tips and tricks how to use powerpoint - pumps, … access toolbar slide pane separators view icons...

Tips and Tricks How to Use PowerPointHelpful Tips and Tricks for Using PowerPoint

22

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface

− The PowerPoint Application Window

− Using the Menus

Basic Functions for Working with Presentations

− Editing and Customizing the Toolbars

− Working with Slides

− Inserting Icons and Special Characters

− Working with AutoShapes

− Connectors

− Editable Points

− Basic Functions for Editing Objects

− Undoing Actions

− Useful Shortcuts

− Useful Key Combinations

Working with Text

− Inserting Text Boxes

− Editing Text Boxes

− Special Text Entry Features

− Options for Inserting Text

− Working with Bullet Points

Charts

Pictures and Clip Arts

Tables

Slide Shows

Printing

Tips for Creating Presentations

33The User InterfaceThe PowerPoint Application Window

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Note

To the table of contents

The Application Window When you launch the program, you are taken to the PowerPoint application window. This contains both PowerPoint-specific elements and standard Windows elements.

Depending on the selected installation of PowerPoint and any settings that have already been changed in PowerPoint, the application window can differ from the figure shown here.

Only the basic functions and icons are displayed by default in your PowerPoint application window.

If icons or toolbars you need are not displayed, you can add them to your PowerPoint application window yourself.

For more information, see Section 2 - Editing and Customizing the Toolbars (slide 11).

File button

Ribbon

Outline,Miniature View,

Slide Sorter

Quick access toolbar

Slide pane

SeparatorsView icons

Notes pane

Ribbon tabs

Group

Minimize, Restore Down/Maximize, and

Close buttons

Zoom slider control


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Title bar The title bar contains the name of the program and presentation as well as the standard Windows buttons Minimize, Restore Down/Maximize, and Close.

Minimize button Minimizes the application window to the Windows taskbar.

Full-, Partial Screen Display You use these buttons to switch between the full-screen display and a smaller window.

Close button Closes the window or program.

Ribbon Display Options Here you can automatically blend out the ribbon display out and tabs and commands are shown

Scroll bar You use this element to scroll within presentations.

Slide pane You can edit the slide in this area. The slide is displayed here exactly as it will appear later on when it is presented or printed.

Office button You can use the File button to access the basic commands for creating, saving and printing files.

Quick access toolbar Here you can quickly perform frequently used commands by clicking the relevant icon. The selection of commands shown in the quick access toolbar can be customised individually (see also Setting Up the Quick Access Toolbar on page 11).

Ribbon Almost all of the program commands can be accessed via the ribbon.The ribbon is divided into various tabs, each containing the most important commands for performing a certain task.

Notes pane You use this area to enter notes for your presentation. These notes do not appear on the slide.You can display the notes pane using the separators (see page 3.

1


General Screen Elements

Overview of PowerPoint-Specific Screen Elements (1/2)


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tabs In this clipping either the miniature slide view or the slide sorter view is shownYou can change from one view to the other with the

window control „Normal“With the tab Slide Sorter you get an overview

of the number of slides of a presentation as well as an overview of designs and layouts The Miniature View is the folded Slide View The Outline tab displays all text information of

a presentation at a glance. This tab is therefore particularly useful for text and outline editing. You activate the relevant tab y clicking it

Status bar Here you receive the following detailsSlide 5 of 85: Current slide with indication of total number English (United Kingdom): As dictionary language English is selected If spelling errors were detected

View icons These icons allow you to switch quickly between the different views.You can switch to the most suitable view for the area of the presentation you

want to edit. The Normal View is activated by default.

Separators You can drag the vertical and horizontal separators to resize the notes pane and tab pages pane or display them if they are hidden.

Zoom slider control

By pulling the zoom slide control to the left or right, you can increase or decrease the size of the slide view.By clicking the icon, you adjust the slide to the current window.

Normal View Slide Sorter View

Slide Show (from current slide) or Shift+F5

2

1


Overview of PowerPoint-Specific Screen Elements (2/2)

Note You can define general program settings of PowerPoint in the PowerPoint Options

dialog box. The settings you specify here will apply to all of your future sessions in PowerPoint. You open the dialog box by clicking the Office button and then selecting the PowerPoint Options button that appears.

ReadingView

Slide Sorter

2

1

1

Outline

66The User InterfaceUsing the Menus

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

The Chart Tools Tab

1 2


Using the Ribbon The ribbon offers you access to most of the commands in PowerPoint, which you can

call via the elements there, for example, using the icons (or pushbuttons/command buttons).

The ribbon

The ribbon comprises various tabs, which contain the most important commands for certain tasks. For example, the elements contained on the Slide Show tab enable you to define the appearance or sequence of slides in a slide show.

The elements on a tab are arranged in groups, which provide the commands for performing a certain task. Many groups have the icon, which helps you to open a dialog box containing further commands.

For some special activities, for example, when editing charts, PowerPoint uses context tools , which provide additional tabs on the right-hand side of the ribbon.

Ribbon tabsof the multifunction

band

Group

12


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Note

Context menu: A menu that displays a list of commands related to a specific element. To display a context menu, click the element using the right-hand mouse button or press ⇑Shift+F10.

On the right picture area a menu with all options available will open automatically


Context Menu You open the context

menu by clicking the right-hand mouse button.

Depending on the area of the application window or slide in which you click the right-hand mouse button, the context menu contains different commands that are relevant for the current selection.

Examples of context menus For example, if you use the right-hand mouse button

to click an icon in the ribbon, you can add this icon to the quick access toolbar via the context menu that is displayed.

If you click an empty part of a slide using the right-hand mouse button, the context menu provides you with the most important commands that you can apply to this area.

If you call the context menu in a placeholder, PowerPoint assembles the most important commands that you can apply to the content of this place-holder. The Mini toolbar is also displayed, via which various formatting commands can quickly be selected.

For example, if you use the right-hand mouse button to click an object or image, a context menu also appears with further commands from which to select.

In addition on the right a menu with Text/Object/Picture will open, there you will find all other options


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Icon Name Function

AutoCorrect Options If PowerPoint has made automatic corrections to the text, you can use this smart tag to accept or reject the corrections.When you place the cursor on the word that has

been changed, a blue rectangle is displayed under the word that has been corrected automatically.When you place the cursor on the rectangle, the

smart tag appears.

Paste Options This smart tag appears as soon as you insert a copied or moved graphic or text on a slide.You can use the smart tag to define the settings, e.g. formatting,

to be applied to the object to be inserted.

AutoFit Options If you enter more text than can be displayed in a text box on a slide, PowerPoint adjusts the font size automatically to fit the box.You can use the smart tag that appears after the text has been

adjusted automatically to specify whether you want to accept the change. This function is deactivated in the KSB-Template

1

2

1

2

1


SmartTags Smart tags enable you to execute context-related commands quickly and control actions

carried out automatically by PowerPoint. Smart tags appear automatically on the slide in the form of arrows that you can click to

open a pull-down menu with context-related selection options.

Note Smart tags are visible on the screen only and do not appear on the printout.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

TabControl field

Input field

Radio button


Using Dialog Boxes You can confirm settings that you have made in a dialog box by choosing Apply or

Apply to All. The dialog box then closes. To close the dialog box without changing the settings, choose Cancel or press the Esc

key.

Settings are applied to all slides

Settings are applied to the current slide

only

1010

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


1111Basic Functions for Working with PresentationsEditing and Customizing the Toolbars

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

2


Customizing the Quick Access Toolbar You can customize the quick access toolbar to meet your individual requirements by

adding new elements (e.g. icons or buttons) or removing existing elements from the toolbar.

Adding Elements from Tabs to the Quick Access Toolbar On the relevant tab, use the right-hand mouse button to click the element that you wish

to include on the quick access toolbar. Select the Add to Quick Access Toolbar context menu item. The element is added on the right-hand side of the quick access toolbar.

Adding Elements to the Quick Access Toolbar Click the quick access toolbar with the right-hand mouse button and select the

Customize Quick Access Toolbar context menu item. The PowerPoint Options dialog box opens if the Customize category is activated.

Note

When additional tabs are displayed in the ribbon, the quick access toolbar is shortened. You can avoid this by relocating the quick access toolbar below the ribbon. This enables you to use the full width of the ribbon. To do this, click the quick access toolbar with the right-hand mouse button and select Show Quick Access Toolbar Below the Ribbon in the context menu.

Some elements, such as the Quick Print icon, can also be added to the quick access toolbar by clicking the arrow next to the toolbar and selecting the required element in the dropdown list.

Quick access toolbar

The ruler is activated under View.

1212Basic Functions for Working with PresentationsEditing and Customizing the Toolbars

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

2

1

2


2

On the left of the screen select the commands that you wish to have for quick access (or wish to remove).

Click Add or Remove. The selected commands appear on the right of the screen . You can use the arrows to change the order of the commands. Click Ok.

Removing Existing Elements from the Quick Access Toolbar Click the relevant element with the right-hand mouse button and select the Remove

from Quick Access Toolbar context menu item.

Customizing the Quick Access Toolbar

1313

Inserting slides – Method 2 On the left of the

application window, switch to the Slides tab if this has not been set, click in the outline view to normal slide

Click the tab pane with the right-hand mouse button between two slides and call the New Slide context menu item

or Use the left-hand mouse

button to click the tab pane below the slide after which you wish to add the new slide . A flashing line is displayed to indicate the insertion position of the new slide.

Confirm this by pressing Return.

The new slide is created at the insertion position.

Basic Functions for Working with PresentationsWorking with Slides

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

2

1

Insertion position for the

new slide


2

Inserting slides – Method 1 Select the Home tab and,

in the Slides group, click the area containing the New Slide icon.

or Shortcut: Ctrl+M

2

1

1414

Inserting Slides – Method 3 Choose View –

Presentation Views –Slide Sorter or the icon

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

Click the right-hand mouse button to open the context menu.

Choose Copy. Click the position in the

presentation to which you want to copy the slide.

A flashing line is displayed to indicate the insertion position.

Choose Paste from the context menu

or Shortcut: Ctrl+C (copy)

and Ctrl+V (paste)


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tip You may need to adjust the slide layout and/or design.

2

1

3


23

2

1

1515Basic Functions for Working with PresentationsWorking with Slides

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

2


Option 2:

Insertion position

1

2

Option 1:

4Insertion position3

Moving and Copying Slides on the Slides Tab – Method 1 Navigate to the Slides tab

page. If the tab page pane is

hidden, you can display it by choosing the icon.

Option 1: To move the slide, drag it to the required position with the left-hand mouse button held down or, if you want to copy the slide, press the Ctrl key while dragging the slide.

The insertion position is indicated by a line.

When you release the mouse button, the slide is inserted at the new position.

or Option 2: Press and hold

the right-hand mouse button and drag the miniature slide that you want to move or copy to the required position.


Release the mouse button, open the context menu, and choose Move or Copy.

1

2

4

3

1616

Moving and Copying Slides Using the Slide Sorter View – Method 2 Choose the icon under

the Slides tab page to switch to the Slide Sorter view.

Option 1: To move the slide, drag it to the required position with the left-hand mouse button held downor, if you want to copy the slide, press the Ctrl key while dragging the slide.


When you release the mouse button, the slide is inserted at the new position.

or Option 2: Press and hold

the right-hand mouse button and drag the miniature slide that you want to move or copy to the required position.


Release the mouse button, open the context menu, and choose Move or Copy.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Option 1:

1

4

3

4

Option 2:

Insertion position

Insertion position

2

3


2

1

2

1717Basic Functions for Working with PresentationsWorking with Slides

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017 Tip

Shortcuts:

Ctrl + C (Copy)

Ctrl + X (Cut)

Ctrl + V (Paste)

Tip

These functions can also be carried out by clicking the icons on the Home tab, in the Clipboard group.


2

Moving, Cutting, and Copying Slides Using the Shortcuts – Method 4 Select the slide that you

want to cut, move or copy and insert it at the required position.

You can do this on the Slides and Outline tabs or in the Slide Sorter View.

Tip In order to switch from Slide View to Slide Sorter View press

1

2

Moving Slides on the Outline Tab Page –Method 3 Navigate to the Outline tab

page. If the tab page pane is

hidden, you can display it by choosing the icon.

Select the title of the slide that you want to move by clicking on the box next to the slide number

With the mouse button held down, drag the slide icon to the new position. While you are dragging the slide, a horizontal line indicates the position at which the slide will be inserted if you release the mouse button.

1

2

1818

Inserting Special Characters The text box must be

active. Position the cursor at the

required insertion position in the text and, on the Insert tab, in the Textgroup, click the icon.

You can use the Fontdropdown list to choose the font for which the special characters are to be displayed.

Copy the special character to the text by double-clicking it or clicking it once and then choosing Insert.

Choose Cancel to hide the dialog box.

Basic Functions for Working with PresentationsInserting Icons and Special Characters

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

2

3

Tip

1

2

3


2

For quicker access, you can add the icon to the quick access toolbar.

If other icons you need are not shown, refer to the description of how to display them in Section 3 –Editing and Customisingthe Toolbars (page 11).

1919Basic Functions for Working with PresentationsWorking with AutoShapes

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Handle

Pivot

1


2

Basic Drawing Method On the Insert tab, in the Illustrations group, click the Shapes icon and select the

icon for the drawing object you require. The cursor changes to a crosshair symbol . Click the slide to insert the object you selected and resize it as required by dragging it. When you release the mouse button, the object appears as selected, i.e. its corners are

marked with white circles (handles). The Format tab, which provides you with various functions for editing drawing objects, is

also displayed .

You will also find the Shapes icon on the Home tab, in the Drawing group.

1


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Draw a square/ rectangle

If you drag the mouse diagonally, a rectangle is inserted. If you press the ⇑ Shift key at the same time, a square is inserted.

Drag

Draw an oval/ circle

If you drag the mouse diagonally, an oval is inserted. If you press the ⇑ Shift key at the same time, a circle is inserted.

Drag

Draw a line If you drag the mouse, a straight line is inserted. If you press the ⇑ Shift key at the same time, you can draw horizontal, vertical, or 45° lines.

Draw a zigzag line (choose freeform)

Place the cursor at the required starting position Without pressing the mouse button, move the

cursor to the position at which the line is to change direction, and click . Repeat this procedure as often as required. End

the zigzag line with a double-click. If you press and hold the ⇑ Shift key, you can

draw horizontal, vertical, or 45° lines.You can delete the last part of the zigzag line by

pressing the ← Backspace key as long as you have not completed the drawing.

12

34

5

1

2

Icon Name Comment Example

Draw a polygon (choose freeform)

Proceed as described for the zigzag line, but complete the polygon by clicking the start position.

Draw free hand

If you press and hold the mouse button when dragging the cursor, the cursor is displayed as a pen and you can draw the lines freehand. To create an enclosed freehand drawing, drag the

cursor back to the start position of the line.

Other geometric objects

The subfolder of the AutoShapes toolbar contains many other geometric shapes, arrows, stars and banners, interactive buttons, and so on.Here too, you can create even (geometric) objects

by pressing and holding the ⇑ Shift key.


2

Overview of AutoShapes


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


2

The shape of drawing objects (AutoShapes) can be changed retroactively. Select the required AutoShape. Format tab (or additional Drawing Tools tab that appears), Insert Shapes group, Edit

Shape icon, Change Shape icon. Select new AutoShape and click to replace the old one.

2222Basic Functions for Working with PresentationsConnectors

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

TipBenefits:Connectors are always centered.When you move the AutoShapes, the connectors also move automatically.

Red:point for connecting the

connectors to AutoShapes

12


2

Creating Connectors Choose AutoShapes – Lines.

Three types of connectors are available for connecting objects: straight, elbow, and curved.

Explanation Insert two objects (in example below, two rectangles). Choose a connector under AutoShapes – Lines. Place the cursor at the position on the object (here: rectangle) at which the connector is

to start . Connection points are displayed at both ends of a connector; additional connection

points are marked by small circles when the cursor is moved over a shape. Connection points are shown in red. These show the points at which a connector can be linked to a shape.

Click the first required connection point, place the cursor over the other object, and click the second connection point (in the point) .

Connectors that have been connected are displayed with red circles.

You can also subse-quently change straight connectors to curved or elbow connectors.

To do this, click a connector using the right-hand mouse button and choose the required connector.

1

2

2323Basic Functions for Working with PresentationsEditable Points

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Black: handles for

changing the freeform


2

Working with Editable Points On the Home tab, in the

Drawing, Lines group, you can create a freeform.

Click the freeform. Choose Edit Points or the

icon. Click one of the small black

points using the right-hand mouse button.

You can edit the points using the context menu.

Extended context menu when editing freeforms If the editable points of

the freeform are activated, click the right-hand mouse button again on the edges and points of the freeform. Different context menus appear depending on where you click.

2424Basic Functions for Working with PresentationsBasic Functions for Editing Objects

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

One object Click the required object using the mouse.

Several objects Press and hold the ⇑ Shift key or Ctrl key and click the required objects one after the other

orPlace the cursor in an empty part of your slide and drag

an activation frame around the required objects.All objects that are completely within the frame are

selected when you release the mouse button.

All objects on a slide

Make sure that the cursor is not in a text box.Home tab, Editing group, Select icon. Click the

right-hand downward arrow and select accordingly.Alternatively: Ctrl+A

Deselect objects Click an empty part of the slide or press the Esc key. If several objects are selected, you can also deselect

individual objects. To do this, press and hold the⇑ Shift or Ctrl key and click the objects you want to deselect.

Activation frame

Cut out of the clipboard

Select the object and, on the Home tab, call the Clipboard group. Use the Cuticon to cut out the object (alternatively: Ctrl+X).

Copy to the clipboard

Home tab, Clipboard group. Use the Copy icon (alternatively: Ctrl+C).

Paste from the clipboard

Home tab, Clipboard group. Use the Paste icon (alternatively: Ctrl+V).

Delete Select the object and press the Del key.

Move Use the mouse to drag the object to the new position. If you want to move the object directly horizontally or vertically, press and hold

the ⇑ Shift key when you drag the object.

Copy Press and hold the Ctrl key and drag the object to the required position.

Deleting, Cutting, Moving and Copying Objects

1

2

1

After clicking the lower part , you are provided with special options for pasting the object.

2


2

Selecting Objects


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Position the copy Five more times Ctrl + D Ctrl + D


2

Duplicating Objects By choosing the Ctrl+D key combination, you can create copies (duplicates) of a

selected object and at the same time insert them at a specific angle to, and distance from, each other.

You define the angle and distance between the duplicates using the first duplicate, which you can move to any position you require.

Maintain the selection of the first duplicate and repeat the key combination as often as you like until the required number of duplicates has been achieved.

Alternatively, you can also duplicate selected objects via the Home tab, Clipboardgroup, Paste – Duplicate icon.

Overview of the Key Combinations When Moving and Copying Objects

Copy to the clipboard

Cut to the clipboard

Paste from the clipboard

Duplicate

Move in one direction only

Copy in one direction only

Move outside the grid

Copy outside the grid

Copy (same effect as the right-hand mouse button)

Ctrl + C

Ctrl + X

Ctrl + V

Ctrl + D

Shift + Left-click

Shift + Right-click

Alt + Left-click

Alt + Right-click

Ctrl + Left-click

2626

Grouping Objects Select the objects that you

want to group together. On the Format tab, in the

Arrange group, click the Group icon and select the Group entry.

The object group is then selected with eight handles.

Alternatively: Click the right-hand mouse button to call the Grouping context menu.

Basic Functions for Working with PresentationsBasic Functions for Editing Objects

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Tip An alternative for grouping: select objects, Home tab, Drawing group, Arrange – Group Objects


2

Ungrouping Objects To do this, select the object

group, and on the Formattab, in the Arrange group, click the Group icon and select the Ungroup entry.

Regrouping Objects Select an object that

previously belonged to a group.

On the Format tab, in the Arrange group, click the Group icon and select the Regroup entry.

3

2

1

(Figure shows the alternative via the context menu.)

2

3


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Resizing objects Place the cursor on a handle until it is displayed as a double arrow. If you want to change the height and width at the same

time, choose a corner handle. Drag the handle while holding down the left-hand

mouse button until the object is the required size. While you are dragging the handle, the cursor is displayed as a cross.

Changing the height and width uniformly

Press and hold the ⇑ Shift key while dragging a corner handle.

Changing the object uniformly from the centre point

Press and hold the Ctrl key while dragging a corner or midpoint handle to resize the object in all directions or vertically or horizontally only. If you want to resize the object uniformly from the centre point, press

Ctrl + ⇑ Shift when dragging the corner handle.

Changing the length of a line

Drag a handle of the line to the required position. If you want to retain the position of the line, press and hold the ⇑ Shift key while

dragging the handle.

Defining the precise object size

Double-click the object and, on the Format tab, in theSize group, enter the required values in the Heightor Width input fields.

Changing the shape of an object with the correction handle

You can vary or correct the basic shape of some drawing objects as well as the angle of a curve after it has been created. For example, you can define the degree of curvature on a rounded rectangle or change the size of the tip of an arrow. Such corrections can be made using the correction handles that appear when you select an object that can be changed in this way.Select the object whose shape you wish to correct.Use the cursor to pull the correction handle until the object has achieved the

required shape.

21

12

Correction handle


2

Changing the Size and Shape of Objects

2828

Adding Fills to Objects Select the object and click

the arrow of the icon.

Choose the color you require.

When using the new Pipette Tool you can navigate over the slide and pick up the color anywhere on the slide


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

KSB user-defined colors!

3 4

5


2

Editing Object Borders Select the object and click

the icon to change the color of the line.

Click the arrow of the icon to select the line weight.

Click the arrow of the icon to select the dash style.

3

4

2

Creating Arrows You can add one or two

arrows to curves, zigzag lines, freeform lines, and straight lines.

In the menu of the icon that opens, select the type of arrow you require.

5

New:Eyedropper

2

1


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tip You will also find the Quick Styles on the Home tab, in the Drawing group (Quick Styles button).

1

Shadow

Reflection

Glow

Soft Edges

Bevel

3-D Rotation

1

2

3

4

5

6

3

1

2

6

4

5

NoteUse these formatting tools sparingly as they do not always fit in with the KSB corporate design.


2

Formatting Objects with Quick Style Objects can be assigned

specified formatting using Quick Styles.

The formatting of the relevant Quick Style depends on the design being used.

Select the object and, on the Format tab, in the Shape Styles group, click the icon.

Select the required style in the dropdown list that appears.

Assigning Shape Effects to an Object Select the object. On the Format tab, in the

Shape Styles group, click the Shape Effects button.

Select a shape effect in the dropdown list that appears, e.g. Shadow.

Then select the required effect variant in the subsequent dropdown list.

To make an object stand out in 3-D, you can assign various shape effects to it:

1

3030

Rotating or Flipping Objects Through a Specific Angle Select the object or group

of objects that are to be rotated and, on the Formattab, in the Arrange group, click the relevant icon Rotate.

In the dropdown list, select the entry that describes how you wish to rotate the object.

Free Rotate Select the object or object

group that you want to rotate freely.

Place the cursor on the green pivot until the cursor changes shape and drag the pivot in the required direction.

To rotate the object in intervals of 15 degrees, press and hold the ⇑ Shift key while dragging the pivot.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

2

Pivot

2

Rotate right 90° Flip vertical


2

11


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Align Left The selected objects are aligned on the left edge of the object nearest to the left.

Align Objects Center The selected objects are aligned centrally on an imaginary vertical axis.

Align Right The selected objects are aligned on the right edge of the object nearest to the right.

Align Top The selected objects are aligned on the top edge of the object nearest to the top.

Align Objects Middle The selected objects are aligned centrally on an imaginary horizontal axis.

Align Bottom The selected objects are aligned on the bottom edge of the object nearest to the bottom.

Distribute Horizontally

The selected objects are distributed horizontally at equal distances from one another.

Distribute Vertically The selected objects are distributed vertically at equal distances from one another.

Bring to Front Moves the selected object right to the front. It covers all other elements.

Send to Back Moves the selected object right to the back. It thus forms the basis of the stack.

Bring Forward Allows the selected object to be brought gradually to the front.

Send Backward Allows the selected object to be sent gradually to the back.

TipYou can add all the icons mentioned here to the quick access toolbar to enable quicker access.


2

Aligning, Distributing and Centering Objects When creating slides,

objects must constantly be repositioned.

Working with the com-mands Align, Distribute and Align Center ensures that you position objects exactly on the same axis or distribute them at an even distance from one another. It is recommended that you work with these commands in order to create slides efficiently and accurately.

Foreground and Background When moving objects,

objects sometimes end up overlapping each other.

Whether an object is then towards the front or back depends on the order in which the objects were created. The object created first is always furthest to the back.

You can change this order as desired.

On the Format tab, under the Drawing tools, you will find the commands described below in the Arrange group.

Here you can arrange objects directly in the foreground or background by clicking the relevant button. To move an object gradually to the front or back, click the arrow of the relevant button and select the appropriate command.

On the Format tab, under the Drawing tools, you will find the commands described below in the Arrangegroup by moving the cursor over the Align entry.

3232

Transferring Formats To give individual texts or

letters the same style, use the format painter .

Like the eyedroppers, however, the format painter can transfer formats to objects and shapes.

You will find the format painter on the Home tab, in the Clipboard group.

Select the object (object frame border) that has the required properties.

Click the Pick Up Object Style icon .

Use the cursor to click the objects that should receive the required properties.

Click the Apply Object Style icon .

The object has now adopted the required format.

Adopted formats can transferred to several selected objects on a slide simultaneously.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tip

The eyedropper function enables properties to be transferred quickly to other objects.

The eyedropper function enables properties to be

transferred quickly to other objects.

The eyedropper function enables properties to be transferred quickly to other objects.

11

22

33


2

The eyedropper icons are not included on the tab by default. You can add them to the quick access toolbar.

Copying and Transferring Formats with the Eyedropper Function The eyedropper function

enables properties to be transferred quickly to other object attributes.

Object or text properties picked up by the eye-dropper function remain in the cache until new format properties are picked up.

This enables object or text properties to be quickly transferred to other objects on other slides.

Select the formatted shape. Then click the Format Painter button . A paintbrush then appears next to the cursor. Use this to click the shape to which the formatting should be

assigned. The shape is then displayed with the new formatting and the cursor

"loses" the function for transferring the format. To transfer the formatting to other objects, you must first pick up the

style each time. However, this can be done more quickly by double-clicking the Format Painter button. This permanently activates the Format Painter function and you can transfer the style picked up by the format painter to any number of objects by clicking them in succession.

You cancel the permanent activation by pressing the Esc key.

3333

If the text extends beyond the edges of the object, you can:

Enlarge the object Press and hold the Ctrl key

and drag a handle until the object is of a suitable size.

Adjust the object to fit the text Select the object with the right

mouse button and open the dialog box Format Shape (or tab Format, group Shape Styles, icon ), and choose from the Text Box Options the category Text Box the option Resize shape to fit text

Wrap the text Proceed as under point ,

but in the Text Box category, choose the Wrap text in shape option field.

Adding Text to Objects Select the object and

simply enter text. Alternatively: Select the

object, click the right-hand mouse button, and choose Edit Text.

You can move to a new line by pressing the ↵ Return key.

Exit text input mode by pressing the Esc key or clicking an empty part of the slide.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Objects with text

1

2

3

4

2

2

TipYou can also access the Text Box dialog box via the right-hand mouse button in the Format Shape context menu.

3


2

3

4

2

3434Basic Functions for Working with PresentationsUndoing Actions

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tip The redo function is only available if you have not made an entry or executed a further command after undoing the action.


2

Undoing the Previous Action Click in the toolbar for quick access to the symbol

or Use the key combination Ctrl+Z.

Undoing Several Actions Click the icon several times or use the key

combination Ctrl+Z

or Click the arrow next to the icon to open the dropdown

list and select the number of actions that you wish to undo.

Redoing Actions That Have Been Undone Click in the toolbar for quick access to the symbol

or Use the key combination Ctrl+Y.

3535Basic Functions for Working with PresentationsUseful Shortcuts

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Basic PowerPoint Keyboard Shortcuts – Basic Editing Functions


2

Preface Shortcuts are listed here to enable you to execute frequently used functions more

quickly. PowerPoint's "hidden" shortcuts can be very useful as they save you from having to make long series of mouse clicks.

It is nearly impossible, of course, to remember all shortcuts as and when you need them. Not all shortcuts will be of use to you. Some of the shortcuts will, nevertheless, make your work with PowerPoint easier.

Classic examples are the functions of the Enter and Esc keys, which you can use to confirm or cancel a window function and close the window.

Cut (add to clipboard)

Copy

Paste copied content (from clipboard)

Duplicate

Undo

Redo

Cancel/close window without confirmation

Repeat previous function

Select all

Find

Find and replace text

Show or hide grids and guides

Copy formatting (colors, font size)

Paste formatting (colors, font size)

Ctrl + C

Ctrl + D

Ctrl + Z

Ctrl X+

Ctrl V+

Esc

F4

Ctrl + Y

Ctrl + F

Ctrl A+

Ctrl H+

Alt F9+

Ctrl + Shift + C

Ctrl + Shift + V


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Ctrl + O

Ctrl + S

Ctrl + P

Ctrl N+

Ctrl W+

Ctrl + Q

Ctrl + F4

Shift + F12

F12

Ctrl + Shift + F12

Alt + F4

Strg M+

Ctrl + M

+Alt Shift + D

+Alt Shift + P

+Alt Shift + T

Open new presentation

Open existing presentation

Close current presentation

or

Save current presentation

or

Save under new name

Print (open print dialog box)

or

Quit

or

Insert new blank slide

Insert new slide without dialog box

Insert date

Insert page number

Insert time

Moving Within Text

Moving Texts1)

Delete word to the left

Delete letter to the right

Delete word to the right

BkSp

Ctrl +

Ctrl

Entf

Entf

+

1) The cursor must be in the text box (write mode)2) BkSp = Backspace key

2)


2

PowerPoint Keyboard Shortcuts for Text


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Selecting Texts1)

1) The cursor must be in the text box (write mode)2) Applies to selected text only

One character to the right

One character to the left

Go to start of (next) word

Go to start of (previous) word

Go to end of line

Go to start of line

Up one line from cursor position

Down one line from cursor position

Go to end of text

Go to start of text

Select all words in text box1)

Select all words in text box1)

Select word Double-click

Select paragraph Triple-click

Select from word to word Press and hold left-hand mouse button, drag, release

Shift

Shift

Ctrl Shift

Ctrl Shift

Shift

Shift

Ctrl A

+

+

+

+

+

+

+

+

+

Home

EndShift

Shift

+

+

Home

EndCtrl Shift

Ctrl Shift

+

+

+

+

F2

Text Orientation

L

Ctrl

Ctrl +

+

Ctrl

Ctrl +

+

R

E

J

Aligned left

Aligned right

Centered

Justify (not used)

Shift F3+

Shift F3+

WRITE TEXT IN CAPITAL LETTERS

write text in lower case

Capitalization in Texts2)

2x

(Twice for lower case word), once for word with upper case initial letter

Tip

Some keyboards do not have the Homecommand – in this case, use the Pos1 key.


2



© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Text Design1)

1) Applies to selected text only2) These commands apply to the outline view only

Apply or remove italics

Apply or remove bold typeface

Increase font size by one size

Decrease font size by one size

Apply or remove superscript

Apply or remove subscript

Change font type (enter font name)

Display the dialog box for text formatting

Create e-mail hyperlink

Ctrl

Ctrl +

+

Ctrl +

T

.

KShift

Ctrl + ,

+

Ctrl +

Ctrl + +

+ +Shift

Ctrl + + FShift

Ctrl +

Shift

Shift

+

+

KCtrl +

Shift

Alt Shift

Alt

Alt Shift

Alt Shift

+

+

+

+

+

+

+

+

Alt Shift+ +

Alt Shift+ +

1

Alt Shift+ + -

Alt Shift+ + A

÷ (key on numerical block on keyboard)

+

Promote a paragraph

Demote a paragraph

Move selected paragraphs up

Move selected paragraphs down

Display headings only2)

Expand text below a heading2)

Collapse text below a heading2)

Display all text and headings2)

Activate/deactivate text formatting2)

Text Design2)

FShift +

or

Ctrl + + PShift


2



© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Editing Objects/Texts

Group1)

Ungroup

Regroup

Enlarge/reduce the selected object entire slide (zoom 25, 33, 50, 66, 75, 100, 150, 200, 300, 400%)

Run spelling and grammar check

Ctrl Shift+ + G

Ctrl Shift+ + H

Ctrl Shift+ + J

- Scroll up/downCtrl +

F7

Selecting Objects/Texts

Activate objects one after another

Activate objects one after another

Tab

TabShift +


2

PowerPoint Keyboard Shortcuts for Objects and Text

1) The headline (heading of the template) cannot be grouped together with another text box or object.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

PowerPoint Window Functions

Ctrl

F10

Ctrl Shift F6+ +

+

Ctrl F5+

F6+

Shift + F1

F1

Switch to next PowerPoint presentation

Switch to previous PowerPointpresentation

Reduce presentation window

Enlarge PowerPoint window

Help/search function in help text

Help for function selected

- Scroll up/downCtrl +

F5

• Enlarge/reduce the selected object entire slide (zoom 25, 33, 50, 66, 75, 100, 150, 200, 300, 400%)

• Start slide show at first slide

Ctrl


2

PowerPoint Keyboard Shortcuts for Window Functions


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Slide Show Commands (Effects)

Black screen (on/off)

White screen (on/off)

Hide/show cursor and buttons

Pause/restart slide show

End slide show

Show next slide if it is hidden

Show with new timing

Show with original timing

Show by mouse click

Back to first slide Press and hold both mouse buttons for 2 seconds

Change cursor to pen1)

Change pen to cursor

Hide cursor and button on current slide

Always hide cursor and button

Delete screen notes

Call command menu

List of commands for slide show2)


2

PowerPoint Keyboard Shortcuts for Slide Shows (Automatic Slide Shows)

1) The markings you "draw" with the pen during the presentation cannot be printed, have no effect on the file that is stored, and are deleted when you switch to a different slide.2) Available for every slide show

B

W

S

Esc

A

Ctrl

Ctrl +

P

A

Ctrl

Ctrl +

H

L

+

+

F1

(click right-hand button)

or .

or ,

Ctrl + E

O

M

H

E


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Slide Show Commands (Navigation) Go to next slide

or

or

or (next)

or

or

Back one slide

or

or

or (previous)

(click left-hand button)

Spacebar

N

BkSp

Enter

P

Home

End

F5

EnterSlide no. +

Start slide show at first slide

Go to slide

Go to first slide

Go to last slide


2

1) The markings you "draw" with the pen during the presentation cannot be printed, have no effect on the file that is stored, and are deleted when you switch to a different slide.2) Available for every slide show

PowerPoint Keyboard Shortcuts for Slide Shows

4343Basic Functions for Working with PresentationsUseful Key Combinations

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Arial

~ Ctrl + Alt + "+"

– Alt + 0150

Ø Alt + 0216

… Alt + 0133

™ Alt + 0153

£ Alt + 0163

‰ Alt + 0137

÷ Alt + 0247

¼ Alt + 0188

º Alt + 0186

½ Alt + 0189

¾ Alt + 0190

é Alt + 0233

ê Alt + 0234

ã Alt + 0227

õ Alt + 0245

û Alt + 0251

à Alt + 0224

á Alt + 0225

â Alt + 0226

# #

Symbol

Þ Alt + 0222

Û Alt + 0219

£ Alt + 0163

³ Ctrl + Alt + 3

å Alt + 0229

â Alt + 0226

¿ Alt + 0191

» Alt + 0187

¥ Alt + 0165


2

4444

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


4545

Resizing Text Click the text. The text box

frame and the cursor are displayed. Handles also appear along the text box frame.

Place the cursor on the required handle. The cursor is displayed as a double arrow.

Drag the frame to the required size while holding down the mouse button. A dotted line indicates the new size of the frame.

Inserting Text On the Insert tab, in the

Text group, select the Text Box icon.

or On the Home tab, in the

Drawing group, select the text box from the default shapes.

Working with TextInserting Text Boxes

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

3

1

2

2

1

3

1

2


1

2

3

Placeholder with text



Handles

4646

Reinserting Text Boxes If you delete a pre-

formatted text block completely, you can reinsert it.

To do so, on the Home tab, in the Slides group, select the Reset icon.

The text box is reinserted. You have to reformat the

tagline manually.

Working with TextInserting Text Boxes

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

23


1Text box has been deleted

3

1

2

Intermediate slide

3

4747Working with TextEditing Text Boxes

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

One word Double-click the word.You can select the entire sentence by triple-clicking it.

Any text Move the cursor to the beginning (or end) of the text section.Press and hold the left-hand mouse button and drag the cursor to the end (or start)

of the text.

All text boxes / elements

Navigate to the required slide in the slide window and click an empty part of the slide.Switch to the Home tab if necessary. In the Editing group, click the Select button and choose the Select All entry.Alternatively: Ctrl+A

One text element In the slide window or on the Outline tab page, select the word or text that you want to delete.Press the Del key.

One slide On the Outline tab page, click on the slide icon of the slide you want to delete. The slide text is selected.Choose Edit – Delete Slide from the menu orAlternatively: Press the Del key and confirm

the security prompt that appears by choosing Ok to delete the slide.

One character to the right/left ⇑ Shift + → or ⇑ Shift + ←

One word to the right/left Ctrl + ⇑ Shift + → or Ctrl + ⇑ Shift + ←


3

Selecting Text Elements Using the Mouse You must select the relevant text before you can edit it, e.g. delete or overwrite it.

Selecting Text Elements Using the Keyboard Place the cursor at the position as of which you want to select the text and press the

required key combination. You can select neighboring characters, words, or paragraphs by pressing the key

combination several times.

Deleting Text Elements or Slides

4848

Editing Text In the slide window, click

the text you want to edit. The cursor (flashing line) appears in the text and the entire text is surrounded by the text box frame

or Enter the required charac-

ters or text using the keyboard.

You can use the arrow keys to move the cursor within the text so that you can make further changes.

Alternatively: Click a different position in the text.

Working with TextEditing Text Boxes

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Delete character to the left of the cursor Press the ← Backspace key.

Delete character to the right of the cursor Press the Del key.


3

How do I correct typos or delete text?

Text box frame

1

Cursor

4949Working with Text Special Text Entry Features

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Only 2 1/2 weeks - the “Marathon” series for

(e) 75.00.

Only 2½ weeks – the “Marathon” series for

€ 75.00.

[email protected] [email protected]

www.herdt.com www.herdt.com

GRreat deal! we can offer you this excellant range for

onyl (e) 25 each.

Great deal! We can offer you this excellent range for

only € 25 each.


3

Automatic Formatting and Correction as You Type

Examples of the AutoFormat function If you enter fractions, e.g. 1/2, PowerPoint changes them automatically to ½. If you enter a space before a hyphen, PowerPoint changes the hyphen to a dash. If you enter (e), this is automatically replaced with the euro sign €.

Special features of the AutoFormat function The AutoFormat function changes all e-mail and Internet addresses to hyperlinks

automatically. The hyperlinks are displayed as blue underlined text that you can click to open the

relevant Internet page or e-mail program.

Examples of the AutoCorrect function If you enter two capital letters at the start of a word, these are corrected automatically. PowerPoint recognizes the end of a sentence when you enter a full stop and starts the

next word with a capital letter. Frequently-made typos are also corrected.

mailto:[email protected]

http://www.herdt.com/

5050Working with Text Special Text Entry Features

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

TipYou can display the AutoCorrect Options smart tag repeatedly by clicking the marking so that you can make subsequent changes until you close the presentation. When you open the presentation again, the smart tag is no longer available.


3

Undoing Automatic Corrections If PowerPoint has made an automatic correction or changed the formatting and you do

not want to accept this change, you can undo it easily using the AutoCorrect Options smart tag.

Place the cursor on the word that was changed automatically. A small blue marking is displayed under the first letter of the word to indicate a smart tag.

Place the cursor on this marking and click the smart tag that is displayed . Use the menu to specify whether you want to undo the correction once only or

deactivate it permanently .1

2

GRreat deal! we can offer you this excellant range for

onyl (e) 25 each.

Great deal! We can offer you this excellent range for

only € 25 each.

12

5151Working with Text Options for Inserting Text

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

2

3


3

Defining Paste Options Using a Smart Tag If, for example, you have copied or moved text using the Windows clipboard, PowerPoint

displays the Paste Options smart tag under the text you have inserted. Click the smart tag after you have inserted the text. In the pull-down menu displayed, choose option if you want the text you have inserted

to retain its original formatting. Choose option if you want the text you have inserted to be adjusted to the formatting

of the text box. Choose option if you want the text you have inserted to be adjusted to the formatting

of the text.

In the advanced PowerPoint Options window, the settings for inserting the text can be specified.

Cursor position for text to be inserted Inserted text Text adjusted to the

formatting 3

Computer Training for Kids

2 1 3

5252Working with Text Working with Bullet Points

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

TipImportant: If you want to delete level 0 only, select the entire line (including the final space) before deleting it.


3

Creating New Bullet Points Click the text box for bulleted text. Select all the text or one outline level only.

Enter your text. The text is wrapped automatically at the end of a line.

To create a new bullet point, press the ↵ Return key. When you create a new bullet point, it is automatically generated at the same level as the

previous bullet point.

Like this

and not like this


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tip

Only the bullet points in the preformatted text boxes on the slides can be adjusted automatically to a higher or lower outline level.

For texts that you insert yourself using the icon, you have to reformat the bullet points manually. To do this, click the relevant line using the right-hand mouse button and choose Bullets or Numbering from the context menu or, on the Home tab, in the Paragraph group, choose .


3

Changing Outline Levels Place the cursor on the relevant bullet point. With the icons on the Home tab, in the Paragraph group, you can increase or

decrease the indent level.

Adding a New Line Within a Paragraph (= Bullet Point) The text is normally wrapped automatically at the end of the line. If you want to create a

new line yourself within a paragraph, press ⇑ Shift + ↵ Return. There is then less space between the lines than between the paragraphs.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1 3


3

Changing Bulleted Lists to Numbered Lists You can select the bullet points by clicking the right-hand mouse button to open the

context menu and selecting Bullets or Numbering or, on the Home tab, in the Paragraph group, select one of the icons.

Select the paragraph for which you want to change the numbering. Open the Bullets and Numbering dialog box and navigate to the Numbered tab. Click the required format. You can use fields to to define the size, color, and start of the numbering. Select Ok to confirm.

312

5555

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


5656

Opening Charts via the KSB Template Choose a chart template

from the KSB template. Click Chart Tools and

select tab Design and open the group Edit Data

Here you have two options to Edit Data

Edit Data (in PowerPoint). A small Edit Box opens on top above the graph

Edit Data in Excel 2013. The datasheet is opened in Excel in a separate Window

Basic Functions for Working with PresentationsCharts

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

4

TipUse the preformatted charts in the KSB template. The correct colors, font sizes, etc. are predefined here.

1

1

2

As of the 2007 version, PowerPoint works directly together with Excel. You now enter the data directly in Excel (see ).2


2

12

5757Basic Functions for Working with PresentationsCharts

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

4

Key

X-axis label

Y-axis with scale


Legend label

X-axis labels Values entered


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


4

Chart Tools Menu Bar If the chart is activated, i.e. surrounded by a frame after being clicked, the additional

Design and Format tabs are displayed, which help you to edit the chart in many different ways.

If the chart is activated, when you move the cursor over the elements, a short description also appears below the cursor.

Design tab Commands for the chart type, type of data presentation, chart layout and general color

scheme

Format tab Commands for details about individual chart elements, supplementary labels and

commands for object editing

Changing the Chart Type Select the chart that you wish to change. In the Chart Tools, on the Design tab,

in the Type group, select the Change Chart Type icon.

The Change Chart Type dialog box appears.

The currently selected chart type and subtype are highlighted.

Click the relevant chart type and the chart is then changed automatically.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Showing/hiding the datasheet

Design (Chart Tools) tab, Data group, Edit Data button– Edit Data in Excel 2013

Moving datasheet As with all windows, you can move, reduce or enlarge the datasheet by dragging the title bar.

Selecting datasheet areas

A cell: Click the required cellSeveral cells: Click the first cell of the area to be selected

and, keeping the left-hand mouse button pressed down,drag the cursor over the cell area.

A row: Click the row header.A column: Click the column header. Full datasheet: Click the "Select All" field

of the datasheet.

Inserting rows or columns

Select the column or row headers by dragging the cursor over them.Using the right-hand mouse button, click in the selected column or row header

area and call the Insert Cells context menu item.

Deleting an entire row/column

Click the row or column header to select the entire row or column.Press the Del key to delete the selected data.Alternatively: Using the cursor,

select the column or row and, with the right-hand mouse button,click Delete Cells

Changing the width of a column

Place the cursor between the column headers and drag the column separator to the right or left with the mouse button held down.

Setting the optimal column width and row height

Double-click the right-hand boundary in the column header or the lower boundary in the row header.Alternatively: On the Home tab, in the Cells group, click the Format button and

select the entry Autofit Column Width or Autofit Row Height.

Cursor changes shape


4

Editing a Datasheet – Working with Data In contrast to the previous Microsoft Graph application, you can now use the full

convenience and functions of Excel when entering data. To be able to work with the data, the datasheet must be displayed (see below for this

procedure).

Column headerRow header


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Arranging data series in columns

Sometimes it is necessary to switch data series in a datasheet (columns become rows and vice versa). In the Chart Tools, on the Design tab, in the Data group, the Switch Row/Column icon is available for this purpose.

Excluding data Select the relevant row(s) or column(s) and call the Hide context menu item.

Including data again

To include data in the chart again that has been excluded, select the two columns or rows that are next to the hidden column(s) or row(s) and call the Show context menu item.

orYou can also change the datasheet area by pressing and holding the mouse

button and dragging the green frame . The advantage of this is that the hidden data on the datasheet remains visible.

Formatting numbers

Select the cell area, which you want to assign the number format and open the box General and choose More Number Formats… Then select from the Menu Number in the category the type of Number format

you needSpecify any other settings you may require in the remaining fields.

1

2


4

Editing a Datasheet – Working with Data

General

2

3

1

3


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Selected group of elements

Selected individual element

Note: If you change the size of an element, the size of the other elements can be adapted automatically. Formatting that has previously been carried out may then no longer be available.

1

2


4

Formatting and Editing Chart Elements

Selecting chart elements Irrespective of the chart type you choose, you can customize the chart to your own

requirements (formatting, labelling, moving, and so on). To do this, you must select the relevant elements:

Click the group of elements with the cursor

or To select an individual element, first click the group of elements and then the required

element

Moving or resizing a chart or chart elements Axis labels, titles, data labels and

legends can be moved using the cursor in the usual way.

The actual chart or individual chart elements are resized by using the cursor to drag a handle on the selected element. When the cursor changes to a double arrow, drag the element to the required size.

To change the size of an inserted chart object, special handles appear once you select the chart object.

Axle labels, legends, titles and data labels can be changed by altering the font size. Chart object

handles

Plot area handles


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


4

Formatting and Editing Chart Elements

Deleting chart elements Select the element. Press the Del key. The selected element is deleted from the chart. If it was based on data on the datasheet

(e.g. data series), the relevant information is retained on the datasheet.

Formatting chart elements Select the graph element and edit it by using the standard PowerPoint commands in

the group Font and Design

Quick variant: Select element with the right mouse button, a menu with various editing options opens up

Selecting a chart layout Switch to the Design tab. In the Chart Layouts group, click the icon to display the list of all available layouts. Click the required layout icon.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


4

Adding labelling elements individually After opening tab Draft select the group Add Chart

Element and select the needed entry To apply Axis Titles, click in the dropdown list and select

which primary axis you want to label In the dropdown list that appears, select the position and

options for labelling the axis.

To apply data labels to the chart, click in the dropdown list and select the Data Labels button.

Positioning and hiding the legend By using the dropdown menu Legend you can quickly

change the position of the Legend or hide the Legend

Creating additional elements You can also assign text boxes and arrows or other drawing

objects to your chart. To do this, open the Insert tab and create the required object as usual.

Formatting and changing text content You can change and format titles and labels as usual.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


4

Formatting axes Select the element, which needs formatting with a

double click and on the right edge a task area opens up

There all formatting can be carried out

Displaying and hiding gridlines When clicking on the graph, automatically three

buttons open up with those most formatting can be managed

You can turn on and off the Gridlines using the top one Chart Elements

Also, using the three buttons which open up automatically by clicking on the graph the following formatting can be done:

All formatting discussed until now, can also be executed in the task area.

You open the task area by double clicking and you navigate by single clicking to the area you need to work on, e.g., the axis, the numbers, etc.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


4

Compatibility with Earlier Versions If you open a presentation file created in an earlier version of PowerPoint in

PowerPoint 2013 without converting it, charts initially remain in the old format as an object as presentations from earlier versions are always opened in compatibility mode. Only when you double-click a chart, i.e. when you want to edit it, is a dialog box displayed that offers the two following selection options:1. Convert the current chart (Convert button)2. Convert all charts in the current presentation (Convert All button)

6666

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


6767

Insert Pictures Select under the tab Insert,

the group Pictures, button Pictures

The window Insert Pictures opens up

Now you can search for the path under which the pictures you bought, icons and graphs are located

Simply Paste and position those

Basic Functions for Working with PresentationsPictures and Clip Arts

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

5

1


All pictures and graphs, which will be shown in the presentation, have to be purchased respectively a license agreement has to be followed. This also applies to digital Commons-Indexes as e.g., Wikipedia!

Insert Screenshots Select under the tab Insert,

Group Pictures, the button Screenshot

A window with the latest screenshots opens up

Simply click them and insert them

4

2

3

3

2

4

1

6868Basic Functions for Working with PresentationsPictures and Clip Arts

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

1

Enlarge/Reduce

To scale the picture proportionally, drag one of the corner handles in the required direction. If you useone of the side handles, you will distort the image.

orOn the Format tab, in the group Size enter the required height or width in the entry

fields, to adjust proportions

Crop On the Format tab, in the Size group, click the Crop button. The cursor changes its shape to and the appearance of the handles changes. Hide the unwanted areas of the image by dragging the handles.Deactivate the function by pressing the Esc button or by clicking the Crop button again.

In the dropdown menu you find additional tools for picture editingCrop to shape:

The picture is pasted proportionally into a selected form

Fill:The whole picture is inserted in the clipping without deforming Fit:

The clipping is filled completely by the picture and parts of the picture are being cut off, so it will not deform


5

Editing inserted Pictures When you select a picture or a Clip Art, the additional Picture Tools tab appears

above the Format tab

Here you can edit pictures and Clip Arts in a variety of ways

Resizing and Cropping Photos

1


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Use ready-made picture styles

Select a predefined picture format template

Insert border around picture

Click the Picture Border button.Select a color for the border and define the line weight

and type using the entries under Weight and Dashes.

Insert picture effects

Click the Picture Effects button. In the dropdown list that appears, move the cursor over

the required effect category (e.g. Soft Edges). Then select an effect from the list that then appears.

Insert picture layout

Select multiple picturesClick on the button Picture LayoutA list appears, here select a Form in which the pictures

will be inserted


5

Formatting pictures and clip arts In the Picture Styles group on the Format tab, there are various predefined formatting

options for you to use.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

Tipp The icon is not included on the tab by default. You can add it to the quick access

toolbar. If other icons you need are not shown, refer to the description of how to display them in

Section 3 – Editing and Customizing the Toolbars (page 11).


5

Formatting pictures and clip arts In the Adjust group on the Format tab, there are

various predefined formatting options for you to use.

Sharpen/Soften andBrightness/Contrast adjustment

Confirm in the group Adjust the button Corrections and select the best Picture

2 3

5

1 4

color adjustment

Confirm in the group Adjust the button color. Here you are able to select color Saturation, color Tone.

Using Recolor the picture is automatically adjusted to the color scheme of the template

Set transparent color

You can use this icon to make a photo with a colored background transparent.

Example logo:

2

3

1

Reset picture

Using Reset Picture, the original format of the picture is restored, but the size is maintained. All other changes will be reset

Using Reset Picture & Size, the original format of the pictures is restored and all other changes will be reset.

4

3

1

2

4


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017


5

Compressing Pictures PowerPoint presentations often become very large due to pictures, photos and images

being inserted. You can compress pictures in a presentation to save memory space or to use them for sending by e-mail.

To compress only certain pictures, select one or more of them and, on the Format tab, in the Adjust group, click the Compress Pictures button.

Activate in the now shown window Compression Options the control button When the control button is deactivated all existing pictures in the presentation will be

compressed Activate the control button , if cropped areas of pictures should be deleted when

saving Under Target Output the compression adjustments are being set Select in area , for which medium the presentation is being used, in order to set the

size of the compression Confirm with the button Ok.

2

3

1

1

2

3

7272

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


7373

Creating and Editing Tables On the Insert tab, in the

Tables group, click the Table icon to generate an

Specify the number of columns and rows.

An automated table is generated

When a table is clicked and activated, an additional Table Tools tab appears on the Format tab.

In turn, this contains two additional tabs for table formatting and editing: Design and Layout

Basic Functions for Working with PresentationsTables

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

6

2

Table Tools – Design tab

Table Tools – Layout tab


2

3

4

1

5

1

3

7474Basic Functions for Working with PresentationsTables

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

6


Changing the Appearance of a Table – Design Tab

Options for the table format

Note: Banded columns and banded

rows: Every other (odd) row or column is highlighted in color (the rows and columns are not linked to one another).

Table styles A table style (or quick style) is a

combination of various formatting options, including color combina-tions, which are derived from the theme colors of the presentation.

Create table Draw table Remove border lines Border weight and

color

Edit table With theme colors With or without borders Shadows, reflections, etc.


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

6

Select

Delete


Changing the Appearance of a Table – Layout Tab

Rows & Columns Insert rows and

columns in a table at the relevant places.

Alignment Alignment of texts

in tables Entry of margins

for cell borders

Arrange Rotate, group,

arrange, align table

Cell Size Specify fixed

column and row size

Equal alignment of columns and rows

Merge Merge cells Split cells


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

6


KSB Tables No outer border. Only use lines as

horizontal/vertical separators.

Fill the table header using KSB blue.

When, Arial, 14 pt, white What

10.30 – 11.30 … Arial, 14 pt, black

10.30 – 11.30 …

Outer edge (no border)

Line (grey RGB 112, 112, 112 and width 3/4 pt)

Colored fill in table header only (KSB

blue, white text, bold)

7777

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


7878

Slide Shows

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

7

Required Action Procedure

Show next slide ↵ Return or ⇓ Page down key or Spacebar or NAlternatively: Click the current slide with the left-hand mouse button.

Show previous slide

⇐ Backspace or ⇑ Page up key or P

Show a specific slide

Enter the number of the required slide and confirm by pressing ↵ Return.

End slide show Esc key or


The slide could be framed in black, depending on screen size and slide size

Starting the Slide Show On the Slide Show tab, in

the Start Slide Show group, select the From Beginning icon.

or

Shortcut: F5 The slide show starts with

the title slide.

Starting the Slide Show from the Current Slide Choose the icon in the

lower left-hand corner of the screen.

Alternatively: Shift+F5 The current slide is

displayed on the screen.

Controlling the Progress of the Slide Show Open a slide show.

7979

Slide Show Icons If you move the cursor to

the lower, left-hand side of the screen during the slide show, the slide show icons are displayed.

When you click one of the 6 icons , a corresponding context menu opens.

You can also use this menu to switch from slide to slide.

Clicking the Help menu item enables you to display an overview that shows which keyboard commands are available for controlling slide shows.

In the context menu, with the pen, you can write on the slides and cross out or mark elements during the slide show.

When you close the slide show, PowerPoint asks you whether you want to keep or discard the entries you made with the pen.

Slide Shows

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

7

1

2

3


1 2

3

…

8080

Slide Shows

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

7

NoteSome projectors allow you to choose the format (4:3 or 16:9). You must also select a suitable resolution in the Set Up Show… dialog box.

Note If the presentation is still distorted, you can set the resolution by choosing Desktop – Screen Resolution or Start – Settings – Display – Screen Resolution.


Setting the Resolution in PowerPoint On the Slide Show tab, in the Set Up group, click the Set Up Show icon. You can choose the resolution under Slide Show Resolution.

Screen settings can be made via Slide Show Resolution to optimize the display of the presentation.

If you use the Current Resolution setting, the presentation is normally displayed optimally. If problems occur, you can resolve them by customizing the resolution.

Setting the Projector Format One some projectors, you can also adjust the resolution and format by choosing

Menu – Picture – Resolution.

8181

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


8282

Printing the Presentation with Specific Settings Click the File button and

select the Print menu Shortcut: Ctrl+P Select your settings in the

dialog box that opens In the right window you find

a printing preview, which you can start by confirming with OK

Using Print All Slides, you select the range to be printed

Using color, you select if you would like to print in color or black and white

You can make additional settings using Properties

Select Scale to fit papercheckbox if you want to print the slides

Printing

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

8

1

2

3

4

5


3

1

2

4

5

8383

Printing Notes Pages Using Print – Settings –

Full Page Slides you can select Notes Pages

The slides are printed out much smaller with a lot of space for notes.

You use this option to print the text that you entered in the notes pane.

Printing Handouts Using Print – Settings –

Full Page Slides you can select Handouts

The Handouts area becomes active.

Here you can choose how many slides you want to print on each page and whether the order of the slides is to be Horizontal or Vertical.

The slides are printed out much smaller with pre-printed lines for writing notes by hand.

Printing

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

8

2


2

1

1

Text entered in the notes pane

Notes page

Handout

8484

Contents

© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

The User Interface


− Using the Menus






− Connectors

− Editable Points


− Undoing Actions



Working with Text






Charts


Tables

Slide Shows

Printing


8585


© K

SB A

ktie

nges

ells

chaf

t 20

17 /

Last

upd

ated

Aug

ust 2

017

9


Slide Distribution Text: Do not use too much text.

(Work with keywords or short, meaningful sentences so that the audience can understand the slide at first glance.)

Bullet points: Use no more than 7 bullet points per slide. Readability: A font size of 16-24 pt is required so that the slide is readable.

Do not exceed 40 characters per line. Word length: Rule of thumb – 10 letters per word. Line length: Each line should contain no more than 10 words. Structure: A comprehensive presentation is supported by a clear structure. The proportion of images to text should be balanced.

(Presentations with too many images or too much text are often difficult to follow.)

tips and tricks how to use powerpoint - pumps, … access toolbar slide pane separators view icons...

Documents