power point_2007

M O

D U

L E

1

DASH DESIGNS CONSULTING

Technology Training and Consulting Services

Microsoft Microsoft

PowerPoint 2007PowerPoint 2007

Efficient Presentation Efficient Presentation

TechniquesTechniques

For For

PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

Microsoft PowerPoint 2007

Efficient Presentation Techniques

For

The Haas School of Business,

University of California

Copyrights and Trademarks

2007, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903

email: [email protected]

web site: www.dashdesignsconsulting.com fax (415) 491-1490

Any mention or use of Microsoft®, University of California, or any

third party products is hereby acknowledged by Dash Designs

Consulting to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned

Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this

training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author.

Revised: July 18, 2007


Table of Contents

Overview of PowerPoint 2007 ................................... 2

Creating a Presentation

Starting a Presentation .................................... 12

Adding New Slides .......................................... 14

Inserting Images ............................................ 20

Applying Design Themes .................................. 24

Exploring PowerPoint 2007 Views

Normal View .................................................. 28

Notes Pages ................................................... 30

Slide Sorter.................................................... 32

Outline View .................................................. 34

Working With Text In PowerPoint 2007

Formatting Text .............................................. 38

Customizing Bullet Lists ................................... 42

Applying Line Spacing ..................................... 50

Copy and Paste Techniques .............................. 52

Use Find and Replace ...................................... 51

Proofing The Presentation ................................ 56

Creating Tables in PowerPoint 2007 ................... 60

Printing Presentations ................................... 62

Addendum ........................................................... 74


Reference Presentation: UC PowerPoint 2007-New Products Division.pptx

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PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1

1 MMICROSOFTICROSOFT

PPOWEROWERPPOINTOINT 2007 2007

EEFFICIENTFFICIENT PPRESENTATIONRESENTATION

TTECHNIQUESECHNIQUES

FFOROR

Jerry Maletsky

Dash Designs Consulting

Technology Training And Consulting

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POWERPOINT 2007 INTERFACE

Normal View

Microsoft Office Button

View Buttons and Zoom Slider

Ruler

Ribbon Commands

1 Overview Of PowerPoint 2007

Overview Of PowerPoint 2007

Quick Access Toolbar

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OFFICE 2007 QUICK ACCESS TOOLBAR

Quick Access Toolbar

Quick Access Customize Button

More Commands—Additional Commands That Can Be Added to the Quick Access toolbar

Customize Quick Access Toolbar Dialog Box

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POWERPOINT 2007 COMMAND RIBBONS

Home Tab

Insert Tab

Design Tab

Animations Tab


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POWERPOINT 2007 COMMAND RIBBONS

Slide Show Tab

Review Tab

View Tab


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HOW TO GET HELP If you need help during your Microsoft PowerPoint session, simply press

the <F1> key. The Question Mark icon will also activate the Help system. If you are in a Dialog Box, PowerPoint will display the help

screen for that specific command or dialog box.

1

Help Button in Main Power-Point Screen

Help Button in Dialog Box


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Microsoft PowerPoint Help System

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HOW TO GET HELP


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OPEN A POWERPOINT 2007 PRESENTATION

You can open an existing PowerPoint presentation through the Microsoft

Office Button: Open command.

In addition, you can access a file using the Recent Files list on the right

side of the Office Button menu.

Steps:

Click Office Button menu: Open command

-- Or --

Click the Filename from the Recent Documents list

Navigate to the appropriate drive and folder

Double-Click the file to open it

1 Reference File: New Products Division.pptx

Recent Documents List


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OPEN A POWERPOINT PRESENTATION

1

Open File Dialog Box


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NAVIGATING A POWERPOINT PRESENTATION

You can navigate a PowerPoint presentation using a variety of different

mouse and keyboard methods.

Method Action

Ctrl+Home Moves to the First Slide

Ctrl+End Moves to the Last Slide

Page Down Moves to the Next Slide

Page Up Moves to the Previous Slide

Keyboard Methods

Previous Slide

Next Slide

Drag Scroll Box To Change Slides

Lower Right of Screen

Mouse Methods


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NAVIGATING A POWERPOINT PRESENTATION

You can also use the Slides tab to navigate to a specific slide


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Creating A Presentation 2

STARTING A PRESENTATION IN POWERPOINT 2007

You can start a new presentation through the Office Button: New

command.

You can start with a Blank Presentation, Installed Templates,

Installed Themes, or Templates From Microsoft Online. Design

Themes apply color and graphics to a presentation. They give your

presentation a consistent and professional look.

Choosing New From Existing... opens a copy of an existing presentation.

Changes made to this new presentation do not effect the original file.

Steps:

Click Office Button: New command

Click an option under Templates

Blank And Recent

Installed Templates

My Templates

New From Existing

Microsoft Office Online

Reference File: Start New Blank Presentation

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2 Creating A Presentation

STARTING A PRESENTATION IN POWERPOINT 2007

Microsoft Office Online Templates in the New Presentation Dialog Box

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ADDING NEW SLIDES

Every slide you create is based on a slide layout. There are a variety of

slide layouts that contain text or graphics and combinations of both.

A slide layout is a “template” for a slide with placeholders to place text,

charts, and graphics on a slide. It’s important to remember that a slide

layout, although it contains specific placeholders, can be customized to fit

your specific needs. That is, placeholders can be moved, sized, as well as deleted from a particular slide.

When you start a presentation, the default starting slide is the Title

layout. The Slide Layout Task Pane allows you to select the layout you want to use. You can change the layout of a slide at any time.


Steps:

On the Home Tab, do one of the following:

Click the Top of the New Slide command

(This will insert a new slide automatically)

Click the Bottom of the New Slide command (This will

open a gallery of slide layout

choices)

Click in the proper placeholder and

fill in your content

-Or-

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ADDING NEW SLIDES

Types of PowerPoint 2007 Slide Layouts


Slide Layout Contains

Title Slide Placeholders to enter a Title and Subtitle

Title and Content Placeholders to enter a Title and either Text

(i.e. bullet items) or Graphic Content (i.e. Charts, Images)

Section Header Placeholders to enter a Title and Text for a

different area of the presentation

Two Content Placeholders to enter a Title and Two

Content Areas such as a Bullet List and a Chart

Comparison Similar to Two Content Layout but with place-

holders for Subtitles for each content area

Title Only Placeholder for Title only

Blank A Slide layout without any placeholders

Content With Caption 3 Placeholders… Title, Subtitle, Text, and

Content

Picture With Caption Placeholders for Graphic Content and Caption

text box

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ADDING NEW SLIDES


New Slide Layout Gallery

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ADDING NEW SLIDES

Examples of PowerPoint 2007 Slide Layouts


Two Content Slide Layout Title and Content Slide Layout

Content With Caption Slide Layout Section Header Slide Layout

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USING THE AUTOFIT SMART TAG Microsoft Office uses a variety of icons called Smart Tags. They offer

additional options as you work in all the Office programs. One of the PowerPoint smart tags is the AutoFit tag. It “pops up” automatically

when you enter text into a placeholder (i.e., a Sub-Title) and the text is

larger than the boundary of that placeholder. By default, PowerPoint

will shrink the text to fit the boundary. PowerPoint does offer you an option to revert back to the original text size in the AutoFit Smart Tag.

The Control AutoCorrect Options command opens a dialog box that allows you to permanently turn off the AutoFit option. Just uncheck either of both of the AutoFit check boxes.


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Practice Exercise:

1. Click Office Button: New menu command

2. Select Blank Presentation

3. Create the following Slides

STARTING A NEW PRESENTATION

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INSERTING IMAGES

You can insert photos as well as clipart images onto a slide. You can use a

pre-defined slide layout such as the Title And Content layout. You can also insert images onto any slide with or without a “content” placeholder.

Steps:

Click the Picture or ClipArt icon in the “Content” place-

holder

— OR —

Click Insert Tab: Picture: (or ClipArt) command

Browse to the folder that contains the picture

Select the Picture or ClipArt

Click OK


Picture Button ClipArt Button

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Insert Tab: Picture dialog box

Picture inserted onto a slide


INSERTING IMAGES

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Picture Tools, Format Tab, Picture Style

Gallery

POWERPOINT 2007 IMAGE FORMATTING GALLERY

PowerPoint 2007 includes several new image formatting tools. These include the

Picture Styles gallery in the Picture Tools group. This gallery provides some high quality image presentation formatting such as beveled edges, rotation, and

shadows. As with other Office 2007 programs, additional command ribbons

(such as Picture Tools) display when that type of object is selected.


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Before Applying Picture Style

POWERPOINT 2007 IMAGE FORMATTING GALLERY


After Applying

Picture Style

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APPLYING DESIGN THEMES

PowerPoint includes a group of design templates, called Themes, that can

be used to automatically format a presentation with background graphics and colors, coordinated fonts, text colors and sizes, fill colors, as well as

customized bullets and master slides. Themes are applied from the

Themes Gallery in the Design Tab. Themes can be applied to all slides

or selected slides only. This makes for a very efficient method of customizing presentations. Design Themes can also be applied from

existing presentations so that if you or a colleague have created a

presentation, it can be used as the basis for the formatting of a new presentation.

Steps:

Click Design Tab

Click to Open the Theme Gallery

Select one of the Themes to apply


Themes Gallery

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APPLYING DESIGN THEMES

Before Applying A Design Theme

After Applying A Design Theme


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SAVING PRESENTATIONS

Just as with all programs, the first time you save your presentation, you

can use the Save or the Save As commands. After the file has been saved, future updates can be accomplished efficiently with the Save

command.

It is important to note that, as do all the Microsoft Office programs,

PowerPoint 2007 has a feature called AutoRecover that saves your presentation automatically. It is set to activate every 10 minutes. This

will help prevent accidental loss of a majority of your work. It is just as

important to remember to save your presentation as often as you can.

Remember: Save Early! Save Often!

Steps:

Click Office Button: Save (or Save As) command

Type the appropriate filename

Navigate to the appropriate drive and folder (if necessary)

Click Save


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Great Tip!

SAVING PRESENTATIONS

It is important to note that Office 2007 uses a new file format for its files.

The new format is called XML (Xtensible Markup Language) which is a web-based format that should provide some benefits to users. These

include smaller file sizes, more compatibility with other operating system

platforms, and being more recoverable from file corruptions.

Office 2007 files are not directly compatible with older versions. That means these files may not be readable in older versions. However,

one of the options that Office 2007 provides is the ability to save the file

as a “97-2003” file format. There will be some features and formatting from the 2007 version that will not be able to be edited in the older

versions.

Former versions of PowerPoint applied a .ppt extension to its files. PowerPoint 2007 applies an extension of .pptx.

Save As - PowerPoint Presenta-tion is the 2007 file format

Save As - PowerPoint 97-2003 Presentation is the older file format

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NORMAL VIEW There are several views in which to work in PowerPoint. Each view allows

you to perform some specific work. The primary view in PowerPoint is the Normal View. It actually contains several views but its primary purpose

is to allow you to create and work on the detail of a slide.

The Normal View allows you to access the Notes Pages view as well as

the Outline view and the Slide Tab view. As discussed previously, the Slide Tab view provides an efficient method of navigating between slides.

Each pane can be adjusted in size by dragging the edge of the pane

window with your mouse.

Other views such as Slide Sorter view and Slide Show view can be

accessed through the View menu or by clicking the View Buttons on the

bottom left of the screen. All these views are discussed in upcoming pages.

The Outline and Slides tabs change to display an

icon when the pane becomes narrow, and, if you only want to see the current slide in the window as you edit, you can close the tabs with a Close box in the right corner.

Great Tip!

PowerPoint View Tab

Adjust area with your

3 Reference File: New Employee Orientation.pptx

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Normal View Slide Sorter View

Slide Show View

NORMAL VIEW

Area can be adjusted by dragging the splitter bars that border the panes.

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NOTES PAGES VIEW Notes Pages View, also known as Speaker Notes, allows you to add

notes that can be used by the presenter during the presentation. This is an excellent method to remind the presenter of important items to discuss

during the presentation that are not displayed on the slides. They can

also be used as handouts to the audience, if preferred.

You can format the text in Note Pages view just as you would text in the slide. PowerPoint also allows you to print the slides with their notes. It is

important to note that you can only view the actual formatted text

when you print or preview your presentation.

In addition, you can display the notes during the slide show.


Steps:

Click into the Notes Pages pane

Adjust the size of the Notes Pages pane as needed using the

Splitter Bar

Type the preferred content

Select the text and format as preferred (i.e., font size, bul-

lets, etc.)

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Notes Pages Area in Normal View

Notes Pages Printed

You will not see

the actual formatting (font,

bullets, etc.) of

the notes until

you print or preview the slide.

They will display

in the Notes Pages window as

plain text.

If you wish to see the actual

formatting switch

the screen to

View menu: Notes Pages

Great Tip!


NOTES PAGES VIEW

Adjust the size of the Notes Pages pane with

the Splitter Bar

View Tab: Notes Pages

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SLIDE SORTER VIEW Slide Sorter view provides some key “file management” options that you can’t

perform in the other views as efficiently.

They include:

Re-Arrange Slides

Duplicate Slides

Delete Slides

Hide Slides (Hidden Slides do not show in a Slide Show or Print)

Copy Slides From Other Presentations

Set Slide Show Effects

Time Your Presentation


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Steps:

To Re-Arrange the Order of the Slides

Drag Slides to new location between slides

To Duplicate Slides

Click on the slide

Press <Ctrl+D> (shortcut key to duplicate a slide)

To Delete Slides (You can undo the deletion of a slide)

Click on the slide

Press the <Del> key

To Hide Slides (Same command to Un-Hide Slides)

Click on the slide

Click the Slide Show Tab: Hide Slide command

To Copy Slides From Another Presentation

Open the other presentation and switch to Slide Sorter View

Select the Slides you want to copy

(use the Shift key or the Control key for multiple slides)

Click Edit menu: Copy (or the Copy toolbar button)

Switch to the original presentation and

Click where you want to place the slide(s)

Click Edit menu: Paste (or the Paste toolbar button)

To Set Slide Show Effects

Select the Slide(s)

Click the Animations Tab: Transitions To This

Slide command

Select the transition you prefer

To Time Your Presentation

Click the Slide Show Tab: Rehearse Timings command

The Slide Show will begin to run

As you practice your presentation, PowerPoint will record how much

time each slide was on the screen

At end of presentation the timings can be assigned to the slides

You can then run the slide show automatically from those timings


3

SLIDE SORTER VIEW

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OUTLINE VIEW Outline View allows you to edit the text of the presentation in a “text

only” environment. Without the graphics of the slide, it provides a more efficient method of editing the text. The Outline View is an excellent

method to create your presentation.

In addition, you can print the Outline View of your presentation.


3 Reference File: New Employee Orientation.ppt

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OUTLINE VIEW

Steps:

To Demote or Promote A Bullet

Click on the line in the Outline panel

Click Decrease or Increase List Level Buttons on Home Tab

Right-Click on the line and select Demote or Promote command

To Re-Arrange the Order of the Bullets On A Slide

Click on the line in the Outline panel you want to move

Right-Click on the line and select Move Up or Move Down

To Hide or Show the Detail of a Slide

Click on the title of a slide in the Outline View panel

Right-Click on the line and select Collapse or Expand

To Hide or Show the Detail of All the Slides

Click on the title of a slide in the Outline View panel

Right-Click on the line and select Collapse All or Expand All

3

-Or -

Right-Click Menu In Outline View

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Steps:

Click into the Outline View panel

Type your text

Press the <Enter> key

If the next line needs to be Promoted, press <Shift+Tab>

key

If the next line needs to be Demoted, press <Tab> key

If a new slide is preferred, press <Control+Enter>

Repeat the previous 3 steps as needed

Great Tip!

CREATING A PRESENTATION IN OUTLINE VIEW



One of the more efficient methods of creating a presentation is by using

the Outline View. In this view, the user can enter the text content of the presentation without have to interact with the mouse. As the user types

the text it appears on the slide as well as in the Outline View. Just by us-

ing the keyboard, new lines can be created, demoting and promoting of

bullets can be performed, and new slides can be started.

It is important to note that any or all of the text and levels can be

changed at any time in the future.

Outline View Keystrokes Purpose

Enter Creates New Line

Control + Enter Creates New Slide

Tab Demotes Line 1 Level

Shift + Tab Promotes Line 1 Level

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OUTLINE VIEW

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Working With Text in PowerPoint 2007 4

FORMATTING TEXT AND PARAGRAPHS

PowerPoint 2007 includes a variety of ways to quickly and professionally

format text in a presentation. There are formatting options on the Home Tab including font, size, font style, shadowing, embossing, text color,

bullets, alignment, line spacing, indenting, and setting tabs.

The Format Tab under the Drawing Group contain commands for

applying formatting styles to text and paragraphs. These commands include Shape Styles and WordArt Styles.

Reference File: New Employee Orientation.pptx

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4 Working With Text in PowerPoint 2007

SELECTING TEXT IN “TEXT MODE” OR “GRAPHIC MODE”

In PowerPoint, all elements are considered graphic objects. Text

however, can be formatted in Text mode or Graphic mode. In “Text mode,” just the text you have selected will be effected by the formatting

you apply. In “Graphic mode,” all the text within the placeholder will be

effected by the formatting you apply.

In “Text mode,” you will see a text cursor (blinking bar) within the placeholder you have activated. The border of the placeholder will appear

as dashed lines.

In “Graphic mode,” no cursor will be visible. The border of the placeholder will appear as a solid border.

One method to enter the Graphics mode in a text placeholder is to click

into it and press the <Esc> key.

Placeholder in Text Mode

Placeholder in Graphic Mode

Text Mode: Border is made

up of dashes. Cursor is visible in placeholder. Only the selected text will be effected by formatting changes.

Graphic Mode: Border is solid.

Cursor is not visible in placeholder. All the text will be effected by formatting changes.

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Font Group :Dialog Box

Steps:

Select the text (or Select the Placeholder in Graphic mode)

Click Home Tab: Font Group dialog box launcher

(or click the appropriate button in the Font Group)

Select the appropriate options

Click OK

FORMATTING TEXT The Home Tab: Font Group contains text attribute options. These

include Font, Style, Size, Effects, and Color.

You can also set font attributes by using the dialog box options. The

dialog box can be opened by clicking the bottom right corner of the group.

Remember if you want to apply the formatting to the entire text placeholder, you must select the placeholder in graphic mode.

Great Tip!

Working With Text in PowerPoint 2007

4

Dialog Box Launcher

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CHANGING CASE OF TEXT Text can be displayed in UPPERCASE or lowercase. Sometimes while

entering text on to a slide, you might accidentally mistype the case. Instead of deleting and re-typing the text, the Home Tab: Font Group:

Change Case command provides you with options to change the case to

one that you prefer. These include the following:

Case Result

Sentence case This is text in sentence case

UPPERCASE THIS IS TEXT IN UPPERCASE

lowercase this is text in lowercase

Capitalize Each Word This Is Text In Title Case

Steps:

Select the text (or Select the Placeholder in Graphic mode)

Click Home Tab: Font Group: Change Case command

Select the appropriate option

Click OK

Microsoft Word has the same command!

Great Tip!


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Great Tip!

FORMATTING BULLETS / NUMBERING Each Design Theme decides what bullets are displayed on a slide. You

can turn bullets on or off with the Bullets command button.

You can change bullets by using the Home Tab: Bullets (or Numbering)

command. Within the dialog box you can use the Picture button to use ClipArt images or the Customize button to use graphic bullets based

on fonts (i.e., Wingdings) as bullets.

Remember if you want to apply the formatting to the entire text placeholder, you must select the placeholder

in graphic mode.

Great Tip!

4

Note:

If you want to change the bullets for the entire presentation, you need to do

so in the Master View.


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FORMATTING BULLETS / NUMBERING

Bullets Picture dialog

box. ClipArt images that can be used as bullets.

Bullet Customize dialog box. Bullets are based on Fonts such as Wingdings.


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SETTING INDENTS ON A SLIDE Setting indents allows you to customize how paragraphs are placed within

a placeholder. There are three types of indents. They are the First Line Indent, Hanging Indent, and Left Indent. The indents are

represented on the ruler as small “triangular” shapes. To set indents,

simply drag the appropriate indent marker across the ruler.

Note: You must be in “Text mode” to activate the indent markers. All of the text within that placeholder must be selected to be effected by moving

the indent markers across the ruler. Also, the ruler needs to be

“turned on.” This is done by activating the View Tab: Ruler Checkbox.

PowerPoint Ruler First Line Indent Marker

Hanging Indent Marker Left Indent Marker

Great Tip!

Note: there will be a set of indent

markers for each bullet level that is used in the text placeholder. There can be up

to 5 levels of

bullets in PowerPoint.

Great Tip!


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Indent Marker Results

Now is the time for all good

paragraphs to be indented.

Now is the time for all

good paragraphs to be

indented.


paragraphs to be

indented.



indented.



indented.

SETTING INDENTS ON A SLIDE

Steps:

Click into the text placeholder

Click and Drag the appropriate indent marker to the loca-

tion on the ruler

1st Line Indent

Hanging Indent

Full Left Indent

No Indent


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APPLYING TABS ON A SLIDE Setting tabs allows you to create custom spaced lists on a slide. There

are four types of tabs. They are the Left Aligned, Right Aligned, Centered Aligned, and Decimal tabs. The tabs are placed from the

Tab box at the far left of the ruler.

Note: You must be in “Text mode” to activate the indent markers. All of

the text within that placeholder must be selected to be effected by moving

the indent markers across the ruler. Also, the ruler needs to be

“turned on.” This is done by activating the View Tab: Ruler Checkbox.

Tabs Set On A PowerPoint Slide

Great Tip!


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Steps:

Click into the text placeholder

Click into the Tab Box until the preferred tab is visible

Click onto the Ruler at the measurement in which you want to

place that tab

Repeat the process until all the tabs are placed

APPLYING TABS ON A SLIDE

Steps:

Click onto the tab you want to move

Drag the tab horizontally across the ruler to move the location setting

To Change the Location of a Tab

Steps:

Click onto the tab you want to delete

Drag the tab vertically down from the ruler to delete it

To Delete a Tab

To Place a Tab

Examples of Tab Settings

Cat Cat Cat 123.45

Dog Dog Dog 1025.65

Horse Horse Horse 1.85

Left Right Center

Decimal


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ALIGNING TEXT The Home Tab: Paragraph Group: Alignment command contains

attributes to align paragraphs. These include Align Left, Center, Align Right, and Justify.

Alignment Command Buttons in the Paragraph Group

Steps:

Select the text (or Select the placeholder in Graphics mode)

Click Home Tab: Paragraph Group: Alignment command

Select the appropriate option


Paragraph Group Dialog Box

Paragraph Dialog Box Launcher

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REPLACING PRESENTATION FONTS

The Home Tab: Editing Group: Clear command: Replace Fonts

option allows you to “globally” change the fonts in the presentation.

Steps:

Click on any slide in the presentation

Click Home Tab: Editing Group: Replace: Replace Fonts

Select the current font (if necessary) you want to replace

Select the new font you want to display in your presentation

Click Replace


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CHANGING THE LINE SPACING An important aspect of designing presentations is to have enough

balanced “empty space” in your presentation. This aids the viewers in reading the content on the screen. PowerPoint provides you with Line

Spacing options.

The options include Line Spacing, Before Paragraph, and After

Paragraph.

Steps:

Click into the text placeholder (or Select the placeholder in

Graphics mode)

Click Home Tab: Paragraph Group: Line Spacing button

Select the appropriate options from list or click line Spacing

Options

Click OK


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Line Spacing Option Result

Line Spacing Now is the time for all good

paragraphs to have line spacing so

that text becomes easier to view.

Before Paragraph Now is the time for all good

paragraphs to have line spacing so that text becomes easier to view.




After Paragraph Now is the time for all good

paragraphs to have line spacing so that text becomes easier to view.




CHANGING THE LINE SPACING

(Extra spacing appears between each line in a paragraph)

(Extra spacing appears at the top of each paragraph)

(Extra spacing appears at the end of each paragraph)


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COPY AND MOVE TEXT Microsoft Windows provides you with several methods of copying or

moving text. These methods include Copy and Paste, Cut and Paste, as well as the Drag-and-Drop method.

You can also set font attributes by using the appropriate toolbar buttons.

Steps:

Select the text or graphic object

Choose Home Tab: Clipboard Group: Copy

-- OR --

Choose Home Tab: Clipboard Group: Cut (move)

Click onto the presentation where you want to paste

Click Home Tab: Clipboard Group: Paste command


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Dragging text to move to another location

USING DRAG-AND-DROP TO COPY OR MOVE TEXT

A shortcut to copying or moving text is to “drag” the selection to a new

location on the slide.

Drag-And-Drop is very efficient when moving or copying text to another

location on the same slide. When copying or moving text to another slide,

the Copy or Cut command is preferable.

Moving the selection is accomplished simply by dragging it. Copying the selection is done by holding the Control key and dragging . Remember,

when you are holding a key down while “mousing,” always

release the mouse first and then the keyboard.

Steps:

Select the text or graphic object

To Move the selection, drag to another location on the

slide

-- OR --

To Copy the selection, hold the <Ctrl> key and drag to an-

other location on the slide

Ctrl+Dragging text to copy to another location

Great Tip!

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FINDING AND REPLACING TEXT

If you need to find and/or replace text in a presentation, the most efficient

method could be the Home Tab: Editing Group: Find Command or Replace command. In this way, you could replace several occurrences of

text in a presentation at one time.

Home Tab: Editing Group: Find Command


Home Tab: Editing Group: Replace Command

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Great Tip!

USING THE FORMAT PAINTER TO COPY FORMATTING

The Format Painter button allows you to copy formatting

from one object to another. This includes font formatting, cell formatting, and graphic formatting such as fill color.

Steps:

Click the object whose formatting you wish to copy

Click the Home Tab: Clipboard Group: Format

Painter command

Click the object to which you want to copy the formatting

If you wish to apply that formatting to several objects,

double-click the Format Painter toolbar button instead of

single-clicking. Then turn off the button when you complete

the process

This command is available in all of the Microsoft Office

applications.

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CHECKING THE SPELLING OF A PRESENTATION

All Microsoft Office products, including PowerPoint, check your spelling as

you work, by default. When a word is not recognized or misspelled, a red wavy line will appear below the text. You can spell check the text right

then by right-clicking on the selection and using the spell checking menu

that appears.

You can also spell check your entire presentation by using the Spell Check command that can be found on Review Tab: Proofing

Group.

Wavy-Lined misspelled word on a slide


Spell Check Dialog Box

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Steps:

Click anywhere in the presentation

Click the Review Tab: Proofing Group: Spell Check command

Click the appropriate button...

Ignore Ignore this occurrence or the word and leave as is Ignore All Ignore all occurrences and leave as is Change Change this occurrence to one of the suggested corrections Change All Change all occurrences to one of the suggested corrections Add Leave this occurrence and add the word to the dictionary

Suggest Suggest some words to replace selection (this option is on by default) AutoCorrect Add this word to the AutoCorrect options list

Repeat the process until the Spell Check is complete

To Spell Check the entire presentation

CHECKING THE SPELLING OF A PRESENTATION

Steps:

Right-Click the Red-Wavy lined word

In the short-cut menu, click the appropriate option

Suggestions Choose one of the suggested corrections Ignore All Ignore all occurrences and leave as is

Add Leave this occurrence and add the word to the dictionary Spelling Activate the Spell Check dialog box

Repeat the process until the Spell Check is complete

To Spell Check As You Type


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USING AUTOCORRECT IN PRESENTATIONS

PowerPoint automatically fixes commonly misspelled words as you type.

Each time you press the Space Bar, the AutoCorrect feature checks the entered text in its list and fixes the “typo” instantly.

You can enter additional words to the AutoCorrect list. The AutoCorrect

feature is also an excellent method to insert repetitive text entries while

only having to type few characters.

The Office Button menu: PowerPoint Options button displays the

options dialog box. In the Proofing Category is AutoCorrect Options.

Steps:

Click Office Button menu: PowerPoint Options button

Click the Proofing Category (on the left side)

Click the AutoCorrect Options button (on the right side)

Click into the Replace Box and enter the “typo” or “shortcut”

Click into the With Box and enter the properly spelled word(s)

Click the Add button, and then click the OK button

Great Tip!


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USING AUTOCORRECT IN PRESENTATIONS

LOOKING FOR SYNONYMS IN PRESENTATIONS

Right-click on preferred text Select Synonyms Choose an option or click The-

saurus to see more options

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5 Creating Tables in PowerPoint 2007

CREATING POWERPOINT 2007 TABLES

In PowerPoint 2007, tables allow the presentation of data in an organized

and professional format. Any of the Content type slide layouts can be used to create a table.

Steps:

Click the Home Tab: Slides Group: New Slide button

Select the preferred layout from the gallery

To start the table, click the icon representing a Table

In the Insert Table box, enter the number of columns and rows

you with which you want to start the table

Enter your content into each cell, pressing Tab to move to the next

cell

If you press Tab in the last cell of the table, a new row will

appear

Reference File: New Employee Orientation.ppt

Insert Table button

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5 Creating PowerPoint 2007 Tables

USING THE TABLE SLIDE LAYOUT

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Printing in PowerPoint 2007

PRINTING OPTIONS IN POWERPOINT 2007 PowerPoint provides a variety of options when printing your presentation.

These options include different printing in a specific view, framing slides, black and white, and the number of copies. The print command resides in

the Microsoft Office Button.

PowerPoint provides a Print Preview screen as well as a Page Setup

dialog box to make some custom settings to your presentation. In addition, you can create Footers on your slides in the Header and Footer

dialog box.

The different views include:

Slide

Note Pages

Handouts

Outline

PAGE SETUP DIALOG BOX

Options Include:

Slides Sized For (setting the overall size of the page)

Width and Height (setting the margin area)

Number Slides From (setting the starting page number)

Orientation (setting the orientation of the available print options)


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PRINTING OPTIONS IN POWERPOINT 2007

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PREVIEWING SLIDES IN POWERPOINT 2007

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PREVIEWING SLIDES IN POWERPOINT 2007

Options Button in Print Preview

Print What Options in Print Preview

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6 Printing in PowerPoint 2007

COLOR/GRAYSCALE VIEW The Color/Grayscale view provides a way to control how your

presentation will print in black and white. In this view, you can preview how your presentation will print from a black and white printer, as well as

customize the “grayscale” level of the presentation.

The Color/Grayscale Setting menu provides a list of options to choose

the level of grayscale applied to the presentation.

It’s important to note that not every option will be effective in the

presentation. Some options will not have any effect, while some might

not have an effective result.

Great Tip!

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COLOR/GRAYSCALE VIEW

Slide In Normal Color

Slide In Pure Black and White View

Slide In Color/

Grayscale View With Light

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PRINTING HANDOUTS One of the options PowerPoint offers in printing is handouts. The options

for this view include the following:

Handouts (1 per page)






These options can be set in the Print Preview screen or the Print dialog box.


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INSERT HEADERS AND FOOTERS You can create Footers for the slides in the View menu: Header and

Footer command. PowerPoint does not allow for Headers in a presentation. The Footer can include the Date, the Slide Number,

and some Custom Text. Use the Master View if you want to

format the Footer.

You can also add both Headers and Footers to the Notes Pages, Handouts, and Outline views for printing.


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PRINTING NOTES PAGES

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PRINTING OUTLINE PAGES

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INSERT HEADERS AND FOOTERS

Slide With Footer

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POWERPOINT PRINT DIALOG BOX

File menu: Print Dialog box


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7

POWERPOINT GLOSSARY

PowerPoint Term

Description

Presentation PowerPoint file

Slide PowerPoint page

Layout The makeup of a slide. Every slide is based on a

layout.

Placeholder A pre-set boundary to contain Titles, Text, or

Graphic objects. Placeholders can be moved, sized, and formatted.

Design Template PowerPoint file that contains color, formatting, and

graphics. Design Templates give a presentation a consistent and professional look.

Slide Show The animated part of PowerPoint. Slides are

displayed in their full size on the screen. Special effects (animations) can be added to the slides and/

or elements on a slide.

Slide Master The slide master is an element of the design

template that stores information about the template, including font styles, placeholder sizes and positions,

background design, and color schemes

The slide master's purpose is to let you make a

global change — such as replacing the font style — and have that change reflected on all the slides in

your presentation.

Office Clipboard The Microsoft Office Clipboard allows you to collect

up to 24 text and graphic items from any Office documents or other programs and then paste them

Drag-And-Drop Windows shortcut process to move or copy text or

graphics. This is accomplished by selecting the item and dragging it with your mouse. The Control key

Addendum

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POWERPOINT USES

Visual Presentation

Printed Report

Report Cover

Graphs

Handouts

Speaker Notes

35mm Slides

POWERPOINT VIEWS

Normal

Outline

Slide Sorter

Notes Pages

Slide Show

Master

Color/Grayscale

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IMPROVING SLIDE SHOW PERFORMANCE There are several methods you can instigate in order to improve slide show performance . They include:

Screen Resolution Change the settings to 640x480. Use Slide

Show menu: Set Up Show command

Color Depth Set the color range to 16 bit. Use Control Panel

Reduce Animations Reduce the number of animations applied to

slides

Speed Up Animations Don’t use By-Word or By-Letter animations

Constrain Animations Don’t use animations that include fading, rotating,

or scaling

Reduce Picture Size Reduce picture sizes that have animations

Restrict Color Fill Don’t use gradients, use solid colors

Plan Your Presentation

Use Company Standards and Practices

Balance The “Empty Space”

Make Bullets “Short” And “To the Point”

Don’t Use Too Many Fonts

Use Readable Font Sizes

Use Consistent Formatting On All Slides

Keep “Special Effects” To A Minimum

PRESENTATION GUIDELINES

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Addendum

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power point_2007

Education

dash designs consulting

extra spacing appears

microsoft office button

office button menu

outline view panel

notes pages pane

click office button

set font attributes