PowerPoint is an application that lets you build, print, and deliver presentations. You have several options for the delivery of a presentation, but you only have to develop it once. You can print slides (a "slide" is what PowerPoint calls each screen of information), print handouts, print notes pages, or deliver an on-screen presentation.
As you develop a PowerPoint presentation, it is important to remember that you should not try to include every piece of information you wish to deliver. PowerPoint slides should contain brief, concise, descriptive phrases that will help you remember what you want to present and to serve as a reminder for your audience. The most common mistake made by novice PowerPoint developers is to include too much information on each slide.
For more information, review this tutorial for practical advice about choosing color combinations, the amount of text that should be included on an individual slide, the most effective font choices, and more: Creating Effective Visual Aids / Using Color Effectively (NOTE: this is in PowerPoint 2003 presentation show).
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The first change you'll notice in Office 2007 over previous versions is the Ribbon. The Ribbon reorganizes and replaces the menus and toolbars you have been accustomed to in previous Office versions into tabs and groups. This makes access to commands more intuitive (once you get used to it!). In the example below, notice that the Home tab is active; this is the default tab when you first start PowerPoint 2007. Within this example of the Home tab we can see three groups: Clipboard, Slides, and Font.
In addition to the tools that are visible, notice the small diagonal arrow in the lower right corner of the Clipboard and Font groups. Clicking this arrow in PowerPoint will open additional options for that group of tools.
We will introduce the various sections of the Ribbon as we explore how to complete certain tasks within PowerPoint, but in the remainder of this section, let's look at some of the features of the Ribbon.
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As you mouse over tools on the Ribbon, Office will display a pop-up Screen Tip like the one shown below. The tip will show the name of the tool, a miniature of how it relates spatially to other tools, and provide a brief description or set of instructions. If you're new to PowerPoint 2007, screen tips provide a great introduction to the environment.
Another great resource for getting help in Office 2007 is the Microsoft Help. To access Help, click the blue circle with the white question mark (like the one shown on the left), located on the far right upper corner of the screen. A new window will open, displaying several topic categories as well as providing a search box for you to type keywords into. Help files range from step-by-step instructions to video demonstrations.
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Many of you may be accustomed to using keyboard shortcuts such as CTRL-P to print or CTRL-C to copy. The "CTRL" keyboard shortcuts that you have used in the past will continue to work in PowerPoint 2007. However, with the reorganization into tabs and groups, many shortcuts have been reworked. The ALT key is now the trigger for keyboard shortcuts. When you press ALT, PowerPoint will display numbers or letters in small blocks on the Ribbon (see example below) above the functions they represent. In order to access a tab, then access a tool, you need to sequence your keyboard shortcuts. For example,
To insert a picture into a presentation, first click in the slide where you want the picture inserted then using the keyboard, press
So the keyboard shortcut sequence to insert a picture is: ALT N P.
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This is the Microsoft Office Button. It contains many of the important commands that you previously found in the File menu including New, Open, Save, Save as, and Print.
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You can begin to create a presentation using the blank slide and PowerPoint tools when PowerPoint first starts, or click the Microsoft Office Button and choose New. From the Button's New dialog box (shown below), double click the icon or link to select:
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To open an existing presentation, click the Office Button and choose Open, then browse for the file. You can also select from the list of Recent Documents.
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In the Office Button are two save options: Save and Save As. If the presentation you are working on has been changed and you want to save it with the same name as previously used and in the same location, click Save.
The Save As options allow you to save your presentation in a variety of types as shown below:
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To see a preview of your presentation, from the Office Button choose PRINT : Print Preview. From this screen you can print the presentation as handouts, slides, outline, or notes as well as navigate through the presentation.
To exit Print Preview, click the Red box with the white X.
To send the presentation directly to the default printer and print all the slides in the presentation, from the Office Button choose PRINT : Quick Print.
For the most options, from the Office Button, click PRINT.
Select from the Color/grayscale drop-down options depending on whether you have a color printer or not.
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To package your presentation to a CD:
When the CD is inserted into the computer, you will be prompted to accept the license agreement for the PowerPoint Viewer. The presentations will play sequentially and transition according to the settings in the presentations (automatically or manually).
To package your presentation to a Folder,
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The other new addition to the toolbar is the Quick Access toolbar. This is a customizable area where you can add tools that you frequently use in your work in this application. By default it contains the Save, Undo, Redo, and Print tools. I've customized my PowerPoint Quick Access toolbar (as shown on the left) by including the tools to insert Clipart and Pictures from Files.
To add tools to the Quick Access toolbar,
To remove tools from the Quick Access toolbar,
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Layouts are the organizational structure for slides and give your presentations consistency. All but the blank layout contain pre-selected locations called Placeholders, shown in PowerPoint with a thin dashed line, in which to insert text and other elements. The example below contains three Placeholders.
Each Placeholder contains "prompt text" to suggest what to add in that location or icons that you can click to add specific types of elements to the slide. To type in a Placeholder, click anywhere within the dotted line box and begin typing. An unused Placeholder will not display the "prompt text" or icons when the presentation is played or printed.
It is important to insert text into each Title Placeholder. PowerPoint uses that information to help you orient yourself during presentations when you need to move to a different slide.
Although Placeholders are automatically added to slides in predefined configurations, you can resize and move them to accomodate the needs of your presentation.
To move a Placeholder,
To resize a Placeholder,
To rotate a Placeholder (including the contents therein),
After adjusting Placeholders, you may decide you want to return to the default size and location of the selected Layout. To reset the Placeholders to their original size, orientation, and location, in the Home tab's Slides group, click the Reset tool.
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PowerPoint 2007's normal view has a three-pane development area as shown in the figure below (note the orange shading behind the slide thumbnail in left pane; that's the indicator for the current slide):
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The View toolbar is located in the lower right corner of the screen. To move between different views, click the corresponding view tool:
|Slide Sorter||view of a thumbnail of each slide|
|Slide Show||displays on-screen presentation|
|Fit slide to window||after zooming in or out, click this tool to return the slide to the original view|
||zooms in or out to alter the size of the slide development pane; drag the slider or click the minus or plus icons|
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|To remove text or an object from its original location and add it to the Clipboard,
|To make a duplicate of text or an object while keeping it in its original location then add it to the Clipboard,
|To apply the same format to multiple text elements,
To deselect, or turn off, the Format Painter, press the ESC key.
The text being formatted do not have to be on the same slide.
|To add the contents of the Clipboard to a new location,
Within the Paste tool is the Paste Special function, which allows you to retain the formatting of an object you are pasting or to add the copied object as an image. For example, you can type text on one slide or in another presentation or Office document, highlight it and copy it to the Clipboard. Then in your presentation, choose Paste Special and insert it into the presentation as a .jpg image.
Another function of the Clipboard Group is the Clipboard Task Pane. By default, the Clipboard allows you to paste only the last data you added to it; each time you click Cut or Copy, it replaces whatever you last added to the Clipboard through a cut or copy command. The Clipboard Task Pane, though, retains the last 24 items you copied or cut, allowing you to select the item you want to paste.
NOTE: The Clipboard works across applications, so, for example, you can copy a URL from your browser and paste into a PowerPoint presentation slide. However, I have noticed that Office 2007 often "forgets" items if you perform other tasks, like checking your e-mail or using your Web browser, between the copy/cut and paste.
To access the Clipboard Task Pane,
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Clicking the New Slide tool will insert a new slide using the bulleted list layout. New slides are added after the current slide in the Slide Pane.
To choose a different Layout,
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To change the layout of an existing slide,
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To delete a slide, make sure that it is the currently selected slide (denoted with the orange shadow as described above in the section on the Development Area) then click the Delete tool.
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NOTE: any time you wish to make formatting changes to text, you must highlight the text to be changed. Making a selection from the Font group affects the highlighted text only.
In addition to the standard formatting options of Bold, Italics, and Underscore, you may want to format text with the options described below.
To change the font face or size of selected text, make a selection from the Font and/or Size drop-down box.
To incrementally increase or decrease the size of selected text, click the Increase/Decrease Font Size tool. Each click will increase or decrease the size of the selected text by the standard font sizes (e.g., 44 to 40; 24 to 20; 12 to 11, etc.).
To remove all formatting that you may have applied to selected text, click the Clear Formatting tool. This causes the text to revert to the default size and formatting as it was first added in the Placeholder.
To add a subtle shadow behind selected text, click the Shadow tool. When used, it is generally applied to title text to provide a distinctive appearance from the regular text (see example below). You should NOT shadow all body text since this makes it very "muddy" to read.
To control the kerning, or the space between pairs of letters, apply the Character Spacing tool to selected text. The example below shows the word "Indianapolis" with Normal, Very Tight, Tight, Loose, and Very Loose kerning, respectively.
Have you ever typed something only to realize that it should have been all in uppercase, or lowercase, or that your Caps Lock key was on? Don't retype it—use the Change Case tool!! To change the case of selected text, choose the appropriate option from the Change Case tool: Sentence Case, lowercase, UPPERCASE, Capitalize Each Word, tOGGLE cASE.
To apply a different color to selected text, click the Font Color tool. The band of color displaying beneath the "A" will be the color applied. To choose a different color, click the drop-down arrow beside the Font Color tool.
To access additional Font options, click the diagonal arrow in the lower right corner of the Font group. In the dialog box (see example below) you can choose some of the same options available to you through individual tools. In addition, you can select from a variety of underline styles and colors, and additional formatting including super- and subscript.
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When you add a new slide without selecting a Layout, you are presented with a slide ready to create a bulleted list. To create a numbered list rather than a bulleted list, click the number tool.
To add text to a bulleted list, click in the main Placeholder and begin typing. Each time you press ENTER, the cursor is automatically placed in the next bullet point. If the text you type in a bullet point is longer than a single line, the text will automatically wrap to subsequent lines and indent appropriately. It's important to use the bullet tool rather than attempting to control spacing with the spacebar.
Each new bullet appears "grayed out" prior to the first character being typed. This is because the bullet will not appear on the slide unless it has accompanying text.
7x7 Rule: each slide should contain no more than seven (7) bulleted points. Multiple-line items should have no more than 2-3 lines each. You should decrease the number of bulleted points in proportion to multiple-line entries. This rule of thumb keeps your slides easier to read by making them less crowded, and helps you avoid the temptation of decreasing the font size and narrowing the margins in order to add more text to slides.
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To create subsequent indented levels, make sure the cursor is in the line in which you want the next level to begin, then click the Increase List Level tool. Each consecutive point will remain on the current level until you click the Decrease List Level tool to return to a previous level or the Increase List Level tool to indent one level further.
To change the type of either the bullets or numbers, click the drop-down arrow beside the tool and make a new selection (see example below). Also in this dialog box, you can specify the colors of your bullets or numbers, change the size, or select a picture bullet.
You can also make other customizations including using symbols as bullets. NOTE: if you choose a font that is not installed on the computer on which you are giving your presentation, the presentation computer will choose the "closest" font to the one you chose, and the result may not be one you like since some rather strange characters can result. You can ensure that the fonts you use are available to you during your presentation by packaging your presentation and choosing to embed the TrueType fonts. Both Symbol and Wingdings fonts are standard on most computers and should display as you intended. Non-TrueType fonts will not display on the presentation computer unless they are installed on that computer.
NOTE: When you change the bullet style, every subsequent bullet on that slide, whether promoted or demoted, will have that style until you change to something else, change back to the default, or change to a different slide.
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To contract and expand spacing of selected paragraphs, click the Line Spacing tool. By default, lines are single spaced. Generally there is little need to increase line spacing; however, when you run into a situation where you need a little more room, you can contract the line spacing by making a new selection from the drop-down arrow beside the Line Spacing tool. Be careful not to overuse this tool since plenty of "white space" is important for readability.
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To change the layout of selected text into multiple columns, click the drop-down arrow beside the Columns tools and choose the number of columns you want. This can be a very useful feature after typing a bulleted or numbered list, then deciding that it would look better if spaced in multiple columns rather than a single column.
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In addition to changing the appearance of text with the use of tools in the Font group, you can also change the appearance through tools in the Paragraph group.
To change the direction of selected text, make a selection from the Text Direction tool. NOTE: vertical text takes more space than the Placeholder provides in horizontal orientation; therefore, you will need to expand the Placeholder vertically to allow the text to adjust as needed. Review the examples below:
|Redirected Text Examples|
In addition to the standard alignment options of left, center, right, and justify, the Align Text tool allows you to specify how the text aligns vertically within the Placeholder.
Additional text options, accessed through the drop-down arrow beside the Align Text tool, allow you to choose to fill text with color, gradient, pictures, or text. You can also choose to outline text in color, choose the style of the outline, shadow your text, or add 3-D effects.
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The Shapes tools gives you many different types of shapes that you can add to your presentation slide. You can scroll through the shapes one line at a time by clicking the down arrow or open the entire shapes menu by clicking the down arrow with the line above it. The Shapes tools are organized into categories including lines, rectangles, basic shapes, block arrows, equation shapes, flowchart symbols, stars and banners, call-outs ("talking balloons"), and action buttons.
The top section of the tool is categorized as Recently Used Shapes (see the example above), so the tools in it will re-sequence as you use them.
To add a shape to your slide,
TIP: To draw a straight line or arrow, or a perfect square or circle, hold SHIFT as you press and drag.
Most shapes will be filled with the default fill color, but you'll see in a minute how to change that.
Prior to adding a shape, most of the tools in the Drawing group are grayed out. After adding an object the remainder of the Drawing tools are active and an additional tab is included on the Ribbon— Drawing Tools : Format. This toolbar (shown below) provides quick access to many of the tools that you will use with objects. This toolbar will "hide" when an object is no longer selected, only to reappear when you again select an object.
Shapes, in addition to the handles that indicate the object is currently selected, will also have two other icons displaying on the border. You saw the rotate tool previously in the section on Layouts. The second icon is the re-shape icon and appears like a yellow diamond. To alter the basic appearance of a shape, press and drag the re-shape tool (see the example below):
One of the relocated tools in Office 2007 is the Text tool, which you will now find within the Shapes tools. It is also located in the Insert tab's Text group. To insert text on a slide other than in a Placeholder,
NOTE: Any text you type in a Placeholder will show in Outline View; text inserted via the Text tool is treated as an object and will not display in the outline.
A tool that is used hand-in-hand with the Text tool is the Symbol tool located in the Insert tab's Text group. To add a symbol, the cursor must be in a Placeholder or Text Box. Select the desired symbol from the dialog box.
NOTE: If the computer on which you are giving an on-screen presentation does not have the font installed that you use during development to create the symbol, a substitution will be made by the computer system itself. This can greatly impact symbols used in a presentation. Therefore, when packaging the presentation to a folder or CD, be sure to check the Embed TrueType fonts option to ensure that any TrueType fonts you have used will display on the presentation computer. Both Symbol and Wingdings fonts are standard on most computers and should display as you intended. Non-TrueType fonts will not display on the presentation computer unless they are installed on that computer.
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As items are added to a presentation slide, they often "stack," which can result in an object or text being obscured. There are also times when you want to stack objects in order to "build" an object during a presentation, discussing each object or text item point-by-point. The Arrange tools include two very important ones: Order Objects and Group Objects.
The Order Objects tool lets you choose how the objects are layered in order to display the way you want. In the example below, notice how some of the photos overlap one another and how the text is layered on top of two of the photos.
To order the layers,
After you have built a series of layered objects, you want them to "stay put." By grouping multiple objects, you can move or resize them as a single entity rather than manipulating their individual components. Look at the two examples below:
|Example of Multiple Items and Multiple Items Grouped|
In the example on the left each element has its own border and handles, and some are stacked or ordered. If you were to move or resize any one of the objects, the placement of some objects might need to be adjusted. By selecting each of the objects then grouping them, as in the example on the right, the entire group can be resized as a single unit or the entire group shifted to a new location on the slide.
NOTE: Text that you include in a grouped object will not change point size if you re-size the grouped object, and the text may wrap differently to conform to the re-sizing. You may need to decrease the size of the font.
After creating, sizing, and layering the objects as desired, to select multiple objects,
To group the selected objects, from the Arrange tool, choose Group Object.
TIP: If your object is very complex, you may find it beneficial to group your object components incrementally. When you finish a subset of the final object, group the components you have finished. Then you can continue building additional components, knowing you won't accidentally move or re-size the portion you have completed.
To manipulate individual components of grouped objects, you must ungroup them. To ungroup an object, select it, then from the Drawing group, choose ARRANGE : Ungroup. After editing, you can choose Re-group.
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There are several ways to alter the appearance of objects, and PowerPoint makes it easy by providing a wide selection of "preset" tools help you. As with text, the object you want to change must be selected before you can choose a tool from the menu and select an option. Remember from the Layouts section that selected objects have Handles displayed on the border of the object.
To apply a Quick Style to a selected object,
This tool is also the perfect opportunity to point out a new feature in Office 2007: Live Preview. As you mouse over any of the styles, you will see the object change to show what it would look like if that style is applied. This allows you to "try it on" before actually applying the option. The Live Preview works with many areas of Office 2007 applications including fonts, font sizes, other special effects, and designs.
When you draw solid objects (such as squares and circles), they fill with an automatic color. Shape Fill allows you to choose a different color or no color, or to fill your object with a picture, gradient, or texture.
To fill a selected object, click the Shape Fill tool then select the color you want.
To remove the fill color from the selected object, click the Shape Fill tool and choose No Fill.
To fill a selected object with a picture, click Shape Fill and choose Picture then browse for a picture stored on your computer.
To fill a selected object with a gradient or texture, follow the same steps but choose Gradient or Texture (see examples below). You can choose from one of the displayed choices or click the "More" option at the bottom of the screen for additional choices.
|Sample Gradients and Textures|
Shape Outline allows you to choose the color or no color, the line weight, and line style of a selected object. In the example below, the oval was filled with a photograph (one of the options mentioned above) then a colored border and outline selected:
PowerPoint's Shape Effects include: Shadow, Reflection, Glow, Soft Edges, Bevel, and 3-D Rotation.
Note that some object effects can be "layered" while others will hide a previously applied effect. Experiment and have fun!
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To search for a word or phrase in the presentation,
To find and replace a word or phrase,
Another option within the Replace tool is Replace Fonts. This tool works exactly like the find and replace words except that you can change font faces. For example, change every instance of the Arial Font to Times New Roman.
To insert a table into a slide, click the Table tool then press and drag to specify how many rows and columns you initially want in the table. As you make your selection, PowerPoint will add a table of those dimensions to the slide. In the example below, notice that a table grid of 5 columns by 4 rows has been highlighted by the Insert Table tool; on the slide itself, PowerPoint has inserted a 5x4 table.
Like the Drawing Toolbar described above, the Table Tools toolbar remains hidden until a table is selected then you are presented with the Table Tools Design toolbar (shown below):
With the Table Tools Design, you can
To add a row to an existing table,
To add a new row or column to an existing table,
To merge two or more cells,
To delete a table,
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To add a picture from a file on your computer, click the Picture tool and browse for the picture you want to add. When you have located the picture, click Insert.
When the picture is selected, PowerPoint will display the Picture Tools Format toolbar (shown below).
You have many options within this toolbar— and is a great toolbar to simply play with for a while to check out the various options. You can alter the brightness and contrast, add effects, layer and group, align, and rotate. See examples below:
|Original Picture||Recolored Picture||Framed Picture||Filled Picture (Shape)|
To crop a photo (to "cut off" the edges of it to remove extraneous information), select the photo then click the Crop tool. Press and drag the edge markers to "focus" the area of the photo you want to retain then press Enter.
NOTE: cropping in PowerPoint is not the same as cropping in an image editing application such as Photoshop. The areas of an image in PowerPoint that are cropped are still there, only hidden; if you were to reselect the Crop tool and reverse the dragging, the previously hidden portions of the image would reappear. In an application such as Photoshop, elements that are cropped are permanently discarded. The implications for this in PowerPoint is that the complete file size is still adding to the file size of the presentation; if you use a large photo (say, one taken at full size by a digital camera) and crop it so that only a small portion of the original is displaying, you are creating an inefficient presentation file.
A final tool that you should take note of is Compress Pictures. In the Options button of this dialog box, you will see that there are 3 compression rates: Print (220 ppi [pixel per inch]), Screen (150 ppi), and E-mail (96 ppi). By default when a presentation is saved, PowerPoint automatically compresses included pictures at the E-mail compression rate. If you want the included pictures to be saved at a better quality (and thus increase the total size of your presentation file), choose one of the other options. If you routinely want to save your pictures at the higher quality, deselect the "Automatically perform basic compression on save" option.
To locate clip art, photographs, movies, and sounds stored in the Microsoft Clip Organizer, click the Clip Art tool. This pane will open on the right side of the slide's development area. Type a search term and click Go. Results will be returned in a list at the bottom of this pane.
To insert a clip into your slide, click the thumbnail preview of the image or sound icon.
You will notice that when the clip is selected on the slide that you have access to the same Picture Tools Format toolbar described in the previous section.
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PowerPoint's tool for creating diagrams is called SmartArt. It contains predefined diagrams for lists, processes, cycles, hierarchies, relationships, matrices, and pyramids. When you select the SmartArt tool, PowerPoint will display a dialog box with all of the options. Click once on the thumbnail to see a close-up and text description (see example below).
To add a diagram to your slide,
With the SmartArt diagram selected in the slide, PowerPoint displays the SmartArt Tools Design toolbar (see below):
As with other tools in PowerPoint 2007, this toolbar provides you a wide range of additional options in working with your diagram. Options include changing the layout and colors of the diagram as well as applying pre-formatted styles.
The example on the left below shows a Venn diagram as it was inserted into a slide. Notice that one of the objects is already selected (denoted with the handles) and ready for you to begin typing text that will be inserted into that object.
Also notice that the entire diagram is grouped. On the left edge of the grouped object is a new icon. Clicking the right-pointing arrow opens a dialog box (see the example on the right below) into which you can type text that will be added to the diagram. Notice that even though in the text dialog box, the main words in each object are shown with a bullet, that bullet does not display on the object itself. However, if you add second-level bullets, they do display on the object. PowerPoint automatically adjusts the size of the text in all objects as you type so that the size is consistent.
|SmartArt Venn Diagram after Insertion||SmartArt Venn Diagram with Text|
To add text to an object (or change from the pre-selected object), click the object and begin typing OR open the text box and type in the bulleted outline.
To indent, add a new bullet (second level),
To add an additional primary bullet and thus a new object,
To close the text box, click the yellow box with the x in the upper right corner of the box (not your PowerPoint slide!)
To resize a SmartArt object, press and drag on the series of three dots shown in the object's border. The size of the text will automatically adjust larger or smaller as you resize the object group.
To delete a selected SmartArt object, press Delete.
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To insert a chart into PowerPoint, click the Chart tool. Select from the chart types shown in the left pane, then click the specific chart format desired from the right pane and click OK.
To add data to a chart, edit the Excel spreadsheet. When you have completed editing the data, close Excel by clicking on the X in the upper right corner. NOTE: the data is edited in Excel, but saved with the PowerPoint file.
To edit the selected chart (and therefore, the data), click the Edit Data tool in the Chart Tools Design toolbar.
To change the selected chart type or to apply formatting, use the tools in the Chart Tools Design toolbar.
To delete the selected chart, press Delete.
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You can add hyperlinks and actions to Powerpoint slides, but they must be "fastened to" an object or text.
To add a hyperlink to a selected object, click the Hyperlink tool and paste or type a complete URL—including the http://— into the text box. You won't see any difference on the slide during development, but during a presentation slide show, the cursor will change to a hand shape when you mouse over the object. Click the object to start your browser and go to that URL. NOTE: You must have an active Internet connection to access the Web site.
When you add a Hyperlink, you are actually setting a PowerPoint Action. Actions can be things like hyperlinking to a Web site, running a program, or playing a sound. You can specify how the action occurs, whether by mouse click or mouse over.
Hyperlinking can also enable you to do really cool things during a presentation like jumping to a different slide or starting a Word document. To add these types of hyperlinks, add an object or text to your slide, then click the Action tool and make a selection from the Hyperlink to drop down box. And, why, I can hear you thinking, would I want to do that? Because:
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To add a header and footer, click the Header & Footer tool. In the dialog box, choose to add elements to slides in your presentation and/or to the Notes and Handouts pages. Slides do not provide the option to add Headers.
To add a date and time, click to add a checkmark in the box. The preview section of the dialog box in the lower right corner will shade the footer box representing where the date and time will be added to your slide.
Dates and times can be set to update automatically or remain fixed.
To include a slide number on each slide in your presentation, check to select that option.
To include a footer, click in the checkbox and type the text you want to appear on each slide.
To choose not to display footer information on the title slide of your presentation, click the box.
You can choose to apply these changes to the current slide (Apply) only or to all the slides in your presentation (Apply to All).
The Notes and Handouts tab have almost the same options except that you can specify text for a Header, and the slide number is replaced with a page number. Changes made to the Notes and Handouts are applied to all pages of your presentation including the title slide.
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To insert a movie clip, click the down arrow below Movie. Choose whether the movie is located on your computer or whether you want to choose a movie from the Microsoft Clip Organizer. The video icon will be placed in your slide and the Movie Tools Options toolbar will be displayed. Options include previewing the clip, controlling the volume, choosing whether the video is started automatically or on mouse click, playing full screen, looping, and rewinding after playing.
To insert a sound click, click the down arrow below Sound. With the Sound from File and Sound from Clip Organizer have the same options and settings as described above with the videos.
To play a track from an audio CD,
To have an audio CD track play "behind the scenes" across multiple slides in your presentation,
Before you begin to record a PowerPoint narration, make sure that you are in a quiet room. Be sure to be careful of "ordinary" noises that you don't even notice such as people in the hallway, traffic sounds from the street, fans, and blowers. Remove or buffer personal items that may make noise such as keys or change in your pockets, or bracelets or necklaces that may brush against the microphone.
Most computers have built-in microphones, but you will have a better end-product if you use a headset with an attached microphone so that you block out as much "white noise" as possible. If you anticipate creating many narrations and want the highest quality possible, invest in a uni-directional microphone rather than an omni-directional; this will focus the sound and remove some of the ambient noise.
You also should prepare a script, or at least a detailed outline, prior to making your recording to have a more fluid narration.
To record a sound narration for your presentation,
To play back a recording, click the Playback button:
When you are finished recording, click the OK button. PowerPoint will insert a sound icon in the middle of your slide. You can move the icon to any location you prefer on the slide.
NOTE: PowerPoint narrations do not run as background sound beneath multiple slides. You will need to record the narration for each individual slide. This is helpful because if you flub a recording, all you need to do is delete the sound icon for that particular slide and re-record.
The recorded sound file will be saved with your presentation.
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Now the fun part begins—making your presentation pretty!
To see a preview of how your presentation will look with a specific theme applied, mouse over the thumbnails in the Themes section of the Ribbon. Live Preview will show you how your presentation will look with a chosen theme. You can add a design—or change a design—at any point during your development. NOTE: Text may shift with the application of new designs since layouts vary from design to design; be sure to review your presentation and make any necessary adjustments.
To select additional themes (see example below), click the down pointing arrow with the line above it.
For more themes, click the link for More Themes on Microsoft Office Online. NOTE: The Microsoft site uses Active X and will validate your installation of Office, so you must use Internet Explorer rather than Firefox in order to download additional templates.
Any additional themes you download from Microsoft will be displayed in a new section of the Themes drop-down box in a section called Custom.
The currently applied theme will be displayed in the This Presentation section.
To further modify the appearance of your presentation, after applying a theme, choose a new color palette from the Colors drop-down options and specify the fonts.
The graphical elements on a slide are part of the slide's background. To hide the background graphics on a slide, click the checkbox beside Hide Background Graphics.
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To animate a bulleted or numbered slide, the Placeholder containing the bullets or numbers must be selected. From the Animate drop-down list, mouse over the selections to see a preview of how the points will transition during the presentation.
To locate the transitions you are familiar with from previous PowerPoint versions, click Custom Animation at the bottom of the Animate drop-down list. The Custom Animation pane will open on the right side of the window, where you have options not only for how the points enter, but exit as well as emphasis and motion paths.
After making a choice for animation, PowerPoint will apply markers preceding each point in your list to show the animation sequence (see the example below).
To transition your list points so that the second and/or subsequent levels come in separately from the first level,
|Custom Animation Pane||List Levels|
Notice in the example below on the left that there are only two levels denoted: 1 and 2. This means that all of level 1 will come in first, following by all of level 2. However, in the example shown on the right, the Group Text Animation, "By 2nd Level Paragraphs" was applied. Group 1 will be followed by all of Group 2, then the remainder in sequence.
|By First Level||By Second Level|
The Effect option allows you to choose which direction your objects and text enter and exit the slide, whether sound is applied, and whether the text dims or changes color after entering the slide.
The Timing option allows you to choose whether the animation begins when you click the mouse, with the previous animation, or a specified number of seconds following the last animation.
To delete an animation, select the item number in the Custom Animation pane and press Delete.
In addition to being able to animate individual list items, you can choose to add transitions to a presentation. Transitions determine how one slide changes to the next slide.
Transitions determine the effect applied when you move from one slide to another during an on-screen presentation. You must be in Slide Sorter View to access the Transition Toolbar.
To preview a transition effect, mouse over a thumbnail in the Transition to This Slide group.
To add an effect, click the thumbnail.
From this same group, you can also choose:
Advance Slide determines when the current slide proceeds to the next.
TIPS: For self-running presentations that function similar to a kiosk presentation where your audience may stop, watch, then leave, generally you will want to set the advance to 3-5 seconds. For a self-running presentation where you are speaking in synchronization with the presentation, generally you will want to set the advance to 3-5 minute. Most speakers prefer, though, to advance the slides manually in case their speaking times fluctuate or they stop to address technical issues or address audience questions.
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Slide Show View allows you to view the presentation on your computer monitor as the audience will see it projected. The presentation/show will begin on the current slide. The Slide Show tab (shown above) provides access to additional options.
To show your presentation From the Beginning or From the Current Slide, click the appropriate tool in the Start Slide Show group.
Hidden slides remain available as part of the saved presentation and are accessible to you during development or in presentations but do not display as one of the consecutive slides shown during a presentation. Slides that are hidden are denoted with a box around the slide number in the Slides Pane as well as in Slide Sorter view. During a presentation, the Slide Navigator displays the number of a hidden slide in parentheses; this allows you to access a hidden slide when desired but not have it part of the normal progression of the slides.
The Rehearse Timings tool allows you to practice giving an on-screen presentation, regardless of any slide advance timings you may have set previously. The tool records the time of not only the entire presentation, but also of each individual slide, as you rehearse. Each time you advance the slide, the time is recorded.
To rehearse time, click Rehearse Timings from the Set Up group. The presentation will start and will display a counter on the screen as shown in the illustration on the left. When you are finished rehearsing and close the Rehearsal box or reach the end of your presentation, PowerPoint will display a prompt giving you the total time of the presentation and asking whether you want to keep the new slide timings. If you choose to accept the timings, these new timings will replace any slide transition timings you may have previously set for the presentation.
PowerPoint will return you to the Slide Sorter View (see example below), which shows a thumbnail of each slide in the presentation. PowerPoint provides visual indicators beneath each slide to show when a slide transition or animation has been applied and the advance timing that has been applied to that slide.
The current slide is denoted with a border. To select a different slide, click the slide you want.
To rearrange the presentation, press and drag a slide to a new location.
To change or add a slide transition, select the slide, then click the transition that you want to apply.
To continue working, click the Normal View tool.
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To check the spelling in your presentation, click the Spelling tool.
To add a comment to your presentation, click the New Comment tool and type your comment in the note icon that is added to the slide.
To edit an existing comment, click to select the comment, then click the Edit Comment tool.
To review the comments, click the Previous and Next Comment tools.
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By default you have a Notes Pane available to you as you're working in Normal view (see Layouts for more information). You can type notes in this pane, but may want to add notes in a larger area or see how the Notes Page will appear when printed.
To view a miniature of the slide and give you room at the bottom to type notes, click the Notes Page. Notes are great tools to print and refer to as you are delivering an on-screen presentation.
To increase the viewable size of the typing area so you can see what you are typing, click the Zoom tool and select the magnification you need.
To increase the amount of space available for notes, resize the Placeholders as needed.
Masters are "blueprints" that determine how every item of that type is formatted. If you find that you are always decreasing the size of the image Placeholder and increasing the size of the text box in your Notes pages, you may want to change the Notes Master so that all future notes pages are organized according to your preferences.
NOTE: masters are presentation-specific. This means that the changes you make to your Notes Master in one presesentation won't carry forward to other presentations.
Click the Notes Master (see example below). In the toolbar, remove the checks from any Placeholders such as Header, Footer, Page Number, etc. that you do not want to appear on your Notes Pages. Click the Placeholders' border and resize as desired. When you're finished, to exit the Master View, click Close Master View.
To view how your notes pages will look printed in black and white or grayscale, click the appropriate tool.
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As mentioned above, masters allow you to make design decisions that will then affect each slide or page in the presentation. There is a Slide Master associated with each presentation that is created; PowerPoint 2007 contains masters for a number of Layouts. Layouts can all be different, but all Layouts associated with a single presentation will contain the same Theme (color scheme, fonts, and effects).
You can make decisions about text, including placement, font styles and sizes; bullet styles; footers; objects; and images. Individual slides can deviate from the master by including or excluding graphics, for example, but each new slide will follow the master specifications.
You should set up the master before building any slides. When you create the master first, all slides you add to the presentation will be based on that master. If, however, you build slides before establishing the master, some items on the slides may not change to conform. Any text or object you place on the master will display on every slide in the presentation in the location that you placed it on the Master.
To access the masters, click Slide Master.
To select a different color scheme for your theme, click the Colors tool and choose a different palette.
To choose different bullet types (see example below),
To change the color or size of the bullet, click Bullets and Numbering at the bottom of the pop-up window.
Remember: Any change or addition you make on the Master will appear on each slide in your current presentation; any element you delete from the Master will no longer appear on each slide in your current presentation.
When you are finished modifying the Slide Master, click the Close Master View tool.
To make changes to your Handouts Master, click the Handouts Master tool. You may want to include Headers and Footers, in particular, so that they print on each page of your handout.
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When you are giving an on-screen presentation, as you move the mouse, the show controls become visible in the lower left corner; as you mouse over any icon, it is colored. These controls are nearly invisible (the example illustration on the left is contrast-enhanced to allow you to see the icons more easily) because they take on the characteristics of whatever background you have chosen for that slide, but always appear in the same location, so you'll get used to spotting them.
To access a control, click the icon.
|Proceed sequently through the presentation backward and forward, one slide at a time|
|Specify a specific slide to go to, or choose to "white screen" or "black screen"|
|Annotate or add highlights to your slide|
To use the Show Menu to go easily to a specific slide, each slide should have text placed in a slide's Title Placeholder so that you can read the name of the slide in the menu.
If there are more slides than will fit at one time in the window, it adds a scroll bar.
The title of each hidden slide will show on the navigation list, identified with parentheses around the slide number. This feature allows you to include supplemental information slides, but not access them unless specifically needed. Notice in the example below that the first slide (which is also the current slide and denoted with a check and highlight) has a title, but the remaining two slides do not have titles.
To temporarily pause your presentation without losing your place and to focus your audience's attention on something other than the presentation, from the Slide Show Menu, choose Screen : White Screen or Black Screen.
To end the show, from the Slide Show Menu, choose End Show OR press the ESC key on your keyboard.
The pen controls allows you to annotate your slides during a presentation.
To use your mouse as a ballpoint or felt tip pen, from the Slide Show Menu, choose Ballpoint or Felt Tip Pen, respectively. In the example above, the "Blue Mtns" and arrow were created with the Ballpoint Pen and the word trees created with the Felt Tip Pen. Change your ink color by making a selection from the Ink Color menu.
To highlight something on the the slide as I have the word "Inserted" in the example, choose Highlighter then press and drag your mouse cursor over the area to be highlighted.
To delete pen marks on a slide, choose the Eraser then press and drag over the marks to delete. Choose Erase All Ink on Slide to delete all annotations on the current slide. It is not necessary to delete all marks if you simply want to discard them when you are finished delivering the presentation.
To "put away" the pen and return to a regular cursor, from the Slide Show Menu, click the Pen and choose Arrow.
After you have added annotations, when you exit the Slide Show, PowerPoint will prompt you to ask whether you wish to discard the annotations. If you choose Keep, then the marks will become a permanent part of the slides on which they were added. If you choose Discard, the slide will remain unmarked.