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Introduction To PowerPoint 97

Arnold & Porter Training Table of Contents

Introduction to PowerPoint 97 i

TABLE OF CONTENTS

Page Objectives ......................................................................................................................1 Visual Guidelines for Presentations..............................................................................1

Best Practice ........................................................................................................1 Design each visual to make one major point or theme ..........................................1 Limit the number of words and use large, bold letters. .........................................1 Write titles that read like headlines.......................................................................2 Highlight key words and graphics ........................................................................2 Don’t mix horizontal and vertical formats ............................................................2 Keep a consistent mood .......................................................................................2 Use colors sparingly.............................................................................................2 Don't "over design" ..............................................................................................2

Overview ........................................................................................................................3 What Is A Presentation File ..........................................................................................3 Enhancements................................................................................................................4 Starting PowerPoint via COR.......................................................................................5

Step-by-Step ........................................................................................................5 Creating A Presentation................................................................................................7

Methods for Creating New Presentations .............................................................7 To Create a New Presentation with AutoContent Wizard .....................................8

AutoLayout..................................................................................................................12 Step-by-Step ......................................................................................................13

The PowerPoint Screen...............................................................................................15 To Display A Shortcut Menu .............................................................................15 To Turn Screen Tips On or Off ..........................................................................17

Adding Slides And Moving Around A Presentation ..................................................18 Methods for Adding and Deleting Slides............................................................18 Methods for Moving Around a Presentation.......................................................19

PowerPoint Views........................................................................................................20 Slide View .........................................................................................................22 Outline View .....................................................................................................22 Slide Sorter View...............................................................................................23 Notes Page View................................................................................................23 Slide Show.........................................................................................................24 To Change the View ..........................................................................................24

Entering and Enhancing Text .....................................................................................28 Skills Preview....................................................................................................28 To Remove Bullets From Text ...........................................................................29 Inserting a Text Placeholder...............................................................................30 To Demote and Promote Text In Bulleted Lists..................................................31

Selecting and Moving Text..........................................................................................33 Skills Preview....................................................................................................33

Table of Contents Arnold & Porter Training

ii Introduction to PowerPoint 97

To Select and Move Text in Outline View .........................................................33 To Select and Move Text In Slide View.............................................................36 The Active Placeholder ......................................................................................36 The Selected Placeholder ...................................................................................37

Page Setup in Presentations ........................................................................................39 Deleting and Rearranging Slides ................................................................................40

To delete a slide in Slide Sorter View: ...............................................................40 To select and move a slide: ................................................................................40 To Delete a Slide In Slide View .........................................................................41

Inserting a Word Table and an Excel Spreadsheet....................................................43 To create either a Word table or Excel spreadsheet: ...........................................43 To Reveal The Gridlines In a Word Table..........................................................45

Inserting Organization Charts....................................................................................47 To Create an Organization Chart........................................................................47 To Add a Box to an Organization Chart .............................................................49 To Delete a Box from an Organization Chart .....................................................49 To Change a Box's Position ...............................................................................49

Drawing Tools..............................................................................................................50 Creating Objects using the Drawing Tools .........................................................50 Moving and Sizing Drawing Objects..................................................................51 Working with Fills .............................................................................................51

Formatting Objects and Text......................................................................................52 Changing Object Shapes ....................................................................................52 Working with Arrows ........................................................................................52 Working with Line Styles ..................................................................................53 Working with Font Color ...................................................................................54 Rotating Objects ................................................................................................55

Grouping Objects ........................................................................................................56 To Group Objects: .............................................................................................56 To Ungroup Objects:..........................................................................................58

Ordering The Position Of Objects (Foreground vs. Background) ............................59 To Change The Appearance Order of Objects ....................................................60

Using Clip Art..............................................................................................................61 To insert a Clip Art ............................................................................................61

Adding Slide Transitions to a Slide Show...................................................................65 To Set Transition Effects ...................................................................................65

Running a Slide Show..................................................................................................66 Starting a Slide Show on Any Slide....................................................................66

Printing a Presentation................................................................................................67 To Print Slides ...................................................................................................67 To Print an Outline ............................................................................................68

Introduction To PowerPoint

Objectives In this workshop you will learn how to create presentations with supporting information by learning the following tools: • Tips on making effective presentations • Starting PowerPoint via COR • Selecting a presentation using templates and AutoLayout with placeholders • PowerPoint views • Entering and enhancing Text • Entering and manipulating Graphics • Using organizational charts • Using drawing tools • Effective Slide transition • Print Presentations, Notes, and Outlines

Introduction to PowerPoint 97 Getting Started

Introduction to PowerPoint 97 1

Visual Guidelines for Presentations

Best Practice 1. Set your page options 2. Enter text objects 3. Insert graphics, clip art, etc 4. Apply templates 5. Apply transitions 6. Animations. 7. Rehearsal Timing

Following this process reduces the pain and agony that can arise when working on a presentation in a team environment. When working on a presentation solo, you may find it easier to have Steps 4-6 completed by our design specialists in the Document Processing Center (DPC). Design each visual to make one major point or theme The dominant idea or concept should jump out at the audience immediately, followed by bulleted summary information to support it. Limit the number of words and use large, bold letters. Use fewer than 45 words on each visual. A good guideline for text-based visuals is six to eight words per line and no more than five to seven lines per visual. Use only one font and use upper- and lower-case letters. Sans serif faces such as Arial and Helvetica are more readable when projected than serif faces such as Times New Roman. Edit out words you don’t need until each statement is as concise and to-the-point as possible

SerifSans-Serif

A comparison of fonts. Note the serifs are circled.

Getting Started Introduction to PowerPoint 97

2 Introduction to PowerPoint 97

Write titles that read like headlines Each visual title should shout out a specific idea or point, grab attention and titillate interest. "Quality in Plant #2" is informative, but "Quality Rises Dramatically at Plant #2" is both informative and dynamic. Highlight key words and graphics Use different color, size or text effect (bold or italics) to draw special attention to key words or ideas. But use them only for special emphasis. Mixing too many type faces, such as italic and bold and various fonts, creates excessive contrast and slows reading. Other techniques for drawing attention to key ideas include using arrows, asterisks or enclosing words or graphics in geometric shapes.

Don’t mix horizontal and vertical formats Stick with one or the other. A horizontal format is preferred because it appears larger and conforms to the TV and movie images we're all used to. Keep a consistent mood When you switch between starkly different design elements (colors, size or style) or content messages (between a deathly serious slide and a humorous one, for example) you give the audience mixed messages. Focus on being consistent in all areas of your presentation. Use colors sparingly Although color is effective for drawing attention to key points, don't overdo it. Never us more than three colors on one visual, and consider using the same three throughout your presentation for consistence. Use color s to contrast, highlight and differentiate categories, separate groups of data or call attention to a key point. In general, light-colored text against a dark background is easier to read from a distance than dark text on a light background. Don't "over design" Today's presentation software programs provide you an endless array of design options. Consider using the pre-designed templates these programs offer, and avoid radically changing backgrounds, colors, fonts, and borders unless you're customizing your presentation to your audience. When you're designing your visuals, remember that an elegant, simple design is always more effective than a jarring, flashy design. Make sure it isn't complex or busy. Don't squeeze all the text or graphics into a small area in the center. Spread your elements out and make everything as large as possible for quick, easy viewing.



Overview Microsoft PowerPoint is a presentation graphics program that produces dynamic and powerful slide shows containing text, graphics, and charts. It is used to organize, illustrate, and deliver business presentations. PowerPoint also provides pre-designed templates for popular types of presentations, and an AutoContent Wizard that builds a basic presentation based on the answers you give to a series of questions. What Is A Presentation File PowerPoint creates presentation files. These files can be used to make 35mm slides, transparencies, on-screen presentations, and documents. All of these presentations can be used in aiding visual communication of ideas. Each presentation is a collection of a limitless amount of slides, which are like pages in a document. Each slide must be assigned a layout, which will determine the type of placeholders applied to the slide. The assigned layout and placeholders will be discussed later in this manual. The presentation as a whole can be made up of slides, which can contain text, objects, graphics, or all three. Just as text and graphics can be saved in a Microsoft Word document with the file extension .DOC, these powerful presentation features can be combined under one presentation file saved with the file extension .PPT.



Enhancements PowerPoint offers extra aides or enhancements to the visual presentation. • Speaker’s notes can be created for each slide. This allows for text to be saved with

each slide for use when giving a speech along with the presentation.

Speaker’s Notes Entry screen A slide shown in Notes view. The speakers notes are listed below the

applicable slide • Audience handouts can be created for the presentation. By setting up a framework

for the information on the slide, handouts can be generated based on the styles used in the presentation. You can print handouts that show multiple slides on one page with discussion points.

• Printed Outlines can be generated from the “outline view” of the presentation which

you will be discussed in the View chapter of this manual.



Starting PowerPoint via COR To start PowerPoint click the presentation button from the COR navigator. You will then be presented with a dialog box that allows you to start a new presentation or open an existing one.

�Step-by-Step 1. To Open PowerPoint, click the Presentation button in COR Navigator.

2. From the Create a new presentation using: group, click on Template.



3. Click .

The New Presentation dialog box appears with various templates.

Note: An Arnold & Porter presentation template has been created along with the Microsoft versions. You can preview these by clicking on them and viewing them in the Preview section to the right of the New Presentation dialog box. 4. Click on the General tab and select Blank Presentation.



Creating A Presentation With the PowerPoint Startup dialog box, you can create a new presentation in one of three ways: using the AutoContent Wizard, using a template, or starting completely from scratch with a blank presentation. To create and format presentations in a snap, PowerPoint includes built-in presentations and templates. PowerPoint's templates, sometimes called presentation designs, include preset colors and designs but no content. The AutoContent Wizard, however, is a tool that contains sample content for commonly used presentation topics as well as an underlying template. Using the AutoContent Wizard, you can quickly create presentations to help you when recommending a strategy, conducting training, reporting progress, and so on. The AutoContent Wizard guides you through the planning stages by suggesting slide types, formats, and contents.

Methods for Creating New Presentations

Use This Method… To… AutoContent Wizard Create a presentation with the sample content

already included. AutoContent Wizard includes preset formats and color schemes, boilerplate text as a guide to customizing your slides, and a list of topics that determine the preset formats used.

Template Create a presentation using a predesigned slide layout formatted for a particular "look." Templates are also referred to as presentation designs. There are Arnold & Porter templates available for your convenience.

Blank presentation Create a presentation from scratch using AutoLayout and default font settings.

Open an existing presentation

Open a presentation that was previously created and saved.

Note: If you accidentally close PowerPoint's Startup dialog box, you can still use AutoContent to create a presentation. Choose File, New to display the New Presentation dialog box. Click the Presentation tab and then double-click AutoContent Wizard.



�To Create a New Presentation with AutoContent Wizard

1. Open PowerPoint and click the AutoContent wizard option and choose OK .

If PowerPoint is already open, choose File…New to display the New Presentations dialog box.

2. Click the Presentations tab and then double-click AutoContent Wizard.

The first of six AutoContent Wizard dialog boxes appears. Notice that the diagram on the left side of the dialog box helps chart your progress as you create a presentation. The buttons at the bottom of the dialog box help you move between AutoContent dialog boxes or even cancel the wizard.

The AutoContent Wizard leads you step-by-step through the

process of creating a presentation.



3. Click .

The next window of the AutoContent Wizard dialog box is displayed.

You can select a category of presentation types, then a specific

presentation from that category.

You can use this window to determine the presentation type—the type of presentation that best fits your needs. By default, all presentation types are shown in the list on the right side of the dialog box. You can limit the type of presentations listed by clicking one of the category buttons.

4. Click several of the category buttons and take a look at the list to see what types of presentations each category contains.

5. When you're finished experimenting, click the Projects category button.

In the list box, you should see all the presentations associated with this category.

6. Select Project Overview and click .

The third window of the AutoContent dialog box appears. You can use this window to choose the general type of output you want. If you plan to show the presentation to others (in a meeting, for example), you can select the Presentations, informal meetings, handouts option.



7. Select the Presentations, informal meetings, handouts option button, if necessary; then click .

The fourth window of the AutoContent Wizard dialog box is displayed. You use this window to choose the output type you want. PowerPoint selects the best template and color scheme combination to display your work depending on the output you choose. You can also decide whether to print handouts as part of your presentation.

8. Select On-screen presentation and choose Yes; then click .

The fifth window of the AutoContent Wizard dialog box appears, as shown in. You can use this window to enter information for the first slide of your presentation - the title slide. If your computer is set up specifically for you, you are designated as the user, and your name and company probably already appear in the bottom two text boxes. If not, you can type them when you type the title.

You can automatically create a title slide.

9. In the Presentation title box, select the text "Title goes here" by dragging the mouse pointer over it; then type Project Proposal.

The text you type replaces the selected text.

10. If necessary, select the text in the Your name and Additional information boxes, and type your name and the name of your company or school.



11. Click to advance to the final window of the AutoContent Wizard dialog box.

12. Read the displayed information and then click to view your presentation.

The AutoContent Wizard creates the presentation and displays it as an outline. Outline view is often the easiest to use when revising slide text. The information you typed is included in the title slide. The rest of the presentation is created as a series of slides with major topics and subpoints. These suggested topics serve as a blueprint for your presentation. Additionally, a miniature color slide, or thumbnail, is displayed so that you can see how the presentation will look when viewed in Slide view. Notice that PowerPoint also includes a special toolbar—the Outlining toolbar—along the left edge of the screen.

The AutoContent Wizard creates a

presentation in Outline view



AutoLayout When you create a new slide, PowerPoint displays a dialog box that prompts you to choose an AutoLayout.

The AutoLayout shows slide designs with Placeholders. Placeholders are boxes which contain preset formats for text, graphics, and objects. Placeholders are inserted on a slide by selecting a AutoLayout or by clicking a placeholder icon in the Standard toolbar. A slide can contain multiple placeholders. An example of a Placeholder follows:

Title Space Clip art/Graphic space

Bulleted list space



Placeholder Icon Placeholder Function Placeholder Name

Select an autolayout slide with this icon to insert a chart

Chart

Select an autolayout slide with this icon to insert a clip art.

Clip Art

or

Select an autolayout slide with this icon to insert a bulleted or

numbered list, or text.

Bulleted List or Text

Select an autolayout slide with this icon to insert an organizational chart.

Organization Chart

Select an autolayout slide with this icon to insert a table.

Table

There are many kinds of AutoLayouts to suit your presentation needs. A description of the AutoLayout slide selected appears in the lower right corner of the AutoLayout dialog box.

�Step-by-Step 1. Click on the AutoLayout slide that is shown above.

2. Click .



The AutoLayout slide you’ve chosen appears in the PowerPoint window.

The portions of the slide that apply to the content are labeled and ready to be filled. Simply click on the placeholder of the slide to add the desired information. Note that the placeholder on the right is for the bulleted list. The placeholder on the left is for clip arts and graphics (which will be discussed later). The placeholder at the top of the slide is for the title information. Keep in mind the AutoLayout slide is not a limitation. It is merely a guide. The placeholders (title, graphic, bulleted list) can be moved around or deleted from the slide to suit your needs.

Note: If you accidentally delete a placeholder, you can reapply it by selecting Format…Slide Layout or select Slide Layout from the Common Tasks bar and then selecting the original placeholder. Only the placeholder that is missing will be added.



The PowerPoint Screen The PowerPoint window contains elements similar to those found in other Windows applications. • The Title Bar: contains the name of the application and the name of the active

presentation. • Menu Bar: provides commands, grouped in menus, which instruct PowerPoint to

perform certain tasks. Some commands perform an action immediately; others display a dialog box that enables you to select options before the action is performed

Scrollbar

Scrollbox

StandardToolbar

Title Bar

Menu Bar

FormattingToolbar

Common TaskToolbar

View Buttons

Drawing Toolbar Status Bar

In addition to the menu bar, PowerPoint also provides shortcut menus, which list commands that are relevant to a particular object.

�To Display A Shortcut Menu 1. Place the mouse pointer on the object for which you want to display the

shortcut menu.

2. Click the right mouse button.



• Toolbar: The toolbars supplied with PowerPoint contain toolbar buttons that enable you to perform common tasks without using the menus. By default, the Standard, Formatting, Common Task, and Drawing toolbars are displayed when you start PowerPoint. Other toolbars are displayed automatically in different views. You can display as many toolbars as you want. You can also customize toolbars by adding or removing buttons. Toolbar buttons can be displayed as Color buttons or Large buttons.

Default PowerPoint Toolbars

The Standard toolbar contains frequently used PowerPoint commands such as: New, Open, Save, Print, Spell Check, Cut, Copy, Paste, Format Painter, Undo, Redo, Insert Hyperlink, Web Toolbar, Insert Word Table, Insert Excel Sheet, Insert Graph, Insert Clipart, New Slide, Slide Layout, Apply Design, Color/BW, Zoom, and Office Assistant.

The Formatting toolbar contains frequently used formatting commands, many of these may seem familiar from using Microsoft Word. The Formatting toolbar contains: Font, Font Size, Bold, Italic, Underline, Shadow, Left, Center, Right, Bullets, Increase Paragraph Spacing, Decrease Paragraph Spacing, Increase Font Size, Decrease Font Size, Promote, Demote, and Animation Settings.

The Drawing toolbar contains frequently used drawing tools such as: the Draw pop up menu which has drawing object controls such as flip, rotate, nudge, etc, Selection Arrow, Rotate, the AutoShapes pop up menu which contains handy preset drawings, Line, Arrow, Rectangle, Oval, Text Box, Word Art, Fill Color, Line Color, Font Color, Line Style, Dash Style, Arrow Style, Shadow, and 3-D.

• Status Bar: is displayed at the bottom of the PowerPoint window. The status bar

supplies current information, such as which slide is displayed and which design template you may be using.

• View Button: are located above the status bar and on the left side of the window. Clicking on one of these buttons displays one of five views: Slide, Outline, Slide Sorter, Notes Pages, and Slide Show.



When you place the mouse pointer over any button on any of PowerPoint’s toolbars, the button’s name is displayed in a small box. These boxes are called Screen Tips. As in other Microsoft applications, Screen Tips can be turned on or off.

Screen Tip

�To Turn Screen Tips On or Off

1. Choose Tools…Customize to display the Customize dialog box.

2. Click on the Options tab.

3. Check Show Screen Tips On Toolbars to turn them on, or uncheck it to turn them off.

4. Click Close



Adding Slides And Moving Around A Presentation Whether you rely on the AutoContent Wizard to create your presentations or you create them from scratch, you will want the flexibility of adding and deleting slides. The table below lists the methods you can use to add and delete a slide.

Methods for Adding and Deleting Slides To add a slide • Choose Insert, New Slide from the menu bar.

• Click the New Slide button on the Standard

toolbar. • Press +M.

To delete a slide • In Outline or Slide Sorter view, click to select

the slide and then press . • In Slide view, choose Edit, Delete Slide

While working on a presentation, you will need to move around the slides efficiently. To move around the slides in Slide view with the mouse, you can use the scroll bar buttons at the side of the screen.

The scroll bar buttons used to move around your presentation are circled above



Methods for Moving Around a Presentation Click and drag the vertical scroll (elevator) button to move quickly through the presentation.

Click either of the scroll up buttons to move one slide back through the presentation.

Click either of the scroll down buttons to move one slide forward through the presentation.

To move to the first slide use this keyboard command. + To move to the last slide use this keyboard command. + To move back one slide using the keyboard. To move forward one slide using the keyboard.



PowerPoint Views PowerPoint provides five ways to view a presentation: Slide, Outline, Slide Sorter, Notes Page, and Slide Show. These views give you flexibility in the way you view and work with your presentation. You can use the View buttons at the left end of the horizontal scroll bar to switch between views.

The PowerPoint View buttons.



View Button View Description

Slide Displays one slide at a time. Use this view when you want to insert or edit objects on a slide. This is the default view.

Outline Displays the presentation in an outline format. Use this view to edit the text in a presentation or to check the flow of ideas from one slide to another.

Slide Sorter Displays multiple slides at one time. Use this view to move, copy, delete, and insert slides.

Notes Page Displays each slide and any notes attached to it, one at a time. You can print these notes and use them as audience handouts when you give the presentation.

Slide Show Displays the slides as they appear during a slide show.

Note: You can also use the View menu commands to switch views

The two most commonly used screen views, especially as you develop the presentation, are Outline view and Slide view. Outline view displays text only, enabling you to make quick and easy changes to the presentation's text content. Outline view is also handy for making text changes because several slides are shown at once. Additionally, you can use Outline view to change text or reorder your slides.

In contrast to Outline view, Slide view displays only one slide at a time, but displays graphics and charts as well as text. This makes Slide view a good choice to use when you want to modify those elements on a slide.



Slide View

This view is for working with one slide at a time. In this view it is easy to work with text, graphics, and draw shapes.

Outline View This view is for working with the slide title and text in traditional outline form. Graphics cannot be inserted or modified in this view.



Slide Sorter View This view displays miniature versions of all slides, including text and graphics. Use this view to change the slide order, add transitions, and set timings for electronic slide shows. You can also insert and delete slides from this view.

Notes Page View This view displays a page where you can create speaker notes for each slide. The slide appears at the top and a placeholder for your notes appears at the bottom.



Slide Show This view displays your presentation as an on-screen electronic slide show. Slide shows start from the active slide in any view.

�To Change the View 1. In the open presentation, move the mouse pointer to any of the View buttons

on the left side of the Status Bar. In a second or two, a Screen Tip appears, indicating the name of the View button.



2. Place the mouse pointer on each of the other view buttons. A Screen Tip will identify each button.

NOTE: If the ScreenTips aren't displayed, choose View, Toolbars, Customize. In the Customize dialog box, click the Options tab and select the Show ScreenTips on toolbars check box. Choose Close when you're finished.

3. Click the Slide View button. The current slide appears on-screen, displaying the color, text, and graphics. If the horizontal and vertical rulers are displayed on your screen, you can turn them off by choosing View…Ruler.

You can use Slide view to display a slide's color, fonts, and graphics.



4. Click the Slide Sorter View button.

You can view the slides of the presentation on-screen in miniature. Notice that the Slide Sorter displays its own toolbar. Slide Sorter view is used to add, delete, or rearrange slides. Additionally, you can add slide transitions and animation effects in this view, by using the Slide Sorter toolbar.

Slide Sorter view displays your presentation as miniature slides.



5. Click the Notes Page View button.

Notes Page view is displayed. This view includes miniature slides along with space for speaker notes. You can print the notes and use them to remember key points while giving your presentation. You learn more about using speaker notes later.

You can use Notes Page view to type speaker notes.

6. Click the Slide Show button.

The presentation is displayed as a full-screen electronic slide show.

7. Click the left mouse button several times to advance through the slides.

Once you have viewed the entire presentation, PowerPoint displays Notes Page view, which was the last view you used before starting the slide show. Note: You can end a slide show at any time by pressing .



Entering and Enhancing Text When you first create a presentation, you have only a framework for adding text and graphics. In the previous lessons, you created a blank slide using the AutoLayout feature which provides you with a slide containing empty frames for graphics and text. Once this framework is chosen, you can use a number of ways to enter and modify the text itself so that the presentation becomes your own. In order to customize your slides, you may need to add a text placeholder. This lesson will cover inserting text placeholders along with creating bulleted lists. You may need to demote or promote text to arrange it logically or to increase or decrease the relative importance of your points. Because you can easily add and revise text in Slide view, you should switch to it before working with text.

Skills Preview

• Create a bulleted list.

• Add a text placeholder.

• Demote a Point (indent more) by clicking the Demote button on the Formatting toolbar, or press .

• Promote a slide (indent less) by clicking the Promote button on the Formatting toolbar, or press + .

Bullets are markers that make a list of items more readable. Bullets are also usually combined with indentation so that the related text wraps properly. PowerPoint makes it easy to add bullets to a slide because it automatically includes them as part of any text placeholder. To add bullets, just click in a text placeholder and begin typing. When you're done typing a line, you can press to create a new bulleted paragraph. You can also start a new line without a bullet by pressing + .



If you selected your placeholder from Autolayout, you may notice that a text placeholder displays bullets by default.

Text Placeholder showing bullets by default

The text placeholder will appear showing the first bullet ready for your text. However, there may be a time when you do not wish to show your text with bullets. You can easily remove the bullets by selecting the associated text and then clicking the Bullets button in the Formatting toolbar. You use the same button to add bullets to text again—just select the text and click the Bullets button a second time.

�To Remove Bullets From Text 1. Position the insertion point at the beginning of the bulleted list, press ,

and click at the end of the list.

Selected bulleted list



All the bulleted text is selected. Now you can remove the bullets.

2. Click the Bullets button.

Bullets are removed from all the paragraphs you selected. You can also add bullets by clicking the Bullets button again.

3. With the paragraphs still selected, click the Bullets button again.

Bullets are added to the selected paragraphs.

Inserting a Text Placeholder You may find it necessary to add another Text placeholder. This is helpful when you want to customize the slide beyond the configuration of the Autolayout placeholders.

This is done by clicking on the Text Box button in the Drawing Toolbar. Another way to achieve this is by selecting Text Box from the Insert menu. Keep in mind, an inserted text box does not appear with bullets. You can add

them yourself by clicking the bullets button.



There may be times when you want to increase and decrease the indentation and level of bullets in your list. This is easily achieved with the Promote and Demote buttons which

are located on the Formatting toolbar.

�To Demote and Promote Text In Bulleted Lists 1. Select the text by clicking and dragging.

The text you select is highlighted. Note: The Promote and Demote buttons can be active or inactive depending on the level of bullet you have selected. If you have selected the highest level of bullets (the default) then you cannot promote that bullet any farther.

Selected bulleted text



2. Click the Promote button on the Formatting toolbar. The text promotes to the default highest level.

A promoted bullet

3. To demote the text, with the text highlighted, click the Demote button.



Selecting and Moving Text In addition to entering text, you can easily change the order of the presentation's bullet points. The tasks of copying and moving text are facilitated by the Clipboard — a temporary area of memory that holds material that is cut (or copied) so that it can be pasted elsewhere. Before you cut or copy text, however, you must first select it. After it is selected, you can click the Cut (or Copy) button to place the selected text to the Clipboard. You move the insertion point to where you would like to place the text, and then click the Paste button to have the text moved (or copied) to its new location. You can also drag selected text to a specified location. You can move text more easily in Slide or Outline view.

Skills Preview

• Learn how to select text.

• Move text by selecting the text you want to move and choose Edit, Cut.

• Position the insertion point at a new location and choose Edit, Paste.

�To Select and Move Text in Outline View

1. In the open presentation, choose View…Outline.

The presentation is displayed in Outline view. Again, don't be concerned if PowerPoint places red, wavy lines under words, especially the names of individuals. Such words are not in PowerPoint's dictionary.

2. Use the vertical scroll bar so that you can view the slide to edit.

You can select a word, a subpoint, or the entire slide contents. The quickest way to select a single word is to double-click it.

3. Double-click the text.

The text is shown in reverse video to indicate that you have selected it . You can move this text by cutting it, which sends it to the Clipboard, and then pasting it to another location.

4. Choose Edit…Cut .

Alternatively, you can click the Cut button or press +X. The selected text is removed from the screen and sent to the Clipboard. Now you can position the insertion point where you want to place the text and then choose Edit, Paste.

5. Position the insertion point and choose Edit…Paste.



Alternatively, you can click the Paste button or press +V. The word is pasted at the location you indicated. In Outline view, you can also select a subpoint and then move it by using the Move Up or Move Down button on the Outlining toolbar.

1. Position the mouse pointer on the bullet for the subpoint. When the pointer changes to a four-sided arrow, click once.

The entire subpoint is selected. Now you can use the Move Down button to position the subpoint where you want it.

You can use the Move Up and Move Down buttons in Outline view.

2. With the subpoint still selected, click the Move Down button on the

Outlining toolbar.

The subpoint moves down one line in the presentation. Likewise, you can move the subpoint up.

3. Click the Move Up button on the Outlining toolbar.

The subpoint moves back to its previous location. You can also select a main point and then move it. When you select a main point, all the subpoints are automatically selected as well.



4. Click a bullet for a main point.

The main point, and all the related subpoints are selected.

When you select a main point, all subpoints are also selected.

5. Click the Move Down button three times.

The information is moved down three lines.

6. Save your presentation if necessary.



To Select and Move Text In Slide View In order to select and move text in Slide view, you must understand the difference between a Selected Placeholder and an Active Placeholder. The Active Placeholder When you click on the text in a placeholder, the placeholder becomes active. Selection handles or pulling points appear around the placeholder and the insertion point or cursor appears in it. This is your opportunity to edit the contents of the placeholder.

A slide showing a place holder in Active mode. It is very important to notice the border that makes up the placeholder. The look of the border will tell you which selection mode you are in (active or selected).



The Selected Placeholder The Selected Placeholder allows you to move and resize your placeholder allowing for more space or a better arrangement of the text block. When the placeholder is in selected mode (as opposed to active) you may notice a subtle change in the design of the border.

A slide showing a placeholder in Selected mode. Once the placeholder is a selected placeholder you are able to click on the border of the placeholder and drag the text to any location on the slide. You may also resize the text box by dragging on the handles, which are located on the edges of the border. In selected mode, you can also affect changes to the entire object in the placeholder. Selected mode lets you treat the placeholder as one contained object so you are able to copy or delete the entire placeholder. To delete the placeholder in selected mode, simply press or . The

pointer will change its shape depending on the handle you are passing over at the time. The available directions for pulling are shown by the pointer.



Note: At times it may be necessary to resize the placeholder to view its contents. If the contents of the placeholder are not showing, in selected mode, click on one of the handles on the sides of the placeholder and drag to resize the placeholder to reveal its contents. This is also helpful in controlling line breaks with text. In summary, the most important distinguishing features of active and selected placeholders are as follows:

In Selected mode: In Active mode: You can resize, delete, and drag to move the placeholder.

You can resize the placeholder and edit its contents.

The selected border appears like this:

The active border appears like this:

Note: To quickly change from active to selected mode, click on the border of the placeholder. To switch back to active mode, click on the contents of the placeholder. Note: Selected mode is useful for handling text in a hurry. By copying a placeholder that contains text in the size and font you desire, you are able to quickly affect changes to its contents after pasting a copy of the placeholder. The formatting is copied with the placeholder. Only the text needs to be changed.



Page Setup in Presentations PowerPoint handles slides in a presentation almost like pages in a document. The slides can be reoriented to fit different views, displays or pages. Also note below, that notes, handouts, and outlines can be oriented independently from the slide itself. This is handy for printing on standard letter sized paper.

Options for the slide’s use can be chosen from the Slides sized for: drop down box.



Deleting and Rearranging Slides Deleting and rearranging slides is as easy as drag and drop. This is best achieved in Slide

Sorter View.

Slide sorter view with slide 3 selected

�To delete a slide in Slide Sorter View:

1. Click on the slide to be removed. (See Slide 3 in above diagram). When the slide is selected, it has a black border around it.

2. Press or to remove the slide.

�To select and move a slide:

1. Click on the slide to be moved.

2. Drag the slide to its new location. A vertical bar appears as a guide. The slide will be inserted to the left of it.

Note: As in the other office applications the Cut or Copy and Paste buttons will copy

and move as needed .



�To Delete a Slide In Slide View 1. Display the slide to be removed. 2. Choose Edit…Delete Slide

Introduction to PowerPoint Working with Pl aceholder


Inserting a Word Table and an Excel Spreadsheet Entering a Word table or Excel spreadsheet is as simple as working with these things in their native software packages. If you are remotely familiar with tables in word and excel spreadsheets, these skills will come in handy to create quick and easy results in PowerPoint. These features function as if you were using Word or Excel.

�To create either a Word table or Excel spreadsheet:

1. Click and hold the button down on the Excel spreadsheet or Word Table button in the Standard PowerPoint toolbar.

2. Drag out to the amount of cells you will need in your spreadsheet or table.

Insert Word Table dragged out for a 2 x 3 table.

Working with Placeholders Intr oduction to PowerPoint


An Excel spreadsheet or, in the case of this illustration, a Word table will appear in a placeholder with the amount of cells you specified when dragging the mouse. Here we have created a 2 row by 3 column table.

Margins betweencolumn 2 and 3

Margins betweencolumn 1 and 2

Row Indicators

As in Word tables you may need to show the gridlines to make navigating around your table easier. The Menu bar will change to a familiar configuration similar to the Menu bar in Word when handling tables. The Table menu is laid out similar to the Word table menu.



�To Reveal The Gridlines In a Word Table 1. With the Word table and placeholder active, click the Table menu.

2. Click on Show Gridlines.

An inserted Word table with non-printing gridlines revealed.



Note: To make the gridlines visible upon printing, you must create table borders around the cells. This feature functions identically as in Word. You can select your table border styles by clicking on the table borders button on the

toolbar. Inserting an Excel spreadsheet mimics the same characteristics as if you were working in Excel.

A 2 row x 3 column Excel Spreadsheet. The inserted Excel spreadsheet acts somewhat differently then the inserted Word table in that the size of sheet can be changed by simpling dragging the handles on the placeholder.



Inserting Organization Charts PowerPoint comes with an application called Microsoft Organization Chart, which helps you to create organization charts. When you open Microsoft Organization Chart, it displays a chart template containing boxes. Each box has placeholders for a name, title, and comments. You enter data by selecting a box and typing over the field labels.

�To Create an Organization Chart 1. In Slide view, display the slide you want to add an organization chart to.

2. On the Insert menu, point to Picture, and then click Organization Chart .

Microsoft Organization Chart appears with a template for your organization chart appears.



Microsoft Organization Chart

3. Click on the box in which you want to enter information.

4. Click again to display all of the fields, or start typing to enter data.

5. Press to move to the next line or field.

The Microsoft Organization Chart window contains its own menu and toolbar. You can use the buttons on the tool bar to add boxes to a chart.

Selection Arrow To select and make active the box you

wish to edit.

Text To edit the text in the box.

Zoom To zoom in on the chart.

Subordinate To create a subordinate box.

Co-worker To create a co-worker box (left and right

for your convenience)

Manager To create a manager box.

Assistant To create an assistant box to the side.

To return to PowerPoint, choose Exit and Return to Presentation on the Organization Chart File menu.



Note: PowerPoint comes with a slide layout that includes a placeholder for an organization chart. To use this layout, click Slide Layout on the Common Tasks toolbar, click the Organization Chart layout, and then click Apply.

�To Add a Box to an Organization Chart 1. Click on the appropriate box-type button. 2. In the chart, click on the box to which you want to attach the new box.

Over time, you might need to change an organization chart. For example, you would change the chart if an employee had left the company or had changed positions within the company structure.

�To Delete a Box from an Organization Chart 1. Select the box that you want to delete. 2. Press or

�To Change a Box's Position 1. Place the mouse pointer over the box to be moved. 2. Click and drag the box over the lower portion of the new manager or co-

worker position (until the box is highlighted and the mouse pointer changes shape).

Note: Be careful not to drag the box directly over the new manager or co-worker position because this will result in replacing that position.

3. Release the mouse button.



Drawing Tools Drawing objects are handled like other PowerPoint objects. You can duplicate, size, move, cut, and paste drawn objects. You can also add attributes, such as borders, color, and shadows, to drawn objects. You can align and rotate drawn objects, and you can add text to the shapes you draw.

The Drawing Toolbar

The Drawing toolbar is one of the default toolbars displayed when you start PowerPoint. It contains various tools to draw boxes, lines, and circles, and tools to alter those objects. The Drawing toolbar also contains two buttons, Draw and AutoShapes. If you click on the Draw button, a pop-up menu is displayed with 12 submenus. These submenus enable you to group and ungroup, rotate and flip, and move objects in front of or behind each other, among other options. The AutoShapes button can be used to select from over 150 shapes to draw on a slide. Note: You can move any toolbar by pointing between the buttons and dragging or by dragging its title bar. You can assign attributes to an object before or after you draw the object. Attributes include fill colors, line colors and styles, and shadows.

�Creating Objects using the Drawing Tools 1. From the Drawing toolbar, select the drawing tool that you want to use. 2. Move the mouse pointer to where you want to begin the object.

The mouse pointer changes to a crosshair.

3. Drag the crosshair until the object is the desired shape and size.

4. Release the mouse button. The object is completed and is automatically selected. Note: Holding down the key as you draw constrains an object's angle. This enables you to draw a circle with the Oval tool, a square with the Rectangle tool, and a staight line with the Line tool.



Moving and Sizing Drawing Objects The most important thing to remember when you are moving an object is to place the mouse pointer inside the object if it is a filled object, or on the object's selection border it if has no fill. Do not place the mouse pointer on one of the resize handles; you might change the shape and size of the object.

Resize handles on a filled object

Working with Fills When you create an object with PowerPoint's drawing tools, default colors and fills are applied. A Fill is anything that fills in a closed shape or object. You can change the default color and fill; you can add a pattern or a shadow; and you can change the style of the line surrounding the object. You can also "unfill" an object so you can see what is behind the object. If an object has attached text, you can format the text for greater contrast against the object's fill color. To change a fill color, click on the down arrow button next to the Fill button. To apply the color currently showing on the Fill button, simply click

on the Fill button while the object to fill is selected. (Note that in the previous button illustration, the current fill color is the colored line under the paint bucket on the fill button).

• No Fill To remove any fill thus making the object's fill

transparent. • Automatic Use the default color setting • Fill Effects… Gradient shade blend, Textured fill, Patterns of

low resolution hatch marks, Picture fill of your creation or choosing (must be a graphic file format such as .JPG, .TIF, .GIF, .BMP, etc.

• More Fill Colors… Displays a colors dialog box for a larger selection

of fill colors.



Formatting Objects and Text

You can enhance the appearance of a drawn object by changing its attributes, such as fill color and shadow. In addition, you can alter the perspective of a drawn shape by using the Free Rotate tool on the Drawing toolbar or by clicking on the Draw button and choosing one of the choices in the Rotate or Flip submenu.

�Changing Object Shapes To change the shape of any object drawn with the Oval, Rectangle, or AutoShapes tools: 1. Select the object by clicking on it.

2. Click on the Draw button in the Drawing Toolbar.

3. Choose Change AutoShape.

4. From the cascading submenu, choose a shape to replace the old one. Working with Arrows At times you may need to create a pointer or arrow to focus attention on some

point or graphic. To do this you would use the arrow object. Working with arrows is as easy as clicking a starting point and dragging to the location where you want the arrow head. Sometimes you may need to format the arrow head to point the other direction or have a thicker or dashed line. This would be covered in the next part on Line Styles.



Working with Line Styles There are three tools available in the Drawing toolbar to format line styles. To make changes to the line style, use these tools when the line to alter is selected.

Line Style Changes the thickness (point size) of a line.

Dash Style Changes a regular line of any point size to a

particular dashed or dotted style.

Arrow Style Change the direction or style of an arrow.

You may also want to change the color of the line. For that, PowerPoint offers the Line Color tool in the Drawing toolbar. To change a line color, click on the down arrow button next to the Line Color button. To apply the color currently showing on the Line Color button,

simply click on the Line Color button while the object to color is selected. (Note that in the previous button illustration, the current line color is the colored line under the paint brush on the Line Color button).

• No Line To remove any color thus making the object's line

transparent. • Automatic Use the default color setting • Patterned Lines… Patterns of low resolution hatch marks so your

line will have a different texture of dashes. • More Line Colors… Displays a colors dialog box for a larger selection

of line colors.



Working with Font Color You can change the color of any text object simply by clicking on it (selecting it) and clicking on the Font Color button in the Drawing toolbar. To change the color of text, click on the down arrow button next to the Font Color button. To apply the color currently showing on the Font Color button, simply click on the Font Color button

while the text to color is selected. (Note that in the previous button illustration, the current font color is the colored line under the letter "A" on the Font Color button).

• Automatic Use the default color setting • More Font Colors… Displays a colors dialog box for a larger selection

of font colors.



Rotating Objects To allow freedom of placement when using drawing or text objects, it may become necessary to rotate them. This is easily performed with PowerPoint's Object Rotation options. First, make sure the object(s) you wish to rotate are selected (click to select). There are two methods of rotation that need to be addressed. The first rotation tool is the Rotate or Flip options in the Draw menu. This allows a preset way to reorient your objects quickly without worrying about increments of degrees.

The Rotate or Flip option in the Draw menu • Free Rotate Works like the Free Rotate button on the Drawing

toolbar allowing you to drag the rotation of the object allowing for ANY variance in rotation.

• Rotate Left • Rotate Right

Rotate the object in 90 degree increments in a right or left direction.

• Flip H orizontal • Flip Vertical

Flips the object 180 degree increments in a horizontal or vertical perspective.

The second rotation tool has already been

mentioned. The Free Rotate button on the tool bar and in the Draw menu (as shown above) will allow rotation the object by clicking and dragging on rotation handles that appear on the object.

Rotation Handles



Grouping Objects

There may be times when two objects will need to be handled or viewed as a single object. You may have to move or copy the objects together. PowerPoint offers a command to group objects together to handle them as one unit. It's as simple as selecting the objects and using a command. The benefits of grouping objects will be seen later when animating objects, resizing, moving, and copying.

�To Group Objects: 1. With the mouse in Select Mode (the arrow in the Drawing toolbar should be

active ) drag a selection region around the objects you wish to group.

Note: Anything outside of the dotted selection area will not be included in the selection.

Dragging to select the objects to group



Selected objects to group

2. With the objects to group selected, click on the Draw menu in the Drawing toolbar.

3. Select Group

Selecting the Group command



The Grouped Objects

The grouped objects now act as one object. When dragging the handles, both objects will resize. When moving the object, they will now move together.

�To Ungroup Objects: 1. Select the object.

2. Click the Draw menu in the Drawing Toolbar.

3. Select Ungroup.



Ordering The Position Of Objects (Foreground vs. Background) Sometimes objects may need to overlap in a certain viewable priority. This can be used for special effect. You could help dramatically reveal or enhance significant points or graphics in your presentation. In the below example, you have a graphic object (a banner) that you want to have supporting your text object ("Ordering Objects"). Because the banner was created AFTER the text object, placing the banner on the text object would place it on TOP of the text. This would eclipse the text making it unreadable.

The two objects. Note the oval on the left

is part of the master slide Placing the banner on the text will eclipse

the text To keep this from happening and give you the results you want, PowerPoint has a command called Order.



�To Change The Appearance Order of Objects

1. Select the object you wish to rearrange by clicking on it 2. Click on the Draw menu in the Drawing Toolbar 3. From the menu select Order.

4. Click the desired direction to order your object.

The graphics object reordered behind the text object



Using Clip Art The PowerPoint program includes a good selection of electronic clip art in its Clip Gallery that you can use to enhance your presentation. Including clip art on a slide can help hold audience attention and reinforce your main points. The Clip Gallery that comes with PowerPoint includes a variety of pictures for personal and business use. You can also purchase additional clip art if you want more choices. After clip art is placed on a slide, you can change its location, size, and appearance. Clip art can also be ungrouped into its component parts so that you can work with each part as an individual object. For example, you can recolor parts of a map to highlight data associated with it.

�To insert a Clip Art

You can use the clip art placeholder to access the Clip Gallery.

1. Double-click the clip art placeholder.

The Microsoft Clip Gallery dialog box is displayed, with a graphical list of available images, as shown below. (The Clip Gallery on your computer may list different pictures from those illustrated in this project, depending on what art has been installed.) Once you are in the Clip Gallery, you can view all the available clip art or select a specific category to limit the display.



The Microsoft Clip Gallery dialog box displays the available images.

2. Click the desired category, select the image indicated below, and click

.

You can choose from a variety of clip art.

The selected image is placed on the slide. The white selection handles indicate that the image can currently be resized, moved, or deleted in the same way as the drawn objects. You can easily replace the clip art on your slide with another clip art image. Just double-click the clip art to access the Clip Gallery; then choose another image. Try replacing the picture now.



3. Double-click the clip art on your slide.

The Clip Gallery is displayed.

4. Choose any category and picture you want; then click .

The clip art you originally selected is replaced by the new image. You can also insert clip art on a slide that doesn't have a clip art placeholder.

To do this, you use the Insert Clip Art button. Note: After the picture is on the slide, you can recolor the picture to emphasize information. Select the image and choose Format, Picture. Click the Picture tab in the Format Picture dialog box and choose Recolor. In the New area, click the drop-down arrows for the colors you want to change; then choose a new color. You can preview your changes in the Recolor dialog box. When you're satisfied with your choices, close the Recolor Picture and Format Picture dialog boxes.

Introduction to PowerPoint Finalizing Your P resentat ion


Adding Slide Transitions to a Slide Show A transition is defined as the activity of moving from slide to slide. For each slide, you can set a different transition effect and how fast the transition will take place.

�To Set Transition Effects

1. Switch to Slide Sorter view

2. Select the slide.

3. On the Slide Sorter toolbar, click on the Slide Transition button.

4. From the Effect drop-down list box, select a transition effect.

5. Select a speed (Slow, Medium, or Fast) for the transition effect.

6. Click on Apply.

Slide transition dialog box

Note: You can apply the same transition to all the slides in the show by clicking on Apply t o All. The activation of the transition can be triggered in real time by clicking on the mouse during the presentation or you can have the transition take place on a timed basis. The Advance field in the Transition dialog box gives the option to advance on mouse click or automatically after a user specified amount of seconds.

Finalizing Your Presentation Intr oduction to PowerPoint


Running a Slide Show When a slide show is running, you can display a shortcut menu by clicking the right mouse button. For example, you can choose Go To to move to any other slide in the presentation or view a hidden slide, choose the Pen to draw on the slide, or choose End Show to return to the PowerPoint window. Other menu choices are also available. You can also type the letter B to blank the screen. This key works as a toggle, so pressing B a second time will display the slide again.

�Starting a Slide Show on Any Slide In most instances, you will want to start your slide show at the first slide in your presentation, but PowerPoint enables you to start a slide show on any slide. For example, you might decide that the first two slides of your nine-slide presentation are not needed. You can then start the slide show on Slide 3. To start a slide show on any slide: 1. In Slide view or Slide Sorter view, move to the slide that you want to start the

slide show.

2. Click on the Slide Show button or choose View…, Slide Show. The slide show will start with the selected slide and continue to the last slide in the presentation.

Introduction to PowerPoint Finalizing Your P resentat ion


Printing a Presentation In PowerPoint, you can print an entire presentation in color or in black and white, and in gray scales including slides, outlines, speaker notes, and handouts. You can select the number of copies you want to print, as well as choose whether or not to collate the printed material. You can print copies of the slides at any time while building a presentation. However, printed copies are particularly useful during the initial design phase when you can judge the design and content and then use the copies as layout sheets.

�To Print Slides

1. Select the File menu

2. Select the Print… command.

The Print dialog box opens.

3. Select the Print what drop down list.

4. Select Slides.

5. Click OK .

Finalizing Your Presentation Intr oduction to PowerPoint


You can print an outline of your presentation. The printed outline displays the contents of each slide as it appears on screen in Outline view. For example, if the outline on the screen is collapsed to display only the slide titles, the printed outline will include only the slide titles.

�To Print an Outline 1. Select the File menu.

2. Select the Print command.

3. Select the Print what drop down list.

4. Select Outline View.

5. Select OK .

Just by simply selecting the appropriate option from the Print what drop down list in the Print dialog box (shown on previous page), you can print slides, outlines, handouts, and notes pages.

Introduction to PowerPoint Appendix


Visual Guidelines

Appendix

introduction to powerpoint 97 - ctrl z studiointroduction to powerpoint 97 getting started...

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