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Microsoft PowerPoint 2010

Fundamentals

Written By: Jeff Hutchinson

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Page i PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011

Introduction

Course Description In today's work environment, presentations have moved far beyond flip charts and

overhead projectors. Audiences not only expect that your presentations are in an

electronic format, but they also demand that your presentations be unique and

sophisticated in their use of such formats. In this course, you will work with Microsoft

Office PowerPoint 2010 to create electronic presentations. This class will cover the skills

needed to create a presentation, then the view layouts such as outline, slide sorter and

viewing multiple presentations, we will cover the formatting of text graphics, bullets, and

at the end we will show you how to display a presentation for electronic display and

printing.

Prerequisite It is helpful to have a working knowledge of computers, but it is not required to take this

class.

Course Outline Day 1 Chapter 1 - Exploring Powerpoint Chapter 2 - Working With Presentations Chapter 3 - Using The Outline Tab Chapter 4 - Editing And Proofing Text Day 2

Chapter 5 - Formatting Presentation Text Chapter 6 - Formatting Bullets / Numbers Chapter 7 - Using Slide Sorter View Chapter 8 - Editing Multiple Presentations Day 3

Chapter 9 - Using Graphic Images Chapter 10 - Working With Drawing Objects Chapter 11 - Using Slide Show View Chapter 12 - Printing

Learning Process All modules in this course will follow these basic steps for learning:

Theoretical discussion of the topic.

Example of a topic in a presentation.

Step-by-Step completion of the topic as a class.

Practice to review skills located at the end of the chapter.

Homework is recommended to better understand the concepts.

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PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011 Page ii

Highlights in Document Commands, keyboard combinations and specific menu choices are highlighted in bold.

These are the most important text statements in the Step-by-Step and Practice Exercises.

For example, the word “Insert” bolded text (Example: Insert ribbon tab) is the most

important statement in the text string and “Shift F1” is a keyboard command that is

highlighted for emphasis.

About the Author Jeff Hutchinson is a computer instructor teaching a variety of classes around the country.

He has a BS degree from BYU in Computer Aided Engineering and has worked in the

Information Technology field supporting and maintaining computers for many years. He

also owned a computer training and consulting firm in San Francisco, California. After

selling his business in 2001, he continued to work as an independent computer instructor

in California and Utah. Jeff Hutchinson lives in Utah and provides training for the Utah

Valley University Community Education system, offering valuable computer skills for

the general knowledge of students, career development, and career advancement.

Understanding the technology and the needs of the students has been the basis for

developing this material. Jeff Hutchinson can be contacted at

[email protected] or (801) 376-6687.

Released Version This documentation is based on Microsoft PowerPoint 2010. The latest revision of this

Introductory book is PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011

Copyright This material is the sole property of Jeff Hutchinson through his company Excel

Networks. Any copying, duplication or reproduction of this document must be approved

by Jeff Hutchinson in writing. However, students can use the material in and out of class

for personal development and learning.

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mailto:[email protected]

Page iii PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011

Exercise Download The exercises are posted on a web site and can be downloaded to your computer.

Please do the following:

Step 1 - Open Internet Explorer.

Step 2 - Type the web address: www.excel-networks.com

Step 3 - Go to the home page and look for the link called “Exercises”.

Step 4 - Click in the “PowerPoint 2010 Level 1 UVU” download file.

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PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011 Page iv

Step 5 - Click the Run button.

Step 6 - Choose the Run button again.

Step 7 - Choose the OK button.

Step 8 - Click the Unzip button.

Step 9 - Choose the OK button.

Step 10 - Choose the Close button.

Step 11 - The files are now located in the C:\Data folders on your computer.

If there are any questions or problems, you can contact Jeff Hutchinson at

[email protected].

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mailto:[email protected]

Page v PowerPoint 2010-Fundamentals Rev: 1.0 Date: 5/18/2011

Table of Contents

PowerPoint 2010 Fundamentals

INTRODUCTION............................................................................................ I

Course Description ........................................................................................ i

Prerequisite .................................................................................................... i

Course Outline ............................................................................................... i

Learning Process ............................................................................................ i

Highlights in Document ................................................................................ ii

About the Author .......................................................................................... ii

Released Version .......................................................................................... ii

Copyright ...................................................................................................... ii

Exercise Download ...................................................................................... iii

CHAPTER 1 - EXPLORING POWERPOINT .............................................1

1.1 Starting PowerPoint .................................................................................1

1.2 Using the Microsoft File Ribbon Tab ......................................................1

1.3 Using the Ribbon .....................................................................................2

1.4 Working with Groups ..............................................................................2

1.5 Working with the Contextual Tabs ..........................................................3

1.6 Working with the Galleries ......................................................................3

1.7 Working with Quick Styles ......................................................................4

1.8 Using the Quick Access Toolbar .............................................................5

1.9 Dialog Box Launcher ...............................................................................5

1.10 Using the Mini Toolbar ..........................................................................6

1.11 Using Live Preview ...............................................................................6

1.12 Pinning Files ..........................................................................................7

1.13 Saving a New Presentation ....................................................................7

1.14 Closing a Presentation ...........................................................................8

1.15 Creating a New Presentation ..................................................................9

1.16 Opening an Existing Presentation ..........................................................9

1.17 Exiting PowerPoint ..............................................................................10

Practice1 Exercise - Exploring PowerPoint .................................................11

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CHAPTER 2 - WORKING WITH PRESENTATIONS ............................13

2.1 Entering Text into a Presentation ...........................................................13

2.2 Adding a New Slide ...............................................................................13

2.3 Applying a Theme .................................................................................14

2.4 Applying a Background Style ................................................................15

2.5 Changing Slide Orientation ...................................................................16

2.6 Changing the Magnification ..................................................................16

2.7 Switching Views ....................................................................................17

2.8 Adding Speaker Notes ...........................................................................18

Practice1 Exercise - Working with Presentations ........................................19

CHAPTER 3 - USING THE OUTLINE TAB .............................................21

3.1 Working with the Outline Tab ...............................................................21

3.2 Collapsing and Expanding Slides ..........................................................23

3.3 Demoting and Promoting Text Lines .....................................................24

3.4 Moving Text Lines .................................................................................24

3.5 Adding Slides in the Outline Tab ..........................................................25

3.6 Deleting Slides from the Outline Tab ....................................................26

3.7 Rearranging Slides in the Outline Tab ...................................................27

Practice1 Exercise - Using the Outline Tab .................................................28

CHAPTER 4 - EDITING AND PROOFING TEXT ..................................31

4.1 Selecting Text ........................................................................................31

4.2 Deleting Slide Items ...............................................................................32

4.3 Moving/Copying Text between Slides ..................................................32

4.4 Using the Clipboard Task Pane .............................................................34

4.5 Using Undo and Redo ............................................................................35

4.6 Finding and Replacing Text ...................................................................36

4.7 Checking Spelling as You Type ............................................................37

4.8 Running the Spelling Checker ...............................................................38

4.9 Creating an AutoCorrect Entry ..............................................................39

4.10 Importing Text from Word ..................................................................41

Practice1 Exercise - Editing and Proofing Text ...........................................42

CHAPTER 5 - FORMATTING PRESENTATION TEXT .......................45

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5.1 Changing an Existing Font ....................................................................45

5.2 Modifying the Font Size ........................................................................46

5.3 Changing Font Style and Effect .............................................................47

5.4 Changing the Font Color ........................................................................48

5.5 Using the Font Dialog Box ....................................................................49

5.6 Using the Format Painter .......................................................................50

5.7 Changing Text Alignment .....................................................................51

5.8 Modifying Paragraph Spacing ...............................................................51

5.9 Using the AutoFit Options Button .........................................................52

5.10 Selecting a Shape Style ........................................................................53

5.11 Customizing a Shape Style ..................................................................54

5.12 Applying Effects to a Text Placeholder ...............................................55

5.13 Selecting a WordArt Style ...................................................................56

5.14 Editing Text Outline Color ..................................................................57

5.15 Editing Text Fill Color .........................................................................58

5.16 Applying Text Effects ..........................................................................59

Practice1 Exercise - Formatting Presentation Text ......................................60

CHAPTER 6 - FORMATTING BULLETS / NUMBERS .........................63

6.1 Adding and Removing Bullets ...............................................................63

6.2 Adding and Removing Numbers ...........................................................63

6.3 Modifying Bullets and Numbers ............................................................64

Practice1 Exercise - Formatting Bullets and Numbers ................................65

CHAPTER 7 - USING SLIDE SORTER VIEW ........................................67

7.1 Selecting Multiple Slides .......................................................................67

7.2 Moving Slides in Slide Sorter View ......................................................68

7.3 Duplicating Slides in Slide Sorter View ................................................68

7.4 Copying Slides in Slide Sorter View .....................................................69

7.5 Deleting Slides in Slide Sorter View .....................................................70

Practice1 Exercise - Using Slide Sorter View .............................................70

CHAPTER 8 - EDITING MULTIPLE PRESENTATIONS .....................71

8.1 Viewing Multiple Presentations .............................................................71

8.2 Copying Text between Presentations .....................................................71

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8.3 Copying Slides between Presentations ..................................................73

8.4 Copying Slides with Drag and Drop ......................................................73

Practice1 Exercise - Editing Multiple Presentations ....................................74

CHAPTER 9 - USING GRAPHIC IMAGES ..............................................77

9.1 Working with Graphics ..........................................................................77

9.2 Using the Clip Art Task Pane ................................................................77

9.3 Using Slide Layouts ...............................................................................79

9.4 Inserting a Picture ..................................................................................80

9.5 Cropping a Picture .................................................................................81

9.6 Moving a Graphic ..................................................................................82

9.7 Resizing a Graphic .................................................................................83

9.8 Formatting a Graphic .............................................................................83

9.9 Coloring a Graphic .................................................................................84

9.10 Applying a Picture Style ......................................................................85

9.11 Adding Effects .....................................................................................86

9.12 Adding a Border ...................................................................................87

Practice1 Exercise - Using Graphic Images ................................................88

CHAPTER 10 - WORKING WITH DRAWING OBJECTS ....................91

10.1 Drawing an Enclosed Object ...............................................................91

10.2 Changing the Fill Color of an Object ...................................................92

10.3 Applying a Fill Effect ..........................................................................93

10.4 Applying Effects ..................................................................................95

10.5 Drawing a Line ....................................................................................95

10.6 Formatting Lines ..................................................................................96

10.7 Creating a Text Box .............................................................................97

10.8 Rotating and Flipping an Object ..........................................................99

10.9 Arranging Objects ..............................................................................100

10.10 Aligning Objects ..............................................................................101

10.11 Grouping Objects .............................................................................102

Practice1 Exercise - Working with Drawing Objects ................................103

CHAPTER 11 - USING SLIDE SHOW VIEW ........................................105

11.1 Running a Slide Show ........................................................................105

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11.2 Navigating a Slide Show ....................................................................106

11.3 Creating a Custom Show ...................................................................107

Practice1 Exercise - Using Slide Show View ............................................109

CHAPTER 12 - PRINTING ........................................................................111

12.1 Print and Printer options ....................................................................111

12.2 Print Pages .........................................................................................112

12.3 Print Layout .......................................................................................112

12.4 Print Orientation ................................................................................114

12.5 Print Headers and Footers ..................................................................114

12.6 Selecting Page Setup Options ............................................................115

12.7 Preview and zooming .........................................................................115

12.8 Page Layout ribbon tab ......................................................................116

Practice1 Exercise - Printing a Presentation ..............................................116

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Chapter 1 - Exploring PowerPoint Microsoft PowerPoint 2010 is a presentation graphics program that produces

dynamic and powerful slide shows containing movies, sounds, text, graphics,

charts, and SmartArt. You can use PowerPoint for formal and informal

presentations and meetings, as well as for presentations on the Internet.

Whether you are presenting an idea, plan, or complex report to a group, you

can use PowerPoint to combine essential data, dramatic illustrations,

animation, special effects, and timed sequences that convey your important

points in an informative and convincing visual presentation.

PowerPoint incorporates a wide variety of tools and features for selecting

fonts, formats, styles, colors, and themes. You can import documents from

word processing programs or worksheets and charts from spreadsheet

applications as well as creating text, tables and charts directly in PowerPoint.

For example, in a presentation designed to show your company's financial

performance, you could import a previously created list of assets from

Microsoft Word and a graph illustrating stock performance from Microsoft

Excel. Alternatively you could create a bullet pointed list, table of data and

associated chart using PowerPoint and its integration with the other

applications in the Office 2010 suite.

You can use illustrations from clip art libraries or picture files, as well as

movies and sounds from the clip organizer, files or CDs. There are galleries of

predefined shapes, WordArt and SmartArt objects and you could even create

a Photo Album from a collection of digital photographs.

1.1 Starting PowerPoint When Microsoft Office 2010 is installed, it creates a Microsoft Office

submenu in your All Programs menu of the start menu. The submenu

contains the shortcuts to all of your Office applications. You can open

Microsoft PowerPoint 2010 by selecting it from this menu.

Step-by-Step

1. Click Windows Start

2. Point to All Programs

3. Point to Microsoft Office

4. Click PowerPoint 2010 or (PowerPoint 2007 icon )

1.2 Using the Microsoft File Ribbon Tab The new look of Microsoft PowerPoint 2010 brings many changes. Most of

these changes refer to the navigational aspects of the application and the new

and improved user interface. PowerPoint 2010, along with other Microsoft

Office applications, has moved away from the complex menu system and has

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arranged features and commands according to their use and their place in the

order of creating a presentation. One thing that is similar to the older Office

2003 program is the File ribbon tab where you can choose a New document,

Open, Save, Print, and Close. It is located in the upper left corner of the

screen. There are other features, but the primary purpose is filing the

document. Office 2007 uses a different button for file manipulation (see

below) instead of the File ribbon tab. Its purpose is the same but the Office

button but looks different.

Office 2010 File ribbon tab Office 2007 Office button

1.3 Using the Ribbon In place of the old menu systems in previous editions, Microsoft has

introduced the Ribbon. The Ribbon comprises a band of functional tabs

across the top of the screen. The orders in which these tabs appear across the

Ribbon are designed to follow the flow of creating a presentation, thus

enabling a straightforward and logical order to presentation construction.

These tabs act as menus and display the relevant commands relating to that tab.

The tabs available across the Ribbon include the Home tab, Insert tab, Design

tab, Animations tab, Slide Show tab, Review tab, and View tab.

The Ribbon

1.4 Working with Groups In PowerPoint 2010 the graphical tabs serve as the menu list for a range of

activities. When selected from the Ribbon a tab displays a range of Groups.

These Groups categorize Commands according to their function. Below is a

brief guide to the Groups and Commands you will find on each of the tabs in

PowerPoint 2010:

Home tab - here you will find basic commands such as New Slide

and Text formatting commands.

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Insert tab - these Groups allow you to insert various objects into a

slide such as tables, pictures, diagrams, charts, text, movies and

sound.

Design tab - gives you the tools you need to customize the

appearance of your presentation slides.

Animations tab - allows you to add a variety of animations and

transitions to your slides.

Slide Show tab - these Groups aim to help you rehearse your

presentation.

Review tab - here you can check the Spelling in your presentation

as well as add comments and annotation to slides.

View tab - offers you a variety of ways to view your slides from

Notes Master to Black and White or Grayscale.

The Groups

1.5 Working with the Contextual Tabs In addition to the standard tabs that appear along the Ribbon there are

Contextual Tabs that appear and disappear as you use various commands.

These Contextual Tabs contain special formatting tools for items like tables

and graphics. When you have inserted a picture, table, chart or SmartArt

object for example, the Contextual Tabs will appear on the right hand side of

the Ribbon and will be highlighted with a different color to the rest of the tabs.

When you have finished working on the selected item these tabs will

automatically disappear.

A Contextual tab

1.6 Working with the Galleries While some buttons in the Ribbon immediately apply a command, such as the

Bold button, other buttons offer a large range of choices. When you see a

button with a down-pointing arrow, it indicates that the button offers several

options. Generally, clicking this type of button displays a Gallery, although

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some buttons display just a menu, while others show both a gallery and a

menu.

A Gallery is a graphic display of the options available from the button.

A Gallery

Step-by-Step

1. Insert ribbon tab

2. Shapes Button

1.7 Working with Quick Styles Office 2010 also has a special type of gallery on some of the tabs known as a

Quick Style gallery. You can recognize a Quick Style gallery by the fact it

displays several options directly on the Ribbon and has three arrows on the

right-hand side of the button.

The top two arrows on the right-hand side are scroll buttons that let you see the

other options in the Quick Style gallery without having to display the whole

gallery at one time.

The third arrow, the one with the line above it, is known as the More arrow.

When you click the More arrows, the whole gallery is displayed.

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A Quick Style button

1.8 Using the Quick Access Toolbar The Quick Access Toolbar is a feature that is present throughout Microsoft

Office 2010. It appears at the top left of the screen alongside the File ribbon

tab. It is a quick and easy way to access some of an application‟s regularly

used features without using the Ribbon or Tabs. You can choose to display

the Quick Access Toolbar below the Ribbon, if you prefer.

The Quick Access Toolbar has three commands by default; Save, Undo, and

Redo. However, you may find that there are other commands that you use

frequently and wish to add to the Quick Access Toolbar. You may want to

remove some commands that you find less useful.

The Quick Access toolbar

Step-by-Step

1. Click

on the Quick Access Toolbar

2. Click Show Below the Ribbon

3. Display the Quick Access Toolbar above the Ribbon.

4. Click the Quick Access Toolbar

5. Choose Spelling

6. Click the Quick Access Toolbar

7. More Commands

8. Choose commands from: All Commands

9. Choose the 5-point StarAddOK

Notice the 5-point star in the upper left corner

1.9 Dialog Box Launcher The result of a command will open a dialog box to show more detailed options.

This feature is similar to Office 2003 dialog Box.

Quick Styles button

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Font ribbon group

Step-by-Step

1. Continue with the previous exercise.

2. Select some text.

3. Home ribbon tab Font ribbon group.

4. Click the small arrow in the lower right corner.

Note: a dialog box is displayed.

5. Click on the Font tabFont Styles: Bold Italic

6. Press Ctrl Z to undo the operation.

1.10 Using the Mini Toolbar When you select text for formatting, the Mini toolbar automatically appears

above the selected text. If you move the mouse pointer close to the Mini

toolbar, it fades in and can be used to format the selected text. If you move the

mouse pointer away from the Mini toolbar, it fades away.

The Mini Toolbar

Step-by-Step

1. Type in the word Test anywhere on the screen

2. Select the word Test then right-Click on the selected area to see the mini toolbar.

1.11 Using Live Preview The Live Preview feature is a particularly useful tool to try out different styles,

effects, and colors. The Live Preview feature allows you to visualize effects

before applying them. To see a change in your presentation, hover the mouse

pointer over the thumbnail images or list items in the galleries.

The Live Preview feature will temporarily display the changes to the selected

object. When you finish previewing the styles, click to select your preferred

option.

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A Live Preview example

Step-by-Step

1. Select the word Test from the previous exercise

2. Home ribbon tabFont size

(as you move over the different sizes the live preview will display the actual size)

1.12 Pinning Files This is used to Pin the files you need to reopen previous files saved.

Pinning Files

Step-by-Step

1. Continue with the previous exercise.

2. Select the File ribbon tab Recent

3. Click the pin on the right of the filename.

1.13 Saving a New Presentation After creating a new presentation you can save it to disk so that you can

retrieve it at another time.

When you save a presentation for the first time, PowerPoint opens the Save

As dialog box, into which you enter the desired file name and location. A file

name can consist of multiple words (up to 255 characters) and should be

descriptive enough for you to recognize its contents. The following characters

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cannot be used in file names: forward slash (/), backslash (\), greater than

symbol (>), less than symbol (<), asterisk (*), quotation marks (“,”), question

marks (?), pipe symbol ( | ), colon (:), or semicolon (;). PowerPoint

automatically assigns the .pptx extension when you save a file for the first

time.

Once a presentation has been saved, its file name appears in the application

title bar and subsequent saves do not display the Save As dialog box; instead,

PowerPoint updates the changes to the existing file each time you save the

presentation.

Step-by-Step

1. If necessary, create a blank presentation or use presentation form previous

exercise.

2. Click

3. Type Mikes

4. Click Browse Folders (if necessary)

5. Click

6. Click the student data drive (C:\Data)

7. Double-click to open the student data folder

8. Click

9. Click in the Click to add subtitle placeholder and type Quarterly Overview.

10. Click outside the placeholder and use the Save button to save the file again.

Notice that the Save As dialog box does not open; the changes are saved to the

existing Mikes presentation in the student data folder.

1.14 Closing a Presentation When you have finished working on a presentation you can close it to remove

it from the application window.

If you close a presentation without saving the most recent changes,

PowerPoint prompts you to save it. You can choose to save the changes made

to the presentation, or you can close the presentation without saving the

changes.

The Close command

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Step-by-Step

1. Click the File ribbon tab (PowerPoint 2007: choose the Office.

2. If a message box opens, asking if you want to save the changes to the current

presentation, Click No.

1.15 Creating a New Presentation When you start PowerPoint, you begin with a new presentation. PowerPoint

labels this presentation as Presentation1 in the PowerPoint title bar.

Additional new presentations can be created at any time, which are

successively named Presentation2, Presentation3, etc.

When you create a new blank presentation it is based on the Title Slide slide

layout and does not suggest any content.

A new presentation

Step-by-Step

1. Click the File ribbon tab (PowerPoint 2007: choose the Office button

.)

2. Click the New button.

3. Click the Create button .

4. Close the presentation and the Slide Layout task pane. If prompted, do not save

the changes.

1.16 Opening an Existing Presentation You can view or edit an existing presentation by opening it from disk. You do

not need to remember the file name, because the Open dialog box displays a

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list of folders and files in the current drive and folder. You can select the

desired presentation from the list, or you can type the name of the presentation

you want to open.

While the Open button opens the selected presentation, the Open list provides

additional options. For instance, if you want to protect the original version of a

presentation from modifications, you can open a copy of the presentation or

open the presentation as read-only. .

You can also have more than one presentation open at a time. Each

presentation opens in a separate Application Window.

Step-by-Step


.)

2. Click the Open button.

3. Click the double arrow at the left of the Address bar .

4. Click C:\Data.

5. Scroll as necessary and click Chapter1-16 Start.pptx

6. Click the Open button.

7. Close file without saving it

1.17 Exiting PowerPoint When you have finished using PowerPoint, you should exit the application

properly, since PowerPoint performs necessary housekeeping before it closes.

If the current presentation has been modified but not saved, a PowerPoint

dialog box prompts you to save changes before exiting.

Exit

Step-by-Step


.)

2. Click Exit PowerPoint

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3. Select No if you are prompted to save changes to Presentation1.

Practice1 Exercise - Exploring PowerPoint

1. Open Microsoft PowerPoint 2010.

2. Customize the Quick Access Toolbar by adding Print

Preview and Spelling.

3. Move the Quick Access Toolbar to appear Below the Ribbon.

4. Minimize the Ribbon.

5. Familiarize yourself with the contents of each tab.

6. Save the PowerPoint presentation as Navigation.pptx.

7. Close the presentation.

8. Pin the file name Navigation.pptx.

9. Open Navigation.pptx.

10. Save the presentation to the C:\Data folder with the new name

Fall Line.

11. Close the presentation.

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Chapter 2 - Working with Presentations When you open PowerPoint 2010 or create a new blank presentation, a single

slide based on the Title Slide layout appears. There are nine predefined layouts

available. Each layout contains Placeholders to indicate where content appears

on a slide and to assist with adding different types of content. A collection of

layouts is called a Slide Master. You can create your own custom layouts

which are added to the standard layouts in the Slide Master for the current

presentation. Once you have created a custom layout, you can use it for as

many slides in the presentation as you require.

2.1 Entering Text into a Presentation You can start typing text in this first slide by entering the text directly into the

placeholders or you can select a different layout. When you click the text in a

placeholder, PowerPoint switches to edit mode. The placeholder appears with

hatched borders with sizing handles (white circles), a rotate handle (green

circle) and the insertion point appears in the placeholder.

Entering text into a presentation

Step-by-Step

1. Open Chapter2-1 Start.pptx from the C:\Data folder.

2. Click the Click to add title placeholder

3. Type Mike’s Sporting Goods

4. Click outside the placeholder

2.2 Adding a New Slide You can use the New Slide button to add additional slides to a presentation.

PowerPoint automatically inserts a new slide with a Title and Content layout

after the current slide. PowerPoint provides nine layouts by default in the

Layout gallery. A slide layout is a predefined arrangement of placeholders for

inserting titles, body text, and content objects.

All layouts, apart from the Blank layout, provide one or more placeholders for

text. The Title and Content, Two Content, Comparison, and

Content with Caption layouts also provide placeholders for inserting content

objects (Tables, Charts, SmartArt Graphics, Pictures, Clip Art or Media

Clips). The Picture with Caption layout provides a placeholder for inserting a

Picture together with two Text placeholders. Each content placeholder

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contains a link to insert the designated content object type. Thus, you not have

to search for the command that inserts the object.

Adding a new slide to a presentation

Step-by-Step

1. Click the Home tab.

2. Click the bottom part of the New Slide button in the Slides group.

3. Click Comparison.

2.3 Applying a Theme Each new blank presentation that you create is based on the Office Theme,

which has a plain background and simple font styles and colors. You can

quickly change the appearance of all your slides by selecting a different theme.

You can use themes to ensure consistency in your presentations. A theme

applies colors, fonts, styles, and effects to all the slides in your presentation.

Themes are a useful way of applying a corporate standard to your presentation

as they can be used to create matching documents throughout the Microsoft

Office 2010 suite.

Applying a theme to a slide

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Step-by-Step

1. Click the Design tab on the Ribbon. Click Design

2. Click on the Aspect theme from the Themes gallery.

2.4 Applying a Background Style Every theme (including the default plain Office Theme) has a variety of

Background Styles available. Selecting a different Background Style

changes the appearance of the background of your presentation without

changing the set of colors, text fonts and styles used by the theme. The

Background Styles vary in intensity ranging from very light to very intense

and are based on the set of colors used in each theme; if you apply a different

theme, the set of Background Styles available also changes.

When you select a Background Style from the gallery, changes are

automatically applied to all slides in your presentation. You can also change

the Background Style for selected slides by right-clicking on a style in the

gallery and choosing Apply to Selected Slides. (To select multiple slides, hold

down the Ctrl key while you click on additional slides).

Background styles

Step-by-Step

1. Click the Design tab on the Ribbon.

2. Click the Background Styles button in the Background

group.

3. Click on Style 7

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2.5 Changing Slide Orientation When you open a new presentation the slides you choose will automatically

appear in landscape orientation. However, you can change this default so that

your slides appear in portrait page orientation, this can be a particularly useful

tool when presenting using a Tablet PC.

You cannot use both Portrait and Landscape slide layouts in the same

presentation but you can link two presentations together to display both page

orientations.

Slide orientation

Step-by-Step

1. Click the Design tab from the Ribbon.

2. Click the Slide Orientation button in the Page Setup group.

3. Click .

2.6 Changing the Magnification You can magnify a presentation to make it easier to read, or you can reduce the

magnification in order to see more of the presentation. In a view containing

more than one pane, you must first select the pane for which you want to

change the magnification.

SAMPLE

Changing the magnification

Step-by-Step

1. If necessary, switch to Normal view.

2. Click in the slide pane.

3. Click the View tab.

4. Click the Zoom button in the Zoom group.

5. Under Zoom to, Click 100%.

6. Click the OK button .

7. Use the Zoom list to set the magnification of the slides pane to Fit.

2.7 Switching Views PowerPoint provides multiple views in which you can display a presentation,

including Normal, Slide Sorter, and Slide Show. These views give you

flexibility in the way you view and work with your presentation. You can use

the View tab or the View buttons to the left of the Zoom Slider on the Status

Bar to switch between views.

View Button View Description

Normal This view displays a tri-pane view

including the tabs, slide, and notes

panes. This is the default view for

editing slides.

SAMPLE

View Button View Description

Slide

Sorter

This view displays all the slides in a

presentation in one pane. You can

use this view to move, copy, and

delete slides.

Slide Show This view displays the slides in a

presentation one at a time, as they

would appear during a slide show.

The Slide Sorter view

Step-by-Step

1. Click the Slide Sorter the desired View button to the left of the Zoom Slider

on the Status Bar.

2. Switch back to Normal view.

3. Close the file without saving it.

2.8 Adding Speaker Notes You can add speaker notes to each slide you create. Speaker notes can be

helpful to highlight major points in your presentation.

Speaker notes can be added to the notes pane in Normal view. The notes pane

appears below the slide pane. If you add multiple lines to the notes pane, you

can either scroll the pane or enlarge it by dragging the splitter bar up.

SAMPLE

A slide with a speaker note

Step-by-Step

1. Click the slide to which you want to add a note.

2. To enter a speaker note in Normal view, click in the notes pane.

3. Type New clients signed by division C.

4. To view the notes page, select the View tab.

5. Click the Notes Page button in the Presentation Views group.

6. Display slide 6 in Normal view.

7. Use the Zoom Slider to magnify the view to 80%.

8. Press the [Page Up] key on the keyboard to display slide 5.

9. Click in the Notes Box and type Successful strategies for winning, keeping

customers.

10. Click outside the Notes Box to deselect it.

11. Use the Zoom button to return the magnification to Fit. Switch to Normal view.

Practice1 Exercise - Working with Presentations

1. Open Microsoft PowerPoint 2010.

2. Insert a new slide layout in Slide Master View and insert a

Text placeholder in the top half of the slide.

3. Insert a Picture placeholder in the bottom half of the slide.

4. Rename your new layout with a name of your choice.

5. In normal view, insert a new slide using the new layout you

have made.

6. Apply the Opulent theme to your presentation

7. Apply Background Style 11 to your presentation.

8. Click Slide 1 and type „General welcome and introduction to

company‟ into the Notes pane.

9. Increase the magnification to 100%.

10. Switch your slide to appear in Portrait orientation.

11. Close the presentation without saving.

SAMPLE

SAMPLE

Chapter 3 - Using the Outline Tab When you are creating a presentation, entering text in an outline format allows

you to concentrate on the content. The presentation outline appears when you

click the Outline tab in the tabs pane at the left-hand side of the program

window. You can enter presentation text and see the formatted slide in Normal

view at the same time. Since most presentations list highlights instead of full

explanations, the outline is an effective way of organizing your thoughts.

The Outline tab displays a presentation in the form of a classic outline,

consisting of separate lines for the heading and associated body text of each

slide. Text can be indented to one of five levels. Level one is the highest

(heading) level.

You create a presentation in the same way you would create an outline, by

typing the headings and indenting the associated body text. Pressing the

[Enter] key after typing text inserts a new line at the same level. Therefore,

pressing the [Enter] key after typing level 1 (heading) text inserts a new slide

into the presentation, and pressing the [Enter] key after typing level 2 text

inserts a new line at level 2 of the same slide.

3.1 Working with the Outline Tab As you add text to a presentation outline, you can change text levels as you

type. Changing the level of the current line is called promoting or demoting the

line.

Promoting and demoting text can change the structure of your presentation.

For instance, demoting level 1 (heading) text demotes the slide to body text on

the previous slide. You can use the mouse or the arrow keys on the keyboard to

move the insertion point and select text on the Outline tab.

You can also use the Decrease List Level and Increase List Level buttons in

the Paragraph group on the Home tab to promote and demote levels or you

can right-click on a text entry in a slide outline and using the Promote and

Demote options.

SAMPLE

The Outline tab

Step-by-Step


2. Click the Outline tab at the top of the tabs pane.

3. Click to the right of the icon for the slide to which you want to add text. Click to

the right of 1

4. Type Making a Business of Recreation.

5. Press [Enter] to insert a new slide.

6. To demote the current line one level, press [Tab].


8. Press [Enter] to insert a new line at the same level.

9. To promote the current line one level, press [Shift+Tab].

10. Enter the following information in the Outline tab using[Tab] and [Shift+Tab].


SAMPLE

3.2 Collapsing and Expanding Slides One of the advantages of working with an outline is the ability to expand and

collapse it. A collapsed outline allows you to see the flow of ideas more easily,

since you only see the titles of each slide. You can also collapse all slides

except for the current slide. This option leaves more of the screen available.

You can choose to collapse the entire outline and view only the titles of each

slide to check for continuity, or you can collapse specific slides. You can also

expand the entire outline to view all the body text, or you can expand only

specific slides as you work with them.

PowerPoint provides a few tools that make it easier to work with the

presentation outline. One tool is the splitter bar (the vertical border between the

tabs pane and the slide pane). You can drag the splitter bar to adjust the size of

the tabs pane. Increasing the size of the tabs pane makes it easier to read longer

lines.

Collapsing slides

Step-by-Step


2. Double click the slide 2 outline.

3. To collapse the entire outline, right-click anywhere in the Outline tab.

4. Point to Collapse.

5. Click Collapse All from the Collapse sub-menu.

6. To expand the entire outline, right-click anywhere in the Outline tab.

7. Point to Expand.

8. Click the Expand All option from the Expand sub-menu.

9. Collapse and expand slides.

10. If necessary, switch to the Outline tab.

11. Point to the splitter bar between the tabs pane and the slide pane. Notice that the

mouse pointer displays a vertical line with left- and right-pointing arrows. Drag

the splitter bar to the right to increase the width of the tabs pane.

Splitter Bar

SAMPLE

3.3 Demoting and Promoting Text Lines PowerPoint provides nine levels of indentation for the body text on a slide.

Level 1 has the smallest indent, and level 9 has the largest. When you want to

place less emphasis on an item, you can demote it. When you demote an item,

the indentation increases. When you want to place more emphasis on an item,

you can promote it. When you promote an item, the indentation decreases.

The Show Text Formatting option in the Outline menu (displayed when you

right-click in the Outline tab) lets you display the text formatting in the

outline. When text formatting is displayed, level 1 text has the largest font size,

decreasing in steps to level 4. The font size for level 4 to level 9 texts is the

same.

You can use the Decrease List Level button and Increase List Level button in

the Paragraph group on the Home tab or press the [Tab] key to demote text

or press the [Shift+Tab] key combination to promote text.

or

Demoting a text line R-Click Drop-Down Menu

Step-by-Step

1. If necessary, switch to the Outline tab.

2. Right-click in the New Co-op Partners program line on slide 2.

3. Click the Demote button in the Outline menu .

4. Right click in the Success is our objective line on slide 2.

5. Click the Promote button in the Outline menu .

6. Promote the Success is our objective line again. Notice that a new slide is

created.

7. Demote the line to its previous level.

3.4 Moving Text Lines You can use the Move Up and Move Down options on the Outline menu to

move titles and body text up or down on a slide or between slides. If multiple

text lines are selected, the entire selection moves accordingly.

Demote or Tab

key

Promote or

Shift+Tab

SAMPLE

Moving text lines

Step-by-Step

1. If necessary, switch to the Outline tab and go to slide 2.

2. Switch to the Outline tab.

3. Right-click in the Success is our objective line in the Outline

4. Click Move Up in the Outline menu.

5. Right-click in the Products, Value, Quality, and Service line in the Outline

6. Click Move Down in the Outline menu.

3.5 Adding Slides in the Outline Tab You can easily add slides to an existing presentation outline. By default, newly

inserted slides have the Title and Content layout and appear above the

selected slide.

SAMPLE

Adding a slide in the Outline tab

Step-by-Step

1. If necessary, select the Outline tab and go to slide 2.

2. Click the Outline tab.

3. Click to the left of the slide title Success-Satisfaction-Partnership

4. Press [Enter].

5. Click to the right of the new slide number in the outline and type Agenda.

3.6 Deleting Slides from the Outline Tab You can easily delete slides from the presentation outline. You also can delete

multiple slides by first selecting all the slides you want to delete.

SAMPLE

Deleting a slide from the Outline tab

Step-by-Step

1. If necessary, click the Outline tab and scroll down to view slide 9.


3. Click in the Key Benefits slide.


5. Click the Delete button in the Slides group.

6. Delete the Agenda slide.

3.7 Rearranging Slides in the Outline Tab You can rearrange slides in the presentation outline, whether the outline is

collapsed or expanded. However, moving collapsed slides shortens the outline

and makes it quicker and easier to move slides.

In the Outline tab, you can move a single slide or multiple, contiguous slides

at one time. To select multiple slides, click the icon of the first slide you wish

to select, hold down the [Shift] key and click the icon of the last slide you wish

to select. Release the [Shift] key, point within the selected text and drag to the

desired location.

SAMPLE

Moving a slide in the Outline tab

Step-by-Step

1. If necessary, click the Outline tab and scroll down to view slides 4, 5 and 6.


3. Scroll as necessary and point to the Customer Requirements slide icon

4. Drag the slide to above the Meeting the Needs slide

5. Release the mouse button.


Practice1 Exercise - Using the Outline Tab

1. Create a new, blank presentation.

2. In the Outline tab, create the following presentation with the

indented text as indicated:

Slide 1 Annual Meeting

Mike’s Sporting Goods

SAMPLE

Slide 2 Agenda

Welcome and Introductions

Highlights of past year

Sales review

Financial Overview

Slide 3 Highlights of Past Year

3. Save the presentation as Anmtg1 to the student data folder and

close it.

4. Open Chapter3 Practice1.pptx.

5. Switch to the Outline tab.

6. Resize the Outline tab two inches to the right.

7. Return the Outline tab to its original size.

8. On slide 4, promote the Competitive - Expand into foreign

markets text line.

9. On slide 4, promote the Financial Overview text line until it

becomes slide 5.

10. On slide 6, demote the Dollars spent on recreation went up

text line.

11. Collapse the entire outline.

12. Move the Financial Overview slide before the Review of

Prior Goals slide.

13. Expand the entire outline.

14. On slide 7, move the Financial goals line before the Strategic

undertakings line.

15. Add a slide before slide 6. Enter Regional Comparison as the

slide title text.

16. Delete slide 2, Agenda.

17. Close the presentation without saving it.

SAMPLE

SAMPLE

Chapter 4 - Editing and Proofing Text There may be times when you want to perform an action on a word, paragraph,

slide title, or slide object. In order to perform this action, you must first select

the text or object. Text is stored on a placeholder which is a square box on the

slide and can be manipulated as a single box. This chapter uses the

placeholders when copying, moving, and deleting text.

4.1 Selecting Text Text, placeholders, and objects can be selected using the mouse or key

combinations. To select all the text in a placeholder, you can select the text, or

you can select the placeholder itself. Selecting a placeholder automatically

selects all text in the placeholder, although the text does not appear selected.

While selecting text with the mouse, PowerPoint may start selecting entire

words automatically. To disable this feature, deselect the When selecting,

automatically select entire word option in the Advanced section in the

PowerPoint Options dialog box.

Selected text

Step-by-Step


2. Go to slide 3.

3. Click in the Mike’s Sporting Goods placeholder.

4. To select a word, Double-click the word Knowledgeable

5. To select all the text in a bulleted item, Click the Quality products bullet

6. To select all the text in the current placeholder, press [Ctrl+A].

7. Click the border of the Mike’s Sporting Goods placeholder

SAMPLE

8. Click in a blank area of the slide to deselect all slide objects.

9. Press [Ctrl+A] to select all objects on the slide.

10. Then, click any blank area of the slide to deselect the objects.

4.2 Deleting Slide Items You can delete any item on a slide (title, body text, or a graphic object, for

instance), but you must first select the item you want to delete. For example, if

you select a placeholder, the entire placeholder is deleted. If you select text

within a placeholder, however, only the selected text is deleted.

Deleting slide items

Step-by-Step

1. Display slide 2.

2. Click in the bulleted list

3. Click the Products, value, quality, and service bullet.

4. Press [Delete].

5. Click anywhere in the presentation window to deselect the placeholder.

4.3 Moving/Copying Text between Slides When editing a presentation, you may want to move or copy text, either within

the same presentation or between presentations. When you move text, the text

is removed from its original location and placed into the new location. The Cut

and Paste features make it easy to move text.

If you want to duplicate text in another location, you can copy the text rather

than retype it. To duplicate text, you can use the Copy and Paste features. The

Copy feature is similar to the Cut feature, except that the Copy feature does

not remove the text from the original location. If you want to use the keyboard,

press [Ctrl+X] to cut, [Ctrl+C] to copy, and [Ctrl+V] to paste text.

Press the [Delete] key.

SAMPLE

Copying text

Step-by-Step

1. If necessary, switch to Normal view, ensure that the Slides tab is displayed,

display the Home tab on the Ribbon, and launch the Clipboard Task Pane by

clicking the launcher arrow in the Clipboard group on the Home tab.

2. Go to slide 7.

3 Select the placeholder containing the text you want to move.

4. Drag to select the text from Fast delivery to After sales support (including

the space after support)


6. Click the Cut button in the Clipboard group .

7. Click slide 6 in the tabs pane

8. Click the Click to add text placeholder

9. Position the insertion point in the location where you want to paste the text, if

necessary.

SAMPLE

10. Click the Paste button in the Clipboard group .

11. Go to the slide containing the text you want to copy.

12. Select the placeholder containing the text you want to copy.

13. Drag to select the text from Fast delivery to Competitive prices


15. Click the Copy button in the Clipboard group .

16. Scroll the Slides pane as necessary and click slide 8

17. Click the Prompt service placeholder

18. Click below the text Support after sale

19. Click the Paste button in the Clipboard group .

20. Click in the presentation window to deselect the placeholder.

4.4 Using the Clipboard Task Pane The Office Clipboard can store multiple items, including graphics, cut or

copied from various other presentations or Windows programs. The cut or

copied items are then available to be pasted into any open Office file.

The Office Clipboard is accessed by opening the Clipboard task pane. When

you first open the Clipboard task pane, it displays the last item cut or copied to

the Office Clipboard. As you continue to cut or copy items, they are collected

on the Clipboard task pane and remain available to all Office 2010 products.

For each of the cut or copied items, the Clipboard task pane displays an icon

and a portion of the text, if applicable. You can click any item to paste it at the

insertion point, or you can use the Paste All button to paste all the items at one

time. Pointing to an item and clicking the drop-down arrow displays a shortcut

menu containing options to paste or delete the item.

After pasting text, the Paste Options button appears in the slide, allowing you

to control the formatting of the pasted item.

Once you have finished a particular copying sequence, you can clear the Office

Clipboard of all items by clicking the Clear All button in the Clipboard task

pane. In addition, the Office Clipboard clears automatically when you close

all Office programs.

SAMPLE

Using the Clipboard task pane

Step-by-Step


2. Click the Clipboard launcher arrow.

3. To clear all the items from the Office Clipboard, click the Clear All button in the

Clipboard task pane.

4. On slide 7, cut the text, The following week’s specials are announced by the

end of the previous week. Then on slide 3, copy the text Quality products

through Knowledgeable sales staff in the Mike’s Sporting Goods placeholder.

5. Click slide 6 on the Slides tab

6. Click the Fast delivery placeholder

7. Click below the text After sales support.

8. Click the item, The following week’s specials... on the Clipboard task pane

9. To paste all the items, click the Paste All button in the Clipboard task pane.

10. Right-click The following week’s specials... in the Clipboard task pane

11. Click Delete.

12. Go to slide 7, click in the click to add text placeholder. Click the Quality

products... item on the Clipboard task pane.

13. Click the Clear All button on the Clipboard task pane to clear all items, and then

close the task pane.

14. Click in the presentation window to deselect the placeholder.

4.5 Using Undo and Redo The Undo feature allows you to reverse the results of the previous command or

action.

Clipboard launcher arrow.

SAMPLE

Once you have used the Undo feature, the Redo feature becomes available.

The Redo feature allows you to restore the results of the command or action

you reversed with the Undo feature. Both features can be accessed on the

Quick Access Toolbar.

The most recent action performed appears as part of the ToolTip for the Undo

button. The most recent action undone appears as part of the ToolTip for the

Redo button. For example, if you have just pasted text, the ToolTip for the

Undo button reads Undo Paste.

You can also use the drop down menu on the Undo button to undo multiple

actions. This feature is useful if you want to reverse a previous action, but have

performed a number of actions subsequent to it. However, when you select an

earlier action to undo, all the subsequent actions are also reversed.

Undo an action

Step-by-Step

1. Delete the Top manufacturers bulleted item on slide 6 and the Knowledgeable

sales staff bulleted item on slide 3.

2. To undo the previous command or action, click the Undo button on the

Quick Access Toolbar.

3. To redo the undone command or action, click the Redo button on the Quick

Access Toolbar.

4. To undo multiple consecutive actions, click the arrow on the Undo button .

5. Click Clear, the second command from the top

6. Notice that PowerPoint returns the Knowledgeable sales staff bulleted item to

slide 3 and the Top manufacturers bulleted item to slide 6.

4.6 Finding and Replacing Text In PowerPoint, you can find a word or phrase and replace it with another word

or phrase. You can replace all occurrences of the text or just the current

occurrence. The Replace feature saves time, because you do not have to

manually find each occurrence and type the replacement text. For example,

you could replace all occurrences of the word growth with the word

development throughout a presentation.

You can also replace all occurrences of a specific font by selecting the arrow

on the right-hand part of the Replace button and choosing Replace Fonts from

the Replace menu. You can also find text using the Find dialog box in the

SAMPLE

Editing group on the Home tab. You can then access the Replace dialog box

by selecting the Replace button in the Find dialog box, if desired.

Replacing text

Step-by-Step


2. Click the left-hand part of the Replace button in the Editing group.

3. Type After sales

4. Press [Tab]

5. Type After market

6. Click Match case

7. Click Find Next.

8. Click Replace, Replace All, or Find Next as desired.

9. When you have finished finding and replacing text, select the OK button

10. Click the Close button .

11. Close file without saving it.

4.7 Checking Spelling as You Type In order to help you check your PowerPoint presentations for errors in

spelling, PowerPoint includes a Spelling feature. This feature works in two

ways.

Check spelling as you type feature is one way is to automatically check

spelling as you enter text. This feature examines the words in a presentation

and compares them to the words found in the main dictionary. When a word is

found that is not in the main dictionary, a single, red, wavy line appears

beneath the word. You can ignore the underline and continue typing, or you

can right-click the identified text and select one of the suggestions or

commands on the shortcut menu. This method is enabled by default.

Another way to check spelling in a presentation is to invoke the spelling

checker after the presentation has been created. The red, wavy lines generated

by the spelling checker only appear on the screen; they are not displayed in the

slideshow or printed with the presentation.

SAMPLE

Correcting a spelling error

Step-by-Step


Check spelling as you type.

2. In the Click to add title placeholder in slide 1, type the following title including

the misspelling in the words Business and Recreation: Making a Busnes of

Recreashun. Click outside the placeholder to deselect it.

3. Right-click Busnes

4. Click Business

5. Click the Spelling Status icon on the status bar to move to the next identified

error.

6. Click the desired option in the Spelling dialog box to fix the spelling error.

7. Click Recreation and click the Change button to correct the spelling of

Recreashun. Notice that the next spelling mistake is immediately selected. Click

the Close button to close the Spelling dialog box without fixing the mistake.

4.8 Running the Spelling Checker You can invoke the spelling checker to spell check a presentation. The spelling

checker checks the entire presentation, even if you start it in the middle of the

presentation. You can run the spelling checker from the Review tab. The

spelling checker starts in the slide containing the insertion point. The notes

pane is automatically included in the spell check.

A word identified as misspelled appears in the Spelling dialog box, with

possible corrections listed in the Suggestions list box. There may be several

alternatives when a word is identified as incorrect. You can Click the correct

spelling of the word in the Suggestions list box and use the Change or

Change All button to change just the current occurrence or to change all

occurrences of the misspelled word. If PowerPoint does not list any entries in

the Suggestions list box, you can try using the Suggest button to see if any

words match the identified word. However, if the Suggestions list box does

not contain the correct spelling, you can type the correct spelling directly into

the Change to box in the Spelling dialog box. If the word is correct, you can

SAMPLE

use the Ignore Once or Ignore All button to disregard just the current

occurrence or all occurrences of the error. Another alternative for a correctly

spelled word (such as a company name or technical term) is to use the Add

button to add the word to the custom dictionary.

Running the spelling checker

Step-by-Step

1. If necessary, go to the top of the outline or to the first slide in the presentation.

2. Click the Review tab

3. Click the Spelling button from the Proofing group .

4. Click Building

5. Click Change

6. Click Ignore to ignore the word SportsGalore

7. Click Add to add Blueline to the custom dictionary

8. Type Market

9. Click Change

10. Click Change to accept promotion

11. To end the spell check before it is completed, click the Close button .

12. When prompted, Click the OK button to end a completed spell check

.

4.9 Creating an AutoCorrect Entry If you commonly misspell or mistype a word, you can create an AutoCorrect

entry for it. Then, whenever you make that particular typing error, PowerPoint

automatically replaces it with the correct text. PowerPoint provides default

SAMPLE

AutoCorrect entries for a few commonly misspelled words (for example, teh

for the and recieve for receive).

In addition, you can create an AutoCorrect entry for any frequently used word

or phrase. When you type the defined AutoCorrect abbreviation, PowerPoint

automatically expands it into the complete word or phrase.

You can delete an AutoCorrect entry on the AutoCorrect tab in the

AutoCorrect dialog box by selecting the entry in the AutoCorrect list and

selecting the Delete button. To quickly find an entry, type its abbreviation in

the Replace box.

The Replace text as you type option on the AutoCorrect page in the

AutoCorrect dialog box must be selected to automatically replace

abbreviations with the expanded text.

Creating an AutoCorrect entry

Step-by-Step


.)

2. Click the PowerPoint Options button .

3. Click the Proofing page.

4. Click the AutoCorrect Options button .

5. Click the AutoCorrect tab.

6. Click the Replace box.

7. Type msg

8. Press [Tab]


10. Click the Add button .

11. Click Replace text as you type to select it, if necessary.

12. Click the OK button in the AutoCorrect dialog box.

SAMPLE

13. Click the OK button in the PowerPoint Options dialog box.

14. Go to slide 1, click in the Click to add subtitle placeholder, type msg, and press

[Spacebar]. Mike’s Sporting Goods appears in the placeholder.

15. Click in a blank area of the presentation window to deselect the placeholder.

4.10 Importing Text from Word An existing Microsoft Word document can be used to create a PowerPoint

presentation. You can import text from Word into an existing PowerPoint

presentation or you can create a new presentation by importing an entire

outline created in Word.

When you import text from Word, it appears in PowerPoint in outline format.

PowerPoint creates the outline from text formatted with Heading styles in the

Word document. Any text formatted in Word in the Heading 1 style becomes

a slide title in the presentation; text formatted in the Heading 2 style becomes

first-level text in a presentation slide, text formatted in the Heading 3 style

becomes second-level text in a presentation slide, etc.

If the text in the Word document has not been formatted with styles,

PowerPoint creates the outline using the Word paragraph indentations.

If you use a Word outline to create a PowerPoint presentation, the first-level

headings from the Word outline are converted to slide titles, and the

successive outline levels are converted to bulleted items with corresponding

indents.

Importing text from Word

SAMPLE

Step-by-Step

1. If necessary, open a new blank presentation.


.)

3. Click Open.

4. Click the Files of type list button .

5. Click All Outlines.

6. Click the double arrow to the left of the Address bar .

7. Click the drive where the Word document is located C:\Data.

8. Click the file that contains the text you want to import. Click Chapter4-10

Start.docx

9. Click the left-hand part of the Open button .


Practice1 Exercise - Editing and Proofing Text

1. Open Chapter4 Practice1.pptx.

2. Start the spelling checker.

3. Correct Overveiw to read Overview.

4. Use the Change All button to change all the misspellings of

proffits to profits. Complete the spell check.

5. Use the Replace dialog box to replace all occurrences of

profits with income. Close the Replace dialog box.

6. On slide 10, delete the Reiterate key goals bullet.

7. Use the Undo feature to reverse the previous action.

8. Display the Clipboard task pane and clear it, if necessary.

9. On slide 7, cut the People had more to spend bullet and then

the Recreation spending went up bullet.

10. On slide 8, paste Recreation spending went up from the

Clipboard task pane as the first bullet and keep the source

formatting.

11. Paste People had more to spend as the second bullet and keep

the source formatting. Clear and close the Clipboard task

pane.

12. Create the AutoCorrect entry su for the expanded text SkiTogs

Unlimited.

SAMPLE

13. On slide 3, add a bullet at the end of the list and demote it.

Type su and a space.

14. Use the shortcut menu for SkiTogs to add the word to your

custom dictionary.

15. Use the AutoCorrect Options button to delete the su entry

from the AutoCorrect list.


17. Import text from the Chapter4 Practice2.docx Word document

into a blank presentation.


SAMPLE

SAMPLE

INDEX

3D rotation .......................................... 86

Aligning

objects ........................................... 101

text................................................... 51

Arrowheads ......................................... 97

AutoCorrect

creating entries ................................ 39

deleting entries ................................ 39

AutoCorrect Options button ................ 39

AutoFit .......................................... 52, 53

using the AutoFit Options button .... 53

AutoRecover ......................................... 8

Background Style

changing .......................................... 15

Bullets

creating bulleted lists ...................... 63

modifying .................................. 64, 65

Character formatting ........................... 45

Clip Art task pane ............................... 77

Clip Organizer ..................................... 77

Clips

inserting............................... 77, 78, 79

recoloring ........................................ 84

Color overheads

creating .......................................... 111

Copy .................................................... 32

formats ............................................ 50

slides ......................................... 69, 73

text................................................... 71

Custom Show .................................... 108

Hide Slide...................................... 108

Cut ....................................................... 32

Date and time

adding ............................................ 114

Deleting

slides ............................................... 70

Drawing group .................................... 91

Edit mode ............................................ 13

Effects ................................................. 55

File ribbon ............... 2, 5, 7, 9, 10, 40, 42

Fill color .............................................. 92

Fill effects

applying........................................... 93

Font color

changing .......................................... 48

Fonts

applying........................................... 49

changing .......................................... 45

effects .............................................. 47

size .................................................. 46

style ................................................. 47

Footers............................................... 114

Format Painter ..................................... 50

Formats

copying ............................................ 50

Gallery................................................... 3

Graphics

deleting ............................................ 77

formatting ........................................ 83

inserting........................................... 77

moving ............................................ 82

resizing ............................................ 83

Groups ................................................... 2

Handouts

printing .......................................... 113

Headers ............................................. 114

Headers and Footers .......................... 114

Lines

color ................................................ 97

drawing ..................................... 95, 96

formatting .................................. 96, 97

styles ............................................... 96

Live Preview ......................................... 6

Magnification

changing .......................................... 16

Mini toolbar .......................................... 6

More arrow........................................ 4, 5

Normal view ........................................ 17

Notes

adding .............................................. 19

Notes pane ........................................... 18

Numbers

creating numbered lists ................... 63

modifying .................................. 64, 65

Objects

aligning ......................................... 101

applying fill effects ......................... 93

changing the fill color ..................... 92

SAMPLE

drawing enclosed ...................... 91, 92

flipping ............................................ 99

grouping ........................................ 102

rotating ............................................ 99

stacking ......................................... 100

ungrouping .................................... 102

Office button ........................... 2, 40, 111

Office Button ........................................ 1

Office Clipboard

clearing ...................................... 34, 35

Outline

adding slides.................. 21, 22, 25, 26

adding text ................................. 21, 22

deleting slides............................ 26, 27

demoting text ...................... 21, 22, 24

moving text lines ....................... 24, 25

promoting text ..................... 21, 22, 24

rearranging slides ...................... 27, 28

Outline tab

collapsing an outline ....................... 23

expanding an outline ....................... 23

Outlines

importing from Microsoft Word ..... 41

printing .......................................... 113

Page Layout ...................................... 116

Page setup

options ................................... 115, 116

Page Setup Options ........................... 115

Paste .................................................... 32

Paste Options button ........................... 72

Picture Effects ..................................... 86

Picture Styles ................................ 85, 87

Picture Border ........................... 85, 87

Picture Shape .................................. 85

Picture Tools Format tab ..................... 87

Pictures

cropping .......................................... 81

inserting..................................... 80, 81

Placeholder ........................ 56, 57, 58, 59

Placeholders ........................................ 13

deleting ............................................ 32

selecting .......................................... 31

PowerPoint

exiting ............................................. 10

overview ............................................ 1

starting............................................... 1

Presentations

adding slides.............................. 13, 14

closing ............................................... 8

creating .............................................. 9

opening .............................................. 9

page setup...................................... 115

printing .......................................... 111

saving ................................................ 7

viewing multiple ............................. 71

Print Preview ................................... 111

Printer

Audience Handouts ....................... 113

Outline View .................................. 113

Print Layout .................................. 112

Print Orientation............................ 114

Speaker Notes................................ 113

Printer

Print Pages .................................... 112

Printer options ............................... 111

Printing

handouts ........................................ 113

outlines .......................................... 113

presentations ................................. 111

speaker notes ................................. 113

Quick Access Toolbar ........................... 5

Quick Style...................................... 4, 91

Redo

using .......................................... 35, 36

Reflections .............................. 55, 59, 60

Ribbon ........................................... 2, 3, 4

Contextual Tabs ................................ 3

Rotate handles ............................... 77, 99

Shadows ........................................ 55, 86

Shape effects ....................................... 95

Shape Fill ............................................ 54

Shape Outline ...................................... 54

Shape Style.................................... 53, 54

Shapes gallery ..................................... 91

Sizing handles ..................................... 77

Slide Layouts

creating a custom layout ................. 13

Slide Master ........................................ 13

Slide Orientation ................................. 16

landscape ......................................... 16

portrait ............................................. 16

Slide Show view ................................. 17

SAMPLE

Slide shows ............................... 107, 108

running .................................. 105, 106

using the toolbar .................... 106, 107

Slide Sorter view ................................. 17

Slides

adding .................................. 13, 14, 25

copying ...................................... 69, 73

deleting ...................................... 26, 70

duplicating....................................... 68

moving ............................................ 68

rearranging in the Outline ......... 27, 28

selecting multiple ............................ 67

Speaker notes

creating ...................................... 18, 19

printing .......................................... 113

Spelling

checking as you type ................. 37, 38

Spelling checker ...................... 37, 38, 39

correcting errors .............................. 38

ignoring errors ................................. 38

Splitter bar ........................................... 17

Stacking objects ................................ 100

Task panes

Clip Art ..................................... 77, 78

Clipboard................................... 34, 35

Text ....................... 53, 56, 57, 58, 59, 60

adding bullets .................................. 63

adding numbers ............................... 63

alignment......................................... 51

changing font color ......................... 48

changing font size ........................... 46

changing font style .......................... 47

changing the font....................... 45, 49

character formatting ........................ 45

copying ................................ 32, 33, 71

copying between slides ............. 32, 33

cutting ....................................... 32, 33

deleting ............................................ 32

demoting ......................................... 24

finding ....................................... 36, 37

formatting ........................................ 45

moving between slides .............. 32, 33

paragraph spacing ........................... 51

pasting ........................... 33, 34, 35, 72

promoting ........................................ 24

removing bullets .............................. 63

replacing .................................... 36, 37

selecting .......................................... 31

Text boxes

creating ...................................... 97, 98

Text Effects ................................... 59, 60

Text Fill ......................................... 58, 59

Text lines

moving ...................................... 24, 25

promoting ........................................ 24

Text Outline ........................................ 57

Themes

applying a different theme ........ 14, 15

Toolbars

Slide Show .................................... 106

Undo

using .......................................... 35, 36

View buttons ....................................... 17

Views

Normal ............................................ 17

Slide Show ...................................... 17

Slide Sorter...................................... 17

switching ................................... 17, 18

Visual effects ...................................... 95

WordArt Styles ................................... 56

Zoom

changing the magnification ............. 16

list .................................................... 16

SAMPLE

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