ms power point 2010

8/11/2019 Ms Power Point 2010

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Chapter 9 : Microsoft PowerPoint 2010

ContentsTHE MICROSOFT POWERPOINT 2010 SCREEN ..................................................... 5

THE LEVELS OF C OMMAND ORGANIZATION ............................................................................6

T ABS ......................................................................................................................7

Q UICK ACCESS TOOLBAR ...............................................................................................9

WORKING WITH A PRESENTATION .................................................................. 10

O PENING A PRESENTATION ........................................................................................... 10

N AVIGATING BETWEEN SLIDES ........................................................................................ 12

USING THE ZOOM TOOL ............................................................................................... 12

C HANGING P OWER P OINT VIEWS ..................................................................................... 13

S AVING A PRESENTATION ............................................................................................. 15

C LOSING A PRESENTATION .............................................. ............................. ................. 15

CREATING A PRESENTATION .......................................................................... 16

C REATING A NEW PRESENTATION .................................................................................... 16

INSERTING A NEW SLIDE ............................................................................................... 18

R ECOMMENDED TECHNIQUES WHEN CREATING SLIDE CONTENT ................................................... 20

UNDO AND REDO ...................................................................................................... 20

S AVING A PRESENTATION.............................................................................................

20

MANIPULATING SLIDES ................................................................................. 21

INSERTING SLIDES WITH A PARTICULAR SLIDE LAYOUT ................................ .............................. 21

MODIFYING THE SLIDE LAYOUT ....................................................................................... 23


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C HANGING THE BACKGROUND COLOR ON THE ACTIVE SLIDE ....................................................... 25

C HANGING BACKGROUND COLOR ON ALL THE SLIDES WITHIN A PRESENTATION .................................. 27

THEMES ...................................................................................................... 28

APPLYING A THEME TO A PRESENTATION ............................................................................ 28

MODIFYING THE THEME COLORS .................................. ............................... ..................... 29

MODIFYING THE THEME FONTS ....................................................................................... 30

MANIPULATING SLIDES ................................................................................. 50

MOVING SLIDES WITHIN A PRESENTATION OR BETWEEN PRESENTATIONS ........................................ . 50

C OPYING SLIDES WITHIN A PRESENTATION .......................................................................... 50

DELETING A SLIDE OR SLIDES ......................................................................................... 51

C OPYING SLIDES BETWEEN PRESENTATIONS ........................................................................ 51

MOVING SLIDES BETWEEN PRESENTATIONS ......................................................................... 51

SLIDE SHOWS .............................................................................................. 52

R UNNING A SLIDE SHOW ............................................................................................... 52

ADDING S LIDE SHOW TRANSITION EFFECTS ......................................................................... 53

R EMOVING TRANSITION EFFECTS ..................................................................................... 54

PRINTING AND PROOFING .............................................................................. 55

S PELL -CHECKING ...................................................................................................... 55

P RINTING OPTIONS ...................................... ............................... ........................... ..... 55

S ETTING THE NUMBER OF COPIES TO PRINT ......................................................................... 56

S ELECTING A DIFFERENT PRINTER ................................ ................................ .................... 56


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P RINTING SELECTED SLIDES .......................................................................................... 57

S ETTING THE NUMBER OF SLIDES PER PAGE TO BE PRINTED ....................................................... 57

S INGLE OR DOUBLE SIDED (DUPLEX ) PRINTING ...................................................................... 58

TO PRINT A PRESENTATION ........................................................................................... 58

GRAPHICS .............................................................................................................38

S ELECTING AN ILLUSTRATION ...........................................................................................38

MOVING AN ILLUSTRATION ..............................................................................................39

C OPYING AN ILLUSTRATION .............................................................................................39

DELETING AN ILLUSTRATION ............................................................................................39

R ESIZING AN ILLUSTRATION .............................................................................................39

INSERTING ILLUSTRATIONS WITHIN P OWER P OINT .............................................. ..................... 40

INSERTING PICTURES .................................................................................................. 40

INSERTING CLIP ART .................................................................................................. 42

INSERTING S HAPES .................................................................................................... 43

INSERTING TEXT INTO A SHAPE ....................................................................................... 45

INSERTING PERFECT CIRCLES OR PERFECT SQUARES .............................................................. 45

INSERTING AN ARROW ................................................................................................. 46

INSERTING A TEXT BOX ................................................................................................ 47

INSERTING S MART ART ................................................................................................ 47

CHARTS ..................... ..................... ....................... ....................... ..................... .... .49

INSERTING C HARTS .................................................................................................... 49

C HANGING THE CHART TYPE .......................................................................................... 51

C HANGING THE BACKGROUND COLOR IN THE CHART ............................................................... 53


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C HANGING THE COLUMN , BAR, LINE OR PIE SLICE COLORS IN THE CHART ......................................... 55

C HART TITLE M ANIPULATION ......................................................................................... 61

ADDING DATA LABELS TO A CHART ................................................................................... 63

ORGANIZATION CHARTS ...................... ..................... ....................... ..................... .... .66

W HAT IS AN ORGANIZATION CHART ? ................................................................................. 66

C REATING AN ORGANIZATION CHART ................................................................................. 66

ADDING LABELS TO ITEMS WITHIN AN ORGANIZATION CHART ....................................................... 68

ADDING A CO -WORKER TO AN ORGANIZATION CHART ............................................................... 68

ADDING A SUBORDINATES WITHIN AN ORGANIZATION CHART ....................................................... 69

ADDING A MANAGER WITHIN AN ORGANIZATION CHART ............................................................. 70

R EMOVING AN ITEM FROM AN ORGANIZATION CHART ............................................................... 71

C HANGING THE HIERARCHICAL STRUCTURE OF AN ORGANIZATION CHART ........................................ 71

SLIDE SHOWS ................... ...................... ..................... ..................... ...................... .75

ADDING SLIDE SHOW ANIMATION EFFECTS ........................................................................... 75

C REATING CUSTOM SLIDE SHOWS .................................................................................... 79

EDITING A CUSTOM SLIDE SHOW ...................................................................................... 83

S LIDE SHOW TRANSITIONS AND TIMINGS ............................................................................. 84

C ONTROLLING SLIDE SHOW LOOPING ................................................................................ 85

S ETTING A SLIDE SHOW TO USE TIMINGS ............................................. ............................ .... 86

ENABLING OR DISABLING SLIDE SHOW ANIMATIONS ................................................................. 88


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The Microsoft PowerPoint 2010 Screen

When the Microsoft Office 2010 program loads, your screen will look something likethis. You will find that if you move the mouse cursor over items at the top of thescreen a help popup is displayed explaining the function of each item.

As you can see MicrosoftPowerPoint is telling you what thefunction of this New Slide function

is.


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The Levels of Command Organization

The Microsoft PowerPoint 2010 screen is made up of different levels of organization.The tools are located on the Ribbon which is made up of different tabs with icons ofthe available functions. These correspond to the file menus in older versions of

PowerPoint.Tabs

The Tabs represent different categories of functions on the ribbon.

Groups

There are groups of tools on each ribbon. Commands are grouped by category oneach ribbon.

Dialog Box Launcher Buttons

When an arrow is at the bottom of a group, there is a dialog box associated withthat group.


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File Menu

The File menu contains commands such as Save, Open and Print.

Tabs

When you first start Microsoft PowerPoint, you normally see the Home tab.

This tab contains icons and other controls that are most commonly used within

Microsoft PowerPoint, such as making text display as bold or underlined. You canalso find more advanced options such as paragraph alignment, numbering andbulleting.


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Contextual Tabs

When certain objects are selected other on demand tabs often appear.

In this example when a picture is selected on a slide, the Picture Tools Format tabappears.

In this example when a table is selected on a slide there are two contextual tabs,Design and Layout.


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Quick Access Toolbar

The Quick Access Toolbar containscommonly used tools and is located atthe top or bottom of the ribbon. You can

easily add more tools from the QuickAccess menu or by right-clicking on atool and selecting Add to Quick Accesstoolbar.

To add commonly used tools, check an item from the list.

Add more tools using More Commands . Move below the Ribbon by selecting Show Below the Ribbon .

To add a tool, right-click on it and selectAdd to Quick Access Toolbar .

The New Slide tool is now located on the Quick AccessToolbar.


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Working with a Presentation

Opening a presentation To open a file, click on the File Tab (top-left of your screen).

From the drop down list displayed, select the Open command.

TIP : A shortcut to open a file is Ctrl+O .

You will see the Open dialog box displayed. Normally it will display

the contents of a folder called Documents or My Documents .

You need to navigate to the folder containing your sample workbook files, calledPowerPoint 2010 Basics . Navigate to the location of the folder.

Double click on the PowerPoint 2010 Basics folder and you will see thecontents of this folder listed within the dialog box.


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Select a file called Computer Parts by clicking on the filename. To open the file either click on the Open button at the bottom-right of the Open

dialog box or double-click on the filename. Your screen should now look like this.


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Changing PowerPoint views There are a set of view buttons in the Status bar at the bottom of your screen.

Normal View: The first view icon is called the Normal view. This is the view you normallywork in. You see the slide thumbnails displayed to the left and the selected slidedisplayed to the right.

Slide Sorter view: Click on this icon and the screen will change as illustrated. This view allows youto easily rearrange the order of slides within a presentation by dragging theslides into the desired order.


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Saving a presentation To save the changes you have made to the presentation, use the Ctrl+S

keyboard shortcut or click on the Save button (in the Quick Access Toolbar).

If you have made changes to the presentation, thiswill display the Save As dialog box allowing you tospecify a file name. If you have made no changesthen this will simply resave the presentation.

Closing a presentation To close the presentation click on the File Tab (top-left of your screen) and then

click on the Close command.

The PowerPoint window will now look like this, as the program window is open,but no presentations are open within the program.


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Creating a Presentation

Creating a new presentation Start PowerPoint. You will see a screen as illustrated.

Most presentations start with a title page and this is what you are viewing onyour screen. Click within the area of the slide displaying the message ' Click toadd title '. You will see a title placeholder outlined, as illustrated below.


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You can now type in a title for yourpresentation. In this case type inthe word ' Computers ', asillustrated.

TIP : When creating slide titles, always use meaningful titles. Use a differenttitle for each individual slide as this will make it much easier to navigate fromslide to slide within long presentations. When viewing slides in Outline view

(more later) you will be glad that each slide has a unique identifying slide title. Next click within the area of the slide displaying the message ' Click to add

subtitle '. You will see a subtitle placeholder outlined, as illustrated below. Type in your name as a subtitle, in the example illustrated the name David

Murray was entered.


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Inserting a new slide We have finished creating our title slide, next we need to insert a new slide so

that we can start creating the rest of the presentation. To do this, if necessary,click on the Home tab, and you will see the New Slide button displayed in theRibbon.

NOTE : There are two parts to this button. Try clicking on the upper part of this

button, i.e. the part that contains an icon picture that represents a new slide(we will see the effect of clicking on the lower part of this button later).

A new slide is displayed, as illustrated.

NOTE : You can now see two 'slide thumbnails' displayed to the left of yourscreen. The layout of the slide that you have just inserted is different. There isno sense in having two 'Title' slides in one presentation.


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Click within the area of the slide displaying the instruction ' Click to add title '.Type in the title for this slide, in this case type in the words ' System Unit '.

Click within the area of the slide displaying the instruction ' Click to add text '.Type in the text for this slide, in this case type in the words:

The main PC box which houses the various elements which go togetherto make up the PC.

Press the Enter key to drop you down to the next line. Notice that a bulletpoint is automatically inserted for you. Type in the following information tomake up the second bullet point.

Contains items such as the computer memory, hard disk and DVD drives.

Your slide will now look like this.

This slide is now complete and you can insert a new slide if desired.


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Recommended techniques when creating slide content Keep your paragraphs as short as possible. Use bullet or numbering formatting

within your paragraphs. This makes it much easier to read.

Undo and Redo When creating or editing a PowerPoint presentation always remember that if you

make a mistake, in most cases you can click on the Undo icon and undo themistake. The Undo icon is displayed at the top-left of your screen.

Try selecting a word within a slide and then pressing the Del key to delete it.Then click on the Undo icon to undo the deletion.

NOTE : You cannot undo a mistake after you have saved andclosed a file.

TIP : As well as Undo there is a Repeat icon to repeat the last actionfor you.

Saving a presentation You have created your first presentation. You now need to save this

presentation to your hard disk. To do this click on the Save icon towards thetop-left of your screen.

You will see the Save As dialog box displayed. If necessary navigate to your samples folder called

PowerPoint 2010 Basics . Double click on the PowerPoint 2010 Basics folder

to change to that folder.

Notice that the file name suggested by PowerPoint inthe File Name section of the dialog box isComputers .

This name is taken from the title you typed into your first slide. Click on theSave button to save the presentation.

NOTE : Save in compatibility mode so all users can open the file.


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Manipulating Slides

Inserting slides with a particular slide layout Open the presentation called Manipulating Slides .

Display the last slide within the presentation.

Click on the bottom part of the New Slide button (the part displaying the textNew Slide ).


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This will display a drop down allowing you to select the type of slide layout thatyou wish to insert. Select the Two Content option as illustrated.

Your screen will now look like this:


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Click within the title area of the slide and insert the following title.Laptop Computers

Click within the left ' Add text ' area and add the following text.All the computer components are contained within a single unit.

Click within the right ' Add text ' area and add the following three lines of text.

Portable Flexible Normally more expensive than desktop computers

The slide will look like this.

Modifying the slide layout Display the slide displaying information about the Keyboard . To do this scroll

through the thumbnail list, displayed within the left side of the window and clickon the slide titled Keyboard .


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Within the Home tab, click on the Layout button.

From the drop down options select Two Content .

The layout will change as illustrated.

You can click within the right hand text area and add more text such as:

Many different types of keyboard are now available .


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Changing the background color on the active slide Make sure that the slide relating to the Keyboard is displayed.

Click on the Design tab and then click on the Dialog Box Launcher button,displayed at the bottom-right of the Background group.

This will display the Format Background dialog box.

Click on the down arrow to the right of the Color section.


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This will display a drop downfrom which you can select acolor. Select a light bluecolor.

Click on the Close button. Asyou can see from looking atthe left of your screen, thiscolor has only been applied tothe active slide.

Scroll up and down through your presentation to confirm that only the sliderelating to the Keyboard has a light blue background.


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Changing background color on all the slides within a presentation

Click on the Design tab and then click on the Background Dialog Box Launcher button.

This will display the Format Background dialog box. Click on the down arrow to the right of the Color section. This will display a drop down from which youcan select a color. This time select a light red color.

Click on the Apply to All button.

Click on the Close button to close the dialog box. As you can see from lookingat the left of your screen all the slides now have a light red background.

Save your changes.


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Themes

Applying a theme to a presentation Reset the background to White and apply to all slides.

Click on the Design Tab. Click on the down arrow to the right of the Themes section.

This will display a drop down from which you can select a design type, such asthe Angle design.

Once you click on a design it will be applied to all your slides, as illustrated.


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Page 29 of 62 Software Trainin

This will dithe mouseand you wpresentatiocolors to a

As you can see with very little effort your slides suddenly look much moreinteresting!

Experiment with applying other designs to your presentation slides. Save your changes.

Modifying the theme colors Click on the Design tab and within the Themes group click on the Colors

button.

splay a drop down list. Movepointer over the drop down listill see that the colors within then change. Click on one of thepply that color scheme.


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Modifying the theme fonts Click on the Design tab and within the Themes group click on the Fonts

button.

. This will display a drop down list. Move the mouse pointer over the drop down

list and you will see that the fonts within the presentation change. Click on oneof the fonts to apply that font scheme.

Take a little time experiment with applying this feature. Save your changes and close the presentation.


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Manipulating Slides

Moving slides within a presentation or between presentations Open a presentation called Slide Sorter 1 . Click on the Slide Sorter icon, located in the status bar at the bottom-right of

your screen.

Your screen will now look like this:

To reorder (i.e. move) a slide, first click on a slide to select it. Then press downthe mouse button (and keep it held down). Move the mouse pointer to aposition between the two slides that you wish to move the selected slide to.Release the mouse button and the selected slide will have moved to the newlocation within the presentation. Experiment with moving slides.

Copying slides within a presentation Make sure that you have clicked on the Slide Sorter icon. To copy a slide, first click on a slide to select it. Press down the Ctrl key (and

keep it pressed down). Press down the mouse button (and keep it held down).Move the mouse pointer to a position between the two slides that you wish tocopy the selected slide to. Release the mouse button and the selected slide willhave been copied to the new location within the presentation. Experiment withcopying slides.


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Deleting a slide or slides Make sure that you have clicked on the Slide Sorter icon. Select a slide and press the Del key. The selected slide will be deleted.

TIP : You can select more than one slide at a time by keeping the Ctrl keypressed as you click on slides to select them. This allows you to delete morethan one slide at a time.

Copying slides between presentations You can open two PowerPoint presentations and use the Slide Sorter view to

copy or move slides between the presentations. Make sure that your Slide Sorter 1 presentation is displayed in Slide Sorter

view. Open a second presentation called Slide Sorter 2 . Display this second

presentation in Slide Sorter view. Switch back to display the contents of the Slide Sorter 1 presentation. Select

one or more slides and press Ctrl+C .

NOTE : The keyboard shortcut for the Clipboard Copy command is Ctrl+C .Once copied to the Clipboard we will be able to paste these slides into anotherpresentation.

Switch back to display the contents of the Slide Sorter 2 presentation. Click atthe location that you wish to insert the copied slides. Press Ctrl+V (thekeyboard shortcut for pasting items from the Clipboard). You should now seethe items that you copied from the original presentation.

Moving slides between presentations Switch back to display the contents of the Slide Sorter 1 presentation. Select

one or more slides and press Ctrl+X .

NOTE : The keyboard shortcut for the Clipboard Cut command is Ctrl+X . Oncecut to the Clipboard we will be able to paste these slides into anotherpresentation.

Switch back to display the contents of the Slide Sorter 2 presentation. Click atthe location that you wish to insert the cut slides. Press Ctrl+V (the keyboardshortcut for pasting items from the Clipboard). You should now see the itemsthat you moved from the original presentation.

Save your changes.


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Adding Slide show transition effects Display the first slide within your presentation. You can add special effects that will be displayed as you move from slide to slide

within a PowerPoint Slide Show presentation. To do this click on theTransitions tab. Click on the down arrow (called the More control) within theTransition to This Slide section.

You will see a drop down displaying the available transitions.

Apply a transition effect of your choice by clicking on a transition within the dropdown list. The transition is only applied to the current slide.

To apply to all slides, click on the Apply to All button (displayed within theTransitions tab in the Timing group).

Save your changes.


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Removing transition effects Click on the Transitions tab.

Click on the More button to the right of the transition buttons.

From the drop down list displayed click on the None button.

Within the Timings group, click on the Apply to All button.

Rerun the slide show and you should find that all slide transition effects havebeen removed.

Save your changes.


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Printing and Proofing

Spell-checking Open a document called Spell check . This presentation contains a number of

spelling errors. To spell check the document, click on the Spelling icon locatedwithin the Review tab.

TIP : The keyboard shortcut to run the spell checker is F7 . Follow the on-screen prompts to correct the errors within the document. Save your changes and close the presentation.

Printing options Click on the File Tab (top-left of your screen). From the drop down options

listed click Print .

This will display the Print side pane to the right.


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Setting the number of copies to print By default a single copy will be printed. If you wish to print extra copies enter

the required number of copies into the copies section.

Selecting a different printer Normally a default printer is

setup for your computer,but you may have access tomore printers over yournetwork. To select adifferent printer to print apresentation, click on thedown arrow to the right of

the Printer section andselect the required printer.


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Printing selected slides Within the Setting section, click on the

down arrow to the right of the Print AllSlides item, and select the requiredoption such as just the current slide, or aspecified slide range.

Setting the number of slides per page to be printed Click on the down arrow next to the Full Page Slides option and select the

number of slides that you wish to be printed per page,


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Single or double sided (duplex) printing Click on the down arrow to the right of the Print One Sided item. If required

click on the Print on Both Sides option.

To print a presentation Click on the Print button.

Save any changes you may have made and close the presentation.


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Graphics

Selecting an illustration

Open a presentation calledManipulating illustrations 1 . Display the second slide which

contains four illustrations. To select an illustration click on the

illustration. For example click on theElephant and it will look like this. Theeight small squares around theselected border are called 'handles'and as we will see, they can be used

to re-size the illustration.

Click on each of the illustration, one by one, to practiceselecting illustrations.

TIP : Sometimes you may need to select more than one illustration. Click on theElephant illustration to select it. Press the Ctrl key (and keep it held down).Click on the Monkey illustration and then click on the Bird illustration. Let goof the Ctrl key. All three illustrations will remain selected, as illustrated. Trythis now.


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Moving an illustration Display the slide titled ' Picture '. Select the illustration. Move the mouse

pointer over the illustration and press the mouse button (and keep it pressed).Move the mouse pointer to a different position on your slide. When you releasethe mouse button the illustration will have moved.

Copying an illustration Select the illustration. Press down the Ctrl key, and keep it depressed. Move

the mouse pointer over the illustration and press the mouse button (and keep itpressed). Move the mouse pointer to a different position on your slide. Whenyou release the mouse button and the Ctrl key the illustration will have beencopied, as illustrated.

Deleting an illustration Select the illustration that you have just copied. Press the Del key and the

selected illustration will be deleted.

Resizing an illustration Select the illustration. Move the mouse pointer to one of the four corner

handles. Press the mouse button and keep it depressed. Move diagonallyoutwards from the centre of the illustration to make the illustration larger, ormove towards the centre of the illustration to make the illustration smaller.When you release the mouse button the illustration will remain resized.


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You will probably find that by default theInsert Picture dialog box is displayingthe contents of a folder called Pictures .

Navigate to the data files. Double click on the PowerPoint 2010 Intermediate folder.

Select a file called Computer Desk .

Click on the Insert button to insert this picture into your slide. You may find that the picture needs to be moved.

To move a picture, or any other type ofillustration, first click on the illustration toselect it then drag the image.

If you need to resize an illustration, clickonce on the illustration to select it then clickon a corner handle and drag to re-size theillustration.


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Inserting Clip Art Display the slide relating to information about the Keyboard .

Click on the Clip Art icon (containedwithin the Images group under the

Insert tab).

This will display the Clip Art side panel to the right of your slide.

In the Search for section type in theword ' Computer Keyboard '.

Click on the Go button and after a shortdelay you will see keyboard related clipart displayed in the side panel.


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You may need to scroll down theitems of clip art to find the one youwant. Click on an item you wish toinsert into the slide, and then it willbe inserted, as illustrated.

You may want to re-size the clip art. To do this click on the clipart within the slide and then click on one of the corner handlesthat are displayed.

Press the mouse button and while keeping itpressed, move the mouse away from the centerof the clip art. The clip art will get bigger. Whenyou release the mouse button, the clip art willremain resized. To make the clip art smaller,select the clip art and drag towards the centre ofthe clip art. Your clip art will then look somethinglike this.

Inserting Shapes

Display the slide relating to the mouse. Click on the Shapes icon (contained within the Illustrations section of the

Insert tab).

This will display a drop down from which you can select the required shape.


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In this case select the 7-Point star from theStar and Banners section of the drop down.

You will notice that the shape of the mouse

pointer has changed. Move the mouse pointerover an empty part of the slide. Press themouse button down (and keep it held down).Move the mouse pointer diagonally across thescreen and when you release the mouse buttonyou will see the shape displayed on yourscreen, as illustrated.


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Inserting text into a shape Select the shape and click on the shape using the right mouse button. From the

popup menu displayed select the Edit Text command.

NOTE : You can also just select the shape and start typing.

If you look closely you will notice that the text insertion point is now within theshape. Type some text such as:

Use a good mouse!

You can use this technique to add text to any shape

including block arrows, rectangles, squares, ovals andcircles. You can also use this technique to edit existingtext within shapes.

Inserting perfect circles or perfect squares Display the slide relating to the CPU. Insert an Oval shape (located within the

Basic Shapes section of the Shapes dropdown).

As you drag across the screen you will find that thisshape is oval, not necessarily circular, and you mayproduce shapes as below.


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If you wish to insert a perfect circle shape then you need to keepthe Shift key pressed while dragging across the screen to insertthe shape. The circle will then look as below. Experiment withinserting a perfect circle. Remember that you can always click onthe Undo icon (top left of your screen) to undo anyexperimentation!

The same trick applies to creating a perfect square shape rather than arectangle. You can use the rectangles section of the Shapes drop down toexperiment with this.

Inserting an arrow Insert a new Blank slide, by clicking in the lower part of the New Slide icon

(within the Slide section of the Home tab). Click on the Shapes icon within the Illustrations section of the Insert tab.

Click on the Arrow option within the Lines section of the drop down.

The mouse pointer changes to a small cross shape. Move the mouse pointer tothe position within the slide that you want to start the arrowed line. Press themouse button and keep it pressed. Move the mouse pointer and release themouse button when the arrowed line is the desired length.

NOTE : As you can see there are a range of arrow formats. If you have timeexperiment with using one of the other formats.


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Inserting a text box Insert a new Blank slide, by clicking in the lower part of the New Slide icon

(within the Slide section of the Home tab).

Click on the Text Box icon within the Text section of the Insert tab.

The mouse pointer changes shape. Move the mouse pointer to the positionwithin the slide that you want to start the text box. Press the mouse button andkeep it pressed. Move the mouse pointer diagonally over the screen and thenrelease the mouse button. The text box will look like this.

Type your name into the text box. Save your changes.

Inserting SmartArt Insert a new Blank slide, by clicking in the lower part of the New Slide icon

(within the Slide section of the Home tab).

Click on the SmartArt icon(contained within theIllustrations section of theInsert tab).

This will display the Choose a SmartArt Graphic dialog box.


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Scroll down through the List section and you will see a fantastic range ofSmartArt graphics that you can insert into your presentation.

Scroll down to the Matrix section and click on the Titled Matrix graphic.

Click on the OK button and you will seethis illustration displayed within your slide.

Click within the top-left [Text] area.You will now see a text insertion pointwithin this area of the graphic. Type isthe word Powerful .

Click on the other areas of the illustrationand add the text shown in the illustration.

As you can see using SmartArt you canquickly create professional lookingillustrations. Insert a few more slides intoyour presentation and experiment withinserting more examples of SmartArt.


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Charts

Inserting Charts Open a presentation called Charts . Click on the Chart icon (contained

within the Illustrations group underthe Insert tab).

This will display the Insert Chart dialog box.

You can select a chart type such as Column , Line or Pie . You can then select a

specific formatting option for the selected chart type. In this case select aColumn chart and from the right side of the dialog box, and then select aClustered Column .


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Click on the OK button. Your screen will now change as illustrated below.

On one side of the screen you see a chart inserted into your PowerPointpresentation. Within the other side of the screen, you see an Excel worksheetcontaining numbers that the chart within PowerPoint is based on.

The default chart numbers within theExcel worksheet will contain sample data.

Edit the data within Excel to look likethis:

As you edit the data within Excel thechart within PowerPoint will change.


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This will display the Change Chart Type dialog box.

You can select another chart type, such as Bar , as illustrated below.

Clicking on the OK button will display the new chart type.

Save your changes.


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Changing the background color in the chart Select Slide 3. Click on the chart to select it. If

you do not see the Chart Tools

ribbon displayed click on theChart Tools tab displayed inyour ribbon.

Right click over an empty part of the chart background and you will see a popupmenu displayed.

Click on the Format Plot Area command. You will see the Format Plot Area dialog box displayed.


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Changing the column, bar, line or pie slice colors in the chart You can apply colors to the elements within your chart. Click on one of the

columns within the chart and you will notice that the other similar columns arealso selected.

Right click over one of the selected columns and you will see a popup menudisplayed. Select the Format Data Series command.

You will see the FormatData Series dialog box

displayed.


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To use a solid color to fill thecolumn, click the Fill side tab andthen also click on the Solid Fillbutton.

Click on the down arrow next inthe Color section and from thedrop down displayed, select acolor.

Click on the Close button and the color will be applied to the selected columns.In the example shown we have applied the color Black . Try this now.

Experiment with applying different colors to other columns within the chart.


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Display the slide containing the bar chart.

Format this chart to have a different background color and different coloredbars.

Display the slide containing a Line chart. Format it to have a differentbackground color and different color lines.

Format this chart to have a different background color and different coloredlines.


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Display the slide containing the pie chart.

Select the pie chart by clicking on it.Select the pie chart segment you wish tomodify by clicking on the segment.

Right-click on the segment and from thepop-up menu select the Format DataPoint command.

This will display theFormat Data Pointdialog box.


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Click the Fill command andthen also click on the SolidFill button.

Click on the down arrow inthe Color section and fromthe drop down displayed,select a color.

Click on the Close button and

the color will be applied to theselected segment.

Format this chart to displaydifferent colors in each piechart segment, as illustrated.


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If you have time experiment with using 'gradient fills' rather than solid colors tocolor a pie segment. To do this, select the Gradient Fill button.

You can create more adventurous looking charts.

Save your changes.


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Chart Title Manipulation Display slide 7. You will see a chart displayed on the screen, which currently

does not have a chart title.

Click on the chart to select it. If you do not see the Chart Tools ribbondisplayed click on the Chart Tools tab displayed in your ribbon.

Click on the Layout tab and from within the Labels group click on the Chart Title button.


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This will display a dropdown menu. Click onthe Centered OverlayTitle option, asillustrated.

A default chart title willbe displayed within theslide, as illustrated

below.

Select the default chart title text as illustrated.

Type in a new chart title, as illustrated below, using the text Sales Figures .

Use your mouse to move the title to a different position. To delete a chart title you first need to select it, by clicking on it once, then

press the Del key to delete it. Try this now. Click on Undo to reverse thisdeletion.


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Adding data labels to a chart Display slide 8. You will see a chart displayed on the screen, which currently

does not have data labels.

Click on the chart to select it. If you do not see the Chart Tools ribbondisplayed click on the Chart Tools tab displayed in your ribbon.

Click on the Layout tab and from within the Labels section, click on the Data Labels icon.


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Page 35 of 60 Soft

Click on the Layout tab and from within theLabels section, click on the Data Labels icon.This will display a drop down list. Click on theCenter command. Your chart will now look likethis.

If you want you can format the data labelwithin the pie chart to display percentages,which is often more useful within a pie chart.

To do this click on the Data Labels iconagain, but this time select the More Datalabels Options command, as illustratedbelow.

This will display the Format Data Labels dialog box, as illustrated.

Click on the Percentage checkbox.

De-select the Value check box.


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Organization Charts

What is an organization chart? An organization chart is used to illustrate a structure such as the management

levels within a company. A typical organization chart would look something likethis:

Creating an organization chart Open a presentation called Organization chart .

Display the second slide within the presentation. Click on the Insert SmartArt Graphic icon

displayed within the slide.

This will display the Choose a SmartArt Graphic dialog box.


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Click on the Hierarchy button. Within the middle section of the dialog box clickon the Hierarchy chart. Click on the OK button.

You will see the following chart displayed within your slide.

NOTE : Another way to insert anorganizational chart into a slidewould be to click on the InsertTab and within the Illustrationsgroup, click on the SmartArtbutton.


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Adding labels to items within an organization chart Click on the top box and type in the text CEO . Click within each of the other

boxes to insert the following names.

Adding a co-worker to an organization chart Click on the Sales Director box. Right click on this box and from the popup

menu displayed click on the Add Shape command. From the submenu click onAdd Shape After .


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You will see a box displayed at thesame hierarchical level to the right ofthe box you selected.

Click on this box and enter the textMarketing Director , as illustratedbelow:

Adding a subordinates within an organization chart Click on the Marketing Director box. Right click on this box and from the

popup menu displayed click on the Add Shape command. From the submenuclick on Add Shape Below .

You will see a box displayed one level under the marketing manager, asillustrated below.


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Click on this new box and add the labelMarketing Assistant , as illustrated.

Adding a manager within an organization chart Click on the Sales Director box. Right click on this box and from the popup

menu displayed click on the Add Shape command. From the submenu click onAdd Shape Above .

You will see a box has been added one level above the Sales Director.


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Add the label Vice President Sales to this new box.

Removing an item from an organization chart Click on the item you wish to remove and press the Del key. Experiment with

deleting items. Remember that you can use the Undo key to reverse thesedeletions!

Changing the hierarchical structure of an organization chart Display slide 3 named Company Structure.

To change the hierarchical structure you need to select an item and drag it to anew location. For instance to promote Valentino Gravani to the same level asRoy Blunt , you first need to click on the Valentino Gravani box, as illustrated.


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Click on the edge of the Valentino Gravani box (when the cursor changes to across-hair shape) and then while keeping the mouse button pressed, drag thebox to the right of the Roy Blunt box. When you release the mouse button, thehierarchical structure will have changed, as illustrated below.

We are now going to move Zora Hurston to make her subordinate to Roy Blunt .

Within the Text Pane displayed to the left of the chart, locate the entry forZora Hurston .


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If the Text Pane is not visible, click on the SmartArt Tools tab, which should bedisplayed above the other tabs.

Then click on the Text Pane button within the Create Graphic section of theRibbon.

Highlight the Zora Hurston entry by clicking & dragging across the text. Theentry will be highlighted as illustrated.

Press CTRL-X to cut the entry to the clipboard. Click at the end of the Roy Blunt entry, so that the insertion point is positioned

to the right of the text.

Press the Enter key to insert a new entrybelow Roy Blunt .


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Press CTRL-V to paste Zora Hurston back into the list.

Press the TAB key to demote Zora Hurston .

Zora Hurston will now be displayed below Roy Blunt .

Experiment with changing the hierarchical position of other items within theorganizational chart. Remember if things go horribly wrong you can always usethe Undo icon to fix the mess!

Save your changes and close the presentation.


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This will display a drop down list of options. Select an animation efBounce .

Select the sub-title area, asillustrated.

Click on the Animations tab andwithin the Animation group click onthe down arrow to the right of thegroup (i.e. on the More button).

fect, such as

You will notice that the slide is marked with two animation numbers, asillustrated, one for the title , which is marked with a 1 , indicating that this is thefirst animation, while the sub-title is marked with a 2 , indicating that this isthe second animation.

Select the computer graphic. Click on the Animations tab and

within the Animation group clickon the down arrow to the rightof the group (e.g., on the Morebutton) .


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This will display a drop down list of options. Select an animation effect, such asZoom

You will notice that the graphic ismarked with an animation number( 3 ), as illustrated.

Click on the Slide Show button,at the bottom-right of the screen.

Click the mouse button once, and you will see an animated title appear. Click the mouse button again and an animated sub-title will be displayed. Click the mouse button again to see the animated graphic appear. Click one more time and the second slide, which does not contain any

animations, will be displayed. Press Esc to escape from the slide show.


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Display the second slide. Select the place holder containing the two bulleted paragraphs within the slide.

Click on the Animations tab and within the Animation group click on thedown arrow to the right of the group (e.g., on the More button) .

This will display a drop down list of options. Select an animation effect, such asFade

You will notice that the first paragraph ismarked with an animation number ( 1 ),while the second paragraph is marked withan animation number ( 2 ).

Run the slide show. When you click themouse button, the bulleted paragraphs will

fade in one at a time. Escape from the slide show. Save your changes and close the file.


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Creating custom slide shows Open a presentation called Custom slide shows 01 .

Click on the Slide Show tab and within the Start Slide Show group click onthe Custom Slide Show button.

This will display a drop down called Custom Shows . Click on the Custom Shows command.

This will display the Custom Shows dialog box.

Click on the New button. This will

display the Define Custom Show dialogbox.


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Click on the first item in the list.

Scroll down, and while keeping the Shift key pressed, click on item 10 . You willsee that items 1 to 10 remain highlighted.

Click on the Add button, and the slides will be displayed in the right side of thedialog box.

In the Slide show name section, enter the name Introduction only .


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Click on the OK button, and the Custom Shows dialog box will display acustom show, called Introduction Only .

Click on the New button. Click onthe first item in the list and scrolldown to the end of the list. Whilepressing the Shift key select thelast item in the list.

Click on the Add button, and within the Slide show name section of the dialogbox, enter the name Full Course .


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Click on the OK button and you will now see two custom shows listed.

Click on the Close button.

To run a custom slide show, click on the Custom Slide Show button and a dropdown list is displayed containing the custom slide shows that you have created.

Select Introduction Only . Navigate to the end of the show, and as you willsee, only the first part of the presentation is displayed.

Repeat this procedure to run the Full Course . This time you will see the entirepresentation.

Save your changes.


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Editing a custom slide show Click on the Slide Show tab within the Start Slide Show group click on the

Custom Slide Show button. From the drop-down menu displayed, click on theCustom Shows command.

This will display the Custom Shows dialog box. Select the Introduction Only custom show, and then click on the Edit button.

Within the right-hand side of the dialog box, select the slide called ROM-BIOS .Click on the Remove button.

Save your changes.


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roy Center Page 54 of 60

Slide show transitions and timings Click on the Transitions tab. You will see a selection of transitions displayed

within the ribbon.

Click on the down arrow to the right of the Transitions group and you will seemore transitions displayed in a drop-down menu. Select the Cube transition.

You can add sound to the slide animation. To do this click on the down arrow

to the right of the transitions Sound button. You will see a drop-down listdisplayed. Click on the Bomb sound.


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You can control the duration of the slide animation. To do this click on the uparrow to the right of the transitions Duration button and change the value to2.00 .

You can set how the slide will advance. Click on the check box next to the After option and enter a value of 5.00 seconds.

You can apply the slide animation toall the slides by clicking on the Apply

to All button.

Run the slide show and thetransition effects will display asyou configured them to run.

Save your changes and closethe presentation.

Controlling slide show looping Open a presentation called Slide show looping . Display slide 1 within the presentation. Run the slide show, and you will see that the slide show advances automatically

and ends, when the last slide is displayed, after which you need to click onceusing the mouse button, to exit the slide show.

To set the slide show to loop continually, click on Slide Show tab and within theSet Up group click on the Set Up Slide Show button.


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This will display the Set UpShow dialog box. Click on thecheck box next to the Loopcontinuously until Esc option.Click on the OK button to closethe dialog box.

Re-run the slide show and youwill find that the slide shownow runs continuously, untilyou press the Esc key.

Save your changes and closethe presentation.

Setting a slide show to use timings Open a presentation called Advancing slides automatically . This

presentation has had timings applied to it. So that you can see the slide timingsclick on the Slide Sorter button displayed at the bottom right of your screen.You will see the slide timings displayed under each slide.

Click on the Normal button at the bottom right of your screen to display thepresentation within the Normal view.

Run the slide show and you will see that even though slide timings have beenapplied, you have to manually advance from slide to slide. Exit the slide show.

Click on the Slide Show tab and within the Set Up group, click on the Set Up Slide Show button.


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This will display the Set Up Show dialog box. To set the slide show to advanceautomatically, click on the Using timings, if present button and make surethat the All button is select so that this applies to the entire presentation.

Re-run the slide show which will now advance automatically, using therehearsed timings.

Save your changes and close the presentation.


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Enabling or disabling slide show animations Open a presentation called Slide show animations 01 . Run the slide show. As you can see, this presentation contains

animation effects. Click on the Slide Show tab and within the Set Up group, click on theSet Up

Slide Show button.

This will display the Set Up Show dialog box. Click on the Showwithout

Animation option.