power point 2007 advanced

8/8/2019 Power Point 2007 Advanced

1/93

Desktop Mentor

PowerPoint 2007

Advanced


2/93

PowerPoint 2007 Advanced

Hewlett-Packard 2007 Page 1 of 92

Table of Contents

Inserting Sounds ................................................................................................................................... 4Inserting a Sound File ....................................................................................................................... 4Inserting a Sound from the ClipArt Gallery ....................................................................................... 4Playing a CD Track ........................................................................................................................... 5Sound Settings ................................................................................................................................. 5

Inserting Movies .................................................................................................................................... 6Inserting a Movie File ....................................................................................................................... 6Inserting a Movie from ClipArt .......................................................................................................... 7Movie Settings .................................................................................................................................. 7

Setting Slide Transition ........................................................................................................................ 8Something Else to Try ...................................................................................................................... 9

Animating Text and Objects............................................................................................................... 10Custom Animation .............................................................................................................................. 11

Custom Animation .......................................................................................................................... 11Animating Charts ............................................................................................................................ 14Motion Paths ................................................................................................................................... 15

Rehearsing Timing .............................................................................................................................. 17Recording Narrations ......................................................................................................................... 18Setting Up a Slide Show ..................................................................................................................... 20Custom Slide Shows ........................................................................................................................... 21

Creating Custom Shows ................................................................................................................. 21Playing a Custom Show ................................................................................................................. 22

Running a Slide Show ........................................................................................................................ 23Running a Slide Show .................................................................................................................... 23Slide Show Tools ............................................................................................................................ 23Navigating Slides in a Show ........................................................................................................... 24Annotating Slides ............................................................................................................................ 24

Slide Show Resolution ....................................................................................................................... 25Using Presenter View ......................................................................................................................... 26Slide Show Shortcuts ......................................................................................................................... 28Hiding Slides ....................................................................................................................................... 28Tips and Tricks for Drawing Shapes ................................................................................................. 30

Controlling Drawing with the Keyboard .......................................................................................... 30Duplicating a Shape ....................................................................................................................... 30Changing a Shape .......................................................................................................................... 31Grouping Shapes ............................................................................................................................ 31Ungrouping ClipArt ......................................................................................................................... 32

Formatting Lines and Shapes ............................................................................................................ 34Shape Styles ................................................................................................................................... 34Shape Fill and Outline .................................................................................................................... 34Shape Effects ................................................................................................................................. 37

Aligning Objects .................................................................................................................................. 38Aligning Objects .............................................................................................................................. 38Aligning Objects to the Slide ........................................................................................................... 39Distributing Objects ........................................................................................................................ 40


3/93



Stacking Objects ................................................................................................................................. 40Rotating and Flipping Objects ........................................................................................................... 41

Rotating Shapes ............................................................................................................................. 41Flipping Shapes .............................................................................................................................. 42

Viewing and Setting Gridlines ........................................................................................................... 43Displaying Gridlines ........................................................................................................................ 43Gridline Settings ............................................................................................................................. 43Displaying Guides ........................................................................................................................... 44

Typing Text Inside Shapes ................................................................................................................. 45Saving as an External Image ............................................................................................................. 46Setting Object Defaults ....................................................................................................................... 47Converting Shapes to SmartArt ........................................................................................................ 48Editing Shapes .................................................................................................................................... 49

Changing AutoShapes .................................................................................................................... 49Editing Points in a Shape ............................................................................................................... 50Connecting Shapes ............................................................................................................................. 52

Connecting Shapes ........................................................................................................................ 52Formatting Connections ................................................................................................................. 52Adding Connection Points .............................................................................................................. 53

Using the Selection Pane ................................................................................................................... 54Adding Comments .............................................................................................................................. 55

Setting your User Name ................................................................................................................. 55Adding Comments .......................................................................................................................... 55Viewing Comments ......................................................................................................................... 56Printing Comments ......................................................................................................................... 56

Editing and Deleting Comments ........................................................................................................ 57Inspecting Presentations ................................................................................................................... 58Restricting Permissions ..................................................................................................................... 60

Restricting Permission in a Presentation ........................................................................................ 60Opening a Presentation with Restricted Permission ...................................................................... 62

Creating a Document Workspace ...................................................................................................... 63Saving to a Document Workspace .................................................................................................... 64Reusing Slides .................................................................................................................................... 66Creating Slide Libraries ...................................................................................................................... 68

Adding Slides to a Library ............................................................................................................... 68Reusing Slides in a Library ............................................................................................................. 69

Importing Outlines .............................................................................................................................. 70Creating Handouts in Word 2007 ...................................................................................................... 72Saving in HTML Format ...................................................................................................................... 73Publishing a Web Presentation ......................................................................................................... 74

Publishing a Presentation ............................................................................................................... 74Setting Web Options ....................................................................................................................... 75

Setting Alternate Text for Objects ..................................................................................................... 76Creating Themes ................................................................................................................................. 77Applying Saved Themes..................................................................................................................... 80


4/93



Setting PowerPoint Options............................................................................................................... 81Customising the Quick Access Toolbar ........................................................................................... 82Creating Macros .................................................................................................................................. 83

Showing the Developer Ribbon ...................................................................................................... 83

Creating Macros ............................................................................................................................. 84Finding Help on Visual Basic .......................................................................................................... 85

Running Macros .................................................................................................................................. 85Assigning Macros to the Quick Access Bar..................................................................................... 86Assigning Macros to Actions............................................................................................................. 87Macro Security .................................................................................................................................... 88Inserting Controls ............................................................................................................................... 89Setting Control Properties ................................................................................................................. 92


5/93



Inserting Sounds

A number of sounds are supplied with PowerPoint 2007, and additional sounds can be downloaded fromthe Microsoft Web Site. When a sound file is inserted into a presentation, an icon will be displayed wherethe sound appears. This can be clicked to play the sound during a slide show, or you can set the sound toplay automatically when the slide is displayed.

PowerPoint 2007 supports a number of sound file formats including midi, MP3, wav and wma.

Inserting a Sound File

To add a sound stored in a file on your PC:

Select the slide you wish to play the sound on

Click on the Insert ribbon

Click on the upper part of the Sound button in the Media Clips group

Locate and select the sound file you wish to insert, then click on OK

You will be asked how you want the sound to be played. Click on Automatically to play the soundautomatically when the current slide is displayed during a show, or click on When Clicked if youwish to set the sound to play only when clicked during a slide show

Inserting a Sound from the ClipArt Gallery

To add a sound from the ClipArt Gallery, including sounds

from the Microsoft Web Library:



Click on the lower part of the Sound button in theMedia Clips group and choose Sound from ClipOrganizer

The ClipArt task pane will display on the right-handside of the screen. Click on the sound you wish to add

You will be asked how you want the sound to be played. Click on Automatically or When Clicked

as required


6/93



Playing a CD Track

This option is used to play a song during a presentation. As the song is not stored in the presentation itself,

the CD must be in the CD drive while the presentation is running. This in turn will reduce the size of the

presentation.

To add a CD track to a slide:



Click on the lower part of the Sound button in the Media Clips group and choose Play CD AudioTrack

Choose the tracks you wish to start and end with.If you only wish to play a certain portion of thesongs, choose the start and end positions in theTime boxes

Click on OK

You will be asked how you want the sound to beplayed. Click on Automatically or When Clickedas required

A CD icon will appear on the slide - click once onthis icon to play the track during a slide show

Sound Settings

When a sound file is inserted into a presentation, an icon will be displayed where the sound appears. Thiscan be moved around the slide so that it doesn't show during an electronic presentation e.g. moved behind

another object or off the edge of the slide.

To play a sound in normal view, double-click on the icon

To play a sound during a slide show, click once on the icon


7/93



When you select a sound in normal view, the Options ribbon will display automatically.

Click on the Preview button in the Play group to play the sound. Click on this button again to stopplaying.

Click on the Slide Show Volume button to change the slide volume to Low, Medium, High or Mute

Check the Hide During Show box to hide the sound icon when viewing the slide electronically

Check the Loop until Stopped to replay the sound when it's complete

Use the Play Sound drop-down list to choose how the sound will play during an electronic show.This can be set to play when the icon is clicked, automatically when the slide displays, or across

slides which will continue with the sound when a new slide is displayed Increase the Max Sound File Size to increase the sound quality. Note that this will also increase

the size of your presentation

Inserting Movies

When a movie clip is inserted into a presentation, a poster will be displayed, showing the first frame of themovie clip. A number of movies are supplied with PowerPoint 2007, and additional movies can bedownloaded from the Microsoft Web Site.

PowerPoint 2007 supports a number of movie file formats including mpeg, mov and avi.

Inserting a Movie File

To add a movie stored in a file on your PC:

Select the slide you wish to play the movie on


Click on the upper part of the Movie button in the Media Clips group

Locate and select the movie file you wish to insert, then click on OK

You will be asked how you want the movie to be played. Click on Automatically to play the movieautomatically when the current slide is displayed during a show, or click on When Clicked if youwish to set the movie to play only when clicked during a slide show


8/93



Inserting a Movie from ClipArt

To add a movie from the ClipArt Gallery, including movies from the Microsoft Web Library:

Select the slide you wish to play the movie on


Click on the lower part of the Movie button in the Media Clips group and choose Movie from ClipOrganizer

The ClipArt task pane will display on the right-hand side of the screen. Click on the movie youwish to add

Movie Settings

When a movie file is inserted into a presentation, a poster will display the first frame of the movie. This can

be moved around the slide as required, and resized to show as you want it to in an electronic presentation.

To play a movie in normal view, double-click on the movie poster

To play a movie during a slide show, click once on the poster


9/93



When you select a movie in normal view, the Options ribbon will display automatically.

Click on the Preview button in the Play group to play the movie. Click on this button again to stopplaying.

Click on the Slide Show Volume button to change the slide volume to Low, Medium, High or Mute

Use the Play movie drop-down list to choose how the movie will play during an electronic show.This can be set to play when the icon is clicked, automatically when the slide displays, or acrossslides which will continue with the movie when a new slide is displayed

Check the Hide During Show box to hide the movie when viewing the slide electronically

Check the Play Full Screen box to fill the entire screen with the movie when it plays, hiding all

other items on the slide Check the Loop until Stopped to replay the movie when it's complete

Check the Rewind Movie After Playing to ensure it starts at the beginning if played again in thepresentation

Setting Slide Transition

The slide transition is the effect used when one slide changes to another in an electronic slide show and is

set via the Animations ribbon.

To set transition for the current slide:

Click on the Animations ribbon

Click on the drop-down arrow of the transition effects gallery

Position the mouse over a transition effect to find out the name of that effect, then click on theeffect you wish to apply


10/93



To play a sound during transition, click on the drop-down arrow of the Transition Sound list on theribbon. Choose a default sound from the list, or click on Other Sound to locate a sound file onyour PC

Choose the Transition Speed to control how quickly the effect shows on screen. Choose Slow,Medium or Fast

Check the On Mouse Click box if you want to show the next slide by clicking the mouse, ratherthan the next slide showing automatically

Check the Automatically After box if you want the next slide to show after a certain amount oftime. Type the number of seconds in the box next to this

To apply the transition to all slides in the presentation, click on the Apply to All button

Something Else to Try

You can use Slide Sorter view to apply a transition effect to multiple slides in the presentation without the

need to apply to all:

Click on the Slide Sorter view button on the status bar, or click on the View ribbon and chooseSlide Sorter

Select each slide you wish to add the effect to. If the slides are next to each other, click on thefirst slide, then hold [Shift] and click on the last slide. If the slides do not appear next to each otherin the presentation, click on the first slide, then hold [Ctrl] and click on each additional slide youwish to add the effect to


11/93




Choose the transition effect and all transition options

All slides that have a slide transition effect applied will show with a star icon in slide sorter view. In the

following screenshot, slide 1 has a transition effect set, but slide 2 does not.

To remove the transition from a slide, click on the Animations ribbon, then on No Transitions, the first effect

in the transitions gallery.

Animating Text and Objects

Objects and text can be animated so that they appear on the slide in different ways during a slide show.Preset or custom animations can be applied to text, images, charts and diagrams.

To animate an object or a single line of text e.g. a slide title:

Click on the object or text you wish to animate Click on the Animations ribbon

Click on the drop-down arrow of the Animate box and choose the effect you wish to apply

To animate paragraphs of text e.g. bullets in the main content placeholder of a slide:

Select the placeholder you wish to animate


Click on the drop-down arrow of the Animate box and choose the effect you wish to apply, andhow it should be applied. Choose All at Once to show all text in one step, or By 1st LevelParagraph to show each bullet in turn


12/93



Click on the Preview button on the Animations ribbon to show all animations on the slide in turn.

Custom Animation

Custom Animation can be used to add more detailed animation to an object, adding different effects whenthe object first appears on the slide and when it leaves the slide. Custom animation can also be used toanimate charts, and create freeform animation paths around the slide.

Custom Animation

The following types of animation can be applied to objects and text on a slide:

Effect Description

Entrance The effect that occurs when the object first appears on the slide

Exit The effect that occurs when the object disappears from the slide

Emphasis The effect that occurs when the object is on the slide

To add custom animation to an object or text:

Select the text or object you wish to animate

Click on the Animations ribbon, then on the Custom Animation button


13/93



The Custom Animation task pane will display:

Click on the Add Effect button and choose the type of animation you wish to apply - entrance, exitor emphasis

Choose the animation effect from the submenu, or click on More Effects to view additionaloptions. Choose the effect from the Basic, Subtle, Moderate or Exciting category, then click onOK

Once the animation effect has been selected, use the Modify options to choose exactly how the animation

effect should occur:

Click on the drop-down arrow of the Start box to choose how the effect will begin - either whenyou click the mouse or after the last animation is complete

Click on the drop-down arrow of the Direction box and choose the direction of the effect. Whenflying in, for example, the object can appear from the left, right, top or bottom of the slide

Click on the drop-down arrow of the Speed box and choose the speed of the animation, which canbe Very Slow, Slow, Medium, Fast or Very Fast


14/93



Additional animation options can be viewed by clicking on the drop-down arrow next to the effect itself, then

choosing Effect Options from the drop-down list.

Use the Effect tab to change enhancements such as a sound to play during animation or whetherto dim the object or text after it has been animated on screen

Use the Timing tab to set an exact speed for the animation, including whether to repeat theanimation after playing

If animating text, use the Text tab to choose how text should be grouped e.g. to be animated all atonce, or by 1st level paragraph


15/93



The order in which the animations will occur will show on the slide. You can change the order by dragging

the effects up or down in the Custom Animation task pane.

Animating Charts

When you apply custom animation to a chart, all elements of the chart will show at once. You can change

this so that each series or category appears in turn.

Select the chart you wish to animate

Click on the Add Effect button on the Custom Animation task pane and choose the type of effect -entry, emphasis or exit

Choose the required effect - most moderate and exiting effects cannot be applied to specific itemson a chart

In the lower half of the task pane, click on the drop-down arrow of the effect you have just addedand choose Effect Options

Click on the Chart Animation tab

From the Group Chart list, choose how to show the chart during the animation effect e.g. byseries or by category

Click on OK


16/93



In the following chart:

By Series would show all Jan bars for all regions, then all Feb bars, then all Mar bars

By Category would show all North bars, then South, then East and finally all West bars

Motion Paths

A motion path is the path that an object follows in animation. You can set custom animation paths in

PowerPoint 2007 to control exactly how your objects move on screen during the slide show.


Click on the Add Effect button on the Custom Animation task pane and choose Motion Path Choose the type of path you want to add e.g. up, down or diagonal, or More Motion Paths to view

additional options. Choose the effect from the Basic, Lines & Curves or Special category, thenclick on OK


17/93



You will be able to see the path that the item will follow. The green arrow indicates where the object will

start in the animation, while the dotted line shows the path it will take. The red arrow shows where the

object will end when the animation is complete.

You can also create your own paths, to decide exactly where the animation will start and end:


Click on the Add Effect button on the Custom Animation task pane and choose Motion Path

Choose Draw Custom Path, then the Freeform command

Position the mouse where you want the object to start in the animation, then click the mouse.Click the mouse at each point the direction of the path will change, then double-click where theobject should be at the end of the animation

The animation path will be hidden when the Custom Animation task pane is closed.


18/93



Rehearsing Timing

PowerPoint shows can be timed in one of three ways:

Manually, which means that the mouse must be clicked for the next slide to appear. This isthe default used for all new presentations

With each slide showing for a specific number of seconds, as set in the Transition ribbon

With recorded timings

To rehearse timings for the presentation:

Click on the Slide Show ribbon

Click on the Rehearse Timings button in the Set Up group

The first slide will be displayed on screen, as well as the Rehearsal toolbar:

The following options are available on the toolbar:

Button Description

Show next slide

Pause show

Timing of the current slide

Repeat this slide to re-record timings

Timing of the entire presentation

To set the timings:

Leave the slide on screen for the required amount of time - the timer box will display the numberof seconds that have passed. Click the mouse to continue with the next slide

Repeat the above step until all slides of the presentation have been displayed. To stop the timingtemporarily, click on the Pause button, clicking on Play to restart

When all slides have been displayed, a message box will give the time of the overall presentation.Click on Yes to keep the new timings or No to revert to the previous timings


19/93



The presentation will show in Slide Sorter view, with timings displaying under each slide:

Recording Narrations

If your computer has a microphone and sound card, you can record voice narration that will playautomatically for each slide of the presentation. Narration can be recorded for specific slides in thepresentation and is not limited to one large sound file for the entire presentation, as was the case in earlierversions of PowerPoint.

To record narration:


Click on the Record Narration button in the Set Up group

The Record Narration dialog box will display:

Click on Change Quality to choose the sound quality you wish to use - better quality will result inmore disk space being used to store the file. Choose OK when complete


20/93



To set the recording volume, click on Set Microphone Level. Read the text in quotation marks sothat PowerPoint can set the level of your recording automatically, clicking on OK when complete

To store the narration in a separate file, check the Link Narration In box. The narration will besaved as a file with the .WAV extension in the folder displayed

Click on OK to start recording the narration

If you are on a slide other than the first of the presentation, choose whether to record on the

Current Slide or First Slide

You can now start narrating your slides. To pause the narration at any time, right click on the slide andchoose Pause Narration.


21/93



When you reach the end of the slide show, a message box will display. Choose to Save the narrations witheach slide, or Don't Save to discard the narrations.

The slide narration will appear as a sound icon on each slide which will not display in the slide show. To remove

the narration from a slide, click on this icon and press [Delete].

Setting Up a Slide Show

Slide show options can be set, including whether to play animation and narration, as well as how toadvance between slides.

To set up the slide show:


Click on the Set Up Slide Show button in the Set Up group

The slide show setup dialog box will display:


22/93



In the Show Type box, choose how the slide show will display - full screen or in a smaller windowthat can be resized as required

Under Show Options, choose whether to loop the show or to show without narration or animationeffects

Choose the default Pen Colour for any annotations made on the slides

If you only wish to display certain slides, click on the From option and choose the first and lastslide you wish to show

Choose whether to use slide timings or advance slides Manually with a mouse-click

If you have two monitors, choose the monitor you wish to show the slides on

Click on OK when all settings have been changed as required

Slide Show options can also be set by holding [Shift] and clicking on the Slide Show view icon in the status bar

along the bottom of the screen.

Custom Slide Shows

A single presentation can contain any number of custom shows - each including different slides of thepresentation that can be shown in different orders. This means that different presentations need not becreated if certain slides are only needed in certain circumstances.

Creating Custom Shows

To create a custom show:


Click on the Custom Slide Show button and choose Custom Shows


23/93



Click on the New button to create a new custom show

Click in the Slide Show Name box and type a name to identify the custom show. The name cancontain up to 31 characters, including spaces

Select each slide you wish to include in the presentation, clicking on the Add>> button after each

Use the Up and Down arrows to reorder the slides as you wish them to appear in the customshow

Click on OK when complete

Click on Close to return to the presentation

Playing a Custom Show

To play a custom show:


Click on the Custom Slide Show button and choose the show you wish to display


24/93



Running a Slide Show

Running a Slide Show

A slide show can be run by clicking on the Slide Show view button.

The active slide will be displayed on screen with all toolbars, menus and other elements hidden.

Click the mouse anywhere on screen to display the next slide

When the last slide is displayed, click the mouse anywhere on screen to end the show and return

to PowerPoint

You can also press [F5] to run a slide show

The Slide Show ribbon contains buttons to run the slide show from the beginning of the presentation, or

from the current slide:

Slide Show Tools

During the slide show, a menu of tools can be displayed which allow you to navigate the presentation,

black or white out the screen, or pause or end the show.

To call up the menu of tools:

Right-click anywhere on the slide or

Click on the Menu Indicator in the bottom-left corner of the screen


25/93



Navigating Slides in a Show

Clicking the mouse during a slide show will display the next slide of the presentation. You can also use the

buttons on screen to show the next or previous slide:

If you wish to view a different slide, or return to a slide already shown, the presentation can be navigated by

title.

Press the right mouse button or click on the Menu Indicator

Choose Go to Slide

Choose the slide you wish to show

Annotating Slides

While the presentation is being displayed, annotations can be used to draw attention to specific parts of the

slide. Annotations are temporary and will be lost as soon as the next slide is displayed.

Click on the pen menu indicator

Choose the type of pen you wish to draw with e.g. Ballpoint Pen for thin lines or Felt Tip Pen forthicker lines

Drag the pen-pointer around the screen to draw, underline and highlight text or graphics

When complete, click on the pen menu indicator

Choose Arrow


26/93



If you add annotations to a slide, you will be asked if you wish to keep these annotations when you end the

slide show. Click on Keep to add the lines to each slide, or Discard to remove the lines.

Slide Show Resolution

The slide resolution defines the number of pixels used to display the slide on screen. A higher resolution

means more pixels are used to show the slide, resulting in a better quality slide display. The slide will

appear sharper on screen with a higher resolution, but may take longer to display.

You can now set the resolution of your slides when showing a presentation in PowerPoint 2007.


Click on the drop-down arrow of the Resolution box and choose the setting you wish to use

Always test the new resolution before running the presentation, as your monitor may not be able to handle a

high resolution setting and may flicker or cause the slides to shift on screen


27/93



Using Presenter View

If you have two or more monitors attached to your computer, you can show your screenshow on one

monitor (which could be connected to a projector for the audience to view) while displaying the PresenterView on the second monitor.

Presenter View displays options that allow you to control the presentation while the audience can only seethe slide itself. You can set navigation and annotation options and can view and add notes without youraudience seeing these. A thumbnail of each slide is also given, showing you which slide to expect next inthe presentation.

To use Presenter View:


Click on the drop-down arrow of the ShowPresentation On and choose the monitor that will be

connected to the projector and running the show Check the Use Presentation View box

Now, when you run the slide show, the Presenter View will display on your second monitor:


28/93



Use the left and right arrows to show the previous or next slide on your primary monitor, or clickon a specific slide number along the bottom of the Viewer

Choose annotation options by clicking on the Pen icon and choosing the required setting

Choose slide options by clicking on the Slide icon and choosing the required settings

Close the viewer using the red X in the top-right corner - this will also stop the screen show.


29/93



Slide Show Shortcuts

The following shortcuts can be used when running a slide show:

Keystroke Action

Ctrl P Displays pen for annotations

Ctrl A Returns to the arrow mouse pointer

E Erase pen annotations

N Displays next slide or build

P Displays previous slide or build

S Pause slide show

H Displays a hidden slide

B Black screen (press again to return to normal)

W White screen (press again to return to normal)

To show a specific slide in the presentation:

Type the number of the slide you wish to show

Press [Return]

Hiding Slides

This option allows you to hide a slide that you may not need to show in the presentation. The slide can stillbe shown, but will not appear automatically.

A hidden slide will show with it's number crossed out in slide sorter view, as with slide 3 below:

To set a slide as hidden:

Activate the slide you wish to hide


Click on the Hide Slide button in the Set Up group


30/93



When showing the presentation, press H on the preceding slide to display the hidden slide.

It is also possible to show hidden slides as follows:

Right click anywhere on the slide or click on the menu Indicator in the bottom-left corner of thescreen

Choose Go to Slide and the number of the hidden slide - this will appear in brackets


31/93



Tips and Tricks for Drawing Shapes

Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows:

Click on the drop-down arrow of the Shapes button on the Home ribbon

Click on the type of shape you wish to draw

Position the mouse where the top-left corner of the shape should appear and drag the mousediagonally to create the required shape and size

Release the mouse button when the shape is correctly drawn

For example, to draw an oval shape, click on the Ellipse shape, then at point 1 on the slide. Drag themouse to point 2 before releasing the mouse button.

Controlling Drawing with the Keyboard

The following keys can be held while drawing the line to change the way in which the line is created:

Key Action

Shift Forces a straight line or perfect shape e.g. a perfect square or circle

Ctrl Draws the line or shape from the centre out

Shift + Ctrl Draws a straight line or perfect shape from the centre out

For example, to draw a straight line:

Click on the Line tool in the Drawing group of the Home ribbon

Click where the line should start, hold the [Shift] key, then drag to where the line should end

Release the mouse button before releasing the [Shift] key to retain the straight line

Duplicating a Shape

If your diagram is made up of multiple shapes that are the same size and distance apart, you need only

create one shape, then duplicate it to generate the diagram.

Draw and position the first shape as normal

Ensure the shape is selected, then press [Ctrl D] to duplicate the shape

Without de-selecting the new shape, drag it to the required position on the slide, in relation to thefirst shape

Press [Ctrl D] to continue duplicating the shape - each new shape will be placed the same

distance away from the one you are duplicating


32/93



Changing a Shape

Once you have created your first shape and duplicated it as required, you can change the shape of any of

the items without the need to redraw them. The format of the item will stay the same, as will its position on

the slide and any text typed inside the shape.

Click on the shape you wish to change

Click on the Format ribbon

In the Insert Shapes group, click on the drop-down arrow of the Edit Shape box

Choose Change Shape

Choose the new shape you would like to use:

Grouping Shapes

If you are creating a diagram that is made up of multiple lines and shapes, it's a good idea to group all

items into a single object. You can then move or resize the diagram as a whole.

Select all items to be grouped - the easiest way to do this is to click above and to the left of thefirst shape, then drag over all items you wish to select


Click on the Group button in the Arrange group


33/93



Choose Group

Press [Ctrl G] to group selected objects, and [Shift Ctrl G] to ungroup the grouped selection.

Ungrouping ClipArt

Most Clipart is made up of shapes and lines grouped together in order to produce an image. If a ClipArt

image contains an item you wish to use on its own, try ungrouping the ClipArt to select just the item you

wish to use.

Insert the ClipArt image onto your slide, and ensure this is selected

Click on the Format ribbon, then on the Group button in the Arrange group

Choose Ungroup

Click on Yes when prompted to convert the PowerPoint image to drawing objects

Click on the Group button and choose the Ungroup option again - the object will now beungrouped, with each part of it selected separately


34/93



Click away from the image, then select each part you no longer require, pressing [Delete] to delete the

selected item.


35/93



Formatting Lines and Shapes

Once a shape or line has been drawn and selected, it can be formatted using the Drawing Tools Formatribbon.

Shape Styles

The shape styles that are available to you depend on the theme that has been applied to the presentation.

To change the shape style:

Click on the shape you wish to format


Click on the drop-down arrow of the Shape Styles box and choose the style you wish to apply

Shape Fill and Outline

As well as changing the style of a shape or line, you can also change the fill and

outline colours manually.



To set the fill of the shape:

Click on the Shape Fill button

Choose a colour from the theme and standard colours displayed


36/93



To choose a different colour, click on More Fill Colours to display a full palette from which anycolour can be selected. Use the Standard tab to choose from the palette, or click on the Customtab to enter the RGB (red, green blue) values of a colour. Click on OK when complete

Choose Picture to add a picture to the shape. Locate and select the image you wish to use, thenclick on Insert

Choose Gradient to add shading to the shape, then choose from the default shades displayed

Choose Texture to add a pre-set texture to the shape e.g. marble or wood

To set the outline of a line or shape:

Click on the Shape Outline button


37/93



Choose a colour from the theme and standard colours displayed

To choose a different colour, click on More Outline Colours to display a full palette from whichany colour can be selected. Use the Standard tab to choose from the palette, or click on theCustom tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete

Choose Weight to change the line thickness

Choose Dashes to change the outline to a dashed line

Choose Arrows to add arrows to the start, end or start and end of a line

Click on the More option on any of the Shape Fill or Shape Outline commands to view the Format Shape

dialog box.


38/93



The following menu options appear on the left-hand side of the window:

Menu Used to...

Fill Set the fill of the shape to solid, gradient or picture, with further options suchas the gradient colours and picture tiling settings

Line Colour Set the line to solid or gradient, with a choice line colour and transparency

Line Style Set the width, dash and arrow options of the line

Shadow Add a preset or custom shadow to the object

3D Format Add 3D effects to the object including depth and contour settings

3D Rotation Set the number of degrees the 3D shape should be rotated

Picture Change the brightness, contrast and colour variation of a picture

Text Box Set the margins to appear around any text inserted into the shape

Shape Effects

Effects such as shadows, glows and reflections can be added to a shape or line as follows:



Click on the Shape Effects button and choose the category of effect you wish to apply

Choose the required effect


39/93



Aligning Objects

Aligning Objects

Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option is

used, for example, all selected objects will be lined-up with the left-most object.

The following example shows shapes before alignment:

The following example shows the same shapes after left alignment:

To align shapes:

Select the shapes to be aligned


Click on the drop-down arrow of the Align button and choose the required alignment option from

the menu displayed:


40/93



Aligning Objects to the Slide

You can align an object to the slide, for example if you wish to centre an image or shape in the middle of

the slide.

Select the object you wish to align on the slide


Click on the drop-down arrow of the Align button and ensure the Align to Slide option is selected

Choose where you wish to align the object on the slide - left, centre, right, top, middle or bottom

Click on the Align button again and choose further options as required

To centre a shape on the slide, choose the Align Center option followed by the Align Middle option.


41/93



Distributing Objects

Distribution will ensure the spacing between three or more objects is identical.

The following example shows shapes before distribution:

The following example shows the same shapes after horizontal distribution:

To distribute shapes:

Select the shapes to be aligned

Click on the Format ribbon Click on the drop-down arrow of the Align button

Choose Distribute Horizontally if the objects are positioned in a row, or Distribute Vertically ifthey are positioned in a column

Stacking Objects

By default, objects are stacked as they are created i.e. the first shape drawn will appear at the bottom ofthe stack while the last shape drawn will appear at the top.

In the following example, the blue circle was drawn first, so appears at the bottom of the stack:


42/93



This order can be changed as required.

Select the object to be re-arranged


To move the shape down to the bottom of the stack, click on the Send to Back button in theArrange group

To move the shape downwards one position in the stack, click on the drop-down arrow of theSend to Back button and choose Send Backward

To move the shape up to the top of the stack, click on the Bring to Front button in the Arrangegroup

To move the shape upwards one position in the stack, click on the drop-down arrow of the Bringto Front button and choose Bring Forward

Rotating and Flipping Objects

Shapes can be rotated to any degree, and can be flipped horizontally or vertically to create a mirror imageof the original.

Rotating Shapes

When an object is selected, a rotation handle is shown at the top of the object.

Ensure the object is selected

Position the mouse pointer over the green handle in the top centre of the object - the rotationmouse pointer will display

Drag the handle up or down to rotate the object

Release the mouse button when the correct rotation is displayed

It is also possible to rotate images - both ClipArt and inserted file images - in this way.

If you prefer, you can rotate the image to a set 90 degrees to the left or

right:



In the Arrange group, click on the drop-down arrow of theRotate button

Choose the required rotation option:


43/93



To set a specific degree of rotation:



In the Arrange group, click on the drop-down arrow of the Rotate button. Choose More RotationOptions

Click in the Rotation box and type the exact degree you wish to rotate the object to

Click on OK

Flipping Shapes

Objects can be flipped to create a mirror image or rotated to any degree of the original shape.

For example, the following screenshot shows an original object that has then been flipped horizontally, then

vertically:

To flip an object:



In the Arrange group, click on the drop-down arrow of the Rotate button

Choose the required rotation option:


44/93



Viewing and Setting Gridlines

Displaying Gridlines

The PowerPoint grid is a set of intersecting dotted lines that can be hidden or displayed as required and

that can greatly assist in the sizing and alignment of objects.

To display the grid:

Select any object on a slide


Click on the drop-down arrow of the Align button and choose View Gridlines

Gridlines will be shown at a spacing of 5 lines per centimetre. As you draw or move objects, they will snap to the

closest gridline automatically.

Gridline Settings

You can set exactly how gridlines should appear on screen:



Click on the drop-down arrow of the Align button and choose GridSettings

If you want objects to line up against the grid automatically if theyare drawn or moved close to the grid, ensure the Snap to Grid boxis checked

Set the interval at which gridlines should appear in the Spacingbox

Click on the Set as Default button to ensure these settings areused when each new presentation is created



45/93



Displaying Guides

Guides are similar to grids in that they are used to align and draw objects more easily. However, while grids

appear at set intervals on screen, you can control exactly how many guides are shown, and where they

appear - their position can be changed as required.

To display guides on screen:



Click on the drop-down arrow of the Align button and choose Grid Settings

Check the Display drawing guides on screen option

By default, a horizontal and vertical guide will be displayed in the centre of the slide.

Drag a guide with the mouse to reposition it on screen

Hold [Ctrl] and drag a guide to create another guideline that can be repositioned as required


46/93



Typing Text Inside Shapes

It is possible to enter text inside any shape without the need to create a separate text object first:

Click once on the shape you wish to add text to

Type the text, correcting any errors with [Backspace] as they are typed

Click away from the shape to secure the text

Text in a shape or text box can be formatted as follows:

Select the shape or text box containing the text you wish to format


Click on the More Options button of the Shape Styles group

Click on the Text Box option in the left-hand menu

Set the alignment and text direction as required

Choose how text should fit into the text box. You can choose to resize the text or the shape ifmore text is typed than will fit

Set the internal margins i.e. the space between the text and top, bottom, left and right borders ofthe text box

Click on Close when complete


47/93



Saving as an External Image

You can save any shape or diagram you have created in PowerPoint as an external image file that can beaccessed by other applications and reused as required.

To save an object as a picture file:

Ensure your diagram is grouped as a single object

Right-click over the diagram and choose the Save as Picture command

Choose the location for the image file

Enter a name for the image in the File Name box

Click on the drop-down arrow of the Save as Type box and choose the format for the image (seetable below)

Click on Save


48/93



The following image formats can be used:

Format Description

GIF A standard format supported by the Web and able to be compressed well. GIF suits non-photographic images with only a few distinct colours. Multiple GIF images can be strungtogether to form animations, known as animated GIFs

JPEG A standard format for the web

PNG Another format supported by the Web and compressed well. PNG does not supportanimation, but can support different degrees of transparency

TIFF This is widely accepted as a photograph file standard in the printing industry but is notsupported by the Web and can result in large image file sizes

BMP Bitmaps can be accessed in a wide variety of applications although they are notcompressed so can be large in size

WMF This is a 16-bit metafile format. A metafile is made up of commands to draw the objects thatmake up the image, and to control the style of these objects

EMF This is an enhanced 32-bit metafile format

Setting Object Defaults

It is possible to set the default format, so that any new lines and shapes will be formatted automatically:

Create a shape and format it using the settings you wish to become the new defaults

Right-click on the formatted shape and choose Set as Default Shape

All new shapes created within the presentation will now be formatted automatically to match the new default.


49/93



Converting Shapes to SmartArt

If you have a shape that contains lines or paragraphs of text, you can convert this easily into a SmartArtdiagram.

For example, the following shape:

Could be converted to the following SmartArt diagram:

To convert a shape to SmartArt:

Click on the shape you wish to convert

On the Home ribbon, click on the Convert to SmartArt box and choose the diagram you wish touse


50/93



Click on More SmartArt Graphics to view additional options, clicking on OK after the required diagram isselected:

Editing Shapes

PowerPoint 2007 allows you to edit a shape, changing the form in any way you require.

Changing AutoShapes

When you draw and select certain shapes, you will see small yellow diamond shapes where the different

parts of the shape can be changed:

In the following shape, the curve of the edge can be changed by moving the diamond:

In the following shape, the width of the arrow's line and the arrow itself can be changed using the twodiamonds displayed:

To change an AutoShape:

Draw and select the shape Position the mouse over the yellow diamond you wish to change

Drag to create the required effect


51/93



Editing Points in a Shape

You can change the points in a shape, allowing you to change the form in any way. A shape must be

converted to a freeform shape before points can be amended.

Select the shape you wish to change


Click on the Edit Shape button in the Insert Shapes group and choose Convert to Freeform if thisoption is available

Right-click over the shape and choose Edit Points from the shortcut menu displayed

You can now click on any point in the shape and drag in or out to change its form. In the following example,

the top-right corner point of a rectangle has been dragged up to extend it:

You can change a segment (the line between two points) to a straight or curved line by right-clicking over

the line and choosing Straight Segment or Curved Segment as required. The following shows the above

example with both the bottom and right borders changed to curved lines:


52/93



You can also change any point of a shape from a closed point to an open point. This allows you to convert

a shape to a series of lines.

Right-click over the point you wish to open

Choose Open Point from the shortcut menu displayed

You can now drag each point at the opening to create the lines required. We've removed the fill colour in

the following edited shape to illustrate this better:

Editing shapes in this way takes practice. Remember you can undo any change you don't want to keep by

pressing [Ctrl Z].


53/93



Connecting Shapes

You can connect shapes and lines that you have drawn using any of the lines from the Insert Shapes

button. When you connect two shapes, the connector will always stay between the shapes, even if they aremoved.

Connecting Shapes

To use connectors:

Draw the two shapes to be connected

Click on the Home ribbon, then on the drop-down arrow of the Shapes gallery in the Drawinggroup

Choose the line you wish to use to connect the shapes

Click on the edge of the first shape, where the connectorline should begin

Without releasing the mouse button, drag to the edge ofthe second shape, where the connector line should end

Release the mouse button to add the connector

Formatting Connections

To format a connector line:

Right-click over the connector line to show the shortcutmenu

Choose the required formatting option e.g. ConnectorType to change the line to a different style of connector


54/93



Adding Connection Points

Most shapes have connection points on their corners, with some having connection points between each

corner. There may be times you wish to connect shapes in a position other than their corners or the centre

of an edge. In this case, you can add your own connection to a shape.

Before adding a connection point to a shape, it must first be converted to a freeform object.

To add a new connector point to a shape:

Select the shape you wish to change


Click on the Edit Shape button in the Insert Shapes group and choose Convert to Freeform if thisoption is available

Right-click over the shape and choose Edit Points from the shortcut menu displayed


55/93



Right-click over the edge of the shape where you want the new connection point to appear, thenchoose Add Point from the shortcut menu displayed

The new point will not show when the object is selected, but you will be able to join a connector line to that point

when adding connectors.

Using the Selection Pane

The selection pane is used to select objects quickly and easily.

Click on the drop-down arrow of the Select button in the Editing group of the Home ribbon

Choose Selection Pane

All objects on the slide will be listed - click on the name of any object in the pane to select that object on theslide.

To select multiple objects through the Selection Pane, hold [Ctrl] and click on each object to select.

You can also use the Selection Pane to hide objects on the slide without the need to delete thempermanently.

Click on the Hide button next to an object's name to hide that object on the slide

Click on the Show button next to an object's name to show that object again

In the image to the right, the oval shape is hidden, while therectangle and triangle are both showing.


56/93


57/93



Viewing Comments

Comments show as yellow indicators displaying the initials of the person that inserted the comment,

followed by a sequential number.

Double-click on the comment to display it on screen

Click away from the comment to hide it again.

All comment indicators can be hidden in the presentation as follows:

Click on the Review ribbon

Click on the Show Markup button

Printing Comments

Comments can be printed as they appear on the slides, or hidden from the printout. To set how comments

will print:

Click on the Office button and choose the Print command

Check or uncheck the Print comments and Ink markup box as required

Print or preview the presentation as normal


58/93



Editing and Deleting Comments

To edit a comment:

Click on the comment you wish to change

Click on the Edit Comment button on the Review ribbon

Edit the text as required

Click away from the comment when complete

To remove a comment:

Click on the comment you wish to remove

Click on the Delete button in the Comments group of the Review ribbon

You can remove all comments on the current slide, or in the entire presentation as follows:

Click on the lower part of the Delete button in the Comments group of the Review ribbon

Choose to remove markup from the current slide or entire presentation as required

You can also right-click over a comment to see options to delete and edit the comment:


59/93



Inspecting Presentations

Before sharing a presentation with colleagues or customers, you may want to remove any personal orhidden information, to ensure the person you pass the presentation onto will not be able to view this.

By inspecting a presentation, you can remove the following information:

Item Description

Comments andannotations

Comments you have inserted via the Review ribbon, or ink annotations youhave created via your tablet PC

Properties Document properties such as status, keywords, etc.

Custom XML data Any XML data stored in the presentation

Invisible on-slidecontent

Any objects formatted to be invisible

Off-slide content Any objects positioned outside the slide area i.e. dragged to the side of theslide

Presentation notes Speaker notes for slides

To check for the above content:

Save the presentation you wish to check

Click on the Office button

Choose Prepare, then Inspect Document


60/93



By default, PowerPoint will search for all hidden and personal content other than off-slide content- ensure all items you wish to locate are checked

Click on Inspect

PowerPoint will alert you of any content that has been found. You can remove any items by clicking on theRemove All button next to the item that has been found.


61/93



Click on Reinspect to ensure all hidden and personal information has been removed

Click on Inspect

When all items are ticked, click on Close

Note: Take care when using the Inspect command as you may end up losing information. If you removespeaker notes, for example, this text will be deleted and you will not be able to undo the command.

Restricting Permissions

You can restrict permission on a presentation that you store on a shared drive to specify exactly whichusers can view or edit the presentation. In order to be able to set restrictions, your organisation will need tohave a rights management server in place.

Restricting Permission in a Presentation

To restrict permission to a presentation:

Click on the Office button, then on Prepare

Choose RestrictPermission

Choose Restricted Access


62/93



Check the box to Restrict Permission to this presentation

Click in the Read box

Enter the email addresses of each person you wish to be able to read the presentation, but notprint or make any changes to the file

Click on the Check Name button to ensure the email addresses have been entered correctly

Click in the Change box

Enter the email address of each personyou wish to be able to make changes tothe presentation. Anyone not listed inthis or the Read box will not be able toopen the file

Click on the Check Name button toensure the email addresses have beenentered correctly

Click on More Options

To set an expiry date for the file, onwhich all permissions will end, click onthe This presentation expires on checkbox, then on the drop-down arrow underthis. Choose the date on which the filewill expire

Click on OK

A banner will display above the slide, showing

that the presentation has restricted

permission.


63/93


64/93



Creating a Document Workspace

If you use Sharepoint, you can create a new Document Workspace from within PowerPoint, and save your

presentation into the space automatically. From within PowerPoint you can add members to theworkspace, add tasks and related documents, and add links to other related information.

To create the document workspace:


Click on the Publish command

Choose to Create Document Workspace

The document workspace task pane will display, with thename of the presentation set as the DocumentWorkspace name by default.

Click in the Document Workspace Name box andedit the name of the workspace if required

Click in the Location for new workspace andtype the URL of the Sharepoint site you wish to

create the workspace in Click on Create


65/93



PowerPoint will create the new document workspace, showing progress of the operation:

When the workspace is created, the Document Management task pane will show the number of users,tasks, related documents and links in the document workspace.

Click on the Open Site in Browser link in the Document Management task pane to open the document

workspace in Sharepoint in your browser.

Saving to a Document Workspace

Once you have created a document workspace, you will need to ensure this is kept up-to-date and alwayscontains the most recent version of the presentation.

To save a presentation to the workspace:

To save the local copy of the presentation,click on the Save button on the Quick Access

Toolbar

Click on the Office button and choose theServer command

Choose the Document ManagementInformation option to show the DocumentManagement task pane


66/93



On the task pane, click on the Update Workspace Copy link

The file will be uploaded to the server and the task pane will show that the document is up-to-date.

To view different versions of the presentation:

Click on the Office button and choose the Server command

Choose View Version History


67/93



Reusing Slides

If you need a new slide in your presentation that has similar content, formatting or effects (e.g. animation)

as an existing slide, there is no need to recreate the new slide from scratch, even if the slide you wish toreuse is in another presentation.

You can reuse slides from any presentation, formatting them automatically to match the content of thecurrent presentation, or keeping the original format of the slide as required.

To reuse a slide from another presentation:

Click on the drop-down arrow of the New Slide button on the Home ribbon

Choose the Reuse Slides option


68/93



The Reuse Slides task plane will be displayed:

Click on the Browse button

Choose to Browse File

Locate and select the presentation that containsthe slide you wish to reuse, then click on Open

All slides in the presentation will be displayed:

Position the mouse over a slide to magnify it on screen so that you check if it is the slide you wishto reuse

Click on a slide to insert it into the presentation - the slide will be formatted to match thepresentation you are copying it into

If you wish to keep the original formatting of the slide you are inserting, check the Keep Source Formatting

option at the bottom of the task pane before inserting slides.


69/93



Creating Slide Libraries

If you use Sharepoint, you can create a SlideLibrary from within PowerPoint, and save any

slides into this library for re-use as and when youneed them.

Adding Slides to a Library

To create a slide library:

Open the presentation that contains the slidesyou wish to store in the library


Choose Publish, then Publish Slides

Click in the Publish To line and type the fullURL of the Sharepoint site you wish to publishto

Check each slide you wish to publish

Click on the Publish button


70/93



The status bar will show the progress of the update to Sharepoint:

Reusing Slides in a Library

To add slides from a library into your presentation:

On the Home ribbon, click on the New Slide button in the Slides group

Click on Reuse Slides

The Reuse Slides task pane will open - click in the Insert Slide From box

Type the URL of your slide library, then click on the arrow button


71/93



All slides will be displayed - click on the slide you wish to insert

Check the Tell me when this slide changes box if you wish to be notified by email when any changes are

made to the selected slide in the library.

Importing Outlines

Text created in Word 2003 can be used to create a PowerPoint presentation automatically.

The text in the Word document should be typed using the standard Heading styles - Heading 1 should beused for any slide titles, Heading 2 for any main bulleted points, Heading 3 for sub-bulleted points, etc. Anybody text with the Normal style will not be included in the presentation.

To import a Word outline into a PowerPoint presentation:

Ensure the Home ribbon is selected

Click on the lower part of the New Slide button and choose Slides from Outline


72/93



Locate and select the Word document that contains the text you wish to insert

Click on Insert

It is also possible to insert text from HTML and text files in this way.


73/93



Creating Handouts in Word 2007

A presentation can be exported to Word 2007 using PowerPoint's Publish command. This is used to createhandouts using Word's formatting features.

Ensure the presentation you wish to publish is open on screen


Choose the Publish command

Choose the Create Handouts in Microsoft Office Word option

Choose the required options for the Word document e.g. to print notes or blank lines with eachslide

Click on the Paste Link option to ensure any changes made to the original presentation will bereflected in the Word document each time it's opened

Click on OK

Word 2007 will be launched and the document will be displayed on screen. Text can be edited and formatted

using any of the standard Word features.


74/93



Saving in HTML Format

Pages that can be viewed on the Internet, or through a web browser, are created using a text format calledHTML - Hypertext Mark-up Language. Although PowerPoint is not a fully functional web creation tool, it can

be used to create basic HTML pages from existing presentations.

PowerPoint 2007 uses a Web feature called "round tripping". Files saved in HTML format can be re-openedin PowerPoint without losing any of the original formatting of the presentation.

To allow for this feature, each file saved in HTML format will have an accompanying folder of the same name,

containing related HTML pages. It is important to remember that moving the HTML file without the related folder

could result in errors in the web pages - always keep the file and folder together in the same location.

To save an existing PowerPoint presentation in HTML format:

Click on the Office button Click on Save As

Click in the Save as Type box and choose Web Page (*.htm, *.html)

Choose the location to save your web page in


75/93



To change the page title, which will appear in the browser's title bar, click on Change Title andamend as required. Click on OK

Click on Save to create the web page

You can now view the HTML file in any web browser e.g. Internet Explorer. Double-click on the HTML file to

launch your default web browser and display the page.

Publishing a Web Presentation

This option can be used to save only specific slides using a default browser as the target. You can choosewhether presentation elements such as speaker notes are included, and set additional web options such asthe target screen size.

Publishing a Presentation

To publish your presentation for the web:


Click on Save As

Click in the Save as Type box and choose Web Page (*.htm, *.html) Click on the Publish button

In the Publish What box, choose to publish the entire presentation, or choose Slide Number andenter the numbers of the slides you wish to publish

Uncheck the Display speaker notes box if you don't want speaker notes to be included on theweb pages

In the Browser Support box, choose the target browser

Ensure the file name and title are correct

Click on Publish


76/93



Setting Web Options

Use the Web Options button in the

Publish dialog box to set additional

web options:

Click on the Web Optionsbutton

Use the tabs of this dialog boxto set the web options (seetable below)


The following tabs are available:

Tab Description

General Set the colour of the slide navigation controls that will be used to browse your webpresentation. This tab also sets whether slide animation will show on the web, and

whether graphics will automatically resize to fit the browser window.

Browsers Choose the target browser for the web pages - the pages will be optimised for thisbrowser. Also sets whether Portable Network Graphics (PNG) files are allowed asimages.

Files Sets whether supporting files such as images and sounds are organised into folders.Also sets whether long file names are used and whether links are updated if thepresentation is amended.

Pictures Sets the monitor size that your presentation will be optimised for.

Encoding Sets the language code that your presentation will be saved in, dictating the charactersets that will be displayed. This defaults to Western European for Windows.

Fonts Sets the default fonts for standard (proportional) and fixed-width characters on yourpage. This will not affect any formatted text on your slides, only additional text such ascomments and links.


77/93


78/93



Creating Themes

You can customise PowerPoint's default themes to hold your own choice of colours, fonts and effects.

To apply a theme to the presentation:

Click on the Design ribbon

Click on the drop-down arrow of the Themes button and choose the required theme

Themes can be customised if they don't follow the exact format that you require.

To change the colours of the theme:

Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme

To create a new colour scheme, click on the Create New Theme Colours option

Type a name for the new colour scheme in the Name box


79/93



Click on the drop-down arrow next to each theme colour and choose a new colour for thatelement. To enter a custom colour using RGB values, choose More Colours then the Customtab. Enter the RGB values in the Red, Green and Blue boxes, then click on OK

Click on Save when a

power point 2007 advanced

Documents