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PowerPoint 2010 Intermediate


FOR USE AT THE LICENSED SITE(S) ONLY 2010 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au

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© 2010 Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com.au/agreement Contact Information USA / Canada Email: [email protected] Web: www.cheltenhamcourseware.com Australia / Asia Pacific / Europe (ex. UK / Ireland) / Rest of the World Email: [email protected] Web: www.cheltenhamcourseware.com.au UK / Ireland Email: [email protected] Web: www.cctglobal.com


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TUTOR SETUP INFORMATION................................................................................................................5

SAMPLE FILES FOR THIS COURSE ......................................................................................................6

CUSTOMIZING AND COMPATIBILITY ISSUES....................................................................................7

MODIFYING POWERPOINT OPTIONS...........................................................................................................7 COMPATIBILITY ISSUES WHEN SAVING A PRESENTATION .........................................................................14 OTHER FILE TYPES YOU CAN USE WHEN SAVING A PRESENTATION.........................................................17 SAVING A PRESENTATION AS A TEMPLATE ...............................................................................................20 CREATING A NEW PRESENTATION BASED ON A CUSTOMIZED TEMPLATE ................................................21 MINIMIZING THE RIBBON...........................................................................................................................23

POWERPOINT SECTIONS ......................................................................................................................24

CREATING & RENAMING SECTIONS .........................................................................................................24 COLLAPSING & EXPANDING SECTIONS ....................................................................................................29 REORDERING SECTIONS ..........................................................................................................................32 REMOVING SECTIONS AND SLIDES ...........................................................................................................34 REMOVING SECTIONS...............................................................................................................................35

SLIDE MASTERS.......................................................................................................................................38

INSERTING SLIDE MASTERS ......................................................................................................................38 EDITING A CUSTOMIZED SLIDE MASTER....................................................................................................42 USING CUSTOMIZED SLIDE MASTERS .......................................................................................................46

THEMES ......................................................................................................................................................52

APPLYING THEMES ...................................................................................................................................52 MODIFYING A THEME AND SAVING IT AS A NEW THEME ...........................................................................54 SETTING A THEME AS THE DEFAULT THEME.............................................................................................61 DELETING A THEME ..................................................................................................................................61 CREATING AND SAVING A NEW PRESENTATION TEMPLATE ......................................................................62 MODIFYING A TEMPLATE ...........................................................................................................................72

FORMATTING PICTURES & IMAGES...................................................................................................76

REMOVING A PICTURE BACKGROUND.......................................................................................................76 COLORING PICTURES ...............................................................................................................................79 ARTISTIC EFFECTS ...................................................................................................................................80 PICTURE STYLES ......................................................................................................................................81 PICTURE BRIGHTNESS AND CONTRAST ....................................................................................................82 COMPRESSING PICTURES .........................................................................................................................84 RESETTING A PICTURE..............................................................................................................................85 SMARTART & PICTURES...........................................................................................................................87

MANIPULATING GRAPHICS ..................................................................................................................94

RULER AND GRIDLINES.............................................................................................................................94 SNAPPING TO THE GRID AND GRID SPACING ............................................................................................96 POSITIONING A GRAPHIC RELATIVE TO THE TOP-LEFT CORNER OF A SLIDE ............................................99 DISTRIBUTING GRAPHICS HORIZONTALLY ON A SLIDE............................................................................101 DISTRIBUTING GRAPHICS VERTICALLY ON A SLIDE.................................................................................103 CROPPING A GRAPHIC ............................................................................................................................105 RE-SCALING PICTURES ...........................................................................................................................107 CONVERTING A CLIP ART PICTURE TO AN AUTOSHAPE AND THEN EDITING THE AUTOSHAPE.............109 SAVING A GRAPHIC AS A GRAPHICS FILE ................................................................................................112 APPLYING A BACKGROUND GRAPHIC TO A SINGLE SLIDE .......................................................................114 HIDING THE BACKGROUND GRAPHIC ON A SINGLE SLIDE .......................................................................120


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APPLYING A BACKGROUND GRAPHIC TO MULTIPLE SLIDES ....................................................................122 HIDING THE BACKGROUND GRAPHICS ON MULTIPLE SLIDES ..................................................................127 APPLYING A BACKGROUND GRAPHIC TO EVERY SLIDE...........................................................................129 HIDING THE BACKGROUND GRAPHIC ON EVERY SLIDE ...........................................................................132

FORMATTING AUTOSHAPES..............................................................................................................135

AUTOSHAPE BACKGROUND FILL EFFECTS .............................................................................................135 AUTOSHAPE TRANSPARENCY EFFECTS .................................................................................................140 AUTOSHAPE SHAPE EFFECTS ................................................................................................................142 AUTOSHAPES FORMAT PAINTER ...........................................................................................................149 AUTOSHAPE DEFAULTS ..........................................................................................................................151


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Tutor Setup Information Copy the sample files folder called PowerPoint 2010 Intermediate Course

to the Documents folder. At the end of the course, remove all files modified or created during the

course, prior to re-running the course. At the end of the course, reset all program and operating system defaults that

may have been modified during the course, prior to re-running the course.


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Sample files for this Course

During this course you will need to open samples files. These are stored under the Documents folder in a sub-folder called: PowerPoint 2010 Intermediate Course. If you create any new files, unless otherwise instructed, you should also save the files in this folder.


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Customizing and Compatibility Issues

Modifying PowerPoint options If necessary press Ctrl+N to display a blank presentation. Click on the File Tab in the top-left of the PowerPoint window to display a

menu. Click on the Options button displayed towards the bottom of the menu.

The PowerPoint Options dialog box will be displayed. This dialog box has several side tabs allowing you to configure PowerPoint to your needs.

General Options:


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The options displayed on this tab allow you to control the color scheme used by the PowerPoint windows and ribbons. You can also set your name and preferred language. To set the user name type your name into the User name section of the dialog box.

This information can be used by application programs to automatically insert your details into a document.

Proofing Options:


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Here you can control how PowerPoint will correct or highlight incorrectly spelt words in your presentations.

Save Options:


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Here you can control the default save format. You can also choose the default folder into which presentations are saved. As you can see in the following example the default folder is set to: C:Users\Dave\Documents\

To change the default folder you would need to type in the full folder path details for the new default in the Default file location section of the dialog box. If you did this then the next time you tried to open a file it would first look in this default folder and each time you save a new document it would want to save to the default folder.

Advanced Options:


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Customize Ribbon Options:


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Here you can customize the Quick Access toolbar (normally displayed above the File Tab) to include other icons you use often.

Add-Ins Options:


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Here you can control which third party applications can integrate themselves into PowerPoint.

Trust Center Options:

This allows you to access statements from Microsoft concerning your privacy


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when you access various Office Online features.

Close the PowerPoint Options dialog box by clicking on the Close button.

Compatibility issues when saving a presentation When Microsoft introduced PowerPoint 2007, they created a new format for

saving your PowerPoint file. PowerPoint 2010 uses the same file format as PowerPoint 2007. You should be aware that the formats used by the 2007 and 2010 versions are different from earlier versions, such as PowerPoint 2003.

Open a presentation calling Saving. NOTE: The sample files for this course are stored in a folder called PowerPoint 2010 Intermediate Course under the Documents folder.

This presentation was created using PowerPoint 2010 and then saved as a PowerPoint 2010 formatted file. Normally when you save a file you do not worry about the format, you just click on the Save icon and if necessary give the file a name. It is important to realize that the file format used by PowerPoint 2010 is different from that used by some earlier versions of PowerPoint such as PowerPoint 2003 or PowerPoint 2000. If you create a PowerPoint presentation using the PowerPoint 2010 version and then intend to email a copy to a colleague who may be using an earlier version such as PowerPoint 2003 then your colleague may not be able to even open the file, let alone make any editing changes.


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The best solution is for you to save the file in an earlier format. This is very easy to do and you need not worry about the underlining technicalities involved. Click on the File Tab (top-left of the screen) and from the drop down displayed select the Save As command.

The Save As dialog box is displayed. Click on the down arrow to the right of the Save as type section of the dialog box. Look at the range of formats that you can store the file as. In this case select the PowerPoint 97-2003 Presentation format.


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Click on the Save button and the file will be saved in a backwards compatible format. NOTE: You may see the Compatibility Checker dialog box, warning you that you may no longer be able to edit some elements within your presentation.


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If you look at the PowerPoint Title Bar (across the top of your Microsoft PowerPoint screen), you will see that the file name followed by the message [Compatibility Mode]. This is how you can tell whether you are using the PowerPoint 2010 format or the earlier PowerPoint format.

There is another solution to this problem. If your colleagues are using an earlier version of PowerPoint, such as PowerPoint 2003, they can download additional, free, software from Microsoft, which will allow them to at least open and read any files that you send to them in PowerPoint 2010 format. This is beyond the scope of the course but you need to be aware that it is at least possible!

Other file types you can use when saving a presentation Beside issues of backwards compatibility, the Save as type option in the

Save As dialog box allows you to be very flexible when saving a presentation. If you selected the Web Page option you can save the presentation as a web site compatible file.


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If you select the GIF or JPEG formats you can save the slides as graphic files that are compatible with just about any image editing programs that you may have. You can also save the file using PNG, TIFF or BMP graphic formats.

If you save the file as an Outline/RTF (Rich Text Format) format file, then these files are compatible with most other programs (but some formatting and functionally may be lost when saving in this format).


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If you save the file using the PowerPoint Show option then the presentation will be saved in a special PowerPoint Show format. If you save a file in this format, close the presentation and then open the PowerPoint Show formatted file, it will always open in Slide Show view, not Normal view.


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Experiment with saving the presentation in these different formats and then close any open files.

Saving a presentation as a template Re-open a presentation calling Saving. Click on the File Tab (top-left of the screen) and from the drop down

displayed select the Save As command. The Save As dialog box is displayed.

In the File name section enter the name Cheltenham. Click on the down arrow to the right of the Save as type section of the dialog

box and select PowerPoint Template, as illustrated below.

You may notice that the Save In folder automatically changes to the Templates folder.


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Click on the Save button and the presentation will be saved as a template. This means that you can now create new presentations based on the template that you have just saved.

Before proceeding close all open presentation files.

Creating a new presentation based on a customized template Click on the File Tab and from the drop down menu displayed select the New

command.

Your screen will now look like this.


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Click on My templates.

This will display any customized templates that you have created, such as the Cheltenham template.

Select the required template (in this case the Cheltenham template), and click on the OK button.

A new presentation, based on your template will now be displayed.


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NOTE: It is important to realize that when you create a new document based on a template, any changes that you make are only made to the new document, not to the template. This means that the template is protected and can be used over and over again to create new presentations.

Close any open presentations without saving your changes.

Minimizing the Ribbon On certain computer monitors you may find that the Ribbon occupies a large

proportion of the screen area which may be better used for viewing your presentation.

To minimize the ribbon, double click on a tab. To re-display the ribbon double click on a tab.


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PowerPoint Sections

Creating & Renaming Sections Open a presentation called Sections 01.

Click on the Slide Sorter View button (bottom-right) to display the presentation in Slide Sorter view.


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Scroll down and you will see that this presentation contains a lot of slides. Switch back to Normal View. Make sure that the first slide is displayed. Within the thumbnails displayed to the left, click just above the first thumbnail

and you will see a black, horizontal line displayed.

Right click over the horizontal black line and from the pop-up menu displayed click on the Add Section command.


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An untitled section marker will be displayed.

Right click over the untitled section marker and from the pop-up menu displayed, select the Rename Section command.


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The Rename Section dialog box will be displayed. Type in the word Hardware and then click on the Rename button.

Your section marker will now look like this.

Scroll down the thumbnails and click between the thumbnails for slide 7 and slide 8.


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Right click and insert a section marker using the techniques previously explained. Rename the section marker as Performance.

Scroll down the thumbnails and click between the thumbnails for slide 14 and slide 15. Right click and insert a section marker using the techniques previously explained. Rename the section marker as Software.

Scroll down the thumbnails and click between the thumbnails for slide 23 and slide 24. Right click and insert a section marker using the techniques previously explained. Rename the section marker as Legal Issues.

Click on the Slide Sorter icon (bottom-right) and you will see that the sections

are now clearly visible.


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Switch to Normal View. Save and close your presentation.

Collapsing & Expanding Sections Open a presentation called Sections 02. If you look above the first thumbnail (to the left) you will see that the

presentation contains a section called Hardware.


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Click on the Slide Sorter View button (bottom-right) to see the other sections within the presentation.

Switch back to Normal view. At the moment you are viewing sections in ‘expanded’ view. Click on the small shape to the left of the hardware section marker.

The shape will change to display a different shape and you will notice that the contents of the first section are no longer displayed. You have just ‘collapsed’ this section.


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Repeat this procedure for all the other section markers and your screen will look like this.

Try clicking on one of the shapes next to a section marker and that section will expand again. Click on the shape again, and it will collapse.

Right click over one of the section markers and from the pop-up menu, click on the Expand All command.


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Right click over one of the section markers and from the pop-up menu, click on the Collapse All command.

Leave the presentation open and move directly to the next exercise.

Reordering Sections If you collapse all the sections the thumbnails should look like this.


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It is very easy to reorder the sections within the presentation. Right click over the Software section and from the pop-up menu displayed select the Move Section Up command.

Right click on the hardware section and from the pop-up menu displayed select the Move Section Down command.


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You can also use the normal ‘drag and drop’ techniques to select a section marker and drag it up or down the list. Try this now.


Removing Sections and slides Before you do this, take a look at the bottom-left of your screen and you will

see that the presentation contains 33 slides.

Right click on the Legal Issues section marker and from the pop-up menu displayed select the Remove Section & Slides command.


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A warning dialog box will be displayed as this option will not just remove the section marker, it will remove the entire contents of the section, including all the slides within the section, so treat this option with caution.

Click on the Yes button. You will notice that your presentation, which used to contain 33 slides, now only contains 23 slides.


Removing Sections In the last exercise you removed a section and the slides contained within the

section. Now you will remove section markers, but leave the section contents intact.


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Right click over one of the section markers and from the pop-up menu displayed, click on the Remove Section command.

The section marker will no longer be displayed. Right click over another section marker and from the pop-up menu displayed

select the Remove All Sections command.

The presentation no longer contains any sections. Click on the Slide Sorter View icon to confirm this.


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Save your changes and close the presentation.


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Slide Masters

Inserting slide masters Open the PowerPoint program. Click on the View tab and from within the Master Views group click on the

Slide Master button.

This will display the slide master thumbnails down the left hand side of your screen, as illustrated.

If you look to the left of the first slide master thumbnail you will see the number ‘1’ displayed. This indicates that this is the first slide master.


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To insert a new slide master, click on the Insert Slide Master button.

You will see that a second set of slide master thumbnails are now displayed down the left side of your screen. As you can see the first of the slide thumbnails has the number ‘2’ displayed next to it. This number indicates that you have more than one set of slide masters.


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If you move the mouse over the slide master thumbnails, one at a time, you will see a pop-up indicating the type of slide layout. For instance the Title Slide Layout is illustrated below.

You will see other slide master thumbnails such as the Title and Content Layout slide master as illustrated below.

To close the slide master view click on the Close Master View button displayed within the Close group under the Slide Master tab.

Click on the Save button.


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This will display the Save As dialog box. By default the contents of the Documents folder will be displayed.

Within the right-hand section of the dialog box if necessary scroll down until you can see a folder called PowerPoint 2010 Intermediate Course. Double click on this folder to change to the folder.


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Within the File name section of the dialog box enter the file name: My New File.

Click on the save button to Save the file. Close the presentation by press Ctrl+F4. This will close the presentation you

were working on and leave the PowerPoint program running.

Editing a customized slide master Open a presentation called Editing a Slide Master. Click on the View tab and from within the Master Views group click on the

Slide Master button.

This will display the slide master thumbnails down the left hand side of your screen, as illustrated.


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Scroll down the slide master thumbnails that are displayed to the left of your

screen until you see a thumbnail with the number ‘2’ displayed next to it. Click on this slide master thumbnail to select it.


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Right click over the selected thumbnail and from the pop-up menu displayed, select the Format Background command.

This will display the Format Background dialog box. Click on the down arrow next to the Color section of the dialog box.


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Select a light color and then click on the Close button.

The changes that you have made will only be applied to the slide thumbnails associated with the second slide master. If you scroll up the slide thumbnails you will see that the slide thumbnails associated with the first slide master have not been formatted using the new color.


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Click on the Close Master View button.

You will now see your presentation displayed.


Using customized slide masters Open a presentation called Using customized slide masters. Click on the View tab and from within the Master Views group click on the

Slide Master button

This will display the slide master thumbnails down the left hand side of your screen, as illustrated. You will notice the number ‘1’ displayed to the left of the first slide master thumbnail.


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If you scroll down through the slide master thumbnails which are displayed within the left part of the screen you will soon see that this presentation contains a second slide master. The thumbnails for the second slide master have a different colored background and a blue bar is displayed down the left side of the slide.

Click on the first slide master thumbnail within the second set of slide

masters. You will see the slide master displayed in more detail within the right section of the screen as illustrated.


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Now that we have verified that the presentation contains two sets of slide masters we will exit the slide master view and see how we can use these two sets of slide masters within your presentation. To exit the slide master view click on the Close Master View button displayed within the Slide Master tab.

Your presentation will now look like this.


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Click on the Design tab and you will notice that extra thumbnails and now displayed within the Themes group.

We will now select the slides that we wish to format using the information contained within the second slide master. Click on the second thumbnail and while holding down the control key click on the fourth thumbnail. When you release the control key you should see that both slides 2 and 4 remained selected.


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Click on the theme that displays the blue bar down the left side of the theme thumbnail, as displayed within the Themes group.

The theme from the second slide master will then be applied only to the selected slides as illustrated.


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Themes

Applying Themes Within PowerPoint 2010 you can use themes to control the look of your

presentation. In earlier versions of PowerPoint you used design templates rather than themes. Themes have replaced design templates.

Open a presentation called Applying themes. The presentation looks like this.

To apply a theme click on the Design tab and you will see a range of themes displayed within the Themes group.

If you click on the down arrow next to the Themes group you will see more themes displayed.


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Experiment with applying different themes to the presentation. An example is illustrated below.

TIP: If you click on a theme thumbnail it will be applied to all slides within the presentation. If you want you can apply this theme to just slides that you have selected. To do this, right click on a theme and from the menu displayed, click on the Apply To Selected Slides command.


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As you can see the changes are only applied to the selected slide. In this example, we first selected the second slide.

Save your changes and close presentation.

Modifying a Theme and saving it as a new Theme You can use themes to add consistent formatting to your presentations. A

theme can control the colors and fonts in both heading and body text. You can also control theme effects including lines and fill effects. PowerPoint is supplied with a number of predefined themes and you can easily customize these to create your own themes.

Open a presentation called Creating a theme. The presentation looks like this.


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Click on the Design tab. Apply the Oriel theme.



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Within the Themes group click on the down arrow next to the Colors button.

From the drop-down menu displayed select the Flow color theme.


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Within the Themes group click on the down arrow next to the Fonts button.


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From the drop-down menu displayed select the Civic font theme.

Within the Themes group click on the down arrow next to the Effects button.

From the drop-down menu displayed select the Technic effects theme.


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Click on the More button (which is the down arrow button displayed to the right of your theme thumbnails).

This will display a drop-down menu and you can click on the Save Current Theme command.


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This will display a Save Current Theme dialog box. In the File Name section enter the name from the new theme as CCT. Then click on the Save button.

The new theme will be displayed within the themes group.


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Setting a Theme as the default theme Create a new presentation. Click on the Design tab and slowly move the

mouse along the thumbnails within the theme thumbnails to find a theme you like within the theme group.

Once you find a theme that you like, right click over that theme thumbnail. From the drop-down menu displayed click on the Set as Default Theme command.

From now on the selected theme will be the default theme for all your new presentations.

Close your presentation without saving your changes.

Deleting a Theme Create a new presentation. Click on the Design tab and slowly move the

mouse along the thumbnails within the Themes group. You should see the theme called CCT which you created earlier.


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Right click over the theme you wish to delete and from the pop-up menu displayed click on the Delete command.

You will see a warning dialog box displayed. Click on the Yes button to confirm the deletion.

The theme will now be deleted. Close your presentation without saving your changes.

Creating and saving a new presentation template Close PowerPoint. Restart PowerPoint and by default you will see a blank Title slide displayed.


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Click on the View tab and from within the Master Views section, click on the Slide Master icon.

You will now see the presentation displayed in Slide Master view, as illustrated below. The slide masters contained within the presentation are displayed down the left side of your screen.


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We will first delete the Slide Masters we do not want to be stored within our new template. Scroll down the Slide Master thumbnail images down the left side of the screen and select the last thumbnail, as illustrated.

With the thumbnail selected press the Del key and the Slide Master will be deleted. The next thumbnail should now be displayed, as illustrated.


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Press the Del key to delete this Slide Master. Delete the next few Slide Master thumbnails, until you see only the

thumbnails, illustrated below.

You now have a template that contains a Slide Master for your Title Page and also a Slide Master for single column, bulleted text.

Now we can format the Slide Master pages. Select the Slide Master that displays the Title page, as illustrated below.


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The Slide Master tab should be displayed. From within the Background section, click on the Background Styles button.

Select the Style 3 background.

Display the bulleted text Slide Master, as illustrated.


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Click on the Background button and apply a Style 6 background.

Normally you would not have slides within a presentation using different styles. We are using different styles here simply to illustrate the effects of Slide Masters.

Click on the Insert tab and from within the Images section, click on the Clip Art button.

Insert an item of Clip Art. Resize the Clip Art and move it down to the bottom, right of the slide as illustrated.


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Click on the View tab and from within the Presentation Views section, click on the Normal button.

You will see the first slide displayed. At the moment we are using a normal presentation slide, apart from the fact we have deleted some of the underlying Slide Masters from the presentation file. We now need to save this file as a template so that we can create a new presentation based on our customization efforts. To do this click on the Save icon (top, left of your screen).

You will see the Save As dialog displayed. Within the File Name section type in the name My Company.


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Click on the down arrow to the right of the Save as type section and select the PowerPoint Template.

Click on the Save button and close the template. We can now use this new template. Restart PowerPoint and then click on the File tab and select the New button.

Select the My templates button.


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You can see your template. If you had created more than one template, you would need to select the required template. In this case just click on the OK button.

You now see a new presentation, based on your template. It is important to remember that any changes you make to this presentation will only effect this presentation. Changes will not affect the template file that the new presentation is based on.


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Type in some sample text into the Title and subtitle areas. Click on the bottom part of the New Slide button and add a slide that contains

bulleted text.

Your screen will now look like this.


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Enter some sample text into the title section and also type in a few lines of bulleted text.

Save the file as My customized presentation.

Modifying a template Close PowerPoint. Restart PowerPoint, then click on the File tab and select the Open command.

The Open window will be displayed.


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Type the following into the File name box: %appdata%\microsoft\templates


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Press the Enter key. The contents of the hidden Templates folder will be displayed. You should see the My Company template you created earlier listed.


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Double click on the My Company template file to open the template for editing.

You can now modify the template as you see fit. To save your changes simply save the presentation template in the normal way.

Close PowerPoint without saving any changes.


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Formatting Pictures & Images

Removing a picture background Open a presentation called Remove Background.

Double click on the picture. Click on the Remove Background button.

The picture will now look like this.


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If you look carefully at the picture, you will see some areas have been removed that you might wish to keep. For instance one of the shoes has been removed.

Click on the Mark Areas to Keep button.

Click a few times on the deleted foot and you will see the following. Also the top of the hair may be required to keep.


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Once you have marked all the areas that you wish to keep, click on the Keep Changes button.

The picture will now look like this.



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Coloring Pictures Open a presentation called Pictures - Color. This slide contains a picture that looks like this.

Double click on the picture contained within the slide. Click on the Color button within the Ribbon.


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The top row of options allows you to modify the Color Saturation. Move the mouse pointer over each option and observe the effect.

The next row of options allows you to modify the Color Tone. Move the mouse pointer over each option and observe the effect.

The bottom row of options allows you to Re-color the picture. Move the mouse pointer over each option and observe the effect.

Experiment with applying different color options. Save your changes and close the presentation.

Artistic Effects Open a presentation called Pictures – Artistic Effects. This slide contains a picture that looks like this.

Double click on the picture contained within the slide. Click on the Artistic Effects button within the Ribbon. Move the mouse

pointer over each of the drop down options and observe the effect.


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Experiment with applying different effects. Save your changes and close the presentation.

Picture Styles Open a presentation called Pictures – Styles. This slide contains a picture that looks like this.


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Double click on the picture contained within the slide. Click on the down arrow to the right of the Picture Styles group.

You will see a drop down list of styles.

Move the mouse pointer over each style and observe the effect.

Save your changes and close the presentation. Experiment with applying different styles.

Picture brightness and contrast Open a presentation called Pictur

Tes - Brightness and contrast.

his slide contains four pictures.

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Double click on the top-right picture and click on the Corrections button. This will display a drop down list of options.

Experiment with applying one of these options to the selected picture. Repeat this procedure with the other three pictures within the slide and apply

different corrections to each picture. When you have finished experimenting, save your changes and close the

presentation.


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Compressing pictures Open a presentation called Pictures - Compressing. This slide contains a

photograph as illustrated.

Adding photographs to your slides increases the total file size of your presentation file. We can add file compression to the photographs in order to reduce the size of your presentation files.

To do this, double click on the photograph. The Format tab will be displayed within the ribbon. Within the Adjust group click on Compress Pictures button.

The Compress Pictures dialog box will be displayed.


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As you can see there is an option to apply the compression only to selected pictures. If you do not tick this box then compression will be applied to all the pictures within a presentation.

By default if you have cropped any pictures, that deleted area will be removed from the picture.

The Target output section of the dialog box allows you to control the resolution of the picture. Options include Print output, Screen output and E-mail output resolutions. In this case select the E-mail target output option.

Click on the OK button to close the dialog box. Save your changes and close the presentation.

Resetting a picture Open a presentation called Pictures - Reset. The slide contains a picture that has been previously modified within

PowerPoint.


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Double click on the picture and within the Adjust group click on the Reset Picture button.

The picture will reset to its original values.


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SmartArt & Pictures Open a presentation called SmartArt and Pictures. Click on the Insert tab and click on the SmartArt button contained within the

Illustrations group.

The Choose a SmartArt Graphic dialog box is displayed. Click on the Picture button (displayed down the left side). Click on the first item, called Accented Picture.


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Click on the OK button. Your slide will look like this.

Type in the word Earth, as illustrated.


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Type in the following.

Double click on the image shape to the left of the word Earth. The Insert Picture dialog box will be displayed.


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Double click on the Documents folder and then double click on the PowerPoint 2010 Intermediate Course folder. You will see a file called Solar System – Earth.


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Double click on the Earth file and you will see the following.

Double click on the image shape to the left of the word Moon. The Insert Picture dialog box will be displayed. Double click on the Moon file and you will see the following.


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Double click on the image shape to the left of the word Saturn. The Insert Picture dialog box will be displayed. Double click on the Saturn file.

Double click on the image shape to the left of the word Jupiter. The Insert Picture dialog box will be displayed. Double click on the Jupiter file.

The slide will now look like this.


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Click outside the SmartArt object and the slide will look like this.

Save your changes and close the file.


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Manipulating Graphics

Ruler and Gridlines Open a presentation called Manipulating graphics.

If the ruler is not displayed, the slide will look like this.

To display the ruler, click on the View tab and within the Show group click on the Ruler check box.

With the Ruler displayed, the slide will now look like this. The ruler is displayed at the top and also to the left side of the slide.


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As you move the mouse pointer over the slide you will see the mouse position displayed within the left and top ruler, by small lines within the ruler. This can be used to measure the exact position of objects within the slide.

To hide the ruler, click on the View tab and in the Show group remove the tick within the Ruler check box.


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To display gridlines, click on the View tab and within the Show group click on the Gridlines check box.

You will now see the gridlines displayed on your slide.

To turn off the grid display, remove the tick within the Gridlines check box. Save your changes and close the presentation.

Snapping to the grid and grid spacing Open a presentation called Manipulating graphics. If necessary click on the Home tab. Within the Drawing group, click on the

Arrange button. From the drop down menu displayed click on the Align command. From the sub-menu displayed click on the Grid Settings command.


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TIP: Alternatively you can right click on an empty part of the slide (i.e. not within a place holder) and from the pop-up menu displayed click on the Grid and Guides command.

This will display the Grid and Guides dialog box.


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To position your graphics objects to the nearest intersection on the slide grid you would need to click on the Snap Objects to Grid check box. Once you have done this in future when you drag a graphic from one location to another it will move in small jerky movements as the object snaps to the nearest grid intersection. Make sure that this option is ticked.

You will notice that there is another snap to option called Snap objects to other objects. This option will allow you to position graphics to gridlines that match the horizontal and vertical edges of other graphics within the slide. In this case leave this option un-ticked.

Within the Grid settings section of the dialog box you can modify the grid spacing. To illustrate the effect of applying snapping to grid double the current spacing value. Notice there is also an option to display the grid on screen.

Click on the OK button to close the dialog box. TIP: The Grid and Guides dialog box also contained a Set as Default button. Had you clicked on this button, all settings that you specified would be applied to all new presentations that you create.

Select one of the graphics within the slide and slowly drag it to a new position on the screen. You will see that the graphic jumps between the grid spacing units.

Before continuing re-open the Grid and Guides dialog box and set the options to their original settings.



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Positioning a graphic relative to the top-left corner of a slide Open a presentation called Positioning graphics. The slide contains two

pictures. We can position these pictures using specific horizontal and vertical co-ordinates within the slide, which can be relative to the top-left corner of the slide.

Right click on the picture of the Penguin. From the pop-up menu displayed click on the Size and Position command.

This will display the Size and Position dialog box. Select the Position tab.


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Position the object using the following co-ordinates (assuming your PC is set

up to use centimeters, rather than inches). Horizontal - 3.62 from the top left corner. Vertical - 3.90 from the top left corner.

Click on the Close button to close the dialog box.

Right click on the picture of the Parrot. From the pop-up menu displayed click on the Size and Position command. This will display the Size and Position dialog box. Select the Position tab.

Position the object using the following co-ordinates (assuming your PC is set up to use centimeters, rather than inches). Horizontal - 17.71 from the top-left corner. Vertical - 1.50 from the top-left corner.

Click on the Close button to close the dialog box. The slide will now look like this.


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Distributing graphics horizontally on a slide Open a presentation called Distributing graphics horizontally. This slide

contains a number of graphic objects that we will distribute horizontally within the slide.

Select all the graphic objects. TIP: To do this click on the first object, and while keeping the Ctrl key pressed, click on the other objects. The selected objects will look like this.


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To set the distribution relative to slide click on the Arrange button contained within the Drawing group. From the drop down list displayed click on the Align command. From the sub-menu displayed click on the Align to Slide command. From now on if you use the Distribute Horizontally or Distribute Vertically commands, the distribution will be relative to the slide.

To distribute the selected objects horizontally within your slide, click on the Arrange button contained within the Drawing group. From the drop down list displayed click on the Align command. From the sub-menu displayed click on the Distribute Horizontally command.

The selected objects will be distributed evenly, horizontally across the slide.



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Distributing graphics vertically on a slide Open a presentation called Distributing graphics vertically. This slide

contains a number of graphic objects that we will distribute vertically on the slide.

Select all the graphic objects. TIP: To do this click on the first object and while keeping the Ctrl key pressed, click on the other objects.

To distribute the selected objects vertically within your slide, click on the Home tab and then click on the Arrange button contained within the Drawing group. From the drop down list displayed click on the Align command. From the sub-menu displayed click on the Distribute Vertically command.


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The selected objects will be distributed evenly, vertically within the slide.

NOTE: This assumes that the Align to Slide option is active.


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Cropping a graphic Open a presentation called Cropping graphics. The picture within the slide

looks like this. We will crop the picture to remove the computer screen.


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Double click on the picture which will display the Format ribbon. Click on the Crop button within the Size group.

The picture will display 8 crop handles, at each corner and midway along each side.


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Drag the crop handle on the left border, towards the centre of the picture, to crop the part of the picture that includes the computer screen. The picture will now look something like this.


Re-scaling pictures Open a presentation called Pictures – Rescaling. The slide contains two

pictures. The following instructions apply to any type of graphic object, including Clip Art and AutoShapes.

First we will use non-proportionate re-scaling to turn the car into a 'stretched limo'. Click once on the car to select it. Once selected the car will be surrounded by eight handles.


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Click and drag the handle midway down the left side. When you release the mouse button you will see something like this.

Now to try proportionate re-scaling. Click on the train picture to select it. Eight handles will be displayed surrounding the picture.

Drag the top-right handle upwards and to the right. When you release the mouse button the picture will have been proportionally enlarged. Your slide will now look like this.


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Converting a Clip Art picture to an AutoShape and then editing the AutoShape Open a presentation called Converting Clip Art to AutoShapes. The slide

contains a standard item of Clip Art that has been inserted into the slide.

Right click on the computer image and from the pop-up menu displayed select the Edit Picture command.

This will display a dialog box.


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Click on the Yes button. The object will not look any different but you can now edit the object, as you would any AutoShape object. As an example of how you can edit the object, right click on the object and from the pop-up menu displayed click on the Group command. From the sub-menu displayed select the Ungroup command.

The object will now look like this. The object, as you can see, is made up of lots of different elements.


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Click outside the objects to deselect all the objects. Click on the right part of the blue background, and you will select just the blue

background.

Drag the background shape to the right and your slide will look like this.

Press the Del key to delete the blue background.


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Press Ctrl+A to select all the items on the slide. Right click over the selected items and from the pop-up menu displayed,

select the Group command. From the sub-menu displayed, select the Group command.

The object is now treated as a single graphic object and can be move and re-sized in the normal way. As you can see, this technique gives you a lot more flexibility than you thought you had, when it comes to using Clip Art.


Saving a graphic as a graphics file Open a presentation called Saving as graphics file. This slide contains a

number of graphics objects, each of which you will save to disk as a separate file.

Click on the AutoShape object to select it. Right click over the selected object and from the pop-up menu select the

Save as Picture command.


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This will display the Save as Picture dialog box.

Click on the Documents button, and you will see the sub-folders contained within the Documents folder. Double click on the PowerPoint 2010 Intermediate Course folder.

Enter the file name as Rounded Rectangle. Click on the down arrow in the Save as type section of the dialog box. To

save the graphic as a JPEG file, select JPEG from the drop down list.


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Click on the Save button to save the file in your sample file folder. Repeat this procedure and save each file, using the same file name, in the

following file formats. .GIF .BMP .PNG

Click on the Clip Art graphic within the slide, and repeat the entire process of saving the graphic to your disk, using the file name Computer and Mouse.

Finally click on the Picture graphic within the slide and repeat the entire process of saving the graphic to your disk, using the file name Fixing the Computer.


Applying a background graphic to a single slide Open a presentation called Background graphics 01. Display the first slide within the presentation.


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Click on the Design tab and within the Background group click on the Background Styles button.

From the drop down menu that is displayed, click on the Format Background command.


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The Format Background dialog box will be displayed.

Within the Fill section of the dialog box select Picture or texture fill.


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Click on the File button. The Insert Picture dialog box will be displayed.

Within the left side of the dialog box click on Documents. This will display the contents of the Documents folder.


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Double click on the folder called PowerPoint 2010 Intermediate Course, which contains your sample files.

Select a picture called Clouds.

Click on the Insert button. The Format Background dialog box will be displayed once again.


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Click on the Close button to close the dialog box. Your screen will now look like this. As you can see the background has only been applied to the selected slide.


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Hiding the background graphic on a single slide Open a presentation called Background graphics 02. Display the first slide within your presentation. The screen will look like this.

Click on the Design tab and within the Background group click on the Background Styles button. From the drop down menu that is displayed, click on the Format Background command.


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The Format Background dialog box will be displayed. Within the Fill section click on the Solid fill button.

Click on the Close button. Your presentation will now look like this. The background graphic is no longer displayed on the selected slide.


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Applying a background graphic to multiple slides Open a presentation called Background graphics 03. Display the first slide within the presentation. Your screen will look like this.

While pressing the Ctrl key, click on slides 3 and 5 displayed down the left side of your screen. Release the Ctrl key, and slides 1, 3 and 5 will remain selected.


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Within the Fill section of the dialog box select Picture or texture fill. Click on the File button. The Insert Picture dialog box will be displayed.

Within the left side of the dialog box click on Documents. This will display the contents of the Documents folder.


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Double click on the folder called PowerPoint 2010 Intermediate Course, which contains your sample files.

Select a picture called Clouds.



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Click on the Close button to close the dialog box. Your screen will now look like this. As you can see, the background has only been applied to the selected slides, i.e. slides 1, 3 and 5.


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Hiding the background graphics on multiple slides Open a presentation called Background graphics 04. Display the first slide within your presentation. The screen will look like this.

While holding down the Ctrl key, click on slides 3 and 5 displayed down the left side of the screen. When you release the Ctrl key, slides 1, 3 and 5 remain selected.


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Click on the Close button. Your presentation will now look like this. The background graphic is no longer displayed on the selected slides.


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Applying a background graphic to every slide Open a presentation called Background graphics 05.



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Within the Fill section of the dialog box select Picture or texture fill. Click on the File button. The Insert Picture dialog box will be displayed. Within the left side of the dialog box click on Documents. This will display

the contents of the Documents folder. Double click on the folder called PowerPoint 2010 Intermediate Course,

which contains your sample files. Select a picture called Clouds.


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Click on the Apply to All button. Click on the Close button to close the dialog box. Your screen will now look

like this. As you can see the background has been applied to all the slides within the presentation.


Hiding the background graphic on every slide Open a presentation called Background graphics 06. The screen will look like this.


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Click on the Apply to All button. Click on the Close button. Your presentation will now look like this. The

background graphic is no longer displayed on any of the slides.



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Formatting AutoShapes

AutoShape background fill effects Open a presentation called AutoShape fill effects. This slide contains a

number of different AutoShapes.

Double click on the rounded square AutoShape within the slide. This will display the Format ribbon.

Within the Shape Styles group click on the down arrow next to the Shape Fill button. This will display a drop down menu of the shape fill options.


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Click on one of the colors to change the color of the AutoShape fill color.

Click on the down arrow next to the Shape Fill icon and from the drop down menu displayed select the Gradient command. Click on one of the Light Variations.


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Your AutoShape will now look like this.

Double click on the star shaped AutoShape. Click on the down arrow next to the Shape Fill icon and from the drop down

menu displayed select the Texture command. Click on the ‘paper bag’ texture. Your AutoShape will now look like this.


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The AutoShape will now look like this.

Double click on the arrow AutoShape. Click on the down arrow next to the Shape Fill button and from the drop

down menu displayed select the Picture command.


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This will display the Insert Picture dialog box.

You may need to change to the folder containing your sample files. To do this click on the Documents folder displayed within the left side of the dialog box. You will then see the contents of your documents folder. Double click on the folder called PowerPoint 2010 Intermediate Course.

Double click on a picture file called Clouds.


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Your AutoShape will now look like this.


AutoShape transparency effects Open a presentation called AutoShape transparency. This slide contains

two AutoShapes.


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Double click on the Circle AutoShape within the slide. Click on the down arrow next to the Shape Fill icon and from the drop down

menu displayed select the More Fill Colors command.

This will display the Colors dialog box. Use the slider control towards the bottom of the dialog box to set a transparency value to 50%.


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Click on the OK button. Your AutoShape will now look like this.


AutoShape shape effects Open a presentation called AutoShape shape effects.


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Double click on the triangle AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop down list displayed click on Preset. A further sub-menu is displayed, click on Preset 9. Your AutoShape will now be formatted as illustrated.

Double click on the square AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down list displayed, select the Shadow command. Experiment with applying some of the shadow effects to the AutoShape.


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Double click on the Circle AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down menu displayed select the Reflection command. A further sub-menu is displayed from which you can select the desired effect. Experiment with applying the different types of reflection effects.


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Double click on the Smiley Face AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down menu displayed select the Glow command. A further sub-menu is displayed containing a range of glow variations. Experiment with applying some of these variations to the AutoShape.


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Double click on the Star AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down menu displayed select the Soft Edges command. A further sub-menu is displayed which allows to you to select the type of soft edge required. Experiment with applying some of these variations to the AutoShape.


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Double click on the Heart shaped AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down menu displayed select the Bevel command. A further sub-menu is displayed which allows to you to select the type of bevel required. Experiment with applying some of these variations to the AutoShape.


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Double click on the Heart shaped AutoShape. Within the Shape Styles group, click on the down arrow to the right of the Shape Effects icon. From the drop-down menu displayed select the 3-D Rotation command. A further sub-menu is displayed which allows to you to select the type of 3-D rotation required. Experiment with applying each of these variations to the AutoShape.


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Try applying a 3-D Rotation to some of the other AutoShapes. Save your changes and close the presentation.

AutoShapes Format Painter Open a presentation called AutoShape and the Format Painter. This slide

contains an AutoShape on the left which has been formatted, while the AutoShapes on the right have had no additional formatting applied.


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Click on AutoShape on the left of the slide. Click on the Home tab, and within the Clipboard group, click on the Format

Painter button.

Click on one of the other AutoShapes to copy the formatting from the first AutoShape to a second AutoShape.


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You can also copy the formatting to the other two AutoShapes. TIP: If you double click on the Format Painter button the effect remains active until you press the Esc button to cancel the effect.


AutoShape defaults Open a presentation called AutoShape Defaults.


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Double click on the AutoShape within the slide and within the Shape Styles group click on the down arrow to display more styles. Click on the style of your choice to apply it.

Now that we have modified the style of the AutoShape we can set this style as the new default for all new AutoShapes. To do this, right click on the AutoShape and from the pop-up menu displayed select the Set as Default Shape command.

Click outside the shape


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Click on the Insert tab. From within the Illustrations group click on the Shapes button. Insert some new AutoShapes into the presentation and you should see that they all use the new default style that you have created. NOTE: The default AutoShape style that you have created will only be applied to the current presentation. If you wanted to change the AutoShape default style and have these used by all new presentations then you would need to change the default theme that is used to create new presentations.


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