File and Folder Management

PowerPoint 2000 Intermediate

Basic File Manipulation

• Recently used files are displayed at the bottom of the “File” drop down menu

• Right clicking on files or folders displays a pop-up menu

Folder pop-up File pop-up

Properties

• Each file that you save can has a number of automatically entered or user defined properties

• Tabs include:– General– Summary– Statistics– Contents– Custom

Finding Files

• Allows you to find files that you may have forgotten the file name of

• Also allows you to find files containing specific text or phrases

Defining Your Default Folder Location

• When you display the File Open or File Save dialog boxes, the default folder displayed can be set

• Tools/Options

The Pack and Go Wizard

You can pack a presentation for use on a PC that may not have PowerPoint installed on it

Adding Text to Slides

PowerPoint 2000- Intermediate

Text and PowerPoint

• Every new slide which you create in PowerPoint will contain placeholders– Consisting of a title placeholder where you type in the text for

the title of the slide, and a main text placeholder where you can add text and objects

• You can also add text to your slides, outside the placeholders, using the Text Box tool– Use the Text Box tool to create text labels; this is ideal for

short notes and phrases

– You can also use the Text Box tool to create a word processing box for longer sections of text where the text will wrap inside the boundaries of the box

• You can enter text on a slide using the placeholders

• Or using the Text Box tool– Create a text label

– Create a word processing box

Click to add title

Click to add text

Click on either placeholder and add text as required

Any text that you enter on a slide with the Text Box tool is not displayed in Outline view. Only text typed in a title or main placeholder will appear

Adding Text in Slide View

Adding a New Slide to a Presentation

• Press Ctrl+M or use the Insert/New Slide command– Then select the required AutoLayout

Outline View and Text

• In Outline view you work with only the titles and main text from each slide in your presentation

• The Outline tools include– Promote– Demote– Move Up– Move Down– Collapse– Expand– Collapse All– Expand All– Summary Slide– Show Formatting

Adding Text in Shapes

– Text can easily be added and arranged in drawing shapes selected from the AutoShapes menu

– When you move or rotate the shape, the text moves with it

To add text to an AutoShape

Click on the Autoshape to select it

Begin typing

The text appears in the AutoShape

To make the text fit the shape, use the Word wrap text in AutoShape Formatting option

Finding and Replacing Text

• Allows you to search for words or strings of characters and replace them with other words

Selection Techniques

• Make sure that you know how to:– Select a word

– Select a paragraph

– Select a sentence

– Toggle between the text insertion point and selection of the Text Object

Formatting and Proofing Text

PowerPoint 2000 Intermediate

Text Formatting Within PowerPoint

• You can format text by selecting commands from the Format menu or by using the tools on the Formatting toolbar

Replacing Fonts

• Select the Replace Fonts command from the Format drop down menu

Formatting Fonts

• Select the Font command from the Format menu

Additional Text Formatting Effects

• Select the Font command from the Format menu

Bullets

• Select the Bullets and Numbering command from the Format menu

• Or use the bullets on/off tool

Case Formatting

• Select the change case command from the format menu

• Options include:– Sentence case– Lowercase– Uppercase– Title case– Toggle case

Using the Format Painter

• Select the text containing the styles you wish to transfer to another section of text

• Click on the Format Painter icon on the Standard toolbar

• Select the text you want to add the style to and the style is transferred to the selected text

Remember the Undo Command!

• To undo your last action, click on the Undo icon on the standard toolbar– Or select Undo from the Edit menu

Undo Icon Redo Icon

Paragraph Alignment

• Includes:– Left

– Right

– Center

– Justify

• Select alignment from the format menu

Or

• Use the formatting toolbar icons

Line and Paragraph Space Formatting

• Modifies the amount of space between lines of text or between paragraphs, select the Format Line Spacing command

Tab Formatting

Used to align and space text horizontally in a document. All tab stops are available on the ruler. You can choose from the following types of tab stop:

Note: When you are entering text and want to move from one tab stop to the next, press Ctrl+Tab

Left Tab The left-hand edge of the text is aligned with the tab stop

Right Tab The right-hand edge of the text is aligned with thetab stop

Center Tab The text is centered over the tab stop

Decimal Tab The decimal points of numbers are aligned at the tab stop

Checking Spelling

• Use the Tools/Spelling command• Or click on the Spelling icon, in the Standard

Toolbar

• Options include:– Ignore

– Ignore All

– Change

– Change All

– Add

– Suggest

TIP:Press F7 to activate the Spell Checker

Using Masters

PowerPoint 2000- Intermediate

What Are Slide Masters?

• Four PowerPoint masters:– Slide Master

– Title Master

– Handout Master

– Notes Master

• Masters contain formatting information• Items on the master appear on

all slides– No need to apply the master formatting

to every slide in your presentation

• Changes to text on individual slides are retained

The Slide Master

• Contains formatted placeholders for title, text and background items

• To open, select Master from the View menu, and select Slide Master

Shortcut Tip to open the Slide Master, click on the Slide View icon whilst holding down the SHIFT key

Master title (Title Area for AutoLayouts)

Master text (Object Area for AutoLayouts)

Adding a Footer, Date and Numbering Information

• Click on the View/Header and Footer command

Manipulating Slide Masters

• You can:– Make a slide different from the Slide Master

• By making changes to an individual slide– Reapply the Slide Master formats to a slide

• Select the slide that you want to reapply the Slide Master formatting to

• Select Slide Layout from the Format menu to display the Slide Layout dialog box

• Select Reapply

The Microsoft Clip Gallery

PowerPoint 2000- Intermediate

What is the Microsoft Clip Gallery?

• A central collection of:– Pictures

– Sounds

– Motion clips

Using the Microsoft Clip Gallery

• Click on the “Insert Clip Art” icon

• Or use the “Insert” drop down menu

Modifying the Contents of the Microsoft Clip Gallery

• You can add, rename or delete clip categories• You can update the clip previews• You can even acquire more clip art from the

Internet!

Creating Tables

PowerPoint 2000 - Intermediate

Creating Slides that Contain Tables

• Use the “Insert Table” icon

Tables and Text Manipulation

• Tab Move to the next cell

• Shift+Tab Move to the previous cell

Selection Techniques Within Tables

• To select cells– Click on the first cell and drag over any adjacent cells you

wish to select

• To select a row– Click within the row you wish to select and from the Table

drop down menu (displayed on the Tables and Borders toolbar) choose Select Row

• To select a column– Click within the column you wish to select and from the Table

drop down menu (displayed on the Tables and Borders toolbar) choose Select Column

Manipulating Cells, Rows and Columns Within Tables

• To change column widths & row heights– Click on the edge of the cell you wish to resize and drag

until the desired size is reached

– You can have a column automatically resize to fit the contents of the column by double clicking on the column edge

Charts

PowerPoint 2000 - Intermediate

Creating a Chart

• Use an AutoLayout• Or Use the Insert Chart icon

0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

Chart Types

• A wide range of different chart types can be used• Pick the format that is most appropriate to your

data

Chart Titles

Chart Axes

Chart Gridlines

Chart Legend

Chart Data Labels

Chart Data Table

Formatting the Data Series

Organization Charts

PowerPoint 2000 - Intermediate

Creating an Organizational Chart

Adding or Removing Chart Boxes

• Click on the button which corresponds to the box you wish to add, i.e. subordinate, co-worker, etc

• Click on the box in the chart to which you want to attach the new box

• The new box is added to the chart and is selected

To remove a chart box

Click on the box you want to remove to select it

Then press the Delete key

Moving Chart Boxes

• Locate the mouse pointer within the box you wish to move

• Hold down the left-hand mouse button and drag the box to a new location

• Position the box over another box in the chart, the mouse pointer changes shape to indicate where the box will be placed when you release the mouse button

Formatting Organization Chart Boxes

• Right-click on any organization box to display a pop-up menu

Use the Shift key to select multiple boxes

Using PowerPoint 2000 With Other Applications

PowerPoint 2000 - Intermediate

PowerPoint and OLE

• PowerPoint uses OLE (Object Linking and Embedding)– OLE allows you to embed, or link, objects from other

applications to your PowerPoint presentations

– Embedded objects, such as a Microsoft Excel chart, become part of your presentation

– Linked objects are stored in the original document which enables others to update the object at source

• The presentation only stores a representation of the original object

• Any changes made to the original document will be reflected in the PowerPoint presentation when the link is updated

Pasting Objects from Other Applications

• You can select objects within other applications and then paste them into your Powerpoint presentation as “embedded objects”

Editing an Embedded Object

• Double click on the embedded object– The application where the object was created is opened to

allow editing

– In some cases, you may need to use the Edit menu commands

– Some applications allow you to edit embedded objects using in-place editing

– In other cases, a completely separate window is opened to allow you to edit the object in its original application

Linking Objects from Other Applications

• Use the Edit/Paste Special command

Note: If the format of the object does not allow a link to be created, this option will not be available

Paste Link Command

The Links Command

• Options include:– Automatic

– Manual

– Update Now

– Open Source

– Change Source

– Break Link

Printing a Presentation

PowerPoint 2000 - Intermediate

Printing Under PowerPoint

• All the elements of your presentation can be printed– Slides

– Outlines

– Speaker’s notes

– Audience handouts

• The slides can be printed onto paper or onto overhead transparencies– Before you begin, you should set up the slide format

– Setting up the slides at this stage ensures that what you see on the screen is what will appear on the printed page!

Setting Up Slides for Printing

• Select Page Setup from the File menu to display the Page Setup dialog box

OPTIONS INCLUDE:

On-screen Show

Letter Paper (8.5 x 11 in)

A4 Paper (210 x 297 mm)

35mm Slides

Custom

In the Orientation section, select the orientation for your slides in the Slides box. Choose either Portrait or Landscape

Printing a Presentation

• Select Print from the File menu to display the Print dialog box

OPTIONS INCLUDE:

Slides

Notes Pages

Handouts

Outline View

Select the number of copies you want to print in the Copies box

Customizing PowerPoint

PowerPoint 2000 - Intermediate

Customizing Your PowerPoint View Options

• You can:– Display the Startup Dialog– Display the New Slide Dialog– Display the Status Bar– Display a Vertical ruler– Enable right-click pop-up menus– Display the pop-up menu button in a slide show– Display a black slide at the end of a slide show

Customizing Your PowerPoint General Options

• You can:– Enable sounds linked to certain PowerPoint events

– Alter the number of recently used files displayed

– Force linking rather than embedding of large sound files

– Define the user information name and initials

Customizing Your PowerPoint Edit Options

• You can:– Automatically replace straight quotes with smart (curly)

quotes

– Enable automatic word selection

– Enable smart Cut and Paste

– Enable "drag and drop" text editing

– Enable Auto-fit text to text placeholder

– Enable AutoFormat as you type

– Set the fonts used by new charts

– Set the number of undo levels

Customizing Your PowerPoint Print Options

• You can:– Enable background printing

– Print TrueType fonts as graphics

– Print embedded objects at printer resolution

Customizing Your PowerPoint Save Options

• You can:– Allow fast saves

– Prompt for file properties

– Modify the Save AutoRecovery information

– Convert charts when saving

– Set the default file save format

Customizing Your PowerPoint Spelling & Style Options

• You can:– Check spelling as you type– Hide spelling errors– Force the spell checker to always suggest correct

spellings– Ignore the spelling of words in uppercase– Ignore the spelling of words containing numbers

Customizing Your PowerPoint Advanced Options

• You can:– Render 24-bit bitmaps to highest quality

– Set the default file locations

Customizing Your Toolbars

• You have a number of standard toolbars that contain default icons

• Each of these toolbars can be customized• Icons can be added or deleted from each toolbar

AutoCorrect

• The AutoCorrect facility allows you to automatically correct a range of errors

• As well as using the default automatic correction of common spelling errors, you can use it to automatically correct your own common typing errors by customizing the facility

• The facility also allows you to enter information such as (c) which is automatically changed to © when you press the spacebar after entering the closing bracket