYING TEXT16

USING UNDOREDO COMMAND 17

CHANGING FONT TYPES amp SIZES 17

TYPESTYLES BOLD ITALICS UNDERLINE amp SHADOW 18

CHANGING TEXT COLOUR 18

APPLYING CASE CHANGES TO TEXT 19

ALIGNING TEXT 19

APPLYING REMOVING INDENTATIONS 20

ADJUSTING LINE SPACING 20

APPLYING CHANGING BULLET amp NUMBER STYLES 21

ENTERING EDITING TEXT IN TABLE SLIDE 24

SELECTING ROWS COLUMNS amp ENTIRE TABLE 24

INSERTING DELETING ROWS amp COLUMNS 24

MODIFYING COLUMN WIDTHS amp ROW HEIGHTS 25

CHARTS 26

CREATING CHARTS 26

SELECTING A CHART 27

CHANGING THE CHART TYPE 27

ADDING REMOVING amp EDITING A CHART TITLE 28

ADDING DATA LABELS 28

CHANGING COLOUR IN A CHART 29

CREATING AN ORGANISATION CHART 29

ADDING REMOVING CO-WORKERS amp SUBORDINATES 30

ii





















PRINTING 43



James Cilia

2009


1







screen)



MS PowerPoint 2003






2





name you choose






a slide



Basic Terms


one file








1 Click File menu

2 Click Exit

Note that


keys


1 Click Open button




Note that






3


Task Pane


CTRL+O keys



1 Save your work

2 Click File menu


Note that


keys



Click New button

Note that





keys

4









1 Click Save button





4 Click Save button

Note that






keys


1 Click File menu




5




1 Click File menu







7 Click Save button

Note that





4 Click Window menu


Note that



Windows screen)




1 Click Tools menu



4 Click OK button

6





3 Click OK button

Using Help

1 Click Help menu






7









Note that


Built-in Toolbars






1 Click Tools menu





8


1 Click View menu

2 Select Toolbars


the screen















To hide a toolbar

1 Click View menu



mark



9




1 Click View menu



Option To Do This






Note that






Text

Title Only


Chart

Slide Sorter View


10


1 Click Format menu



to


Note that
















Note that



to Selected Slides





use








11


1 Click Format menu





appropriate option


Note that













Note that



Enter key










1 Click View menu



slide

4 Click Copy button

12



Note that


View button












Sorter View button


3 Click Cut button




Note that



Deleting Slides


delete



Note that



you click



13







number to a slide


1 Click View menu

2 Point to Master




Master View toolbar



2 Click Insert menu

3 Point to Picture






Note that


more details


box click Modify


1 Click View menu

2 Point to Master


4 Click Insert menu

14

5 Point to Picture










2 Press Delete key

Adding Footers



1 Click View menu




Note that




15

Option To Do This

Date and Time



selected




16

TEXT




placeholder



Note that







Note that





To delete text


2 Press DELETE key




2 Click Cut button









17



2 Click Copy button















Note that










font style



Note that





selected

18



font size



Note that








Italics


Underline


Shadow


To apply typestyles


typestyles to




typestyles





to



19



etc


case

2 Click Format menu



5 Click OK button

Option To Do This






Aligning Text







20

Option To Do This







2 Click






Note that


Format menu









message


spacing


21

2 Click Format menu



5 Click OK button


the insertion point

Option To Do This



selected paragraph





bullets to

2 Click Format menu


be displayed



6 Click OK button

Note that




22



2 Click None

3 Click OK Button

Note that


button



bullet style

2 Click Format menu


be displayed



6 Click OK button



numbering to

2 Click Format menu


be displayed



6 Click OK button


23

Note that




To remove numbering


2 Click None

3 Click OK Button

Note that


Numbering button



numbering style

2 Click Format menu


be displayed


5 Click OK button

24





add the table


the table

4 Click OK button



2 Type the text

Note that




Highlight Action





To insert a row



3 Click Insert Rows


25

To insert a column




To delete a row



3 Click Delete Rows

To delete a column






columnrow borders



becomes


want



becomes


26

CHARTS

Creating Charts




data represents





1 Click Format menu



pane

4 Click OK button


Note that



table data







creating


27




3 Type the new data


Selecting a Chart




inserted as follows

1 Click Chart menu







28



2 Click Chart menu




6 Click OK button

Adding Data Labels


2 Click Chart menu



29


can tick Percentage

5 Click OK button




series

2 Click Format menu





6 Click OK button



1 Click Format menu




4 Click OK button


displayed


7 Click OK button

Note that


chart toolbar

30

To enter text




second line




retained

Note that






toolbar




2 Press Delete key


31

GRAPHICAL OBJECTS


1 Click Insert menu

2 Point to Picture






Note that


more details


box click Modify


1 Click Insert menu

2 Point to Picture















32




2 Click Copy button










2 Click Cut button















4 Release the mouse

Note that


dragging the mouse


mouse




33



2 Click Format menu


4 Click Size tab


6 Click OK button

Note that







To rotate a graphic




as rotate handles



34

Note that





To flip a graphic

1 Click the graphic

2 Click Draw button



Vertical




2 Click Draw button



5 Repeat step 3






To draw a line






Note that


click Drawings






35



2 Point to Lines





To draw an arrow






Note that







rectangle


Note that



1 Click Oval button




Note that





3 Click the cursor

4 Start typing

Note that



36




3 Draw the shape





3 Type the text












edge of the line







3 Click OK button


37




appear


Note that













3 Click Group

38




3 Click Ungroup




3 Point to Order


Option To Do This






39

PREPARING OUTPUTS











transition to



Note that





















40

Note that


button


pane










presentation





Note that






1 Click View menu



Notes Page



Note that


Standard toolbar





41





1 Click File menu




5 Click OK button



slide



3 Click Hide Slide

Note that




presentation



visible again


42


















option









Option To Do This

Not In Dictionary






43

Option To Do This







Note that









Printing




handouts

1 Click File menu






7 Click OK button

Option To Do This








44

Option To Do This






numbers you request












45

Option To Do This








2 Click View Show

Note that


slide) button



To Do This




ii





















PRINTING 43



James Cilia

2009


1







screen)



MS PowerPoint 2003






2





name you choose






a slide



Basic Terms


one file








1 Click File menu

2 Click Exit

Note that


keys


1 Click Open button




Note that






3


Task Pane


CTRL+O keys



1 Save your work

2 Click File menu


Note that


keys



Click New button

Note that





keys

4









1 Click Save button





4 Click Save button

Note that






keys


1 Click File menu




5




1 Click File menu







7 Click Save button

Note that





4 Click Window menu


Note that



Windows screen)




1 Click Tools menu



4 Click OK button

6





3 Click OK button

Using Help

1 Click Help menu






7









Note that


Built-in Toolbars






1 Click Tools menu





8


1 Click View menu

2 Select Toolbars


the screen















To hide a toolbar

1 Click View menu



mark



9




1 Click View menu



Option To Do This






Note that






Text

Title Only


Chart

Slide Sorter View


10


1 Click Format menu



to


Note that
















Note that



to Selected Slides





use








11


1 Click Format menu





appropriate option


Note that













Note that



Enter key










1 Click View menu



slide

4 Click Copy button

12



Note that


View button












Sorter View button


3 Click Cut button




Note that



Deleting Slides


delete



Note that



you click



13







number to a slide


1 Click View menu

2 Point to Master




Master View toolbar



2 Click Insert menu

3 Point to Picture






Note that


more details


box click Modify


1 Click View menu

2 Point to Master


4 Click Insert menu

14

5 Point to Picture










2 Press Delete key

Adding Footers



1 Click View menu




Note that




15

Option To Do This

Date and Time



selected




16

TEXT




placeholder



Note that







Note that





To delete text


2 Press DELETE key




2 Click Cut button









17



2 Click Copy button















Note that










font style



Note that





selected

18



font size



Note that








Italics


Underline


Shadow


To apply typestyles


typestyles to




typestyles





to



19



etc


case

2 Click Format menu



5 Click OK button

Option To Do This






Aligning Text







20

Option To Do This







2 Click






Note that


Format menu









message


spacing


21

2 Click Format menu



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31

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32




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12



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13







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15

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16

TEXT




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17



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18



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to



19



etc


case

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20

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21

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24





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26

CHARTS

Creating Charts




data represents





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29


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31

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32




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34

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35



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39

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41





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42


















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43

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44

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TEXT




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26

CHARTS

Creating Charts




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31

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32




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34

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42


















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43

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44

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TEXT




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26

CHARTS

Creating Charts




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31

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32




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33



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34

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35



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36




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39

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40

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41





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42


















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43

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44

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15

Option To Do This

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16

TEXT




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24





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Highlight Action





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3 Click Insert Rows


25

To insert a column




To delete a row



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becomes


want



becomes


26

CHARTS

Creating Charts




data represents





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table data







creating


27




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28



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31

GRAPHICAL OBJECTS


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32




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33



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Note that







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34

Note that





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Vertical




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click Drawings






35



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36




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37




appear


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38




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39

PREPARING OUTPUTS











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40

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Notes Page



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41





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visible again


42


















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Option To Do This

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43

Option To Do This







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44

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9




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15

Option To Do This

Date and Time



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16

TEXT




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17



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selected

18



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23

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24





add the table


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Highlight Action





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3 Click Insert Rows


25

To insert a column




To delete a row



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columnrow borders



becomes


want



becomes


26

CHARTS

Creating Charts




data represents





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pane

4 Click OK button


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table data







creating


27




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inserted as follows

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28



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29


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series

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displayed


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30

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second line




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31

GRAPHICAL OBJECTS


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more details


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32




2 Click Copy button










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dragging the mouse


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33



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Note that







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34

Note that





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Vertical




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click Drawings






35



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36




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edge of the line







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37




appear


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38




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39

PREPARING OUTPUTS











transition to



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40

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presentation





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Notes Page



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Standard toolbar





41





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slide



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presentation



visible again


42


















option









Option To Do This

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43

Option To Do This







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handouts

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44

Option To Do This






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45

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13







number to a slide


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14

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15

Option To Do This

Date and Time



selected




16

TEXT




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17



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18



font size



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19



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20

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message


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21

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the insertion point

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22



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numbering to

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23

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2 Click None

3 Click OK Button

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numbering style

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be displayed


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24





add the table


the table

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Highlight Action





To insert a row



3 Click Insert Rows


25

To insert a column




To delete a row



3 Click Delete Rows

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columnrow borders



becomes


want



becomes


26

CHARTS

Creating Charts




data represents





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pane

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table data







creating


27




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inserted as follows

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28



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29


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series

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displayed


7 Click OK button

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chart toolbar

30

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second line




retained

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toolbar




2 Press Delete key


31

GRAPHICAL OBJECTS


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2 Point to Picture






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more details


box click Modify


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32




2 Click Copy button










2 Click Cut button















4 Release the mouse

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dragging the mouse


mouse




33



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4 Click Size tab


6 Click OK button

Note that







To rotate a graphic




as rotate handles



34

Note that





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1 Click the graphic

2 Click Draw button



Vertical




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5 Repeat step 3






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click Drawings






35



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rectangle


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36




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edge of the line







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37




appear


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38




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Option To Do This






39

PREPARING OUTPUTS











transition to



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40

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button


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presentation





Note that






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Notes Page



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Standard toolbar





41





1 Click File menu




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slide



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presentation



visible again


42


















option









Option To Do This

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43

Option To Do This







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handouts

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44

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numbers you request












45

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slide) button



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11


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12



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13







number to a slide


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14

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displayed


7 Click OK button

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chart toolbar

30

To enter text




second line




retained

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toolbar




2 Press Delete key


31

GRAPHICAL OBJECTS


1 Click Insert menu

2 Point to Picture






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more details


box click Modify


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32




2 Click Copy button










2 Click Cut button















4 Release the mouse

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dragging the mouse


mouse




33



2 Click Format menu


4 Click Size tab


6 Click OK button

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34

Note that





To flip a graphic

1 Click the graphic

2 Click Draw button



Vertical




2 Click Draw button



5 Repeat step 3






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Note that


click Drawings






35



2 Point to Lines





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rectangle


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3 Click the cursor

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36




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37




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39

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41





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slide



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42


















option









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43

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handouts

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7 Click OK button

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44

Option To Do This






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45

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28



2 Click Chart menu




6 Click OK button

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2 Click Chart menu



29


can tick Percentage

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series

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1 Click Format menu




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displayed


7 Click OK button

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chart toolbar

30

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31

GRAPHICAL OBJECTS


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more details


box click Modify


1 Click Insert menu

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32




2 Click Copy button










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4 Release the mouse

Note that


dragging the mouse


mouse




33



2 Click Format menu


4 Click Size tab


6 Click OK button

Note that







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34

Note that





To flip a graphic

1 Click the graphic

2 Click Draw button



Vertical




2 Click Draw button



5 Repeat step 3






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Note that


click Drawings






35



2 Point to Lines





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36




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37




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39

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40

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41





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43

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44

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45

Option To Do This








2 Click View Show

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29


can tick Percentage

5 Click OK button




series

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6 Click OK button



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chart toolbar

30

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31

GRAPHICAL OBJECTS


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32




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4 Release the mouse

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mouse




33



2 Click Format menu


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34

Note that





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1 Click the graphic

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Vertical




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5 Repeat step 3






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click Drawings






35



2 Point to Lines





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rectangle


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36




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37




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38




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39

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41





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43

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44

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45

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30

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toolbar




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31

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32




2 Click Copy button










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4 Release the mouse

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mouse




33



2 Click Format menu


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34

Note that





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Vertical




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35



2 Point to Lines





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36




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37




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38




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39

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40

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41





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43

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44

Option To Do This






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45

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2 Click View Show

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31

GRAPHICAL OBJECTS


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32




2 Click Copy button










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33



2 Click Format menu


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34

Note that





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Vertical




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35



2 Point to Lines





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36




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37




appear


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38




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39

PREPARING OUTPUTS











transition to



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40

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41





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43

Option To Do This







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44

Option To Do This






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45

Option To Do This








2 Click View Show

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32




2 Click Copy button










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4 Release the mouse

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33



2 Click Format menu


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Note that







To rotate a graphic




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34

Note that





To flip a graphic

1 Click the graphic

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Vertical




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5 Repeat step 3






To draw a line






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click Drawings






35



2 Point to Lines





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rectangle


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1 Click Oval button




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3 Click the cursor

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36




3 Draw the shape





3 Type the text












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37




appear


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38




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39

PREPARING OUTPUTS











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40

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41





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43

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handouts

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44

Option To Do This






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45

Option To Do This








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33



2 Click Format menu


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34

Note that





To flip a graphic

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Vertical




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5 Repeat step 3






To draw a line






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click Drawings






35



2 Point to Lines





To draw an arrow






Note that







rectangle


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1 Click Oval button




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3 Click the cursor

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36




3 Draw the shape





3 Type the text












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37




appear


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39

PREPARING OUTPUTS











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40

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41





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42


















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43

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handouts

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44

Option To Do This






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45

Option To Do This








2 Click View Show

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slide) button



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34

Note that





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35



2 Point to Lines





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1 Click Oval button




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3 Click the cursor

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36




3 Draw the shape





3 Type the text












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37




appear


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3 Click Group

38




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39

PREPARING OUTPUTS











transition to



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40

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41





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43

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44

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45

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35



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3 Click the cursor

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36




3 Draw the shape





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37




appear


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38




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39

PREPARING OUTPUTS











transition to



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40

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41





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42


















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43

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handouts

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44

Option To Do This






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45

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36




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37




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38




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39

PREPARING OUTPUTS











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40

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41





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42


















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43

Option To Do This







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handouts

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44

Option To Do This






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45

Option To Do This








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37




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38




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39

PREPARING OUTPUTS











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40

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41





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42


















option









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43

Option To Do This







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handouts

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44

Option To Do This






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45

Option To Do This








2 Click View Show

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slide) button



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38




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39

PREPARING OUTPUTS











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40

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41





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42


















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43

Option To Do This







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handouts

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44

Option To Do This






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45

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39

PREPARING OUTPUTS











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40

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41





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42


















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43

Option To Do This







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handouts

1 Click File menu






7 Click OK button

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44

Option To Do This






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45

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40

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41





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42


















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Option To Do This

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43

Option To Do This







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handouts

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7 Click OK button

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44

Option To Do This






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45

Option To Do This








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41





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42


















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43

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Printing




handouts

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7 Click OK button

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44

Option To Do This






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45

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42


















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Option To Do This

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43

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Printing




handouts

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7 Click OK button

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44

Option To Do This






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45

Option To Do This








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43

Option To Do This







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Printing




handouts

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7 Click OK button

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44

Option To Do This






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45

Option To Do This








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slide) button



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44

Option To Do This






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45

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slide) button



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45

Option To Do This








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slide) button



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ecdl v5 module 6 print

Education

changing text colour

editing deleting text

e editing text

new presentation

chart type

chart title

organisation chart

presentation view modes