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PowerPoint Unit 2 7

PowerPoint Unit 2

Data files needed to complete these exercises will be found on the S: Drive>410>Student>Computer Technology>PowerPoint>Unit 2

Step by Step 2.1 – Creating and Customizing Presentations

GET READY. Before you begin these steps, review the Skills Summary below on options to complete specific tasks:

CREATING NEW PRESENTATIONS When creating a new presentation, you have the option to begin one from scratch—adding all your own design and layout elements—or use a template with pre-designed themes, layouts, and slide designs. You also can create a PowerPoint presentation by importing text from a Word document saved in Outline form. This type of Word document is easiest to import because it is formatted with styles and each heading level is translated into a corresponding level of text in PowerPoint. For example, Level 1 text is converted to slide titles; Level 2 text becomes bullets on that slide, etc.

Creating new blank presentation

File tab>New > Blank Presentation from Gallery

Quick Access toolbar>New button (This button must first be added to the toolbar)

Ctrl + N

Create presentation from template

File tab>New button>Choose template from Gallery OR type a search word in the search box to find a specific template>Double-click template to create

Create presentation OR add slides from Word outline

To create a new presentation from outline:

Create new blank presentation (see steps above)>Home tab>Slides group>New Slide arrow>Slides from Outline>Browse for Word file>Open

To add slides from an outline to an existing presentation:

Select slide the new slides should appear after> Home tab>Slides group>New Slide arrow>Slides from Outline>Browse for Word file>Open

Insert new slide

Home tab>Slides group>New Slide button (adds slide in Title and Content layout OR last layout used)

Home tab>Slides group>New Slide arrow>Click desired layout type from gallery

Ctrl + M

Delete slide

NOTE: Do not use CUT to delete a slide; this may temporarily place it on the clipboard.

Right click slide thumbnail>Delete Slide

Select slide thumbnail>Delete key

THEME A PowerPoint theme includes a set of colors designed to work well together, a set of fonts (one for headings and one for body text), special effects that can be applied to objects such as pictures or shapes, and often a graphic background. The theme also controls the layout of placeholders on each slide. Use a theme to quickly apply a unified look to one or more slides in a presentation. You can also modify a theme and save your changes as a new custom theme.

Apply a Theme

Design tab>Themes group>More button>Review screen tips to find specific theme name o TO APPLY TO ONE SLIDE: Right click on theme>Apply to Selected Slides o TO APPLY TO ALL SLIDES: Right click on theme>Apply to All Slides

PowerPoint Unit 2 Page 18

Customize Theme Background/Color

Design tab>Customize group>Format Background button>Make selections within Format Background task pane (including Hide Background Graphics)

LAYOUT Slide layouts control the position of text and objects on an individual slide. For each slide, you can select a layout according to the content you need to add to it. You also have the option to customize layouts by adding additional text boxes.

Layout – New Slide

Home tab>Slides group>New Slide arrow>Choose desired layout

Home tab>Slides group>New Slide button to add a new slide in the default layout OR the last used layout

Layout – Change on Slide

Home tab>Slides group>Layout arrow>Choose layout

Add text box Insert tab>Text group>Text Box button>Draw box on slide

Using the options outlined in the above Skills Summary, modify the presentation as outlined below:

1. Create a new BLANK PRESENTATION and save it as X Messenger Service USERNAME on your

OneDrive, replacing the X with your class period and USERNAME with your own user name.

2. Add your name to the footer on the Slides (select Apply to All).

3. With the first slide thumbnail selected, add new slides to the presentation from the Word

outline file Messenger Service (found in the PowerPoint Unit 2 files on the shared drive).

4. Notice that the new slides are added AFTER the active slide. On Slide 1, add the title

Consolidated Messenger in the title placeholder and the subtitle Courier and Delivery Services

in the subtitle placeholder.

5. Click inside the title text on Slide 2; replace the font in the presentation with Calibri Light (Hint:

Home tab>Editing group>Replace arrow>Replace Fonts>Replace Times New Roman with Calibri

Light>Replace>Close).

6. Insert a new slide after Slide 2 in the Title Only layout. In the Title placeholder, type the title

Coverage Area.

7. Create a new text box in the center of Slide 3 and type the text EVERYWHERE! Center the text in

the text box and increase the font size to 44 pts.

8. Delete Slide 5 (DO NOT cut it to the clipboard!).

9. Change the layout of Slide 6 to Two Content. Select the text in the last two bullets (E-mail and

On the Web) and move the text into the right placeholder.

10. Remove the bullets from both text placeholder on Slide 6 (Hint: Select text in placeholder>Home

Tab>Paragraph group>Bullets arrow>None).

11. Apply the Retrospect design theme to all slides in the presentation.

12. On Slide 6, apply a solid fill background color Orange, Accent 2, and Hide Background Graphics.

13. SAVE the presentation with the changes.

PAUSE. LEAVE the presentation open to use in the next exercise.


Step by Step 2.2 – Working with Objects and Shapes


SHAPES PowerPoint offers drawing tools that enable you to create both basic and complex drawings. Use line and shapes tools to construct drawings. You can easily add text to shapes to identify them, as well as format the drawing using familiar fill, outline, and effect options. Note that line and shape size can be adjusted using the selection handles once they are created. Use the ruler to create shapes to an approximate size.

Lines

Home tab>Drawing group>Move button in Shapes gallery>Select shape>Position mouse on slide and hold down left mouse while drawing shape to desire size

Insert tab>Illustrations group>Shapes button> Select shape>Position mouse on slide and hold down left mouse while drawing shape to desire size

Shapes

Home tab>Drawing group>Move button in Shapes gallery>Select line>Position mouse on slide and hold down left mouse while drawing line to desire size

Insert tab>Illustrations group>Shapes button> Select line>Position mouse on slide and hold down left mouse while drawing line to desire size

Shape color Select shape>Drawing Tools Format tab>Shape Styles group>Shape Fill

button

Border weight Select shape>Drawing Tools Format tab>Shape Styles group>Shape Outline

button>Weight

Object Order Select shape>Drawing Tools Format tab>Arrange group>Send Backward OR

Bring Forward buttons>Choose position from menu

Align Objects Select first object>Hold Shift or Ctrl to select additional object>Drawing Tools

Format tab>Arrange group>Align button>Choose alignment option from menu

Distribute Objects

Select first object>Hold Shift or Ctrl to select additional objects>Drawing Tools Format tab>Arrange group>Align button

Group Objects

Select first object>Hold Shift or Ctrl to select additional object>Drawing Tools Format tab>Arrange group>Group button>Choose Group to make separate objects act as one

Note: Grouped shapes keep their separate properties and can still be edited individually.

TABLES When you want to organize complex data on a slide, use a table. A table is a grid into which you can type text in the individual cells at the intersection of each column and row. A table’s column and row structure makes the data easy to understand. If you need to organize numerical data that may be used in calculations, you can insert an Excel worksheet right on a slide and use Excel’s tools to work with the data, including creating charts. When typing data in tables, pressing tab will move you between cells, as well as to the first cell on the next row if you are at the end of a row.

Insert Table (continued on next page)

Dialog box:

Insert tab>Tables group>Table button>Insert Table from menu>Type in desired number for columns and rows in the Insert Table dialog box.

Grid:

Insert tab>Tables group>Table button>Drag left mouse across desired number of columns and rows on grid>Release mouse button


Insert Table

Placeholder: Click Insert Table icon in content placeholder

TABLE LAYOUT It is often necessary to modify the layout as you work with a table. For example, you may need to add or delete rows or columns, move data in the table, adjust column widths, or merge or split table cells.

Add row or column

ROW:

Click in the last cell of the table (lower right)>Press tab (ONLY use this option to add a new row to the bottom of the table)

Click in row adjacent to where you want new row>Table Tools Layout tab>Rows & Columns group>Insert Above OR Insert Below

COLUMN:

Click in column adjacent to where you want new column>Table Tools Layout tab>Rows & Columns group>Insert Left OR Insert Right

Delete row or column

Click in column or row to delete>Table Tools Layout tab>Rows & Columns group>Delete button>Delete Column OR Delete Row

Apply/change fill color

Select row/column>Table Tools Design tab>Table Styles group>Shading button

IMAGES Pictures or Clipart

Images can be used to illustrate a slide’s content or provide visual interest to help hold the audience’s attention. You can insert images from a Bing image search or you can insert a picture that you have saved on your computer. There are many options for improving the appearance of images after they have been inserted—reposition, resize, rotate, apply special effect (such as Quick Style), brightness, contrast, and recolor.

Insert Image from Bing Image Search

Click on slide where you want the picture inserted>Insert tab>Images group>Online Pictures button>Type search keyword in the Bing Image Search text box>Press Enter (or click Search icon)>Choose image from results>Click Insert

Click on Online Pictures icon in the content placeholder (you must have a slide layout applied that has this placeholder available)>Type search keyword in the Bing Image Search text box>Press Enter (or click Search icon)>Choose image from results>Click Insert

Insert Picture from a file

Click on slide where you want the picture inserted>Insert tab>Images group> Pictures button>Browse to location of picture file on computer>Select the file>Click Insert

Click on Pictures icon in the content placeholder (you must have a slide layout applied that has this placeholder available)>Browse to location of picture file on computer>Select the file>Click Insert

Resize image

For precise sizing:

Select image>Picture Tools Format tab>Size group>Height/Width box For approximate sizing:

Select image>Drag sizing handles to desired size (Use corner sizing handles to keep the image proportional)


CHARTS Charts can be added to presentations by integrating Excel. When Excel is used to create a chart, the chart is embedded on the slide—it is stored within the PowerPoint presentation but can be edited using the tools of its source application, Excel. This feature allows you to use all of Excel’s tools, including creating charts from numerical data, which will update if the data changes on the worksheet. When the Excel worksheet is active, the ribbon will reflect the tools for Excel, not the PowerPoint ribbon. When charts are created, they often contain sample information that needs to be replaced with the data you want reflected on your chart.

Add Chart

When using placeholder layouts that contain a Chart icon:

Click Chart placeholder on slide When creating charts on a slide without a Chart icon:

Insert tab>Illustrations group>Chart button>Select desired chart type

Using the options outlined in the above Skills Summary, make the following changes to the presentation:

1. On Slide 3, draw a 24-point star shape so it completely covers the text EVERYWHERE! 2. Change the shape fill color to Tan, Accent 5. 3. Change the border weight of the shape to 4 ½ pt. 4. Position the shape so it is behind the text (see Object Order-Send Backward in Skills Summary). 5. Reposition the shape, if necessary, so the text appears in the center of the shape. 6. Change the layout of Slide 5 to Title and Content. 7. Insert a table on Slide 5 that is 2 columns and 4 rows. Insert the following information in the

table:

Service Fee

In-city bike courier (downtown) $25 per stop

In-city package delivery $75/pound

Airport pick-up/delivery $50 call fee + per pound cargo fee

8. Insert a row after the “In-city package delivery” row and add the following information in the

new row:

Cross-town delivery Based on zip code

9. Change the shading of Row 1 of the table to Orange, Accent 2 (Table Tools Design tab>Table

Styles group>Shading button).

10. On Slide 4, use the keyword hybrid car to search for and insert an appropriate online picture.

Resize the image to be 2” in height and drag it to the lower left of the slide; click off the image to

de-select it.

11. On the same slide, insert an image saved on the Shared drive>PowerPoint Unit 2 folder called

Cargo Van. Resize the image to be 2” in height and drag it to the lower right of the slide.

12. Select both images (click the first image, hold Shift or CTRL, click the second image) and Align

Bottom (see Skills Summary under Shapes).

13. Group the two images and then Align Center.


14. Change the layout of Slide 2 to Two Content.

15. Insert a 3-D Clustered Column chart in the right placeholder.

Replace the text in Columns A through D of the Excel

Spreadsheet as shown at right (be sure to press enter after your

last entry to accept the entry):

16. Close the Excel Worksheet by clicking the X in the upper right

corner of the Excel window.

17. Click on the Chart Title placeholder on the chart and change the title to On-Time Delivery

Percentages.

18. SAVE the presentation with the changes

PAUSE. LEAVE the presentation open to use in the next exercise. Step by Step 2.3 – Adding Movement and Media


TRANSITIONS Transitions are animated effects that occur when you move from one slide to another. They differ from animations in that animations apply to individual items on a slide whereas transitions apply only to entire slides. You can control the effect, its speed, its sound effect (if any), and in some cases other options, such as direction.

Apply Transition

NOTE: If you want a transition to apply to all slides, select all slides or apply the transition to one slide and then click Apply To All in the Transitions tab>Timing group

Select slide>Transitions tab>Transition to This Slide group>More button>Choose desired transition

Modify Transition

Select slide>Transitions tab>Transition to This Slide>Effect Options button>Choose from gallery

Delete transition

Click the slide that you want to have no transition> Transitions tab>Transition to This Slide group>Choose None from gallery

ANIMATIONS Animations are effects applied to placeholders or other content to move the content in unique ways on the slide itself. Animations can be roughly divided into four types: entrance, emphasis, exit, and motion paths. Entrance effects animate an object’s entry onto the slide, separately from the entrance of the slide itself. If an object does not have entrance effect, it enters at the same time as the slide. An emphasis effect modifies an object that is already on the slide, calling attention to it by moving it or changing its colors. An exit effect causes the object to leave the slide before the slide itself exits. A motion path effect moves the object from point A to point B, following along a path that you create for it.

Apply Animation

Select object>Animations tab>Animation group>More button>Choose desired Animation

Select object>Animations tab>Advanced Animation group>Add Animation button>Choose type of animation


Modify Animation

Select animated object>Animations tab>Animation group>Effect Options button>Choose desired option

Select object that has been animated>Animations tab>Advanced Animation group>Animation Pane button to open Animation Pane on right>In Animation Pane, click on arrow next to animated object>Effect Options from shortcut menu

Set Timing Options

Select animated object>Animations tab>Timing group>Start options arrow/Duration/Delay o Start: when the animation will begin o Delay: the amount of time to wait between the previous action and this

animation o Duration: how quickly the animation will execute

Rearrange Animations

Animation tags are a small number that appears next to an animated object indicating in what order the object will move on the slide. The order the animated objects execute can be changed using the Animations Pane.

Select animation numbered icon>Animations tab>Timing group>Move Earlier/Move Later

Select the slide with animation>Animations tab>Advanced Animation group>Animation Pane button to open the Animation Pane>Select the animation to be moved in the Animation pane>click the Up or Down arrow to

rearrange the order.

MEDIA Audio (sound) and video (moving image) clips can be included in a presentation. You can include your own audio and video clips that you have, or select from clips you find on a Bing Video Search or YouTube search. You can also apply formatting styles to audio and video content.

Insert Audio Clip to Slide

Select object>Insert tab>Media group>Audio button> Audio on my PC (to select from audio saved to your computer) OR Record Audio (to create a customized audio clip within PowerPoint)

Insert Video Clip to Slide

Select slide> Insert tab>Media group>Video button>Online Video (to use with URL) OR Video on My PC (to select from a video saved to your computer)

Insert Video icon in placeholder>Choose video location (from file or URL)

HYPERLINKS You can set up hyperlinks (clickable shortcuts to another location) on slides that allow you to jump to a specific slide in the presentation or to external content (website or file). Hyperlinks can be displayed as either text or a graphic. A target is the page, file, or slide that opens when you click a link.

Text Hyperlink Select text>Insert tab>Links group>Hyperlink button>Indicate type of link in

Link to: section and add appropriate information

Graphic Hyperlink

Select graphic>Insert tab>Links group>Hyperlink button>Indicate type of link in Link to: section and add appropriate information


1. Apply the Wipe transition to all slides in the presentation. 2. Select Slide 1 and remove the transition from that slide only. 3. On Slide 4, select the grouped images at the bottom of the slide and add a Fly In entrance

animation. 4. Set the timing options of the Fly In animation to Delay 01.00. Preview the animation changes to

the slide to ensure the delay is set and the object enters the screen one second after the text. (Hint: To preview, click the Preview button on the far left of the Animations ribbon.)


5. On Slide 1, insert the audio clip Background.mp3 saved in the PowerPoint Unit 2 folder. 6. With the Audio Tools Playback tab selected, put a check in the Play Across Slides and Hide

During Slideshow options in the Audio Options group and set the audio to start Automatically rather than On Click.

7. Insert a new slide after Slide 5 in the Title and Content layout. Add the text Our Commitment to Customer Service in the title placeholder.

8. Insert the video clip Customer Service saved in the PowerPoint Unit 2 folder to Slide 6. 9. On slide 7, Insert a hyperlink to the web address under the subheading On the Web. Link the

web address text to the URL www.consolidatedmessenger.com. 10. SAVE the presentation with the changes.

PAUSE. LEAVE the presentation open to use in the next exercise.

Step by Step 2.4 – Understanding Program Options and Features


POWERPOINT OPTIONS PowerPoint Options are accessed through the File tab. This feature allows the user to create and change default settings in the program, such as where files are saved by default and proofreading/grammar settings. You can also customize your interface by adding groups to ribbons or creating an entirely new ribbon (tab). If there are automatic features within PowerPoint that you do not want to execute (such as automatic numbering or auto correct as you type), you can turn these features off in the Options window.

Rename tab on Ribbon

File tab>Options in left menu>Customize Ribbon>Select tab to be renamed in Customize Ribbon column on far right>Rename button

Reset to default settings

File tab>Options in left menu>Customize Ribbon>Customizations>Reset button>Reset only selected Ribbon tab OR Reset all customizations

Change default file save location

File tab>Options in left menu>Save>Save presentations section>Default local file location: (type path to folder location)

RIBBON The PowerPoint ribbon combines the menu bar and toolbar into a single floating pane. By default, the ribbon is located at the top of the screen in Office applications. It provides quick access to commonly used tasks within the program and is customized for each application. The top of the ribbon includes several tabs that are used to reveal different groups of commands. Since the ribbon contains both the program’s menu options and toolbar commands, it cannot be removed from the screen. However, it can be minimized to free up more space to view your document window.

Minimize Ribbon

To hide ribbon:

Click Collapse the Ribbon button at the right end of any ribbon To hide ribbon and tabs:

Click Ribbon Display Options in upper right of PowerPoint window>Auto-hide Ribbon

Restore Tabs/ Ribbon

Click Ribbon Display Options in the upper right of PowerPoint window>Show Tabs and Commands OR Show Tabs (if you only want tabs displayed)


BACKSTAGE VIEW Backstage view is where you can manage your files and the data about them—creating, saving, inspecting for hidden metadata or personal information, and setting options. In short, it is everything that you do to a file that you don’t do in the file. This view is opened when you click the File tab. From Backstage view, you can indicate what you want done with your file in the left pane (save, print, export, close, etc.) or you can view information about the file, including its properties.

Presentation Properties

File tab>Properties pane on right>Show All Properties to expand property information

HELP The Help button in previous versions of PowerPoint has been replaced in PowerPoint 2016 by the Tell me what you want to do option. This is a text field where you can enter words and phrases related to what you want to do next and quickly get to features you want to use or actions you want to perform. You also can choose to get help related to what you’re looking for, or perform a Smart Lookup on the term you entered.

Tell me what you want to do

Search box visible after the last tab, regardless of which ribbon is open.

OUTPUT OPTIONS While saving a project to your computer is the most common final step when creating a presentation, PowerPoint offers several additional choices when a presentation is finished. These options include saving and emailing the presentation as a PDF file, which can allow the presentation to be viewed on any computer regardless of whether or not PowerPoint is installed; creating a video of the presentation, or creating handouts. The presentation can also be shared directly from PowerPoint by using OneDrive, email, presenting online, or publishing slides.

Email presentation as PDF

File tab>Share>Email>Choose file format for email (PDF)>Complete email information

Email presentation within PowerPoint

File tab>Share>Email>Choose file format for email>Complete email information


1. Rename the HOME tab START. 2. Open the screen where you would change the default file location and identify the path that

files are saved to. Select text in the path by triple clicking, copy and paste it on the Notes page of Slide 1.

3. Minimize the ribbon so a larger portion of the PowerPoint window is displayed. Notice the tabs still display.

4. Auto-hide the ribbon. Notice that the tabs are now removed. 5. Change settings to Show Tabs and Commands. 6. Open the presentations properties and review the information that is stored with the

presentation. 7. Show all properties and add your User Name as an author. (DO NOT REPLACE the author

currently displayed.) 8. In the Categories box, add the text Computer Technology and click off the box; press ESC to

return to Normal view.


9. In the Tell me what you want to do box, type volume. Review the results then select Get Help on “volume.”

10. Select “Set the ‘Playback’ options for a video in your . . . ” and follow the steps given to change the Adjust the volume of a video to change the volume of the audio clip previously added to slide 1 of the presentation to Low.

11. Reset the tab name back to the default settings. 12. SAVE the presentation with the changes to your OneDrive. 13. From within the PowerPoint program, email the finished version of the presentation in PDF

format as an attachment to your instructor ([email protected]). 14. SUBMIT the PowerPoint file in Canvas.

Projects

Project 2-1: Travel Tips

GET READY. LAUNCH PowerPoint if it is not already running.

1. Create a new presentation from a template. Use the keyword nature in the search box and

choose the template called Earth tone presentation.

2. Add your name as a footer on the Slides (select Apply to All).

3. Delete all slides in the presentation template except Slide 1.

4. Insert slides from a Word outline saved to the shared drive, PowerPoint 2 folder, called Travel

Tips Outline.

5. Save the presentation as X Travel Tips USERNAME on your OneDrive, replacing the X with your

class period and USERNAME with your own user name

6. Delete Slide 1 and change the layout of the new Slide 1 to Title Slide.

7. Hide the background on Slide 2.

8. Change the layout of Slide 2 to Title Only; insert three pictures (Sun and Sand, Adventure,

Cruise) from the PowerPoint Unit 2 files on the shared drive. Place them horizontally next to

each other but leave some space between each picture.

9. Select all three pictures (hold Shift or Ctrl while clicking each picture) and Distribute

Horizontally. (Hint: Picture Tools Format tab>Arrange group>Align button>Distribute

Horizontally)

10. Align Bottom the three pictures; group the three pictures, then Align Center and Align Middle

to place the pictures in the exact center of the slide.

11. Insert a new slide after Slide 4 in the Title and Content layout. Add Cruise as the title text and

insert the following as the bulleted text:

Fees are all-inclusive—including food, activities, and tips!

Nightly activities coordinated with cruise director

Multiple stops allow sightseeing opportunities

First class service on the high seas!

12. On Slide 2, create a hyperlink to each individual picture to the corresponding slide in the

presentation (i.e., Sun and Sand to Slide 3, Adventure to Slide 4, etc.).

13. Create a new slide after Slide 2 in the Title and Content layout. Type Tour Availability in the title

placeholder.


14. On Slide 3, insert a table that is 5 columns and 4 rows. Insert the information shown below in

the table.

15. Select columns 2 through 5 and center the text; Bold the text in row 1.

16. Add a new row at the top of the table. Drag over the five empty cells in the new row and click

Merge Cells in the Table Tools Layout tab>Merge group (or you can right-click the cells and

choose Merge Cells from the shortcut menu).

17. Type Current Availability in Row 1 of the table and center the text.

18. On Slide 2, add a Pulse Emphasis animation to the grouped pictures. Set the Delay to 00.50.

19. Apply the Shape transition to all slides in the presentation.

20. Remove the transition from Slide 1 (notice the small star next to the slide thumbnail is removed,

indicating the slide has no transition).

21. On Slide 1, insert the audio clip Soundtrack.wav (saved in the PowerPoint Unit 2 folder).

22. Set the audio clip to Play Across Slides, Hide During Slideshow and start Automatically . 23. Add your name as an author to the Properties of the presentation.

24. SAVE the presentation with the changes. SUBMIT the presentation in Canvas.

LEAVE PowerPoint open for use in the next project.

Project 2-2: Exhibits

GET READY. LAUNCH PowerPoint if it is not already running.

1. OPEN the presentation X Exhibits USERNAME from the PowerPoint Unit 2 folder on the shared

drive.

2. SAVE the presentation as X Exhibits USERNAME on your OneDrive, replacing the X with your

class period and USERNAME with your own user name.


4. On Slide 2, create a Clustered Column chart to display the visitor information for the museum.

Use the information in the table below (be sure to press enter after your last entry to accept the

entry).

5. Close the Excel spreadsheet and title the chart Second Quarter Attendance.

6. Select Slide 3 and remove the animation previously added to the image (Hint: Animations

tab>Click animations tag on image—the small number 1>press Delete key).


7. The image on Slide 3 was previously resized. Reset the image on Slide 3 back to its original size

(Hint: Select picture>Right click>Format Picture>Size & Properties icon in Format Picture

task pane> Size>Reset button).

8. On Slide 4, select the first shape and change the shape fill color to Lime, Accent 3; select the

second shape and change the shape fill color to Green, Accent 4; select the third shape and

change the shape fill color to Gold, Accent 5; select the fourth shape and remove the color from

the shape (choose No Fill).

9. Select the four shapes and Distribute Horizontally, Align Bottom, Group then Align Center.

10. Change the weight of the border on the four shapes to 4 ½ pts. (Hint: Because they are grouped,

the border on the shapes can be changed all at once.)

11. On Slide 5, add the video file Fish (saved in the PowerPoint Unit 2 folder on the shared drive).

12. Add your name as an author to the Properties of the presentation.


CLOSE PowerPoint. Complete the following practice activities to learn additional PowerPoint features or as assigned by your

teacher.

Activity 1 - Voting

ACTION Use actions to perform tasks such as jumping to a new slide or starting a different program. Actions can be applied to text or shapes such as action buttons. An action button is a shape from the Shapes gallery to which you can assign a hyperlink or some other action. (You can assign actions to any object, not just an action button. However, action buttons are specifically designed for that purpose.) You can also use action buttons to run a particular program, perform an action with an object such as an embedded Excel worksheet. You can also play a sound from a list of default sounds or any sound file on your system. Insert Action Button

Insert tab>Illustrations group>Shapes button>Action Buttons>Draw button on slide>Complete Action Settings in dialog box that opens


1. OPEN the presentation X Voting USERNAME from the PowerPoint Unit 2 folder on the shared

drive.

2. SAVE the presentation as X Voting USERNAME on your OneDrive, replacing the X with your class

period and USERNAME with your own user name.

3. Add your name as a footer on the Slide.

4. Go to Slide 2 and insert and Information action button in the lower right corner of the slide.

Draw the button approximately 1-inch square (use the ruler to create the button the correct

size).

5. Choose Hyperlink to: and select URL . . . from the drop-down menu. Type the URL

www.vote.utah.gov then click OK; click OK again to exit the Action Button dialog box.

6. Press the F5 function key to view the presentation. Test the hyperlink to see if it works correctly.

Beyond the Basics – Optional Activities



Activity 2 – Solar System

CROP When you crop a picture, you remove a portion of the graphic that you think is unnecessary in order to focus attention on the most important part of a picture. The portion of the picture you cropped is not deleted. You can restore the cropped material by using the crop pointer to drag outward to reveal the material that was previously hidden.

Crop Select image>Picture Tools Format tab>Size group>Upper portion of Crop

button>Drag black cropping handles on image to desire size>Click Crop button again to complete crop OR click off of the image

STYLE There are a number of style options you can use to apply borders and other effects to images. You can easily apply styles with heavy borders, shadow, and refelction effects, and different shapes such as ovals and rounded corners. Use styles to dress up your images or format them consistently throughout a presentation.

Add a Style Select image>Picture Tools Format tab>Picture Styles group>More

button>Choose style from gallery

ROTATE AND FLIP IMAGE You can rotate or flip pictures to change their orientation on a slide. Rotating spins the picture around its center; flipping creates a mirror image of it. Rotating and flipping can provide additional visual interest for a graphic or fit it more attractively on a slide.

Rotate Select image>Picture Tools Format tab>Arrange group>Rotate button>Choose

desired rotation

Flip Select image>Picture Tools Format tab>Arrange group>Rotate button>Choose

Flip Vertical/Flip Horizontal

RESIZE You can resize an image three ways: by simply dragging a corner, by setting measurements in the Size and Position controls in the Format Picture task pane, and by setting a measurement in the Size group on the Picture Tools Format tab. You can use these options to resize any object on a slide. Generally, you will want to maintain the picture’s aspect ratio when you resize it. The aspect ratio is the relationship of width to height. By default, a change to the width of a picture is also applied to the height to maintain aspect ratio. In some instances, you may want to distort a picture on purpose by changing one dimension more than the other. To do so, you must deselect the Lock aspect ratio check box in the Size section of the Format Picture task pane. Alternatively, you can drag a side selection handle on the object (not a corner); this action allows you to adjust each dimension separately.

Resize-- Proportionally

Select the image>Drag a corner sizing handle to the desired size

Select the image>Picture Tools Format tab>Size group>Indicate new size in the Width OR Height box (changing one will change the other)

Right-click the image>Choose Size and Position from the shortcut menu>Change Height OR Width in the Size section (changing one will change the other)

Resize – Distorted

Select the image>Drag a side/top/bottom sizing handle to the desired size

Select the image>Picture Tools Format tab>Size group>Size launcher>Size section of Format Picture task pane>Uncheck Lock aspect ratio box>Type in desired Height/Width


Right-click the image>Choose Size and Position from the shortcut menu> Size section of Format Picture task pane>Uncheck Lock aspect ratio box>Type in desired Height/Width

REMOVE BACKGROUND Some graphic files formats allow a photo to have a transparent background, but most photos do not use transparency. If you want to make an area of a certain color transparent in the copy of the photo you use in your presentation, you can do so with the Remove Background command.

Remove Background

Select image>Picture Tools Format tab>Adjust group>Remove Background button o Background Removal tab appears and background of image appears

purple (purple areas are the parts that will be removed) o Parts of the image within the rectangular border will be kept—resize

the border with the selection handles, if necessary, to keep portions of the image you want

o Click Mark Areas to Keep on the Background Removal tab>Refine group.

o Drag across parts of image that may be purple but that you wish to keep.

o Click Keep Changes in the Close group. o Click away from image to deselect and view changes.


1. OPEN the presentation X Solar System USERNAME from the PowerPoint Unit 2 folder on the

shared drive.

2. SAVE the presentation as X Solar System USERNAME on your OneDrive, replacing the X with

your class period and USERNAME with your own user name.


4. On Slide 1, crop the picture so the text at the bottom of the image is removed.

5. Apply the Reflected Rounded Rectangle picture style to the cropped image.

6. On Slide 2, insert the picture file Astronomy.jpg in the right placeholder. The picture file will be

in the PowerPoint Unit 2 folder on the shared drive.

7. Select the picture and Rotate Left 90°; then Flip Horizontal.

8. Resize the image so it’s height is approximately 6.5 inches.

9. Reposition the picture on Slide 2 in the upper right of the slide so the image is aligned with the

edge of the slide on the top and right—don’t worry that the slide title is partially covered.

10. Remove the background from the image on Slide 2. Resize the rectangular border so the entire

image is included. Mark all the planets as areas to keep. Keep the changes to close the

Background Removal tab (the image should no longer obscure the slide title).



Activity 3 - Litware

SMARTART SmartArt graphics are visual representations of information you want to communicate. SmartArt shows items of related information in a graphical way that makes their relationships easy to understand. You can use SmartArt to present text information in a more visually interesting way than the usual bulleted or numbered formats. Text can be added to smart art on the graphic itself or within the SmartArt text pane. You can even change the SmartArt type to another that better fits your data.

Insert SmartArt

Click on Insert a SmartArt Graphic icon in the content placeholder (you must have a slide layout applied that has this placeholder available)>Choose SmartArt type from left pane>Choose SmartArt style from gallery on left>Click OK

Insert tab>Illustrations group>SmartArt button>Choose SmartArt type from left pane>Choose SmartArt style from gallery on left>Click OK

Convert Text to SmartArt

Select text to convert>Home tab>Paragraph group>Convert to SmartArt button>Choose from gallery

Add Text to SmartArt Using Text Pane

Select SmartArt>SmartArt Tools Design tab>Create Graphic group>Text Pane button>Type text in text pane (use Tab and Shift+Tab to increase or decrease levels)

Select SmartArt>Click Task Pane arrow on left side of SmartArt Frame>Type text in text pane (use Tab and Shift+Tab to increase or decrease levels)

Add Text to SmartArt Using Shape

Click in SmartArt shape>Type text

Change SmartArt layout

Select SmartArt>SmartArt Tools Design tab>Layouts group>More button> Choose different style from gallery or choose More Layouts for more options

EDITING SHAPES As you work with SmartArt, you may need to add shapes to accommodate your information. Use the Add Shape button to choose what kind of shape to add and were to insert it in the graphic. Adding a new shape to a graphic causes all the existing shapes to resize or reposition to make room for the new shape. Shapes you do not need can also easily be removed. When you remove a shape, the other shapes are resized to take advantage of the increased space. Font size also automatically readjusts within a shape so you do not need to manually change font size settings. Although shape sizes are initially created in the default setting, sizes can be adjusted manually to improve the look of your SmartArt.

Add a Shape Select shape that new shapes will be subordinate to>SmartArt Tools Design

tab>Create Graphic group>Add Shape button arrow>Choose location of shape relative to selected shape

Remove a Shape

Select SmartArt Shape to be removed (make sure shape is selected, not text)>Press Delete on keyboard

Change Shape Size

Select SmartArt Shape to modify>SmartArt Tools Format tab>Shapes group>Larger/Smaller button

CONVERT SMARTART A SmartArt graphic can be converted to text or shapes. When it is converted to text, the text in the SmartArt object changes to a bulleted list. Top-level shape text becomes top-level bullet points, and subordinate shapes become subordinate bullets. When you convert SmartArt to shapes, the diagram changes to a set of drawn shapes and lines, like the ones you might draw yourself using the Shapes button on the Insert tab.


Convert to Text Select SmartArt>SmartArt Tools Design tab>Reset group>Convert

button>Convert to Text

Convert to Shapes

Select SmartArt>SmartArt Tools Design tab>Reset group>Convert button>Convert to Shapes

STYLE Although a SmartArt graphic makes an interesting visual statement on a slide in its default state, you will probably want to make some changes to the graphic to customize it for your use. You can apply a wide variety of formatting changes to modify appearance, and you can also change layout or orientation and add or remove shapes.

Apply Style Select SmartArt>SmartArt Tools Design tab>SmartArt Style group>More

button>Choose from gallery

Apply Color Theme

Select SmartArt>SmartArt Tools Design tab>SmartArt Styles group>Change Colors button>Choose from gallery

Using the options outlined in the above Skills Summary, modify the presentation as outlined below:

1. OPEN the presentation X Litware USERNAME from the PowerPoint Unit 2 folder on the shared

drive.

2. SAVE the presentation as X Litware USERNAME on your

OneDrive, replacing the X with your class period and

USERNAME with your own user name.

3. Add your name to the footer on the Slides (select Apply to All).

4. On slide 3, insert a SmartArt. Choose Horizontal Organization Chart in the Hierarchy section.

5. Use the text pane to type the names shown at right in the SmartArt shape. Notice as you type the text in the text pane, it appears in the corresponding shape. Close the text pane when done by clicking on the in the upper right corner of the task pane.

6. Insert additional text within the shape itself by positioning your mouse in the top level shape after the name Hicks. Press Enter and type Director.

7. Repeat the same steps in #4 to add the following job titles below each name: a. Rose Lang – Assistant Director b. Marcus Short – Reading Products c. Ellen Camp – Linguistic Products d. Pat Cramer – Writing Products

8. Click off the shape to deselect it. Select the SmartArt and change the layout of the SmartArt graphic to Hierarchy – Organization Chart (choose More Layouts to find the right layout).

9. Go to slide 4 and select the bulleted list. (Remember—you can select all the text in a placeholder by clicking on the outside dotted border, making it a solid border.)

10. Convert the text to a SmartArt graphic using the Cycle – Block Cycle design (choose More SmartArt Graphics to find the right layout).

11. Click on slide 1. Triple-click the title Developer Orientation and convert it to SmartArt using the Vertical Bullet List design.

10. On slide 3, select the shape containing the text Pat Cramer. Use the steps to add a shape to Add Shape Below to create a subordinate shape to Pat Cramer. Type Hannah Wong in the new shape; press Enter and type Product Coordinator below her name.

11. With the Hannah Wong shape selected, Add Shape Below and type in Allen Morgan, press Enter, type Software Design.


12. Select the Allen Morgan shape; Add Shape After and type in Kyle Porter, press Enter, type Package Design. Click off shape to deselect it.

13. On slide 4, select the Update shape (be sure to select the shape, not the text in the shape). Remove the shape.

14. Change the SmartArt Layout to Upward Arrow (in the Process group). 15. Click on the circle next to Needs/Market Analysis (make sure you select the circle, not the text).

Increase the size by clicking the Larger button twice (in the SmartArt Tools Format tab>Shapes group).

16. Click on the circle next to Design/Proof of concept. Increase the size by clicking the Larger button once.

17. Click on the circle next to Testing. Decrease the size by clicking the Smaller button once. Click away from the shape to deselect it.

18. Select the SmartArt on Slide 5 and convert it to text. 19. Select the SmartArt on Slide 2 and convert it to shapes. 20. On slide 3, select the SmartArt. (Take care to select the Smart Art itself, not a particular shape

within it.) 21. Apply the Cartoon SmartArt style (in 3-D section). 22. Apply the Cartoon SmartArt style to the SmartArt graphics on slides 1 and 4. 23. Select the SmartArt on slide 3 (the SmartArt itself, not an individual shape). Apply the color

theme Colorful Range – Accent Colors 4 to 5 to the graphic (in the Colorful section). 24. On slide 4, change the color theme of the SmartArt to Colorful - Accent Colors. 25. SAVE the presentation with the changes. SUBMIT the presentation in Canvas.

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