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Module 6:
Presentation(using PowerPoint)
alignmedia
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Module 6: Presentation (using PowerPoint). Copyright 19922006 Align Media Inc. This documentation
cannot be reproduced in full or in part by any means without the prior written consent of Align Media Inc.
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Module 6: Presentation (using PowerPoint)
Copyright 19922006 Align Media Inc.
All rights reserved
060713
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Page i
Tableof contents
1 Managingfiles
Chapter objectives 1
Launching PowerPoint 1
Saving for the first time 2
Saving updated files 3
Saving under a different filename or path 3
Opening existing presentations 3
Creating presentations based on existing presentations 5
Creating blank presentations 5
Creating presentations based on templates 8
Switching presentations 8
Closing files 9
Exiting PowerPoint 9
Modifying basic options and preferences 9
Review exercises 10
2 Generalstructure
Chapter objectives 13
Pulldown menus 13
Task pane 14
Displaying or hiding buttons 15
Presentations 16
Templates 17
Colour schemes 17
Speaker notes 17
Audience handouts 17
Creating a slide master 18
Returning to slide view 18
Creating a title master 18Presentation subtitles 18
Viewing several slides 19
Viewing the current slide 19
Outliner 19
Zoom 20
Going to a slide 20
Selecting slides 20
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Using the Microsoft PowerPoint Help function 21
Review exercises 22
3 Edit ing
text
Chapter objectives 27
Slide titles 27
Bulleted text 27
Indent levels 28
Inserting and removing bullets 28
Line spacing after and before bulleted paragraphs 28
Floating text 29
Entering text in Outline view 29
Undoing and redoing the last command 30
Review exercises 30
4 Pr in tingpresentations
Chapter objectives 33
Changing page setup 33
Printing entire presentations 34
Printing slide ranges 34
Printing the current slide 35
Notes slides 35
Handouts 35
Printing to transparencies 35
Printing in colour 36
Review exercises 37
5 Edit ingpresentations
Chapter objectives 39
Slide layouts 39
Inserting slides 40
Changing slide layouts 40
Moving slides 42
Copying slides 42
Deleting slides 43Speaker notes 43
Generating summary slides 45
Finding text 46
Replacing text 47
Spell checker 48
Using the spell checker 49
Review exercises 50
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6 Formattingtext
Chapter objectives 55
Boldface and italics 55
Fonts 56
Sizes 57Colours 57
Applying case changes to text 57
Alignment 58
Bullets 58
Setting tabs 59
Modifying tabs 59
Deleting tabs 60
Review exercises 60
7 Creatingtables
Chapter objectives 65
Inserting tables 65
Inserting text in tables 66
Selecting cells 66
Selecting rows 67
Selecting columns 67
Review exercises 68
8 Edit ingtables
Chapter objectives 71
Column width 71
Row height 71
Inserting rows 71
Inserting columns 72
Deleting rows 72
Deleting columns 72
Appending rows 72
Appending columns 73
Merging cells 73
Splitting cells 73
Deleting cell contents 73
Deleting tables 74
Review exercises 74
9 Formattingtables
Chapter objectives 79
Table formats 79
Aligning cell contents 79
Vertical alignment 80
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Border styles 80
Individual borders 81
Shading 82
Review exercises 85
10 Creatingcharts
Chapter objectives 89
Data series 89
Legends 89
Categories 90
Selecting charts 90
Creating charts 90
Editing data 91
Including and excluding data series 92
Chart titles 92
Inserting and positioning legends 93
Deleting legends 94
Category Axis title 95
Value Axis titles 95
Chart types 96
Deleting charts 96
Review exercises 97
11 Formattingcharts
Data series colours and patterns 101
Formatting line chart data series 103
Fonts, attributes, sizes and colours 104
Border lines 105
Patterns and colours 106
Text alignment 107
Text orientation 108
Review exercises 109
12 Clip art, picturesand drawings
Chapter objectives 111Inserting clip art 111
Inserting pictures 112
Deleting, clipart images and pictures from slides 113
Resizing clipart images and pictures 113
Copying clipart images and pictures 113
Moving clipart images and pictures 114
Rectangles and squares 114
Ellipses 114
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Straight lines 115
Polylines 115
Geometrical shapes 116
Freehand drawings 116Arcs 117
Flowchart symbols 117
Stars and banners 118
Callouts 119
Arrows 120
Action buttons 121
Review exercises 124
13 Manipulatingobjects
Chapter objectives 127
Objects 127
Selecting objects 127
Deselecting objects 128
Moving objects 128
Copying objects 129
Sizing objects 130
Deleting objects 130
Rotating objects 130
Arranging objects 131
Grouping objects 132
Ungrouping objects 132
Flipping objects 132
Aligning objects 132Review exercises 133
14 Formattingobjects
Chapter objectives 137
Border lines 137
Arrows 138
Colours 139
Shades with one or two colours 140
Patterns 141
Shadows 142
Coloured shadows 143
Review exercises 143
15 Objectanimation
Chapter objectives 147
Animating objects and text 147
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Ordering animated objects and text 149
Dimming or hiding objects 150
Review exercises 151
16 Sl ideshows
Chapter objectives 153
Playing slide shows using the Menu bar 153
Playing slide shows using the Slide Show button 154
Saving presentations as slide shows 154
Renaming presentations as slide shows 154
Playing slide shows by doubleclicking 155
Playing slide shows using the RIGHTMOUSEBUTTON 155
Showing slide ranges 155
Hiding and showing slides 156
Continuous slide shows 156
Interrupting slide shows 157
Slide transition effects 157
Timing slides 159
Drawing on slide shows 159
Pen colour 160
Navigating through slide shows 160
Rehearsing slide shows 161
Review exercises 162
17 Indexof terms
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Page 1
1 Managingfiles
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Launching PowerPoint
Saving for the first time
Saving updated files
Saving under a different filename or path
Opening existing presentations
Creating presentations based on existing presentations
Creating blank presentations
Creating presentations based on templates
Switching presentations
Closing files
Exiting PowerPoint
Modifying basic options and preferences
LaunchingPowerPoint
PowerPoint can be launched in several ways. One of the most common ways of launching
PowerPoint is outlined below.
1 Click the Start button in the Windows Taskbar
2 Selec t Al l Programs
3 Select the menu entry under which the entry for PowerPoint is located
Normally, this menu entry is Microsoft Office XP, or Office XP, etc.
4 Select the menu entry for PowerPoint
Normally, this menu entry is PowerPoint XP, or PowerPoint XP for Windows 95, etc.
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Saving for the firsttime
1 Select File
2 Select Save
3 Type the name of the file to be saved, under File Name
4 Select the location to save the file, under Save In
If the folder you wish to save to is not displayed, select the parent of the folder to display.
All items in the folder will be displayed in the main display area. You can then select to
open a folder and view its contents.
5 Click Save
If another file with the same filename already exists in the destination folder, PowerPoint
asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different filename or path.
or
1 Click the Save button on the Standard toolbar
2 Type the name of the file to be saved, under File Name
3 Select the location to save the file, under Save In
If the folder you wish to save to is not displayed, select the parent of the folder to display.
All items in the folder will be displayed in the main display area. You can then select to
open a folder and view its contents.
4 Click Save
If another file with the same filename already exists in the destination folder, PowerPoint
asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click No
and type a different filename or path.
You may need to explain the
different directories available
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Saving updated files 1 Select File
2 Select Save
or
1 Click the Save button on the Standard toolbar
Saving under adifferent filename or
path
1 Select File
2 Select Save As
3 Type the name of the file to be saved, under File Name
4 Select the location to save the file, under Save In
If the folder you wish to save to is not displayed, select the parent of the folder to display.
All items in the folder will be displayed in the main display area. You can then select to
open a folder and view its contents.
5 Click Save
If another file with the same filename already exists in the destination folder, PowerPoint
asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click No
and type a different filename or path.
Opening existing
presentations
1 Select File
2 Select Open
Also explain how to create a
folder in the Save dialog box.
You may wish to also show
the Preview button in theOpen dialog box.
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3 Select the location of the fi le to open, under Look In
If the folder you wish to see is not displayed, select the parent of the folder to display. All
items in the folder will be displayed in the main display area. You can then select to open
a folder and view its contents.
4 Type, or select, the name of the presentation to be opened, under File Name
5 Click Open
or
1 Click the Open button on the Standard toolbar
2 Select the location of the fi le to open, under Look In
If the folder you wish to see is not displayed, select the parent of the folder to display. All
items in the folder will be displayed in the main display area. You can then select to open
a folder and view its contents.
3 Type, or select, the name of the presentation to be opened, under File Name
4 Click Open
PowerPoint lists in the Filemenu the presentations which have been opened most recently.
You can open any of these presentations by selecting it from the menu.
1 Select File
2 Select the presentation to be opened
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Creatingpresentations based
on existing
presentations
Since PowerPoint allows you to save presentations under new names, using the Save As
command, you can open presentations which have been created in the past and save them as
new presentations. Ensure that the presentation is saved with a new name prior to making
changes such as adding or removing slides, changing graphical or text entries and so on.1 Select File
2 Select Open
3 Select the f ile to open
4 Click Open
5 Select File
6 Select Save As
7 Select the location to save the file, under Save In
If the folder you wish to save to is not displayed, select the parent of the folder to display.
All items in the folder will be displayed in the main display area. You can then select to
open a folder and view its contents.
8 Type the name of the f ile
9 Click Save
If another file with the same filename already exists in the destination folder, PowerPoint
asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click No
and type a different filename or path.
10 Modify the document as required
11 Select Fi le
12 Select Save
Creating blankpresentations
1 Select File
2 Select New
Reinforce the idea that you
should always save a
presentation with a new name
before making any changes to
the existing presentation.
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3 Click General Templates, under New From Templates in the New Presentation Task
pane
4 Cl ick the General tab
5 Select Blank Presentat ion
6 Click OK
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7 Select the desired slide layout for the first page to be created in the presentation,
under Apply Slide Layout from the Slide Layout Task Pane
8 Cl ick the down arrow but ton
9 Select Apply To Selected Slides
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Creatingpresentations based
on templates
1 Select File
2 Select New
3 Click General Templates, under New From Templates in the New Presentation Task
pane
4 Click Design Templates or Presentations tab
5 Select a design
6 Click OK
7 Select the desired slide layout for the first page to be created in the presentation
from the Slide Layout Task Pane
8 Cl ick the down arrow but ton
9 Select Apply To Selected Slides
Switchingpresentations
PowerPoint allows you to have several presentations simultaneously in the memory of your
computer. The presentation you are in is the current presentation. You can make any other
presentation the current presentation, as outlined in the steps below.
1 Select Window
2 Select the presentation which is to become the current presentation
To become familiar with allthe presentation designs,
have the students view each
presentation design before
selecting the one they will use
Note the active presentation
has a checkmark next to the
presentation's name.
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Closing files 1 Select File
2 Select Close
If the file being closed has not been saved since the last time it was edited, PowerPoint
asks you whether you want to save it before closing it. If so, click Yes. If not, click No. Ifyou click Yesand the presentation has not been saved previously, PowerPoint asks you to
supply a filename and a path for the presentation to be saved. If another file with the
same filename already exists in the destination folder, PowerPoint asks you if you want
to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different
filename or path.
Exiting PowerPoint Upon exiting, PowerPoint closes all the presentations and returns you to where you werebefore PowerPoint became the current application.
1 Select File
2 Select Exit
For each file that has not been saved since the last time it was edited, PowerPoint asks
you whether you want to save it before closing it. If so, click Yes. If not, click No. If you
click Yesand the presentation has not been saved previously, PowerPoint asks you to
supply a filename and a path for the presentation to be saved. If another file with the
same filename already exists in the destination folder, PowerPoint asks you if you want
to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different
filename or path.
Modifying basicoptions andpreferences
When saving presentations for the very first time, and without modifying any defaults,
PowerPoint saves them in the My Documents folder located in the hard drive of your
computer. You can change that default folder to any desired folder in your hard drive, as
illustrated in the following steps.
1 Select Tools
2 Select Op tions
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3 Cl ick the Save tab
4 Type the new default folder into which presentations will be saved, under Default
File Location
5 Click OK
By default, presentations will now be saved in the specified folder.
R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system. Then, use
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the resulting copies in My Documentsto complete the exercises whenever required, unless
otherwise indicated.
Exercise one Launch PowerPoint. Create a blank new presentation based on the default look. Leave thepresentation blank. Exit PowerPoint.
Exercise two Launch PowerPoint. Create a blank new presentation based on the Title Slidelook. Click theTitlebox in the slide. Type December Sales. Click the Subtitlebox. Type Marketing Department.
Save the presentation in C:\My Documentswith the name Marketing.ppt. Close the presentation.
Exercise three Open the presentation Electronics.ppt. Open the presentationAutomotive.ppt. MakeElectronics.pptthe current presentation. Switch toAutomotive.ppt. Close both presentations.
Exercise four Open the presentationAutomotive.ppt. Save it in C:\My Documentswith the filenameVehicles.ppt. Change the title on the title slide to read Vehicle trends. Save the presentation.
Close the presentation.
Exercise five Create a blank new presentation based on the Title Slidelook. Simply typeABC Ltd.as its titleand January-Marchas its subtitle. Save it in C:\My Documentswith the name Marketing.pptand
replace the existing presentation Marketing.pptwhich is in the disk. Close the presentation.
Exercise six Create a new presentation based on the template Ribbons. Close the presentation withoutsaving it.
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Exercise seven Create a blank presentation based on the Title Slidelook. TypeAutumn Fashionas its title andDepartment Storesas its subtitle. Save it first as Autumn.pptand then as Fall.ppt, in
C:\My Documents. Close the presentation.
Exercise eight Open the presentation Fall.ppt. Change its title to read Fashion Shows. Close the presentationbut do not save it when the program prompts you whether the presentation is to be saved.
Exercise nine Open all the presentations listed in the Filemenu. Close all open presentations.
Exercise ten Open the presentation Fall.ppt. Change its main title to read Fall Fashion Shows. ExitPowerPoint and save the presentation when the program prompts you whether the
presentation is to be saved.
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Page 13
2 Generalstructure
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Pulldown menus
Task pane
Displaying or hiding buttons
Presentations
Templates
Colour schemes
Speaker notes
Audience handouts
Creating a slide master
Returning to slide view
Creating a title master
Presentation subtitles
Viewing several slides
Viewing the current slide
Outliner
Zoom
Going to a slide
Selecting slides
Using the Microsoft PowerPoint Help function
Pulldown menus PowerPoint pulldown menus display by default the most commonly used commands,while omitting others less frequently used. If you keep a pulldown menu open for a few
seconds, the program believes that you are looking for one of the commands which is notdisplayed, and proceeds to display all the commands that belong to the pulldown menu.
You can also make the program display all hidden menu choices without having to wait a
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few seconds by clicking the double arrow heads pointing downwards at the end of the
pulldown menu.
Task pane PowerPoints Task Paneis a new feature that facilitates the way you work on yourpresentation. As you work on your presentation, a different Task Panemight appear
allowing you to modify your presentation. For example, if you wanted to add a clipart
image into your document, you will need to display the Clipart Task Pane, whereby you
will have the option of inserting and searching for clipart images found in your computer
or on the Internet.
Furthermore, you can use PowerPoints Search Task Paneto help you in your search for
specific data, if that data is in other presentation elsewhere on your computer or on a
networked computer. The Search Task Panefurther allows you to search for email
messages.
By default, the Task Paneappears on the right side of your PowerPoint presentation. The
Task Panecan be moved elsewhere, as toolbars can be moved, to appear anywhere on
your presentation. To move the Task Paneto, say, the middle of your presentation, simply
take the MOUSEPOINTERto the top of the Task Paneand hold down the LEFTMOUSE
BUTTON(a four arrow cross will appear) and drag the Task Paneto the middle of the
presentation. The Task Panecan be hidden from view if you feel that it distracts you as
you work on your presentation. To close the Task Pane, click the Closebutton on the
upper right corner of the Task Pane.To display the Task Pane, follow the following steps.
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1 Select View
2 Selec t Task Pane
Displaying or hidingbuttons
By default, PowerPoint does not display all the available buttons on the toolbars. You can
display the desired buttons as outlined in the steps below.
1 Click the More Buttons button on the toolbar
2 Select or deselect the button to be added to or to be removed from the toolbar
If the desired button is not displayed, then select Add Or Remove Buttons. This
displays a list of all available buttons. Select the desired button. A check mark
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appears next to your selection thus indicating that the button will be displayed on the
toolbar.
Presentations A presentation consists of one or several slides of the same or different types (e.g., aparticular slides layout may be designed to contain bulleted text whereas another ones
layout may be designed to contain a chart).
Each slide in a presentation is independent from the other slides in the sense that text
which does not fit in a slide will not flow onto the next slide. Each slide in a presentation
is selfcontained.
However, all the slides in a presentation are part of the presentation in questionwhen
the presentation is saved, closed, opened or deleted as a file, all of its slides are saved,
closed, opened or deleted.
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Templates The general appearance of a presentation is determined by the template that it uses andwhich you specify.
PowerPoint comes equipped with a number of predefined templates from which you can
choose when creating a presentation. For example, by choosing a particular template,your presentation may acquire, blue slides with coloured background symbols (such as
stripes or some other objects), yellow text in specific fonts and sizes for different kinds of
text (e.g., main title, subtitle, bulleted text, etc.), etc. A different template may furnish
your presentation with, for example, white slides with black and white background
objects, red text and yet different fonts and sizes for different kinds of text, etc.
Once a presentation has been started, its template set can be changed at any time.
Colour schemes PowerPoint comes equipped with a library of colours from which you can choose tochange the default colour of text, bullets, slices in pie charts, columns in bar graphs,
rectangles, arrows, lines or other objects.
Each template comes with a particular colour scheme. This scheme consists of several
colours which are taken from the colour library and which are recommended for use in
presentations using the template in question. For example, if the template being used
furnishes the presentation with white slides, its colour scheme will recommend several
dark colours for textit will not recommend white or very pale yellow.
However, this is only a recommendationif, for some reason, you want to display white
or very pale yellow text over a white background, you can do so by simply choosing any
of these colours. Likewise, if your presentation uses a template which provides you with
blue slides, the colour scheme associated with such a template may contain yellow and
white as recommended colours for textit will not contain as a recommended colour thesame blue used as background for the slides. But, again, you can ignore the
recommendations and choose any colour you want.
Speaker notes PowerPoint allows you to include speaker notes in your slides. In the notes pages youwill see a smaller version of your slide and below the slide you can type in supporting
information. You can then use the notes as speaker notes when you give your slide show.
Audience handouts You can create handouts of slides for your audience. PowerPoint provides three differentlayouts for handouts. When you print, you choose one of the Handout options to create
paper versions of your slides. You can ask the program for two slides per page, three
slides per page or six slides per page.
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Creating a slidemaster
There are two slide masters. The Title Master determines the appearance of the special
title slides which you usually use at the beginning of a presentation or when wound to
begin a new section of the presentation. The standard Slide Master controls the
appearance of all other slides in your presentation. The text and graphics that you includeon the masters will appear on every slide.
1 Select View
2 Select Master
3 Select Sl ide Master
Use the drawing tools to add any text or graphics that you want to have appear on all
your slides. For example, a company logo. Use the format menu commands to
change the formatting of the text on the slide master.
Returning to slideview
1 Select View
2 Select Normal
Creating a titlemaster
You can create the title master while you are in the slide master.
1 Select View
2 Select Master
3 Select Ti tle Master
Use the drawing tools to add any text or graphics that you want to have appear onyour slide or delete text or graphics that you do not want to have appear on the title
slide. Use the format menu commands to change the formatting of the text on the
title master.
Presentationsubtitles
1 Go to the title slide in which the presentation subtitle is to be inserted
2 Click the text box containing the message Click To Add Subtitle
PowerPoint produces a text block where text can be typed.
3 Type the desired text for the presentation subtit le
Pressing Enterinserts additional lines.
4 Cl ick outs ide the text block
It is important that students
understand why they shoulduse the slide master: (1) to
avoid repetitive formatting of
the title and text, (2) to
ensure consistency on every
slide in the presentation by
adding art, objects, logos,
etc.
The title master may be
different than the slide
master. The title master can
be used more than just for thefirst slide of the presentation.
Whenever you select the Title
Slide autolayout, it is based
on the title master.
Note: you can move from the
title to the subtitle by holdingdown the Ctrl key and
pressing Enter on the
keyboard.
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Viewing severalslides
The Slide Sorterallows you to view on the screen the slides sorted in the order in which
they have been inserted in the presentation.
1 Select View
2 Select Sl ide Sorter
or
1 Click the Sl ide Sorter View button
Viewing the currentslide
1 Select View
2 Select Normal
or
1 Cl ick the Normal button
or, if the slides are being displayed with the Slide Sorter,
1 Doubleclick the slide to be viewed in full size
Outliner You can view the slides of your presentation in an Outlineview. This will display thetitles and text from the first text column, if available. No graphics, free floating text,
charts, etc. will be displayed in the Outlineview. You can also reorganize information
very quickly between multiple slides in Outlineview.
1 Cl ick the Outl ine tab
2 Select the slide to be reorganized
3 Drag the slide to the desired location
4 Release the LEFTMOUSEBUTTON
Click the Show Formatting
button to see only the titles ofeach slide. Click the Show
Formatting button again to
see all of the slides' content.
Click the Collapse All button
in Outline view to display
only the title of each slide.
Click the Eand All button in
Outline view to display the
title and all the body text of
each slide.
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Zoom You can increase or decrease the size of the slide displayed on the screen as needed.
1 Select View
2 Select Zoom
3 Select or specify the desired zoom percentage, in Zoom To, under Percent
4 Click OK
Going to a slide When you go to a slide, such a slide becomes the current slideit can then be deleted, ora new slide can be inserted after it. A selected slide is referred to as the current slide.
Clicking the Next Slidebutton makes current the next slide
Clicking the Previous Slidebutton makes current the previous slide
Pressing PageDownmakes current the next slide
Pressing PageUpmakes current the previous slide
Pressing CtrlHomemakes current the first slide
Pressing CtrlEndmakes current the last slide
Selecting slides When viewing one slide in the Slide View, that slide is selected. You may, however, needto select slides while in different views.
If the slides are displayed with the Slide Sorter,
Clicking a slide with the LEFTMOUSEBUTTONselects it
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Holding the Ctrlkey while clicking on subsequent slides selects multiple non
continuous slides. Therefore, select the first slide by clicking it and then hold Ctrland
click each additional slide you need to select. This way you can select slides, for
example,1,
2,
514and
43
Finally, if the slides are being displayed in outline mode,
Clicking the icon of a slide selects such a slide
Holding the Shiftkey while clicking subsequent slides selects multiple continuous
slides. Therefore, select the first slide by clicking it and then hold Shiftand click the
last slide you need to select. All slides between these two, inclusive, become
selected. This way you can select slides, for example, 114or slides 2943
Using the MicrosoftPowerPoint Help
function
The following steps illustrate how to use the Microsoft PowerPoint Help function.
1 Select Help
2 Select Microsoft PowerPoint Help
The Microsoft PowerPoint Help is displayed providing three ways of seeking help.
You can use theAnswer Wizard, the Index, or the Contentstabs to search for topics
you need help with.
3 Type the desired question or a keyword, What Would You Like to Do?
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4 Click Search
Microsoft PowerPoint Help displays a list of topics that meet the search criterion,
under Select Topic To Display.
5 Select the desired topic, under Select Topic to DisplayMicrosoft PowerPoint Help displays the result of the search in the right pane of the
Microsoft PowerPoint Help window.
You can also use the Indextab to search for topics you need help with.
1 Type the desired keyword, under Type Keywords
2 Click Search
Microsoft PowerPoint Help displays a list of topics that meet the search criterion,
under Choose A Topic
3 Select the desired topic, under Choose A Topic
Microsoft PowerPoint Help displays the result of the search in the right pane of the
Microsoft PowerPoint Help window.
R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
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Exercise one Write below the three types of views that PowerPoint features so that you can edit andformat presentations.
Exercise two Briefly explain below the purpose of the slide sorter.
Exercise three Briefly explain below the purpose of the Outline View.
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Exercise four Briefly explain below the purpose of the Normal View.
Exercise five Open the presentation New Markets.ppt. Display all the slides with the Slide Sorter. Then,display slide 3with the Normal View. Next, display the presentation in outline form with
the Outline View. Finally, close the presentation.
Exercise six Open the presentation New Markets.ppt. Make sure that the presentation is displayed in theNormal View(i.e., one slide at a time). View the presentation, in succession, at 50%, Fit,
and finally at65%.
Exercise seven Make sure New Markets.pptis the current presentation. Display slide 1in the Normal View.Then go directly to slide 4and then to slide 2. Use the Slide Sorter Viewto go to slide 1,
slide 4and, finally, slide 6.
Exercise eight Display the presentation New Markets.pptwith the Outline View and select slide 3. Thenselect slide 4. Finally, double click the icon of slide 1and display it in the Normal View.
Exercise nine Display the presentation New Markets.pptwith the Slide Sorter View. Then, selectsimultaneously slides 2through 4. Next, select simultaneously slides 2, 4, 6and 7. Close
the presentation without saving it.
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Page 27
3 Editingtext
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Slide titles
Bulleted text
Indent levels
Inserting and removing bullets
Floating text
Entering text in Outline view
Undoing and redoing the last command
Slide titles 1 Go to the slide in which a title is to be inserted
2 Click the text box containing the message Click To Add Title
PowerPoint produces a text block where text can be typed.
3 Type the desired text for the ti t le
Pressing Enterinserts additional lines.
4 Cl ick outs ide the text block
Bulleted text 1 Go to the slide in which the bulleted text is to be inserted and whose layoutincludes bulleted text boxes
2 Click the text box containing the message Click To Add Text
PowerPoint produces a text block where the text can be typed. Each paragraph which
is created appears with a default bullet.
3 Type the desired text for the paragraph
4 Repeat the last step as many times as desired
5 Cl ick outs ide the text block
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Indent levels Pressing Tabwhile the INSERTIONPOINTis before the text of the paragraph shifts thecurrent paragraph to the next level of indentation to a total of five levels.
Pressing ShiftTabwhile the INSERTIONPOINTis before the text of the paragraph shifts
the current paragraph back to the previous level of indentation.
Pressing Enterstarts a new paragraph at the same level of indentation as that of the
previous paragraph.
Clicking the Promotebutton on the Formattingtoolbar while in slide view increases
the indent level of the currently selected paragraphs.
Clicking the Demotebutton on the Formattingtoolbar while in slide view decreases
the indent level of the currently selected paragraphs.
Inserting andremoving bullets
1 Select the paragraphs in or from which bullets are to be inserted or removed
2 Select or deselect the Bullet On/Off button on the Formatting toolbar
Line spacing after
and before bulleted
paragraphs
The following steps illustrate how to adjust the line spacing before and after bulleted
paragraphs.
1 Take the insertion point to the paragraph whose line spacing is to be changed
2 Select Format
3 Select L ine Spacing
4 Select the desired number of line spacing to be applied before the bulleted
paragraphs, under Before Paragraph
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5 Select the desired number of line spacing to be applied after the bulleted
paragraphs, under After Paragraph
6 Click OK
Floating text Floating text is text which can be positioned anywhere in a page.
1 Click the Text Box tool button on the Drawing toolbar
2 Take the MOUSEPOINTERto where the floating text is to appear
3 Click the LEFTBUTTON
PowerPoint produces a text block in which text can be typed.
4 Type the des ired text
Pressing Enterinserts additional lines.
5 Repeat the last step as many times as desired
6 Cl ick outs ide the text block
Entering text in
Outline view
You can create a PowerPoint presentation while in Outline View. The following steps
illustrate how to enter text while in Outline view.
1 Cl ick the Outl ine tab
2 Take the MOUSEPOINTERto the desired location where text is to be added
3 Type the des ired text
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Undoing andredoing the last
command
The effect of some commands can be reversed by executing the Undo command. This
applies to the insertion or deletion of images, deletion of text, etc. The following steps
illustrate how to undo and redo the last command.
1 Make the desired changes
2 Select Edit
3 Select Undo
R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
Exercise one Create a blank new presentation based on the Blankdefault look. Type Yearly Salesas thetitle and Forecastas the subtitle. Close the presentation without saving it.
Exercise two Create a blank new presentation based on theBlankdefault look. Create a text box andtype in it the text
New markets present new opportunities to be taken advantage of
Save the presentation in C:\My Documentswith the name Opportunities.ppt.
Exercise three Make sure that the presentation Opportunities.pptis the current presentation. Create abulleted text box with the following bulleted text:
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North America
Europe
South America
Asia
Save the presentation.
Exercise four Make sure that the presentation Opportunities.pptis the current presentation. Create afloating text line with the text Proposed Expansion. Save the presentation
Exercise five Make sure that the presentation Opportunities.pptis the current presentation. Select thetext in the title of slide 1. Select the text in the subtitle.
Exercise six Make sure that the presentation Opportunities.pptis the current presentation. Selectsimultaneously the two bulleted paragraphs
Europe
South America
Exercise seven Make sure that the presentation Opportunities.pptis the current presentation. Create threefloating text lines reading, respectively:
Market penetration
Market presence
Market dominance
Save the presentation.
Exercise eight Make sure that the presentation Opportunities.pptis the current presentation. Edit the text
New markets present new opportunities to be taken advantage of
in the text box so that it reads
New markets present new opportunities to be exploited
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Save the presentation.
Exercise nine Make sure that the presentation Opportunities.pptis the current presentation. Delete all thebulleted paragraphs in the bulleted text box. Close the presentation without saving it.
Exercise ten Make sure that the presentation Opportunities.pptis the current presentation. Create afloating text line reading Market Expansion Plansand make sure it overlaps the text of the
title. Close the presentation without saving it.
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4 Printingpresentations
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Changing page setup
Printing entire presentations
Printing slide ranges
Printing the current slide
Notes slides
Handouts
Printing to transparencies
Printing in colour
Changing pagesetup
You can change the layout of how a presentation is printed or viewed on screen. For
example, a presentation can be printed or viewed in portrait, landscape, on 8.5 X 11
paper, legal size paper etc.
1 Select File
2 Select Page Setup
3 Select the desired layout
4 Select Portrait or Landscape
5 Click OK
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Printing entirepresentations
1 Select File
2 Select Print
3 Select Slides, under Print What
4 Select Al l, under Print Range
5 Click OK
Printing slideranges
PowerPoint allows you to print a specified range of slides in a presentation. If the first
and last slides of the range to be printed are the same, only that one slide will be printed.
1 Select File
2 Select Print
3 Select Slides, under Print Range
4 Specify the range of slides to be printed, under Slides, under Print Range
You can specify what slides are to be printed by typing their slide numbers separated
by commas (as in 3,7,18,32), hyphens (as in 312) or a combination of these (as in
3,411,16,2333,41).
If you print a colour
presentation on a Black andWhite printer, select the
Black and white check box.
To hide all shades of gray
and print in pure black and
white, select the Pure black
and white check box.
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5 Select Slides, under Print What
6 Click OK
Printing the currentslide
1 Select File
2 Select Print
3 Select Current Slide, under Print Range
4 Click OK
Notes slides If you print your presentation as notes slides, each slide will be printed in reduced size onpaper, so that there is enough room under it to take notes.
1 Select File
2 Select Print
3 Select Notes Pages, under Print What
4 Click OK
Handouts You can ask PowerPoint to print more than one slide on each page of the printout.
1 Select File
2 Select Print
3 Select Handou ts
4 Select 2, 3, 4, 6, or 9 slides per page, under Slides Per Page, in Handouts
5 Select Horizontal or Vertical, under Order
Selecting Horizontalwill print the slides in horizontal order; that is, the slides will be
printed in order starting with the first row at the top and continue on subsequent
rows. Selecting Verticalwill print the slides in vertical order; that is, the slides will be
printed in order starting with the first column on the left and continue on subsequent
columns.
6 Click OK
Printing totransparencies
If a slide show is to be presented via an overhead projector, it should be printed on
transparencies. Ensure that prior to printing, transparencies are inserted in the printer.
You may also wish to print
out the outline of a
presentation.
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1 Select File
2 Select Print
3 Select from the available options, under Print What
4 Select the range to print, under Slides, under Print Range
5 Click OK
Printing in colour PowerPoint allows you to print in colour if the printer you are printing from supportscolour.
1 Select File
2 Select Print
3 Clic k Proper ties
4 Click the Paper/Quali ty tab
5 Select Color, under Color
6 Click OK
7 Click OK
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R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
Exercise one Open the presentation New Markets.ppt. Print the entire presentation.
Exercise two Print slides 2through 5from the presentation New Markets.ppt.
Exercise three Go to slide 2in the presentation New Markets.pptand print only this slide.
Exercise four Open the presentation New Markets.ppt. Make sure that you are in Normal View. Go toslide 1. Type, in the speaker notes section(where it saysClick to Add Notes) that appears at
the bottom of the current slide, the text
First of all, thank the audience for taking the time to come to the presentation
Then, print only slide 1along with its speaker notes. Close the presentation without
saving it.
Exercise five Print the presentation New Markets.pptas a handout that includes room for audience notes
Exercise six Preview the presentation New Markets.pptas it would look when printed in full.
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Exercise seven Preview the presentation New Markets.pptas it would look when printed with speakernotes. Then, preview it as it would look when printed with room for audience notes.
Exercise eight Preview the presentation New Markets.pptas it would look when printed in full whileincluding slide numbers.
Exercise nine Print the presentation New Markets.pptas handouts with two slides per page.
Exercise ten Print the presentation New Markets.pptas handouts with six slides per page, with the pageordering set to horizontal ordering, and including slide number under each slide. Close
the presentation without saving it.
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5 Editingpresentations
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Slide layouts
Inserting slides
Changing slide layouts
Moving slides
Copying slides
Deleting slides
Speaker notes
Generating summary slides
Finding text
Replacing text
Spell checker
Using the spell checker
Slide layouts A presentation can contain slides of the following different layouts.
When creating a new slide, you specify what particular layout you want for the slide.
After a slide has been created, you can change its layout at anytime.
There are 24 slide layouts in
PowerPoint 97. Have the
students view each one.
Reinforce the idea that you
rarely need to start with a
blank slide.
Title Slide Bulleted List 2 Column Text Table
Text & Chart Chart & Text Organization Chart Chart
Text & ClipArt ClipArt & Text Title Only Blank
Text & Object Object & Text Large Object Object
Text & Media Clip Media Clip & Text Object Over Text Text Over Object
Text & 2 Objects 2 Objects & Text 2 Object Over Text 4 Objects
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Inserting slides PowerPoint allows you to insert new slides anywhere in a presentation.
1 Select the slide after which the new slide is to be inserted
2 Select Insert
3 Select New Sl ide
PowerPoint will automatically insert a new slide with the same layout as that of the
slide currently selected.
4 Click OK
or
1 Select the slide after which the new slide is to be inserted
2 Click the New Slide button from the Formatting toolbar
3 Select the desired layout for the new slide
4 Click OK
Changing slidelayouts
Once a slide has been created, you can change its layout any time you need to.
1 Select the slide whose layout is to be changed
2 Select Format
3 Selec t Sl ide Layout
When you change a slide's
layout you won't lose the
information. All objects
remain on the slide, but you
might need to rearrange themto fit the new layout.
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4 Select the desired layout for the slide from the Slide Layout Task Pane
5 Cl ick the down arrow but ton
6 Select Apply To Selected Slides
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Moving slides 1 Click the Sl ide Sorter View button
2 Take the MOUSEPOINTERto the slide to be moved
3 Hold down the LEFTMOUSEBUTTON
4 Take the MOUSEPOINTERto where the slide is to be moved
A vertical line indicates where the slide will be moved once the LEFTMOUSEBUTTON
is released.
5 Release the LEFTMOUSEBUTTON
or
1 Cl ick the Outl ine tab
2 Take the MOUSEPOINTERto the icon o f the slide to be moved
3 Hold down the LEFTMOUSEBUTTONThe contents of the slide are selected.
4 Take the MOUSEPOINTERto where the slide is to be moved
A horizontal line indicates where the slide will be moved once the LEFTMOUSE
BUTTONis released.
5 Release the LEFTMOUSEBUTTON
Copying slides If a slide to be created is similar in layout, contents or format to an existing slide, you can
create a duplicate of the latter instead of creating the new slide from scratch.1 Click the Sl ide Sorter View button
2 Select the slide of which a copy is to be made
3 Select Edit
4 Selec t Dupl icate
PowerPoint inserts the copy immediately after the original slide.
or
1 Click the Sl ide Sorter View button
2 Select the slide of which a copy is to be made
3 Select Edit
4 Select Copy
5 Select the slide after which the new slide is to be inserted
In Outline view it is easier to
move slides if the students
have used the Collapse Allbutton first to view only the
titles of each slide.
In Slide Sorter View, you canshow how to copy slides from
one presentation to another.
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6 Select Edit
7 Select Paste
Deleting slides You can delete slides from a presentation any time as outlined in the steps below.
1 Select the slide to be deleted
2 Select Edit
3 Select Delete Sl ide
or
1 Click the Sl ide Sorter View button
2 Select the slides to be deleted
3 Press Delete
Speaker notes You can include speaker notes to refer to during a presentation. Speaker notes can also beprinted if needed.
1 Select the slide to which speaker notes are to be added
2 Select View
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3 Selec t Notes Page
4 Cl ick in the notes box
5 Type the desired text for the notes
or
While in Normalview or Outlineview,
1 Click where it says Click To Add Notes
2 Type the des ired text
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Under Outlineview
Under Normalview
Generatingsummary slides
You can generate a summary slide with a table of contents out of the titles of other slides
in a presentation.
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1 Click the Sl ide Sorter View button
2 Select the slides whose titles are to be used to generate the table of contents
3 Click the Summary Slide button on the Slide Sorter toolbar
A slide with the title Summary Slideis inserted before the selected slides, with their
respective titles as its contents.
4 Doubleclick the summary slide
5 Edit the tit le of the summary slide as desired
By default, PowerPoint inserts the title Summary Slidein the generated slide. You can
change it to, for example, Table Of Contents, orAgenda, or Todays Topics, etc.
Finding text The steps below outline how to find specific strings of characters in presentations. Thesestrings can be independent strings or part of longer strings.
For example, suppose that you want to find all the occurrences of the word capital. You
can find each occurrence when it is a word on its own, as in Ottawa is the capital of
Canada, or Linda has enough capital to open a business. You can also find each occurrence
when it is a word on its own or part of another word, as in Peter was happy that venture
capitalists were interested.
You may wish to use the Find
command to locate a specific
slide title.
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1 Select Edit
2 Select Find
3 Type the text to be found, under Find What
4 Select or deselect Find Whole Words Only
Selecting Find Whole Words Onlywill make PowerPoint find only those occurrences
of the text which are not part of other words. Deselecting Find Whole Words Only
will make PowerPoint find all occurrences of the text, whether they are part of other
words or not.
5 Select or deselect Match Case
Selecting Match Casewill make PowerPoint find only those occurrences of the text
whose use of upper or lower case matches that of the text specified under Find What.
Deselecting Match Casewill make PowerPoint find all occurrences of the text
regardless of their use of upper or lower case.
6 Click Find Next as many times as desired
7 Click Close
Replacing text PowerPoint allows you to replace text with other text. For example, you may want toreplace all or some of the occurrences of capitalwith governmental seat.
1 Select Edit
2 Select Rep lace
3 Type the text to be replaced, under Find What
4 Select or deselect Find Whole Words Only
Selecting Find Whole Words Onlywill make PowerPoint find only those occurrences
of the text which are not part of other words. Deselecting Find Whole Words Only
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will make PowerPoint find all occurrences of the text, whether they are part of other
words or not.
5 Select or deselect Match Case
Selecting Match Casewill make PowerPoint find only those occurrences of the textwhose use of upper or lower case matches that of the text specified under Find What.
Deselecting Match Casewill make PowerPoint find all occurrences of the text
regardless of their use of upper or lower case.
6 Type, under Replace With the replacement text
7 Select Find Next, Replace or Replace All
Selecting Find Nextfinds the next occurrence of the string. Replacereplaces the most
recently found occurrence of the string. Replace Allreplaces all the occurrences of the
string.
8 Click Close
Spell checker When checking the spelling of a presentation, PowerPoint checks the spelling from thecurrent slide onwards. After reaching the end of the slides, the program asks if you want
to continue checking the spelling at the beginning of the slides until the entire
presentation is checked.
If a word is not found in the dictionary that comes with PowerPoint, the program treats it
as a misspelling and waits for your instructions.
While in the spell checking window,
Clicking Ignoremakes PowerPoint continue checking the spelling without changing
the selected occurrence
Clicking Ignore Allmakes PowerPoint continue checking the spelling without
changing the selected occurrence of the expression in question and makes it ignore
subsequent occurrences of that expression
Clicking Changereplaces the selected expression with the current suggestion, underChange To
Selecting one of the expressions listed under Suggestionsreplaces the current
suggestion in Change Towith the selected one
Editing the expression under Change Toreplaces it with the edited expression
Clicking Change Allreplaces all occurrences of the expression in question with the
current suggestion, under Change To
ClickingAddincludes the expression in question to a custom dictionary so that it is
not questioned in future spellchecks
Clicking Suggestdisplays expressions suggested as replacement of the expression in
question
Clicking Cancelinterrupts the spell checking process
Reinforce the idea of adding
proper names, product
names, acronyms, etc. to the
custom dictionary.
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Using the spellchecker
1 Select Tools
2 Select Spelli ng
If no errors are found in the presentation, PowerPoint will automatically prompt you
that the spell check is complete.
3 Make the necessary changes
That is, if the word that is misspelled needs to be corrected, click Change. Or if the
word that the program thinks is misspelled (e.g., a persons name) is fine, click
Ignoreor Ignore All(clicking Ignore Allwill instruct the program that any occurrence
of the word in question should be ignored and regarded as a properly spelled word).
Should a word (e.g., a persons name) be added to the fault dictionary of PowerPoint,
clickAdd.
or
1 Click the Spelling button on the Standard toolbar
If no errors are found in the slide show, PowerPoint will automatically prompt you
that the spell check is complete.
2 Make the necessary changes
That is, if the word that is misspelled needs to be corrected, click Change. Or if the
word that the program thinks is misspelled (e.g., a persons name) is fine, clickIgnoreor Ignore All(clicking Ignore Allwill instruct the program that any occurrence
of the word in question should be ignored and regarded as a properly spelled word).
Should a word (e.g., a persons name) be added to the fault dictionary of PowerPoint,
clickAdd.
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R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
Exercise one Write below the six types of default layouts available when working with a presentation.
Exercise two Open the presentationAutomotive.ppt. Insert a new slide after slide 2 with the layoutTitle and Text. Type the following text as the title of the slide:
Automotive trends New Demographics
Type the following bullets in the bulleted text box of the slide:
Women buy convertibles
Seniors like minivan comfort
Baby boomers demand luxury SUVs
Save the presentation.
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Exercise three Make sure the presentationAutomotive.pptis the current presentation. Edit the bulletedtext box by adding the following as a fourth bulleted paragraph:
Women outsmart men in their choice of sports cars
Save the presentation.
Exercise four Make sure the presentationAutomotive.pptis the current presentation. Change the layoutof slide 2from Title and Textto Title and 2 Column Text. Then, change it back to
Title and Text. Save the presentation. Close the presentation.
Exercise five Open the presentation New Markets.ppt. Display the presentation with the Slide SorterView. Move the slide titled Europeafter the slide titledAsia. Then, move the slide titled
Africabefore the slide titled North America. Finally, rearrange the slides so that they
appear once again in their original order: Electronics 2005, North America, Europe, South
America,Asia,Africaand Oceania. Save the presentation.
Exercise six Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Outline View. Move the slide titled Europebefore the slide titled
North America. Then, move the slide titled South Americabefore the slide titledAfrica.Finally, rearrange the slides so that they appear once again in their original order:
Electronics 2005, North America, Europe, South America,Asia,Africaand Oceania. Save the
presentation.
Exercise seven Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Slide Sorter View. Make a copy of the slide titled North Americaand
paste the resulting copy after the slide titledAfrica. Then, make a copy of the slide titled
Europeand paste the resulting copy after the slide titled Asia. Then, delete the copies you
just made of the slides titled North Americaand Europe. Make sure that the slides in the
presentation are back in their original order: Electronics 2005, North America, Europe,
South America,Asia,Africaand Oceania. Save the presentation.
Exercise eight Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Slide Sorter View. Insert a new slide with the layout Title and Text
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after the slide titledAfrica. Then, delete the new slide while in the Slide Sorter View. Save
the presentation.
Exercise nine Make sure that the presentation New Markets.pptis the current presentation. Insert the text
After the customary introductions, remember to thank the people in London for theirassistance in preparing this presentation.
as speaker notes for the title slide of the presentation. Preview the first slide to check that
the speaker notes have been inserted properly. Save the presentation. Close the
presentation.
Exercise ten Make sure that the presentation Subsidiaries.pptis open. Generate a summary slide with atable of contents out of all the slides in the presentation except the title slide. Change the
title of the summary slide so that it reads
Todays Agenda
Save the presentation in the folder My Documentswith the filename Franchises.ppt.
Exercise eleven Open the presentationAutomotive.ppt. Insert a new slide with the layout Title Slide afterslide 1. Type the text
Automotive trends Abstract
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Type the text shown in the illustration below, including the spelling mistakes (highlighted
with underline), as the text in the subtitle text box of the slide.
Next, check the spelling of the main text box in the slide and correct all the spelling
mistakes. Close the presentation without saving it.
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6 Formattingtext
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Boldface and italics
Fonts
Sizes
Colours
Applying case changes to text
Alignment
Bullets
Setting tabs
Modifying tabs
Deleting tabs
Boldface and italics 1 Select the text whose boldface or italics attribute is to be changed
2 Select Format
3 Select Font
You may wish to show the
buttons on the Formatting
Toolbar first and then show
the Font command as the
"one-stop shopping" dialog
box.
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4 Select Regular, Bold, Italic or Bold Italic, under Font Style
Selecting Regularremoves the boldface or italics attribute. Selecting Boldor Italic
applies the boldface or italics attribute, respectively. Selecting Bold Italicapplies both
the boldface and italics attributes.
5 Click OK
or
1 Select the text whose boldface or italics attribute is to be changed
2 Click the Bold button or the Italic button on the Formatting toolbar
Fonts 1 Select the text whose font is to be changed
2 Select Format
3 Select Font
4 Select the desired font, under Font
5 Click OK
or
1 Select the text whose font is to be changed
2 Click the Font button on the Formatting toolbar
3 Select the desired font type
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Sizes 1 Select the text whose size is to be changed
2 Select Format
3 Select Font
4 Select the desired size, under Size
5 Click OK
or
1 Select the text whose size is to be changed
2 Click the Font Size button on the Formatting toolbar
3 Select the desired font s ize
Colours 1 Select the text whose colour is to be changed
2 Select Format
3 Select Font
4 Select the desired colour, under Color
5 Click OK
or
1 Select the text whose colour is to be changed
2 Click the Font Color button on the Formatting toolbar
3 Select the desired text colour
Applying casechanges to text
You can change the case of any text in a presentation at any time.
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1 Select the text whose case is to be changed
2 Select Format
3 Select Change Case
4 Select the desired type of case
5 Click OK
Al ignment 1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whosealignment is to be changed
2 Select Format
3 Selec t A lignment
4 Select Left, Right, Center or Justified
or
1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whose
alignment is to be changed
2 Click the Align Left button, the Center button, or the Align Right button on the
Formatting toolbar
Bullets 1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whosebullet is to be changed
2 Select FormatShow students how they cansave time if they change the
bullet marker on the slide
master. All the slides in the
presentation will then be
consistent. When choosing a
bullet, go into Monotype
Sorts or Wingdings to select
interesting graphics.
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3 Select Bul let And Numbering
4 Select the desired format of bullets
5 Select the desired colour for the bullet from the Color dropdown list
6 Specify the desired size for the bullet as a percentage of the text size from the
Size dropdown list
7 Click OK
Setting tabs 1 Select View
2 Select Ruler
3 Click the Tab button at the left of the Horizontal ruler
This allows you to select left indented tabs, right indented tabs, centered tabs, or
decimal tabs.
4 Click the location where the tab is to be inserted on the ruler
Modifying tabs 1 Take the MOUSEPOINTER, on the Horizontal ru ler, to the tab to be moved
2 Hold down the LEFTMOUSEBUTTON
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3 Take the MOUSEPOINTERto the new location within the Horizontal ruler
4 Release the LEFTMOUSEBUTTON
Deleting tabs 1 Take the MOUSEPOINTER, on the Horizontal rul er, to the tab to be deleted
2 Hold down the LEFTMOUSEBUTTON
3 Take the MOUSEPOINTERoutside the Horizontal ruler
This drags the tab icon off the Horizontalruler.
4 Release the LEFTMOUSEBUTTON
The tab icon disappears and the tab is deleted.
R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
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Exercise one Open the presentationAutomotive.ppt. Insert a new slide with the layout Title Slide andtype a title, and the paragraph of text, as shown below.
Apply boldface to the word unprecedented. Apply italics to the word and. Then, remove
the boldface and italics from both words. Save the presentation.
Exercise two Make sure that the presentationAutomotive.pptis the current presentation. Change the fontof the word growthin slide 2to Arial. Then, change it back to Times New Roman. save
the presentation.
Exercise three Make sure that the presentationAutomotive.pptis the current presentation. Change the fontsize of the word growthin slide 2to 48points. Then, change it back to 32points. Save the
presentation.
Exercise four Make sure that the presentationAutomotive.pptis the current presentation. Change thecolour of the word growthin slide 2to red. Then, change it back to white. Save the
presentation.
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Exercise five Make sure that the presentationAutomotive.pptis the current presentation. Change thejustification of the paragraph in the subtitle text box of slide 2to right justification. Then,
change it back to center justification. Save the presentation.
Exercise six Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 3.Change the bullets of the bulleted list to arrows. Then, change them to squares. Save the
presentation.
Exercise seven Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.
Set a left indented tab stop at 2 inches. Tab the first line of the paragraph to 2 inches.Then, change its indentation back to its original level. Save the presentation.
Exercise eight Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Delete the left indented tab stop. Save the presentation.
Exercise nine Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Change the font size of all the text in the subtitle text box to 24 points Close the
presentation without saving it.
Exercise ten Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Change the font colour of the word domesticto red. Save the presentation. Close the
presentation.
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Page 65
7 Creatingtables
Chapter objectives By the end of this chapter you will be familiar with the following topics:
Inserting tables
Inserting text in tables
Selecting cells
Selecting rows
Selecting columns
Inserting tables 1 Select the slide where the table is to be inserted and whose layout includestable boxes
2 Doubleclick the table box containing the message Doubleclick To Add Table
3 Type the desired number of columns, under Number Of Columns
-
4 Type the desired number of rows, under Number Of Rows
5 Click OK
6 Insert the desired data in the corresponding cells
7 Cl ick outs ide the table box
or
1 Select the slide where the table is to be inserted
2 Select Insert
3 Select Table
4 Type the desired number of columns, under Number Of Columns
In PowerPoint when you
insert a table, it is best to
indicate as close as possible
how many columns and rows
the finished table will have.
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5 Type the desired number of rows, under Number Of Rows
6 Click OK
Inserting text intables
1 Click on the table to be edited
2 Take the INSERTIONPOINTto the desired cell in the table
3 Insert the des ired text
Text wraps around automatically when it reaches the end of the column. Pressing
Enterallows you to insert additional lines inside the current cell. Pressing the arrow
keys moves the INSERTIONPOINTwithin the text or from cell to cell.
Selecting cells 1 Click on the table to be edited
2 Position the MOUSEPOINTERon the lefthand side of the firs t cell of the range of
cells to be selected
The MOUSEPOINTERbecomes an arrowhead.
3 Hold down the LEFTMOUSEBUTTON
4 Take the MOUSEPOINTERto the last cell of the range of cells to be selected
5 Release the LEFTMOUSEBUTTON
You can also hold down the
Alt key and single-click in a
column to select the column.
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Selecting rows 1 Click on the table to be edited
2 Take the MOUSEPOINTERoutside and to the left of the first row to be selected
The MOUSEPOINTERbecomes an arrowhead
3 Hold down the LEFTMOUSEBUTTON
4 Take the MOUSEPOINTERoutside and to the left of the last row to be selected
5 Release the LEFTMOUSEBUTTON
Selecting columns 1 Click on the table to be edited
2 Take the MOUSEPOINTERoutside and immediately above the first column to be
selected
The MOUSEPOINTERbecomes an arrowhead.
3 Hold down the LEFTMOUSEBUTTON
4 Take the MOUSEPOINTERoutside and immediately above the last column to be
selected
5 Release the LEFTMOUSEBUTTON
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R E V I E W E X E R C I S E S
Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.
Then, use the resulting copies in My Documentsto complete the exercises whenever
required, unless otherwise indicated.
Exercise one In a blank new presentation, insert a table with eight rows and four columns. Close the
presentation without saving.
Exercise two In a blank new presentation, insert a table with three rows and six columns. Close thepresentation without saving.
Exercise three In a blank new presentation, insert a table with five rows and five columns. Save thepresentation with the name Tables.ppt.
Exercise four In a blank new presentation, insert a table with three rows and three columns. Select thefirst cell in the first row. Then, select the first row in two different ways. Next, select the
cell in the second row, third column. Finally, select the middle column in two different
ways.
Close the presentation without saving.
Exercise five In a blank new presentation, insert a fourrow, twocolumn table. Select the entire tablein two different ways.
Close the presentation without saving.
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