POWERPOINT 97

_{Lesson
1 -

Exploring PowerPoint}

_{In this lesson, you will
learn how to:}

· Start PowerPoint

· Create a blank presentation

· Select an AutoLayout

· Use PowerPoint windows

· Use menu commands - mouse

· Use menu commands - keyboard

· Display/Hide toolbars

· Exit PowerPoint

_{Starting PowerPoint}

d Discussion

Microsoft PowerPoint is a presentation graphics program that produces dynamic and powerful slide shows containing text, graphics, and charts. You can use PowerPoint for formal presentations, meetings or informal presentations, and presentations on the Internet.

Whether presenting an idea, plan, or complex report to a group, you can use PowerPoint to combine essential data, dramatic illustrations, animation and special effects, and timed sequences to convey your important points in an informative and convincing visual presentation.

PowerPoint incorporates a wide variety of tools and features for selecting fonts, formats, styles, and colors. You can import documents from word processing programs or worksheets and charts from spreadsheet applications. For example, in a presentation designed to show your company's financial performance, you could import a previously created list of assets from Microsoft Word and a graph illustrating stock performance from Microsoft Excel. You can use illustrations from clip art libraries or picture files, or you can create your own pictures.

In addition to extensive built-in help, the Microsoft Office Assistant is available to offer tips and hints for using PowerPoint more efficiently. The Office Assistant, a context-sensitive Help feature, may appear in its own window when you start PowerPoint. You can adjust the capabilities of the Office Assistant as well as choose not to have the Assistant appear, if desired.

PowerPoint also provides tutorials for on-line instruction, 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.

Additionally, PowerPoint Central provides an on-line link to resources you can use to help you create better presentations. For example, you can use PowerPoint Central to link to Internet sites or to the Office 97 ValuePak multimedia content available on the CD-ROM (to add a variety of sound clips to your presentation).

Before you work in an application, it must be loaded. There are several ways you can load the PowerPoint program. One way to start PowerPoint is to use the Windows Start menu.


o	The first time you open PowerPoint after installation, the Office Assistant appears, welcoming you to the program. In this instance, select Start using Microsoft PowerPoint to start PowerPoint and close the Office Assistant.

o	You can select not to install the Office Assistant during the installation process, if desired.

C Procedures

1. Click the Start button.

2. Point to Programs.

3. Select Microsoft PowerPoint.

f Step-by-Step

Start PowerPoint.

*Steps*	*Practice Data*
1. Click the Start button. The Start* menu appears.*	Click Start
2. Point to Programs. The Programs* submenu appears.*	Point to Programs
3. Select Microsoft PowerPoint. PowerPoint starts.	Click Microsoft PowerPoint

_{Creating a Blank Presentation}

d Discussion

When PowerPoint opens, the PowerPoint dialog box allows you to select how you want to begin.

When you want to produce a quick, well-designed presentation and you need help with ideas for the content, you should select the AutoContent wizard option. To select a predefined look, you should select the Template option. You should select the Blank presentation option when you want total control over your presentation and do not need any assistance with the look or content.

Once a presentation has been created, you can select the Open an existing presentation option to edit it or to use it as a basis for a new presentation. The PowerPoint dialog box also includes a tip for new users.

Creating a blank presentation

C Procedures

1. Start PowerPoint, if necessary.

2. Select the desired option.

3. Select OK.

f Step-by-Step

Create a blank presentation.

Start PowerPoint, if necessary.

*Steps*	*Practice Data*
1. Select the desired option. The option is selected.	Click Blank presentation
2. Select OK. The New Slide dialog box opens.	Click OK

_{Selecting an AutoLayout}

d Discussion

Once you select a presentation slide format, you can choose an AutoLayout. An AutoLayout is a predefined style in which you can enter text, graphics, and clip art. PowerPoint provides a variety of AutoLayouts from which you can choose. For example, if your presentation will include text supported by a graph, you can choose the Text & Chart AutoLayout.

Selecting an AutoLayout


o	When you select an AutoLayout, a description of it appears in the bottom right corner of the New Slide dialog box. You can use this description for an easy reference to determine the available placeholders style.

C Procedures

1. Click the desired AutoLayout.

2. Select OK.

f Step-by-Step

Select an AutoLayout.

Start PowerPoint and create a blank presentation, if necessary.

*Steps*	*Practice Data*
1. Click the desired AutoLayout. The AutoLayout is selected and its description appears in the New Slide dialog box.	Click the Title Slide AutoLayout, if necessary
2. Select OK. The slide with the AutoLayout appears in the presentation window.	Click OK

_{Using PowerPoint Windows}

d Discussion

In PowerPoint, there are two types of windows: the program window and the presentation window. The program window, which is the larger of the two windows, includes the menu bar, assorted toolbars, and the status bar. These items are briefly described below:

Program Window Item	Description
Title bar	Displays the name of the presentation.
Menu bar	Displays the PowerPoint menus.
Status bar	Displays information about the presentation or current command.
Toolbars	Groups of buttons that are shortcuts for commonly used PowerPoint features.
Office Assistant	Provides tips for building and delivering presentations.

You create and edit slides in the presentation window, which appears within the program window. Since the presentation is its own window, you can size it as desired.

PowerPoint provides five different views in which you can display a presentation. Each view provides a different way of looking at your work. The View buttons are located at the end of the horizontal scroll bar, above the status bar and the Drawing toolbar, if it is displayed. You can also use the View menu to access the various views.

View	Description
Slide	The default view in PowerPoint that allows you to view one slide at a time.
Outline	Displays only the slide text in an outline format.
Slide Sorter	Allows you to view multiple slides at one time.
Notes Page	Allows you to add notes to accompany a slide show.
Slide Show	Allows you to make an on-screen presentation.

Using the program and presentations windows

_{Using Menu Commands - Mouse}

d Discussion

The menu bar provides access to all the features of PowerPoint. Each menu contains commands grouped by function. Some menu commands are grayed or dimmed, which indicates that the command is not available for the current task.

When you select an item on the menu bar, the corresponding menu appears from which you can select the desired command.

When a menu command is followed by an ellipsis (...), selecting it opens a dialog box in which additional information is entered.

In addition to the standard menus on the menu bar, PowerPoint contains shortcut menus that may be accessed by clicking the right mouse button. Shortcut menus contain commonly used commands and are context-sensitive. Therefore, the options available on the shortcut menu vary, depending on the area of the window or the object selected.


o	If you have installed Microsoft IntelliMouse, you can use the mouse for both scrolling and zooming. For further instructions on the use of the IntelliMouse, see your IntelliPoint Online User's Guide.

C Procedures

1. Click the desired menu.

2. Click the desired command.

f Step-by-Step

Execute a menu command using the mouse.

*Steps*	*Practice Data*
1. Click the desired menu. The Edit* menu appears.*	Click Edit
2. Click the desired command. The Find* command is executed and the Find dialog box opens.*	Click Find...

Select Close to close the Find dialog box.

_{Using Menu Commands - Keyboard}

d Discussion

Some users prefer to keep both hands on the keyboard rather than use the mouse to execute commands. You can execute many menu commands using key combinations. To display a menu, you press the [Alt] key and the underlined letter of the menu name. You can then press the underlined letter of the desired command to perform the action.


o	When selecting a menu command using key combinations, you can press the desired letter in either uppercase or lowercase.

o	Many menu commands have predefined keys combinations (such as [Ctrl+F]) that you can use to execute the command instead of pressing the [Alt] key and letter combination to open the menu.

C Procedures

1. Press [Alt] to activate the menu bar.

2. Type the underlined letter of the menu you want to display.

3. Type the underlined letter of the command you want to perform.

f Step-by-Step

Execute a menu command using the keyboard.

*Steps*	*Practice Data*
1. Press [Alt] to activate the menu bar. The File* command is selected on the menu bar.*	Press [Alt]
2. Type the underlined letter of the menu you want to display. The Edit* menu appears.*	Type E
3. Type the underlined letter of the command you want to perform. The Find* command is executed and the Find dialog box opens.*	Type F

Press [Esc] to close the Find dialog box.

_{Displaying/Hiding Toolbars}

d Discussion

Toolbars provide shortcuts to menu commands. Each PowerPoint toolbar is composed of buttons and pull-down lists. Each button executes a specific menu command.

In addition to the many toolbars you can select in PowerPoint, task specific toolbars appear when you are working in the Outline or Slide Sorter views. When you first start PowerPoint, the Standard, Formatting, Drawing, and Common Tasks toolbars appear. Other toolbars appear depending upon the task you are performing.

You can choose to display one, several, or all the toolbars at any given time, depending upon the view in which you are currently working. In addition, you can hide all the toolbars, so that none appear. For example, if your presentation includes only text and inserted clip art pictures, you can hide the Drawing toolbar. You can also hide toolbars to maximize the work area.

When you point to a button on the toolbar, the name for its function appears. This description is referred to as a toolbar ScreenTip.


o	Even if a toolbar button is grayed (because it is not available for the current task), the ScreenTip still appears when you point to the button.

o	You can customize various toolbars by adding or removing buttons.

o	You can also display and hide toolbars by clicking the right mouse button on the menu bar or any toolbar and selecting or deselecting any of the toolbars. A check mark next to the name of a toolbar indicates that it is active.

o	If you hide all the toolbars, you must use the Toolbars command on the View menu to redisplay them.

C Procedures

1. Select the View menu.

2. Point to the Toolbars command.

3. Select the toolbar you want to display or hide.

f Step-by-Step

Display and hide a toolbar.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Point to the Toolbars command. The Toolbars* submenu appears.*	Point to Toolbars
3. Select the toolbar you want to display or hide. The corresponding toolbar appears.	Click Picture

Hide the Picture toolbar.

_{Exiting PowerPoint}

d Discussion

When you have finished using PowerPoint, you should exit the application properly, since PowerPoint performs necessary housekeeping before it closes.

If the current presentation has been modified but not saved, PowerPoint prompts you to save the changes before exiting.


o	You can also exit PowerPoint by clicking the Close button located at the right end of the program window title bar.

o	If the Office Assistant is not displayed when you exit PowerPoint, and you have not saved any changes to the presentation, a message box opens, asking if you want to save the changes.

C Procedures

1. Select the File menu.

2. Select the Exit command.

f Step-by-Step

Exit PowerPoint.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Exit command. PowerPoint closes.	Click Exit

If a message box prompts you to save the presentation, select No to exit without saving the changes.

_Exercise

_{Working with PowerPoint}

e Task

Start PowerPoint, create a blank presentation, view toolbar Screen Tips, access menu commands, and display and hide toolbars.

1. Start PowerPoint, if necessary.

2. Create a blank presentation.

3. Select the Title Slide AutoLayout.

4. Explore the toolbar Screen Tips until you find the New button.

5. Use the mouse to view the Insert menu commands.

6. Use the keyboard to view the Edit menu commands.

7. Display the Picture and Animation Effects toolbars.

8. Hide the Picture and Animation Effects toolbars.

9. Exit PowerPoint.

_{Lesson
2 -

Using the Office Assistant}

_{In this lesson, you will
learn how to:}

· Use the Office Assistant

· Find an answer

· Select an Assistant

· Change Assistant options

· Hide the Assistant

_{Using the Office Assistant}

d Discussion

To assist you in quickly and efficiently getting comprehensive help on any PowerPoint feature, you can use the Office Assistant. The Office Assistant appears in the application window as an animated graphic in a small window with a balloon attached. The balloon contains shortcuts for accessing additional topics and tips. When you display the Assistant, the balloon automatically appears. You can move the window portion of the Assistant anywhere on the screen, as well as resize it.

The Office Assistant provides helpful hints called tips to help you get the most from PowerPoint. A typical tip might provide a keyboard combination that quickly displays a particular dialog box or a more efficient way to accomplish a task. When the Assistant has a tip for your current task, a light bulb appears in the Office Assistant window. If the Assistant is not displayed when a tip is available, a light bulb appears on the Office Assistant button on the Standard Toolbar. You can click the Office Assistant button to open the Office Assistant and view the tip.

After you have read the tip, you can close it, or you can view previous tips. However, tips are not available for all PowerPoint functions.

Using the Office Assistant


o	You can also display a tip by clicking the Office Assistant and selecting the Tips button or by clicking the Office Assistant with the right mouse button and selecting the See Tips command.

o	Once you have closed a tip, it does not appear again. To view a previous tip, you can select Back in any Tip balloon or select the Reset my tips button on the Options page of the Office Assistant dialog box.

C Procedures

1. Click the Office Assistant button on the Standard toolbar.

2. Select Tips.

3. When you have finished viewing the tip, select Close.

f Step-by-Step

Use the Office Assistant to get a tip.

Start PowerPoint and create a blank presentation with the Title Slide AutoLayout, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant button on the Standard toolbar. The Office Assistant opens and displays a balloon.	Click
2. Select Tips. A balloon with the text of the tip appears.	Click Tips
3. When you have finished viewing the tip, select Close. The balloon with the tip closes, and the Office Assistant window remains open.	Click Close

_{Finding an Answer}

d Discussion

You can query the Office Assistant directly with any questions you may have regarding PowerPoint. When you query the Assistant, help topics related to your question appear. You can select any available help topic to view additional information. If there are more topics than can be displayed at one time, you can use the See more and the See previous commands to scroll through the available topics.

The Office Assistant provides the best answers when you enter a complete sentence or question in a query, rather than just a word or phrase. For example, it is better to ask How do I add bullets to a slide? rather than just bullets. The last query remains in the Office Assistant until you create a new query or close PowerPoint.

Finding an answer to a question

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Type the desired question or sentence.

4. Select Search.

5. Select the desired help topic.

f Step-by-Step

Find an answer to a question using the Office Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant
2. Type the desired question or sentence. The query appears in the text box.	Type *How do I add a picture to a slide?*
3. Select Search. A list of pertinent help topics appears.	Click Search
4. Select the desired help topic. The corresponding help window with the answer to the question opens.	Click Ways to insert pictures in a presentation

Close the help window.

_{Selecting an Assistant}

d Discussion

The default Office Assistant is an animated paper clip called Clippit. Other Assistants are available, including The Dot, The Genius, Hoverbot, Office Logo, Mother Nature, Power Pup, Scribble, and Will. You can preview and select the desired Assistant in the Office Assistant dialog box.

When you preview the Assistants, each one greets you with a message. The name of the Assistant appears as well as an introduction to it. Even though you can select any Assistant you want, you are limited to only one Assistant at a time. No matter which Assistant you choose, however, the Office Assistant maintains the same functionality.

Other Office programs, such as Word and Excel, share the Office Assistant. Therefore, any changes you make to the Assistant in PowerPoint affect all other Office programs.

Selecting an Assistant


o	Two Assistants, Mother Nature and The Genius, are only available when PowerPoint is installed from CD-ROM.

o	If you have Internet access to the World Wide Web, you can select additional Assistants from Microsoft’s web page. These Assistants are found under the home page address of http://www.microsoft.com.

o	You can also select an Assistant by clicking the right mouse button on the Office Assistant and selecting the Choose Assistant command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Select Options.

4. Select the Gallery tab.

5. Select Next as desired to view each Assistant.

6. Select Back as desired to view previous Assistants.

7. Select OK.

f Step-by-Step

Select a different Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant
2. Select Options. The Office Assistant dialog box opens.	Click Options
3. Select the Gallery tab. The Gallery* page appears.*	Click the Gallery tab
4. Select Next as needed to view each Assistant. The next Assistant appears.	Click Next> twice
5. Select Back as desired to view previous Assistants. The previous Assistant appears.	Click <Back
6. Select OK. The Office Assistant dialog box closes and the new Assistant appears in the Office Assistant window.	Click OK

Change the Assistant back to Clippit.

_{Changing Assistant Options}

d Discussion

You can use the options available on the Options page of the Office Assistant dialog box to make the Office Assistant work best for you. These options, some of which are activated by default, are divided into three distinct groups: Assistant capabilities, Show tips about, and Other tip options.

Some of the options that can be selected under Assistant capabilities include: Respond to F1 key, which opens the Assistant whenever you press [F1]; Move when in the way, which moves the Assistant as needed when screen elements (such as a dialog box) are open; and Guess help topics, in which the Assistant automatically displays help on the current task. These options are all enabled by default.

Under Show tips about, you can choose exactly which type of tip you want to display or hide, depending upon your individual needs. For example, you can select to show or hide tips about Using features more effectively, Using the mouse more effectively, and Keyboard shortcuts. The Using features more effectively and Using the mouse more effectively options are enabled by default.

Under Other tip options, you can select the following options: Only show high priority tips, which shows only important tips (such as time-saving tips); and Show the Tip of the Day at startup, which opens an Office Assistant tip each time PowerPoint starts. Neither of these options are enabled by default.

You can also reset your tips. This option allows you to review previous tips in the current PowerPoint session.

Changing Assistant options


o	You can also open the Office Assistant dialog box by clicking the right mouse button on the Office Assistant and selecting the Options command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Office Assistant.

3. Select Options.

4. Select the Options tab.

5. Select or deselect the desired options.

6. Select OK.

f Step-by-Step

Change Assistant options.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Office Assistant. The Office Assistant balloon appears.	Click the Office Assistant, if necessary
2. Select Options. The Office Assistant dialog box opens.	Click Options
3. Select the Options tab. The Options* page appears.*	Click the Options tab, if necessary
4. Select or deselect the desired options. The options are selected or deselected.	Click Move when in the way to deselect it
5. Select OK. The Office Assistant dialog box closes and the appropriate options are enabled or disabled.	Click OK

Move the Office Assistant to the center of the document window and open the Page Setup dialog box. Notice that the Assistant does not move to accommodate the Page Setup dialog box. Close the Page Setup dialog box.

Open the Office Assistant dialog box again and enable the Move when in the way option. Then, open the Page Setup dialog box again. Notice that the Assistant now moves to accommodate the Page Setup dialog box. Close the Page Setup dialog box.

_{Hiding the Assistant}

d Discussion

You can display or hide the Office Assistant as desired. Hiding the Assistant removes it from view, but does not disable it. The Assistant continues to monitor your activities and, if it detects that you are using procedures that can be performed more efficiently, the Office Assistant button on the toolbar displays a light bulb, or it may appear automatically to offer assistance.

You may want to hide the Office Assistant if you are not using it, find it distracting, or require a larger working area.


o	You can also hide the Office Assistant by clicking it with the right mouse button and selecting the Hide Assistant command.

C Procedures

1. Open the Office Assistant, if necessary.

2. Click the Close button on the Office Assistant.

f Step-by-Step

Hide the Office Assistant.

Open the Office Assistant, if necessary.

*Steps*	*Practice Data*
1. Click the Close button on the Office Assistant. The Office Assistant closes.	Click

Open the Office Assistant and the Office Assistant dialog box. On the Options page, select Reset my tips. Close the Office Assistant dialog box and hide the Assistant.

_Exercise

_{Working with the Office Assistant}

e Task

Use the Office Assistant to view a tip and find an answer to a question. Select a different Assistant, reset the Assistant tips, and hide the Assistant.

1. Start PowerPoint, if necessary.

2. Open the Office Assistant, if necessary.

3. Close the Office Assistant balloon, if necessary.

4. Select the Page Setup command from the File menu to open the Page Setup dialog box.

5. Click the Assistant.

6. Select the Troubleshooting printing help topic.

7. Close the help window.

8. Close the Page Setup dialog box.

9. Use the Assistant to find help on changing the layout of presentation slides.

10. Display the How layouts help me design slides help topic.

11. Close the help window.

12. Change the Clippit Assistant to the Scribble Assistant.

13. Return the Assistant to Clippit.

14. In the Office Assistant dialog box, reset the tips.

15. Hide the Office Assistant.

_{Lesson
3 -

Using Basic Presentation Skills}

_{In this lesson, you will
learn how to:}

· Create a new presentation

· Save a new presentation

· Close a presentation

· Open a presentation

· Enter text

· Add a new slide

· Rename an existing file

· Use design templates

· Use content templates

· Navigate slides

· Switch views

· Use the AutoContent Wizard

_{Creating a New Presentation}

d Discussion

In the New Presentation dialog box, you have several options for creating a new presentation, including design and content templates.

You can create a blank presentation from the General tab. A blank presentation is based on the design of the default template and does not suggest any content. You can then choose the layout for each slide from the AutoLayout dialog box.

Creating a blank presentation gives you complete control over the look and the content of the presentation from the beginning.

Creating a new presentation


o	You can also create a new presentation by clicking the New button on the Standard toolbar. This button creates a blank presentation by default and immediately opens the New Slide dialog box so that you can choose an AutoLayout.

C Procedures

1. Select the File menu.

2. Select the New command.

3. Select Blank Presentation.

4. Select OK.

5. Under Choose an AutoLayout, select the desired slide layout.

6. Select OK.

f Step-by-Step

Create a new presentation.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the New command. The New Presentation dialog box opens.	Click New...
3. Select Blank Presentation. *Blank* Presentation is selected.	Click Blank Presentation, if necessary
4. Select OK. The New Slide dialog box opens.	Click OK
5. Under Choose an AutoLayout, select the desired slide layout. The AutoLayout is selected.	Click Title Only (third row, third column)
6. Select OK. The slide appears in the presentation window.	Click OK

_{Saving a New Presentation}

d Discussion

Once you have created a presentation, it is important to save it. In the Save dialog box, you enter the file name of the presentation and select the folder in which you want to store it.

The Save dialog box opens whenever you click the Save button for a new presentation that has not yet been saved.

Once a file has been named, the Save dialog box does not open when you select the Save command. Instead, PowerPoint automatically saves the file with the same name and to the same location, overwriting the original file.

Saving a new presentation


o	You can also select the Save command from the File menu to save a presentation.

o	You can use the Create New Folder button in the Save As dialog box to create a new folder without leaving PowerPoint.

o	The following characters cannot be used in filenames: forward slash (/), backslash (\), greater than symbol (>), less than symbol (<), asterisk (), quotation marks (“ ”*), pipe symbol ( \| ), colon (:), or semicolon (;).

o	For every file named in PowerPoint 97 that is more than eight characters in length, there is an eight character file name created in order for the file to be compatible when used with earlier operating systems.

o	Since PowerPoint saves files in small increments, even large files are saved quickly.

C Procedures

1. Click the Save button .

2. Type the desired file name.

3. Select the Save in list.

4. Select the drive in which you want to save the presentation.

5. Select the folder in which you want to save the presentation.

6. Select Save.

f Step-by-Step

Save a new presentation.

*Steps*	*Practice Data*
1. Click the Save button. The Save dialog box opens.	Click
2. Type the desired file name. The file name appears in the File name* text box.*	Type *world*
3. Select the Save in list. A list of available drives appears.	Click Save in
4. Select the drive in which you want to save the presentation. A list of available folders appears.	Click the student data drive
5. Select the folder in which you want to save the presentation. A list of the files in the selected folder appears.	Double-click to select the student data folder
6. Select Save. The Save dialog box closes and the presentation is saved to the selected drive and folder.	Click Save

_{Closing a Presentation}

d Discussion

When you have finished working on a presentation, you can close the presentation to remove it from the presentation window without exiting PowerPoint. The Close command closes only the active presentation. If you have more than one presentation open, all other presentations remain open.

If you have not saved changes made to a presentation when you close it, PowerPoint prompts you to save the most recent changes. You can choose to save the changes made to the document, or you can close the document without saving the changes.


o	To close the active presentation, you can double-click the PowerPoint icon to the left of the word File on the menu bar or click the Close button at the right end of the menu bar.

o	The PowerPoint AutoRecover feature saves a temporary file at timed intervals. In this way, you can retrieve the changes made to a presentation if PowerPoint exits without saving them (e.g. due to a power failure or similar problem).


x	To be able to recover lost work, you must select the Save AutoRecover info option on the Save page of the Options dialog box prior to creating the file.

C Procedures

1. Select the File menu.

2. Select the Close command.

f Step-by-Step

Close the current presentation.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears*.	Click File
2. Select the Close command. The presentation closes and the program window remains open.	Click Close

If a message box prompts you to save the changes to the current presentation, select No.

_{Opening a Presentation}

d Discussion

You must open a presentation file in order to view or edit it. The Open dialog box lists all the files stored in the current folder and displays a preview of the selected file. You can select the desired file from the list, or you can type the name of the file you want to open.

If the file resides in a different drive or folder, you can use the Look in list to select the correct location. The folders and files residing in the selected location appear below the Look in box.

You can also have more than one presentation open at a time.

Opening a presentation


o	If you frequently use a particular file, you can add it to the Favorites folder by selecting the desired file and clicking the Add to Favorites button. Then, when you want to open the file, you can click the Look in Favorites button to see the files in the Favorites folder.

o	Because PowerPoint files open in small increments, you can start working on presentations, even large ones, immediately upon opening them.

o	The names of the four most recently opened presentations appear in a list at the bottom of the File menu. When you click a file name in the list, the appropriate presentation opens.

o	You can also open a presentation by selecting the Open command from the File menu or by pressing [Ctrl+O].

C Procedures

1. Click the Open button .

2. Select the Look in list.

3. Select the drive where the file you want to open is located.

4. Select the folder where the file you want to open is located.

5. Select the name of the presentation you want to open.

6. Select Open.

f Step-by-Step

Open an existing presentation from a specified drive and folder location.

*Steps*	*Practice Data*
1. Click the Open button. The Open dialog box appears.	Click
2. Select the Look in list. A list of available drives appears.	Click Look in
3. Select the drive where the file you want to open is located. A list of available folders appears.	Click the student data drive
4. Select the folder where the file you want to open is located. A list of available files appears.	Double-click to select the student data folder
5. Select the name of the presentation you want to open. The file name appears in the File name text box.	Click World1
6. Select Open. The Open dialog box closes and the file opens in the presentation window.	Click Open

_{Entering Text}

d Discussion

After you have opened the presentation, you can enter text into it. The amount of text you enter depends upon the current slide layout. For example, on a Bulleted List layout, you can add title text into the title area and several lines of text into the body area. However, on the Text & Chart or Text & Clip Art layouts, you must leave enough room to insert the chart or clip art images.

In PowerPoint, text appears in placeholders. Text placeholders determine the placement of text on the page and are formatted with the font style and font size defined for each AutoLayout. Default placeholder text appears until you type the desired text. If you do not enter any text, the default text appears on the screen, but is not printed.

When you click a text placeholder, you switch to edit mode. Selection handles appear around the placeholder and the insertion point appears in it.

Entering text

C Procedures

1. Click the placeholder to which you want to add text.

2. Type the desired text.

3. To deselect the placeholder, click outside of it.

f Step-by-Step

Enter text into a placeholder on a slide.

*Steps*	*Practice Data*
1. Click the placeholder to which you want to add text. The insertion point appears in the placeholder.	Click the Click to add title placeholder
2. Type the desired text. The text appears in the placeholder.	Type *Worldwide Sporting Goods*
3. To deselect the placeholder, click outside of it. The placeholder is deselected and the text is entered.	Click outside of the placeholder

_{Adding a New Slide}

d Discussion

You can add additional slides to a presentation. When adding additional slides, you can select the current AutoLayout or choose a new one. By default, PowerPoint inserts new slides after the current slide.


o	You can also add a new slide to a presentation by selecting the New Slide command from the Insert menu.

C Procedures

1. Select New Slide on the Common Tasks toolbar.

2. Under Choose an AutoLayout, select the desired AutoLayout.

3. Select OK.

f Step-by-Step

Add a new slide to a presentation.

*Steps*	*Practice Data*
1. Select New Slide on the Common Tasks toolbar. The New Slide dialog box opens.	Click New Slide...
2. Under Choose an AutoLayout, select the desired AutoLayout. The AutoLayout is selected and its description appears in the New Slide dialog box.	Click Bulleted List (first row, second column)
3. Select OK. The new slide appears in the presentation window after the current slide.	Click OK

_{Renaming an Existing File}

d Discussion

Once a file has been saved to disk, PowerPoint updates the existing file with any changes each time you subsequently save the presentation.

However, there may be times when you want to save the current presentation with a different name or to a different location. For example, you may want to perform this task to modify a presentation and save the changes, but still keep the original presentation intact, or you may want to save a copy of the presentation to a floppy disk. You can use the Save As dialog box to accomplish these tasks.

In the Save As dialog box, you can enter a new file name, or you can select a different drive or folder in which to save the file.

C Procedures

1. Select the File menu.

2. Select the Save As command.

3. Type the desired file name.

4. Select the Save in list.

5. Select the drive in which you want to save the new presentation.

6. Select the folder in which you want to save the new presentation.

7. Select Save.

f Step-by-Step

Rename an existing presentation.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Save As command. The Save As dialog box opens.	Click Save As...
3. Type the desired file name. The file name appears in the File name* text box.*	Type *World Test*
4. Select the Save in list. A list of available drives appears.	Click Save in
5. Select the drive in which you want to save the new presentation. The folders in the selected drive appear.	Click the student data drive
6. Select the folder in which you want to save the new presentation. The files in the selected folder appear.	Double-click to select the student data folder
7. Select Save. The Save As dialog box closes and the file is saved with the new name to the selected location.	Click Save

Close World Test.

_{Using Design Templates}

d Discussion

When creating a new presentation, you can choose a design template. Design templates give the slides in your presentation a consistent, professional look.

PowerPoint provides a variety of design templates, which are listed on the Presentation Designs page of the New Presentation dialog box. When you select a design template, a preview of it appears in the New Presentation dialog box.

Selecting a design template

C Procedures

1. Select the File menu.

2. Select the New command.

3. Select the Presentation Designs tab.

4. Select the desired design template.

5. Select OK.

6. Under Choose an AutoLayout, select the desired slide layout.

7. Select OK.

f Step-by-Step

Select a design template.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the New command. The New Presentation dialog box appears.	Click New...
3. Select the Presentation Designs tab. The Presentation Designs* page appears.*	Click the Presentation Designs tab
4. Select the desired design template. A preview of the design template appears under Preview.	Scroll as necessary and click Whirlpool
5. Select OK. The New Slide dialog box opens.	Click OK
6. Under Choose an AutoLayout, select the desired slide layout. The layout is selected.	Click Title Slide, if necessary
7. Select OK. The New Slide dialog box closes and the new slide with the design template appears in the presentation window.	Click OK

Close the presentation without saving it.

_{Using Content Templates}

d Discussion

PowerPoint provides a variety of presentations containing both design and suggested content. These templates, called content templates, allow you to create a professional presentation quickly. PowerPoint creates a title slide and supporting slides with generic text, which you can then customize as desired.

The content templates provided by PowerPoint appear on the Presentation page of the New Presentation dialog box. When you select a content template, a preview of it appears in the New Presentation dialog box.

Using content templates

C Procedures

1. Select the File menu.

2. Select the New menu.

3. Select the Presentations tab.

4. Select the desired content template.

5. Select OK.

f Step-by-Step

Create a presentation from a content template.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the New menu. The New Presentation dialog box opens.	Click New...
3. Select the Presentations tab. The Presentations* page appears.*	Click the Presentations tab
4. Select the desired content template. A preview of the content template appears under Preview.	Click Company Meeting (Standard)
5. Select OK. The New Presentation dialog box closes and the slide with the content template appears in the presentation window.	Click OK

Close the presentation without saving it.

_{Navigating Slides}

d Discussion

In Slide view, you can use the Next Slide and Previous Slide buttons to move from one slide to another. These buttons are located at the bottom of the vertical scroll bar.

You can also use the scroll box in the vertical scroll bar to go to other slides. As you drag the scroll box, PowerPoint displays the number and title of each slide in a ScreenTip. When you release the scroll box, PowerPoint displays the slide at that location in the presentation.


o	The Notes Page view also uses the Next Slide and Previous Slide buttons to go to other slides.

C Procedures

1. To move to the next slide, click the Next Slide button.

2. To move to the previous slide, click the Previous Slide button.

3. Drag the scroll box to the desired presentation location.

4. Release the mouse button.

f Step-by-Step

From the Student Data directory, open MEETING.PPT.

Navigate slides using the Next Slide and Previous Slide buttons.

*Steps*	*Practice Data*
1. To move to the next slide, click the Next Slide button. The next slide appears.	Click
2. To move to the previous slide, click the Previous Slide button. The previous slide appears.	Click
3. Drag the scroll box to the desired presentation location. PowerPoint displays the number and title of each slide in a ScreenTip as you drag.	Drag the scroll box to slide 3
4. Release the mouse button. The slide appears in the presentation window.	Release the mouse button

Go back to slide 1.

_{Switching Views}

d Discussion

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.

View Button	View	Description
	Slide	Displays one slide at a time. Use this view when you want to 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, and delete slides.
	Notes Page	Displays each slide and any notes attached to it, one at a time. You can print these notes and use them when you give the presentation.
	Slide Show	Displays the slides as they appear during a slide show.


o	You can also use the View menu commands to switch views.

C Procedures

1. Click the View button for the desired view.

f Step-by-Step

Switch views in a presentation.

*Steps*	*Practice Data*
1. Click the View button for the desired view. The corresponding view appears.	Click

Switch to Slide Sorter view and then back to Slide view.

Close MEETING.PPT.

_{Using the AutoContent Wizard}

d Discussion

The AutoContent Wizard offers the quickest way to create a presentation. It provides content ideas, template selections, and step-by-step guidance to build a title and supporting slides. For example, you can use the AutoContent Wizard to present a company's financial overview. The AutoContent Wizard steps you through the selection of a presentation type, style and output options, and provides suggested slide titles and text.

The AutoContent Wizard helps you select several predesigned content templates that can be used for creating meeting presentations, certificates, flyers, calendars of events, and Web home pages. In addition, if you want information on how to become an effective presenter, you can use the Dale Carnegie Training® templates that are included with the AutoContent Wizard.

When the AutoContent Wizard finishes, the presentation appears in Outline view. This view allows you to easily enter the slide text.

Using the AutoContent Wizard


o	Depending on the type of presentation you choose to develop, the AutoContent Wizard options may vary.

o	You can also select the AutoContent Wizard option in the opening PowerPoint dialog box when PowerPoint starts.

C Procedures

1. Select the File menu.

2. Select the New command.

3. Select the Presentations tab.

4. Select AutoContent Wizard.

5. Select OK.

6. Select Next >.

7. Select the desired presentation category.

8. Select the type of presentation you want to give.

9. Select Next >.

10. Select the desired output option.

11. Select Next >.

12. Select the desired type of output.

13. Specify whether or not you want to print handouts.

14. Select Next >.

15. Select the Presentation title text box.

16. Type the desired title of the presentation.

17. Select the Your name text box.

18. Type the desired name in the Your name text box.

19. Select the Additional information text box.

20. Type any additional information as desired.

21. Select Next >.

22. Select Finish.

f Step-by-Step

Use the AutoContent Wizard to create a presentation.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the New command. The New Presentation dialog box opens.	Click New...
3. Select the Presentations tab. The Presentations* page appears.*	Click the Presentations tab
4. Select AutoContent Wizard. *AutoContent Wizard* is selected.	Click AutoContent Wizard
5. Select OK. The first AutoContent Wizard dialog box opens.	Click OK
6. Select Next >. The AutoContent Wizard dialog box Presentation type* panel appears.*	Click Next >
7. Select the desired presentation category. The presentation category is selected.	Click General
8. Select the type of presentation you want to give. The presentation type is selected.	Click Generic
9. Select Next >. The AutoContent Wizard dialog box Output options* panel appears.*	Click Next >
10. Select the desired output option. The output option is selected.	Click Presentations, informal meetings, handouts, if necessary
11. Select Next >. The AutoContent Wizard dialog box Presentation style* panel appears.*	Click Next >
12. Select the desired type of output. The output type is selected.	Click Color overheads
13. Specify whether or not you want to print handouts. The option is selected.	Click Yes, if necessary
14. Select Next >. The AutoContent Wizard dialog box Presentation options* panel appears.*	Click Next >
15. Drag to select the text in the Presentation title text box. The text is highlighted as you drag.	Drag to select the text in the Presentation title text box
16. Release the mouse button. The text is selected.	Release the mouse button
17. Type the desired title of the presentation. The text appears in the Presentation title* text box.*	Type *Making a Business of Recreation*
18. Select the Your name text box. The text in the Your name* text box is selected.*	Press [Tab]
19. Type the desired name in the Your name text box. The text appears in the Your name* text box.*	Type *Worldwide Sporting Goods*
20. Select the Additional information text box. The text in the Additional *information* text box is selected.	Press [Tab]
21. Type any additional information as desired. The text appears in the Additional *information* text box.	Type *Product, Value, Quality and Service*
22. Select Next >. The AutoContent Wizard dialog box Finish* panel appears.*	Click Next >
23. Select Finish. The AutoContent Wizard dialog box closes and the presentation appears in Outline* view.*	Click Finish

Switch to Slide view and review the presentation. Then, close the presentation without saving it.

_Exercise

_{Creating Presentations}

e Task

Create a new presentation using the AutoContent Wizard. Add slides and text. Navigate slides and switch views.

1. Create a new presentation using the AutoContent Wizard. Select the Corporate category and create a presentation for a Company Meeting.

2. Select the default output options and presentation style. On the Presentation options panel, enter Annual Meeting as the presentation title. Type Worldwide Sporting Goods in the Your name text box and January, 1998 in the Additional information text box. Finish the presentation.

3. Save the new presentation as Annual Meeting to the student data folder.

4. Switch to Slide Sorter view to view the slides and then switch back to Slide view.

5. Insert a new slide with the Title Slide layout.

6. On the new slide, click the Click to add title placeholder and type Opening Message.

7. Click the Click to add sub-title placeholder and type Robert Anderson, President.

8. Save the presentation as Annual to the student data folder.

9. Close the presentation.

_{Lesson
4 -

Enhancing Presentation Text}

_{In this lesson, you will
learn how to:}

· Change the font

· Change the font size

· Change font style and effect

· Change text alignment

· Add/Remove bullets

· Modify paragraph spacing

_{Changing the Font}

d Discussion

Text font is determined by the template and the design you choose when you create a presentation. You can change the font as desired to suit your needs. In this way, you can customize a presentation to accommodate special conditions, such as text for a company logo.

The fonts available to you depend upon which fonts are installed on your computer and printer. A TT symbol next to a font name indicates that it is a True Type font installed in Windows. A printer icon next to a font name indicates that it is a font installed in your printer.


o	You can also use the Font command on the Format menu to change the font.

C Procedures

1. Select the placeholder containing the text for which you want to change the font

2. Select the desired text.

3. Select the Font list on the Formatting toolbar.

4. Select the desired font.

f Step-by-Step

From the Student Data directory, open WORLD2.PPT.

Change the font of selected text.

Go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the placeholder containing the text for which you want to change the font The placeholder is selected.	Click the Worldwide Sporting Goods placeholder
2. Drag to select the desired text. The text is highlighted as you drag.	Drag to select Worldwide Sporting Goods
3. Release the mouse button. The text is selected.	Release the mouse button
4. Select the Font list on the Formatting toolbar. A list of available fonts appears.	Click Font
5. Select the desired font. The font is applied to the selected text.	Scroll as necessary and click Times New Roman

Click outside of the placeholder to deselect the text.

_{Changing the Font Size}

d Discussion

The default font size of titles, bulleted text, and other text in a presentation depends upon the template or design you chose to use to create a presentation. You can change font size as needed in order to emphasize or de-emphasize text.


o	You can also use the Increase Font Size and Decrease Font Size buttons on the Formatting toolbar to incrementally increase or decrease the font size.

o	You can also use the Font command on the Format menu to change the font size.

C Procedures

1. Select the placeholder containing the text for which you want to change the font size.

2. Select the desired text.

3. Select the Font Size list on the Formatting toolbar.

4. Select the desired font size.

f Step-by-Step

Change the font size of selected text.

Go to slide 3.

*Steps*	*Practice Data*
1. Select the placeholder containing the text for which you want to change the font size. The placeholder is selected.	Click the Supporting Retail Partners placeholder
2. Drag to select the desired text. The text is highlighted as you drag.	Drag to select Supporting Retail Partners
3. Release the mouse button. The text is selected.	Release the mouse button
4. Select the Font Size list on the Formatting toolbar. A list of available font sizes appears.	Click Font Size
5. Select the desired font size. The font size is applied to the selected text.	Scroll as necessary and click 28

Click outside of the placeholder to deselect the text.

_{Changing Font Style and Effect}

d Discussion

You can change the font style and effect. Font style includes bold and italic and font effects include underline, shadow, emboss, superscript, and subscript. Buttons for bold, italic, underline, and shadow appear on the Formatting toolbar.

Font styles and effects can make words stand out on a slide. You can use them to call attention to the key words in a presentation.


o	You can also use the Font command on the Format menu to add font style and effects. In the Font dialog box, you can select any font style or effect. In addition, you can apply more than one font style or effect at one time.

C Procedures

1. Select the placeholder containing the text for which you want to change the font style or effect.

2. Select the desired text.

3. Click the desired font style or effect button.

f Step-by-Step

Change the font effect of text on a slide.

Go to slide 4.

*Steps*	*Practice Data*
1. Select the placeholder containing the text for which you want to change the font style or effect. The placeholder is selected.	Click the Meeting the Needs placeholder
2. Drag to select the desired text. The text is highlighted as you drag.	Drag to select Meeting the Needs
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the desired font style or effect button. The font style or effect is applied to the selected text.	Click

Click outside of the placeholder to deselect the text.

_{Changing Text Alignment}

d Discussion

You can change the alignment of text in a slide to best achieve a desired look. You can align text to the left or to the right margin, center it between the margins, or justify it to both the left and right margins.

Aligning text affects the entire paragraph. You do not need to select the text in the paragraph you want to align; you can simply position the insertion point anywhere within the paragraph.


o	You can use the available buttons on the Formatting toolbar to align text to the left, right, or center. You must use the Alignment command to justify text.

o	You can also use the Alignment command on the Format menu to change text alignment.

C Procedures

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

2. Position the insertion point in the paragraph you want to align.

3. Click the desired alignment button.

f Step-by-Step

Change text alignment.

Go to slide 4, if necessary.

*Steps*	*Practice Data*
1. Select the placeholder containing the text you want to align. The placeholder is selected.	Click the Meeting the Needs placeholder
2. Position the insertion point in the paragraph you want to align. The insertion point appears in the text.	Click in Meeting
3. Click the desired alignment button. The text is aligned accordingly.	Click

Click outside of the placeholder to deselect it.

_{Adding/Removing Bullets}

d Discussion

Often, slides contain text in bulleted lists. PowerPoint creates the bullets automatically as you type. However, you can add and remove bullets manually, if desired. For example, if presentation objectives appear in a list, you can add bullets to the list to highlight each objective. The bullet size and style are determined by the size and style of the corresponding text line.

You can use the Bullets button on the Formatting toolbar to add or remove bullets.

C Procedures

1. Select the placeholder containing the text to which you want to add bullets.

2. Select the text to which you want to add bullets.

3. Click the Bullets button .

f Step-by-Step

Add and remove bullets.

Go to slide 4, if necessary.

*Steps*	*Practice Data*
1. Select the placeholder containing the text to which you want to add bullets. The placeholder is selected.	Click the Saturday delivery placeholder
2. Drag to select the text to which you want to add bullets. The text is highlighted as you drag.	Drag to select Saturday delivery through Toll-free 800 number
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Bullets button. Bullets appear on the selected text lines.	Click

Click outside of the placeholder to deselect the text.

Go to slide 6. Select the bulleted text and click the Bullets button to remove the bullets.

_{Modifying Paragraph Spacing}

d Discussion

You can change the default line and paragraph spacing on a slide if you want to spread lines out on the slide or condense them into a smaller area.

Paragraph spacing refers not only to the spacing before and after a paragraph, but also to the spacing between the lines within the paragraph. The Increase Paragraph Spacing and Decrease Paragraph Spacing buttons increase or decrease the paragraph spacing by .1 line each time you click the button.


o	You can use the Line Spacing command on the Format menu to open the Line Spacing dialog box, where you can manually define the paragraph spacing.

C Procedures

1. Select the placeholder containing the text for which you want to modify the paragraph spacing.

2. Select the text for which you want to modify the paragraph spacing.

3. Click the Increase Paragraph Spacing or the Decrease Paragraph Spacing as desired.

f Step-by-Step

Modify paragraph spacing.

Go to slide 7.

*Steps*	*Practice Data*
1. Select the placeholder containing the text for which you want to modify the paragraph spacing. The placeholder is selected.	Click the Early Monday Delivery placeholder
2. Drag to select the text for which you want to modify the paragraph spacing. The text is highlighted as you drag.	Drag to select Early Monday Delivery through are announced
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Increase Paragraph Spacing button or Decrease Paragraph Spacing button as desired. The paragraph spacing adjusts accordingly.	Click

Close WORLD2.PPT.

_Exercise

_{Enhancing Presentation Text}

e Task

Enhance text in a presentation. Change the font, font size, and font style and effects. Align text, add bullets, and change paragraph spacing.

1. Open Meeting2.

2. On slide 1, change the font of Worldwide Sporting Goods to Times New Roman and change the font size to 28. Also, add bold and italic to the text.

3. Go to slide 2. Center the word Agenda.

4. On slide 2, remove the bullets from the Welcome and Introductions placeholder.

5. With the text still selected, increase the paragraph spacing by .1 line.

6. Close the presentation without saving it.

_{Lesson
5 -

Using Outline View}

_{In this lesson, you will
learn how to:}

· Use Outline view

· Navigate in Outline view

· Collapse/Expand an outline

· Demote/Promote text lines

· Move text lines

· Add slides in Outline view

· Delete slides - Outline view

· Rearrange slides

· Create a summary slide - Outline View

_{Using Outline View}

d Discussion

When you are working on a presentation, Outline view allows you to concentrate on the content. Since most presentations list highlights instead of full explanations, Outline view is also an effective way of organizing your thoughts.

Outline view displays a presentation in the form of a classic outline, consisting of a heading and associated body text for each slide. The heading and body text appear on separate lines, with the body text indented to one of five levels. Level one is the highest level. For example, in a presentation highlighting a company's financial performance, a slide might contain the heading Agenda as the title. The body text might include the text Assets at level one and the text Stock Performance indented to level two, below Assets.

Working in Outline view is a convenient way of customizing the content of a presentation. You can add and delete titles, body text, and entire slides. You can edit text, add bullets and other textual emphasis, and move text from one position to another or to another slide.

Outline view also adds a global perspective to your presentation. You can display just the titles to check for continuity, selectively expand a particular selection to review body text, or view the entire outline to verify content. Printing the outline is also a convenient way of reviewing the text in a presentation.

Using Outline view


o	In Outline view, a thumbnail picture of the current slide appears.

_{Navigating in Outline View}

d Discussion

You can use the mouse or the keyboard to navigate in Outline view. The [Up] and [Down] keys move the insertion point to the previous or the next line. The [Left] and [Right] keys move the insertion point to the previous or the next character.

C Procedures

1. Press [Down] to move down one line.

2. Press [Left] to move to the left one character.

3. Press [Up] to move up one line.

4. Press [Right] to move to the right one character.

f Step-by-Step

From the Student Data directory, open WORLD3.PPT.

Navigate in Outline view.

Switch to Outline view, if necessary. Click in the text Partnerships on slide 3.

*Steps*	*Practice Data*
1. Press [Down] to move down one line. The insertion point moves down one line.	Press [Down]
2. Press [Left] to move to the left one character. The insertion point moves to the left one character.	Press [Left]
3. Press [Up] to move up one line. The insertion point moves up one line.	Press [Up]
4. Press [Right] to move to the right one character. The insertion point moves to the right one character.	Press [Right]

_{Collapsing/Expanding an Outline}

d Discussion

One of the advantages of working with an outline is the ability to expand and collapse the outline. A collapsed outline allows you to see the flow of ideas more easily, since you see only the titles of each slide. You can also collapse all slides except for the current slide. This option leaves more of the screen available.

You can choose to collapse the entire outline and view only the titles of each slide, or you can collapse specific slides. You can also expand the entire outline to view all the body text, or you can expand only specific slides as you want to work with them.

A collapsed outline


o	When an outline is collapsed, a gray line appears under the titles of slides containing body text.

C Procedures

1. To collapse the current slide, click the Collapse button .

2. To expand the current slide, click the Expand button .

3. To collapse the entire outline, click the Collapse All button .

4. To expand the entire outline, click the Expand All button .

f Step-by-Step

Collapse and expand slides.

Switch to Outline view, if necessary. Position the insertion point in slide 2.

*Steps*	*Practice Data*
1. To collapse the current slide, click the Collapse button. Only the slide title text appears.	Click
2. To expand the current slide, click the Expand button. All text on the current slide appears.	Click
3. To collapse the entire outline, click the Collapse All button. Only the title text of each slide appears.	Click
4. To expand the entire outline, click the Expand All button. All text in the outline appears.	Click

_{Demoting/Promoting Text Lines}

d Discussion

There are five levels of indentation available for the body text on a slide. Level one is the largest in font size and has the smallest indent. Level five is the smallest in size and has the greatest indent.

When you want to place less emphasis on an item, you can demote it. When you demote an item, the font size for that item becomes smaller and the indentation increases. When you want to place more emphasis on an item, you can promote it. When you promote an item, the font size for that item becomes larger and the indentation decreases.


o	The Promote and Demote buttons also appear on the Formatting toolbar.

o	You can also press [Tab] to demote a line and [Shift+Tab] to promote a line.

C Procedures

1. Position the insertion point in the line of text you want to demote.

2. Click the Demote button .

3. Position the insertion point in the line of text you want to promote.

4. Click the Promote button .

f Step-by-Step

Demote and promote text lines.

*Steps*	*Practice Data*
1. Position the insertion point in the line of text you want to demote. The insertion point appears in the text line.	Click in the New Co-op Partners Program line on slide 2
2. Click the Demote button. The text line is demoted.	Click
3. Position the insertion point in the line of text you want to promote. The insertion point appears in the text line.	Click in the Success is our objective line on slide 2
4. Click the Promote button. The text line is promoted.	Click

_{Moving Text Lines}

d Discussion

You can use the Move Up and Move Down buttons on the Outlining toolbar to move titles and body text up or down on a slide or between slides. If no selection is made, the text line containing the insertion point changes places with the text line immediately above or below it. If multiple text lines are selected, the entire selection changes places with the text line immediately above or below it.


o	If you move a line with text indented below it, the indented text does not move.

C Procedures

1. Position the insertion point in the text line you want to move up.

2. To move the line up one position, click the Move Up button .

3. Position the insertion point in the text line you want to move down.

4. To move the line down one position, click the Move Down button .

f Step-by-Step

Move a text line up and down.

*Steps*	*Practice Data*
1. Position the insertion point in the text line you want to move up. The insertion point appears in the text.	Click in the Success is our objective line on slide 2
2. To move the line up one position, click the Move Up button. The text line moves up one line.	Click
3. Position the insertion point in the text line you want to move down. The insertion point appears in the text.	Click in the Products, Value, Quality, and Service line on slide 2
4. To move the line down one position, click the Move Down button. The text line moves down one line.	Click

_{Adding Slides in Outline View}

d Discussion

You can easily add slides in Outline view. By default, new slides inserted in Outline view have the Bulleted List layout.

C Procedures

1. Position the insertion point to the left of the title line where you want to add a slide.

2. Press [Enter].

f Step-by-Step

Add a slide in Outline view.

*Steps*	*Practice Data*
1. Position the insertion point to the left of the title line where you want to add a slide. The insertion point appears in the new location.	Click to the left of Success-Satisfaction-Partnership on slide 2
2. Press [Enter]. A blank slide appears.	Press [Enter]

Position the insertion point in the new slide and type Agenda.

_{Deleting Slides - Outline View}

d Discussion

You can easily delete slides in Outline view. You also can delete multiple slides by first selecting the slides you want to delete.

C Procedures

1. Click the icon of the slide you want to delete.

2. Press [Delete].

f Step-by-Step

Delete a slide.

*Steps*	*Practice Data*
1. Click the icon of the slide you want to delete. The slide text and icon are selected.	Scroll as necessary and click in slide 9
2. Press [Delete]. The slide is deleted and the remaining slides are renumbered accordingly.	Press [Delete]

Delete the Agenda slide.

_{Rearranging Slides}

d Discussion

You can rearrange slides in Outline view, whether the outline is collapsed or expanded. However, moving collapsed slides shortens the outline and makes it quick and easy to move slides.

In Outline view, you can move a single slide or multiple, contiguous slides at the same time. When moving multiple slides, you can use the [Shift] key both to expand the selection and to drag it to a new location.

C Procedures

1. Point to the icon of the slide you want to move.

2. Drag the icon to the desired location.

3. Release the mouse button.

f Step-by-Step

Rearrange slides in Outline view.

*Steps*	*Practice Data*
1. Point to the icon of the slide you want to move. The pointer changes into a four-headed arrow.	Scroll as necessary and point to Customer Requirements
2. Drag the icon to the desired location. An line appears as you drag.	Drag to above the Meeting the Needs text
3. Release the mouse button. The slide appears in the new position and the outline is renumbered accordingly.	Release the mouse button

Close WORLD3.PPT.

_{Creating a Summary Slide - Outline
View}

d Discussion

You can easily create a summary slide in Outline view. A summary slide contains the titles of each slide. For example, you can select the title from each slide in the presentation and use the Summary Slide button to create an agenda slide to introduce the presentation.

Creating a summary slide

C Procedures

1. Select the slides you want to include in the summary slide.

2. Click the Summary Slide button .

f Step-by-Step

From the Student Data directory, open WORLD4.PPT.

Create a summary slide.

Switch to Outline view, if necessary.

*Steps*	*Practice Data*
1. Drag to select the slides you want to include in the summary slide. The text is highlighted as you drag.	Drag to select the entire presentation
2. Release the mouse button. The appropriate slides are selected.	Release the mouse button
3. Click the Summary Slide button. The summary slide appears at the beginning of the outline.	Click

Close WORLD4.PPT.

_Exercise

_{Using Outline View}

e Task

Use Outline view to manipulate slides in a presentation, add and delete slides, rearrange slide order, promote and demote text, and create a summary slide.

1. Open Meeting3.

2. Promote the Competitive - Expand into foreign markets text line on slide 4.

3. Demote the Dollars spent on recreation went up text line on slide 6.

4. Collapse the entire outline.

5. Move the Financial Overview slide before the Review of Prior Goals slide.

6. Move the Review of Prior Goals slide before the Highlights of Past Year slide.

7. Expand the entire outline.

8. On slide 7, move the Financial Goals line before the Strategic undertakings line.

9. Add a slide before slide 6. Enter Regional Comparison as the slide title text.

10. Delete slide 2, Agenda.

11. Select all the text in the presentation and create a summary slide.

12. Close the presentation without saving it.

_{Lesson
6 -

Correcting Spelling Errors}

_{In this lesson, you will
learn how to:}

· Check spelling as you type

· Hide spelling errors

· Start the spelling checker

· Use Ignore/Ignore All

· Use Change/Change All

· Use Replace/Replace All

· Select AutoCorrect options

· Use AutoCorrect

· Create an AutoCorrect entry

· Delete an AutoCorrect entry

_{Checking Spelling as You Type}

d Discussion

In order to help you check your presentations for errors in spelling, PowerPoint includes a Spelling feature. This feature works in two ways. One way is to automatically check spelling. With this method, the spelling checker automatically identifies words not in PowerPoint’s dictionary as you type. This method is enabled by default. The other way allows you to invoke the spelling checker after a presentation has been created. Both methods find the same errors.

The check spelling as you type feature is an excellent tool for correcting typographical errors as you type. This feature examines the words in a presentation and compares them to the words found in the main dictionary. When a word is found that is not in the main dictionary, a single, red, wavy line appears beneath the word. (Red, wavy lines also appear under words identified as not in PowerPoint’s dictionary when you open a document.)

You have two choices when PowerPoint identifies a word. If the word is spelled correctly in its context, you can ignore the underline and continue typing. You can also correct the misspelled word with one of the suggestions on the shortcut menu. If the correct spelling is not present, you can edit the error in the Spelling dialog box. You can also edit the error in the presentation itself.

You can quickly move to the next spelling by double-clicking the Spelling Status icon on the status bar. This icon, which resembles an open book, displays an X when additional errors are present in a presentation. The Spelling Status icon, however, is only visible if the spelling option has been enabled.

When text is identified as not in PowerPoint’s dictionary, PowerPoint does not automatically correct the error because of the vast complexities and idiosyncrasies of the English language. For example, your company may use an acronym or word that is perfectly correct in its context, although it is identified as incorrect. Therefore, you can decide whether or not to correct identified text.

In addition to checking spelling, the spelling checker searches for oddly capitalized words (tHe), words that should be capitalized (Missouri), and words that should be all capitals (OK).

The identified word can be changed to one of the suggestions, or you can type the correct spelling. You can then choose to change only this occurrence of the word or all occurrences of the word in the document.

You can enable or disable spelling option on the Spelling page of the Options dialog box.


o	In order to check spelling automatically as you type, the Spelling option must be selected and the Hide spelling errors option must be deselected on the Spelling page of the Options dialog box.

o	You do not need to correct misspellings immediately as they occur. You can correct them any time the presentation is open.

o	The spelling checker red, wavy lines only appear on the screen; they are not printed with the presentation.

_{Hiding Spelling Errors}

d Discussion

The red, wavy underlines that appear when you check spelling as you type may distract you or clutter the text on the screen. You can select the Hide spelling errors option on the Spelling page of the Options dialog box. This option is helpful if you prefer to check the spelling at a more convenient time.


o	You must deselect the Hide spelling errors option in order to view spelling errors as you type.

C Procedures

1. Select the Tools menu.

2. Select the Options command.

3. Select the Spelling tab.

4. Select the Hide spelling errors option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open WORLD5.PPT.

Hide spelling errors.

Scroll to slide 7 to view the identified text.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Options command. The Options dialog box opens.	Click Options...
3. Select the Spelling tab. The Spelling* page appears.*	Click the Spelling tab
4. Select the Hide spelling errors option. The option is selected.	Click Hide spelling errors
5. Select OK. The Options dialog box closes and the text is no longer identified with red, wavy lines.	Select OK

Open the Options dialog box and deselect the Hide spelling errors option on the Spelling page.

_{Starting the Spelling Checker}

d Discussion

PowerPoint provides a built-in utility that allows you to check the spelling of all contents in a presentation, including slides, outlines, notes pages, and handout pages. You can check the entire presentation for spelling errors at any time. When you start the spelling checker, PowerPoint begins the spell check at the insertion point.

If the spelling checker does not recognize a word, the word appears in the Not in dictionary text box. At this point, you have several options. You can manually correct the word in the Change to text box, or you can select one of the alternatives in the Suggestions list. After you have made the correction, you can change just the current occurrence of the identified text or you can change all occurrences during the current PowerPoint session.

If the word is not listed in the dictionary, but you know it is spelled correctly, you can ignore the current occurrence of the identified text, ignore all occurrences during the current PowerPoint session, or add the word to the custom dictionary.


o	The spelling checker does not check embedded objects, text in clip art, or pictures imported into PowerPoint.

o	It is a good idea to check spelling in Outline view, where you can check the spelling of all the text in a presentation at one time.

o	You can click the right mouse button on a word with a red, wavy line and select a word from the list at the top of the shortcut menu or select the Spelling command to open the Spelling dialog box. Other ways you can activate the spelling checker include selecting the Spelling command from the Tools menu or pressing [F7].

C Procedures

1. Click the Spelling button on the Standard toolbar.

f Step-by-Step

Start the spelling checker.

Go to the top of the outline, if necessary.

*Steps*	*Practice Data*
1. Click the Spelling button on the Standard toolbar. The Spelling dialog box opens.	Click

_{Using Ignore/Ignore All}

d Discussion

When the spelling checker identifies a word that is spelled correctly, you can ignore the highlighted word and continue the spell check. You can use the Ignore option for proper names and other words that are not included in the main or custom dictionary. For example, a presentation may contain text that is not recognized by the spelling checker, even though it is correctly spelled (for example, your company name).

The Spelling dialog box


o	You can use the Ignore All option to ignore all occurrences of an identified word during the current PowerPoint session.

C Procedures

1. Start the spelling checker, if necessary.

2. Select Ignore.

f Step-by-Step

Ignore a correctly spelled word.

Go to the top of the outline and start the spelling checker, if necessary.

*Steps*	*Practice Data*
1. Select Ignore. The next identified word is highlighted.	Click Ignore to ignore the word SportsGalore

_{Using Change/Change All}

d Discussion

During a spelling check, you can use the Change option to change the current occurrence of an identified word. The Spelling dialog box lists alternative spellings, if any. For example, if you typed the misspelled word presenttion on a slide, the spelling checker might suggest the alternative spellings, presentation and prevention.

You can also change all occurrences of an identified word in the current presentation. For example, the spelling checker flags the word competative as misspelled. Since you have used this word on several slides in the presentation, you can use the Change All option to change all occurrences of competative to competitive.

If the Spelling dialog box does not offer the correct alternative spelling, you can edit the word directly in the Change to text box.

C Procedures

1. Start the spelling checker, if necessary.

2. Select the correctly spelled word from the Suggestions list.

3. Select Change or Change All, as desired.

f Step-by-Step

Change a misspelled word.

*Steps*	*Practice Data*
1. Select the correctly spelled word from the Suggestions list. The suggested word appears in the Change to* text box.*	Click Competitive, if necessary
2. Select Change or Change All, as desired. The next identified word appears in the Not in dictionary* text box.*	Click Change

In the Change to text box, change Aftermarket to After Market and select Change All. When the Microsoft PowerPoint message box indicates that the spelling check is complete, select OK.

_{Using Replace/Replace All}

d Discussion

In PowerPoint, you can find a word or phrase and replace it with another word or phrase. You can replace only the current occurrence of the text or all occurrences. The Replace feature can save you time because you do not have to manually find each occurrence and type the replacement text. For example, you could replace all occurrences of the word growth with the word development throughout a presentation.

Finding and replacing text

C Procedures

1. Select the Edit menu.

2. Select the Replace command.

3. Type the text you want to find in the Find what text box.

4. Select the Replace with text box.

5. Type the desired replacement text.

6. Select Replace or Replace All as desired.

7. Select OK.

8. Select Close.

f Step-by-Step

Find and replace text in a presentation.

*Steps*	*Practice Data*
1. Select the Edit menu. The Edit* menu appears.*	Click Edit
2. Select the Replace command. The Replace dialog box opens.	Click Replace…
3. Type the text you want to find in the Find what text box. The word appears in the Find what* text box.*	Type *After Market*
4. Select the Replace with text box. The insertion point appears in the Replace with* text box.*	Press [Tab]
5. Type the desired replacement text. The replacement word appears in the Replace with* text box.*	Type After Sales
6. Select Replace or Replace All as desired. The text is replaced throughout the presentation and a Microsoft PowerPoint message box opens.	Click Replace All
7. Select OK. The Microsoft PowerPoint message box closes.	Click OK
8. Select Close. The Replace dialog box closes.	Click Close

_{Selecting AutoCorrect Options}

d Discussion

AutoCorrect can automatically correct misspelled or incorrectly typed words as you type. You can choose to enable any or all of the AutoCorrect options. In addition, AutoCorrect can expand abbreviated text into full words or phrases each time you type the abbreviated AutoCorrect entry followed by a space.

When typing a capitalized word, it is common to hold the [Shift] key too long and accidentally capitalize the first two letters of a word. The Correct TWo INitial CApitals option automatically changes the second capitalized letter to lowercase.

If the Capitalize first letter of sentence option is enabled, AutoCorrect automatically capitalizes the first letter of the first word in each sentence.

The first letter of any of the seven days of the week is automatically changed to uppercase if the Capitalize names of days option is enabled.

If you accidentally turn on the [Caps Lock] key while typing, the Correct accidental use of cAPS LOCK key option automatically corrects case mistakes.

Selecting AutoCorrect options

C Procedures

1. Select the Tools menu.

2. Select the AutoCorrect command.

3. Select the desired options.

4. Select OK.

f Step-by-Step

Select AutoCorrect options.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the AutoCorrect command. The AutoCorrect dialog box opens.	Click AutoCorrect...
3. Select the desired options. The option is selected.	Click Capitalize names of days, if necessary
4. Select OK. The AutoCorrect dialog box closes and the appropriate options are enabled or disabled.	Click OK

_{Using AutoCorrect}

d Discussion

Once you have enabled the AutoCorrect options, PowerPoint can save you time by correcting common mistakes as you type.

The correction may not be made immediately; PowerPoint needs to sense what is being typed before it can make a change. For example, if you are typing the name of a day, you must type all the letters in the word and press [Spacebar] before PowerPoint can capitalize the word.

_{Creating an AutoCorrect Entry}

d Discussion

If you commonly misspell or incorrectly type a word, you can create an AutoCorrect entry for it. Then, whenever you make that particular typing error, it is automatically replaced by the correct text. PowerPoint provides default AutoCorrect entries for a few commonly misspelled words (for example, teh for the and recieve for receive).

In addition, you can create an AutoCorrect entry for any frequently used word or phrase. When you type the defined AutoCorrect entry, it automatically expands into the complete word or phrase. For example, PowerPoint has provided the AutoCorrect entry incl for the word include.

An AutoCorrect entry name can be up to 31 characters long, cannot contain any spaces, and is case-sensitive.

Creating an AutoCorrect entry

C Procedures

1. Select the Tools menu.

2. Select the AutoCorrect command.

3. Select the Replace text box.

4. Type the AutoCorrect name in the Replace text box.

5. Select the With text box.

6. Type the expanded word or phrase in the With text box.

7. Select or deselect options as desired.

8. Select Add.

9. Select OK.

f Step-by-Step

Create an AutoCorrect entry.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the AutoCorrect command. The AutoCorrect dialog box opens.	Click AutoCorrect...
3. Select the Replace text box. The Replace* text box is selected.*	Click in the Replace text box, if necessary.
4. Type the AutoCorrect name in the Replace text box. The text appears in the Replace* text box.*	Type *wsg*
5. Select the With text box. The With* text box is selected.*	Press [Tab]
6. Type the expanded word or phrase in the With text box. The text appears in the With* text box.*	Type *Worldwide Sporting Goods*
7. Select or deselect options as desired. The options are selected or deselected.	Click Replace text as you type, if necessary
8. Select Add. The AutoCorrect entry is added.	Click Add
9. Select OK. The AutoCorrect dialog box closes.	Click OK

On slide 7, add a space after Our Strengths in the title. Type wsg and press [Spacebar]. Worldwide Sporting Goods appears on the text line.

Delete Worldwide Sporting Goods from the text line.

_{Deleting an AutoCorrect Entry}

d Discussion

When you no longer need an AutoCorrect entry, you can delete it.

Deleting unnecessary AutoCorrect entries reduces the size of the list and can save you time in locating AutoCorrect entries.

C Procedures

1. Select the Tools menu.

2. Select the AutoCorrect command.

3. Select the AutoCorrect entry you want to delete.

4. Select Delete.

5. Select OK.

f Step-by-Step

Delete an AutoCorrect entry.

Create an AutoCorrect entry that replaces the text wsg with the text Worldwide Sporting Goods, if necessary.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the AutoCorrect command. The AutoCorrect dialog box opens.	Click AutoCorrect...
3. Select the AutoCorrect entry you want to delete. The AutoCorrect entry is selected.	Scroll as necessary and click wsg
4. Select Delete. The entry is removed from the AutoCorrect list, but still appears in the Replace* and With text boxes.*	Click Delete
5. Select OK. The AutoCorrect dialog box closes.	Click OK

Close WORLD5.PPT.

_Exercise

_{Correcting Spelling Errors}

e Task

Check spelling and change all occurrences of one word to another. Use the AutoCorrect feature to insert a phrase.

1. Open Meeting4.

2. Start the spelling checker.

3. Correct Overveiw to read Overview.

4. Use the Change All option to change all the misspelled proffits to profits.

5. Ignore the vs. error. Complete the spelling check.

6. Use the Replace dialog box to replace all occurrences of profits with Income. Close the Replace dialog box.

7. Create an AutoCorrect entry which changes sa into South America.

8. On slide 3, click at the end of the Expanded into line. Type sa and press the [Spacebar]. Notice that AutoCorrect inserts the text, South America.

9. Delete the sa AutoCorrect entry.

10. Close the presentation without saving it.

_{Lesson
7 -

Creating Basic Charts}

_{In this lesson, you will
learn how to:}

· Use charts in slides

· Create a chart

· Delete data in a datasheet

· Enter data in a datasheet

· Close the datasheet

· Change the chart type

_{Using Charts in Slides}

d Discussion

You can use the PowerPoint built-in graphing application, Microsoft Graph 97, to add a chart to a presentation. Microsoft Graph 97 allows you to incorporate charts into your presentations without having to import them from other applications. When you create or edit a chart in PowerPoint, the Microsoft Graph menu bar, toolbar, and datasheet appear. Included are several AutoLayouts containing charts from which you can choose.

The datasheet contains the values depicted in the chart and is composed of rows and columns. You can delete or add rows and columns to the datasheet as needed. The intersection of a row and a column is called a cell. You type the chart data into the cells.

The Microsoft Graph charting module allows you to group any time-based charts by month or year in order to view the appropriate level of detail for the included time analysis. It also allows you to add explanatory detail to a chart to enhance presentations. With the charting module, you can scale fonts and rotate text along the chart axes. In addition, you can add textures, imported pictures, or gradient fills to chart elements. You can also add animation to certain chart elements.


o	You can also insert a chart from Microsoft Excel directly onto a PowerPoint slide.

o	In order to create smaller files, PowerPoint automatically compresses graphics and files.

_{Creating a Chart}

d Discussion

When you want to include a chart on a slide, you usually select a slide layout containing a chart placeholder. For example, you can select the Text & Chart, Chart & Text, or Chart layout. However, you can place a chart on any slide layout.

Once you have created the chart, a datasheet appears in which you enter the values you want to graph. By default, PowerPoint inserts sample data into the datasheet.

Creating a chart


o	You can use the Insert Chart button on the Standard toolbar or the Chart command on the Insert menu to create a chart on a slide that does not have a chart placeholder.

C Procedures

1. Double-click the chart placeholder on the slide.

f Step-by-Step

From the Student Data directory, open WORLD6.PPT.

Create a chart on a slide.

Go to slide 5.

*Steps*	*Practice Data*
1. Double-click the chart placeholder on the slide. A chart and datasheet appear.	Double-click in the chart placeholder

_{Deleting Data in a Datasheet}

d Discussion

By default, PowerPoint inserts sample values into the datasheet. You can delete data from individual cells in the datasheet, selected group of cells, and entire rows and columns. To remove data from entire rows or columns, you must select the appropriate row or column heading. For example, if you want to remove the first quarter sales figures in row 1, you must select the Row 1 heading and then delete the data. If you delete only the values in a row or column, but not the row or column heading, the row or column still remains in the chart and datasheet, but it is empty.


o	To select all the data on a datasheet, click the Select All button (the gray rectangle in the upper left corner of the datasheet, where the column and row headings meet).

C Procedures

1. Open the datasheet.

2. Select the cells containing the data you want to delete.

3. Press [Delete].

f Step-by-Step

Delete the data in a datasheet.

Go to slide 5 and double-click the chart icon, if necessary.

*Steps*	*Practice Data*
1. Select the cells containing data you want to delete. The cells are selected.	Click row heading 1
2. Press [Delete]. The data is deleted.	Press [Delete]

Delete the data in rows 2 and 3.

_{Entering Data in a Datasheet}

d Discussion

You can enter both text and numeric data into a cell. The data entered into the first column becomes the legend data for the chart. This data is normally text. The data entered in the other cells is used for developing the chart. For example, the first column might contain the headings Quarter 1, Quarter 2, Quarter 3, and Quarter 4, and the data entered in the other cells would reflect the actual data for each quarter.


o	You can press [Tab] to advance to the next cell.

C Procedures

1. Open the datasheet.

2. Select the cell you want to edit.

3. Enter the desired data into the cell.

4. Press [Enter].

f Step-by-Step

Enter data in a datasheet.

Go to slide 5. Double-click the chart to open the datasheet and delete all data from datasheet, if necessary.

*Steps*	*Practice Data*
1. Select the cell you want to edit. The cell is selected.	Click the cell to the right of row header 1
2. Enter the desired data into the cell. The data appears in the cell.	Type *Region 1*
3. Press [Enter]. The next cell in the column is selected.	Press [Enter]

Complete the datasheet using the following information.

		A	B	C	D
		1st Qtr	2nd Qtr	3rd Qtr	4th Qtr
1	Region 1	70087	88098	92456	97765
2	Region 2	77887	69888	66775	78996
3	Region 3	74883	76450	75854	82770

_{Closing the Datasheet}

d Discussion

When you have finished editing chart data, you can close the datasheet. This option allows you to view the entire chart.


o	Once you have closed the datasheet, it no longer opens automatically when you double-click the chart. To open the datasheet, select the Datasheet command from the View menu or click the View Datasheet button on the Microsoft Graph Standard toolbar.

C Procedures

1. Open the datasheet, if necessary.

2. Click the Close button on the datasheet.

f Step-by-Step

Close the datasheet.

Open the datasheet on slide 5, if necessary.

*Steps*	*Practice Data*
1. Click the Close button on the datasheet. The datasheet closes.	Click

Click outside the chart in the work area to deselect it.

_{Changing the Chart Type}

d Discussion

You can change the chart type of an existing chart. PowerPoint offers 14 different chart types with multiple variations on each one. This option allows you to select the best chart type for your data. For example, if you want to chart data in bars, you can select a Bar chart type in any of six variations including: Clustered Bar, Stacked Bar, or Clustered Bar with a 3-D visual effect.

Changing the chart type


o	To preview the chart type, click the Press and hold to view sample button in the Chart Type dialog box. A thumbnail of the chart with the selected type applied appears under Sample.

C Procedures

1. Double-click the chart you want to edit.

2. Select the Chart menu.

3. Select the Chart Type command.

4. Under Chart type, select the desired chart type.

5. Under Chart sub-type, select the desired chart sub-type.

6. Click and hold the Press and hold to view sample button.

7. Release the mouse button.

8. Select OK.

f Step-by-Step

Change the chart type.

Go to slide 5, if necessary.

*Steps*	*Practice Data*
1. Double-click the chart you want to edit. The Microsoft Graph menu bar and toolbar appear.	Double-click the chart, if necessary
2. Select the Chart menu. The Chart* menu appears.*	Click Chart
3. Select the Chart Type command. The Chart Type dialog box opens.	Click Chart Type…
4. Under Chart type, select the desired chart type. The chart type is selected.	Click Bar
5. Under Chart sub-type, select the desired chart sub-type. The chart sub-type is selected.	Click Clustered bar with a 3-D visual effect. (second row, first chart subtype)
6. Click and hold the Press and hold to view sample button. A thumbnail of the chart appears under Sample.	Click and hold Press and hold to view sample
7. Release the mouse button. The thumbnail closes.	Release the mouse button
8. Select OK. The Chart Type dialog box closes and the new chart type is applied to the chart.	Click OK

Click outside the chart to close Microsoft Graph.

Close WORLD6.PPT.

_Exercise

_{Creating a Basic Chart}

e Task

Create a chart in a presentation.

1. Open Meeting5.

2. Go to slide 5 and double-click the chart icon.

3. Delete the data in the datasheet.

4. Enter data in the datasheet, referring to the table below:

		A	B	C	D
		1st Qtr	2nd Qtr	3rd Qtr	4th Qtr
1	1995	92851	96567	93456	98665
2	1996	94536	95648	96775	100996

5. Close the datasheet.

6. Change the chart type to Line and select the Line with markers displayed at each data value chart sub-type (second row, first column).

7. Click outside the chart to exit Microsoft Graph.

8. Close the presentation without saving it.

_{Lesson
8 -

Printing Presentations}

_{In this lesson, you will
learn how to:}

· Print a presentation

· Select Page Setup options

· Print slides

· Print outlines

· Print selected slides

_{Printing a Presentation}

d Discussion

In PowerPoint, you can print an entire presentation in color or in black and white, 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.

Presentations can be exported to overheads in color and black and white, and even 35mm slides can be created by using a desktop film recorder. You can also print slides to a file and send the file to a service bureau that can print your presentation on slides.

_{Selecting Page Setup Options}

d Discussion

You can specify the desired size of the printed slides. In the Page Setup dialog box, you can select a predetermined size from a list, or you can manually enter the desired measurements. You can also choose from portrait or landscape orientation.

The Page Setup options are saved with the presentation.

Selecting Page Setup options

C Procedures

1. Select the File menu.

2. Select the Page Setup command.

3. Select the Slides sized for list.

4. Select the desired option.

5. Under Slides, select the desired orientation option.

6. Select OK.

f Step-by-Step

From the Student Data directory, open WORLD7.PPT.

Select Page Setup options.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Page Setup command. The Page Setup dialog box opens.	Click Page Setup...
3. Select the Slides sized for list. A list of options appears.	Click Slides sized for
4. Select the desired option. The option appears in the Slides sized for* box.*	Click Letter Paper (8.5x11 in)
5. Under Slides, select the desired orientation option. The orientation option is selected.	Click Landscape, if necessary
6. Select OK. The Page Setup dialog box closes and the appropriate options are enabled.	Click OK

_{Printing Slides}

d Discussion

PowerPoint provides a variety of methods for printing slides depending upon the features available with your printer. You can print slides in color, in black and white, and in gray scales.

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.

Printing slides


o	When using printed copies as layout sheets during the design phase, the Black & White option produces quick, clear copies that are easy to mark up with either pencil or pen.

o	You can also click the Print button on the Standard toolbar to print a presentation; however, this option does not open the Print dialog box. Therefore, you will not be able to select individual print options.

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Select the Print what list.

4. Select Slides.

5. Select OK.

f Step-by-Step

Print slides.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Select the Print what list. A list of available print options appears.	Click Print what
4. Select Slides. *Slides* appears in the Print what* box.*	Click Slides, if necessary
5. Select OK. PowerPoint prints each slide in the presentation.	Click OK

_{Printing Outlines}

d Discussion

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.

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Select the Print what list.

4. Select Outline View.

5. Select OK.

f Step-by-Step

Print an outline.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Select the Print what list. A list of available print options appears.	Click Print what
4. Select Outline View. *Outline* View appears in the Print what box.	Click Outline View
5. Select OK. PowerPoint prints the outline.	Click OK

_{Printing Selected Slides}

d Discussion

You can print only selected slides. For example, you can choose to print only slides 1, 4, 5, and 9, or you can print a range of slides such as slides 3-10. This option saves you from wasting paper by printing unnecessary slides.

Printing selected slides

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Under Print range, select the Slides option.

4. Type the slide numbers or the ranges you want to print.

5. Select the Print what list.

6. Select Slides.

7. Select OK.

f Step-by-Step

Print selected slides.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Under Print range, select the Slides option. The Slides* option is selected.*	Click Slides
4. Type the slide numbers or the ranges you want to print. The text appears in the Slides* text box.*	Type *1-2*
5. Select the Print what list. A list of available print options appears.	Click Print what
6. Select Slides. *Slides* appears in the Print what* box.*	Click Slides, if necessary
7. Select OK. PowerPoint prints the selected slides.	Click OK

Close WORLD7.PPT.

_Exercise

_{Printing Presentations}

e Task

Select page setup options. Print selected slides for a presentation and print an outline of the presentation.

1. Open Meeting6.

2. Format the page to print slides sized for Letter paper (8.5x11 in) in Portrait orientation.

3. Print slides 2, 4, 6, and 7.

4. Print an outline of the presentation.

5. Close the presentation.

_{Lesson
9 -

Formatting and Editing Text}

_{In this lesson, you will
learn how to:}

· Apply design templates

· Use the Style Checker

· Format text

· Format bullets

· Use the Format Painter

· Display the rulers

· Add a tab stop

· Copy text between slides

· Move text between slides

· Delete slide items

· Use the Undo feature

· Use the Undo list

_{Applying Design Templates}

d Discussion

You can change the look of presentation slides, without altering the slide contents, by applying a new design to the presentation. For example, if you had previously created a new presentation without using a design template, you could later apply one of the predefined design templates to it.

When a design template is applied to a presentation, it controls the default appearance of the slides in the presentation including the default objects, text, colors, and formatting.

Applying design templates


o	You can also use the Apply Design command on the Common Tasks toolbar to open the Apply Design dialog box.

o	When you apply a design template to a presentation that contains one or more charts, PowerPoint updates the color scheme of the charts to that of the design template.

C Procedures

1. Click the Apply Design button .

2. Select the desired design template.

3. Select Apply.

f Step-by-Step

From the Student Data directory, open WORLD8.PPT.

Apply a design template to an existing presentation.

*Steps*	*Practice Data*
1. Click the Apply Design button. The Apply Design dialog box opens and displays the contents of the Presentation Designs* folder.*	Click
2. Select the desired design template. A preview of the selected template appears.	Click Contemporary Portrait
3. Select Apply. The Apply Design dialog box closes and the design template is applied to the presentation.	Click Apply

Scroll through the presentation or switch to Slide Sorter view to review each slide. Switch back to Slide view, if necessary.

_{Using the Style Checker}

d Discussion

A presentation that maintains consistency from one slide to another looks more professional. However, as you make changes to various slides, you can lose track of the overall appearance of the presentation. To maintain consistency, you can use the Style Checker to review the presentation before you save the changes.

By default, the Style Checker checks for three items: spelling, visual clarity, and case and end punctuation. Visual clarity refers to font attributes and legibility. If there are too many fonts in a presentation, or if the fonts are too small, the text can be difficult to read. If there are too many lines of text or too many bullets in a presentation, the font may be too small to read or there may be too much information on a slide.

You can use the options available in the Style Checker dialog box to specify which aspects of the presentation you want the Style Checker to review. In addition, you can customize the Style Checker in the Style Checker Options dialog box.

Using the Style Checker

C Procedures

1. Select the Tools menu.

2. Select the Style Checker command.

3. Under Check for, select or deselect the desired options.

4. Select Start.

5. Choose to ignore or change the style inconsistency.

6. Continue to change or ignore suggestions as necessary to complete the style check.

7. Select OK.

f Step-by-Step

Use the Style Checker.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the Style Checker command. The Style Checker dialog box opens.	Click Style Checker...
3. Under Check for, select or deselect the desired options. The options are selected or deselected as appropriate.	Click Spelling
4. Select Start. The Style Checker reviews the presentation and displays the first style inconsistency, if applicable.	Click Start
5. Choose to ignore or change the style inconsistency. The Style Checker displays the next style inconsistency, if applicable.	Click Ignore
6. Continue to change or ignore suggestions as necessary to complete the style check. When the Style Checker has finished checking the individual slides, the Style Checker dialog box closes and the Style Checker Summary dialog box opens with a list of presentation inconsistencies.	Click Change
7. Select OK. The Style Checker Summary dialog box closes.	Click OK

_{Formatting Text}

d Discussion

Character formatting refers to the font style, size, effect, and color of text on a slide. You can use each of these text effects individually or in combination to enhance the design and visual appeal of a slide. As with all design elements, you should use character formatting judiciously. Too much color or too many different fonts can distract and confuse the audience.

You can use options available in the Font dialog box to apply specific font sizes, styles, special effects, and color to selected text. The Preview button allows you to see the results of the changes before finalizing them.

Formatting text


o	You also can use buttons on the Formatting toolbar to apply bold, italic, and underline and buttons on the Drawing toolbar to apply shadow and color.

C Procedures

1. Select the text box containing the text you want to format.

2. Select the text you want to format.

3. Select the Format menu.

4. Select the Font command.

5. Select the desired options.

6. Select OK.

f Step-by-Step

Format text by changing character formatting.

Go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the text box containing the text you want to format. The insertion point appears in the text box.	Click in the Worldwide sporting goods text box
2. Drag to select the text you want to format. The text is highlighted as you drag.	Drag to select the text Worldwide sporting goods
3. Release the mouse button. The text is selected.	Release the mouse button
4. Select the Format menu. The Format* menu appears.*	Click Format
5. Select the Font command. The Font dialog box opens.	Click Font...
6. Select the desired options. The options are selected.	Select the options listed below
7. Select OK. The Font dialog box closes and the text is formatted according to the options selected.	Click OK

In the Font dialog box, select the following options:

In the Font list box, select Arial.

In the Font Style list box, select Bold Italic.

Under Effects, select the Shadow option.

Select the Color list, select More Colors and select blue (first row, seventh color).

Capitalize the text Sporting and Goods.

Click anywhere in the presentation window to deselect the text box.

_{Formatting Bullets}

d Discussion

A bullet is a symbol that appears at the left in a line of text and usually indicates an item in a list. Bullets automatically appear in a Bulleted List text box. You also can add bullets to existing text in a text box.

You can format the bullet character, size, and color. For example, you can change a small, black, square bullet to a large, red checkmark.

Formatting bullets

C Procedures

1. Select the text box containing the bullets you want to modify.

2. Select the bulleted text you want to modify.

3. Select the Format menu.

4. Select the Bullet command.

5. Select the Bullets from list.

6. Select the desired font.

7. Select the desired symbol.

8. Select the Color list.

9. Select the desired color.

10. Enter the desired bullet size in the Size spin box.

11. Select OK.

f Step-by-Step

Format bullets in a text box.

Go to slide 2.

*Steps*	*Practice Data*
1. Select the text box containing the bullets you want to modify. The insertion point appears in the text box.	Click the bulleted list
2. Drag to select the bulleted text you want to modify. The text is highlighted as you drag.	Drag to select the entire bulleted list
3. Release the mouse button. The text is selected.	Release the mouse button
4. Select the Format menu. The Format* menu appears.*	Click Format
5. Select the Bullet command. The Bullet dialog box opens.	Click Bullet...
6. Select the Bullets from list. The Bullets from* list appears.*	Click Bullets from
7. Select the desired font. The font character set appears.	Scroll as necessary and click Wingdings
8. Select the desired symbol. The symbol is magnified.	Click Ú (seventh row, tenth character from the right)
9. Select the Color list. The Color* palette appears.*	Click Color
10. Select the desired color. The color is selected.	Click Automatic
11. Enter the desired bullet size in the Size spin box. The font size appears in the Size* spin box.*	Click Size to 80
12. Select OK. The Bullet dialog box closes and the modified bullets appear in the text box.	Click OK

Click anywhere in the presentation window to deselect the text box.

_{Using the Format Painter}

d Discussion

You can use the Format Painter to copy the formatting of text and apply it to other text. This feature allows you to apply the exact same formatting to text throughout a presentation without having to remember exactly which effects had been applied. You can apply the formatting to a single character or to a whole paragraph.


o	To apply formatting to multiple items, you can double-click the Format Painter button so that the Format Painter remains activated until you click the button again to disable it.

C Procedures

1. Select the text box containing the formats you want to copy.

2. Select the text containing the formats you want to copy.

3. Click the Format Painter button .

4. Select the text to which you want to apply the formats.

f Step-by-Step

Use the Format Painter to apply text formats.

Go to slide 3.

*Steps*	*Practice Data*
1. Select the text box containing the formats you want to copy. The insertion point appears in the text box.	Click the Supporting retail partners text box
2. Drag to select the text containing the formats you want to copy. The text is highlighted as you drag.	Drag to select the text Supporting retail partners
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Format Painter button. The mouse pointer changes into an I-beam with a paint brush when it is positioned in the presentation window.	Click
5. Drag to select the text to which you want to apply the formats. The text is highlighted as you drag.	Drag to select the text Worldwide sporting goods
6. Release the mouse button. The formats are applied to the text.	Release the mouse button

Click anywhere in the presentation window to deselect the text box.

_{Displaying the Rulers}

d Discussion

You can display horizontal and vertical rulers in Slide and Notes Page views. With the rulers displayed, you can easily see the position of objects on a slide. You can also use the rulers to size objects to exact measurements. In addition, when a text box is selected, the rulers display the text box margins and tabs, allowing you to easily adjust them.

Displaying the rulers

C Procedures

1. Switch to Slide view.

2. Select the View menu.

3. Select the Ruler command.

f Step-by-Step

Display the rulers.

Go to slide 4.

*Steps*	*Practice Data*
1. Switch to Slide view. The current slide appears in Slide* view.*	Click , if necessary
2. Select the View menu. The View* menu appears.*	Click View
3. Select the Ruler command. The vertical and horizontal rulers appear in the presentation window.	Click Ruler

_{Adding a Tab Stop}

d Discussion

PowerPoint sets default text box tab stops at one-inch intervals. Default tab stops appear as small gray markers on the lower border of the horizontal ruler. You can set new tab stops by clicking the ruler or readjust the default tab stops by dragging the markers.

The four possible types of tabs (left, center, right, and decimal) and their descriptions are listed in the following table:

Tab type	Symbol	Description
Left		Lines up the left edge of the text to the tab stop. This is the default tab type.
Center		Centers the text under the tab stop.
Right		Lines up the right edge of the text to the tab stop.
Decimal		Lines up decimal points or periods to the tab stop.

The tab button, located in the upper left corner of the slide window, determines which type of tab you set. Clicking the tab button cycles through the four different tab types.

Adding a left tab stop


o	You can remove a tab stop by dragging the symbol away from the ruler.

C Procedures

1. Switch to Slide view.

2. Display the rulers.

3. Select the text box you want to format.

4. Click the tab button as necessary to select the desired tab type.

5. Click on the horizontal ruler at the desired position for the tab stop.

f Step-by-Step

Add a tab stop using the ruler.

Go to slide 4. Switch to Slide view and display the rulers, if necessary.

*Steps*	*Practice Data*
1. Select the text box you want to format. The insertion point appears in the text box and the horizontal ruler displays the default tab stops.	Click the Retail partners program... text box
2. Click the tab button as necessary to select the desired tab type. The tab symbol appears on the tab button.	Click to , if necessary
3. Click on the horizontal ruler at the desired position for the tab stop. The tab symbol appears on the horizontal ruler and the text adjusts to the new tab stop.	Click at .5 inch on the ruler

Click anywhere in the presentation window to deselect the text box. Select the Ruler command on the View menu to hide the rulers.

_{Copying Text between Slides}

d Discussion

You can easily copy text on one slide and place it on a different slide. In this way, you do not have to retype it.

When you copy text, you copy the formatting as well.


o	Copied text is stored in the Windows Clipboard until you copy other text into the Clipboard or close Windows. This feature allows you to paste the same text into more than one location without having to copy it each time.


x	If you do not select a text box into which to paste the text, it is pasted into a new text box in the center of the current slide and it adopts the default text formats.

C Procedures

1. Select the text box containing the text you want to copy.

2. Select the text you want to copy.

3. Click the Copy button .

4. Go to the slide in which you want to paste the text.

5. Select the text box or placeholder into which you want to paste the text.

6. Click the Paste button .

f Step-by-Step

Copy text from one slide to another.

Go to slide 7.

*Steps*	*Practice Data*
1. Select the text box containing the text you want to copy. The insertion point appears in the text box.	Click the bulleted list
2. Drag to select the text you want to copy. The text is highlighted as you drag.	Drag to select the text from Fast delivery to After sales support
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Copy button. The text is copied to the Windows Clipboard.	Click
5. Go to the slide in which you want to paste the text. The slide appears.	Click
6. Select the text box or placeholder into which you want to paste the text. The insertion point appears in the placeholder.	Click the Click to add text placeholder
7. Click the Paste button. The text appears in the placeholder.	Click

Click in the presentation window to deselect the text box.

_{Moving Text between Slides}

d Discussion

You can easily move text from one slide to another. You do not have to delete it on one slide and retype it.

When you move text, you move the formatting as well.


o	Cut text is stored in the Windows Clipboard until you cut or copy other text to the Clipboard. This feature allows you to paste the same text in more than one location.


x	If you do not select a text box before you paste the text, the text is pasted into a new text box in the center of the slide and it adopts the default text formats.

C Procedures

1. Select the text box containing the text you want to move.

2. Select the text you want to move.

3. Click the Cut button .

4. Go to the slide in which you want to paste the text.

5. Click the text box at the location where you want to paste the text.

6. Click the Paste button .

f Step-by-Step

Move text from one slide to another.

Go to slide 7.

*Steps*	*Practice Data*
1. Select the text box containing the text you want to move. The insertion point appears in the text box.	Click the bulleted list
2. Drag to select the text you want to move. The text is highlighted as you drag.	Drag to select the last text line, The following week’s specials are announced by the end of this week
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Cut button. The text is moved to the Windows Clipboard.	Click
5. Go to the slide in which you want to paste the text. The slide appears.	Click
6. Click the text box at the location where you want to paste the text. The insertion point appears in the text box.	Click after the t in support
7. Click the Paste button. The text appears in the text box.	Click

Position the insertion point in front of the text The following... and press [Enter] to create a new bulleted line.

Click anywhere in the presentation window to deselect the text box.

_{Deleting Slide Items}

d Discussion

You can delete any item on a slide (titles, body text, or graphic objects, for instance), but you must first select the item you want to delete. For example, if you first select a text box, the entire text box is deleted. However, if you first select text in a text box, only the selected text is deleted.

C Procedures

1. Select the item you want to delete or the text box from which you want to delete text.

2. Select the text you want to delete, if necessary.

3. Press [Delete].

f Step-by-Step

Delete a slide item.

Go to slide 2.

*Steps*	*Practice Data*
1. Select the item you want to delete or the text box from which you want to delete text. The item or the text box is selected.	Click the bulleted list
2. Drag to select the text you want to delete, if necessary. The text is highlighted as you drag.	Drag to select the text Products, value, quality, and service
3. Release the mouse button. The text is selected.	Release the mouse button
4. Press [Delete]. The item or the text is deleted.	Press [Delete]

Click anywhere in the presentation window to deselect the text box.

_{Using the Undo Feature}

d Discussion

If you perform a task and then decide that it was not what you wanted to do, you can reverse the action using the Undo feature. You can use the Undo feature to reverse text formatting, text deletion, object insertion, and many other PowerPoint tasks.

Be aware that not all actions can be undone. If the previous action cannot be undone, the Undo button or command appears grayed and is unavailable.


o	PowerPoint also has a Redo feature that allows you to restore the results of an action after you have used the Undo feature to reverse it.

C Procedures

1. Click the Undo button .

f Step-by-Step

Use the Undo feature to reverse the previous action.

Go to slide 2. Delete the first line of text in the bulleted list, Products, value, quality, and service, if necessary.

*Steps*	*Practice Data*
1. Click the Undo button. The previous action is undone.	Click

_{Using the Undo List}

d Discussion

In PowerPoint, you can use the Undo feature to reverse up to 150 previous actions. The Undo list on the Standard toolbar displays previous actions, with the most recent action at the top of the list. When you undo a previous action, PowerPoint reverses the selected action and all actions performed after it.

You can use the Maximum number of undos option on the Edit page of the Options dialog box to specify the maximum number of actions you want to be able to undo.

Using the Undo list

C Procedures

1. Click the arrow on the Undo button .

2. Select the previous action you want to undo.

f Step-by-Step

Use the Undo list.

To put some actions in the Undo list, go to slide 1, select the text in the title text box and click the Bold button. Then, select all the text in the Worldwide Sporting Goods text box and click the Italic button.

*Steps*	*Practice Data*
1. Click the arrow on the Undo button. The Undo* list appears.*	Click
2. Select the previous action you want to undo. All actions above the selected action are undone.	Click Bold

Close WORLD8.PPT.

_Exercise

_{Enhancing a Presentation}

e Task

Change the design of an existing presentation. Check the presentation for inconsistencies, change character and bullet formats, and use the Format Painter to copy and apply text formatting. Display the vertical and horizontal rulers, change a tab setting, move text from one slide to another, delete text, and use the Undo feature.

1. Open Meeting7.

2. Apply the Pulse design template to the presentation.

3.   On slide 1, format the Annual Meeting text with the following formats:

      Font:               Arial
      Style:               Bold
      Size:                48

4. Use the Format Painter to copy the Annual Meeting formats to the Agenda text on slide 2.

5. On slide 2, format the bullets. Use the Symbol font and select the diamond shape (fifth row, fourth symbol from the right). Change the size to 75% of text.

6. Use the Style Checker to review the presentation for inconsistencies. Make the suggested changes for the first three inconsistencies (which involve end punctuation). Do not change the punctuation for slide 6.

7. On slide 6, display the rulers and set a left tab at .5 inch.

8. On slide 7, select the text of the last three bullets and move it to slide 8.

9. On slide 10, delete the Reiterate key goals bullet text.

10. Use the Undo feature to reverse the previous action.

11. Hide the rulers.

12. Close the presentation without saving it.

_{Lesson
10 -

Using Clip Art}

_{In this lesson, you will
learn how to:}

· Use clip art

· Insert clip art

· Reposition clip art

· Crop clip art

· Resize clip art

· Use AutoClipArt

_{Using Clip Art}

d Discussion

You can use clip art to add interest and visual impact to a presentation. Clip art can clarify information, illustrate a point, or merely add an attractive feature that makes a slide more interesting.

The PowerPoint Clip Gallery contains hundreds of professionally designed illustrations that can be freely incorporated into your presentations. These illustrations include people, animals, landscapes, banners, various types of equipment and tools, food, and various symbols.

You also can purchase clip art libraries that specialize in specific types of images, such as education, business, or particular industries.

In addition to clip art, the Clip Gallery contains many pictures, sounds, and video clips you can insert quickly to create a multimedia presentation.

Once you have inserted a clip into a presentation, you can resize the image, crop or cut portions of the image away, or change the colors in the image. You also can move the image, make copies of it, and add text to it.


o	The Clip Gallery comes complete with its own Help system, specific to inserting and using clip art.

o	You can use the Find Clip feature to search the Clip Gallery for the desired clip.

_{Inserting Clip Art}

d Discussion

You can add clips to any slide. If the slide layout includes a clip art placeholder, PowerPoint places the selected clip into it. For example, if a slide is based on the Text & Clip Art or the Clip Art & Text AutoLayout, PowerPoint inserts the clip into the clip art placeholder on the slide. On slides without a clip art placeholder, PowerPoint places the clip in the center of the slide. You can insert more than one clip onto a slide.

Inserting clip art


o	You also can insert pictures, sounds, and video clips onto a slide.

C Procedures

1. Click the Insert Clip Art button .

2. Select the Clip Art tab.

3. Select the desired clip art category.

4. Select the desired clip.

5. Select Insert.

f Step-by-Step

From the Student Data directory, open WORLD9.PPT.

Insert clip art onto a slide.

Go to slide 2. Move the Common Tasks toolbar in order to display the entire Standard toolbar, if necessary.

*Steps*	*Practice Data*
1. Click the Insert Clip Art button. The Microsoft Clip Gallery 3.0 dialog box opens.	Click
2. Select the Clip Art tab. The Clip Art* page appears.*	Click the Clip Art tab, if necessary
3. Select the desired clip art category. The clips in the selected category appear.	Click Gestures
4. Select the desired clip. The clip is selected.	Click the shaking hands clip (first row, third column)
5. Select Insert. The clip appears on the slide and the Picture* toolbar appears.*	Click Insert

_{Repositioning Clip Art}

d Discussion

When you insert a clip onto a slide, PowerPoint may not place it exactly where you want it to appear. You can reposition clip art as desired on the slide.

C Procedures

1. Select the clip you want to reposition.

2. Drag the clip to the desired location.

3. Release the mouse button.

f Step-by-Step

Reposition clip art on a slide.

Go to slide 2, if necessary.

*Steps*	*Practice Data*
1. Select the clip you want to reposition. The clip is selected.	Click the shaking hands clip
2. Drag the clip to the desired location. An image of the clip moves as you drag.	Drag the clip to the lower right corner of the slide
3. Release the mouse button. The clip appears in the new location.	Release the mouse button

Click outside of the clip to deselect it.

_{Cropping Clip Art}

d Discussion

You can crop a clip by reducing the size of the graphic box. Cropping differs from sizing. When you crop a picture, you are not changing the size of the picture; you are actually cutting information out of it. For example, if a clip displays two people, you can crop it so that only one person appears in the clip.

When you activate the Crop feature, the mouse pointer changes into a cropping tool.


o	You can only crop a graphic at 90° angles.

o	You can crop uniformly around the center of a graphic by pressing [Ctrl] as you drag.

C Procedures

1. Click the clip to select it.

2. Click the Crop button on the Picture toolbar.

3. Drag the desired sizing handle towards the center of the clip.

4. Release the mouse button.

f Step-by-Step

Crop clip art on a slide.

Go to slide 2, if necessary.

*Steps*	*Practice Data*
1. Click the clip to select it. The clip is selected and the Picture* toolbar appears.*	Click the shaking hands clip, if necessary
2. Click the Crop button on the Picture toolbar. The mouse pointer changes into the cropping tool when it is positioned in the slide window.	Click
3. Drag the desired sizing handle towards the center of the clip. An image of the clip moves as you drag.	Drag the sizing handle on the middle right side to the left about one-half inch
4. Release the mouse button. The clip is cropped.	Release the mouse button

Move the Picture toolbar, if necessary. Then, crop the left side of the clip about one-half inch as well.

Click outside of the clip to deselect it.

_{Resizing Clip Art}

d Discussion

You can resize clip art on a slide. You can resize a clip to make it larger or smaller to meet your needs. For example, if you insert a clip onto a slide that contains several lines of text, you might want to make the image smaller so that it does not hide any text. You can increase or decrease the size of a clip, either proportionately or disproportionately.

You can resize clip art using the mouse, or you can use the Format Picture dialog box to size it more precisely. This dialog box allows you to size, rotate, and scale clip art proportionally. The Lock aspect ratio option allows you to maintain the aspect ratio of the height and width. The Relative to original picture size option allows you to correct the aspect ratio of a changed image. The Best scale for slide show option allows PowerPoint to determine the optimum image size for a slide show presentation. The Preview button allows you to review the changes before applying them.

Resizing clip art


o	You can also drag any sizing handle to resize an image.

C Procedures

1. Click the clip to select it.

2. Select the Format menu.

3. Select the Picture command.

4. Select the Size tab.

5. Select the Lock aspect ratio option.

6. Under Scale, enter the desired height in the Height spin box.

7. Select OK.

f Step-by-Step

Resize clip art on a slide.

Go to slide 2, if necessary.

*Steps*	*Practice Data*
1. Click the clip to select it. The clip is selected and the Picture* toolbar appears.*	Click the shaking hands clip
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Picture command. The Format Picture dialog box opens.	Click Picture…
4. Select the Size tab. The Size* page appears.*	Click the Size tab
5. Select the Lock aspect ratio option. The option is selected.	Click Lock aspect ratio, if necessary
6. Under Scale, enter the desired height in the Height spin box. The height appears in the Height* spin box.*	Click Height to 65
7. Select OK. The Format Picture dialog box closes and the clip is resized.	Click OK

Move the clip to the center of the slide below the text box, if necessary. Then, deselect the clip.

_{Using AutoClipArt}

d Discussion

If you want to insert clip art on a slide, but you are not sure which clip you want to add, you can use the AutoClipArt feature. PowerPoint scans the presentation, searching for keywords that relate to clips in the Clip Gallery. For example, if your presentation contains text such as powerful, PowerPoint searches the Clip Gallery and identifies clip art that, in some way, depicts that concept.

In the AutoClipArt dialog box, you can select a keyword and the slide on which you want to insert the clip. When you select the View Clip Art button, PowerPoint searches the Clip Gallery and then displays the results of the find in the Microsoft Clip Gallery 3.0 dialog box. You can then select the clip you want to add and insert it onto the slide.

Using AutoClipArt

C Procedures

1. Select the Tools menu.

2. Select the AutoClipArt command.

3. Under Select a word and click View Clip Art., select the word list.

4. Select the desired keyword.

5. Click the On Slide list.

6. Select the slide on which you want to insert the clip art.

7. Select View Clip Art.

8. Select the clip you want to add.

9. Select Insert.

10. Select Close.

f Step-by-Step

Use AutoClipArt to find a clip.

Go to slide 1.

*Steps*	*Practice Data*
1. Select the Tools menu. The Tools* menu appears.*	Click Tools
2. Select the AutoClipArt command. The AutoClipArt dialog box opens.	Click AutoClipArt…
3. Under Select a word and click View Clip Art., select the word list. A list of keywords appears.	Click Success
4. Select the desired keyword. The keyword is selected.	Click Support
5. Click the On Slide list. A list of available slides appears.	Click On Slide
6. Select the slide on which you want to insert the clip art. The slide is selected.	Click 8
7. Select View Clip Art. The Microsoft Clip Gallery 3.0 dialog box opens.	Click View Clip Art
8. Select the clip you want to add. The clip is selected.	Click the third clip (first row, third clip)
9. Select Insert. The Microsoft Clip Gallery 3.0 dialog box closes.	Click Insert
10. Select Close. The AutoClipArt dialog box closes and the clip appears on the slide.	Click Close

Move the clip to the lower right corner of the slide and resize it as desired.

Click outside of the clip to deselect it.

Close WORLD9.PPT.

_Exercise

_{Working with Clip Art}

e Task

Insert, resize, and move clip art in a presentation. Use AutoClipArt to select a clip.

1. Open Meeting8 and go to slide 3.

2. Insert clip art from the Clip Gallery. Select the Sports & Leisure category and the Bullseye clip (first row, second clip).

3. Resize the clip to 2 inches in both height and width.

4. Move the clip to the lower right corner of the slide.

5. Activate AutoClipArt. Select Goal and slide 9, and view the clip art.

6. Insert the blue ribbon (first row, first clip) and then move the clip to the lower right corner of the slide.

7. Close the presentation without saving it.

_{Lesson
11 -

Using Slide Sorter View}

_{In this lesson, you will
learn how to:}

· Switch to Slide Sorter view

· Select multiple slides

· Move slides

· Duplicate slides

· Copy slides

· Delete slides - Slide Sorter

_{Switching to Slide Sorter View}

d Discussion

Slide Sorter view displays all the slides in a presentation in miniature, complete with text, colors, and graphics. In Slide Sorter view, you can rearrange the slides in any order, add transitions to slides, and set slide show timings.

Although you cannot edit the contents of a slide in Slide Sorter view, you can evaluate the presentation for its overall appearance and visual impact.

Slide Sorter view


o	You can also switch to Slide Sorter view by selecting the Slide Sorter command on the View menu.

C Procedures

1. Click the Slide Sorter View button located to the left of the horizontal scroll bar.

f Step-by-Step

From the Student Data directory, open WORLD10.PPT.

Switch to Slide Sorter view.

*Steps*	*Practice Data*
1. Click the Slide Sorter View button located to the left of the horizontal scroll bar. The presentation appears in Slide Sorter* view.*	Click

_{Selecting Multiple Slides}

d Discussion

In order to perform any action on a slide in Slide Sorter view, you must first select it. You can select more than one slide at a time; selected slides are indicated by a dark border. You do not need to select contiguous slides. For example, you can select slides 1, 3, and 5 without selecting slides 2 and 4.

You can select slides using the mouse or a combination of mouse clicks and the keyboard. You use the mouse in combination with the [Shift] key to select multiple slides.

Selecting multiple slides


o	Unlike Outline view, which allows you to select only multiple contiguous slides, you can select both multiple contiguous and non-contiguous slides in Slide Sorter view.

C Procedures

1. Switch to Slide Sorter view.

2. Click the first slide you want to select.

3. To select multiple slides, hold [Shift], click the additional slides you want to select, and release [Shift].

f Step-by-Step

Select multiple slides in Slide Sorter view.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Click the first slide you want to select. A black border appears around the slide.	Click slide 2
2. To select multiple slides, hold [Shift], click the additional slides you want to select, and release [Shift]. The slides are selected.	Hold [Shift], click slide 5, and release [Shift]

Click anywhere between slides to deselect the slides.

_{Moving Slides}

d Discussion

Slide Sorter view provides a convenient way to move a slide to a new location in a presentation. For example, you can move slide 2 so that it appears after slide 3. PowerPoint automatically renumbers the slides.

You can also select and move multiple slides at one time. This process makes it easy for you to rearrange your presentation for maximum impact.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide(s) you want to move.

3. Drag the slide to the desired location.

4. Release the mouse button.

f Step-by-Step

Move slides in Slide Sorter view.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide(s) you want to move. The slide(s) are selected.	Click slide 3
2. Drag the slide to the desired location. The mouse pointer changes into a box outline with an arrow and a vertical bar appears between slides as you drag.	Drag slide 3 between slides 5 and 6
3. Release the mouse button. The slide(s) appear in the new location and the slides are renumbered accordingly.	Release the mouse button

Click anywhere between slides to deselect the slide.

_{Duplicating Slides}

d Discussion

You can duplicate slides in Slide Sorter view. This option is particularly useful when you need to create similar slides. For example, if a slide contains a title and layout you would like to appear on another slide, you can duplicate the original slide.


o	The Duplicate command on the Edit menu places the duplicate slide next to the original slide.

o	To duplicate multiple slides, hold [Shift], click the slides you want to duplicate, and release [Shift] to select multiple slides before you execute the Duplicate feature.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide(s) you want to duplicate.

3. Select the Edit menu.

4. Select the Duplicate command.

f Step-by-Step

Duplicate a slide in Slide Sorter view.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide(s) you want to duplicate. The slide(s) are selected.	Click slide 3
2. Select the Edit menu. The Edit* menu appears.*	Click Edit
3. Select the Duplicate command. Duplicate(s) of the selected slide(s) appear and the slides are renumbered accordingly.	Click Duplicate

Click anywhere between slides to deselect the slide.

_{Copying Slides}

d Discussion

You can copy slides without changing views. In Slide Sorter view, you can copy a slide to a new location in a presentation. For example, if you want the title and text of a slide to appear in two places in a presentation, you can copy the slide.

You can also select and copy multiple slides at one time.


o	You cannot edit a slide in Slide Sorter view.

o	To copy multiple slides, hold [Shift], click the slides you want to copy, and release [Shift] before you execute the Copy feature.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide(s) you want to copy.

3. Hold [Ctrl] and drag the slide(s) to the desired location.

4. Release the mouse button and release [Ctrl].

f Step-by-Step

Copy a slide in Slide Sorter view.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide(s) you want to copy. The slide(s) are selected.	Click slide 1
2. Hold [Ctrl] and drag the slide(s) to the desired location. A vertical line appears as you drag.	Hold [Ctrl] and drag slide 1 between slides 5 and 6
3. Release the mouse button and release [Ctrl]. Copies of the selected slide(s) appear in the new location and the slides are renumbered accordingly.	Release the mouse button and release [Ctrl]

Click anywhere between slides to deselect the slide.

_{Deleting Slides - Slide Sorter}

d Discussion

In Slide Sorter view, you can easily see the order of the slides in a presentation. You can use Slide Sorter view to identify unnecessary slides (such as duplicated slides) or slides you no longer need. You can easily delete slides in Slide Sorter view.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide(s) you want to delete.

3. Press [Delete].

f Step-by-Step

Delete a slide in Slide Sorter view.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide(s) you want to delete. The slide(s) are selected.	Click slide 6
2. Press [Delete]. The slide(s) are deleted.	Press [Delete]

Close WORLD10.PPT.

_Exercise

_{Using Slide Sorter View}

e Task

Use Slide Sorter view to rearrange the slides in a presentation.

1. Open Meeting9.

2. Switch to Slide Sorter view.

3. Move slide 6 before slide 5.

4. Copy slide 8 and place it between slides 4 and 5.

5. Duplicate slide 4.

6. Delete slides 5 and 6.

7. Close the presentation without saving it.

_{Lesson
12 -

Using Slide Show View}

_{In this lesson, you will
learn how to:}

· Run a slide show

· Display the shortcut menu

· Navigate to a slide

· Use the pen to annotate

· Change the pen color

· Add speaker notes

· Add action items

· End a slide show

_{Running a Slide Show}

d Discussion

You can use a slide show to display a PowerPoint presentation on or from your computer. The Slide Show view allows you to preview a presentation. You can view individual slides, or you can view the slide show in sequence to assess the flow of the presentation.

Running a slide show is one of the most effective ways to evaluate the impact of a presentation before adding your own information, illustrations, and designs. For example, you can run a slide show to determine if the individual slides are placed in the most appropriate order for emphasizing the points you are trying to make in the presentation. In addition, many of PowerPoint’s predesigned presentations contain instructional slides that can stimulate new ideas, directions, and alternatives you might find useful.


o	You can also run a slide show by selecting the Slide Show command from the View menu.

o	In Slide Sorter view, the slide show begins with the selected slide or with the slide to the left of the vertical line.

o	You also can use the mouse button to advance the slide show to the next slide.

o	When you advance past the last slide in a slide show, the slide show ends and the previous view appears.

C Procedures

1. Click the Slide Show button located to the left of the horizontal scroll bar.

2. Press [Spacebar] as needed to view each slide in the presentation.

f Step-by-Step

From the Student Data directory, open WORLD13.PPT.

Run a slide show.

*Steps*	*Practice Data*
1. Click the Slide Show button located to the left of the horizontal scroll bar. The current slide appears in Slide Show* view.*	Click
2. Press [Spacebar] as needed to view each slide in the presentation. The next slide appears each time you press [Spacebar]* and the slide show ends automatically after the last slide has appeared.*	Press [Spacebar] as needed until the slide show ends

_{Displaying the Shortcut Menu}

d Discussion

During a slide show, the shortcut menu provides options that allow you to navigate the slide show, view speaker notes, change the pointer to a pen, and change the screen, among others.

You can access the shortcut menu using either the mouse or the button that appears in the lower left corner of the screen during a slide show.

The slide show shortcut menu


o	You can display the shortcut menu by clicking the right mouse button.

o	You may have to move the mouse on the screen to display the button in a slide show.

C Procedures

1. Click the right mouse button.

f Step-by-Step

Display the slide show shortcut menu.

Begin the slide show with slide 1.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click the right mouse button

Click anywhere on the screen to close the shortcut menu.

_{Navigating to a Slide}

d Discussion

When you navigate a slide show using the mouse or keyboard, you generally view the slides in order, one by one. The shortcut menu provides options that allow you to move directly to another slide anywhere in a presentation.

You can use the Go submenu to access both the Slide Navigator dialog box and the By Title submenu. The Slide Navigator dialog box lists all the slides in the presentation as well as which slide was last viewed. The By Title submenu displays all the slide titles in a presentation and also provides access to the Slide Navigator dialog box.

Navigating to a slide

C Procedures

1. Begin a slide show.

2. Click the right mouse button.

3. Point to the Go command.

4. Point to the By Title command.

5. Select the title of the slide you want to view.

f Step-by-Step

Navigate to a slide in a slide show.

Begin the slide show with slide 1.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click right mouse button
2. Point to the Go command. The Go submenu appears.	Point to Go
3. Point to the By Title command. The By Title* submenu appears.*	Point to By Title
4. Select the title of the slide you want to view. The selected slide appears.	Click 4 Growing Sales

_{Using the Pen to Annotate}

d Discussion

You can annotate your slides during a slide show. PowerPoint’s Pen tool allows you to write or draw on the current slide. For example, you can emphasize your message by drawing an arrow to a particular text line or slide element. The annotations are temporary; once you leave the slide, they disappear.

Annotating a slide


o	You can press [Shift] as you draw to draw a straight line with the annotation tool.

o	You can press [Shift+E] to erase annotation drawings without leaving a slide.

C Procedures

1. Begin the slide show.

2. Click the right mouse button.

3. Select the Pen command.

4. Drag to create the desired annotation.

5. Release the mouse button.

6. When you have finished annotating, press [Esc].

f Step-by-Step

Use the pen to annotate a slide in a slide show.

Begin the slide show and go to slide 4.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click the right mouse button
2. Select the Pen command. The mouse pointer changes into a pencil.	Click Pen
3. Drag to create the desired annotation. A line appears as you drag.	Drag to create a check mark to the right of 4th Qtr
4. Release the mouse button. The annotation appears.	Release the mouse button
5. When you have finished annotating, press [Esc]. The mouse pointer changes into an arrow.	Press [Esc]

Press [Shift+E] to erase the annotation.

_{Changing the Pen Color}

d Discussion

Although the default pen color is black, there are a number of other colors from which you can select. You may want to change the pen color if, for example, you have a slide with a dark background which makes it difficult to see annotations made with a black pen color.


o	When you exit a slide show, the pen color automatically returns to black.

C Procedures

1. Begin the slide show.

2. Click the right mouse button.

3. Point to the Pointer Options command.

4. Point to the Pen Color command.

5. Select the desired pen color.

f Step-by-Step

Changing the pen color.

Begin the slide show and go to slide 4.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click the right mouse button
2. Point to the Pointer Options command. The Pointer Options* submenu appears.*	Point to Pointer Options
3. Point to the Pen Color command. The Pen Color* submenu appears.*	Point to Pen Color
4. Select the desired pen color. The pen color is selected.	Click Red

Use the pen to draw a circle around the words 4th Qtr.

Press [Shift+E] to erase the annotation.

_{Adding Speaker Notes}

d Discussion

You can add speaker notes to slides during a slide show. To save time, you can add speaker notes when you rehearse the slide show instead of going to Notes Page view to create them.

You create speaker notes in the Speaker Notes dialog box.

Adding a speaker note

C Procedures

1. Begin the slide show.

2. Click the right mouse button.

3. Select the Speaker Notes command.

4. Type the desired text.

5. Select Close.

f Step-by-Step

Add speaker notes to a slide.

Begin the slide show and go to slide 4, if necessary.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click right mouse button
2. Select the Speaker Notes command. The Speaker Notes dialog box opens.	Click Speaker Notes...
3. Type the desired text. The text appears in the Speaker Notes dialog box.	Type *Mention the continued growth throughout the year*
4. Select Close. The Speaker Notes dialog box closes.	Click Close

_{Adding Action Items}

d Discussion

You can create action items during a slide show. Action items can be points you want to emphasize during a slide show or a checklist of details you want to make sure to cover.

When you enter action items during a slide show, they automatically appear as the last slide in the presentation. When you reach the last slide in the slide show, you can then review the action items with your audience.

When you create an action item, you can enter a description, a name to whom the action item is assigned, and a due date.

Adding an action item

C Procedures

1. Begin the slide show.

2. Click the right mouse button.

3. Select the Meeting Minder command.

4. Select the Action Items tab.

5. Type the description of the action item in the Description text box.

6. Select the Assigned To text box.

7. Type the name of the person to whom the action is assigned.

8. Select the Due Date text box.

9. Type the due date for the action item.

10. Select Add.

11. Select OK.

f Step-by-Step

Add an action item to a slide during a slide show.

Begin the slide show and go to slide 4, if necessary.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click right mouse button
2. Select the Meeting Minder command. The Meeting Minder dialog box opens.	Click Meeting Minder...
3. Select the Action Items tab. The Action Items page appears.	Click the Action Items tab
4. Type the description of the action item in the Description text box. The text appears in the Description* text box.*	Type *Develop projections for next year*
5. Select the Assigned To text box. The insertion point appears in the Assigned To* text box.*	Press [Tab]
6. Type the name of the person to whom the action is assigned. The text appears in the Assigned To* text box.*	Type *Jim*
7. Select the Due Date text box. The date in the Due Date text box is selected.	Double-click in the Due Date text box
8. Type the due date for the action item. The date appears in the Due Date* text box.*	Type *1/1/98*
9. Select Add. The information appears in the list box.	Click Add
10. Select OK. The Meeting Minder dialog box closes.	Click OK

Add the following action item to slide 6: Speak with customers to discover their interest. Assign the item to Sue with a due date of 7/17/97.

Advance to the last slide in the slide show. Notice that all action items appear on the last slide.

_{Ending a Slide Show}

d Discussion

You may want to end a slide show before you have finished viewing it. For example, you may notice a mistake you want to fix.

When you end a slide show, the current slide appears in the previous view. You can then make any necessary changes.


o	You can press [Esc] to end a slide show at any time.

C Procedures

1. Begin the slide show.

2. Click the right mouse button.

3. Select the End Show command.

f Step-by-Step

End a slide show.

Begin the slide show, if necessary.

*Steps*	*Practice Data*
1. Click the right mouse button. The slide show shortcut menu appears.	Click the right mouse button
2. Select the End Show command. The slide show ends and the current slide appears in the previous view.	Click End Show

Close WORLD13.PPT.

_Exercise

_{Working with Slide Shows}

e Task

Run a slide show. Add annotations, a speaker note, and an action item.

1. Open Meetng11.

2. Click the Slide Show button to begin the slide show.

3. View slides 1 through 4.

4. Use the slide show shortcut menu and the Go command to go to slide 8, Key Spending Areas.

5. Use the Pen tool to annotate slides 8 and 9. Draw a black line under the first bullet point in slide 8. Draw red checkmarks next to the bullets in slide 9.

6. Add the following speaker note to slide 9: Discuss anticipated trends for next period.

7. Advance to slide 10. Add the following action item: Prioritize goals for the next period. Assign the action item to Bill with a due date of 11/1/97.

8. Use the slide show shortcut menu to end the slide show.

9. Go to slide 12 to view the action item.

10. Close the presentation without saving it.

_{Lesson
13 -

Using Notes Page View}

_{In this lesson, you will
learn how to:}

· Switch to Notes Page view

· Add a note to a slide

· Edit a slide object

· Edit text in a notes box

· Format a notes box

· Resize a notes box

· Move a notes box

_{Switching to Notes Page View}

d Discussion

A notes page displays an image of the current slide and a notes box. You can enter critical points you want to emphasize during a presentation in the notes box and then print a copy of the notes page for reference. In Notes Page view, you can resize, move, edit, and copy both the notes box and the slide image.

Notes Page view


o	You can also switch to Notes Page view by selecting the Notes Page command from the View menu.

o	The notes page appears as a full page, making it difficult to read the text. You can use the Zoom list to magnify the page.

o	To print notes pages, open the Print dialog box and select Notes Pages from the Print what list.

C Procedures

1. Click the Notes Page View button located to the left of the horizontal scroll bar.

f Step-by-Step

From the Student Data directory, open WORLD12.PPT.

Switch to Notes Page view.

Go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Click the Notes Page View button located to the left of the horizontal scroll bar. The slide appears in Notes Page* view.*	Click

_{Adding a Note to a Slide}

d Discussion

A notes page contains a copy of the slide and a notes box in which you can enter information to which you want to refer when giving a presentation. The notes box allows you to use common word processing features, such as word-wrapping, bolding, adjusting the font size, and applying bullets to text.

Adding a note to a slide


o	The notes page appears as a full page. You can use the Zoom list to magnify the page so that you can see the text.

C Procedures

1. Switch to Notes Page view.

2. Position the insertion point in the notes box.

3. Type the desired note text.

f Step-by-Step

Add a note to a slide in Notes Page view.

Switch to Notes Page view and go to slide 1. Magnify the view to 66%, if necessary.

*Steps*	*Practice Data*
1. Position the insertion point in the notes box. The insertion point appears in the notes box.	Click in the notes box
2. Type the desired note text. The text appears in the notes box.	Type *Successful strategies for winning, keeping customers*

Click outside of the notes box to deselect it. Return the notes page to full page view (33% zoom).

_{Editing a Slide Object}

d Discussion

There may be times when you notice something on a slide you want to change. If you are in Notes Page view and decide to edit a slide, PowerPoint automatically switches to Slide view. You can then return to Notes Page view, if desired.

C Procedures

1. Switch to Notes Page view.

2. Click the right mouse button on the slide object you want to edit.

3. Select the Edit Slide Object command.

4. Make the desired changes to the slide object.

f Step-by-Step

Edit a slide object on a notes page.

Switch to Notes Page view and go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Click the right mouse button on the slide object you want to edit. A shortcut menu appears.	Click the right mouse button on the slide object
2. Select the Edit Slide Object command. The slide appears in Slide* view.*	Click Edit Slide Object
3. Make the desired changes to the slide object. The changes to the slide object appear on the slide.	Make the changes indicated below

Make the following change to slide 1:

Type the word out after the word Business in the slide title. Add spaces as needed.

Return to Notes Page view.

_{Editing Text in a Notes Box}

d Discussion

You can edit or apply formatting to notes on a notes page using the notes box in Notes Page view. You may need to zoom the notes page depending on the change you are making. For example, you can easily select all the text and bold it without zooming, but to proofread the text, you must magnify it to make it easier to read.

Editing text in a notes box

C Procedures

1. Switch to Notes Page view.

2. Select the note text you want to edit.

3. Make the desired edits.

f Step-by-Step

Edit text in a notes box.

Switch to Notes Page view and go to slide 1. Zoom to 66%, if necessary.

*Steps*	*Practice Data*
1. Select the note text you want to edit. The note text is selected.	Double-click the word keeping
2. Make the desired edits. The edits appear in the notes box.	Type *maintaining*

Deselect the notes box and return the notes page to full page view (33% zoom).

Select all the text in the notes box and apply bold formatting. Then, click outside of the notes box to deselect it.

_{Formatting a Notes Box}

d Discussion

You can format a notes box on a notes page by adding a fill or border color and/or changing the size and position of the notes box. In addition, you can adjust a notes box to fit the size of the text and/or rotate the text 90^o.

Formatting a notes box

C Procedures

1. Switch to Notes Page view.

2. Select the notes box you want to format.

3. Click the right mouse button on the text in the notes box.

4. Select the Format AutoShape command.

5. Select the Colors and Lines tab.

6. Select the desired list of options, if necessary.

7. Select the desired option.

8. Select OK.

f Step-by-Step

Format a notes box.

Switch to Notes Page view and go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the notes box you want to format. The notes box is selected.	Click in the notes box
2. Click the right mouse button on the text in the notes box. A shortcut menu appears.	Click the right mouse button on the text in the notes box
3. Select the Format AutoShape command. The Format AutoShape dialog box opens.	Click Format AutoShape...
4. Select the Colors and Lines tab. The Colors and Lines* page appears.*	Click the Colors and Lines tab, if necessary
5. Select the desired list of options, if necessary. A list of options or a color palette appears.	Click Color under Fill
6. Select the desired option. The option or color appears in the corresponding box.	Click Yellow (fourth row, third column)
7. Select OK. The Format AutoShape dialog box closes and the fill color appears in the notes box.	Click OK

Open the Format AutoShape dialog box and select Black from the Color list under Line. Click outside of the notes box to deselect it.

_{Resizing a Notes Box}

d Discussion

You can change the size of both a slide object and a notes box in Notes Page view. This is useful when you want to discuss a slide in detail. You could increase the size of a notes box in order to include all the items you want to mention during the presentation.

If a slide contains two important but distinct topics, you could enter each topic in its own notes box. In order to add a second notes box, you need to reduce the size of the existing notes box or the size of the slide object.

Resizing a notes box


o	You can also change the size of a notes box on the Size page of the Format AutoShape dialog box.

C Procedures

1. Switch to Notes Page view.

2. Select the notes box you want to resize.

3. Point to a sizing handle.

4. Drag the sizing handle as needed to resize the notes box.

5. Release the mouse button.

f Step-by-Step

Resize a notes box.

Switch to Notes Page view and go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the notes box you want to resize. The notes box is selected.	Click in the notes box
2. Point to a sizing handle. The mouse pointer changes into a black, double-headed arrow.	Point to the top right sizing handle
3. Drag the sizing handle as needed to resize the notes box. An image of the notes box appears as you drag.	Drag the top right sizing handle until the notes box is approximately two inches square
4. Release the mouse button. The notes box is resized.	Release the mouse button

Click outside of the notes box to deselect it

_{Moving a Notes Box}

d Discussion

You can move both a slide image and a notes box on a notes page. This option is useful when you want to place additional items on a notes page. For example, if you wanted to place two note boxes on a notes page, you could copy the existing notes box and then move the notes boxes as desired. You could then add notes on two different subjects, using a notes box for each subject.

Moving a notes box

C Procedures

1. Switch to Notes Page view.

2. Select the notes box you want to move.

3. Point to a border of the notes box.

4. Drag the notes box to the desired location.

5. Release the mouse button.

f Step-by-Step

Move a notes box.

Switch to Notes Page view and go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the notes box you want to move. The notes box is selected.	Click the notes box
2. Drag the notes box to the desired location. An image of the notes box appears as you drag.	Drag the notes box to the center of the page
3. Release the mouse button. The notes box appears in the new location.	Release the mouse button

Select the notes box, if necessary, and click the Copy button. When you click the Paste button, a copy of the notes box appears on top of the original. Arrange the notes boxes so that one appears above the other in the center of the page.

Select the text in the bottom notes box and replace it with the following text: Discuss success stories of the past, if time..

Click outside of the notes box to deselect it.

Close WORLD12.PPT.

_Exercise

_{Working with Notes Pages}

e Task

Create, edit, and format a notes page.

1. Open Meetng11.

2. Go to slide 2 and switch to Notes Page view.

3. Increase the magnification to 66%.

4. Enter the following text in the notes box: Introduce CEO, President, and Vice President.

5. Bold the text in the notes box.

6. Select the text in the notes box and replace it with the following text: Introduce the CEO (Earl Nickel), the President (Ted Smith), and the Vice President (Sherry Harvey).

7. Add a Teal fill color (second row, fifth column) to the notes box and a Dark Blue border (first row, sixth color).

8. Change the height of the notes box to approximately two inches.

9. Move the notes box to the bottom of the page.

10. Close the presentation without saving it.

_{Lesson
14 -

Editing Multiple Presentations}

_{In this lesson, you will
learn how to:}

· View multiple presentations

· Copy text between windows

· Copy slides between windows

· Move slides between windows

_{Viewing Multiple Presentations}

d Discussion

You can display multiple presentations in the program window. For example, you may have a presentation that contains a products and services overview and another one that outlines your company's marketing plan. You could open both presentations and arrange the windows side-by-side in order to view their similarities or inconsistencies.

If you display multiple presentations, you can move text or slides from one presentation to another. You can view multiple presentations in Slide, Slide Sorter, or Outline view, but not while running a slide show. You must open all the presentations you want to view before you can arrange them on the screen in the program window.

Viewing multiple presentations

C Procedures

1. Open multiple presentations.

2. Select the Window menu.

3. Select the Arrange All command.

f Step-by-Step

From the Student Data directory, open WORLD11.PPT and REVIEW9.PPT.

View multiple presentations at one time.

*Steps*	*Practice Data*
1. Select the Window menu. The Window* menu appears.*	Click Window
2. Select the Arrange All command. The presentation windows appear side-by-side.	Click Arrange All

_{Copying Text between Windows}

d Discussion

You can copy text from one presentation and paste it into another. Both presentations must be open in order to perform this task. For example, if one presentation overviews your company's products and services and another presentation outlines your company's marketing plan, the content of some slides might overlap. You could arrange the presentation windows side-by-side so that you can quickly copy slide text from one presentation to another.


o	If text is selected when you use the Paste feature, the pasted text overwrites the selected text.

C Procedures

1. Select the presentation from which you want to copy text.

2. Select the text you want to copy.

3. Click the Copy button .

4. Select the presentation into which you want to paste the data.

5. Select the text you want to replace.

6. Click the Paste button .

f Step-by-Step

Copy text from one presentation and paste it into another.

View both presentations using the Arrange All command. Switch both presentations to Slide view. In WORLD11, go to slide 2 and in REVIEW9, go to slide 3.

*Steps*	*Practice Data*
1. Select the presentation from which you want to copy text. The presentation window is activated and the text box is selected.	Click the word Products in the WORLD11 presentation window
2. Drag to select the text you want to copy. The text is highlighted as you drag.	Drag to select Products, value, quality, and service
3. Release the mouse button. The text is selected.	Release the mouse button
4. Click the Copy button. The text is copied to the Windows Clipboard.	Click
5. Select the presentation into which you want to paste the data. The presentation window is activated and the text box is selected.	Click the word State in the REVIEW9 presentation window
6. Drag to select the text you want to replace. The text is highlighted as you drag.	Drag to select the text State who we are
7. Release the mouse button. The text is selected.	Release the mouse button
8. Click the Paste button. The pasted text appears in the destination presentation.	Click

_{Copying Slides between Windows}

d Discussion

You can copy a slide from one presentation window and paste it into another. Copying slides between presentation windows is easier if you first open both presentations.

It is usually easier to switch to Slide Sorter view to copy slides between presentations.


o	Pasted slides adopt the formatting of the destination presentation.

C Procedures

1. Open multiple presentations, arrange them side-by-side, and switch them to Slide Sorter view.

2. Select the presentation containing the slide you want to copy.

3. Select the slide you want to copy.

4. Click the Copy button .

5. Select the presentation into which you want to paste the slide.

6. Select the slide after which you want to paste the slide.

7. Click the Paste button .

f Step-by-Step

Copy a slide from one presentation and paste it into another.

Arrange both presentations side-by-side and switch both presentations to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the presentation containing the slide you want to copy. The presentation window is activated.	Click the WORLD11 presentation window
2. Select the slide you want to copy. The slide is selected.	Scroll as necessary and click slide 3
3. Click the Copy button. The slide is copied to the Windows Clipboard.	Click
4. Select the presentation into which you want to paste the slide. The presentation window is activated.	Click the REVIEW9 presentation window
5. Select the slide after which you want to paste the slide. The slide is selected.	Scroll as necessary and click slide 3
6. Click the Paste button. The copied slide appears in the destination presentation.	Click

Notice that the pasted slide adopts the formatting of the destination presentation.

_{Moving Slides between Windows}

d Discussion

You can drag a slide from one presentation and drop it into another. Both presentations must be open in order to perform this action.

It is usually easier to use Slide Sorter view when dragging slides between presentations.


o	To duplicate a slide, press [Ctrl] as you drag.

o	If you drag a slide containing a chart from one presentation to a presentation using a different color scheme, PowerPoint updates the chart to the color scheme of the destination presentation.

C Procedures

1. Open multiple presentations, arrange them side-by-side, and switch them to Slide Sorter view.

2. Select the presentation containing the slide you want to move.

3. Select the slide you want to move.

4. Drag the slide to the desired location in the destination presentation.

5. Release the mouse button.

f Step-by-Step

Move a slide from one presentation to another.

Arrange both presentations side-by-side, switch both presentations to Slide Sorter view, and display slide 6 on both presentations, if necessary.

*Steps*	*Practice Data*
1. Select the presentation containing the slide you want to move. The presentation window is activated.	Click in the WORLD11 presentation window, if necessary
2. Select the slide you want to move. The slide is selected.	Click slide 6
3. Drag the slide to the desired location in the destination presentation. A vertical line appears as you drag.	Drag slide 6 to slide 6 in the REVIEW9 presentation window
4. Release the mouse button. The slide is moved to the destination location.	Release the mouse button

Move the slide back to the WORLD11 presentation window, below slide 5.

Close WORLD11.PPT and REVIEW9.PPT.

_Exercise

_{Editing Multiple Presentations}

e Task

Copy text between presentations. Copy and move slides between presentations.

1. Open Meetng10 and Review10.

2. Arrange the presentations side-by-side on the screen.

3. On slide 11 of Review10, copy the bulleted lines, Gross margin and Compare company to rest of market.

4. Select the MEETNG10 presentation window and go to slide 7. Paste the text at the end of the existing bulleted lines.

5. Switch both presentations to Slide Sorter view.

6. Move slide 12 from the Review10 presentation to the Meetng10 presentation, after slide 7.

7. Close both presentations without saving them.

_{Lesson
15 -

Using Online Help}

_{In this lesson, you will
learn how to:}

· Use online help

· View ScreenTips

· Use Help Contents

· Use the Help Index

· Use Help Find

_{Using Online Help}

d Discussion

If you need assistance on any PowerPoint topic or task, you can use the extensive PowerPoint Help facility. There are several ways in which you can get help, all of which are available on the Help menu. One way is using the Microsoft PowerPoint Help command, which launches the Office Assistant. You can also use the Contents and Index command, which allows you to scroll through a table of contents, browse an alphabetical index of help topics, or search for a specific word or phrase.

The What’s This? command can be used to display a ScreenTip.

If you have World Wide Web access on the Internet, you can use the Microsoft on the Web submenu to connect to web sites directly from PowerPoint. You can download free programs, access on-line support, and get the latest Microsoft product information from a web site - all without leaving PowerPoint.

You can use the About Microsoft PowerPoint command to view copyright and licensing information about the program. The About Microsoft PowerPoint window contains a System Info button that displays information about your computer and a Tech Support button that provides help on getting product support.

_{Viewing ScreenTips}

d Discussion

If you are unsure of the name and function of a menu command or of a button, you can use a ScreenTip to view either its name or description. You can access ScreenTips by selecting the What’s This? command from the Help menu.

ScreenTips for toolbars are activated by default, as long as you have enabled the option in the Customize dialog box. To view a ScreenTip for a button, you point to the desired button and the button name appears.

When ScreenTips are activated, the mouse pointer appears with a question mark.


o	You can also access ScreenTips by pressing [Shift+F1] and then pointing to or clicking the item for which you want to view a ScreenTip.

C Procedures

1. Select the Help menu.

2. Select the What's This? command.

3. Point to the button or command with which you want help.

4. Click the mouse button on the button or command with which you want help.

f Step-by-Step

View a ScreenTip for a button.

Create a blank presentation, if necessary.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the What's This? command. The ScreenTips are activated.	Click What's This?
3. Point to the button or command with which you want help. The name of the button or command appears in a ScreenTip.	Point to
4. Click the mouse button on the button or command with which you want help. The description of the button or command appears in a ScreenTip.	Click the mouse button

Click anywhere in the presentation window to hide the ScreenTip.

_{Using Help Contents}

d Discussion

The Help Topics: Microsoft PowerPoint dialog box, accessible from the Contents and Index command on the Help menu, provides three tabs, Contents, Index, and Find.

The Contents page displays a list of general help topics. From this list, you can select a help topic for a particular group of features or functions. This page is structured like a standard table of contents. The table is expandable; when you double-click a topic, related subtopics appear. When you display the help topic you want to view, it appears in a help window.

Using Help Contents

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Contents tab.

4. Select the desired topic.

5. Select the desired subtopic.

6. Select Display.

f Step-by-Step

Use Help Contents to display information on a specific help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft PowerPoint dialog box opens.	Click Contents and Index
3. Select the Contents tab. The Contents* page appears.*	Click the Contents tab, if necessary
4. Select the desired topic. The selected topic expands and a list of subtopics appears.	Double-click Getting Help
5. Select the desired subtopic. The subtopic is selected.	Click Show or hide toolbar ScreenTips
6. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_{Using the Help Index}

d Discussion

The PowerPoint Help system includes an alphabetical index of available help topics on the Index page of the Help Topics: Microsoft PowerPoint dialog box. You can search for a specific help topic or subtopic and display the appropriate help window.

Using the Help Index

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Index tab.

4. Type the topic for which you want to search.

5. Select the desired subtopic.

6. Select Display.

f Step-by-Step

Use the Help Index to display information on a help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft PowerPoint dialog box opens.	Click Contents and Index
3. Select the Index tab. The Index* page appears.*	Click the Index tab
4. Type the topic for which you want to search. The closest alphabetical entry appears.	Type *pictures*
5. Select the desired subtopic. The desired subtopic is selected.	Click logos
6. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_{Using Help Find}

d Discussion

You can use the Find page of the Help Topics: Microsoft PowerPoint dialog box to quickly locate help topics using one or more keywords. The Find page allows you to search for specific words or phrases contained in the help topics, as opposed to searching the Index, which is a list of topic names.

When PowerPoint has completed the search, the total number of topics found appears in the lower left corner of the Help Topics: Microsoft PowerPoint dialog box.

Using Help Find


o	The first time you select the Find tab, the Find Setup Wizard dialog box opens and prompts you to build the word list. To perform this task, select the Minimize database size (recommended) option, if necessary, and then select Next. Select Finish to begin building the word list.

C Procedures

1. Select the Help menu.

2. Select the Contents and Index command.

3. Select the Find tab.

4. Type the word or phrase for which you want to search.

5. Select the desired word from the 2 Select some matching words to narrow you search list box.

6. Select the desired help topic in the 3 Click a topic, then click Display list box.

7. Select Display.

f Step-by-Step

Use Help Find to search for and display information on a help topic.

*Steps*	*Practice Data*
1. Select the Help menu. The Help* menu appears.*	Click Help
2. Select the Contents and Index command. The Help Topics: Microsoft PowerPoint dialog box opens.	Click Contents and Index
3. Select the Find tab. The Find* page appears.*	Click the Find tab
4. Type the word or phrase for which you want to search. Variations of the keyword(s) appear in the 2 Select some matching words to narrow you search* list box.*	Type *formatting*
5. Select the desired word from the 2 Select some matching words to narrow you search list box. A list of help topics containing the keyword(s) appears.	Click formatting
6. Select the desired help topic in the 3 Click a topic, then click Display list box. The help topic is selected.	Click Copy only the look and style of text
7. Select Display. The pertinent help window opens.	Click Display

Click the Close button to close the help window.

_Exercise

_{Using Help}

e Task

Use the Help menu commands to find and display information.

1. Point to any toolbar button and view the button name in a ScreenTip.

2. Using Help Contents, display help information about printing a presentation outline.

3. Close the help window.

4. Using Help Index, get help information on formatting text. Display the help subtopic bullets, and then the topic add, change or remove a bullet.

5. Close the help window.

6. Using Help Find, use the keyword, clip art, to get help on inserting clip art from the Clip Gallery.

7. Close the help window.

_{Lesson
16 -

Customizing Presentations}

_{In this lesson, you will
learn how to:}

· Customize presentations

· Use color schemes

· Apply a color scheme

· Customize a color scheme

· Apply a scheme to all slides

· Customize the slide background

· Save a custom template

· Delete a custom template

_{Customizing Presentations}

d Discussion

You can customize PowerPoint presentations using a variety of features, such as custom color schemes and slide backgrounds.

A color scheme is used throughout a presentation to give it a consistent look. You can use one of the preset color schemes available in PowerPoint, or you can create your own color scheme.

The slide background provides an attractive appearance to the presentation and also provides consistency across slides when applied to an entire presentation. You can use one of the preset backgrounds available in PowerPoint, or you can create a custom background and apply it to one or more slides.

Once you create a custom color scheme and slide background for a presentation, you can save the presentation as a custom template so that it can be used for other presentations.

_{Using Color Schemes}

d Discussion

A color scheme is a set of eight colors that coordinate the colors in a presentation (such as background, text, line, shadow, and accent colors). Color schemes can give a presentation a consistent and harmonious appearance. All presentations (including blank presentations) use a color scheme.

PowerPoint design templates include their own color schemes. You can select a preset color scheme, or you can create your own custom color scheme. You can change any color in a color scheme and apply the change to the entire presentation or to individual slides.

You can also copy a color scheme from one presentation to another.


o	You can also use color schemes to coordinate the colors in charts and tables or to recolor pictures you have added to slides.

_{Applying a Color Scheme}

d Discussion

You can modify an existing color scheme, select another preset color scheme, or create your own color scheme. You can change any color in a color scheme and apply the change to the entire presentation or to individual slides. You can also apply another preset color scheme to the entire presentation or to individual slides. For example, you can apply a preset color scheme to the title slide without applying the color scheme to the rest of the slides in the presentation.

The Color Scheme dialog box


o	If you choose to preview the new color scheme from the Color Scheme dialog box, the preview appears in the selected slide. If necessary, you can move the Color Scheme dialog box to a different location in order to see the preview of the color scheme in the presentation.

C Procedures

1. Select the slide using the color scheme you want to change.

2. Select the Format menu.

3. Select the Slide Color Scheme command.

4. Select the Standard tab.

5. Under Color schemes, select the desired color scheme.

6. Select Preview.

7. Select Apply.

f Step-by-Step

From the Student Data directory, open WORLD13.PPT.

Apply a color scheme to an individual slide.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide using the color scheme you want to change. The slide is selected.	Click slide 1, if necessary
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Slide Color Scheme command. The Color Scheme dialog box opens.	Click Slide Color Scheme...
4. Select the Standard tab. The Standard* page appears.*	Click the Standard tab, if necessary
5. Under Color schemes, select the desired color scheme. The color scheme is selected.	Click the color scheme in the middle of the second row
6. Select Preview. The preview appears in the selected slide.	Click Preview
7. Select Apply. The Color Scheme dialog box closes and the new color scheme is applied to the selected slide.	Click Apply

_{Customizing a Color Scheme}

d Discussion

If none of the standard color schemes meets your needs, you can create a custom color scheme.

When creating a custom color scheme, you can change as many elements in the color scheme as desired. Color scheme elements include Background, Text & lines, Shadows, Title text, Fills, and three different Accent colors. For example, you can select a preset color scheme and then change the color of the title text that appears on the selected slide.

Customizing a color scheme

C Procedures

1. Select the slide using the color scheme you want to customize.

2. Select the Format menu.

3. Select the Slide Color Scheme command.

4. Select the Custom tab.

5. Under Scheme colors, select the color box for the element you want to change.

6. Select Change Color.

7. Select the Standard tab.

8. Select the desired color.

9. Select OK.

10. Select Apply or Apply to All as desired.

f Step-by-Step

Customize a color scheme.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide using the color scheme you want to customize. The slide is selected.	Click slide 2
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Slide Color Scheme command. The Color Scheme dialog box opens.	Click Slide Color Scheme...
4. Select the Custom tab. The Custom* page appears.*	Click the Custom tab, if necessary
5. Under Scheme colors, select the color box for the element you want to change. The color box is selected.	Click the Title text color box
6. Select Change Color. The Color dialog box for the selected slide element opens.	Click Change Color...
7. Select the Standard tab. The Standard* page appears.*	Click the Standard tab, if necessary
8. Select the desired color. The color is selected and a sample appears in the lower right corner of the Color dialog box.	Click navy blue (last color on the first row of the color hexagon)
9. Select OK. The Color dialog box for the selected slide element closes.	Click OK
10. Select Apply or Apply to All as desired. The Color Scheme dialog box closes and the customized color scheme is applied to the selected slide only or to all the slides.	Click Apply

_{Applying a Scheme to All Slides}

d Discussion

It is often quicker to apply a color scheme to a single slide when you are previewing possible color schemes for a presentation. However, once you have selected the desired color scheme, you should apply it to all the slides in the presentation at once to ensure a uniform look.


o	You can also create a custom color scheme and apply it to all the slides in a presentation.

C Procedures

1. Select any slide.

2. Select the Format menu.

3. Select the Slide Color Scheme command.

4. Select the Standard tab.

5. Under Color schemes, select the desired color scheme.

6. Select Apply to All.

f Step-by-Step

Apply a color scheme to all slides in a presentation.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select any slide. The slide is selected.	Click slide 2, if necessary
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Slide Color Scheme command. The Color Scheme dialog box opens.	Click Slide Color Scheme...
4. Select the Standard tab. The Standard* page appears.*	Click the Standard tab, if necessary
5. Under Color schemes, select the desired color scheme. The color scheme is selected.	Click the color scheme in the middle of the second row
6. Select Apply to All. The Color Scheme dialog box closes and the new color scheme is applied to all the slides.	Click Apply to All

_{Customizing the Slide Background}

d Discussion

The slide background provides an attractive appearance and the appropriate context for a presentation. You can customize a background for professional, contemporary, or subject-specific presentations. You can apply the background changes to a single slide or, for consistency throughout a presentation, to all slides.

You can apply a variety of fill effects to the slide background. You can add or change colors, shading, patterns, texture, or pictures. For example, you can change the background fill of slides to a marble texture or a checkerboard pattern.

Customizing the slide background

C Procedures

1. Select any slide.

2. Select the Format menu.

3. Select the Background command.

4. Select the Background fill list.

5. Select Fill Effects to display additional fill effects.

6. Select the tab of the fill effect attribute you want to customize.

7. Select the desired option.

8. Select OK.

9. Select Apply or Apply to all as desired.

f Step-by-Step

Customize the slide background.

*Steps*	*Practice Data*
1. Select any slide. The slide is selected.	Click slide 1
2. Select the Format menu. The Format* menu appears.*	Click Format
3. Select the Background command. The Background dialog box opens.	Click Background...
4. Select the Background fill list. A list of background fills appears.	Click Background fill
5. Select Fill Effects to display additional fill effects. The Fill Effects dialog box opens.	Click Fill Effects...
6. Select the tab of the fill effect attribute you want to customize. The appropriate page appears.	Click the Texture tab
7. Select the desired option. The option is selected.	Click White Marble (second row, second column)
8. Select OK. The Fill Effects dialog box closes and a preview of the background appears in the slide in the Background dialog box.	Click OK
9. Select Apply or Apply to all as desired. The Background dialog box closes and the customized slide background is applied to the selected slide only or to all the slides.	Click Apply to all

_{Saving a Custom Template}

d Discussion

Once you have made changes to or customized the color scheme and slide background of a presentation, you can save the changed presentation as a custom template. You can use this template to create a new presentation or format an existing presentation. You can use the Save As command to save a custom template.

Although you can save a custom template to any folder, you must use the Look in list to locate the template when you want to apply it to an existing presentation. If you store your custom template in either the program files\microsoft office\templates or program files\microsoft office\templates\presentation designs folders, PowerPoint will include it in the New Presentation dialog box when you create a new presentation.

C Procedures

1. Select the File menu.

2. Select the Save As command.

3. Type a name for the template in the File name text box.

4. Select the Save as type list.

5. Select Presentation Template.

6. Select the folder where you want to store the template.

7. Select Save.

f Step-by-Step

Save a custom template.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Save As command. The Save As dialog box opens.	Click Save As…
3. Type a name for the template in the File name text box. The name appears in the File name* text box.*	Type custom13
4. Select the Save as type list. A list of file types appears.	Click Save as type
5. Select Presentation Template. *Presentation Template* appears in the Save as type* box.*	Click Presentation Template
6. Select the folder where you want to store the template. The folder is selected.	Double-click Templates, if necessary
7. Select Save. The Save As dialog box closes and the custom template is saved.	Click Save

Open Review13 and use the Apply Design dialog box to apply the custom template to the existing presentation. If necessary, use the Look in list to find the Templates folder. Close all open files without saving the changes.

_{Deleting a Custom Template}

d Discussion

You can delete a custom template that you created but no longer use. Deleting unused templates saves file storage space and time spent looking through a long list of templates, many of which you may not use anymore.


o	If you know the folder where a template is stored, you can delete it using the shortcut menu in the Open dialog box in PowerPoint or in Windows Explorer.


x	You cannot use the Undo feature to restore a template you have accidentally deleted. However, if the template was deleted to the Recycle Bin, you can use the Undo Delete command in the Recycle Bin to restore the template.

C Procedures

1. Select the File menu.

2. Select the New command.

3. Select the tab where the icon for the custom template appears.

4. Click the right mouse button on the icon for the custom template you want to delete.

5. Select the Delete command.

6. Select Yes to confirm the deletion.

f Step-by-Step

Delete a custom template.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the New command. The New Presentation dialog box opens.	Click New...
3. Select the tab where the icon for the custom template appears. The appropriate page appears.	Click the General tab, if necessary
4. Click the right mouse button on the icon for the custom template you want to delete. A shortcut menu appears.	Click the right mouse button on the Custom13 icon
5. Select the Delete command. The Confirm File Delete message box opens.	Click Delete
6. Select Yes to confirm the deletion. The Confirm File Delete message box closes, the custom template is deleted, and the icon is removed from the appropriate page in the New Presentation dialog box.	Click Yes

Select Cancel to close the New Presentation dialog box.

_Exercise

_{Customizing a Presentation}

e Task

Apply a standard and custom color scheme to a presentation. View available background patterns. Save a presentation as a custom template and apply the template to an existing presentation.

1. Open Meetng13.

2. Switch to Slide Sorter view, if necessary.

3. Select a new, standard color scheme (second row, second column) from the Color Scheme dialog box for slide 1 and preview it.

4. Apply a new color scheme (first row, first column) to slide 1.

5. Create a custom color scheme for the presentation by changing the Title text of the color scheme used in slide 1 to a shade of red (last row, last color on the color hexagon).

6. Apply the custom color scheme to all the slides in the presentation.

7. Open the Fill Effects dialog box from the Background dialog box.

8. View the available background patterns on the Pattern page.

9. Close the Fill Effects and Background dialog boxes without making any changes.

10. Run the slide show and view the new color scheme. Advance the slide show, as necessary.

11. Save the file to the Templates folder as a presentation template named Meettemp.

12. Open Train13 and apply the Meettemp template to the presentation.

13. Close all open presentations without saving them.

14. Open the New Presentation dialog box and use the shortcut menu to delete the Meettemp template. Close the New Presentation dialog box.

_{Lesson
17 -

Editing Presentation Masters}

_{In this lesson, you will
learn how to:}

· Work with the slide master

· Format the slide master

· Add a slide placeholder

· Work with the title master

· Format the title master

· Work with the notes master

· Format the notes master

· Add a notes placeholder

· Format the handout master

· Add a handout placeholder

· Print handouts

_{Working with the Slide Master}

d Discussion

The slide master controls the overall look of the slides in a presentation. As you add slides to a presentation, each new slide is automatically formatted according to the slide master. The slide master can contain clip art or pictures, date and time information, automatic slide numbering, and any other information you want to appear on each slide in the presentation.

When you insert an object such as a clip art image or a picture into the slide master, the object appears on all the slides in the presentation except the title slide. For example, you can insert a picture of a globe on the slide master and it will appear on all presentation slides, except the title slide.

You can make changes to the slide master at any time-before creating slides, as you create the presentation, or after you have finished entering information. You can usually get a better idea of what you want to include in the slide master after you have entered the information.

Although the slide master ensures a consistent look for your presentation, every slide does not have to incorporate the slide master formatting. You can make changes to individual slides. These modified slides will retain the changes, even if you change the slide master. For example, you can change the color scheme of a particular slide so that it is different than the color scheme used in the slide master.

The slide master does not contain actual text. Rather, it contains placeholder text. As a result, you cannot enter or edit text in the slide master.

The different areas of the slide master are listed in the following table:

Area	Description
Title Area	The Title Area is located at the top of the slide. You can change the attributes of the title text (font type, font size, alignment, style, etc.), as well as the attributes of the Title Area (fill, line, shadow, placement, etc.). If desired, you can insert objects such as clip art into the Title Area.
Object Area	The Object Area is located in the body of the slide. You can change text attributes (font type, font size, alignment, style, etc.), as well as the attributes of the Object Area (fill, line, shadow, placement, etc.). You can format each text level with different attributes. If desired, you can insert objects such as clip art into the Object Area.
Date Area	The Date Area is located in the lower left corner of the slide. You can change the look and position of the date. You can specify that the date and time are automatically updated each time the presentation is opened, or you can enter a fixed date and time. In addition, you can choose whether or not to display the time and date on the title slide.
Footer Area	The Footer Area is located in the lower center of the slide. You can change the look and position of the footer. You can choose whether or not to display the footer text on the title slide.
Number Area	The Number Area is located in the lower right corner of the slide. You can change the position of the slide numbering, as well as the format of the numbers. You can choose whether or not to display the slide number on the title slide.

_{Formatting the Slide Master}

d Discussion

In order to format the slide master, you must switch to Slide Master view. Slide Master view displays placeholders for the Title, Object, Date, Footer, and Number Areas.

In Slide Master view, you can change the font, add graphics, and modify other attributes of the slides in the presentation.

If you make formatting changes to the slide master, the changes are applied to all slides in the presentation, except the title slide. For example, if you change the master slide title text to the bold format, the title text on all presentation slides, except those based on the title slide, will appear in the bold format.

Since the slide master contains only placeholder text, you cannot add text to it. If you want specific text to appear on every slide, you must insert a graphic object (in this case, a text box) to hold the text.

Slide Master view


o	When you hold the [Shift] key and switch to different views using the View buttons to the left of the horizontal scroll bar, the views become master views.

o	To switch to Slide Master view, you can also select any slide except the title slide, hold the [Shift] key, click the Slide Master button to the far left of the horizontal scroll bar, and release the [Shift] key.

o	To exit Slide Master view, click the Close button on the Master toolbar or any of the View buttons to the left of the horizontal scroll bar.

C Procedures

1. Select the View menu.

2. Point to the Master command.

3. Select the Slide Master command.

4. Click in the desired area.

5. Format the selected area, as desired.

f Step-by-Step

From the Student Data directory, open WORLD14.PPT.

Format the slide master.

Switch to Slide Sorter view and select slide 2, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears*.	Click View
2. Point to the Master command. The Master* submenu appears.*	Point to Master
3. Select the Slide Master command. The slide master appears.	Click Slide Master
4. Click in the desired area. The insertion point appears in the selected area.	Click in Click to edit Master title style
5. Format the selected area, as desired. The slide master is formatted accordingly.	Click

Format the title text in the Title Area of the slide master to Arial, 48 points.

Switch to Slide Sorter view to view the changes. Notice that the formatting is applied to all the slides in the presentation, except the title slide.

_{Adding a Slide Placeholder}

d Discussion

If you want the date and time, a footer, and slide numbers to appear in the presentation, you add them to the slide master using the Header and Footer dialog box.

You can enter a fixed date and time, or you can choose an automatic date and time that is updated each time the presentation is opened. You can also select a date and time format.

If you add a footer, you must type the desired footer text in the Footer text box.

The date and time, footer, and slide numbers are placeholders that appear in every slide. If desired, you can select the Don’t show on title slide option to prevent the placeholders from appearing on the title slide.

You must switch to Slide Master view to change the font, add graphics, or modify other attributes. You can assign different attributes to each placeholder.

Adding placeholder information to the slide master

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Select the Slide tab.

4. Select the desired options.

5. Select the Don’t show on title slide option to omit the placeholder information on the title slide.

6. Select Apply or Apply to All as desired.

f Step-by-Step

Add placeholder information to the slide master.

Switch to Slide Sorter view and select slide 2, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header and Footer dialog box opens.	Click Header and Footer…
3. Select the Slide tab. The Slide* page appears.*	Click the Slide tab, if necessary
4. Select the Date and time option. The Date and time option is selected.	Click Date and time
5. Select the Slide number option. The Slide number option is selected.	Click Slide number
6. Select the Update automatically option. The Update automatically option is selected.	Click Update automatically
7. Select the Footer option. The Footer option is selected.	Click Footer
8. Type the desired footer text. The text appears in the Footer* text box.*	Type *Making a Business of Recreation*
9. Select the Don’t show on title slide option to omit the placeholder information on the title slide. The Don’t show on title slide option is selected.	Click Don’t show on title slide
10. Select Apply or Apply to All as desired. The Header and Footer dialog box closes and the options are applied to the selected slide only or to all the slides.	Click Apply to All

Notice that no options are applied to slide 1, the title slide.

_{Working with the Title Master}

d Discussion

The title master controls the look of the title slide in a presentation. You can format text, or add clip art or pictures to the title master. In addition, you can insert date and time information, automatic slide numbering, and any other information you want to appear on the title slide.

You can make changes to the title master at any time-before you create the slide, as you create the presentation, or after you have finished entering information. You can usually get a better idea of what you want to include in the title master after you have entered all the information.

The title master does not contain actual text. Rather, it contains placeholder text. As a result, you cannot enter or edit text in the title master.

Since you can use the Title Slide layout for more than one slide, formatting or objects that are included on the title master will appear on all slides in the presentation using the Title Slide layout.

The different areas of the title master are listed in the following table:

Area	Description
Title Area	The Title Area is located at the top of the slide. You can change the attributes of the title text (font type, font size, alignment, style, etc.), as well as the attributes of the Title Area (fill, line, shadow, placement, etc.). If desired, you can insert objects such as clip art into the Title Area.
Subtitle Area	The Subtitle Area is located below the Title Area. You can change the attributes of the subtitle text (font type, font size, alignment, style, etc.), as well as the attributes of the Subtitle Area (fill, line, shadow, placement, etc.). If desired, you can insert objects such as clip art into the Subtitle Area.
Date Area	The Date Area is located in the lower left corner of the slide. You can change the look and position of the date. You can specify that the date and time are automatically updated each time the presentation is opened, or you can enter a fixed date and time. In addition, you can choose whether or not to display the time and date on the title slide.
Footer Area	The Footer Area is located in the lower center of the slide. You can change the look and position of the footer. You can choose whether or not to display the footer text on the title slide.
Number Area	The Number Area is located in the lower right corner of the slide. You can change the position of the slide numbering, as well as the format of the numbers. You can choose whether or not to display the slide number on the title slide.

_{Formatting the Title Master}

d Discussion

In order to format the title master, you must switch to Title Master view. Title Master view displays placeholders for the Title, Subtitle, Date, Footer, and Number Areas. In Title Master view, you can edit the different areas of the title slide.

In Title Master view, you change the font, add graphics, and modify other attributes of the slides in the presentation.

Since the title master contains only placeholder text, you cannot add text to it. If you want specific text to appear on the title slide, you must insert a graphic object (in this case, a text box) to hold the text.

Changes made to the title master affect the title slide only; the other slides in the presentation are not affected. For example, if you insert a picture of a globe on the title master and not on the slide master, the globe will appear only on the title slide.

Title Master view


o	When you hold the [Shift] key and switch to different views using the View buttons to the left of the horizontal scroll bar, the views become master views.

o	To switch to Title Master view, you can also select the title slide, hold the [Shift] key, click the View Title Master button to the far left of the horizontal scroll bar, and release the [Shift] key.

o	To exit Title Master view, click the Close button on the Master toolbar or any of the View buttons to the left of the horizontal scroll bar.

C Procedures

1. Select the View menu.

2. Point to the Master command.

3. Select the Title Master command.

4. Click in the desired area.

5. Format the selected area, as desired.

f Step-by-Step

Format the title master.

Switch to Slide Sorter view and select slide 1, the title slide, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears*.	Click View
2. Point to the Master command. The Master* submenu appears.*	Point to Master
3. Select the Title Master command. The title master appears.	Click Title Master
4. Click in the desired area. The insertion point appears in the selected area.	Click in Click to edit Master title style
5. Format the selected area, as desired. The title master is formatted accordingly.	Click

Switch to Slide Sorter view to view the changes. Notice that the formatting is only applied to slide 1, the title slide.

_{Working with the Notes Master}

d Discussion

The notes master defines the formatting for all notes pages in a presentation. If you want specific text, pictures, or special formatting to appear on all the notes pages in a presentation, you should add them to the notes master.

You can make changes to the notes master at any time-before creating notes, as you enter the notes, or after you have finished entering information. You can usually get a better idea of what you want to include in the notes master after you have entered all the notes information.

Since the notes master contains only placeholder text, you cannot add text to it. If you want specific text to appear on every slide, you must insert a graphic object (in this case, a text box) to hold the text.

The different areas of the notes master are listed in the following table:

Area	Description
Header Area	The Header Area is located in the upper left corner of the notes page. You can change the look and position of the header. You can choose whether or not to display the header on the notes pages.
Date Area	The Date Area is located in the upper right corner of the notes page. You can change the look and position of the date. You can specify that the date and time are updated automatically on the notes pages, or you can enter a fixed date and time.
Slide Image	An image of the slide appears in the upper portion of the notes page. You cannot edit the slide image from the notes master or in Notes Page view.
Notes Body Area	The Notes Body Area appears below the slide image on a notes page. You can change the attributes of the notes text, including font type, font size, alignment, and color. You can format each text level with different attributes.
Footer Area	The Footer Area is located in the lower left corner of the notes page. You can change the look and position of the footer.
Number Area	The Number Area is located in the lower right corner of the notes page. You can change the position of the page numbering, as well as the format of the numbers.

_{Formatting the Notes Master}

d Discussion

In order to format the notes master, you must switch to Notes Master view. Notes Master view displays placeholders for the Header, Date, Slide Image, Notes Body, Footer, and Number Areas.

You can modify the notes master to create a uniform layout and format for your notes. You can change the font, modify paragraph spacing, add graphics, and change other attributes of the notes master. You can also assign different attributes to each element of the notes master. The changes you make to the notes master will affect all notes pages in a presentation. For example, if you can change the format of a selected level of text in the notes master to the italic format, the format of that level of text on all the notes pages will appear in the italic format.

Notes Master view


o	When you hold the [Shift] key and switch to different views using the View buttons to the left of the horizontal scroll bar, the views become master views.

o	To switch to Notes Master view, you can also select any slide, hold the [Shift] key, click the View Notes Master button fourth from the left of the horizontal scroll bar, and release the [Shift] key.

o	To exit Notes Master view, click the Close button on the Master toolbar or any of the View buttons to the left of the horizontal scroll bar.

o	In some cases, pre-existing text may not update automatically. To update pre-existing text, click the Notes Layout button on the Common Tasks toolbar and select the Reapply master option while in Notes Page view.

C Procedures

1. Select the View menu.

2. Point to the Master command.

3. Select the Notes Master command.

4. Zoom the view, if necessary.

5. Click in the desired area.

6. Position the insertion point in the line of text you want to format, if necessary.

7. Format the selected area, as desired.

f Step-by-Step

Format the notes master.

Switch to Slide Sorter view and select slide 2, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears*.	Click View
2. Point to the Master command. The Master* submenu appears.*	Point to Master
3. Select the Notes Master command. The notes master appears.	Click Notes Master
4. Select the Zoom list on the Standard toolbar. A list of zoom options appears.	Click Zoom
5. Select the desired zoom option. The presentation zooms in or out.	Click 66%
6. Click in the desired area. The desired area is selected.	Click in the Notes Body Area
7. Position the insertion point in the line of text you want to format, if necessary. The insertion point appears in the desired line of text.	Click in Click to edit Master text styles
8. Format the selected area, as desired. The notes master is formatted accordingly.	Click

Switch to Notes Page view to view the changes. Zoom the Notes Page view to 33%.

If it becomes necessary to update pre-existing text, click the Notes Layout button on the Common Tasks toolbar and select the Reapply master option.

_{Adding a Notes Placeholder}

d Discussion

If you want the date and time, a header or footer, and page numbers to appear on the notes pages, you can add them to the notes master using the Header and Footer dialog box.

You can enter a fixed date and time, or you can choose an automatic date and time that is updated on the notes pages each time the presentation is opened. You can also select a date and time format.

If you add a header or footer, you must type the desired header or footer text in the appropriate text box.

You must switch to Notes Master view to change the font, add graphics, or modify other attributes. You can assign different attributes to each placeholder in the notes master.

Adding placeholder information to the notes master

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Select the Notes and Handouts tab.

4. Select the desired options.

5. Select Apply to All.

f Step-by-Step

Add placeholder information to the notes master.

Switch to Notes Page view, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header and Footer dialog box opens.	Click Header and Footer…
3. Select the Notes and Handouts tab. The Notes and Handouts page appears.	Click the Notes and Handouts tab, if necessary
4. Select the Date and time option. The Date and time option is selected.	Click Date and time, if necessary
5. Select the Update automatically option. The Update automatically option is selected.	Click Update automatically, if necessary
6. Select the Footer option. The Footer* option is selected.*	Click Footer
7. Type the desired footer text. The text appears in the Footer* text box.*	Type *Worldwide Sporting Goods*
8. Select Apply to All. The Header and Footer dialog box closes and the options are applied to the notes master.	Click Apply to All

Zoom the Notes Page view to 25%. Click the Next Slide button to view the header and footer on subsequent slides. Zoom the Notes Page view to 33%.

_{Formatting the Handout Master}

d Discussion

Handouts are printed copies of a presentation that you can distribute to the audience. The audience can use the handouts to take notes, or they can refer to them after seeing the slide show.

The handout master determines the appearance of all handout pages. Any text or graphic element you place in the handout master appears on all handout pages.

In order to format the handout master, you must switch to Handout Master view. Handout Master view displays placeholders for the Title, Object, Date, Footer, and Number Areas. In Handout Master view, you can edit the different areas and the changes will appear on the printed handout pages.

You can also change the background color of the handout master.

Dotted lines on the handout master indicate the position and relative size of the slides. The Handout Master toolbar allows you to view the positioning of two, three, or six slides per page, or the positioning of an outline.

Handout Master view


o	When you hold the [Shift] key and switch to different views using the View buttons to the left of the horizontal scroll bar, the views become master views.

o	To switch to Handout Master view, you can also select any slide, hold the [Shift] key, click the View Handout Master button third from the left of the horizontal scroll bar, and release the [Shift] key.

o	To exit Handout Master view, click the Close button on the Master toolbar or any of the View buttons to the left of the horizontal scroll bar.

o	You cannot display the actual handouts on the screen. You can only view the printed handouts.

o	By default, the handout master contains all the placeholders listed in the Handout Master Layout dialog box. To remove any of these placeholders, you must delete them from the handout master. You can access the Handout Master Layout dialog box from the Common Tasks toolbar.

C Procedures

1. Select the View menu.

2. Point to the Master command.

3. Select the Handout Master command.

4. Select the desired button on the Handout Master toolbar.

f Step-by-Step

Format the handout master.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Point to the Master command. The Master* submenu appears.*	Point to Master
3. Select the Handout Master command. *Handout Master* view appears.	Click Handout Master
4. Select the desired button on the Handout Master toolbar. The corresponding handout positioning appears on the handout.	Click

_{Adding a Handout Placeholder}

d Discussion

If you want the date and time, header or footer, and page numbers to appear on the handouts, you can add them to the handout master using the Header and Footer dialog box. Any options selected in the Header and Footer dialog box appear on all handout pages. For example, you can add a page number to the handout master so that all the printed handouts will contain page numbers.

You can enter a fixed date and time, or you can choose an automatic date and time that is updated on the handouts each time the presentation is opened. You can also select a date and time format.

You must switch to Handout Master view to change the font, add graphics, or modify other attributes. You can assign different attributes to each placeholder in the handout master.


o	You cannot display the actual handouts on the screen. You can only view the printed handouts.

C Procedures

1. Select the View menu.

2. Select the Header and Footer command.

3. Select the Notes and Handouts tab.

4. Select the desired options.

5. Select Apply or Apply to All as desired.

f Step-by-Step

Add placeholder information to the handout master.

Switch to Handout Master view, if necessary.

*Steps*	*Practice Data*
1. Select the View menu. The View* menu appears.*	Click View
2. Select the Header and Footer command. The Header and Footer dialog box opens.	Click Header and Footer…
3. Select the Notes and Handouts tab. The Notes and Handouts page appears.	Click the Notes and Handouts tab, if necessary
4. Select the Header option. The Header option is selected.	Click Header
5. Type the desired header text. The text appears in the *Header* text box.	Type *Participant Copy*
6. Select the Page number option. The *Page number* option is selected.	Click Page number
7. Select Apply or Apply to All as desired. The Header and Footer dialog box closes and the options are applied to the selected handout only or to all the handouts.	Click Apply to All

_{Printing Handouts}

d Discussion

The printed handouts display slide images that appear smaller than the original slides. You can designate two, three, or six slides per handout page. The more slides you designate, the smaller the slides appear on the printed page.

When printing handouts, you must select a handouts option from the Print what list. You should also select the Frames Slides option, particularly if your slides are printed in black and white. Otherwise, the white background of your slides will blend into the white paper.


o	You cannot display the actual handouts on the screen. You can only view the printed handouts.

C Procedures

1. Select the File menu.

2. Select the Print command.

3. Select the Print what list.

4. Select the desired handouts print option.

5. Select the Frame Slides option.

6. Select OK.

f Step-by-Step

Print handouts of a presentation.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Print command. The Print dialog box opens.	Click Print...
3. Select the Print what list. A list of print options appears.	Click Print what
4. Select the desired handouts print option. The print option appears in the *Print what* box.	Click Handouts (3 slides per page)
5. Select the Frame slides option. The Frame slides option is selected.	Click Frame slides, if necessary
6. Select OK. The Print dialog box closes and PowerPoint prints the handouts.	Click OK

Close WORLD14.PPT.

_Exercise

_{Editing Presentation Masters}

e Task

Edit the slide, title, notes, and handout masters.

1. Open Meetng14.

2. Switch to Slide Master view.

3. Format the slide master title as Arial and bold.

4. Add the slide number and an automatic date to all the slides in the slide master, except the title slide.

5. Switch to Slide Sorter view to view the changes.

6. Select the title slide and switch to Title Master view.

7. Center align the title master title.

8. Switch to Slide Sorter view to view the changes.

9. Switch to Notes Master view.

10. Add an automatic date and the footer Annual Meeting to all the notes pages.

11. Switch to Notes Page view to view the changes. Zoom the view to 66% and scroll, as necessary, to view the automatic date and footer. Zoom the view back to 33%.

12. Switch to Handout Master view and show the positioning of three handouts per page.

13. Add the header Technology Conference to all the handouts.

14. Close the presentation without saving it.

_{Lesson
18 -

Adding Special Effects}

_{In this lesson, you will
learn how to:}

· Use special effects

· Select animation effects

· Set custom animation

· Select transition effects

· Set slide transitions

· Rehearse transition timings

· Set up a slide show

· Hide a slide

_{Using Special Effects}

d Discussion

When you create a presentation in PowerPoint, you automatically create a slide show. You can customize a slide show by adding any of the special effects listed in the following table:

Special Effect	Description
Slide Timing	You can set the slide show to advance slides automatically rather than manually. You can also designate the amount of time each slide is displayed.
Slide Transitions	You can add transition effects to the slide show. For example, you can add the Dissolve transition, which causes one slide image to fall away in small pieces until the next slide is visible. PowerPoint includes over 40 different transitions.
Text Introduction	You can display text in a selected slide object at different levels. For example, you can select to introduce the text all at once, a word at a time, or a letter at a time. You can also introduce text according to the paragraph level you specify.
Animation and Sound Effects	You can apply a variety of animation and sound effects to selected slide text or objects.
Hidden slides	Hidden slides do not appear when you run a slide show. You can put more detailed information on a slide and hide it, using it in the presentation only when desired.


o	It is beneficial to view the slides in Slide Sorter view before you add transitions, timings, and alter text introduction so that you can see the slides and their effects.

_{Selecting Animation Effects}

d Discussion

Animation effects control when and how text appears on a slide during a presentation. Effects such as motion, direction, and sound add interest to a slide and capture the attention of the audience.

The Animation Effects toolbar contains a variety of effects you can apply to selected slide objects. For example, you can apply the Drop In animation effect to a selected text block. During a slide show, the text will “drop” onto the slide one word at a time.

You can also animate graphics, sounds, movies, and other slide objects

The Animation Effects toolbar


o	You also can apply animation effects from the Custom Animation dialog box.

C Procedures

1. Switch to Slide view.

2. Go to the slide containing the object you want to animate.

3. Select the object you want to animate.

4. Click the Animation Effects button on the Formatting toolbar.

5. Click the desired effect.

f Step-by-Step

From the Student Data directory, open WORLD15.PPT.

Select animation effects for an object.

Switch to Slide view and go to slide 1, if necessary.

*Steps*	*Practice Data*
1. Select the object you want to animate. The object is selected.	Click in the Worldwide Sporting Goods text box
2. Click the Animation Effects button on the Formatting toolbar. The Animation Effects* toolbar appears.*	Click
3. Click the desired effect. The desired effect is applied to the object.	Click

Preview the slide in Slide Show view. Press [Spacebar] to advance the animation. Exit the slide show after you have viewed the applied effect.

_{Setting Custom Animation}

d Discussion

In addition to applying animation effects to an object, you can build a slide with individual lines of text and special effects. The Custom Animation feature provides a range of animation effects, text introduction, and appearance options. For example, you can apply the Fly From Bottom custom effect to a selected text block so that during a slide show, the text will appear to “fly” quickly onto the slide from the bottom.

The Custom Animation dialog box


o	In order to use the Custom Animation feature, you must first select the object you want to animate.

C Procedures

1. Switch to Slide view.

2. Display the Animation Effects toolbar.

3. Go to the slide containing the object you want to animate.

4. Select the object you want to animate.

5. Click the Custom Animation button on the Animation Effects toolbar.

6. Select the Effects tab.

7. Select the Entry animation and sound list.

8. Select the desired option.

9. Select the After animation list.

10. Select the desired option.

11. Select or deselect the desired options under Introduce text.

12. Select OK.

f Step-by-Step

Set custom animation options.

Switch to Slide view, go to slide 2, and display the Animation Effects toolbar, if necessary.

*Steps*	*Practice Data*
1. Select the object you want to animate. The object is selected.	Click in the bulleted list text block
2. Click the Custom Animation button on the Animation Effects toolbar. The Custom Animation dialog box opens.	Click
3. Select the Effects tab. The Effects* page appears.*	Click the Effects tab
4. Select the Entry animation and sound list. A list of effects appears.	Click Entry animation and sound
5. Select the desired option. The option is selected.	Click Fly From Bottom
6. Select the After animation list. A list of options appears.	Click After animation
7. Select the desired option. The option is selected.	Click Follow Text and Lines Scheme Color (first row, second column)
8. Select the desired option under Introduce text. The option is selected.	Click Grouped by 1st level paragraphs, if necessary
9. Select or deselect any additional options under Introduce text. The options are selected or deselected.	Click In reverse order to deselect it, if necessary
10. Select OK. The Custom Animation dialog box closes and the custom animation options are set.	Click OK

Apply the same custom animation settings to the bulleted list text block on slide 5.

Close the Animation Effects toolbar.

Go to slide 1 and run the slide show to see the effects. Press [Spacebar] to advance the animation and the slides.

_{Selecting Transition Effects}

d Discussion

Slide transition effects control how a slide appears during a slide show.

Slides can appear in pieces, in strips, or all at once. They can slide or wipe onto a screen diagonally, horizontally, or vertically. They can uncover from various directions. You can choose from more than forty transition effects. For example, you can choose the Fade Through Black transition effect for a selected slide so that the slide fades to black before advancing to the next slide.

In order to select a slide transition effect, you must first select the slide to which you want to add the transition effect.


o	In Slide Sorter view, icons appear beneath each slide. The specific transition effects for the selected slide appear on the Slide Sorter toolbar. You can click the small icon below a slide to view its transition effects.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide to which you want to add transition effects.

3. Select the Slide Transition Effects list on the Slide Sorter toolbar.

4. Select the desired transition effect.

f Step-by-Step

Select slide transition effects.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide to which you want to add transition effects. The slide is selected.	Click slide 4
2. Select the Slide Transition Effects list on the Slide Sorter toolbar. A list of slide transition effects appears.	Click Slide Transition Effects
3. Select the desired transition effect. The slide transition effect is selected and the option is applied to the selected slide.	Scroll as necessary and click Dissolve

Apply the Fade Through Black slide transition effect to slides 6, 7, and 8.

Click the icon under each slide to view the transition effects. Select slide 1 and run the slide show to see the effects. Press [Spacebar] to advance the animation and the slides.

_{Setting Slide Transitions}

d Discussion

After selecting a slide transition effect, you can use the Slide Transition dialog box to set the speed at which the transition occurs. When you change the transition speed, a preview box illustrates the transition and the timing.

You can also set the transition to advance to the next slide automatically after a selected period of time, as well as add optional sound effects to the transition.

The Slide Transition dialog box


o	In order for a slide show to run automatically using preset slide timings, you must select the Using timing, if present option in the Set Up Show dialog box before running the slide show.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide to which you want to add transition settings.

3. Click the Slide Transition button on the Slide Sorter toolbar.

4. Under Effect, select the desired option.

5. Under Advance, select the desired option.

6. Type the desired number of seconds in the seconds text box.

7. Select Apply or Apply to All as desired.

f Step-by-Step

Set slide transitions.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide to which you want to add transition settings. The slide is selected.	Click slide 4
2. Click the Slide Transition button on the Slide Sorter toolbar. The Slide Transition dialog box opens.	Click
3. Under Effect, select the desired option. The option is selected.	Click Medium
4. Under Advance, select the desired option. The option is selected.	Click Automatically after
5. Type the desired number of seconds in the seconds text box. The number appears in the *seconds* text box.	Type 15
6. Select Apply or Apply to All as desired. The Slide Transition dialog box closes and the options are applied to the selected slide only or to all the slides.	Click Apply

Notice that the slide timing appears next to the icon below slide 4.

_{Rehearsing Transition Timings}

d Discussion

You can create a slide show in which the animation effects and transitions advance automatically after a set period of time. You can manually enter the transition time for each animation effect or slide transition, or you can use the rehearsal feature to set timings automatically.

In addition, you can use the rehearsal feature to adjust slide timings manually or set new timings for a slide.

If you choose to rehearse the slide timings, the slide show begins and the Rehearsal dialog box opens in the lower right corner of the screen. The timer begins automatically. You click the Advance button to execute the animation effects in the current slide and to move to the next slide when the current slide has been completely displayed. You can click the Pause button to pause the timer, or you can click the Repeat button to reset the timer to zero for the current slide in order to rehearse it again.

Rehearsing slide transition timings

C Procedures

1. Switch to Slide Sorter view.

2. Click the Rehearse Timings button on the Slide Sorter toolbar.

3. To pause the timer, click the Pause button.

4. To end a pause and continue the timer, click the Pause button again.

5. To reset the timer for the current slide, click Repeat.

6. Click the Advance button as needed to set the animation effects and slide timings for the presentation.

7. After you have viewed the last slide, select Yes to accept the slide timings.

8. Select Yes to review the timings in Slide Sorter view.

f Step-by-Step

Rehearse slide transition timings.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Click the Rehearse Timings button on the Slide Sorter toolbar. The slide show begins and the Rehearsal dialog box opens in the lower right corner of the screen.	Click
2. To pause the timer, click the Pause button again. The timer stops running.	Click
3. To end a pause and continue the timer, click the Pause button again. The timer continues running.	Click
4. To reset the timer for the current slide, click Repeat. The timer is reset to zero.	Click Repeat
5. Click the Advance button as needed to set the animation effects and slide timings for the presentation. The animation effects or slides appear until a Microsoft PowerPoint message box opens.	Click as necessary
6. After you have viewed the last slide, select Yes to record the slide timings. The first Microsoft PowerPoint message box closes and a second Microsoft PowerPoint message box opens.	Click Yes
7. Select Yes to review the timings in Slide Sorter view. The second Microsoft PowerPoint message box closes and the slide timings appear below the slides.	Click Yes

_{Setting Up a Slide Show}

d Discussion

Once you have added animation effects and transitions, you can run the slide show automatically, using the timings you have previously set.

In order to run a slide show automatically and select other related options, you should open the Set Up Show dialog box. In this dialog box, you can designate the type of show you want to set up.

In the Set Up Show dialog box, you can select from several options, including the range of slides you want to appear in the slide show and whether to run a manual or a timed slide show. You can also choose to run a slide show continuously, run it without narration or animation, and select a pen color for annotations.

The Set Up Show dialog box


o	If you previously rehearsed and recorded slide timings for use when you run the slide show, the Using timings, if present option will be selected as the default under Advance slides in the Set Up Show dialog box.

C Procedures

1. Select the Slide Show menu.

2. Select the Set Up Show command.

3. Under Show type, select the type of slide show you want to set up.

4. Under Slides, select the desired option.

5. Under Advance slides, select a slide advance option.

6. Select OK.

f Step-by-Step

Set up a slide show to run automatically.

*Steps*	*Practice Data*
1. Select the Slide Show menu. The Slide Show* menu appears.*	Click Slide Show
2. Select the Set Up Show command. The Set Up Show dialog box opens.	Click Set Up Show...
3. Under Show type, select the type of slide show you want to set up. The type of show is selected.	Click Presented by a speaker (full screen), if necessary
4. Under Slides, select the desired option. The option is selected.	Click All, if necessary
5. Under Advance slides, select a slide advance option. A slide advance option is selected.	Click Using timings, if present, if necessary
6. Select OK. The Set Up Show dialog box closes and the options to run the slide show are automatically set.	Click OK

Run the slide show.

_{Hiding a Slide}

d Discussion

Normally, when you give a presentation, every slide in the presentation appears. However, there may be times when you do not want to show all the slides to the audience.

Although you can hide slides in any view, Slide Sorter view is recommended. In Slide Sorter view, all hidden slides display a hidden slide indicator and, as a result, are easy to identify.


o	In Slide Sorter view, you can also use the Hide Slide button on the Slide Sorter toolbar to hide or unhide a slide.

C Procedures

1. In any view, go to the slide you want to hide.

2. Select the Slide Show menu.

3. Select the Hide Slide command.

f Step-by-Step

Hide a slide.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Go to the slide you want to hide. The slide is selected.	Click slide 5
2. Select the Slide Show menu. The Slide Show* menu appears.*	Click Slide Show
3. Select the Hide Slide command. The *Hide Slide* command is selected and the slide is set to be hidden during the slide show.	Click Hide Slide

Switch to Slider Sorter view, if necessary. Notice that a hidden slide icon appears under slide 5.

Select slide 1 and run the slide show. Notice that the hidden slide does not appear in the slide show.

In Slide Sorter view, select slide 5 and click the Hide Slide button on the Slide Sorter toolbar to unhide the slide.

Close WORLD15.PPT.

_Exercise

_{Adding Special Effects}

e Task

Design a slide show with animation effects, transition effects, and automatic timings.

1. Open Meetng15.

2. Go to slide 2 in Slide view and select the bulleted list text block. Use the Drop In button on the Animation Effects toolbar to animate the text. Close the Animation Effects toolbar.

3. Go to slide 4 in Slide view. Select the bulleted list text block. From the Effects page in the Custom Animation dialog box, add the Blinds Horizontal entry animation effect and introduce text grouped by first level paragraphs.

4. Go to slide 8 in Slide view. Select the bulleted list text block and select the same effects as slide 4.

5. Switch to Slide Sorter view.

6. Set the following transition effects for the slides indicated below:

Slide	Effect
1	Random Bars Vertical
5	Strips Left-Down
6	Box In
7	Checkerboard Across

7. Rehearse the slide show to set the slide timings.

8. Hide slide 10.

9. Set up the show to loop continuously until [Esc] is pressed and show all the slides using the slide timings you set. Make sure that the Show without animation option is not selected.

10. Go to slide 1. Run the slide show using the automatic timings. Press [Esc] to exit the loop.

11. Close the presentation without saving it.

_{Lesson
19 -

Expanding a Slide Show}

_{In this lesson, you will
learn how to:}

· Create a custom show

· Jump to another presentation

· Use the Slide Finder

· Expand a slide

· Create a summary slide - Slide Sorter

_{Creating a Custom Show}

d Discussion

You can create a custom presentation for several audiences using PowerPoint's Custom Shows feature. You can create one presentation that contains all the slides, and then group them into several named subsets for different audiences. You can specify a custom order for each slide show and display individual slides in multiple shows.

For example, you can create one presentation that contains a general slide show which applies to all departments in a company and two separate custom shows, one for the sales department and one for the marketing department. You can show the general slide show and then jump to the custom show that is specific to the individual department.

You can preview a custom show from the Custom Shows dialog box.

Creating a custom show

C Procedures

1. Select the Slide Show menu.

2. Select the Custom Shows command.

3. Select New.

4. Type a name for the custom show in the Slide show name text box.

5. Select the first slide you want to include in the show.

6. Select Add.

7. Select any additional slides you want to include in the custom show.

8. Select Add.

9. Select a slide in the Slides in custom show list box.

10. Remove or rearrange the slide, as desired.

11. Select OK.

12. Select Show to preview the custom show.

13. Select Close to close the Custom Shows dialog box.

f Step-by-Step

From the Student Data directory, open WORLD16.PPT.

Create a custom show.

*Steps*	*Practice Data*
1. Select the Slide Show menu. The Slide Show* menu appears.*	Click Slide Show
2. Select the Custom Shows command. The Custom Shows dialog box opens.	Click Custom Shows...
3. Select New. The Define Custom Show dialog box opens.	Click New...
4. Type a name for the custom show in the Slide show name text box. The name appears in the Slide show name* text box.*	Type *Sales*
5. Select the first slide you want to include in the show. The slide is selected.	Click 4. Growing Sales
6. Select Add. The slide appears in the Slides in custom show* list box.*	Click Add >>
7. Select any additional slides you want to include in the custom show. The slides are selected.	Click 6. Our Strengths
8. Select Add. The slide appears in the Slides in custom show* list box.*	Click Add >>
9. Select a slide in the Slides in custom show list box. The slide is selected.	Click 1. Growing Sales
10. Remove or rearrange the slide, as desired. The slide is removed or rearranged.	Click
11. Select OK. The Define Custom Show dialog box closes.	Click OK
12. Select Show to preview the custom show. PowerPoint runs the custom show.	Click Show
13. Select Close to close the Custom Shows dialog box. The Custom Shows dialog box closes and the custom show is created.	Click Close

Create another custom show named Marketing. Add 5. Customer Requirements as the first slide and 4. Growing Sales as the second slide.

Preview the new custom show. Close the Custom Shows dialog box.

Close WORLD16.PPT.

_{Jumping to Another Presentation}

d Discussion

You can create a hyperlink to a different presentation. Linking to other presentations allows you to cover various topics, provide further details as requested by the audience, or ensure that you have enough material for the presentation.

You can create hyperlinks to more than one presentation. If you do not click the hyperlink text or object, the slide show ignores it and continues with the next slide in the regular sequence.


o	Once you click hyperlink text during a slide show, the text changes to another color.

o	Objects that are set as hyperlinks to other presentations do not appear highlighted.


x	If you use more than one computer to give a presentation that contains a hyperlink to another file or presentation, select the Use relative path option so that the absolute location of the hyperlink will not be embedded.

C Procedures

1. Switch to Slide view.

2. Go to the slide on which you want to create a hyperlink.

3. Select the object you want to use to initiate the hyperlink.

4. Select the Slide Show menu.

5. Select the Action Settings command.

6. Select the Mouse Click tab.

7. Select the Hyperlink to option.

8. Select the Hyperlink to list.

9. Select Other PowerPoint Presentation.

10. Select the Look in list.

11. Select the drive where the desired file is located.

12. Select the folder where the desired file is located.

13. Select the desired file.

14. Click OK to close the Hyperlink to Other PowerPoint Presentation dialog box.

15. Select the slide to which you want to link.

16. Select OK to close the Hyperlink To Slide dialog box.

17. Select the Use relative path for hyperlink option.

18. Select OK to close the Action Settings dialog box.

f Step-by-Step

From the Student Data directory, open WORLD16c.PPT.

Jump to another presentation.

Switch to Slide view and go to slide 2, if necessary.

*Steps*	*Practice Data*
1. Select the object you want to use to initiate the hyperlink. The object is selected.	Click the title text Success
2. Select the Slide Show menu. The Slide Show* menu appears.*	Click Slide Show
3. Select the Action Settings command. The Action Settings dialog box opens.	Click Action Settings...
4. Select the Mouse Click tab. The Mouse Click* page appears.*	Click the Mouse Click tab, if necessary
5. Select the Hyperlink to option. The Hyperlink to* option is selected.*	Click Hyperlink to
6. Select the Hyperlink to list. A list of options appears.	Click Hyperlink to
7. Select Other PowerPoint Presentation. The Hyperlink to Other PowerPoint Presentation dialog box opens.	Click Other PowerPoint Presentation...
8. Select the Look in list. A list of available drives appears.	Click Look in
9. Select the drive where the desired file is located. A list of available folders appears.	Click the student data drive
10. Select the folder where the desired file is located. A list of files in the folder appears.	Double-click to select the student data folder
11. Select the desired file. The file is selected and a preview of the first slide appears next to the list of files.	Review16
12. Select OK to close the Hyperlink to Other PowerPoint Presentation dialog box. The Hyperlink to Other PowerPoint Presentation dialog box closes and the Hyperlink To Slide dialog box opens.	Click OK
13. Select the slide to which you want to link. The slide is selected.	Scroll, if necessary, and click 12. Key Spending Areas
14. Select OK to close the Hyperlink to Slide dialog box. The Hyperlink To Slide dialog box closes.	Click OK
15. Select the Use relative path for hyperlink option. The Use relative path for hyperlink* option is selected.*	Click Use relative path for hyperlink
16. Select OK to close the Action Settings dialog box. The Action Settings dialog box closes and the hyperlink text appears underlined and in a different color.	Click OK

Go to slide 1 and run the slide show. When you reach slide 2, click the hyperlink text, Success, to jump to the other presentation. Press [Esc] to return to the original slide show. Press [Esc] again to exit the slide show.

_{Using the Slide Finder}

d Discussion

The Slide Finder allows you to search for a particular slide from several existing presentations without having to open the presentations. You can use the Slide Finder to find, preview, and insert slides from existing presentations. You can copy selected slides or an entire presentation to insert into the current presentation. For example, you know that an existing presentation has one or more slides that may be worthwhile to use in your presentation. You can use the Slide Finder to locate the desired slides and copy them to the current presentation.

The Slide Finder dialog box


o	You can select the Insert All button in the Slide Finder dialog box to copy every slide in the selected file to the current presentation.

o	If you think you might use slides from a particular presentation in several other presentations, you can click the Add to Favorites button in the Slide Finder dialog box. This button adds the presentation to your list of favorite presentations.

C Procedures

1. Select the slide in the current presentation after which you want to insert another slide.

2. Select the Insert menu.

3. Select the Slides from File command.

4. Select the Find Presentation tab.

5. Select Browse.

6. Select the Look in list.

7. Select the drive where the desired file is located.

8. Select the folder where the desired file is located.

9. Select the desired file.

10. Select Open.

11. Select Display to display the slides in the Slide Finder.

12. Click the scroll right arrow on the scroll bar to view additional slides.

13. Click a slide to select it.

14. Select Insert to insert the selected slide.

15. Select Close to close the Slide Finder dialog box.

f Step-by-Step

Use Slide Finder to copy a slide from one presentation to another.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide in the current presentation after which you want to insert another slide. The slide is selected.	Click slide 4
2. Select the Insert menu. The Insert* menu appears.*	Click Insert
3. Select the Slides from Files command. The Slide Finder dialog box opens.	Click Slides from Files...
4. Select the Find Presentation tab. The Find Presentation* page appears.*	Click the Find Presentation tab, if necessary
5. Select Browse. The Insert Slides From Files dialog box opens.	Click Browse...
6. Select the Look in list. A list of available drives appears.	Click Look in
7. Select the drive where the desired file is located. A list of available folders appears.	Click the student data drive
8. Select the folder where the desired file is located. A list of files in the folder appears.	Double-click to select the student data folder
9. Select the desired file. The file is selected.	Meetng16
10. Select Open. The Insert Slides From Files dialog box closes and the presentation name and path appear in the File* text box of the Slide Finder dialog box.*	Click Open
11. Select Display to display the slides in the Slide Finder. The first three slides preview under Select slides.	Click Display
12. Click the scroll right arrow on the scroll bar to view additional slides. Additional slides appear in the preview.	Click
13. Click a slide to select it. A dark border appears around the selected slide.	Click slide 3. Highlights of Past Year
14. Select Insert to insert the selected slide. The slide is inserted into the presentation.	Click Insert
15. Select Close to close the Slide Finder dialog box. The Slide Finder dialog box closes and the slide appears in the presentation.	Click Close

Notice that the slide is inserted after slide 4.

_{Expanding a Slide}

d Discussion

You can use the Expand Slide command to automatically expand paragraphs or crowded bullet points on one slide to multiple slides. Each paragraph or top-level bullet point in the bulleted list becomes a title on a new slide. The subpoints from the original bulleted list become bullets on the corresponding new slides.

The Expand Slide command is useful if you want to break out the original bullet points or paragraphs so that they become separate topics on individual slides. For example, if a slide contains several bullet points that list the steps needed to complete a process, you can expand the slide so that each step is addressed in an individual slide. When you expand a slide, the original slide remains intact.


o	You should use the Expand Slide command on Slide Sorter or Outline view to automatically see the new slides created from an expansion.

C Procedures

1. Switch to Slide Sorter or Outline view.

2. Select the slide you want to expand.

3. Select the Tools menu.

4. Select the Expand Slide command.

f Step-by-Step

Expand a slide into several slides.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide you want to expand. The slide is selected.	Click slide 9
2. Select the Tools menu. The Tools* menu appears.*	Click Tools
3. Select the Expand Slide command. Each paragraph or top-level bullet point on the selected slide appears as a title on a new slide.	Click Expand Slide

If necessary, scroll down to view the newly created slides.

_{Creating a Summary Slide - Slide
Sorter}

d Discussion

You can wrap up a presentation by creating a single summary slide. The Summary Slide button on the Slide Sorter toolbar allows you to create a summary slide using slide titles from a selection of slides. For example, you can select slides that address the major topics of a presentation and use the Summary Slide button to create a summary slide from those slides only.

The summary slide contains bulleted titles from the selected slides. PowerPoint inserts the summary slide in front of the first selected slide.


o	You can create a summary slide for use as an agenda slide.

o	You can create a hyperlinked table of contents by creating links from each slide title on the summary slide to its corresponding slide number. Then, you can easily jump to a slide by clicking the appropriate title on the summary slide.

C Procedures

1. Switch to Slide Sorter or Outline view.

2. Select the first slide title you want to include on the summary slide.

3. Hold [Shift], click any additional slide titles you want to include, and release [Shift].

4. Click the Summary Slide button on the Slide Sorter or Outlining toolbar.

f Step-by-Step

Create a summary slide from selected slide titles.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the first slide title you want to include on the summary slide. The slide is selected.	Click slide 2
2. Hold [Shift], click any additional slide titles you want to include, and release [Shift]. The slide(s) are selected.	Hold [Shift], click slides 3 through 9, and release [Shift]
3. Click the Summary Slide button on the Slide Sorter or Outlining toolbar. The summary slide appears in the presentation.	Click

Notice that the summary slide is inserted before slide 2.

Close WORLD16c.PPT.

_Exercise

_{Expanding a Slide Show}

e Task

Create a custom show for a single department. Add hyperlinks to other slides and presentations. Find, insert, and expand slides. Create a summary slide.

1. Open Meetng16.

2. Create a custom show named Finance. Include the following slides in the custom show:

Slide	Title
5	Financial Overview
6	Financial Overview
7	Revenue and Profit
8	Key Spending Areas

3. Preview the custom show Finance. Then, close the Custom Shows dialog box.

4. Switch to Slide view, if necessary. Go to slide 3 and select the bullseye clip art object.

5. Create a hyperlink to slide 6. Financial Overview. (Hint: Use the Action Settings dialog box.)

6. Go to slide 6 and select the blue ribbon clip art object.

7. Create a hyperlink on slide 6 back to slide 3 (Last Slide Viewed).

8. Go to slide 1 and run the slide show. From slide 3, jump to slide 6 and then back to slide 3 using the hyperlinked clip art objects. Finish viewing the slide show.

9. Go to slide 8 and select the title text Key.

10. Create a text hyperlink to jump from slide 8. Key Spending Areas in Meetng16 to slide 7. Key Benefits in Sales16. Use a relative path for the hyperlink.

11. Go to slide 2. Draw an action button to the right of the bullet text Financial Overview. Select the Forward or Next action button design.

12. Create a hyperlink from the action button on slide 2 to the Finance custom show.

13. Go to slide 1 and run the slide show. From slide 2, use the action button to jump to the Finance custom show. From the Key Spending Areas slide, use the hyperlink text Key to jump to the designated slide (7. Key Benefits) in Sales16. Finish viewing the presentation.

14. Switch to Slide Sorter view, if necessary, and select slide 10.

15. Use the Slide Finder to display and insert slide 8. Next Steps from Sales16 into Meetng16.

16. Expand slide 10. Goals for Next Period.

17. Select slides 3, 4, 5, 7, 8, 9, 10 and 14, and create a summary slide.

18. Close the presentation without saving it.

_{Lesson
20 -

Presenting to a Wider Audience}

_{In this lesson, you will
learn how to:}

· Use Meeting Minder

· Use the Pack and Go Wizard

· Use the PowerPoint Viewer

_{Using Meeting Minder}

d Discussion

You may find it helpful to take minutes and add notes to your notes pages during an informal presentation. You can use the Meeting Minder to add reminders that you can view after the presentation or during later presentations. For example, audience members may pose interesting points or come up with good ideas during a presentation. You can record their comments as meeting minutes while the presentation is in progress.

The meeting minutes added to a presentation using the Meeting Minder appear on your computer screen only. Whether you are delivering an electronic presentation via a large screen projection system to audience members in the same room, or you are giving a slide show to a remote audience via presentation conferencing, the audience does not view the notes on the presentation slides.

After your presentation, you can display and print any notes you recorded during the presentation. You can also export meeting minutes to a notes page or to a Microsoft Word document.

The Meeting Minder dialog box


o	You can also use the Meeting Minder to create a list of action items. When you create an action item, an Action Items slide is added to the end of the presentation to store the action items.

o	You can also select the Meeting Minder command from the Tools menu to open the Meeting Minder dialog box.

o	You can also use speaker notes to create and print notes for each slide in a presentation.

o	If you installed Microsoft Outlook, you can use the Meeting Minder to schedule a meeting or post action items in Outlook.

C Procedures

1. Click the right mouse button on a slide during the slide show.

2. Select the Meeting Minder command.

3. Select the Meeting Minutes tab.

4. Type the desired text in the box.

5. Select OK.

f Step-by-Step

From the Student Data directory, open WORLD17.PPT.

Use Meeting Minder to take meeting notes.

Go to slide 1 and begin the slide show.

*Steps*	*Practice Data*
1. Click the right mouse on a slide during the slide show. A shortcut menu appears.	Click the right mouse button on slide 2
2. Select the Meeting Minder command. The Meeting Minder dialog box opens.	Click Meeting Minder...
3. Select the Meeting Minutes tab. The *Meeting Minutes* page appears.	Click the Meeting Minutes tab, if necessary
4. Type the desired text in the box. The text appears in the box.	Type new customer service hotline has improved communication
5. Select OK. The Meeting Minder dialog box closes and the meeting notes are recorded.	Click OK

Press [Esc] to exit the slide show.

_{Using the Pack and Go Wizard}

d Discussion

You can use the Pack and Go Wizard to compress and save a presentation to diskettes in order to transport it. The Pack and Go Wizard allows you to include linked files (such as another PowerPoint presentation or an Excel worksheet) with a presentation.

You can also embed TrueType fonts, which allows you to run your presentation on a computer that does not provide the same TrueType fonts as those used in the presentation.

If you intend to run a slide show on a computer that does not have PowerPoint installed, you can use the Pack and Go Wizard to package the PowerPoint Viewer, as well as the presentation slides.

The Pack and Go Wizard


o	The Pack and Go Wizard copies the PowerPoint Viewer from the ValuPack folder on the Microsoft Office CD-ROM. Therefore, the CD-ROM should be available when the Pack & Go Wizard is used. If the CD-ROM is unavailable, the Viewer can be downloaded from the Microsoft web site by selecting the Microsoft on the Web command from the Help menu. Both the Free Stuff and Product News commands allow you to download the Viewer.

o	Depending on the size of a presentation, you may need more than one blank, formatted diskette to store the compressed presentation. You are prompted to insert another diskette, if necessary.

C Procedures

1. Select the File menu.

2. Select the Pack and Go command.

3. Close the Office Assistant, if necessary.

4. Select Next.

5. Select the desired presentation.

6. Select Next.

7. Select the A:\ drive option.

8. Select Next.

9. Select or deselect the Include linked files option.

10. Select the Embed TrueType fonts option, if desired.

11. Select Next.

12. Select the Viewer for Windows 95 or NT option.

13. Select Next.

14. Select Finish.

15. If prompted, insert another diskette into the drive.

16. If the Storing dialog box is open, select OK to close it.

17. Select OK.

f Step-by-Step

Use the Pack and Go Wizard.

Insert a blank, formatted diskette into the A: drive, if necessary.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Select the Pack and Go command. The Pack and Go Wizard opens.	Click Pack and Go...
3. Close the Office Assistant, if necessary. The Office Assistant closes.	Close the Office Assistant, if necessary
4. Select Next. The Pack and Go Wizard asks which presentation you want to package.	Click Next >
5. Select the desired presentation. The presentation is selected.	Click Active presentation, if necessary
6. Select Next. The Pack and Go Wizard asks where you want to copy the presentation.	Click Next >
7. Select the A:\ drive option. The A:\ drive option is selected.	Click A:\ drive, if necessary
8. Select Next. The Pack and Go Wizard asks if you want to include linked files and embed TrueType fonts.	Click Next >
9. Select or deselect the Include linked files option. The Include linked files* option is selected or deselected.*	Click Include linked files to deselect the option
10. Select the Embed TrueType fonts option, if desired. The Embed TrueType fonts* option is selected.*	Click Embed TrueType fonts
11. Select Next. The Pack and Go Wizard asks if you want to include the PowerPoint Viewer.	Click Next >
12. Select the Viewer for Windows 95 or NT option. The Viewer for Windows 95 or NT option is selected.	Click Viewer for Windows 95 or NT
13. Select Next. The Pack and Go Wizard is ready to compress and save the presentation.	Click Next >
14. Select Finish. The Pack and Go Wizard closes and a Microsoft PowerPoint message box opens, stating that the presentation was successfully saved.	Click Finish
15. Select OK. The Microsoft PowerPoint message box closes.	Click OK

_{Using the PowerPoint Viewer}

d Discussion

The PowerPoint Viewer is a special application provided with Office 97 that is designed to run slide shows on computers that do not have PowerPoint installed.

You can include the Viewer when you use the Pack and Go Wizard to compress and save presentations, or you can copy it directly to its own diskette.

If the Viewer has been included by the Pack and Go Wizard, it is automatically loaded when the compressed file is opened. You should make sure that the host drive has enough free disk space: the PowerPoint Viewer uses about 1.7 MB on the hard drive, in addition to the size of the presentation.


o	When you are using the Viewer, you cannot open a file from another application unless that application is installed on the computer you are using to run the presentation.

C Procedures

1. Click the Start button.

2. Point to Programs.

3. Select Windows Explorer.

4. Select the floppy drive.

5. Open the desired file.

6. Type the destination folder in the Destination Folder text box.

7. Select OK.

8. Select OK to create the folder, if necessary.

9. Select OK.

10. Select Yes to run the slide show.

f Step-by-Step

Use the PowerPoint Viewer to run a slide show.

Insert the compressed file on diskette created by the Pack and Go Wizard into the A: drive.

*Steps*	*Practice Data*
1. Click the Start button. The Start* menu appears.*	Click Start
2. Point to Programs. A list of programs appears.	Point to Programs
3. Select Windows Explorer. Windows Explorer opens.	Click Windows Explorer
4. Select the floppy drive. A list of folders and files on the disk appears.	Click 3 1/2 Floppy (A:)
5. Open the desired file. The Pack and Go Setup dialog box opens.	Double-click Pngsetup
6. Type the destination folder in the Destination Folder text box. The text appears in the Destination Folder* text box.*	Type *c:\temp*
7. Select OK. A Pack and Go Setup message box opens.	Click OK
8. Select OK to create the folder, if necessary. The first Pack and Go Setup message box closes and another Pack and Go Setup message box opens, indicating that the installed Viewer will not run on Windows 3.1.	Click OK
9. Select OK. The second Pack and Go Setup message box closes and a third pack and Go Setup message box opens, asking if you want to run the slide show.	Click OK
10. Select Yes to run the slide show. The third Pack and Go Setup message box closes and the slide show runs.	Click Yes

Advance the slide show, as necessary. PowerPoint Viewer closes when it reaches the end of the slide show. Close Windows Explorer and return to Microsoft PowerPoint.

Close WORLD17.PPT.

_Exercise

_{Presenting to a Wider Audience}

e Task

Use the Meeting Minder, the Pack and Go Wizard, the PowerPoint Viewer, and the Save as HTML Wizard to present to a wider audience.

1. Open Meetng17.

2. Use the Meeting Minder to add the minutes shown below to the presentation. Press [Esc] to exit the slide show.

3. Use the Pack and Go Wizard to compress the presentation and save it to diskette. (Remember to insert a blank diskette into drive A:.) Include the PowerPoint Viewer with the slides.

4. In Windows Explorer, use the PowerPoint Viewer to run the slide show from the A: drive. Identify c:\temp as the destination folder. Press [Esc] to exit the slide show.

5. Save Meetng17 as HTML to the student data folder on the student data drive. Accept the default options provided by the Save as HTML Wizard. Use HTML2 as the name for the conversion settings.

6. Close the presentation without saving it.

_{Lesson
21 -

Using Data From Other Sources}

_{In this lesson, you will
learn how to:}

· Import text from Word

· Export an outline to Word

· Insert picture files

· Use scanned pictures

· Insert sound clips

· Insert video clips

_{Importing Text from Word}

d Discussion

You can use an existing Microsoft Word document to create a PowerPoint presentation. You can import text from Word into an existing PowerPoint presentation or create a new presentation. You can also import entire outlines created in Word to use as the basis of a PowerPoint presentation.

When you import text from Word, it appears in PowerPoint in outline format. PowerPoint creates the outline from the applied styles in the Word document. For example, any text formatted in Word in the Heading1 style becomes a slide title in the presentation; text formatted in the Heading2 style becomes first-level text in a presentation slide, etc.

If the text in the Word document has not been formatted using styles, PowerPoint creates the outline using the Microsoft Word paragraph indentations.

You can import an outline created in Word for use as a PowerPoint outline. The first-level headings from the Word outline become slide titles and the body text becomes PowerPoint outline indent levels. The outline imported from Word appears in PowerPoint with the same title and text format of the current presentation. The format is determined by the slide master of the PowerPoint presentation.


o	Outlines created in Microsoft Word are formatted with heading styles. You can create a new presentation from an existing Word outline by exporting the outline to PowerPoint while you are in Microsoft Word.

o	You can also copy text from Microsoft Word and paste it into PowerPoint, or use the drag and drop method to move text from the Word document into the PowerPoint presentation. Both files must be open to use drag and drop.

C Procedures

1. Click the Open button on the Standard toolbar.

2. Select the Files of type list.

3. Select All Outlines.

4. Select the Look in list.

5. Select the drive where the Word document is located.

6. Select the folder where the Word document is located.

7. Select the file that contains the text you want to import.

8. Select Open.

f Step-by-Step

Import text from Word to create a PowerPoint presentation.

*Steps*	*Practice Data*
1. Click the Open button on the Standard toolbar. The Open dialog box opens.	Click
2. Select the Files of type list. A list of file types appears.	Click Files of type
3. Select All Outlines. *All Outlines* appears in the Files of type* box.*	Click All Outlines
4. Select the Look in list. A list of available drives appears.	Click Look in
5. Select the drive where the Word document is located. A list of available folders appears.	Click the student data drive
6. Select the folder where the Word document is located. A list of files in the folder appears.	Double-click to select the student data folder
7. Select the file that contains the text you want to import. The file is selected.	Click Packet18
8. Select Open. The imported text appears in PowerPoint in Outline* view.*	Click Open

Close the presentation without saving it.

_{Exporting an Outline to Word}

d Discussion

PowerPoint also allows you to export a presentation outline to Microsoft Word. You can edit the outline in Word using Microsoft Word editing tools and commands.

You can import the outline back into PowerPoint from Microsoft Word; however, most design aspects will be lost and must be reapplied.

Exporting an outline to Word


o	If you will be printing the outline in Microsoft Word, select the Black and White command from the View menu before selecting the Word Document command from the Send to submenu on the File menu.

o	The Black and White command on the View menu is only available when you are working in Slide, Slide Sorter, and Note Page views. Outline view automatically displays text in black and white.

o	You can also export notes and handouts to Microsoft Word. However, in order to export notes, handouts, or outlines, you must have Word installed on your system.

C Procedures

1. Select the File menu.

2. Point to the Send to command.

3. Select the Microsoft Word command.

4. Under Page layout in Microsoft Word, select the Outline only option.

5. Select OK.

f Step-by-Step

From the Student Data directory, open WORLD18.PPT.

Export an outline to Word.

*Steps*	*Practice Data*
1. Select the File menu. The File* menu appears.*	Click File
2. Point to the Send to command. The Send to* submenu appears.*	Point to Send to
3. Select the Microsoft Word command. The Write-Up dialog box opens.	Click Microsoft Word...
4. Under Page layout in Microsoft Word, select the Outline only option. The Outline only* option is selected.*	Click Outline only
5. Select OK. The presentation outline appears in a Microsoft Word window in Rich Text Format.	Click OK

Close the Word outline and exit Word.

_{Inserting Picture Files}

d Discussion

You can import a picture saved in a graphic file format from another program or location and insert it into a PowerPoint presentation. You can insert the picture on an individual slide or add the picture to the slide master in order to place the picture on every slide in the presentation.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide to which you want to add the picture file or switch to Slide Master view.

3. Switch to Slide view, if necessary.

4. Select the Insert menu.

5. Point to the Picture command.

6. Select the From File command.

7. Select the Look in list.

8. Select the drive where the desired file is located.

9. Select the folder where the desired file is located.

10. Select the picture file.

11. Select Insert.

f Step-by-Step

Insert a picture file into a presentation slide.

Switch to Slide Sorter view, if necessary.

*Steps*	*Practice Data*
1. Select the slide to which you want to add the picture file. The slide is selected.	Click slide 7
2. Switch to Slide view, if necessary. *Slide* view appears.	Click
3. Select the Insert menu. The Insert* menu appears.*	Click Insert
4. Point to the Picture command. The Picture* submenu appears.*	Point to Picture
5. Select the From File command. The Insert Picture dialog box opens.	Click From File...
6. Select the Look in list. A list of available drives appears.	Click Look in
7. Select the drive where the desired file is located. A list of available folders appears.	Click the student data drive
8. Select the folder where the desired file is located. A list of files in the folder appears.	Double-click to select the student data folder
9. Select the picture file. The file is selected.	Click Biker
10. Select Insert. The picture appears on the slide.	Click Insert

Drag the picture to the lower right corner of the slide.

Close WORLD18.PPT.

_{Using Scanned Pictures}

d Discussion

You can import a scanned picture from another program or location and insert it into a PowerPoint presentation. You can insert the scanned picture on an individual slide or add the scanned picture to the slide master in order to place the picture on every slide in the presentation.


o	In order to edit a scanned picture, Microsoft Photo Editor must be installed.

o	You can also scan a picture directly into a presentation, provided your computer is properly connected to a scanner.

C Procedures

1. Switch to Slide Sorter view.

2. Select the slide to which you want to add the scanned picture or switch to Slide Master view.

3. Switch to Slide view, if necessary.

4. Select the Insert menu.

5. Point to the Picture command.

6. Select the From Scanner command.

7. Scan the picture.

8. Edit the picture in Microsoft Photo Editor, as desired.

9. When you have finished editing the picture, select the File menu in the Photo Editor.

10. Select the Exit and Return to command.

_{Inserting Sound Clips}

d Discussion

You can insert sounds into a presentation that you can play while running a slide show. Sound effects draw attention to the entire show or a particular slide and its contents. The Microsoft Clip Gallery provides a number of sound clips you can insert into slides to create special effects. You can insert a sound from a location other than the Clip Gallery, such as a file.

Sound clips are inserted as objects. When you insert a sound clip, a sound object icon appears on the slide in Slide view to represent the sound clip. You can only hear the sound when you are running the slide show.

Inserting a sound from the Clip Gallery


o	You can connect to the World Wide Web for additional sound clips from the Microsoft Clip Gallery dialog box.

o	To play sounds, you must have equipment on your computer that supports audio play. Double-click the Multimedia icon in the Windows Control Panel to determine what equipment is installed on your computer and how it is set up.

o	You can also insert a sound as a Media Player object so that you can run the sound using the Media Player installed with Windows 95.

C Procedures

1. Switch to Slide view.

2. Select the slide into which you want to insert the sound.

3. Select the Insert menu.

4. Point to the Movies and Sounds command.

5. Select the Sound from Gallery command.

6. Select the Sounds tab, if necessary.

7. Select a sound clip.

8. If desired, click Play to play the sound before inserting it into the slide.

9. Select Insert.

10. Run the slide show and click the sound object image to hear the sound.

_{Inserting Video Clips}

d Discussion

You can insert videos into a presentation that you can play while running a slide show. Videos can help to illustrate a point or draw special attention to a slide. The Microsoft Clip Gallery provides a number of video clips you can insert into slides to create special effects. You can insert a video from a location other than the Clip Gallery, such as a file.

Video clips are inserted as objects. When you insert a video clip, an image will appear on the slide in Slide view to represent the video clip. You can only view the video while running the slide show.

Inserting a video from the Clip Gallery


o	You can connect to the World Wide Web for additional video clips from the Microsoft Clip Gallery dialog box.

o	To play videos, you must have equipment on your computer that supports video play. Double-click the Multimedia icon in the Windows Control Panel to determine what equipment is installed on your computer and how it is set up.

o	You can also insert a video as a Media Player object so that you can run the video using the Media Player installed with Windows 95.

C Procedures

1. Switch to Slide view.

2. Select the slide into which you want to insert the video.

3. Select the Insert menu.

4. Point to the Movies and Sounds command.

5. Select the Movie from Gallery command.

6. Select the Videos tab, if necessary.

7. Select a video clip.

8. If desired, click Play to play the video before inserting it into the slide.

9. Select Insert.

10. Move and size the video object image, as desired.

11. Run the slide show and click the video object image to view the video.

_Exercise

_{Using Data from Other Sources}

e Task

Use data from other sources to create a PowerPoint presentation.

1. Import the Word file Report18 to create a presentation outline in PowerPoint.

2. Open Meetng18.

3. Send the presentation outline only to Word.

4. Close the Word outline and exit Word.

5. Go to slide 2 and insert the picture file Mtg. Drag it to the upper right corner of the slide.

6. If you have audio capabilities, go to slide 1 and insert the Suspense sound clip from the Microsoft Clip Gallery.

7. If you have video capabilities, go to slide 4 and insert the Arrowhit video clip from the Microsoft Clip Gallery.

8. Move and resize the video object image on the slide, as necessary.

9. Go to slide 1 and run the slide show to view the audio and video additions. Click the sound and video object images to activate the clips on the slides.

10. Close all open presentations without saving them.

Alignment

changing, 58, 59

Animation effects

selecting, 253, 254

setting custom, 254, 255, 256

AutoClipArt, 146, 147

AutoContent Wizard

using, 46, 47

AutoCorrect

creating entries, 87, 88, 89

deleting entries, 90

enabling, 85, 86, 87

using, 87

AutoLayout

selecting, 5, 6

Bullets

adding, 59

formatting, 121, 122, 123

removing, 59

Charts

changing chart type, 99, 100, 101

closing the datasheet, 98, 99

deleting data in the datasheet, 96

entering data into the datasheet, 97

inserting, 94, 95

Clip art, 140

cropping, 143, 144

inserting, 140, 141

repositioning, 142

resizing, 144, 145, 146

Color schemes, 212

applying, 213, 214

applying to all slides, 217, 218

customizing, 215, 216

Content templates

creating a presentation, 41, 42

Design templates

applying, 116, 117

creating a presentation, 40

Finding text, 84, 85

Format Painter

copying formats, 124

Handout master

adding placeholder information, 246

formatting, 243, 245

Handouts

printing, 247, 248

Help, 202

Contents, 203, 204, 205

Find, 207, 208, 209

Index, 205, 206

ScreenTips, 202, 203

Hyperlinks

jumping to another presentation, 272, 273, 274

Meeting Minder

using, 286, 287

Menu commands

using the keyboard, 9, 10

using the mouse, 8

Microsoft Graph, 94

Multiple presentations

viewing, 194, 195

Notes master, 237

adding placeholder information, 241, 242

areas, 238

formatting, 238, 240

Notes pages

adding a note, 179, 180

editing a notes box, 182, 183

editing a slide object, 181

formatting a notes box, 184, 185

moving a notes box, 187, 188

resizing a notes box, 186, 187

viewing, 178, 179

Notes Pages

formatting, 240

Office Assistant

balloon, 16

changing options, 22, 23

finding an answer, 19

hiding, 24

querying the Assistant, 18

selecting an Assistant, 19, 20, 21

using the Assistant, 16, 17

window, 16

Outline view

navigating, 65

rearranging text lines, 69, 70

working in, 64

Outlines

exporting to Microsoft Word, 298, 299

Pack and Go Wizard

using, 288, 289, 290

Paragraphs

modifying spacing, 60, 61

Pictures

importing into a presentation, 300

importing scanned, 301, 302

PowerPoint

exiting, 12

starting, 2, 3

using, 6

PowerPoint Viewer

using, 291, 292

Presentation

creating, 3, 4

Presentations

applying a color scheme, 213, 214

applying a scheme to all slides, 217, 218

closing, 32

copying slides between, 275, 276, 277

creating, 28, 29

creating custom, 270, 271

customizing, 212

customizing a color scheme, 215, 216

customizing the slide background, 218, 219

deleting a custom template, 222, 223

importing picture files, 300

importing scanned pictures, 301, 302

importing text from Microsoft Word, 296, 297

inserting sound clips, 302, 303

inserting video clips, 304, 305

jumping to, 272, 273, 274

opening, 34

saving, 29, 31, 38, 39

saving a custom template, 220, 221

using color schemes, 212

Printing, 106

outlines, 109, 110

printing selected slides, 110, 111

Redo, 133

Replacing text, 84, 85

Rulers

displaying, 125, 126

ScreenTips, 202, 203

Slide background

customizing, 218, 219

Slide elements

deleting, 132

Slide Finder

copying slides between presentations, 275, 276, 277

Slide master, 228

adding placeholder information, 231, 232, 233

areas, 228

formatting, 229, 230, 231

Slide shows

adding action items, 171, 172

adding speaker notes, 169, 170

annotating, 166, 167, 168

changing the pen color, 168, 169

creating custom, 270, 271

displaying the shortcut menu, 163, 164

ending, 173, 174

hiding slides, 265

navigating, 165, 166

rehearsing transition timings, 260, 261

running, 162, 163

running from the PowerPoint Viewer, 291, 292

setting up, 262, 264

using the pen, 166, 167, 168

Slide Sorter view

using, 152, 153

Slide transition effects

selecting, 257, 258

setting timings, 258, 259, 260

Slide view

navigating, 43, 44

Slides

collapsing, 66, 67

copying, 157, 158, 197

copying between presentations, 275, 276, 277

deleting, 71, 158, 159

duplicating, 156, 157

entering text, 35, 36

expanding, 66, 67, 278, 279

hiding in a presentation, 265

inserting, 37, 70, 71

moving, 155, 198, 199

printing, 108, 109

rearranging, 72

rehearsing transition timings, 260, 261

selecting, 153, 154

selecting transition effects, 257, 258

setting page options, 106, 107

setting transition timings, 258, 259, 260

summary, 280

Sound clips

inserting, 302, 303

Special effects

using, 252

Spelling

checking as you type, 78

Spelling checker, 78

hiding spelling errors, 79

starting, 80, 81

using the Change option, 83

using the Ignore All option, 81

using the Ignore option, 81, 82

Spelling Checker

using the Change All option, 83

using the Change option, 83

Style Checker, 118

Summary slides

creating, 73, 74, 280

Tab stops

adding, 128

Templates

deleting custom, 222, 223

saving custom, 220, 221

Text

changing font, 54

changing font effect, 56, 57

changing font size, 55, 56

copying, 128, 129, 195, 196

deleting, 132

formatting, 119, 120

importing from Microsoft Word, 296, 297

moving, 130, 131

Text lines

demoting, 68

promoting, 68

Title master, 234

areas, 234

formatting, 235, 236, 237

Toolbars

displaying, 10, 11

hiding, 10, 11

Undo, 133, 134, 135

Video clips

inserting, 304, 305

Views

Notes Pages, 7

Slide Show, 7

Slide Sorter, 7

switching, 44, 45

Windows

application, 6

work area, 6