Microsoft Office PowerPoint 2007 Fundamentals - PDF by omniskills

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"Microsoft Office PowerPoint 2007 Fundamentals" is designed as the student guide for instructor-led training, and is also a great resource for anyone who would like the fundamentals of PowerPoint 2007 explained in simple language with clear step-by-step instructions. Extensively illustrated. 94 pages.

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 Copyright 1993‐2007 OmniSkills              ghts reserve
                               s, LLC. All rig          ed. 
 OmniSkills
          s, LLC • Win
                     nston‐Salem
                               m, North Carolina, USA • • www.omn
                                                                niskills.com 
Microsoft Office PowerPoint 2007 Fundamentals
Authors: Beth Malone & Paul Reali

Edition: 2007-01 · March 2007


All trademarks are the property of their respective owners.


© 1993-2007 OmniSkills, LLC. All Rights Reserved.


Reproduction without the consent of OmniSkills, LLC, is prohibited. Contact OmniSkills to purchase
copies or an inexpensive reproduction license.


OmniSkills, LLC
Winston-Salem, North Carolina, USA
courseware@omniskills.com
www.omniskills.com
How to get the most out of your training

Objective        Take control of the training process so that you get the most out of it


How to get          Take ownership of your learning.
the most out        •   Your trainer is your tour guide, but how much you learn is up to you.
of your                 Challenge yourself. Old dogs really can learn new tricks.
training
experience          Relax.
                    •   Training is a safe environment. This is a great opportunity to explore,
                        investigate, and learn. Relax and enjoy. And, it’s better than working.
                    Participate.
                    •   Be on time. Be present. Be attentive. Play nice. Play along.
                    Ask questions.
                    •   Only you know whether or not you understand. If you’re not clear on
                        something, your trainer can explain it another way.
                    Answer questions.
                    •   Your trainer will ask you questions during the course. Try to answer,
                        even if you’re not sure. Good news: wrong answers are good, because
                        wrong answers lead to right answers.
                    Make connections.
                    •   Try to connect the content to your needs. Look beyond the classroom to
                        what will happen when you are back at your desk. Your trainer will
                        help you apply the content to your situation, if you ask good questions.
                    Make mistakes.
                    •   Good news: mistakes are good. Training is the place to make mistakes.
                        Mistakes help us learn. Every mistake makes us better.
                    Keep learning after you leave.
                    •   To make training stick, you have to use your new skills. Soon. Look for
                        opportunities to try them out when you are back on the job.
                    •   Within two days of the class, review your course manual. Don’t try to
                        read every word, but skim, refreshing your mind on the possibilities.
                    •   After two weeks, and then two weeks after that, review the manual
                        again. You will discover topics and skills you forgot about, or weren’t
                        ready to use yet. Expect a few “aha” moments when you do this.
                    Pass it on.
                    •   One of the best ways for you to learn is to help others learn. Help your
                        colleagues to apply these skills. When you help, you learn, too.
                    Have fun.
                    •   Simple fact: learning is easier and better if you have a good time.


© 1993-2007 OmniSkills, LLC                                               Welcome & Introduction
How to use this manual

Objective        Identify and use the conventions and information in an OmniSkills manual


One-idea-per-       Each page in an OmniSkills manual covers one idea, which is stated in the
page format         page title. Each page has one learning objective, which is stated below the
                    title. No content ever wraps to the next page. Every page can stand alone.


Use it after        OmniSkills manuals are designed to be useful after class, too. Explanatory
you leave           text is brief and to-the-point, and all procedures are shown generically.
                    That is, you can perform these procedures on any data (or, more to the
                    point your data) without having to extract the steps from an in-class
                    example.


What the            Arrow bullets, like this one, provide general explanations and background
bullets mean        information.
                    •    Round bullets, like this one, provide additional information about the
                         item above it. Lists of options are often presented in this way.
                    Checkmark bullets, like this one, offer hints and tips that are not
                    essential, but might be nice to know.
                    A bomb introduces information that can help you avoid problems.


How steps        1 Procedures are indicated with numbered steps, like this one.
are indicated
                 2 You should follow each step, selecting options where indicated.
                    •    Round bullets are options for the current step.
                         Indented check bullets provide hints and tips for this step.
                         Indented bombs highlight potential problems with this step.


How                 We have selected the best methods to perform certain actions, and often
commands            show more than one, but not every method is shown.
are written         Mouse actions will say “click” for the left mouse button, and “right-click”
                    for the right mouse button.
                    Buttons, and choices that are available when you click the drop-down
                    arrow on a button, are in a sans serif italic font, like this: Click OK.
                    Tabs, groups, Office Button menu choices, and other literals are in a sans
                    serif regular font, like this: On the Home tab, in the Alignment group…
                    Keyboard commands look like this: press ENTER. Key combinations are
                    joined with a plus sign, like this: ALT+TAB.
                    Dialog box areas and choices look like this: In the Border section, select a
                    Style and a Color.
Welcome & Introduction                                              © 1993-2007 OmniSkills, LLC
Table of Contents

Concepts & Environment
Starting & quitting PowerPoint........................................................................................................2 
           How to start Microsoft Office PowerPoint
           What happens at startup?
           Illustration — PowerPoint’s default start-up window
           How to quit PowerPoint
Introducing PowerPoint ...................................................................................................................3 
           What is PowerPoint?
           What is a presentation?
           What are slides?
           Why use PowerPoint?
The default PowerPoint window ......................................................................................................4 
           Illustration — elements of the PowerPoint window
           Illustration – parts of the Ribbon
What’s new in PowerPoint 2007......................................................................................................5 
           What’s new in PowerPoint 2007?
What’s new in PowerPoint’s interface? ...........................................................................................6 
           The Ribbon
           Galleries
           Live previews
           ScreenTips
           Quick Access Toolbar
           Office Button
           Zoom tools
           Mini toolbar
The Ribbon.......................................................................................................................................7 
           What is the Ribbon?
           How is the Ribbon organized?
           What are contextual tabs?
Working with the Ribbon’s tools .....................................................................................................8 
           What are ScreenTips?
           How do tools work?
           Using the Ribbon with the keyboard
Getting Help .....................................................................................................................................9 
           How to get help
           How to change where PowerPoint looks for help

Slides & Presentations
Slides ..............................................................................................................................................12 
           What is a slide?
           What makes up a slide?
           What is slide layout?
Creating new slides ........................................................................................................................13 
           A new slide at startup
           How to add a new slide
           How to add a slide and select a new layout
           How to add a new slide while typing
           How will a new slide be formatted?
                                                                                     (contents for this topic continued on the next page)

                                                                                                                               edition 2007-01
Microsoft Office PowerPoint 2007                                                                                         Table of Contents - i
Table of Contents

Slides & Presentations (continued)
Slide layout ....................................................................................................................................14 
           What is layout?
           How to change the layout of a slide
Placeholders ...................................................................................................................................15 
           What are place-holders?
           Types of placeholders
Typing text in placeholders ............................................................................................................16 
           How to type text in a title placeholder
           How to type text in a content placeholder
Using text in presentations .............................................................................................................17 
           A few words about words
           How to use words effectively
AutoCorrect....................................................................................................................................18 
           What is AutoCorrect?
           How to define AutoCorrect entries
           How to use AutoCorrect
Spell check .....................................................................................................................................19 
           What is the dictionary?
           How to correct misspellings
           How to check spelling
Presentations ..................................................................................................................................20 
           What is a presenta-tion?
           Where does a presentation get its look?
Presentation views .........................................................................................................................21 
           What are Views?
           How to select a view
           Views & their uses
Rearranging slides in Normal view................................................................................................22 
           How to change the order of slides
Rearranging slides in Slide Sorter view .........................................................................................23 
           How to move slides with drag-and-drop
           How to move slides with cut-and-paste

Formatting
Formatting fundamentals: templates and themes ...........................................................................26 
           What is a template?
           What is a theme?
           The interaction of templates and themes
Changing themes ............................................................................................................................27 
           What happens when you change a theme?
           How to know what theme is in use?
           How to change a theme
           How to change one aspect of a theme
           How to change a theme on selected slides
Changing theme colors ..................................................................................................................28 
           What are theme colors?
           How to change theme colors
                                                                                   (contents for this topic continued on the next page)
ii - Table of Contents                                                                                  © 1993-2007 OmniSkills, LLC
Table of Contents

Formatting (continued)
Formatting text ...............................................................................................................................29 
           What is formatting text?
           What is character formatting?
           What is paragraph formatting?
Character formatting ......................................................................................................................30 
           How to change character formatting
Bulleted lists...................................................................................................................................31 
           What is a bulleted list?
           Using bulleted lists
           How to display or hide bullets
Choosing different bullets ..............................................................................................................32 
           About format changes
           How to change bullets
Ordered lists ...................................................................................................................................33 
           What is an ordered list?
           How to display or hide numbers
           How to change numbering
Line and paragraph spacing ...........................................................................................................34 
           What is line spacing?
           How to change line spacing
           How to change paragraph spacing
Horizontal Alignment ....................................................................................................................35 
           What is alignment?
           How to change horizontal alignment
Vertical Alignment.........................................................................................................................36 
           What is vertical alignment?
           How to change vertical alignment
Slide Master ...................................................................................................................................37 
           What are slide masters?
           Illustration — the slide master
Modify slide masters ......................................................................................................................38 
           How to modify a slide master
           Illustration – Slide Master view
Master layout placeholders ............................................................................................................39 
           What are the master layout place-holders?
           How to show date and time, slide numbers, and a slide footer
Formatting master placeholders .....................................................................................................40 
           How to format the master placeholders
Slide background ...........................................................................................................................41 
           What is slide background?
           How to change slide background
Background objects ........................................................................................................................42 
           What are background objects?
           How to create & insert background objects
           Illustration – slide master with background text box
                                                                                   (contents for this topic continued on the next page)



Microsoft Office PowerPoint 2007                                                                                    Table of Contents - iii
Table of Contents

Formatting (continued)
Hiding background graphics ..........................................................................................................43 
           Why hide background graphics?
           How to hide background objects on a slide
           Illustration – slide with and without background objects

Files & Windows
Creating new default presentations ................................................................................................46 
           What is the default template?
           How to create a new blank default presentation
Creating a presentation based on a template ..................................................................................47 
           Where to find templates
           How to create a new document based on a template
Opening existing files ....................................................................................................................48 
           How to open an existing file
Saving files for the first time .........................................................................................................49 
           How to save a file for the first time
Saving changes to existing files .....................................................................................................50 
           How to save changes to a file saved previously
           How to save a file with a different name
File formats ....................................................................................................................................51 
           What are PowerPoint’s file format choices?
           Can you go backward?
Closing documents .........................................................................................................................52 
           How to close a document without closing PowerPoint
           How to close a document and close PowerPoint
The File dialog boxes in Windows XP ..........................................................................................53 
           What is a File dialog box?
           How to choose options in a File dialog boxes
The File dialog boxes in Windows Vista .......................................................................................54 
           What is a File dialog box?
           How to choose options in a File dialog boxes
Documents, files & windows .........................................................................................................55 
           What are files?
           What is a document?
           What is a document window?
           What is an application window?
Document windows on the Taskbar ...............................................................................................56 
           Document windows on the Taskbar
           How to set the Windows-in-Taskbar option
Switching between open documents ..............................................................................................57 
           What is the active window?
           How to switch between document windows




iv - Table of Contents                                                                                  © 1993-2007 OmniSkills, LLC
Table of Contents

Graphics & Drawing
Drawing tools .................................................................................................................................60 
           What are drawing tools?
           Where are the drawing tools?
           How do the drawing tools work?
Drawing shapes ..............................................................................................................................61 
           How to draw new shapes
           Illustration — drawing a shape
Selecting shapes .............................................................................................................................62 
           Why select shapes?
           How to select shapes
           Illustration — selecting shapes
           How to deselect shapes
Moving & copying shapes .............................................................................................................63 
           How to move shapes
           How to copy shapes
Resizing and reshaping shapes.......................................................................................................64 
           How to resize shapes
           How to change a shape’s dimensions
Formatting shapes ..........................................................................................................................65 
           How to format shapes
           How to change a shape to another
Placing text in shapes .....................................................................................................................66 
           How to create a text box
           How to add text to any shape
           How to edit text in an shape
           How to select a shape that contains text
           Formatting text in shapes
Adjusting text position inside a shape ...........................................................................................67 
           How to change the vertical alignment
           How to set the text direction
Adjusting text style inside a shape .................................................................................................68 
           How to change the style of text in a shape
Clip Art ..........................................................................................................................................69 
           How to add clip art to a slide with a content placeholder
           How to add clip art to a slide
Finding more clip art ......................................................................................................................70 
           How to add better clip art to a slide
Modifying clip art ..........................................................................................................................71 
           How to modify clip art images
           Use only part of the art




Microsoft Office PowerPoint 2007                                                                                      Table of Contents - v
Table of Contents

Page Setup & Printing
Slide & page setup .........................................................................................................................74 
           What is page setup?
           How to set up slides
Printing slides one per page ...........................................................................................................75 
           How to print one slide per page
Printing handouts with multiple slides per page ............................................................................76 
           How to print handouts
Printing notes pages .......................................................................................................................77 
           What are notes pages?
           How to print notes pages
Setting print options .......................................................................................................................78 
           How to set general print options
           How to set print options for a specific presentation

Slide Shows
Slide shows ....................................................................................................................................80 
           What is a slide show?
           How is a slide show presented?
Starting & running the show ..........................................................................................................81 
           How to view a slide show
           How to navigate during the show
Setting up a slide show ..................................................................................................................82 
           How to set up a slide show
Transitions & timing ......................................................................................................................83 
           What are transitions & timing?
           How to set transitions & timing
Build slides.....................................................................................................................................84 
           What is a build?
           How to quickly add a build effect to bullet slides
Animating text & objects ...............................................................................................................85 
           What is animation?
           How to apply animation

Customizing PowerPoint
The Quick Access toolbar ..............................................................................................................88 
           About toolbars in PowerPoint 2007
           How to add buttons to the Quick Access toolbar
           How to move the Quick Access toolbar
Hiding or displaying the Ribbon ....................................................................................................89 
           What is the Ribbon?
           How to minimize the Ribbon
           How to use the minimized Ribbon
           How to restore the Ribbon
Customizing PowerPoint ...............................................................................................................90 
           How to customize PowerPoint
                                                                                   (contents for this topic continued on the next page)

vi - Table of Contents                                                                                  © 1993-2007 OmniSkills, LLC
Table of Contents

Customizing PowerPoint (continued)
Setting popular display options for PowerPoint ............................................................................91 
           How to change what is displayed in PowerPoint
Setting more display options for PowerPoint ................................................................................92 
           How to change what is displayed in PowerPoint
Displaying visual aids ....................................................................................................................93 
           How to display or hide rulers
           How to display or hide gridlines
Setting edit options ........................................................................................................................94 
           How to set editing options




Microsoft Office PowerPoint 2007                                                                                Table of Contents - vii
      of      ts
Table o Content




                       s
viii - Table of Contents            0           s
                           © 1993-2007 OmniSkills, LLC
     Micros O e Pow Point 2007
     M    soft Offic werP     7
          oncep      viron nt
        Co pts & Env nmen
Starting & quitting PowerPoin ..................
                                        nt                   ....................                  ........................................... 2 
                                                                                ....................                  .                  .
Introduccing PowerP   Point ...........                      ....................
                                          ....................                                     ........................................... 3 
                                                                                ....................                  .                  .
The defa PowerP
       ault           Point window.................
                                          w                  ....................                  ........................................... 4 
                                                                                ....................                  .                  .
What’s n in Powe
        new            erPoint 200 .................
                                         07                  ....................                  ........................................... 5 
                                                                                ....................                  .                  .
What’s n in Powe
        new            erPoint’s in      nterface? .....     ....................                  ........................................... 6 
                                                                                ....................                  .                  .
The Ribb ................................
        bon                               ....................
                                                             ....................                  ........................................... 7 
                                                                                ....................                  .                  .
Working with the Ribbon’s too ................
        g            R                   ols                 ....................                  ........................................... 8 
                                                                                ....................                  .                  .
Getting H
        Help ..............................
                                          ....................
                                                             ....................                  ........................................... 9 
                                                                                ....................                  .                  .




                                                                                                                                    0
                                                                                                                          edition 2007-01
                     rPoint 2007
Microsoft Office Power                                                                                                      n
                                                                                                        Concepts & Environment - 1
Starting & quitting PowerPoint
Objective        Launch and exit Microsoft Office PowerPoint


How to start        Windows is highly customizable, so these steps may be different on your
Microsoft           computer.
Office              Click Start > All Programs > Microsoft Office > Microsoft Office
PowerPoint          PowerPoint 2007.
                    If you started PowerPoint recently, click
                    Start > Microsoft Office PowerPoint
                    2007. ⇒
                    Click the Launch Microsoft Office PowerPoint button on the Taskbar’s
                    Quick Launch toolbar.
                    Double-click a Microsoft Office PowerPoint shortcut on your Windows
                    Desktop.


What                When you launch PowerPoint, a blank presentation, temporarily named
happens at          PRESENTATION1 and containing one slide, is automatically opened in a
startup?            new document window


Illustration —
PowerPoint’s
default start-
up window




How to quit      1 Click the Close button in PowerPoint’s upper
PowerPoint         right corner. ⇒
                    OR
                    Click Office Button > Exit PowerPoint.
                 2 If prompted, choose to save or discard changes to open presentations.
2 – Concepts & Environment                                         © 1993-2007 OmniSkills, LLC
Introducing PowerPoint
Objective         Understand PowerPoint and electronic presentations


What is               Microsoft Office PowerPoint (previously called simply Microsoft
PowerPoint?           PowerPoint) is a presentation graphics application.
                      PowerPoint is used to create electronic slide shows, called presentations.


What is a             A presentation is a sequence of related slides (and other supporting
presentation?         elements).
                      A presentation is sometimes called a
                      slide show, because the most
                      common use of PowerPoint is to
                      create presentations that are
                      projected on a screen, one slide at a
                      time, like a 35mm slide show.
                      Presentations can be viewed on a
                      computer, projected on a large screen, or printed on paper.


What are              Like a photographic slide, a PowerPoint slide is one
slides?               screen of information.
                      PowerPoint slides convey their information through
                      text and graphics. The graphics can be clip art,
                      photographs, charts, drawings you create with
                      PowerPoint’s tools, or any electronic graphic.


Why use               In a word, communication. PowerPoint presents
PowerPoint?           words and images in a concise format that
                      encourages understanding and stimulates memory.
                      PowerPoint is most often used to provide a visual
                      aspect – both projected on screen and in the form
                      of handouts – when a person is presenting in front
                      of a group.
                      PowerPoint is also used to create self-guided presentations such as online
                      training, and standalone “kiosk” presentations that run without user
                      intervention.
                      PowerPoint simplifies the production of overhead transparencies or
                      traditional slides and can replace them altogether.
                      •   All elements of a presentation can be created with PowerPoint,
                          including individual slides for projection, print or transparencies;
                          complete presentation outlines; speaker notes; and audience handouts.
                      •   PowerPoint allows you to change any element of the presentation at
                          any time, including color, background, text and graphics.

Microsoft Office PowerPoint 2007                                       Concepts & Environment - 3
The default PowerPoint window
Objective         Identify elements in the default PowerPoint window


Illustration —         This illustration is the way PowerPoint 2007 looks by default. While the
elements of            work area is much the same as previous versions, the tools above and
the                    below are quite different.
PowerPoint             Because PowerPoint 2007’s interface is not very customizable – especially
window                 as compared with previous versions – your version of PowerPoint will
                       likely look just like this.


                               Quick Access
                      Office     Toolbar
                      Button                                                            Help button

                                                                 Ribbon



                           Slide view or
                           Outline view



                                                    Text
                                                placeholder



                                                    Notes Pane                View          Zoom
                       Status Bar                                           Shortcuts       Slider




Illustration –
parts of the
Ribbon                Command Tabs: click to
                      display a different section




   Button: click to        Group: a set of
                                                              Dialog Launcher: click
  perform an action         related tasks
                                                              to open the dialog box
                                                                   for this group




4 – Concepts & Environment                                                 © 1993-2007 OmniSkills, LLC
What’s new in PowerPoint 2007
Objective         Identify the most significant changes in the new PowerPoint


What’s new            User interface
in                    •   The Ribbon combines (and replaces) menus and toolbars. Commands
PowerPoint                and features that were often buried are now easier to find on task-
2007?                     oriented tabs that contain logical groups of commands and features.
                      •   There is just one toolbar, the customizable Quick Access toolbar.
                      •   Many dialog boxes are replaced with drop-down galleries that display
                          the available options. Descriptive ScreenTips and live previews help
                          you choose the right option.
                      Formatting: Mini toolbar (appears when text is selected), Office themes,
                      new layouts, new styles and effects for text and objects.
                      New file formats: XML-based file formats for PowerPoint, Word and
                      Excel provide smaller files, improved damaged-file recovery, and easier
                      interoperability with any other programs that can read XML. Older formats
                      are also available for backward compatibility. File formats include:
                      •   XML-based format for presentations: .pptx
                      •   XML-based format for presentations with macros: .pptm
                      •   XML-based format for templates: .potx
                      •   XML-based format for templates with macros: .potm
                      •   XML-based format for PowerPoint shows: .ppsx
                      •   XML-based format for PowerPoint shows with macros: .ppsm
                      •   Binary non-XML format for PowerPoint 97-2003 presentations: .ppt
                      •   Binary non-XML format for PowerPoint 97-2003 shows: .pps
                      Compatibility with earlier versions of PowerPoint: you can check a
                      PowerPoint 2007 presentation to see if it contains features or formatting
                      that are not compatible with an earlier version so that you can make the
                      necessary changes for better backward compatibility. In earlier versions of
                      PowerPoint, you can install updates and converters that help you open a
                      PowerPoint 2007 presentation so that you can edit it, save it, and open it
                      again in PowerPoint 2007 without losing any PowerPoint 2007-specific
                      functionality or features.
                      Other changes
                      •   SmartArt graphics
                      •   Presenter view
                      •   New look for charts, and shared charting with other Office programs
                      •   Table enhancements
                      •   Saving to PDF and XPS format (after installing an add-in)


Microsoft Office PowerPoint 2007                                      Concepts & Environment - 5
What’s new in PowerPoint’s interface?
Objective         Identify the changes in Excel’s user interface


The Ribbon            The Ribbon combines (and replaces) menus and toolbars. Commands are
                      arranged on task-oriented tabs that contain logical groupings. ⇓

                                                 Command Tabs: click to
                                                 display a different section




   Button: click to      Group: a set of
                                                           Dialog Launcher: click
  perform an action       related tasks
                                                           to open the dialog box
                                                                for this group

Galleries             Many dialog boxes are replaced with drop-down
                      galleries that display available options. ⇒


Live previews         With live previews, when you hover over certain
                      Ribbon command options, your document shows
                      you what the result will be if you choose that option.


ScreenTips            Descriptive ScreenTips provide more information about commands than
                      previous ScreenTips, which only showed the name of the command.


Quick Access          There is one customizable toolbar, the
Toolbar               Quick Access Toolbar, which sits (by
                      default) on the left side of the title bar. ⇒


Office Button         Previous-version File menu commands are now grouped under
                      the Office Button in the upper left corner. ⇒


Zoom tools            Some view and zoom tools are placed on the status bar, in the lower right
                      corner of the Excel window. ⇓




Mini toolbar          When you select text, a semitransparent toolbar appears which contains
                      formatting tools. Move the mouse over the toolbar to use it.
6 – Concepts & Environment                                               © 1993-2007 OmniSkills, LLC
The Ribbon
Objective         Identify PowerPoint’s Ribbon commands


What is the           The Ribbon combines PowerPoint’s previous menu bar and toolbars into
Ribbon?               one command system.
                      You cannot customize or change the Ribbon in any way, other than to
                      temporarily minimize (hide) it. (You can make changes to the Quick
                      Access Toolbar, which by default sits above the Ribbon, on PowerPoint’s
                      title bar.)


How is the            The Ribbon is divided into tabbed sections. ⇓
Ribbon
organized?

                      Each tabbed section is divided into groups of related commands. ⇓




                      Some groups (not all) have a dialog launcher that opens a traditional dialog
                      box containing more options. ⇓




What are              When you select certain objects or perform certain actions, PowerPoint
contextual            adds contextual tabs to the Ribbon with commands that are specific to that
tabs?                 object or action. ⇓




                      Contextual tabs usually appear to the right of the standard tabs, although
                      some, such as the Slide Master tab, appear to the left.



Microsoft Office PowerPoint 2007                                       Concepts & Environment - 7
Working with the Ribbon’s tools
Objective        Understand how the Ribbon’s different types of tools behave


What are            Hover the mouse pointer over a tool
ScreenTips?         button to display a ScreenTip that
                    tells the button’s function. ⇒
                    PowerPoint 2007’s enhanced
                    ScreenTips show a description of the
                    feature, and not just the button’s
                    name.
                    If ScreenTips do not display, choose
                    Office Button > PowerPoint Options
                    > Popular, and select a “ScreenTip
                    style.”


                 Button type                                    For example
How do tools
work?            Command buttons issue commands when
                 you click them. Examples: Align Text Left,
                 Center, Align Text Right, and Justify.

                 Toggles turn a condition on or off.
                 Examples: Bold, Italic and Underline.


                 Drop-downs are buttons, or a secondary
                 option on some buttons, that display a drop-
                 down list of choices. Example: Select.




                 Galleries are drop-down menus that let you
                 see the options you have to choose from.
                 Example: Font Color. Most galleries provide
                 a live preview: when you hover the mouse
                 pointer over an option, the worksheet
                 displays how the option will look if you
                 choose it.




Using the           There are two ways to use the Ribbon without using the mouse.
Ribbon with         •   Press a keyboard shortcut, such as CTRL+S to save. These are shown in
the keyboard            the ScreenTips, and are the same as the shortcuts in previous versions.
                    •   Press and release the ALT key. The Ribbon shows the next key(s) you
                        need to press to issue a command.

8 – Concepts & Environment                                         © 1993-2007 OmniSkills, LLC
Getting Help
Objective         Understand where to find help


How to get        1 In the main PowerPoint window, click the Help button in the
help                upper right corner. ⇒
                      OR
                      Press F1.
                      OR
                      With a ScreenTip displayed, press F1 to get help on that command.
                      OR
                      In a dialog box, click the Help button in the box’s upper
                      right. ⇒
                      The Help window opens and shows results from Office Online. If help
                      cannot connect to Office Online, it will show results from your computer.
                      If help can connect to Office
                      Online but cannot contact the
                      help server, you will be told “No
                      results available.” ⇒
                      There are two remedies. First, a browser window will open and display the
                      Office Online home page, from which you can search. Or, you can tell
                      Help to search only your computer (see procedure, below).
                  2 If the Help window does not show the answer you need, do the following
                    as needed.
                      •    Type words to search for,
                           then click Search. ⇒
                      •    Click the Search button’s drop-down
                           arrow and select a different place to
                           search, such as PowerPoint Help in the
                           Content from this computer section. ⇒
                      •    If searching, click one of the results on
                           the right side of the Help window.
                      •    Browse the Table of Contents on the
                           left side of the Help window by
                           clicking on the topics and titles.
                  3 When found, read the help article on the
                    right side of the Help window.


How to           PowerPoint can search local help (that is, the help file on your computer)
change           or Microsoft Office Online, but not both at the same time.
where
               1 Click the connection status button in the
PowerPoint
                 lower right of the Help window.
looks for help
               2 Select where to search for help. ⇒


Microsoft Office PowerPoint 2007                                       Concepts & Environment - 9
                      How will I use this?




10 – Concepts & Environment            © 1993-2007 OmniSkills, LLC
     Micros O e Pow Point 2007
     M    soft Offic werP      7
          S    s Prese    ions
          Slides & P entati
Slides...........................................
                                                ....................
                                                                   ....................                  ......................................... 12 
                                                                                      ....................                  .                  .
Creating new slides ...................
         g                                      ....................
                                                                   ....................                  ......................................... 13 
                                                                                      ....................                  .                  .
Slide layyout ................................  ....................
                                                                   ....................                  ......................................... 14 
                                                                                      ....................                  .                  .
Placehol lders ...............................  ....................
                                                                   ....................                  ......................................... 15 
                                                                                      ....................                  .                  .
Typing t text in place      eholders ......                        ....................
                                                ....................                                     ......................................... 16 
                                                                                      ....................                  .                  .
Using tex in presen
          xt                ntations .......                       ....................
                                                ....................                                     ......................................... 17 
                                                                                      ....................                  .                  .
AutoCor  rrect ...............................  ....................
                                                                   ....................                  ......................................... 18 
                                                                                      ....................                  .                  .
Spell che .................................
         eck                                    ....................
                                                                   ....................                  ......................................... 19 
                                                                                      ....................                  .                  .
Presenta ations .............................   ....................
                                                                   ....................                  ......................................... 20 
                                                                                      ....................                  .                  .
Presenta ation views .....................      ....................
                                                                   ....................                  ......................................... 21 
                                                                                      ....................                  .                  .
Rearran nging slides in Normal v                view ............  ....................                  ......................................... 22 
                                                                                      ....................                  .                  .
Rearran nging slides in Slide Sor view .....   rter                ....................                  ......................................... 23 
                                                                                      ....................                  .                  .




                                                                                                                                         0
                                                                                                                               edition 2007-01
                     rPoint 2007
Microsoft Office Power                                                                                                Presentations - 11
                                                                                                             Slides & P
Slides
Objective          Identify slides and the elements of a slide


What is a             Like a 35mm photographic slide, a PowerPoint slide is one screen of
slide?                information. ⇓




                      Slides are the building blocks of PowerPoint presentations. A presentation
                      is a set of slides.


What makes            Slides contain objects – items that are placed on the slide – including text
up a slide?           objects and graphic objects. Every object has properties (that is, settings
                      or characteristics), which determine how the object looks and behaves.
                      Slides themselves have properties, which are characteristics of the slide
                      itself, such as background color.
                      Presentations, slides and objects have default properties that are dictated by
                      the template that underlies the presentation, and the theme that is applied to
                      it. You can, of course, also control the properties yourself.


What is slide         Layout provides a structure to slides by placing the slide’s objects in a
layout?               specific location, so that you do not have to choose for yourself where each
                      object will be, and so that similar slides will have the same formatting.
                      The slide layout includes placeholders, empty objects which hold a place
                      on the slide until you are ready to fill them. ⇓




                      The layout of the slide, and the formatting of the slide and placeholders, are
                      determined by the underlying template and Slide Master.

12 - Slides & Presentations                                           © 1993-2007 OmniSkills, LLC
Creating new slides
Objective         Create new slides


A new slide           When you launch PowerPoint, a new
at startup            blank presentation is created
                      automatically, and which contains one
                      new blank title slide. ⇒
                      You can change the layout of the slide.


How to add a          New slides are created after the current slide. With this method,
new slide             the slide will have the Title and Content layout.
                      On to the Home tab, in the Slides group, click the icon (top) part
                      of the New Slide button. ⇒
                      Press CTRL+M.


How to add a      1 On to the Home tab, in the
slide and           Slides group, click the drop-
select a new        down (bottom) area of the
layout              New Slide button. ⇒
                  2 Select a layout from the
                    layout gallery.
                      A new slide is created after
                      the current slide, with the
                      layout you selected.


How to add a          When you are typing in a
new slide             slide, you can quickly create
while typing          a new slide with the common
                      Title and Content layout. You
                      can then change the layout, if
                      necessary.
                  1 Place your cursor in the last
                    text object on the slide.
                  2 Press CTRL+ENTER.


How will a            The layout of the slide – that is, where the objects are placed – are
new slide be          determined by where they are placed on the Slide Master, which is part of
formatted?            the template that underlies the presentation.
                      The format of the slide – that is, the colors, fonts, etc. – is determined by
                      the theme that is applied to the Slide Master.


Microsoft Office PowerPoint 2007                                          Slides & Presentations - 13
Slide layout
Objective          Change the layout of the slide to one of the built-in choices


What is               Layout determines the
layout?               placement of objects on the
                      slide, including the title, body
                      text, and other content objects.
                      PowerPoint provides nine
                      automatic slide layouts to keep
                      your slides consistent. ⇒
                      Layouts are part of the template
                      that a presentation is based on.
                      Some built-in templates will
                      have additional layouts.
                      The provided layouts get you
                      started; you can change the
                      layout of any individual slide,
                      or change the layout on the
                      Slide Master (which changes all
                      slides using that layout), or you can create your own layouts.


How to             1 In Normal view, display the
change the           slide to be changed.
layout of a           OR
slide                 In Slide Sorter view or Outline
                      view, select the slide(s) to be
                      changed.
                   2 On the Home tab, in the Slides
                     group, click Layout. ⇒
                      OR
                      Right-click the edge of the
                      slide (that is, away from any
                      slide objects), then choose
                      Layout from the shortcut menu.
                   3 Select a layout.
                      The current slide is changed.




14 - Slides & Presentations                                            © 1993-2007 OmniSkills, LLC
Placeholders
Objective         Understand placeholders and how to use them


What are              A placeholder is an empty object, holding a place on the slide until you are
place-                ready to fill it.
holders?              The placeholders – which are included, and where they are – are
                      determined by the slide layout you chose for the slide.
                      You do not have to use each placeholder. Empty placeholders do not print.
                      The placeholders help you get started, but you do not
                      have to use them. You can place objects on a slide
                      without using a placeholder.
                      Not all slides have placeholders. To create a slide with
                      no placeholders, select the Blank slide layout. ⇒


Types of              Text placeholders are containers for text, such as slide titles, subtitles, and
placeholders          object captions. To use a text placeholder, click the placeholder and type.
                      Content placeholders, new in PowerPoint 2007, can be used for text or
                      for graphic objects. ⇓




                      •   To place text in the content area, click the placeholder and type.
                      •   To place a graphic object in the content area, click the icon for the type
                          of object you want: table, chart, SmartArt graphic, a picture from an
                          external file, clip art, or a media clip.


Microsoft Office PowerPoint 2007                                         Slides & Presentations - 15
Typing text in placeholders
Objective          Add and arrange text in the title and body objects


How to type           This procedure is for working in Normal view. The procedure is different
text in a title       when working in Outline view.
placeholder
                   1 Click the title placeholder.
                   2 Type the title text. ⇒
                           Text attributes are determined
                           by the underlying template and
                           Slide Master.                                                Title text in
                                                                                         progress
                           If your text exceeds the size of
                           the placeholder, PowerPoint
                           reduces the font size and line
                           spacing incrementally as you
                           type, to make the text fit.
                   3 Press CTRL+ENTER to move to the next placeholder.
                      OR
                      Click the next placeholder.


How to type        1 Click the placeholder
text in a            anywhere except on one of
content              the insert-object icons. ⇒
placeholder
                   2 Type the first list item.
                      By default, the text is
                      formatted as a bulleted list.
                   3 To move to a new line, press
                     ENTER.

                   4 Do the following as needed.
                      •    To create a subordinate (indented) list item, click the
                           Increase list level button (on the Home tab, in the
                           Paragraph group). ⇒                                             Increase
                           OR                                                               list level
                           Press TAB or ALT+SHIFT+      (right arrow).
                      •    To promote an indented item to a higher level, click the
                           Decrease list level buttons (on the Home tab, in the
                           Paragraph group). ⇒
                           OR
                                                                                     Decrease
                           Press SHIFT+TAB or ALT+SHIFT+        (left arrow).        list level
                   5 Press CTRL+ENTER to create a new slide and move
                     directly to its title object.



16 - Slides & Presentations                                              © 1993-2007 OmniSkills, LLC
Using text in presentations
Objective         Consider the importance of words and how you use them in a presentation


A few words           PowerPoint excels at displaying graphics, yet most presentations rely
about words           mostly on words. Even in a presentation heavy on graphic images, it is the
                      words that bind everything together. Text is the skeleton on which
                      everything else rests.
                      The most common use for a PowerPoint slide show is to accompany a live
                      presenter in a meeting, workshop, training session, etc. In that case,
                      PowerPoint is a supporting tool, and the words on screen assist the
                      presenter in making his or her points. Every word of the intended message
                      does not have to be on a slide.
                          The presenter’s success does not rest with the slide show; if anything,
                          many presenters rely too heavily on their slide show.
                      Sometimes, PowerPoint shows stand alone, when it is used for self-paced
                      training, kiosk shows, printed handouts, and simply emailed as is. In this
                      case, the words become even more important, because the writer is not
                      present when the content is read.
                          It is always good to ask: is PowerPoint the right tool for this job?


How to use            To facilitate your audience’s comprehension and retention of ideas, make
words                 text as easy to read and as memorable as possible.
effectively           •   Do…use short titles.
                      •   Do…break up ideas into short, simple bullet points.
                      •   Do… present main ideas on one slide, then elaborate on other slides.
                      •   Do…leave amply “white space” on your slides – don’t crowd them.
                      •   Do… use phrases and fragments, rather than complete sentences.
                      •   Do…use upper and lower case letters (don’t use all capital letters,
                          except perhaps for titles).
                      •   Do… use easy-to-read fonts, not overly ornate ones.
                      •   Do…proofread your presentation; better, have someone else do it. Is
                          everything correct? Does it say what you mean for it to say?
                      •   Do… take advantage of automatic formatting, provided by the
                          template, slide layouts, and theme.
                      •   Do… format text to make it readable to your audience, and to
                          accentuate key points.
                      •   Do… use the same text formatting throughout the presentation; that is,
                          do not change fonts and font sizes arbitrarily. You can break this rule
                          for effect.
                      •   Do…consider your output device (on-screen, on paper, etc.) when
                          choosing font sizes, colors, and other formats.

Microsoft Office PowerPoint 2007                                         Slides & Presentations - 17
AutoCorrect
Objective          Use AutoCorrect to correct and insert text as it is typed


What is               AutoCorrect automatically replaces a sequence of letters as soon as it is
AutoCorrect?          typed with a predefined word or phrase.
                      •    Replace misspelled words with the corrected versions as you type.
                      •    Speed typing by defining abbreviations that AutoCorrect automatically
                           expands into commonly used words or phrases.
                      AutoCorrect entries affect all Microsoft Office applications.


How to define 1 Click Office Button > PowerPoint Options > Proofing > AutoCorrect
AutoCorrect     Options.
entries
              2 In the Replace box, type an abbreviation that will expand into a name,
                word or phrase.
                           The abbreviation must not be a real word.
                   3 In the With box, type the word(s) that should replace the abbreviation. ⇓




                   4 Click Add to save the entry and add another.
                      OR
                      Click OK to save the entry and return to the presentation.


How to use         1 Type the AutoCorrect abbreviation text. ⇓
AutoCorrect




                   2 Press SPACEBAR (or TAB or ENTER, depending on what you are typing).
                      The text is replaced with its predefined result. ⇓




18 - Slides & Presentations                                            © 1993-2007 OmniSkills, LLC
Spell check
Objective         Check spelling in the presentation


What is the           PowerPoint compares words in the presentation to words in the built-in
dictionary?           dictionary. If a word is not found, PowerPoint considers it a misspelling.
                      You can add proper names, technical terms and other nonstandard words to
                      the dictionary so the spell check does not consider them misspellings.
                      All Microsoft Office applications use the same custom dictionary.


How to                AutoCorrect will correct some spelling mistakes as you type. Words not
correct               corrected and not in the dictionary will be underscored with a red line.
misspellings
                  1 Right-click a word underscored with a red wavy line.
                  2 Choose the correct spelling from
                    the list of choices. ⇒
                      OR
                      Choose Ignore All to accept every
                      occurrence in this document only.
                      OR
                      Choose Add to Dictionary to add
                      this word to the Office dictionary.


How to check      1 On the Review tab, in the Proofing group, click Spelling. ⇒
spelling              OR
                      Press F7.
                  2 Do one of the following for each word Not in Dictionary. ⇓




                      •    Select a spelling from the Suggestions list, or type a correct spelling in
                           the Change to box.
                      •    Click Change to use the corrected version, or click Change All to
                           change all occurrences with the Change to text.
                      •    Click Ignore to disregard this word in this one place, or click Ignore All
                           ignore this word anywhere in this presentation.
                      •    Click Add to add the word to the Office dictionary.
                  3 Click Close to stop, or click OK when the spell check is done.
Microsoft Office PowerPoint 2007                                           Slides & Presentations - 19
Presentations
Objective          Identify presentations and elements of a presentation


What is a             A presentation is a set of slides, stored as one PowerPoint file. ⇓
presenta-
tion?




                      Presentations can be viewed on a computer, projected on a large screen, or
                      printed on paper.


Where does a          The format of a presentation is determined by the template, theme, and
presentation          creator, in that order.
get its look?         •   Every presentation is based on a template. The template identifies the
                          theme, boilerplate slides, and other elements for that presentation.
                      •   Every presentation has a theme applied to it. In any Microsoft Office
                          application, the theme defines the fonts, colors, and effects that are
                          used. In PowerPoint, the theme also defines the slide master’s layouts
                          (that is, the position and formatting of placeholders).
                      •   Every presentation has a creator, who can override any of the defaults
                          provided by the template and theme. These formatting changes can be
                          applied to one object, to one slide, to multiple slides, and to the entire
                          presentation.




20 - Slides & Presentations                                            © 1993-2007 OmniSkills, LLC
Presentation views
Objective         Identify the different ways to view a presentation


What are              Views give you different ways to look at and work with the slides in a
Views?                presentation.


How to select         Views are selected in three places, and, unfortunately, no one place gives
a view                you access to all the views.
                      • The View buttons on the status bar: Normal, Slide
                         Sorter, Slide Show, and, by holding the SHIFT key,
                         Slide Master and Handout Master. ⇒
                      • The View tab on the Ribbon: Normal, Slide Sorter,
                         Notes Pages, Slide Show, Slide Master,
                         Handout Master and the Notes Master.
                      • The pane on the left side of the window: Slide
                         Miniatures, Outline. ⇒


Views & their     View             How to get there                      What it looks like
uses              Normal           On the View tab, click Normal         Comprehensive view that shows the
                                                                         current slide, speaker’s notes below
                                                                         the slide, and outline text or slide
                                              (on status bar)            miniatures to the left.

                  Outline                                                In Normal view, displays slide text in
                                                                         hierarchical outline format. Does not
                                                                         display graphics.



                  Thumb-                                                 In Normal view, displays thumbnails
                  nails                                                  (miniatures) of all slides, in a column
                                                                         on the left side of the window. Best
                                                                         for changing slides, and for moving a
                                                                         slide within the presentation.



                  Slide            On the View tab, click Slide Sorter   Displays miniatures of all slides in
                  Sorter                                                 the presentation. Best view for
                                                                         moving and copying slides, and
                                                                         adding slide transitions to many (or
                                              (on status bar)            all) slides at once.
                  Slide Show       On the View tab, click Slide Show     Runs the presentation as a full-screen
                                                                         slide show, with all timing and
                                   Press F5
                                                                         transition effects, from the beginning.
                                                                         Exception: the Slide Show button
                                                                         begins the show at the current slide.
                                          (on status bar)
                  Notes Page       On the View tab, click Notes Page     Displays a printable page with the
                                                                         slide on the top half and the
                                                                         presenter’s notes on the bottom half.


Microsoft Office PowerPoint 2007                                               Slides & Presentations - 21
Rearranging slides in Normal view
Objective          Change the order of slides in Normal view


How to             1 Switch to Normal view.
change the
                   2 In the pane on the left side of the window, click the Thumbnails view. ⇓
order of
slides




                   3 Select the slide to move by          4 Drag the selected slide(s) to the
                     clicking on the slide image. ⇓         new location. ⇓
                              Use SHIFT+click to select            To copy a slide, hold the
                              multiple adjacent slides.            CTRL key while dragging the
                                                                   slide.




22 - Slides & Presentations                                         © 1993-2007 OmniSkills, LLC
Rearranging slides in Slide Sorter view
Objective         Change the order of slides in the presentation in Slide Sorter view


How to move       1 Switch to Slide Sorter view.
slides with
                      •   On the View tab, in the Presentation Views group, click
drag-and-
                          Slide Sorter. ⇒
drop
                      •   Click the Slide Sorter View button on the status bar. ⇒
                  2 Select the slide to move by clicking on the slide image. ⇓




                           Use CTRL+click to select multiple slides.
                           OR
                           Drag a net around slides to select.
                  3 Drag the selected slide(s) to the new location. ⇓




                      To copy a slide, hold the CTRL key while dragging the slide.


How to move 1 Switch to Slide Sorter view.
slides with
              • On the View tab, in the Presentation Views group, click Slide
cut-and-paste
                 Sorter. ⇒
                      •   Click the Slide Sorter View button on the status bar. ⇒
                  2 Select the slide(s) to move by clicking on the slide image.
                  3 Choose the Cut command (right-click and choose Cut, press CTRL+X, or
                    click Cut on the Home tab in the Clipboard group).
                  4 Click the place, between slides, where the slide will be moved.
                  5 Choose the Paste command (right-click and choose Paste, press CTRL+V,
                    or click Paste on the Home tab in the Clipboard group).

Microsoft Office PowerPoint 2007                                        Slides & Presentations - 23
                        How will I use this?




24 - Slides & Presentations              © 1993-2007 OmniSkills, LLC
     Micros O e Pow Point 2007
     M    soft Offic    werP 7
                    matti
                Form ing
Formatt ting fundam    mentals: tem      mplates and t         themes .......                        ......................................... 26 
                                                                                  ....................                  .                  .
Changin themes .......................
       ng                                   ....................
                                                               ....................                  ......................................... 27 
                                                                                  ....................                  .                  .
Changin theme col .............
       ng                lors                                  ....................
                                            ....................                                     ......................................... 28 
                                                                                  ....................                  .                  .
Formatt ting text.......................... ....................
                                                               ....................                  ......................................... 29 
                                                                                  ....................                  .                  .
Character formattin ................
                         ng                 ....................
                                                               ....................                  ......................................... 30 
                                                                                  ....................                  .                  .
Bulleted lists...............................
       d                                    ....................
                                                               ....................                  ......................................... 31 
                                                                                  ....................                  .                  .
Choosing different bullets ........
                         b                  ....................
                                                               ....................                  ......................................... 32 
                                                                                  ....................                  .                  .
Ordered lists ..............................
       d                                    ....................
                                                               ....................                  ......................................... 33 
                                                                                  ....................                  .                  .
Line and paragraph spacing ....
        d               h                                      ....................
                                            ....................                                     ......................................... 34 
                                                                                  ....................                  .                  .
Horizont Alignme ...............
         tal            ent                                    ....................
                                            ....................                                     ......................................... 35 
                                                                                  ....................                  .                  .
Vertical Alignment ....................     ....................
                                                               ....................                  ......................................... 36 
                                                                                  ....................                  .                  .
Slide Maaster ...............................
                                            ....................
                                                               ....................                  ......................................... 37 
                                                                                  ....................                  .                  .
Modify sslide master .................
                        rs                                     ....................
                                            ....................                                     ......................................... 38 
                                                                                  ....................                  .                  .
Master llayout place    eholders ......                        ....................
                                            ....................                                     ......................................... 39 
                                                                                  ....................                  .                  .
Formatt ting master placeholder .................
                                            rs                 ....................                  ......................................... 40 
                                                                                  ....................                  .                  .
Slide bacckground ......................    ....................
                                                               ....................                  ......................................... 41 
                                                                                  ....................                  .                  .
Backgroound objects ..................
                         s                                     ....................
                                            ....................                                     ......................................... 42 
                                                                                  ....................                  .                  .
Hiding bbackground graphics ...
                       d                                       ....................
                                            ....................                                     ......................................... 43 
                                                                                  ....................                  .                  .




                                                                                                                                     0
                                                                                                                           edition 2007-01
                     rPoint 2007
Microsoft Office Power                                                                                                            Slides - 25
Formatting fundamentals: templates and themes
Objective        Understand the role of templates and themes in formatting


What is a           A template is a special PowerPoint file (with a .potx extension) that
template?           identifies the slide master, layout, and theme combination.
                    Every presentation is based on a template. If you don’t choose a template,
                    PowerPoint uses the default template, which is formatted with the “Office”
                    theme.
                    PowerPoint supplies a limited set of templates, and they are not very
                    useful, except possibly as idea-starters. Templates are most useful when
                    you create your own, because the templates store design information that
                    you can apply to future presentations to consistently format the content on
                    all slides.


What is a           In Word, Excel and PowerPoint, a theme is a set of formatting choices that
theme?              include a set of theme colors, a set of theme fonts (including heading and
                    body text fonts), and a set of theme effects (including lines and fill effects).
                    In PowerPoint, the theme also includes the slide master and its
                    accompanying slide layouts.
                    Every document has a theme. By default, a new blank presentation will use
                    the “Office” theme. “Office” uses Cambria for the heading font, Calibri for
                    the body font, and also specifies colors, effects for objects, and the slide
                    master and slide layouts.
                    You can quickly change the formatting of a slide or an entire presentation
                    by applying a different theme, or by changing one aspect of the theme
                    (fonts, colors, or effects).
                    The themes are the same in Word, Excel, and PowerPoint, so you can use
                    the same theme across applications. You can also create your own themes.


The                 When you create a new blank presentation, you are using the default
interaction of      template and the “Office” theme.
templates           If you apply a different theme to a presentation, everything is changed: the
and themes          colors, fonts, effects, and – most significantly – the slide master and slide
                    layouts.
                    When you choose a theme, you should consider whether you like the slide
                    layouts more than you like the colors, fonts and effects. You can always
                    change the colors, fonts, and effects – even choosing another theme’s
                    colors, fonts, and effects - without choosing that theme’s slide layouts. For
                    example: if you like the Metro theme’s layouts but prefer the Solstice
                    theme’s colors, fonts, and effects, you should apply the Metro theme and
                    then apply Solstice’s colors, fonts, and effects (but not the entire Solstice
                    theme).



26 - Slides                                                          © 1993-2007 OmniSkills, LLC
Changing themes
Objective         Change themes or aspects of a theme for one slide or an entire presentation


What                  When you apply a different theme, you are, perhaps without knowing it,
happens               changing the slide master and its associated layouts.
when you              If you wish to leave the placeholder positions, and change only the colors,
change a              fonts, or effects, then do not apply an entire theme. Change the theme
theme?                aspects instead.


How to know       1 On the Design tab, in the Themes group, hover over the first button. A
what theme          ScreenTip shows the current theme for the document. ⇓
is in use?




                  2 In the Themes group, hover over each of the other three buttons (Colors,
                    Fonts and Effects). A ScreenTip shows the current setting.


How to            1 On the Design tab, in the Themes group, click the More button. ⇓
change a
theme




                      OR
                      Scroll up and down through the theme choices.
                  2 Select a theme.


How to            1 On the Design tab, in the Themes group, click Colors,
change one          Fonts, or Effects. ⇒
aspect of a
                      The selected gallery is displayed.
theme
                  2 Select a new theme option.


How to            1 Display or select one or more slides.
change a
                  2 On the Design tab, in the Themes group, find the theme you wish to apply.
theme on
selected          3 Right-click the theme and choose Apply to selected slides.
slides


Microsoft Office PowerPoint 2007                                                       Slides - 27
Changing theme colors
Objective      Change the current theme colors


What are          Theme colors assign colors to specific types of objects. Change the theme
theme             colors changes all objects according to the new scheme.
colors?           Changing the theme colors for all slides also changes the Slide Master.
                  Likewise, changing the theme colors for the Master changes all slides.
                       You can apply a theme colors to individual slides, but you should do
                       this sparingly and with good reason.


How to         1 Display the slide, or select multiple slides
change           in Slide Sorter view or in the Slide pane
theme colors     of Normal view.
               2 On the Design tab, in the Themes group,
                 do one of the following.
                  •   To apply a new set of theme colors to
                      all slides and Master, click a new set
                      of theme colors. ⇒
                      OR
                      Right-click a set of theme colors and
                      choose Apply to all slides.
                  •   Right-click a set of theme colors and
                      choose Apply to Selected Slides or
                      Apply to Matching Slides to change
                      the theme colors of specific slide(s). ⇓




28 - Slides                                                      © 1993-2007 OmniSkills, LLC
Formatting text
Objective         Understand and modify text attributes


What is               Text formatting refers to the attributes, or characteristics, of text.
formatting            Some attributes affect the way text looks (character formatting) while
text?                 others change the way text is arranged (paragraph formatting).
                      Formatting is determined initially by the formatting on the slide master’s
                      layouts, which is determined by the theme that was applied to the
                      underlying template or has since been applied to the presentation.
                      You can change formatting for the entire presentation by changing the
                      theme, or by making changes to the slide master. Formatting may also be
                      changed on an object-by-object, slide-by-slide, paragraph-by-paragraph
                      basis, or character-by-character basis.


What is               Character formatting changes the way
character             text looks.
formatting?           •   Font refers to the typeface (the shape
                          and design of the letters).
                      •   Size is the height of characters, usually
                          measured in points (one point = 1/72").
                      •   Style includes bold, italics, underline,
                          shadow, superscript, subscript.
                      •   Color is the color of the characters.


What is               Any text that ends with a hard return is one paragraph. Although hard
paragraph             returns are not visible, they are present at the ends of paragraphs.
formatting?           Paragraph formatting changes the way text is arranged within an object.
                      •   Alignment arranges text within an
                          object’s boundaries horizontally
                          (left, right, centered, justified) and
                          vertically (top, middle, bottom).
                      •   Line spacing changes space
                          between lines, and before and after
                          paragraphs.
                      •   Bullets and numbers identify
                          paragraphs as a list.
                      •   Indent levels move a paragraph in
                          (or back out) from the edge of the text object; and, with bulleted and
                          numbered lists, determine the level in the “hierarchy.”
                      •   Tab stops specify a position and alignment for text when using tabs.


Microsoft Office PowerPoint 2007                                                          Slides - 29
Character formatting
Objective     Apply character formatting to text objects and selected text


How to        1 To change all the text in an object, select the entire object (click the object
change          to place the cursor, then press ESC or click the edge of the object).
character        OR
formatting       To change specific text within the object, select the text to be changed.
                 •    Drag across text with the
                      text pointer. ⇒
                 •    Double-click a word to
                      select it.
                 •    Press SHIFT+    ,     ,     and   (the arrow keys).
              2 Choose attributes from the Ribbon. On the Home tab, in the Font group. ⇓
                         Font                                                 Clear Formatting

                      Font Size                                                Increase font

                                                                              Decrease font
                                              Apply Bold, Italics,
                                           Underline, Strikethrough,
                                          Shadow, Character Spacing,
                                           Change Case, Font Color
                 OR

                 On the Home tab, in the Font group, click the Font dialog launcher. Select
                 attributes in the Font dialog box, then click OK. ⇓




                 If no text is selected, formatting options will apply to the next text typed in
                 the selected object or to the next text object you create.
30 - Slides                                                       © 1993-2007 OmniSkills, LLC
Bulleted lists
Objective         Add, remove or modify bullets at the beginnings of paragraphs


What is a             For better or worse, most slides contain bulleted lists, paragraphs of
bulleted list?        related but non-sequential items. ⇓




                      The bullet is the graphical character or picture that identifies a paragraph
                      as part of the list.
                      Bulleted lists often have a hierarchy, where the top-level bullets are the
                      main points, and subordinate bullets are sub-points beneath a main point.


Using                 The most commonly-used slide layout –
bulleted lists        Title and Content – has a body object that
                      includes bullets. Whenever you create a
                      new slide, it has this layout if you don’t
                      consciously choose a different one. ⇒
                      Bullets should be consistent throughout the
                      presentation. The bullet size, shape and
                      color are initially determined by the underlying Slide Master and theme.
                      For sequential lists, use numbers instead of bullets.


How to                When you choose a layout with bullets in the body text object, the bullets
display or            are automatically displayed. You can hide these bullets, or add a bullet to
hide bullets          any paragraph that is not bulleted.
                  1 Select one or more paragraphs to change.
                  2 On the Home tab, in the Paragraph group, click Bullets.⇒
                      If the paragraph does not have a bullet, the default bullet is added
                      at the beginning of the paragraph.
                      If the paragraph has a bullet, the bullet is removed.

Microsoft Office PowerPoint 2007                                                         Slides - 31
Choosing different bullets
Objective      Change the size, style and color of bullets used on a slide


About format        When you change the formatting – such as changing the bullet style – on
changes             one slide, the change affects only that slide.
                    To make a change for the entire presentation, change the Slide Master.
                    To learn about the Slide Master, see the topic on Presentations.


How to         1 Select the paragraph(s) to modify.
change
               2 On the Home tab, in the Paragraph
bullets
                 group, click the drop-down arrow
                 on the Bullets button. ⇒
               3 Choose one of the available bullets.
               OR

               1 Select the paragraph(s) to modify.
               2 On the Home tab, in the Paragraph
                 group, click the drop-down arrow
                 on the Bullets button.
               3 Click Bullets and Numbering.

               4 On the Bulleted tab, select
                 a preset slot that you wish
                 to redefine. ⇒
               5 Do one of the following, as
                 needed.
                    •   Change the bullet Size
                        (as a percentage of the
                        paragraph’s font size).
                    •   Change the bullet
                        Color.
                    •   To select a new bullet
                        not among the choices,
                        click Customize.
                        Select a font from which to choose the bullet, then select the bullet.
                        Click OK when done.
                    •   To use a clip art image as a bullet, click Picture. Select a graphic bullet
                        from the available choices, or click Import to use a graphic file of your
                        own. Click OK when done.
               6 Click OK.



32 - Slides                                                          © 1993-2007 OmniSkills, LLC
Ordered lists
Objective         Add, remove or modify numbers at the beginnings of paragraphs


What is an            Ordered lists (also called numbered lists) are paragraphs that make up a
ordered list?         sequential list, in which the order matters. Ordered lists show the order, for
                      example, in which steps are performed or events happened. ⇓




                      Ordered lists commonly use Arabic numbers, but can also use capital
                      letters, lowercase letters, or roman numerals.
                      Ordered lists often have a hierarchy, where the top-level numbers are the
                      main point, and subordinate numbers are aspects of the main point.
                      For non-sequential lists, use bullets instead of numbers.


How to       1 Select one or more paragraphs to change.
display or
             2 On the Home tab, in the Paragraph group, click Numbering. ⇒
hide numbers
               If the paragraph was not numbered, the number is added at the
               beginning of the paragraph.
                      If the paragraph was already numbered, the number is removed.


How to            1 Select one or more paragraphs to
change              change.
numbering
                  2 On the Home tab, in the Paragraph
                    group, click the Numbering drop-down
                    arrow and select a type of numbering
                    or lettering. ⇒




Microsoft Office PowerPoint 2007                                                         Slides - 33
Line and paragraph spacing
Objective      Adds space between lines and before and after paragraphs


What is line        Line spacing is the space between all lines – the lines within a paragraph,
spacing?            and the lines between paragraphs. By default, line spacing is set at single-
                    spacing.
                    Paragraph spacing is the space between paragraphs. By default,
                    PowerPoint adds a few points of space before paragraphs in text body
                    objects (the exact amount depends on the template).
                    By default, when you place too much text in a text object, PowerPoint
                    resizes the text to fit. This includes changing the font size and the line
                    spacing and paragraph spacing that you chose.


How to         1    Select one or more paragraphs.
change line
               2 On the Home tab, in the Paragraph group, click
spacing
                 Line Spacing. ⇒
               3 Select a unit from the drop-down list.
               OR

               1 Select one or more paragraphs.
               2 On the Home tab, in the Paragraph group, click
                 Line Spacing > Line Spacing Options.
                    The Paragraph dialog box opens.
               3 Select a Line Spacing. ⇒
                    •   Single, 1.5, Double, and
                        Multiple are measurements
                        in lines. If you choose
                        Multiple, also enter a number
                        of lines, in the At box.
                    •   Exactly is a measurement in
                        points, which is set in the At box.


How to         1 Select one or more paragraphs.
change
               2 On the Home tab, in the Paragraph group, click Line Spacing > Line
paragraph
                 Spacing Options.
spacing
               3 Enter the amount of space, in points, Before
                 and/or After each paragraph. ⇒
               4 Click OK.




34 - Slides                                                          © 1993-2007 OmniSkills, LLC
Horizontal Alignment
Objective         Change horizontal alignment in selected paragraphs


What is                Alignment is how text is positioned within a text object (text box).
alignment?             Horizontal alignment is the position of text between the sides of the
                       object: left aligned, centered, right aligned, justified, and distributed. ⇓




                       You can also align text vertically, between the top and bottom of the
                       object. See How to change vertical alignment, page 36.


How to            1 Select one or more paragraphs.
change
                  2 On the Home tab, in the Paragraph group, click
horizontal
alignment           Align Left, Center, Align Right or Justify. ⇒
                       OR

                       Press a keyboard shortcut. ⇓
                       •    Align Left: CTRL+L            •   Align Right: CTRL+R
                       •    Center: CTRL+E                •   Justify: CTRL+J
                  OR

                  1 Select one or more paragraphs.
                  2 On the Home tab, in the Paragraph group,
                    click the dialog launcher.
                       The Paragraph dialog box opens.
                  3    Select an Alignment. ⇒
                  4 Click OK.
                       This is the only way to select the distributed alignment.

Microsoft Office PowerPoint 2007                                                            Slides - 35
Vertical Alignment
Objective     Change alignment in selected paragraphs


What is            Alignment is how text is positioned within a text object (text box).
vertical           Vertical alignment is the position of text between the top and bottom of
alignment?
                   the object: top, middle, and bottom. ⇓




                   In a seemingly oxymoronic way, there are centered versions of the three
                   vertical alignments: top centered, middle centered, and bottom centered.
                   This is not the same as horizontal centering. Here, the text is centered as a
                   unit; with horizontal centering, every line is centered individually.
                   You can also align text vertically, between the top and bottom of the
                   object. See How to change horizontal alignment, page 35.


How to        1 Select one or more paragraphs.
change
              2 On the Home tab, in the
vertical
alignment       Paragraph group, click Align. ⇒
              3 Select an alignment.
              OR

              1 Select one or more paragraphs.
              2 On the Home tab, in the
                Paragraph group, click Align >
                   More Options.
                   The Format Text Effects dialog box opens.
              3 Select a Vertical Alignment: Top, Middle, Bottom, Top Centered, Middle
                Centered, or Bottom Centered.
              4 Click OK.

36 - Slides                                                        © 1993-2007 OmniSkills, LLC
Slide Master
Objective         Identify slide masters and their parts


What are              In addition to defining fonts, colors, and effects, the theme also defines the
slide                 slide master and its slide layouts.
masters?              A slide master is the model for slides in the presentation. A slide master
                      (and accompanying slide layouts) provide the formatting instructions for
                      each slide type, including: the placement and formatting of placeholders;
                      the slide background; and graphic designs and repeating objects.
                      You use slide masters to make formatting consist
								
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