Ms Per Wer Point l162p

PowerPoint 2000 Basic Manual

Kaitech Solutions Limited

February 2005

Kaitech Solutions Limited www.kaitechsolutionlimited.com IT Nigeria Microsoft Office Training Manuals

KAITECH SOLUTIONS LIMITED

FEBRUARY 2005

TABLE OF CONTENTS

INTRODUCTION TO POWERPOINT 2000...............................................................................1 GENERAL................................................................................................................................................................ 1 OVERALL POWERPOINT CONCEPT.................................................................................................................... 1 POWERPOINT AND THE NETWORK.................................................................................................................... 1 INSTRUCTIONS IN THIS MANUAL........................................................................................................................ 1

FILE MANAGEMENT AND HOUSEKEEPING..........................................................................2 NAMING DOCUMENTS.......................................................................................................................................... 2 DELETION OF FILES.............................................................................................................................................. 2

CREATING A POWERPOINT PRESENTATION.......................................................................3 ACCESSING POWERPOINT ................................................................................................................................. 3 POWERPOINT DIALOG BOX................................................................................................................................. 4 .................................................................................................................................................................................. 4 To Choose The Type Of Presentation You Wish To Create...............................................................................4 NEW SLIDE DIALOG BOX..................................................................................................................................... 5 .................................................................................................................................................................................. 5 To Choose An AutoLayout................................................................................................................................... 5

OVERVIEW OF POWERPOINT SCREEN................................................................................6 .................................................................................................................................................................................. 6 TITLE BAR............................................................................................................................................................... 6 MENU BAR.............................................................................................................................................................. 6 TOOLBARS............................................................................................................................................................. 7 SCROLL BARS........................................................................................................................................................ 7 NEXT PAGE, PREVIOUS PAGE............................................................................................................................. 7 VIEW BUTTONS...................................................................................................................................................... 7 NORMAL VIEW....................................................................................................................................................... 8 WINDOW CONTROLS............................................................................................................................................ 8

SLIDE SETUP........................................................................................................................... 9 To Change The Slide Size................................................................................................................................... 9 To Change The Presentation To Portrait.............................................................................................................9

ADDING TEXT TO YOUR SLIDE............................................................................................10 TEXT PLACEHOLDERS....................................................................................................................................... 10 To Add Text To A Placeholder...........................................................................................................................10 To Move To The Next Placeholder.................................................................................................................... 10 ADDING A TEXT BOX.......................................................................................................................................... 10 To Add A Text Box............................................................................................................................................. 10 To Resize A Text Box........................................................................................................................................ 11 EDITING TEXT....................................................................................................................................................... 11

ADDING CLIPART.................................................................................................................. 12 To Add A Clip Art Picture To Your Slide...........................................................................................................12 ................................................................................................................................................................................ 12 ................................................................................................................................................................................ 12 To Move Clip Art................................................................................................................................................ 13 To Resize Clip Art.............................................................................................................................................. 13 To Remove A Clip Art Picture From Your Slide................................................................................................13

ADDING A NEW SLIDE........................................................................................................... 14 To Add A New Slide........................................................................................................................................... 14

POWERPOINT 2000 BASIC MANUAL

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THE BULLET LIST SLIDE......................................................................................................15 To Create A Bulleted List Slide..........................................................................................................................15 CHANGING THE STYLE OF A BULLET POINT..................................................................................................15 To Change An Individual Bullet Point................................................................................................................15 ................................................................................................................................................................................ 16 To change the bullet styles for the whole document.........................................................................................16

SELECTING TEXT..................................................................................................................17 METHODS OF SELECTING TEXT.......................................................................................................................17 To Select A Text Box......................................................................................................................................... 17 To Select Multiple Text Boxes........................................................................................................................... 17

FORMATTING TEXT...............................................................................................................18 FONT...................................................................................................................................................................... 18 ................................................................................................................................................................................ 18 To Format Text.................................................................................................................................................. 18 ALIGNMENT.......................................................................................................................................................... 19 To Change The Alignment................................................................................................................................. 19 LINE SPACING...................................................................................................................................................... 19 ................................................................................................................................................................................ 19 To change the line spacing................................................................................................................................ 19 CHANGE CASE..................................................................................................................................................... 20 To Change The Text Case................................................................................................................................. 20

SAVING YOUR PRESENTATION...........................................................................................21 Saving A New Presentation............................................................................................................................... 21 Saving A Presentation To Include The Latest Changes....................................................................................21

CLOSING A PRESENTATION................................................................................................22 To Close A Presentation.................................................................................................................................... 22 ................................................................................................................................................................................ 22

OPENING AN EXISTING PRESENTATION ...........................................................................23 To Open An Existing Presentation ................................................................................................................... 23 WORKING WITH MULTIPLE FILES.....................................................................................................................23 To Open Multiple Files....................................................................................................................................... 23 To Move Between Open Files............................................................................................................................ 23

THE DRAWING TOOLS.......................................................................................................... 24 ADDING RECTANGLES, OVALS AND LINES....................................................................................................24 ................................................................................................................................................................................ 24 To Add Rectangles and Ovals To Your Page...................................................................................................24 To Add A Line To Your Page.............................................................................................................................24 AUTOSHAPES....................................................................................................................................................... 24 ................................................................................................................................................................................ 25 To Create An AutoShape Shape....................................................................................................................... 25 MOVING AND RESIZING OBJECTS...................................................................................................................25 To Move Any Graphics Object........................................................................................................................... 25 To Resize A Graphics Object............................................................................................................................25

FORMATTING OBJECTS......................................................................................................26 SELECTING OBJECTS......................................................................................................................................... 26 To Select An Object........................................................................................................................................... 26 To Select Multiple Objects By Clicking..............................................................................................................26 To Select Multiple Objects By Dragging............................................................................................................26 To Deselect An Object You Did Not Want Included In The Multiple Selection.................................................26 FORMATTING FILLS, BORDERS, TEXT, SHADOWS AND ..............................................................................27 THE DRAW BUTTON ON THE TOOLBAR..........................................................................................................27 To bring up the pop up Draw Menu...................................................................................................................27 CREATING ARROWS........................................................................................................................................... 28

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To Create An Arrow........................................................................................................................................... 28 FORMAT PAINTER TOOL.................................................................................................................................... 28 To Copy And Paste Formatting......................................................................................................................... 28 To Copy And Paste Formatting To Multiple Objects.........................................................................................28

CUT, COPY AND PASTE........................................................................................................29 ................................................................................................................................................................................ 29 To Cut, Copy And Paste Text............................................................................................................................ 29 To Cut, Copy And Paste An Object................................................................................................................... 29 View The 12 Item Clipboard.............................................................................................................................. 29 ADDING TEXT TO GRAPHICS OBJECTS...........................................................................................................30 ................................................................................................................................................................................ 30 To Add Text To A Graphics Object...................................................................................................................30 TEXT ANCHOR - WRAPPING TEXT IN AN OBJECT.........................................................................................30 To Turn On Word Wrapping In An Object........................................................................................................30 ................................................................................................................................................................................ 30

ADVANCED GRAPHICS......................................................................................................... 31 LAYERING............................................................................................................................................................. 31 To change Layering........................................................................................................................................... 31 GROUPING............................................................................................................................................................ 32 To Group Objects Together............................................................................................................................... 32 To ungroup objects............................................................................................................................................ 32 SELECTING OBJECTS......................................................................................................................................... 32 To Select Multiple Objects By Clicking..............................................................................................................32 To Select Multiple Objects By Dragging............................................................................................................32 To Deselect An Object You Did Not Want Included In The Multiple Selection.................................................32 ROTATING & FLIPPING....................................................................................................................................... 33 ................................................................................................................................................................................ 33 To Rotate An Object.......................................................................................................................................... 33 To Free Rotate................................................................................................................................................... 33 To Flip An Object............................................................................................................................................... 33 ................................................................................................................................................................................ 33 ALIGNING.............................................................................................................................................................. 34 To Align Objects................................................................................................................................................ 34 ................................................................................................................................................................................ 34 SNAP TO GRID..................................................................................................................................................... 35 To Turn The Grid On And Off............................................................................................................................ 35 GUIDES.................................................................................................................................................................. 35 To Turn The Guides On And Off....................................................................................................................... 35 DUPLICATING....................................................................................................................................................... 36 To Duplicate An Object...................................................................................................................................... 36 To Make Multiple Copies, Evenly Spaced Across The Page............................................................................36 UNDOING MISTAKES........................................................................................................................................... 36 To Undo Your Last Action/Mistake.................................................................................................................... 36 ZOOMING IN ON THE PAGE............................................................................................................................... 37 To Zoom In On The Page.................................................................................................................................. 37 To See The Whole Page Again.........................................................................................................................37

CHARTS.................................................................................................................................. 38 ADDING A GRAPH TO YOUR PAGE................................................................................................................... 38 ................................................................................................................................................................................ 38 To Include An Extra Row Of Data In The Datasheet Into The Chart................................................................38 To Exclude Data In The Datasheet From The Chart ........................................................................................39 To Close The Datasheet ................................................................................................................................... 39 THE CHART TOOLBAR........................................................................................................................................ 39 ................................................................................................................................................................................ 39 CHANGING THE CHART...................................................................................................................................... 40 ................................................................................................................................................................................ 40 To Choose A Different Chart Type.................................................................................................................... 40 To Add Or Remove The Legend........................................................................................................................ 40 To Add Or Remove Gridlines............................................................................................................................40


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To Change The Fill Colour Of A Data Series....................................................................................................40 To Change The Pattern Of A Data Series.........................................................................................................40 To Hide Or View The Datasheet........................................................................................................................ 41 To Undo Your Last Action................................................................................................................................. 41 SWITCHING BETWEEN POWERPOINT AND MICROSOFT GRAPH................................................................41 To Return To PowerPoint.................................................................................................................................. 41 To Move The Chart............................................................................................................................................ 41 To Resize The Chart.......................................................................................................................................... 41 To Edit The Chart.............................................................................................................................................. 41

ORGANISATION CHARTS......................................................................................................42 ................................................................................................................................................................................ 42 Creating an Organisation Chart......................................................................................................................... 42 Creating The First Box....................................................................................................................................... 42 ................................................................................................................................................................................ 43 To Make Small Positioning Adjustments...........................................................................................................43 To Align The Objects Through Their Middles....................................................................................................43 Copying The Basic Element Across The Page..................................................................................................43 Creating The Managers Box..............................................................................................................................43 ing Up The Boxes With Lines..................................................................................................................... 44 The Finishing Touches...................................................................................................................................... 44 GENERAL ADVICE............................................................................................................................................... 45 ................................................................................................................................................................................ 45

TABLES................................................................................................................................. 46 Creating A Word Table...................................................................................................................................... 46 ................................................................................................................................................................................ 46 To Return To PowerPoint ................................................................................................................................. 46 To Delete the Table............................................................................................................................................ 46 Creating an Excel Spreadsheet table................................................................................................................47 To Return To PowerPoint.................................................................................................................................. 47 Creating A Table Using PowerPoint Objects.....................................................................................................47

SLIDE SORTER VIEW...........................................................................................................49 Viewing Your Presentation In Slide Sorter View...............................................................................................49 ................................................................................................................................................................................ 49 Changing The Order Of Slides..........................................................................................................................49 Copying Slides................................................................................................................................................... 49 Copying Slides To Another Presentation...........................................................................................................50 To Return To Normal View................................................................................................................................ 50 DELETING SLIDES............................................................................................................................................... 50 To Delete A Slide............................................................................................................................................... 50

SLIDE SHOWS....................................................................................................................... 51 Running A Slide Show....................................................................................................................................... 51 To Move To The Next Slide In The Show..........................................................................................................51 To Return To The Previous Slide......................................................................................................................51 To Draw On A Slide During The Slide Show.....................................................................................................51 To Stop A Slide Show........................................................................................................................................ 51 SLIDE SHOW EFFECTS....................................................................................................................................... 52 ................................................................................................................................................................................ 52 Applying An Effect To A Slide............................................................................................................................ 52 BUILD EFFECTS FOR BULLET LISTS................................................................................................................53 To Apply Build Effects....................................................................................................................................... 53 HIDING SLIDES..................................................................................................................................................... 54 To Hide A Slide During A Slide Show................................................................................................................54 To Unhide A Slide.............................................................................................................................................. 54 AUTOMATING A SLIDE SHOW........................................................................................................................... 54 Rehearsing The Timing Of The Presentation ...................................................................................................54 To Change The Timing For One Slide..............................................................................................................55 To Run An Automatic Slide Show..................................................................................................................... 55

NOTES PAGES VIEW............................................................................................................. 56

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To Create A Notes Page.................................................................................................................................... 56 ................................................................................................................................................................................ 56

PRINTING................................................................................................................................ 57 To Print Your Presentation................................................................................................................................ 57 PRINTING COLOUR SLIDES IN BLACK AND WHITE.......................................................................................58 Print In The Normal Way................................................................................................................................... 58 Print Using The Black & White Option..............................................................................................................58 Print Using The Pure Black & White Option......................................................................................................58

USING TEMPLATES...............................................................................................................59 ................................................................................................................................................................................ 59 CHANGING TEMPLATES..................................................................................................................................... 60 To Change Templates....................................................................................................................................... 60 ................................................................................................................................................................................ 60 EDITING THE SLIDE MASTER............................................................................................................................61 To Edit The Slide Master................................................................................................................................... 61 To Return To Your Presentation ....................................................................................................................... 61

THE SLIDE BACKGROUND...................................................................................................62 To Change The Slide Background.....................................................................................................................62 ................................................................................................................................................................................ 62 To Apply The Background Colour To The Current Slide Only..........................................................................62 To Apply The Background Colour To Every Slide In The Presentation ...........................................................62 REMOVING SLIDE MASTER OBJECTS FROM A SLIDE..................................................................................63 To Turn Off The Slide Master Objects...............................................................................................................63

WORKING WITH COLOUR.....................................................................................................64 FILL EFFECTS ............................................................................................................................................... 64 To Change A Colour In The Colour Scheme.....................................................................................................65 To Apply The Colour Change To The Current Slide Only.................................................................................65 To Apply The Colour Change To Every Slide In The Presentation ..................................................................65 CHANGING THE WHOLE COLOUR SCHEME....................................................................................................66 To Choose A New Colour Scheme.................................................................................................................... 66 To Apply The Scheme To The Current Slide Only............................................................................................67 To Apply The Scheme To Every Slide In The Presentation .............................................................................67

USEFUL KEYBOARD SHORTCUTS......................................................................................68


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INTRODUCTION TO POWERPOINT 2000

GENERAL PowerPoint 2000 is a presentation package. It can be used to create black and white or colour presentations, containing text, graphs, organisation tables, diagrams and pictures. PowerPoint presentations can be printed out on paper, overhead transparencies or shot to 35mm slides. PowerPoint is a Microsoft product and integrates fully with Word and Excel, allowing the incorporation data from all Windows and Windows compatible software. One implication of this is that you can transfer information from one application to another with ease and speed, integrating spreadsheet data or document text into presentations. You can also save your presentations as a web site which can be viewed by others via the internet/intranet. PowerPoint contains many features to assist and simplify the creation process, these include: – – – – –

Templates to encourage presentation style and consistency Clip Art to add useful graphics Toolbar buttons to speed up the way you work A Chart Tool to create graphs Links with Word and Excel to incorporate data from other files

OVERALL POWERPOINT CONCEPT In Word, the text you type appears in a continuous text stream that flows down the page. In Excel, data is entered into spreadsheet cells. In PowerPoint each object (rectangles, circles, lines and text boxes) is created separately and then sits freely on top of the page. Any object can be moved around and resized quite easily. POWERPOINT AND THE NETWORK The PowerPoint software program will be loaded onto your PC. The icon to start the program should be found on the Start ⇐ Programs on the start bar, but it may be located on the desktop Files (presentations) created in PowerPoint should be stored on your available network drives. INSTRUCTIONS IN THIS MANUAL All instructions in this document are in bold. Menu options and Toolbar button commands appear in “quotation marks”. Keyboard commands appear in square brackets, e.g. [Return]. This manual assumes a basic knowledge of Windows.

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FILE MANAGEMENT AND HOUSEKEEPING

NAMING DOCUMENTS Once you have started using PowerPoint, it will be very easy to create large quantities of presentation files. To identify any file you will have to allocate it a name. In PowerPoint - as in many other software packages It is therefore extremely important that a naming strategy is employed to allow for easy identification and retrieval of documents. Naming should not be arbitrary but a logical structured process. that in one years time you may have created many different presentations, and you will need to be able to tell them apart by their name and directory location. It is also important to set up a directory structure, using NT Explorer, into which you can store your PowerPoint files. Perhaps a main directory for all your presentations, which then contains sub-directories by which you can categorise your different presentations. It is advisable to set up the directory structure before you start creating presentations. DELETION OF FILES You will probably not create as many PowerPoint files as you will Word files. However, in order to keep the network server clear of unnecessary files you should follow the standard policy and delete presentations that are no longer required. It is recommended that you look at all your directories and files on a monthly basis and delete those that are no longer necessary. This will serve the dual function of allowing more scope with naming and also of freeing up valuable space for the creation and storage of new files.

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CREATING A POWERPOINT PRESENTATION

ACCESSING POWERPOINT

Click on the Microsoft PowerPoint icon on the menu or click on the icon.

desktop

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POWERPOINT DIALOG BOX The next decision to be made, in the PowerPoint dialog box, relates to the type of presentation you wish to create.

These are the options: Option

Result

AutoContent Wizard

Starts a macro to guide you through the initial steps of choosing the content of your new presentation, from a selection of suggested options.

Template

Brings up the Template dialog box in which you can choose from a large selection of colour or black & white templates.

Blank Presentation

Starts a new presentation with no template attached.

Open Existing Presentation

Brings up the Open dialog box in which you choose the directory and name of an existing PowerPoint presentation.

To Choose The Type Of Presentation You Wish To Create. •

Click on the relevant option, to place a black dot in the white circle

•

Click on the “OK” button At this point - choose the Blank Presentation option

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NEW SLIDE DIALOG BOX When selecting the Blank Presentation option, you will have to choose an AutoLayout for the first page of your presentation, in the New Slide dialog box. The AutoLayouts are pre-designed page layouts, shown as ‘thumbnail’ pictures, offering a choice of commonly used presentation layouts, such as a Title Slide or Bullet List.

To Choose An AutoLayout •

Click on the appropriate AutoLayout thumbnail. (Use the scroll bar to see the full selection)

•

Click “OK”

At this point - choose the Title Slide option

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OVERVIEW OF POWERPOINT SCREEN

The following section describes the features showing on screen once you have opened PowerPoint and chosen an AutoLayout for the first page of your presentation. The AutoLayout shown here is a Title slide.

TITLE BAR The blue Title Bar at the top of the screen shows the name of the application currently running and the name of the current presentation being worked on. By default the first file is called ‘Presentation’, then ‘Presentation2’, ‘Presentation3’, etc., until each file is saved and given its own name. MENU BAR Underneath the Title Bar is the Menu Bar containing a list of ‘drop down’ menus. Menus are accessed by clicking on them. Some menu commands have been assigned keyboard shortcuts which are shown in the menu, to the right of the menu command. For example in the File menu, the Save command is [Ctrl]+[S]. Any menu options shown in grey are not available at your current position in PowerPoint.

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TOOLBARS Toolbars contain buttons that enable the to access menu commands in one easy action. The upper Standard Toolbar contains buttons for opening, saving and printing presentations, undoing mistakes, and inserting objects such as charts and Word tables. The lower Formatting Toolbar contains buttons for formatting text. At the bottom of the screen you will see the Drawing Toolbar, which contains buttons for creating, selecting and manipulating graphics objects such as rectangles and lines. SCROLL BARS Scroll bars are used to move around the pages in your presentation. At the bottom of the screen is the Horizontal Scroll Bar. This is used to move left and right across the page. The Vertical Scroll Bar, on the right hand side of the screen, is used to move up and down a page, and also to move through all the pages of the presentation. •

To use a scroll bar, click on one of the single arrows at the end of the bar to move through your presentation in the direction of the arrow or Click on the scroll box and drag across the scroll bar

NEXT PAGE, PREVIOUS PAGE At the bottom of the Vertical Scroll Bar there are two buttons with double arrows on them. These can be used to move to the next page (down arrows) or previous page (up arrows) in the presentation. VIEW BUTTONS

The five View Buttons are located at the bottom left hand side of the screen. These buttons control the way in which you view your presentation. From left to right the buttons are:,Normal View, Outline View, Slide View, Slide Sorter View, and Slide Show. (These views can also be accessed through the View menu).

At this point - ensure the Normal View button is selected

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NORMAL VIEW The presentation structure organiser on the left of the screen tells you which slide you are viewing.and on the formatting toolbar there is a button. The common tasks are detailed below.

Button

Function

New Slide

Creates a new slide. Brings up the AutoLayout dialog box allowing you to choose a layout for the new slide.

Layout

Brings up the AutoLayout dialog box allowing you to change the layout of the current slide.

Apply Design Template

Brings up the Presentation Template dialog box in which you can choose a new template for all the slides in your presentation.

WINDOW CONTROLS At the top of the screen, on the right, are found the following Window controls: Minimise a window Maximise a window Restore a window to its previous size Closing a window, application.

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SLIDE SETUP

PowerPoint presentations can be produced as Overheads, 35mm Slides or printed out on A4 paper. Because each format is a slightly different size (in of height to width ratio) it is worth establishing the appropriate slide size at the beginning of your presentation. The default orientation for all presentations is landscape. If you need to change the orientation to portrait, you can do so in the Slide Setup dialog box. To Change The Slide Size •

In the “File” menu choose “Slide Setup”

•

In the Slides Sized for drop down list, choose the appropriate size

To Change The Presentation To Portrait •

In the Orientation box for Slides choose Portrait

•

Click on the “OK” button

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ADDING TEXT TO YOUR SLIDE

Text can be added to a slide either by entering the text into a ‘Text Placeholder’, or by creating a text box on the slide and then adding text to it. TEXT PLACEHOLDERS Placeholders are text boxes created in the presentation template, that link through to each slide in the presentation. The format and location of the Placeholder text is established in the template and applies to each slide in the presentation. Placeholders are characterised by the phrase ‘Click to add xxxx’. (This phrase does not print out if no text is entered). To Add Text To A Placeholder •

Click in the Placeholder, to insert the text insertion point

•

Start typing. The text automatically wraps when it comes to the end of the text box

•

Press [Return] to create a new paragraph

To Move To The Next Placeholder •

Click in the next Placeholder or Press [Ctrl]+[Return] to move automatically to the next Placeholder

TIP

Pressing [Ctrl]+[Return] when positioned in the last Text Placeholder on a slide will create a new slide, with a Bullet List AutoLayout.

ADDING A TEXT BOX Additional text can be added to a slide that is independent of the existing Text Placeholders. Additional text boxes are created using the Text tool, on the Drawing Toolbar To Add A Text Box •

Click on the Text tool

•

Click on the slide, but not on an existing Placeholder or another text box

This adds a small text box with the text insertion point flashing inside it. When you start typing the box will continue to expand to the right, without wrapping to the next line, until the box is manually resized.

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To Resize A Text Box •

Click in the text

This inserts the text cursor, and also brings up the dashed border of the text box. •

Click on the dashed border of the box to select it

When an object is selected the eight selection handles will appear around its border. •

Click on a handle and drag to resize

Side handles resize in two directions. Corner handles resize in four directions.

TIP

You can create and size a text box at the same time by selecting the Text tool and then clicking on the slide and dragging out the box size you require.

EDITING TEXT The following keys can be used for editing and moving around inside a text box: Key

Result

[Backspace]

Deletes the letter to the left of the text insertion point

[Delete]

Deletes the letter to the right of the text insertion point

[Home]

Moves the text insertion point to the beginning of a line

[End]

Moves the text insertion point to the end of a line

The Left and Right Arrow Keys

Moves the text insertion point one character to the left or right

The Up and Down Arrow Keys

Moves the text insertion point one line up or down

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ADDING CLIPART

PowerPoint contains a large collection of ready made Clip Art pictures, including maps, flags and signs, that can be added to any slide. If you have any problems using Clip Art then it probably hasn’t been installed properly. the IT department for assistance. To Add A Clip Art Picture To Your Slide •

Click on the Insert Clip Art button on the Drawing Toolbar, to open the Clip Art dialog box

The PowerPoint Clip Art library is divided into categories such as Animals, Buildings and People. •

Choose a Category by clicking on the category name

Thumbnail pictures are shown of the existing clip art for that category. •

Click on the clip art picture you require, to select it

•

Click on the “insert clip”

button from the pop up list

Once the Clip Art is on the page it can be resized or moved to any position.

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To Move Clip Art •

Click on the picture and drag to a new position

To Resize Clip Art •

Click on the picture to select it, bringing up the selection handles

•

Click on a corner handle and drag to resize the picture while maintaining its proportions or Click on a side handle and drag to change its proportions

To Remove A Clip Art Picture From Your Slide •

Click on the picture to select it

•

Press [Delete]

 TIP

You can also use Clipart to insert sounds and motion pictures

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ADDING A NEW SLIDE

There are several ways to add a new slide to a presentation. The easiest way is to use the New Slide icon

on the Standard toolbar.

To Add A New Slide

14

•

Click on the “New Slide” icon on the Standard toolbar

•

Select the appropriate AutoLayout for your new slide in the New Slide dialog box

•

Click “OK”



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THE BULLET LIST SLIDE

Bulleted lists are a common way of displaying textual information in presentations. In PowerPoint the Bullet List AutoLayout provides a preformatted bullet list containing five levels of bullet points. Each level has a different bullet point such as dots or dashes, and each successive level has a smaller font size than the previous. These styles can all be changed to suit your needs. To Create A Bulleted List Slide •

Click on the “New Slide” button

•

In the New Slide dialog box choose the Bullet List AutoLayout

•

Start typing in the ‘Click to add text’ placeholder, pressing [Return] to create the next bullet point

•

To move to the next bullet level down use the [Tab] key (demotes - to the right) or To move to the next bullet level up press [Shift]+[Tab] (promotes - to the left)

•

Use [Shift]+[Return] (a soft return) to create a new line without a bullet point

CHANGING THE STYLE OF A BULLET POINT Bullet point styles can be changed individually using the Bullet command in the Format menu. But to create a new bullet point style that can be used consistently throughout your presentation you should change the bullet list styles on the Slide Master template. To Change An Individual Bullet Point •

Click in the line of text associated with the bullet point to change

•

In the “Format” menu choose “Bullets and numbering” to bring up the Bullet dialog box (see next page)

•

In the ‘Bullets tab dialog box click on

(Wingdings contains interesting symbols for bullet points, such as  . Normal Text uses the same font as the bullet list text)

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•

Click on the

•

Click on a bullet point icon to select it

•

To make the bullet point a different size from the bullet list text, increase or decrease the ‘Size’ (as a percentage of the text size)

•

Click “OK” to okay the changes and return to your presentation

icon

To change the bullet styles for the whole document •

In the “View” menu choose “Master”, then “Slide Master”

The five bullet levels are displayed in the bullet text placeholder on the Slide Master. •

To change a bullet style for a particular level click in the line of text associated with it

•

In the “Format” menu choose “Bullet”

•

As described in the previous section - choose a bullet font in the Bullets From box and select a bullet style

•

Click on “OK” to return to the Slide Master

Repeat these actions for each bullet point level you wish to change. •

To return to your presentation select the “View” menu and choose “Slide” or Click on the “Slide View” button at the bottom of the screen

The changes you make to the bullet points on the Slide Master will affect every existing and new Bullet Slide in your presentation, except for slides where you have changed the bullet styles on the slide itself, as this overrides the Slide Master.

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SELECTING TEXT

In order to change the appearance of any text (i.e. to format it) you must first select the text that you wish to change. METHODS OF SELECTING TEXT To Select

Action

A piece of text

Click at the beginning of the text and drag through to the end or Click at the beginning of the text, hold down the [Shift] key, click at the end

A word

Double click on the word

A sentence

[Ctrl]+click in the sentence

A paragraph

Triple click in the paragraph

All the text in a text box

Click in the text, and press [Ctrl]+[A]

To format all the text in a text box you can either select all the text within the box, or you can select the text box itself. To Select A Text Box •

Click in the text to bring up the dashed text box border

•

Click on the dashed border to select it, bringing up the selection handles

You can also select several text boxes together, and then format all the text in those boxes together To Select Multiple Text Boxes •

Click in the first text box

•

Hold down the [Shift] key and click on each additional text box

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FORMATTING TEXT

Once the text has been selected you are ready to format it. FONT The Format Font dialog box allows you to change the Font, the Font Style, the text Size and the text Colour.

To Format Text •

Select the text

•

In the “Format” menu choose “Font”

•

Make the appropriate changes in the Font dialog box

•

Click “OK” when done

There are also some ‘Effects’ that can be used, these are: Effect Name

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Effect Result

Underline

To underline text

Shadow

To add a shadow to your text. This method of shadowing text is the correct way, rather than using the Shadow button on the Drawing Toolbar

Emboss

To emboss your text making it the same colour as the slide background with lighter and a darker shadows. (This is difficult to explain - try it and see. It works best with text on colour slides with a dark background)

Superscript

To make a character superscript, e.g. the 2 in 300m 2

Subscript

To make a character subscript, e.g. the 2 in H2O

Offset

Controls the distance the superscript or subscript character is offset from the text baseline



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ALIGNMENT There are four alignment choices for text paragraphs: Left, Centre, Right and Justify. To Change The Alignment •

Select the paragraphs to change

•

In the “Format” menu choose “Alignment”

•

In the drop down menu choose an Alignment style

LINE SPACING The control of line spacing in PowerPoint is quite versatile. You can change the line spacing by small increments. You can also use before and after paragraph spacing. The spacing measurements can be in lines or points.

To change the line spacing •

Select the text paragraphs to change

•

In the “Format” menu choose “Line Spacing”

•

Select new values for the Line Spacing, Before Paragraph spacing and After Paragraph spacing as required. The drop down menu to the right of each spacing box allows you to change the spacing measurements from lines to points

•

Choose “OK” when done

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CHANGE CASE The Change Case feature allows you to change the case of text without having to retype it. There are five different text case options, these are: Case

Text Effect

Sentence case

Capitalises the first letter of the first word in each sentence.

lowercase

makes all characters lowercase

UPPERCASE

MAKES ALL CHARACTERS UPPERCASE

Title Case

Capitalises The First Letter Of Every Word

tOGGLE cASE

mAKES eVERY wORD uPPERCASE eXCEPT fOR tHE fIRST lETTER wHICH iS lOWERCASE

To Change The Text Case

20

•

Select the text to change

•

In the “Format” menu choose “Change Case”

•

Select a new case style

•

Click “OK”



FEBRUARY 2005

SAVING YOUR PRESENTATION

If you are saving a presentation for the first time you will need to choose a name to save it with, and a directory to save it into. Presentation file names cannot be longer than eight characters. PowerPoint files are given the three character extension ‘ppt’ (you do not need to type this in when you save the presentation). Saving A New Presentation •

In the “File” menu choose “Save As”

•

In the File Name box type in a name for your

•

Select the relevant drive by clicking the Save in drop down arrow

•

Select the relevant directory and sub-directories by double clicking on each directory name in turn from the lists shown

•

Click on “Save” to save the presentation

Saving A Presentation To Include The Latest Changes Once you have saved and named your presentation for the first time you can save the presentation at any time, to include the latest changes, using the Save button. It is a good idea to save your work regularly, perhaps every 15 minutes, especially if you are working on a large presentation containing many charts or inserted Word or Excel tables, as your computer will be at greater risk of crashing. •

Click on the “Save” button on the Standard Toolbar

21


FEBRUARY 2005

CLOSING A PRESENTATION

It is a good idea to Save your presentation before you close it. To Close A Presentation •

In the “File” menu choose “Close”

If you try to close a presentation that contains unsaved changes, a dialog box will appear asking you if you wish to save your changes before closing down the presentation.

•

Click “Yes” to save and close the presentation

•

Click “No” to close the presentation without saving the changes

•

Click “Cancel” to return to your presentation



Warning

if you choose “No” you will lose all the changes you have made to your presentation since you last saved it!

22



FEBRUARY 2005

OPENING AN EXISTING PRESENTATION

To Open An Existing Presentation •

In the “File” menu choose “Open”

•

Select the relevant drive, by clicking on the Look In drop down arrow

•

Select the relevant directory and sub-directories by double clicking on each directory from the list

•

A list of the PowerPoint files in that directory will appear with a preview of the first slide on the right hand side of the Open dialog box. Click on the file you want

•

Click on the “Open” button

WORKING WITH MULTIPLE FILES It is possible to have several files open at the same time. This is very useful if you wish to copy and paste information from one presentation into another. To Open Multiple Files •

Follow the steps shown above to open each presentation

To Move Between Open Files •

Click on the “Window” menu

A list of all the files/presentations currently open is displayed at the bottom of the drop down menu. •

Click on the file you wish to view

23


FEBRUARY 2005

THE DRAWING TOOLS

ADDING RECTANGLES, OVALS AND LINES Graphics objects, such as rectangles, elipses and lines, are all added to the page using buttons found on the Drawing Toolbar. Each object created on the page exists in its own layer. The last object to be drawn sits in the top most layer and will hide any object underneath it. To find out how to move an object up or down a layer - see the section on Layering.

To Add Rectangles and Ovals To Your Page •

Click on the Drawing Toolbar button for the object you want to create

•

Click on the page to establish the starting point of the shape and drag down and across the page. Release the mouse to finish creating the shape

TIP

To create a perfect square or circle - hold down the [Shift] key as you create the shape. Release the mouse before you release the Shift key.

To Add A Line To Your Page •

Click on the Line Tool button

•

Click on the page to establish the starting point of the line and drag across the page. Release the mouse to finish creating the line

TIP

To create a perfect horizontal or vertical line - hold down the [Shift] key as you create the line. Release the mouse before you release the Shift key.

AUTOSHAPES The AutoShapes Toolbar contains buttons for creating a whole array of interesting and useful shapes.

24



FEBRUARY 2005

To bring up the AutoShapes Toolbar click on the AutoShapes button on the Drawing Toolbar Then select the type of shape required

To Create An AutoShape Shape •

Click on the AutoShape button for the shape you wish to create

•

Click on the page and drag down and across

•

Release the mouse to finish creating the shape

MOVING AND RESIZING OBJECTS All the objects that you create on your page can easily be moved into a new position. To Move Any Graphics Object •

Just click on the object and drag it across the page

 Help - The Object Will Not Move? The problem could be that the object is hollow, i.e. it has no fill. This means that when you click on it you are in fact clicking through the object to the page behind. To move such an object you need to click and drag on the object border (but not on a selection handle or you will resize the object).

To Resize A Graphics Object •

Click on the object to select it. This will bring up its selection handles

•

Click on a handle and drag to resize

TIP

To resize an object while maintaining its proportions - Hold down the [Shift] key as you resize the object. Release the mouse before you release the Shift key.

25


FEBRUARY 2005

FORMATTING OBJECTS

All graphics objects in PowerPoint can be formatted. The formatting options available for objects are fill colours, border lines styles, Text Colour shadows and 3D formatting. In order to format any object you must select it first. You can select multiple objects together and apply the same formatting to all the objects in one go. SELECTING OBJECTS You can tell if an object is selected because its eight selection handles will be visible. To Select An Object •

Click on the object

To Select Multiple Objects By Clicking •

Click on the first object you wish to select

•

Hold down the [Shift] key and click on each additional object

There is a faster method available for selecting a large number of different objects. To Select Multiple Objects By Dragging •

Click on the “Selection Tool” on the Drawing Toolbar

•

Click on an empty part of the page and drag out a rectangular box shape that encomes the objects you wish to select. Everything totally contained within the box, when you release the mouse, will be selected

To Deselect An Object You Did Not Want Included In The Multiple Selection •

TIP

Hold down the [Shift] key and click on that object

If you want to select most of the objects on a page but not all of them, it is sometimes quicker to select all the objects on the page, using the command [Ctrl]+[A], and then to hold down the [Shift] key and click on each object you don’t want to select.

 Help - I Cannot Select An Object? The problem could be that the object is hollow, i.e. it has no fill. This means that when you click on it you are in fact clicking through the object to the page behind. To select such an object you need to click on the object border.

26



FEBRUARY 2005

FORMATTING FILLS, BORDERS, TEXT, SHADOWS AND There are buttons on the Drawing Toolbar that can be used to formatting objects

•

Select the object

•

Click on the relevant format button

These buttons will bring up a pallete of options to select from. Click on the option of your choice to select it. THE DRAW BUTTON ON THE TOOLBAR Once you get this far in PowerPoint it is time to talk about the Draw button on the Toolbar. This contains some useful options for formatting and arranging graphics objects. You can group objects together Determine their order or layering on the page Plus move them around or align them how you like.

To bring up the pop up Draw Menu •

Click on the Draw button

27


FEBRUARY 2005

CREATING ARROWS We have already seen that there are a number of fat arrow shapes available in the AutoShapes Toolbar. However, if you want to create a thin arrow in PowerPoint, you must create a line and then apply an arrow head to it, using the Arrowheads button.

To Create An Arrow •

Use the Line Tool to draw a line on your page

•

Select the line

•

Click on the Arrowheads button

•

In the drop down menu select an arrowhead style

FORMAT PAINTER TOOL The Format Painter Tool, located on the Standard Toolbar, is used to copy and paste formatting from one object to another. This is a useful tool for speeding up the formatting process, but don’t forget that you can select multiple objects and apply the same formatting to all objects at once.

To Copy And Paste Formatting •

Select the object you wish to copy the formatting from

•

Click on the “Format Painter” tool

•

Click on the object you wish to apply the formatting to

To Copy And Paste Formatting To Multiple Objects

28

•

Select the object you wish to copy the formatting from

•

Double click on the “Format Painter” tool

•

Click on each object that you wish to apply the formatting to

•

Click on the “Format Painter” tool to turn it off



FEBRUARY 2005

CUT, COPY AND PASTE

The Cut and Paste commands can be used to move text or graphics. Cut removes a selected object from the page, placing it on the Clipboard. Paste then places the object from the Clipboard onto the page. The Copy and Paste commands can be used to copy text or graphics. Copy places a copy of the selected object in the Clipboard. Paste then places the object from the Clipboard onto the page. There are toolbar buttons for these three commands on the Standard Toolbar.

Cut

Copy

Paste

To Cut, Copy And Paste Text •

Select the text to cut or copy by highlighting it

•

Click on the “Cut” or “Copy” button as appropriate

•

Click in the text to choose the position the text will be pasted into

•

Click on the “Paste” button

To Cut, Copy And Paste An Object •

Select the object(s)

•

Click on the “Cut” or “Copy” button

•

Move to the page and area you wish to paste the object to and click on the “Paste” button

View The 12 Item Clipboard Copy up to 12 items then paste them all into a document on after the next. •

Select View ⇐ Toolbars ⇐ Clipboard

29


FEBRUARY 2005

ADDING TEXT TO GRAPHICS OBJECTS In some presentation programs, to create a shape that contains text, you have to create the shape and the text as two separate objects, and then lay the text over the top of the shape. In PowerPoint all graphics objects (rectangles, ovals and AutoShapes, etc.) can have text inserted into them.

Rectangle containing text

Circle containing text

AutoShape containing text

AutoShape containing text

To Add Text To A Graphics Object •

Right click on the shape and select Add Text, this will insert the text cursor into the shape (if the shape has no fill you will have to double click on the shapes border)

•

Type the text you wish to insert

The text will be inserted in one long line which may stick out of the object. To remedy this you can either resize the object using a selection handle. Or you can make the text wrap around at the end of the object’s borders using the Text Anchor command (see next). TEXT ANCHOR - WRAPPING TEXT IN AN OBJECT To Turn On Word Wrapping In An Object

30

•

Select the object

•

In the “Format” menu choose “Auotshape”

•

Click on the Text Box tab

•

Turn on “Word-wrap Text in Auotshape”

•

Click “OK”



FEBRUARY 2005

ADVANCED GRAPHICS

The last eight buttons on the Drawing+ Toolbar can be used to manipulate the graphics objects you have already created. LAYERING Each graphic and text object you create exists in its own layer. The first object created sits on the bottom layer, closest to the page. The last object created sits on the top layer, closest to the viewer (you). Objects sitting on higher layers can obscure objects on lower layers if they overlap. However, you can change the layer of any object, moving it backward or forward one layer at a time. To change Layering •

Select the object to move

•

Click on Draw then Order

•

Click on the “Bring Forward” button to move the object up a layer (closer to the top) or Click on the “Send Backward” button to move the object down a layer (closer to the page)

TIP

On a page containing many objects you may have to click on the Send Backward button quite a number of times to send an object all the way to the bottom layer. To do this in one go you can select the object and in the “Draw” menu choose “Send to Back” to move it to the very bottom layer or “Bring to Front” to bring it the very top layer, in one go.

31


FEBRUARY 2005

GROUPING In PowerPoint it is possible to group objects together. This means that separate objects, once grouped, will become treated as one object. You can then move them all together or resize them together. They can also be ungrouped at a later date, becoming separate objects again. If you select multiple objects, each object will have its own selection handles showing. Once the objects are grouped together there will only be one set of selection handles showing. You can use these handles, in the usual way, to resize the whole grouped object. To Group Objects Together •

Select all the objects (if you have forgotten how to select multiple objects, see below)

•

Click on Draw then “Group”

To ungroup objects •

Click on the grouped object to select it

•

Click on Draw then “Ungroup”

SELECTING OBJECTS To Select Multiple Objects By Clicking •

Click on the first object you wish to select

•

Hold down the [Shift] key and click on each additional object

There is a faster method available for selecting a large number of different objects. To Select Multiple Objects By Dragging •

Click on the “Selection Tool” on the Drawing Toolbar

•

Click on an empty part of the page and drag out a rectangular box shape that encomes the objects you wish to select. Everything totally contained within the box, when you release the mouse, will be selected

To Deselect An Object You Did Not Want Included In The Multiple Selection •

32

Hold down the [Shift] key and click on that object



FEBRUARY 2005

ROTATING & FLIPPING

B la h B la h

B la h B la h

B la h B la h

B la h B la h

In PowerPoint you can rotate text boxes and graphics objects on the page. You can even rotate grouped objects.

Objects can also be flipped horizontally or vertically to create a mirror image of the original. To Rotate An Object •

Select the object

•

Click on Draw then Rotate or Flip then “Rotate Left” or “Rotate Right” to rotate the object 90 degrees left or right

To Free Rotate •

Select the object

•

Click on "Free Rotate"

•

Use one of the 4 corner handles on the object to click and drag to free rotate it

icon

To Flip An Object •

Select the object

•

Click on the “Flip Horizontal” or “Flip Vertical” buttons

Here is a diagram to show the difference between Flipping and Rotating. The face was created using PowerPoint shapes which have been grouped together.

33


FEBRUARY 2005

ALIGNING It is possible to align objects together so that they sit neatly on the page in a row or column. To Align Objects •

Select all the objects you want to align

•

In the “Draw” menu choose “Align or Distribute” to bring up the following menu

•

Click on the appropriate alignment or distribute option

Here are examples of the six different ways that objects can be aligned. These objects have been aligned by their ‘Tops’

These objects have been aligned by their ‘Middles’

These objects have been aligned by their ‘Bottoms’

34



These objects have been aligned by their ‘Lefts’

A

FEBRUARY 2005

These objects have been aligned by their ‘Centres’

These objects have been aligned by their ‘Rights’

A

A

SNAP TO GRID For a more accurate placement of objects on a slide, you can make use of the grid - a series of invisible, criss-crossing lines about one-twelfth of an inch apart. When you move an object close to one of the invisible gridlines, it jumps to it as though it were a magnet. You can turn the grid on or off. The Snap to Grid feature is useful for connecting boxes with lines or arrows. But you need to have the grid on before you create any of the objects. To Turn The Grid On And Off •

In the drawing toolbar click on “Draw”, choose “Snap" then "To Grid” to turn the grid on. (You'll see the icon for Snap To Grid indented when it's on)

•

In the drawing toolbar click on “Draw”, choose “Snap" then "To Grid” again to turn the feature off

 TIP

You can also select Draw ⇐ Snap ⇐ To Shape which will align objects with gridlines that go through the vertical and horizontal edges of other shapes in the active field

GUIDES If you want some help placing objects in the middle of the page you can turn on the Guides. These are two dotted lines that run horizontally and vertically through the centre of the page. To Turn The Guides On And Off •

In the “View” menu choose “Guides”. This will turn the Guides on.

•

Choose “Guides” again to turn the feature off

35


FEBRUARY 2005

DUPLICATING You can make copies of objects using Copy and Paste. You can also use the Duplicate command. To Duplicate An Object •

Select the object

•

In the “Edit” menu choose “Duplicate”, or use the keyboard shortcut [Ctrl]+[D]

TIP

There is a useful advantage in using Duplicate if you want to make a number of copies that are evenly spaced out on the page. See the instructions shown below.

To Make Multiple Copies, Evenly Spaced Across The Page •

Select the object to copy

•

Press[Ctrl]+[D] to duplicate once, but do not deselect the duplicated object

•

Use the keyboard cursor keys (the arrow keys) to move the duplicated object across the page. (This works better if ‘Snap to Grid’ is turned on)

•

With the duplicated object still selected, press [Ctrl]+[D] again and again to create each additional copy

Each new copy will be offset from the last copy by the distance you moved the first duplicate using the arrow keys

UNDOING MISTAKES If you make a mistake you can undo it using the Undo button. But you can only undo your last action. So if you make a mistake, you must undo it immediately before you do anything else. To Undo Your Last Action/Mistake •

36

Click on the Undo button on the Standard Toolbar



FEBRUARY 2005

ZOOMING IN ON THE PAGE It is possible to zoom in on the page to see your work in more detail. This feature is very useful for working with small text that is hard to read or complex diagrams that contain many small elements. To Zoom In On The Page •

Click anywhere on the slide

•

Click on the drop down arrow button for the “Zoom ControI” on the Standard Toolbar. This will open a drop down menu containing a variety of magnification values

•

Choose a value. The higher the value, the closer you will zoom in to the page.

To See The Whole Page Again •

TIP

Click on the “Zoom Control” drop down arrow and choose 50%

To zoom in on a particular object - select the object and then choose a magnification value in the drop down menu.

37


FEBRUARY 2005

CHARTS

In PowerPoint you can create charts to display numerical information in a more interesting and informative way. Charts are created using Microsoft Graph, a separate program which opens up within PowerPoint (and makes everything run much slower). ADDING A GRAPH TO YOUR PAGE There are two ways to add a graph to a page/slide: •

Either create a new slide choosing the Graph AutoLayout, then double click on the graph icon where it says ‘Double click to add graph’ or To add a graph to any page, click on the “Insert Graph” button on the Standard Toolbar

Either method will open up Microsoft Graph, placing a copy of the default graph (a 3D Column Chart) on the page and displaying the Presentation Datasheet containing the data for this graph. The Datasheet resembles an Excel spreadsheet, consisting of columns and rows that intersect to create individual cells. Each piece of data is stored in its own cell. You are expected to update this datasheet with your own data, (and to change the chart type if necessary) •

Enter your own data into the Datasheet

Microsoft Graph does not automatically include all the data entered on the Datasheet in the graph To Include An Extra Row Of Data In The Datasheet Into The Chart •

38

Double click on the row heading (i.e. the grey box with the row number in it). This puts a sort of 3D effect on the box, meaning it is ‘on’. Similarly to include an extra column of data in the chart double click on the grey column heading



FEBRUARY 2005

To Exclude Data In The Datasheet From The Chart •

Double click on the row or column heading of the relevant data row or column in the Datasheet

To Close The Datasheet This will allow you to see the chart more clearly •

Click on the “View Datasheet” button on the Chart Toolbar

THE CHART TOOLBAR When Microsoft Graph is running, the PowerPoint toolbars are replaced by the Microsoft Graph Standard Toolbar. This Toolbar contains buttons that can be used to: view and edit the graph data; change the graph type; add legends and gridlines and change the colours and patterns of different chart elements. This is what the Graph Toolbar looks like:

39


FEBRUARY 2005

CHANGING THE CHART Each time you use the Insert Graph button to create a chart, you create a 3D Column chart (the default chart). Once you have entered your own data into the Datasheet the Column chart will change to reflect the new data. Here is an example chart showing monthly expenditure for rent, food, travel and drink.

Having entered your own data into the Datasheet you will probably want to alter the appearance of the chart, and may even wish to change the chart type itself. This can be done using the buttons on the Chart Toolbar. These are some of the changes you may wish to make: To Choose A Different Chart Type •

Click on the drop down arrow part of the “Chart Type” button. This will bring up a list of different chart icons. Choose the chart type you require

To Add Or Remove The Legend •

Click on the “Legend” button

To Add Or Remove Gridlines •

Click on the “Horizontal Gridlines” or “Vertical Gridlines” buttons

To Change The Fill Colour Of A Data Series •

Click on the series (to select it), and click on the drop down arrow part of the “Fill Colour” button. Choose a colour from the drop down colour palette

To Change The Pattern Of A Data Series

40

•

Double Click on the series (to select it),

•

Click on the fill effects button

•

Choose a pattern style

•

Click on OK twice



FEBRUARY 2005

To Hide Or View The Datasheet •

Click on the “View Datasheet” button

To Undo Your Last Action •

Click on the “Undo” button

SWITCHING BETWEEN POWERPOINT AND MICROSOFT GRAPH If the Chart Toolbar is showing then you are in Microsoft Graph. There will also be a thick dashed blue and white border around your chart. You can edit the data and the chart when you are in Microsoft Graph, but you can only move and resize the chart when you are in PowerPoint. To Return To PowerPoint •

Click on the presentation page away from your chart

To Move The Chart •

In PowerPoint, click on the chart and drag it across the page into a new position (as you would move a graphics shape)

To Resize The Chart •

In PowerPoint, click on the chart once to select it, bringing up the eight selection handles

•

Click and drag on a selection handle to resize

To Edit The Chart •

Double click on the chart

This will activate the chart and take you back into Microsoft Graph, bringing up the Chart Toolbar and the dashed blue and white border around the chart

TIP

As a general rule you can format any chart element by double clicking on the element to bring up a dialog box containing appropriate choices.

41


FEBRUARY 2005

ORGANISATION CHARTS

In PowerPoint there is a facility for creating Organisation Charts, called Org Plus. Like Microsoft Graph, Org Plus is a separate program that opens up within PowerPoint (but causes your computer to run much slower). Org Plus is useful for putting together small Organisation Charts. But if you have to create large or complicated Organisation Charts, or edit existing ones, it is not very versatile. Basically I don’t recommend it. My advice is to create Organisation Charts using the basic PowerPoint tools rectangles, text boxes and lines. These elements can then be arranged to create any Organisation Chart, no matter how complex. They can also be edited, copied or moved, very easily, to make any changes that might arise at a later date. Here are some useful tips for creating an Organisation Chart. We will work towards creating the chart shown below. Nearly all of these techniques have already been covered in this manual.

Kate Cooper IT Manager

Mark Simpson

Jane Parker

John Doe

Systems

Help Desk

IT Trainer

Creating an Organisation Chart •

Create a new blank page

Should Snap to Grid be on or off? - If you are creating a simple Organisation Chart with a few boxes filling the page then have Snap to Grid on. If you are creating a complex Organisation Chart that will contain many small boxes then it will be easier to turn Snap to Grid off Creating The First Box •

Create the first box (for Mark Simpson) by drawing a rectangle on the page and placing two separate text boxes on top of it

•

Type the necessary text into each text box

•

Select and format each rectangle and text box

TIP

42

To avoid having to resize any boxes at a later date, it is best to start by creating the box containing the most text. This will establish the maximum box size.



Mark Simpson Systems

FEBRUARY 2005

Rectangle - White Fill Colour, Shadow Text Box - 12 Point Size, Bold, Centre Alignment Text Box - 12 Point Size, Centre Alignment

Unless you have a good eye for detail you may find it difficult to align the rectangle and text boxes together. However, it is worth getting the first box just right because we are going to duplicate it across the page, so any mistakes will be multiplied. To Make Small Positioning Adjustments •

Select the object to move and use the arrow cursor keys on the keyboard to nudge the object across the page. (If Snap to Grid is off objects will move a smaller distance across the page)

To Align The Objects Through Their Middles •

Select all three objects and, in the “Draw” menu, choose “Align or Distribute” and then “Align Middle”

Copying The Basic Element Across The Page •

Turn the “Snap to Grid” feature on for this bit (in the “Draw” menu)

•

Select the rectangle and two text boxes

•

Use the [Ctrl]+[D] keyboard command to duplicate the selected objects

•

Without deselecting the duplicated objects, press the up arrow key on the keyboard twice (to move the objects in line with the original). Then use the right cursor arrow to move the objects across the page until there is roughly a 1cm gap between them

•

With the duplicated objects still selected, press [Ctrl]+[D] again to create an additional copy

This third copy will be offset from the last copy by the distance you moved the first duplicate using the arrow keys Creating The Managers Box •

Make sure that “Snap to Grid” is turned on in the “Draw” menu

•

Select the middle rectangle and text boxes

•

Use [Ctrl+D] to duplicate the objects

•

Press the left keyboard cursor arrow key twice to line the objects up with the middle box. Then use the up cursor arrow to move the duplicated objects at least 2cm above the middle box

43


TIP

FEBRUARY 2005

If Snap to Grid is on, the cursor arrow keys move objects by one grid snap amount at a time (1/12 of an inch). Duplicated objects are offset from the original object by two snap to grid amounts. So you can line up duplicated objects by pressing twice on the relevant cursor arrow. Twice up and twice left will place a duplicated object directly over the original copy. This knowledge is useful for copying objects and lining them up neatly.

ing Up The Boxes With Lines •

Select the appropriate connector from the Autoshapes Connectors menu.

•

Click on the Blue handles that appears the box the cursor is over and drag the connector to the other box you want the line to connect between

The Finishing Touches Unless you have been lucky or clever your Organisation Chart is probably not sitting in exactly the correct position on the page. If that is the case then follow these steps: •

Select all of the objects in your Organisation Chart

•

Click on the “Group” button to group everything together as one object

•

Click on the grouped object and drag it across the page to move the whole thing in one go

 Help - I Can’t Select The Grouped Object! When clicking on a grouped object - if you click on text PowerPoint thinks you want to edit the text. If you click on the space between objects you are in fact clicking through to the page behind and will select nothing. To select and drag a grouped object you need to click on a solid object within the group, i.e. a line, filled shape or rectangle border.

44



FEBRUARY 2005

GENERAL ADVICE Do not be afraid to zoom in on the page to see and arrange your chart elements in more detail. Objects that look centred or aligned at 50% magnification are not always so neat on closer inspection. In most large Organisation Charts there are patterns of boxes that are repeated across the chart. You will save time if you can create the basic pattern and then group and copy it to build up the rest of the chart. Then all you have to do is change the text. Kate Cooper IT Manager

Kate Cooper

Kate Cooper

Kate C ooper

IT Manager

IT Manager

IT Manager

Mark Simpson

Jane Parker

John Doe

Mark Simpson

Jane Parker

John Doe

Mark Simpson

Jane Parker

John Doe

Systems

Help Desk

IT Trainer

Systems

Help Desk

IT Trainer

Systems

Help Desk

IT Trainer

Kate Cooper

Kate Cooper

Kate C ooper

IT Manager

IT Manager

IT Manager

Mark Simpson

Jane Parker

John Doe

Mark Simpson

Jane Parker

John Doe

Mark Simpson

Jane Parker

John Doe

Systems

Help Desk

IT Trainer

Systems

Help Desk

IT Trainer

Systems

Help Desk

IT Trainer

45


FEBRUARY 2005

TABLES

In PowerPoint, there are several ways to create a table. You can insert a Word table, insert part of an Excel spreadsheet or use the basic PowerPoint tools to construct your own. Each method has its own merits and drawbacks. A Word table can be created in your presentation by using the Tables and Borders Toolbar

and the Insert Table

icons on the standard toolbar.

Using an Excel spreadsheet table has the same advantages as using a Word table. It is easy to insert, Select Insert ⇐ Object ⇐ Microsoft Excel Worksheet Creating a table using the basic PowerPoint elements (rectangles, text boxes and lines) Creating A Word Table •

Click on the Insert “Insert Table” button in the Standard Toolbar

•

In the drop down grid box, drag across and down to choose the size of your table, where each little box represents one table cell

To Return To PowerPoint •

Click outside the table, on your presentation page

To Delete the Table

46

•

Click on the table once then click on the grey border

•

Press Delete on the keyboard



FEBRUARY 2005

Creating an Excel Spreadsheet table •

Select on the Insert ⇐ Object ⇐ “Microsoft Excel Workbook”

A small Excel spreadsheet opens up. You can use all the usual Excel menu commands and toolbar buttons to create and edit your table. You can also use formulae to perform calculations, if your table contains lots of numbers. To Return To PowerPoint •

Click outside the table, on your presentation page to exit out of Excel

Creating A Table Using PowerPoint Objects Tables can be created in PowerPoint using basic objects that you will already be familiar with - rectangles, lines and text boxes. I am going to guide you through the steps to create the table shown below. As you can see in the version on the right, which has been ‘selected’, the table is composed of many small objects all arranged together. The whole table sits in a large rectangle. Individual lines break the rectangle into rows and columns. The shaded Heading row is created with a separate box. Most importantly each piece of text sits in its own text box, rather than as tabbed columns in one large text box. Heading

Heading

Heading

Blah blah

Blah blah blah blah blah blah blah blah blah blah blah blah blah


Blah blah



Blah blah



It is probably easier to work with Snap to Grid turned on. •

Use the “Rectangle” tool to create the outer box

•

Duplicate the outer box, using the [Ctrl+D] command and move it up and left two snap to grid amounts using the cursor arrow keys, so that it fully conceals the original box

•

Click on the bottom selection handle and drag it up to resize it to create the Heading box.

47


•

Format the smaller box to add some shading. Format the large outer box to add a shadow

•

Create a small text box to use for the Headings, and format the text to make it bold and center aligned. You will probably need to reduce the font size as well

•

Duplicate the heading text box across the page and type in the headings

•

Create another text box to use for the main body text

•

Duplicate the body text box across the page and type in the relevant text

•

Create a vertical line, holding down the [Shift] key as you create it to keep it straight

•

Create a horizontal line, holding down the [Shift] key as you create it to keep it straight

•

Duplicate the vertical line, move it up two grid snaps, and then across the page

•

Duplicate the horizontal line, move it left two grid snaps, and then down the page

•

Select the first row of body text boxes and duplicate them twice down the page

•

Adjust the positioning of the text boxes and the lines to neaten up the table using the arrow keys

•

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When everything is arranged neatly, select all the objects and group them together. Click on the grouped table and drag, to move it into the final position

FEBRUARY 2005

Heading

Heading Blah blah

Heading Blah blah

Heading

Heading

Heading

Heading

Heading



Heading

Heading



Heading

Heading



Heading

Heading

Blah blah



Blah blah



Blah blah



Blah blah

Heading



FEBRUARY 2005

SLIDE SORTER VIEW

The Slide Sorter View can be used to get an overall view of your presentation and to reorder your slides. It can also be used to copy and paste slides, within the same presentation, or between different presentations. Viewing Your Presentation In Slide Sorter View •

Click on the Slide Sorter button at the bottom left of the screen

This brings up small thumbnail sketches of all the slides in your presentation. You will be able to see about six slides at a time. Use the vertical scroll bar to scroll up and down through the rest of the slides in your presentation

Changing The Order Of Slides •

Click on the slide you want to move and drag it between the slides you wish to place it between, then release the mouse

Copying Slides •

Click on the slide you want to copy, this will select it and place a thick border around the slide

•

To copy multiple slides, hold down the [Shift] key and click on each additional slide

•

In the “Edit” menu choose “Copy”

•

When you paste slides in, they are pasted after the selected slide. Click on a slide to establish the position the new slides will be pasted in. In the “Edit” menu choose “Paste”

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FEBRUARY 2005

Copying Slides To Another Presentation •

In Slide Sorter view, IN THE PRESENTATION YOU WISH TO COPY SLIDES FROM, select and copy the relevant slides

•

In Slide Sorter view, IN THE PRESENTATION YOU WISH TO COPY SLIDES TO, select a slide to establish the position that the copied slides will be pasted in, and in the “Edit” menu choose “Paste”

To Return To Normal View •

Select the slide you wish to view, by clicking on it

•

Click on the Normal View button at the bottom left of the screen

TIP

You can go from Slide Sorter view to single Normal View by double clicking on the ‘thumbnail’ of the slide you wish to see.

DELETING SLIDES The easiest place to delete a whole slide is in Slide Sorter View. To Delete A Slide

50

•

Select the slide you wish to delete

•

Press the [Delete] key on the keyboard



FEBRUARY 2005

SLIDE SHOWS

Once you have created your presentation you can display all the slides as an on-screen slide show. Running A Slide Show •

Go to slide that you want to start viewing from

•

Click on the “Slide Show” button at the bottom left of the screen, to start the slide show

To Move To The Next Slide In The Show •

Click the left mouse button, or press the [Page Down] key, or the [Return] key

To Return To The Previous Slide •

Click the right mouse button or press the [Page Up] key

To Draw On A Slide During The Slide Show •

Right click with the mouse

•

Select Pointer Options and then pen

•

You can now click and drag across the slide to draw a temporary line on it

•

To turn off the draw feature Select Pointer Options and then Automatic

To Stop A Slide Show The slide show will stop automatically when you try to move past the last slide in your presentation (unless you have set it to run in a continuous loop - see Automating a Slide Show) •

When you reach the last slide - click on the slide, or press [Return] or the [Page Down] key

•

To stop the show at any point during the show, press the [Esc] key

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FEBRUARY 2005

SLIDE SHOW EFFECTS You can add special effects that make the transition from one slide to another more interesting during your slide show. When you are in Slide Sorter View the Slide Show Toolbar is automatically displayed. This toolbar can be used to apply effects to slides.

Applying An Effect To A Slide •

In Slide Sorter view, click on the slide(s) you want to apply the effect to

•

Click on the “Transition” button on the Slide Show Toolbar to open up the Transition dialog box

•

In the Effect drop down list choose a transition effect

•

Choose a transition Speed

You can also choose to advance automatically on to the next slide after a chosen number of seconds. But this will not actually work until you go into the View menu, choose Slide Show and turn on the Use Slide Timings feature for the whole slide show (see Automating A Slide Show). •

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Click “OK”



FEBRUARY 2005

BUILD EFFECTS FOR BULLET LISTS If you have a bullet list slide included in your slide show, rather than displaying all the text lines in one go, you can build up your list a bullet point at a time. This means that when the text slide appears for the first time, during your slide show, it will only display the first line of bullet text. Then each time you click with the mouse the slide will reappear showing the next line of bullet text, thereby building up the complete bullet list. You can choose to ‘dim’ the previous lines of text so that it is easier to read the new line. To Apply Build Effects •

In Slide Sorter View select the slide(s) you wish to apply the build effects to (they should all be bullet list slides)

•

Click in the “Build effects” box and select an effect from the drop down list

•

If you would like the previous lines of bulleted text to change to a different colour. In the Normal View with the bulleted list active Select Slide Show ⇐ Custom Animation

•

Change the colour setting in the After Animation area

•

If you want each line of bulleted text to appear on the screen using a transition effect - change the settings in the Entry animation and sound area

•

Click “OK”

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FEBRUARY 2005

HIDING SLIDES If you have slides in your presentation that you do not wish to be shown during the slide show, but you also do not want to take out of the presentation, you can choose to hide the slides during the slide show. To Hide A Slide During A Slide Show •

In Slide Sorter View, select the slides to hide

•

Click on the “Hide Slide” button on the Slide Sorter Toolbar

To Unhide A Slide •

In Slide Sorter View, select the slides to unhide

•

Click on the “Hide Slide” button on the Slide Sorter Toolbar

AUTOMATING A SLIDE SHOW You can set up a slide show so that it runs by itself. You can choose how long, in seconds, each slide remains on the screen before changing to the next. If you are not sure how long you will need each slide to remain on screen, during a presentation, you can rehearse the timing of the presentation in order to find out. Rehearsing The Timing Of The Presentation •

In Slide Sorter View, click on the “Rehearse Timings” button. This starts running the slide show

A small clock appears in the bottom left of the screen, to time how long each slide remains on screen •

Rehearse the talk you will give while the slide is showing, then click on the slide or press [Return] to move to the next slide

When you reach the end of the presentation a dialog box will appear, telling you how long the total presentation will take, and asking you if you wish to record (save) the new slide timings. •

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Click on “Yes”



FEBRUARY 2005

Once the slide timings have been set you will notice, in Slide Sorter View, that the timings for each slide appear underneath the slide thumbnail on the left. Where, for example, 02:30 means 2 minutes 30 seconds. You can change the timing for a single slide without having to rehearse the whole presentation again To Change The Timing For One Slide •

In Slide Sorter View, click on the slide you wish to change

•

Click on the “Transition” button on the Slide Show Toolbar to open up the Transition dialog box

•

In the Advance area, replace the existing number with a new time (in seconds)

•

Click “OK”

To Run An Automatic Slide Show •

In the “Slide Show” menu choose “Set up Show”, to bring up the Setup Show dialog box

•

In the Advance slides category choose “Use Timings if present”

•

If want your slide show to run in a continuous loop, click in the “Loop Continuously Until ‘Esc’” box

•

Click on the “Show” button to start the automatic slide show

The slide show will run through by itself, using the slide timings that have been Rehearsed, or set in the Transitions dialog box. •

You can press [Esc] to stop the show

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FEBRUARY 2005

NOTES PAGES VIEW

The Notes Pages View allows you to create prompt notes for each slide in your presentation. If you are formally presenting your presentation, as a lecture, you may find this feature useful. To Create A Notes Page •

Select View ⇐ Notes Pages

This displays a scaled down image of a slide, which occupies the top half of a portrait page (rather than landscape). In the bottom half of the Notes Page is a ‘Click here to add text’ box that you can type in to create your prompt notes. •

Click in the ‘Click here to add text’ box and start typing

You can format the text in the same way as you would for a normal text box - select the text and use the Formatting Toolbar buttons •

Use the [Page Up] and [Page Down] keys on the keyboard or the double arrow buttons at the bottom of the vertical scroll bar to move to the previous or next slide notes page

Notes Pages are printed out using the Print command in the File menu (see the section on Printing).

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FEBRUARY 2005

PRINTING

PowerPoint presentations can be printed in several different formats. You can print out each slide on its own A4 page, you can print out Notes Pages, or you can print out Handouts where a number of slides are printed on one page to give you a condensed view of your presentation. To Print Your Presentation •

In the “File” menu choose “Print”, to bring up the Print dialog box

•

In the Print What drop down menu choose what you want to print, where: –

Slides prints out one slide to a landscape page (unless you have changed the presentation default to portrait)

–

Notes Pages prints out the prompt notes pages you created using the Notes Pages View, on a portrait page

–

Handouts (2 slides per page) prints out two slides, scaled down, on a portrait page

–

Handouts (3 slides per page) prints out 3 slides, scaled down, on a portrait page

–

Handouts (6 slides per page) prints out 6 slides, scaled down, on a portrait page

•

Select the number of Copies to print (generally, if you want multiple copies of your slides you should print one copy and then use the photocopier)

•

Select the Print Range, where: –

All - prints out all the presentation

57


•

FEBRUARY 2005

–

Current - prints out the current slide you are working on

–

Slides - allows you to choose a range of slides (e.g. 3-6 to print out pages 3, 4, 5 and 6)

Click on the “OK” button to send your slides to print

PRINTING COLOUR SLIDES IN BLACK AND WHITE If your presentation is in colour, but you cannot print to a colour printer, then in order to make a paper copy, you will have to print out your presentation in black and white. There are three different options for printing out in black and white. Print In The Normal Way •

You can print out your presentation as normal

All the colours in your presentation will be printed out in various shades of grey. Print Using The Black & White Option •

In the Print dialog box, turn on the Greyscale option, then press “OK”

This prints out a colour background as white, and all text as black. Coloured objects such as rectangles and circles print out in various shades of grey. Print Using The Pure Black & White Option •

In the Print dialog box, turn on the Pure Black & White option, then press “OK”

This prints out all text and object borders as black, and all fills as white, (and places a black border around any object even though you may not have given it one).

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FEBRUARY 2005

USING TEMPLATES

A Template is a presentation in which certain key elements have been specially designed to create a particular ‘look’. These elements are the background colour and design, and the size, style and position of the Placeholder text boxes (i.e. the main title and bullet list text). Templates are useful for giving a presentation a professional look and for ensuring a consistent style throughout. They can also be customised to make sure an important element, such as a company logo or file reference, appears on every slide. Here is an example of the same text slide with four different Templates assigned to it.

The information that creates the Template is stored in the Slide Master. There are actually four different Masters - Slide, Outline, Handout and Notes. Each Master relates to a different way in which you can print out your presentation. But the most important Master is the is the Slide Master. When you apply a new Template to your presentation you are actually changing the Slide Master. If you wish to edit a Template you need to edit the Slide Master.

59


FEBRUARY 2005

CHANGING TEMPLATES You can change the Template of your presentation at any time. To Change Templates •

Click on the “Common Tasks” ⇐ Apply Design Template

This will bring up the Apply Design Template dialog box. PowerPoint comes with a selection of ready-made templates. •

Select a template in the list

Once you select a template, a small preview of the template will appear in the right of the dialog box. •

TIP

60

Click on the Apply button to apply the template to your presentation

Sometimes, when you change the template of an existing presentation, all the objects that you have added to every slide (i.e. all the graphics objects and text boxes) need to be repositioned because they clash with, or are obscured by, part of the design of the template. For this reason it is better to choose your template when you start creating the presentation, rather than at the end, or halfway through.



FEBRUARY 2005

EDITING THE SLIDE MASTER If you want any object or piece of text to appear on every slide in your presentation you can add the object to the Slide Master. If you want to change the formatting of the slide title or bullet list text for every slide in your presentation, you should do it in the Slide Master. The changes you make will then affect every existing, and future slide in your presentation. To Edit The Slide Master •

In the “View” menu choose “Master”, then select “Slide Master”

•

Make the appropriate changes - i.e. select and format the placeholder text or add any graphics objects or text boxes that you want to appear on every slide

To Return To Your Presentation •

TIP

Click on the “Close” button

If you are creating and printing out a lot of different presentations, it is useful to add a small text box containing the name of your presentation somewhere at the very bottom of the Slide Master in the Footer. This will then appear on every slide/page, making it easy to find the presentation at a later date.

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FEBRUARY 2005

THE SLIDE BACKGROUND

The underlying colour of a PowerPoint slide is the background colour. You can change the background colour of your presentation at any time. You can also change the background colour of just one slide in your presentation. To Change The Slide Background •

Move to the slide you wish to edit

•

In the “Format” menu choose “Background”

•

Click on the “More Colours” button to bring up a colour palette

•

Select a new background colour and click on the “OK” button

•

Select a Fill Effect if required

Having chosen a new background colour you can now apply it to the slide you are currently working on, or to every slide in your presentation. To Apply The Background Colour To The Current Slide Only •

Click on the “Apply” button

To Apply The Background Colour To Every Slide In The Presentation •

62

Click on the “Apply To All” button



FEBRUARY 2005

REMOVING SLIDE MASTER OBJECTS FROM A SLIDE It is possible to stop any of the objects on the Slide Master from appearing on a particular slide. This feature is useful for creating a cover page for a presentation. To Turn Off The Slide Master Objects •

Move to the slide you wish to edit

•

In the “Format” menu choose “Background”

•

Click in the “Omit Background Objects From Master” (to add a tick to the box)

•

Click on the “Apply” button to apply this change to the current slide only

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FEBRUARY 2005

WORKING WITH COLOUR

PowerPoint uses colour schemes to control the colours used for text and graphics in a presentation. Colour schemes are sets of eight balanced colours arranged in a palette. Every time you want to change the colour of an object you can select a new colour from the existing palette for your presentation.

Fill Effects PowerPoint automatically assigns new objects colours from the palette. Below is a diagram showing which colours are applied to which elements:

Accent colours are designed to work as colours for secondary features on a slide. They are also used on graphs. One result of using a colour palette system is that you can change, for instance, the fill colour in the main palette and every object filled with that colour, throughout the presentation, will change.

64



FEBRUARY 2005

To Change A Colour In The Colour Scheme •

In the “Format” menu choose “Slide Colour Scheme” then Custom tab

•

In the palette, select the colour that you wish to change

•

Click on the “Change Colour” button

•

In the Fill Colour dialog box, select a new colour and click on the “OK” button

To Apply The Colour Change To The Current Slide Only •


To Apply The Colour Change To Every Slide In The Presentation •


65


FEBRUARY 2005

CHANGING THE WHOLE COLOUR SCHEME PowerPoint comes with hundreds of colour schemes, each designed to give your presentation a different look. You can apply a new colour scheme to your presentation and every element that is using a colour from the existing colour scheme palette will change. To Choose A New Colour Scheme •

In the “Format” menu choose “Slide Colour Scheme”

•

Click on the “Standard” tab

•

Select the colour scheme that you wish to change

Click on the Custom tab

•

Choose a new colour in the Background Colour list

Once you have chosen a new Background Colour, choices of complementary text and line colours will appear. •

66

Choose a new Text & Line Colour



FEBRUARY 2005

You can now choose to apply the new scheme to the current slide, or to the whole presentation. To Apply The Scheme To The Current Slide Only •


To Apply The Scheme To Every Slide In The Presentation •


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FEBRUARY 2005

USEFUL KEYBOARD SHORTCUTS

If you are trying to speed up the way you work then you should use Toolbar buttons, instead of accessing commands through the menus, wherever possible. But sometimes it is even quicker to use keyboard shortcuts. It is not worth trying to too many clever shortcuts, but here are some useful ones, that you can perform with your left hand (except Ctrl+P), so that you don’t have to let go of the mouse (unless you are left-handed).

Keyboard Command

68

Action Performed

Ctrl+S

Saves the presentation

Ctrl+Z

Undoes the last action

Ctrl+X

Cuts the selected text or objects

Ctrl+C

Copies the selected text or objects

Ctrl+V

Pastes in the selected text or objects

Ctrl+D

Duplicates the selected objects

Ctrl+P

Brings up the Print dialog box


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