power point 2007 user manual ver1

8/3/2019 Power Point 2007 User Manual Ver1

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University of Colombo School of Computing

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Microsoft PowerPoint 2007

1. Presentation Software Packages

A presentation package, such as Microsoft PowerPoint, is often used to generatepresentation contents to support speeches, public presentations or to tell stories. Atypical presentation package provides three main features;

A slide show system to display the content in a liner manner. An editor to create/edit content. A graphical system to add graphics.

A good presentation establishes an effective communication between the speakerand the audience.

There are many presentation packages in the market today. Few of the Popular

Presentation Packages are;

Microsoft PowerPoint.

Lotus Freelance.

Corel Presentation.

Impress (FOSS).

What is Microsoft PowerPoint?

It is a presentation software package.

It helps us to Design, Create and Edit presentations and also to makePrinted Handouts.

With Microsoft PowerPoint, you can create attractive and exciting slide showpresentations. Also, you can use slide shows to illustrate your presentations.


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Microsoft Office Button

In the upper-left corner of the PowerPoint window, is the Microsoft Officebutton. When you click the button, a menu appears. You can use this menu tocreate a new file, open an existing file, save a file and to perform many other

tasks.

Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar.The Quick Access toolbar provides you with access to

commands you frequently use. By default, Save, Undo, and Redo appear on theQuick Access toolbar. You use Saveto save your file, Undoto rollback an action youhave taken, and Redoto reapply an action you have rolled back.

The Title Bar

The Title bar is located at the top,center of the PowerPoint window.The Title bar displays the name of

the presentation on which you are currently working. By default, PowerPoint namespresentations sequentially, starting with Presentation1. When you save your file, youcan change the name of your presentation.

The Ribbon

The ribbon consists of the following components;

1 Tabs

2 Command Group

3 Command Buttons

4 Dialog Box Launcher

You carry out actions in PowerPoint by executing commands. In PowerPoint 2007,you can use the Ribbon to issue commands. The Ribbon is located at the top of thePowerPoint window, below the Quick Access toolbar. At the top of the Ribbon areseveral tabs. Clicking a tab causes several related command groups to be displayedin the Ribbon. Within each group are related command buttons. You click buttons toissue commands or to access menus and dialog boxes. You may also find a dialogbox launcher in the bottom-right corner of a group. When you click on the dialog boxlauncher, a dialog box appears on the screen providing additional commands.

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Rulers

Rulers are vertical and horizontal guides. You can use rulers to determine where youwant to place objects. If the rulers do not display in your PowerPoint window;

Click the View tab

Click Ruler in the Show/Hide group

Slides, Placeholders, and Notes

Slides appear in the center of the window. You create your presentation on slides.

Placeholders hold the objects in your slide. You can use placeholders to hold text,clip art, charts and more.

You can use the notes area to create notes to yourself. You can refer to these notesas you continue with your presentation.

View Buttons

The View buttons appear near the bottom of the screen. You use the View buttons tochange between Normal view, Slider Sorter view and the Slide Show view.

Normal View

Normal view splits your screen into three major sections; the Outline andSlides tabs, the Slide pane and the Notes area. The Outline and Slidestabs are on the left side of your window. The Outline tab displays each slide

1) Slide

2) Placeholders

3) Notes1

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of your presentation as an outline made up of the title and main text. Themain text is indented under the slide title. The Slides tab displays athumbnail for each slide in your presentation.

The Slide pane is located in the center of your window. It shows a large viewof the slide on which you are currently working.

The Notes area appears below the Slide pane. You can type notes toyourself in the Notes area.

Slide Sorter ViewSlide Sorter view shows thumbnails of all your slides. In Slide Sorter view,you can easily add, delete, or change the order of your slides.

Slide ShowSlide Show enables you to view your slides, as they will appear in your finalpresentation. In this view the following keys can be used to control the slideshow.

Esc Returns you to the view you were using previously.

Left-clicking

Moves you to the next slide or animation effect. When youreach the last slide, you automatically return to yourprevious view.

Right-clicking

Opens a pop-up menu. You can use this menu to navigatethe slides, add speaker notes, select a pointer, and markyour presentation.

Zoom

Allows you to zoom in and zoom out the window. Zooming in makes the windowlarger so you can focus on an object whereas zooming out makes the windowsmaller so you can see the entire content of your slide.

You use the Minimize button to remove a window from view. While a window isminimized, its title appears on the taskbar. You can click the Maximize buttonto cause a window to fill the entire screen. After you maximize a window, clicking theRestore button returns the window to its former smaller size. Click the Closebutton to close the window and to exist from the PowerPoint program.

Closing a Presentation

Click the Office Button.

Click Close.


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3. Basic PowerPoint Operations

Create a Blank Presentation

This choice allows you to create a new presentation using default settings.

1. Start PowerPoint.2. Click the office button.3. Click New.4. Select Blank Presentation.5. Click Create button.

The following screen shots illustrate the process.

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Create a title slide

When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. Youcan type the title of your presentation and a subtitle on this slide.

To enter text:

1. Click and type the title of your presentation in the "Click to add title" area.2. Click and type a subtitle in the "Click to add subtitle" area.

Saving a Presentation

1. Click the office button.2. Click Save.

OR

Press (Ctrl + S) on the keyboard.

OR

1. Click the save button on the Quick Access Toolbar.2. Then select the Drive and location (folder) you want to save by clicking on the

Save in combo box.3. Type the file name.4. Click the Save button.

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Opening an Existing Presentation

1. Start PowerPoint.2. Click the office button.3. Click Open.

ORPress (Ctrl + O) on the keyboard.

4. Each method will show the following open Dialog Box.5. Choose the file and click the Open Button.

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Renaming Presentation

To rename a presentation while using the program,1. Click the Office Button2. Select Open and find the file you want to rename.3. Right click on the file name with the mouse and select Rename from the

shortcut menu.

4. Type the new name for the file and press the Enter Key

Save a Presentation as a Different File Type

Open the presentation you want to save for use in another program1. Click the Office Button.

2. Click Save As.3. In the file name box, type a new name for the presentation.4. In the Save as type list, select a file format that you want.5. Click Save button.

Design Template

This choice allows you to create a new presentation based on one of the templatessupplied by Microsoft. You can preview any of these templates by selecting it.

1. Click the office button2. Click New3. Select Installed Templates

4. Select a Template with different background and text formatting5. Click Create button

Save a Presentation as a Template

1. Select one of the above steps to save2. Select Save as type Template3. Click the Save button


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4. Modifying Presentations

Add New Slides

After completing your title slide, you can create additional slides. To create a newslide;

1. Choose the Home tab from the Title Bar.

2. Click the New Slide button in the Slides group.The Office Theme dialog box appears anddisplays several layout templates

3. Click the layout you want

4. To add text, click inside the placeholder and typetext

Slide Layouts

A typical PowerPoint presentation comprises of a collection of slides. The content ofeach slide is organized by using a slide layout. PowerPoint provides many layouts toorganize the slide contents.

Applying a Slide Layout to a Slide

1. Select the slide that you want to change the layout.2. Click on the right mouse button.3. From the pop-up menu select Layout.4. Click on the layout you want to apply.

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Use Two-Column TextYou can also place text in two separate columns.

1. Choose the Home tab2. Click the New Slide button in the Slides group. The Office Theme dialog box

appears

3. Click the Two Content layout.

ThemesA theme is a set of colors, fonts, and special effects. Themes provide attractivebackgrounds for your PowerPoint slides.

Applying a Theme to all slides in a presentation

1. Choose the Design tab from the Title Bar.

2. Click the More buttons in the Themes Group.3. Click on the design you want.

Applying a Theme to Selected Slides

1. Click the Slides tab, located on the left side of the window.2. Hold down the Ctrl key and then click on the slides, one by one, to which you

want to apply a theme.3. Choose the Design tab.4. Right-click on the theme you want to apply.

Adding a Background

1. Choose the Design tab.2. Click the Background Styles button.3. Click the background you want.

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Themes Group

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Running a PowerPoint Slide Show

After creating your slides, you can present your slides by using this feature by usingany of the following methods.

Press F5 or

Choose the Slide Show tab. Click the From Beginning button in the StartSlide Show group or

Click the Slide Show icon in the bottom-right corner of your screen.

Your slide show appears on your screen.

Navigating the Slide Show

Task Procedure

Go to the next slide Do one of the following: Press the Right Arrow key Press the Enter key Press the Page Down key Click the Left mouse button on the

slide

Go to the previous slide Do one of the following: Press the Left Arrow key Press the Backspace key Press the Page Up key

End the slide show and returnto PowerPoint

Press the Esc key

Slide Sorter View

Once you have created your PowerPoint slides, you can move, cut, copy, paste,duplicate, navigate and view your slides in Sorter view. To view the slides in Sorterview, do one of the following:

Choose the View tab and then click the Slide Sorter button in thePresentation Views group or

Click the Slide Sorter button in the bottom-right corner of the PowerPointwindow.

Slide Sorter View Navigation

Task Procedure

Move to first slide. Use Ctrl+Home.

Move to last slide. Use Ctrl+End.

Move to next slide. Use the right arrow.

Move to previous slide. Use the left arrow.

Select a slide. Single-click the slide.

Open a slide in Normal view. Double-click the slide.


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Task Procedure

Select slides. Select a single slide:

Click the slide you want to select.

Select multiple slides: Hold down the Ctrl key.

Click on the slides you want toselect.

Delete slides. Select the slide or slides you want todelete.

Press the Delete key or

Select the slide or slides you want todelete.

Choose the Home tab and then click

the Delete button .

Copy a slide. Select the slide.

Choose the Home tab.

Click the Copy button

Select the slide.

Press Ctrl+C.

Paste selected slides. Select the slide after which you wantthe new slide or slides to appear.


Click the Paste button or

Select the slide after which you wantthe new slide or slides to appear.

Press Ctrl+V.

Cut a slide. Select the slide or slides you want tocut.


Click the Cut button in theClipboard group.

Select the slide or slides you want to

cut. Press Ctrl+X.

Move a slide. Select the slide (or slides) you wantto move.

Drag it to the new location.

Duplicate a slide. Select the slide (or slides) you wantto duplicate.

Press Ctrl+D.


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Task Procedure

Hide a Slide (from SlideShow)

Select the slide or slides to hide.

Choose the Slide Show tab.

Click the Hide Slide icon.

Slide Master

If you want to modify more than half of the slides in your presentation, you canmodify the Slide Master. The Slide Master enables you to define the default formatfor title and text objects for all the slides in the presentation.

Modify the Slide Master1. Choose the View tab.2. Click the Slide Master Button in the Presentation Views group.

3. Apply the formatting you want by clicking inside the appropriate area.

Note: Text you see inside Slide Master is not for editing. Just apply the formattingyou want.

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5. Drawings and Inserting Objects

The drawing toolbar allows you to add illustrations and diagrams into yourpresentations. The Drawing toolbar has many tools that can be used to draw,manipulate and format different kinds of drawings.

Creating Shapes

1. Choose the Insert tab.2. Click the Shape icon in the Illustrations group. A list of shape types appears.3. Click the shape type.4. Move the mouse pointer to the place in your document where you want to

include drawing (the pointer will be cross-shaped).5. Click the mouse inside the presentation at the place where you want the

object to appear.


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Resizing an inserted object

After inserting the drawing you can change its size easily.

Click on the object. A number of resize handles appear around the object.

Clicking on one of the resize handles and holds down the left mouse button.

While holding down the left mouse button drag the mouse to resize the object.

Release the left mouse button to finish the action.

Dragging a side handle alters the object only in that dimension, whilst dragging a

corner handle resizes the object both horizontally and vertically.

Moving an inserted object

Move the mouse inside the object. The cursor shape changes when the mouse isinside the object.

While holding down the left mouse button drag the mouse to move the object tothe place you want.

Release the left mouse button to complete the action.

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Resize handles


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To Rotate a Selected Object

Click on the object.

Move the mouse pointer on to the rotation handle. When the mouse is on the topof the handle the shape of the mouse pointer changes.

While holding down the left mouse button rotate the mouse to rotate the object.

Also, you can reposition, resize, align or rotate Objects by :


Click the Arrange icon in the Drawing group. A list of shape types appears.

Select the sub type you want to apply .

Creating SmartArt Graphics

You can create complex graphics such as lists, processes, cycles, hierarchies,relationships etc. by using this feature.

1. Choose the Insert tab.2. Click the SmartArt icon in the Illustrations group. A smartart dialog box

appears.3. Choose the SmartArt type.4. Click Ok button. The drawing will be inserted in the current slide.5. Edit the drawing.

Rotation handle

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Adding Text to an Object

You can add text to many drawing object simply by clicking the object and thentyping the text. When you move the object, the text attaches to the object alsomoves with the object.

Adding special Text Effects

1. Choose the Insert tab.2. Click the WordArt icon in the Text group. A list of shape types appears3. Click the WordArt type.4. Then Type the Text.

Inserting Graph or Chart

You can either:

Create the graph in Excel and paste it on your slide, or

Use Chart option for creating the graph from scratch.

Inserting from Excel

Click the right mouse button somewhere on the chart you want to insert.

Select Copy icon in the Clipboard group.

Switch back to Power Point.

Right click on the graph placeholder.

Choose Paste icon in the Clipboard.

Creating a Graph from scratch on the current slide

In the slide, there is a graph placeholder. Double click on it. Or1. Choose the Insert tab.2. Click the Chart icon in the Illustrations group. An Insert Chart dialog box

appears3. Choose the Chart type and the sub type.4. Click Ok button.

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Once you click on the Ok button, Power Point will display the graph sampledatasheet and its corresponding graph

Drag through the rows in the data sheet that contains the sample data and deleteit by pressing Del or by right clicking and choosing Clear Contents

Enter your own data in the datasheet, just as you would in an Excel spreadsheet.The graph window will graph your data as your enter it.

Format your graph using the menus.

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6. Animations and Transitions

You can animate the objects on your PowerPoint slides. Animations control howobjects move around your slides. Transitions control how your presentation movesfrom one slide to the next.

Add Animations

PowerPoint provides four types of animations: Entrance, Emphasis, Exit and MotionPaths.

An Entrance animation determines the manner in which an object appears ona slide. For example, an object can move onto a slide.

An Emphasis animation does something to draw attention to an object. Forexample, the object can become larger.

An Exit animation determines the manner in which an object leaves a slide.For example, an object can move off a slide.

A Motion Paths animation determines how an object moves around a slide.For example, an object can move from left to right.

Once you add an animation, you can use the Custom Animation pane to modify it bychoosing an effect. Choosing an effect enables you to define what starts theanimation, its properties (such as the direction from which an object moves onto theslide) and control the speed of the animation. In addition, you can make an animationstart when you click the mouse, start along with the previous animation or start at aspecified time after the previous animation.

If the Auto Preview box is checked on the Custom Animation pane, PowerPointprovides you with preview of your animation after you create it as well as each time


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you modify it. You can also use the Play button on the Custom Animation pane topreview an animation.

To Choose an Effect

Select the object you want to animate.

1. Choose the Animations tab2. Click the Custom Animation button. The Custom Animation pane appears3. Click the Add Effect button. A menu appears4. Choose the type of effect you want5. Click the effect you want

To Modify an Effect

1. Click the down arrow next to the Start field on the Custom Animations paneand then select the start method you want

2. Click the down arrow next to the Property field on the Custom Animationspane and the select the property you want. The Property field might belabeled; Direction, Size, or some other property

3. Click the down arrow next to the Speed field on the Custom Animations paneand then select the speed you want to apply to your animation

4. To preview the animation, click the Play button on the Custom Animationspane

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Modify the Effect

1. Click the down arrow next to the Start field and then select On Click.2. Click the down arrow next to the Direction field and then select From Bottom.3. Click the down arrow next to the Speed field and then select Medium.

Modify the Animation

1. Click the down arrow next to the Start field and then select After Previous. Click

the down arrow next to the Direction field and then select From Bottom.2. Click the down arrow next to the Rectangle 4 and then click Timing. The Fly In

dialog box appears.

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3. Click the down arrow next to the Speed field and then select Medium.4. Click Ok

Click the Play button on the Custom Animation pane at anytime to preview ananimation.

Add TransitionsTransitions determine how your presentations move from one slide to the next. Forexample, a slide can move up onto the screen and replace the previous slide.PowerPoint provides several transition methods. You can add sound to a transitionand you can control its speed. You can apply a transition to selected slides or to allslides of your presentation.

A transition can occur when the presenter clicks the mouse or after the amount oftime you specify.

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To Apply a Transition to Selected Slides:

1. On the Slides tab, hold down the Ctrl key and then click the slides to whichyou want to apply the transition

2. Choose the Animations tab3. Click the More buttons in the Transition to this Slide group. A menu of

transitions appears4. Click the transition you want to apply

To Apply a Transition to All Slides:

1. Choose the Animations tab2. Click the More button in the Transition to this Slide group. A menu of

transitions appears3. Click the transition you want to apply4. Click the Apply to All buttons in the Transition to This Slide group.

To Add Sound to a Transition:

1. Choose the Animations tab

2. Click the down arrow next to the Transition Sound field and then click thesound you want

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To Set the Speed of a Transition:

1. Choose the Animations tab2. Click the down arrow next to the Transition Speed field and then click the speed

you want3. If you want the transition to occur after the presenter clicks the mouse, check the

On Mouse Click check box.

4. If you want a transition to occur after a specified period of time, check theAutomatically After check box and then specify the amount of time you want toelapse before the transition occurs.

5. The On Mouse Click check box and the Automatically After check box are bothlocated on the Animations tab in the Transition to This Slide group.

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Advance Slide Transition

1. Check the On Mouse Click check box.2. Click the Automatically After check box.3. Type 00:07 in the Automatically After text box.4. Click the Apply to All button. PowerPoint applies all of your changes to all

slides.5. Click Slide 1 on the Slides tab.6. Type 00:03 in the Automatically After text box. PowerPoint changes the timing

for Slide 1.

7. Spell Check and Print

Spell Check

PowerPoint checks your spelling as you type and displays errors with a red wavy lineunder the misspelled word. To check your spelling right-click and then select thecorrect spelling from the list of offerings on the menu that appears or select Spelling

to open the Spelling dialog box. If you need to, you can initiate a spell check anytimeyou like. To start a spell check, do one of the following:

Press F7OR

Choose the Review tab and then click the Spelling button.

If the spell check finds a possible spelling error, the Spelling dialog box opens withthe spelling error highlighted. You can respond in several ways.


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Response Procedure

Do not change spelling. Click Ignore.

Correct spelling. 1. Click the correct spelling in theSuggestions box.

2. Click Change

Add to dictionary. Click Add.

Word is correct. Do not changepresentation.

Click Ignore All.

Word is incorrect. Changeentire presentation.

Click Change All.

Print

PowerPoint provides you with many printing options. You can print a large view ofyour slides or you can print your slides as handouts with 1, 2, 3, 4, 6, or 9 slides perpage. You can also print your Notes pages or the Outline view of your slides.

To Print Preview

1. Click the Microsoft Office button. A menu appears.2. Choose Print.3. Click Print Preview. The Print Preview tab appears.

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4. Click the down arrow next to the Print What field in the Page Setup group andthen select Outline View.

5. Click the Print button. The Print dialog box appears.

6. Click the down arrow next to the Color/Grayscale field to select whether youwant your slides to print in color, grayscale or black and white. If you areusing a black and white printer, choose black and white. You will use less inkor toner.

7. Set the other print settings.8. Click OK

Print Your Slides

Click the Microsoft Office button. A menu appears.

Choose Print.

Click Print Preview. The Print Preview tab appears.

Click the down arrow next to the Print What field in the Page Setup group andthen select Slides.

Click the Print button. The Print dialog box appears.

Click the down arrow next to the Color/Grayscale field to select whether youwant your slides to print in color, grayscale or black and white. If you are

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using a black and white printer, choose black and white. You will use less inkor toner.

Set the other print settings.

Click OK. Your slides will start printing.

Print Your Slides as a Handout

Click the Microsoft Office button. A menu appears.

Choose Print.

Click Print Preview. The Print Preview tab appears.

Click the down arrow next to the Print What field in the Page Setup group andthen select Handouts (4 slides per page).

Click the Print button. The Print dialog box appears.

Click the down arrow next to the Color/Grayscale field to select whether youwant your slides to print in color, grayscale or black and white. If you areusing a black and white printer, choose black and white. You will use less inkor toner.

Set the other print settings.

Click OK. Your handouts will start printing.


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Exercises

Exercise 1

1) Create a new blank presentation and enter the following text on a title slide:

Tra in ing Course on

Personal Comput er Appl icat ions

04 Months Course

Add your name here

2) Insert a new slide and add the following title and bulleted text:

Course Contents :

Introduction to Computers

Operating Systems - MS Windows

PC Based Software Packages

Documentation using MS-Word

Spreadsheet Applications using MS-Excel

Database Management Systems using MS-Access

Desktop Publishing using Page-Maker

Presentation Graphics using MS-PowerPoint Introduction to Web Design Using Front-Page

Use of Internet and E-mail

Introduction to Programming using Visual Basic

Train ing Course on Personal Comput er Appl icat ions

This slide uses the 'Comparison' layout

3) Save your presentation with the name Training Course.pptx and close itdown.


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Exercise 2

1) Create a new presentation, choosing the Blank slide layout and changing theorientation of the presentation to Portrait.

2) Use PowerPoint's drawing tools to create a flowchart resembling the onebelow:

3) Feel free to choose different colours and fonts.4) Save the file with the name Faultfinder.pptx and close it down.


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Exercise 4

1) Create a new blank presentation and enter the following text on a title slide:

Wood Sales Report

A Presentation to the Board

2) Insert a new slide and add the following titles and the image

Woods Sales Staff

Large Mammals Tigger Eeyore Pooh Bear Christopher Robin

Small Mammals Piglet Rabbit

Marsupials Kanga Roo

Birds Owl

Salesperson of the month

3) On slide 2 add an animation effect to the list of bullets so that the text will fly infast from the left of the screen. (or On slide 2 add an animation effect to the list ofbullets so that the text will fly from the left of the screen at a high speed.)

4) Modify the animation you have just added so that each line of text is animated ona separate mouse click.

5) Add an exit animation to the question mark image so that it will fade out of view ata medium speed.


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6) Add an entrance animation to the picture of Pooh Bear so that it will fade intoview at a medium speed.

7) Modify the effect you have just added to the picture of Pooh Bear so that it startsat the same time as that of the previous effect.

8) Test your animation scheme by running the slide show.

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