Microsoft Office PowerPoint 2007 for Windows The Basics

POW2007EE

POW2007EE Authors: Tanja Bossert, Tina Wegener

Editors: Ortrun Grill, Peter Wies Translation: Desalvo Language Services

1st edition, 29 January 2008

© HERDT-Verlag für Bildungsmedien GmbH, Bodenheim Internet: www.herdt.com All rights reserved. No part of this publication may be re-produced, nor electronically processed, copied or dissemi-nated in any form (printout, photocopy, microfilm or other method) without the prior written permission of the publisher.

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I Office PowerPoint 2007 - The Basics

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First steps with PowerPoint

1 What is PowerPoint? ...............................4 1.1 What you should know.................................. 4 1.2 Presentations in PowerPoint.......................... 5

2 The user interface ....................................6 2.1 Starting and exiting PowerPoint ................... 6 2.2 The PowerPoint program window ................ 7 2.3 Accessing commands...................................... 9 2.4 Using dialog boxes ....................................... 10 2.5 Quick reference ............................................ 11

3 First steps with PowerPoint .................12 3.1 Giving your presentation a title .................. 12 3.2 Creating new slides ...................................... 13 3.3 Working with slides...................................... 14 3.4 Adding text in placeholders......................... 15 3.5 Applying a slide layout ................................ 16 3.6 Working with slide themes.......................... 18 3.7 Saving and closing presentations ................ 20 3.8 Quick reference ............................................ 22 3.9 Practice ......................................................... 23

4 The basics of working with presentations .........................................24 4.1 Creating a new presentation ....................... 24 4.2 Page setup .................................................... 26 4.3 Printing presentations.................................. 27 4.4 Opening a presentation............................... 28 4.5 Switching between open presentations...... 29 4.6 Quick reference ............................................ 29 4.7 Practice ......................................................... 29

5 Editing placeholders with text content............................................32 5.1 Working with text placeholders .................. 32 5.2 Selecting text in placeholders...................... 33 5.3 Outlining text in placeholders ..................... 34 5.4 Deleting, overwriting and undoing............. 35 5.5 Special features when typing text ............... 36 5.6 Quick reference ............................................ 38 5.7 Practice ......................................................... 39

6 Copying and moving items...................40 6.1 Copying and moving items by

dragging and dropping ............................... 40 6.2 Moving and copying items

with the Clipboard ....................................... 42 6.3 Quick reference ............................................ 44 6.4 Practice ......................................................... 44

7 Using PowerPoint Help ......................... 46 7.1 Finding help quickly......................................46 7.2 Working with PowerPoint Help ...................48 7.3 Quick reference.............................................49 7.4 Practice ..........................................................49

Working with presentations

8 Using PowerPoint views effectively.... 50 8.1 Comparison of the different views

in PowerPoint................................................50 8.2 Working with tabs in NORMAL view..............52 8.3 The OUTLINE tab .............................................53 8.4 Editing outlines .............................................54 8.5 Editing slides in SLIDE SORTER view ................57 8.6 Quick reference.............................................58 8.7 Practice ..........................................................58

9 Working with different slide elements........................................ 60 9.1 Creating charts and adding data..................60 9.2 Creating and editing SmartArt graphics ......62 9.3 Creating and editing tables ..........................63 9.4 Working with graphics and

multimedia effects ........................................65 9.5 Selecting and editing slide elements............66 9.6 Moving/copying slide elements and slides ...68 9.7 Quick reference.............................................69 9.8 Practice ..........................................................70

10 Slide shows ............................................ 72 10.1 Controlling your slide show..........................72 10.2 Creating slide shows with

slide transitions .............................................74 10.3 Applying animation effects ..........................75 10.4 Creating automatic slide shows....................75 10.5 Rehearsing slide show timings .....................76 10.6 Quick reference.............................................77 10.7 Practice ..........................................................78

11 The basics of text layout ...................... 80 11.1 Creating text boxes .......................................80 11.2 Simple character formatting.........................81 11.3 Special character formatting ........................83 11.4 Formatting paragraphs.................................84 11.5 Using bulleted and numbered lists...............85 11.6 Editing text boxes and copying

formatting.....................................................87 11.7 Creating footers ............................................88 11.8 Quick reference.............................................89 11.9 Practice ..........................................................90

Table of Contents I

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12 Correcting, finding and replacing text.........................................92 12.1 Using the AutoCorrect feature.....................92 12.2 Using the spelling checker............................93 12.3 Finding and replacing text ...........................95 12.4 Quick reference.............................................96 12.5 Practice ..........................................................97

13 Working with your own templates .....98 13.1 Using your own templates ...........................98 13.2 Creating templates with slide masters.........99 13.3 Designing the slide master and layouts ..... 101 13.4 Saving presentations as templates and

opening them ............................................. 103 13.5 Assigning a different color theme ............. 105 13.6 Changing the slide background ................. 105 13.7 Circumventing the slide master settings.... 107 13.8 Quick reference........................................... 108 13.9 Practice ........................................................ 109

14 Printing slides and accompanying materials ...............................................110 14.1 Using Print Preview..................................... 110 14.2 Canceling printing ...................................... 111 14.3 Using special print settings......................... 111 14.4 Creating accompanying materials.............. 112 14.5 Quick reference........................................... 114 14.6 Practice ........................................................ 115

15 Managing your presentations............116 15.1 Organizing your presentations .................. 116 15.2 Accessing folders quickly with

Favorite Links .............................................. 118 15.3 Protecting your presentations.................... 119 15.4 Specifying save options

for presentations ........................................ 120 15.5 Defining document properties................... 122 15.6 Using the recovery feature......................... 123 15.7 Inserting slides from

other presentations .................................... 124 15.8 PowerPoint presentations on intranets ..... 126 15.9 Customizing the QUICK ACCESS toolbar ....... 126 15.10 Quick reference........................................... 128 15.11 Practice ........................................................129

Creating and designing objects on slides

16 Creating and designing drawing objects ...................................130 16.1 Creating drawing objects ........................... 130 16.2 The basics of editing objects ...................... 131

16.3 Changing the size and shape of objects .... 133 16.4 Object fills, shadows and

other shape effects..................................... 134 16.5 Editing object outlines ............................... 136 16.6 Rotating and flipping objects .................... 136 16.7 Adding text to objects................................ 137 16.8 Creating WordArt objects .......................... 138 16.9 Copying attributes and defining

default AutoShapes .................................... 139 16.10 Quick reference .......................................... 140 16.11 Practice........................................................ 140

17 Using graphics and media clips ......... 142 17.1 Inserting graphics and media clips............. 142 17.2 Editing graphics .......................................... 144 17.3 Quick reference .......................................... 146 17.4 Practice........................................................ 147

18 Positioning and aligning objects....... 148 18.1 Positioning objects exactly ......................... 148 18.2 Specifying the visibility and order

of objects .................................................... 149 18.3 Aligning and distributing objects .............. 150 18.4 Quick reference .......................................... 151 18.5 Practice........................................................ 152

19 Organization charts and other SmartArt graphics..................... 154 19.1 Creating and adding text

to organization charts ................................ 154 19.2 Editing the structure

of an organization chart ............................ 155 19.3 Selecting and editing elements

of organization charts ................................ 157 19.4 Using other SmartArt graphics................... 159 19.5 Quick reference .......................................... 161 19.6 Practice........................................................ 161

20 Creating and editing charts ............... 164 20.1 Inserting charts ........................................... 164 20.2 Changing and formatting

the chart type ............................................. 166 20.3 Working with data ..................................... 167 20.4 Editing the worksheet ................................ 168 20.5 Using existing Excel data in PowerPoint.... 171 20.6 Formatting and editing chart elements..... 171 20.7 Labeling and editing chart elements ......... 173 20.8 Editing axes and gridlines .......................... 175 20.9 Quick reference .......................................... 176 20.10 Practice........................................................ 176

Index ...............................................................178

3 Office PowerPoint 2007 - The Basics

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3 First steps with PowerPoint

In this chapter you will learn to

give your presentation a title

create and edit slides

add text to placeholders

apply layouts to slides

apply themes to slides

save and close a presentation

Prerequisites

Ability to start and exit PowerPoint

3.1 Giving your presentation a title

Editing the first slide

As soon as you start PowerPoint, the title slide is displayed in the new presentation. This slide is the first slide in your presentation and is different from all the subsequent slides as it is designed just to give general infor-mation about the presentation. Normally, the title of the presentation (and possibly a subtitle) plus general details such as the name of the author and date are included on the first slide. The title slide is automatically provided with two "placeholders" containing default text. These placeholders are boxes that indicate where you can add your own text. The default prompt text also shows the formatting for the text.

Click in the placeholder with the text prompt to add a title for your presentation.

The default text now disappears and a flashing cursor is displayed .

Type your text.

To create a new line within the placeholder, press the ENTER key.

You can use the arrow keys to move the cursor around the text area.

Alternative: Click at another position in the text.

To add a subtitle for your presentation, click in the rele-vant placeholder and type the desired text as described above.

Adding text

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How can I correct spelling mistakes?

Delete character to the left of the cursor BACK SPACE key (above the ENTER key)

Delete character to the right of the cursor DEL key The prompt texts are only there to show you where to enter your text and are not displayed in the on-screen presentation nor in the printout. If you don’t want a subtitle, you can just leave the placeholder as it is.

3.2 Creating new slides

Adding slides

Once you have created a title for your presentation (or if you want to work on the title later on), you can start to create the other slides for your presentation. To do so:

Select the HOME tab and click in the upper part of the NEW SLIDE button in the SLIDES group.

or

Switch to the SLIDES tab on the left of the program window if this tab is not open.

Right-click in the tab pane and select the NEW SLIDE command from the following shortcut menu.

or Click in the tab pane below the slide after which you want to insert the new slide.

A flashing line indicates the insertion position for the new slide.

Confirm with ENTER .

The new slide is created at the insertion position.

Inserting a slide using the SLIDES tab

Insertion position for the new slide

New slide

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3.3 Working with slides

Switching between slides

If you have more than one slide in your presentation, you can switch between the individual slides as follows:

Go to the next slide Click the button at the bottom of the scroll bar in the slide pane.

Alternative: PgDn

Go to the previous slide

Click the button in the slide pane.

Alternative: PgUp

Go to a specific slide Switch to the SLIDES tab and click the slide you want.

or In the slide pane, drag the scroll block on the vertical scroll bar until the number of the slide you want to go to is displayed in a ScreenTip next to the bar.

Go to the first or last slide

Press the HOME or END key.

To be able to use this feature, make sure that nothing is selected in the slide pane.

If you switch to a specific slide on the OUTLINE tab, this slide is automatically displayed in the slide pane. The active slide is indicated on the OUTLINE tab with a dark frame. Selecting slides from the SLIDES tab

Before you can perform certain commands, e.g. deleting, copying or moving slides, you first of all need to select the relevant slides. You can easily select slides from the SLIDES tab:

Select individual slide

Click the slide on the SLIDES tab.

Select consecutive slides

Click the first slide you want to select.

Hold down the SHIFT key and click the last slide you want to select.

Select non-consecutive slides

Hold down the CTRL key and click the slides in turn.

When you select a slide, it is indicated on the SLIDES tab with a selection frame and displayed in the slide pane. When you select multiple slides, the first selected slide is displayed in the slide pane.

Selection frame

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Deleting slides

Select the slide(s) you want to delete and then click the DELETE button on the HOME tab (SLIDES group).

or Right-click the slide in the SLIDES tab and select the DELETE SLIDE command from the follow-ing shortcut menu.

Alternative: DEL

You can undo this delete command by clicking the button on the QUICK ACCESS toolbar.

3.4 Adding text in placeholders

New slide with placeholders

As with the title slide there are also placeholders in new slides that indicate with a border and prompt text the area in which you can add text or other items, e.g. graphics or charts. When you add a new slide to a presentation below the title slide, PowerPoint normally opens a slide with a placeholder for the slide title and a larger placeholder for the content . The content placeholder contains a prompt for adding text. Since bullet points are often used in presentations, the text area of the placeholder is already formatted as a bulleted list. To add other objects to the slide, e.g. charts or graphics, click one of the relevant buttons . As soon as you start entering text, the buttons for inserting other objects disappear. Editing text within a placeholder

In the new slide, click in the prompt text of the top placeholder and give a title for this slide.

Then click in the prompt text of the next place-holder to start adding content to this slide.

To create a new bullet point, press the ENTER key.

If you don't want the text formatted as a bulleted list, delete the existing bullet point before adding text, e.g. with the BACK SPACE key.

You can use any of the following methods to finish editing the text:

Press ESC twice

Click a free area of the slide

EXIT EDIT TEXT from shortcut menu, placeholder remains active.

New slide with title and content placeholders

Placeholder with text entry

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Making text automatically fit the placeholder

If you add more lines to a text placeholder than will normally fit, PowerPoint automatically alters the font

size and line spacing to fit the placeholder and displays the AUTOFIT OPTIONS smart tag before the place-holder. This smart tag offers a number of options, e.g.:

Click the smart tag and select option if you want to keep the automatically altered font size and line spacing.

or

Click option if you want PowerPoint to stop fitting text automatically to this placeholder.

In this case you may find that not all the text is displayed on the slide. If there is space on the slide, you can increase the size of the placeholder to display all the text.

The AutoFit options for placeholders vary depending on whether you're working with a title or content placeholder. Deactivating AutoFit

If you don't want the text automatically fitted to the size of the placeholder, you can disable this feature:

Click option on the smart tag menu.

This brings up the AUTOCORRECT dialog box.

Switch to the AUTOFORMAT AS YOU TYPE tab.

Deselect check boxes and if you don’t want text to be fitted automati-cally to the placeholders.

The smart tag continues to be displayed if the amount of text exceeds the size of the placeholder. However, the smart tag menu now only contains the CONTROL AUTOCORRECT OPTIONS command.

3.5 Applying a slide layout

What is a slide layout?

When creating your slides, you can select from a number of different slide layouts in PowerPoint that are listed in a preview pane. The slide layout determines the arrangement of the placeholders on the slide. It also determines the sort of content that can be added to the file (e.g. text or graphics) and how it is formatted. Depending on the type of content you want to add to the new slide and how you want to arrange it, select the slide layout that most closely meets your requirements. For instance, if you want to add a title and two-column text, you can use the PowerPoint TWO CONTENT slide layout. However, if you want a blank slide in or-der to create a drawing, select the BLANK layout. You can change and customize the individual layout settings at any time.

Options for fitting text to the placeholder

Switching off AutoFit

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Overview of slide layouts

PowerPoint offers the following slide layouts:

Slide layout Placeholder for ...

Title Slide This layout is particularly suitable for creating the title (first page) of a presentation in order to display general information about a topic.

When you open a new PowerPoint presentation, the first slide has this default layout.

Title and Content

The TITLE AND CONTENT layout provides a placeholder for the slide title as well as a place-holder in which you can add various types of content. You can add text (formatted as a bulleted list), tables or graphics (e.g. charts, organization charts, media clips) here.

This is the basic layout used for new slides and is automatically applied when you create a new slide.

Section Header

Select this layout if you want your presentation structured with section headers.

Two Content

Select this layout if you want to include a relatively large number of bullet points on a slide. If desired, the bullet points can be separated into two different topics.

Comparison

Select this layout if you want to compare two topics on one slide.

Title Only

This slide is suitable, for instance, if you only want to add a title and leave space on the slide for creating a drawing.

Blank

Select this layout if, for example, you want to create a drawing without a slide title.

Content with Caption

With this layout you can arrange a title and subtitle next to the content (bulleted text or objects).

Picture with Caption

Select this layout if you want to insert a large picture above a title or subtitle.

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Applying a specific slide layout

Specifying the slide layout when creating a new slide

Normally the TITLE AND CONTENT layout is automatically applied when you add a new slide. To select a different layout:

On the SLIDES tab, select the slide below which you want to insert the new slide.

On the HOME tab, SLIDES group, click the bottom part of the NEW SLIDE button to open a list of slide layouts.

Select the layout you want from the list, e.g. TWO

CONTENT .

This opens a new slide with the selected layout. Applying a different layout to an existing style

On the SLIDES tab, click the slide to which you want to apply a new layout.

On the HOME tab, SLIDES group, click the LAYOUT button to open the list of layouts.

Alternative: LAYOUT option on shortcut menu on the SLIDES tab

Point to the layout you want to select from the list.

The preview is now framed and a ScreenTip is displayed with the name of the layout.

To apply the desired layout to the slide, click the preview.

The selected slide layout is now applied.

3.6 Working with slide themes

What are slide themes?

PowerPoint provides a series of predefined designs for your slides, called "themes". These themes allow you to apply an attractive, standard design to the slides in your presentation in a single action. A theme defines the fonts, bullet characters, backgrounds, fill colors, etc. that are automatically used for all slides in a presentation. You can subsequently customize an applied theme, e.g. by changing the formatting of the background, color scale or font. Applying a theme

When you create a new PowerPoint presentation, the OFFICE THEME is automatically applied as the default theme. This theme has a neutral style of formatting (standard fonts and white background). You can apply a different theme to your presentation at any time. The new theme just changes the look of your slides. The content remains unchanged.

Select slide layout

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To create a new theme:

Switch to the DESIGN tab.

The THEMES group contains buttons for some of the available themes. The current theme is framed. You can show further slide themes with the arrow buttons .

Position the mouse pointer on a suitable theme.

A ScreenTip is displayed with the name of the theme and the slide pane shows how your slide will change if you select this theme.

Once you've found a suitable theme, click the relevant button to use this theme for all slides.

Alternative: Shortcut menu, APPLY TO ALL SLIDES

The selected theme is copied to the slide display in the slide pane and on the SLIDES tab .

Slide with default white background ... ... and after selecting the EQUITY theme If you want to customize the design of your slides, you can quickly specify additional settings with the COLORS, FONTS and EFFECTS buttons on the DESIGN tab. Applying different themes to specific slides

You can also apply different themes to different slides within a presentation. For example, if you are com-bining two topic areas in one presentation, you can differentiate the two types of slide by applying different themes.

On the SLIDES tab, click the slide to which you want to apply the different theme. or

If you want to change the theme for more than one slide, hold down the CTRL key and click the relevant slides on the SLIDES tab.

On the DESIGN tab, right-click the desired theme.

Select APPLY TO SELECTED SLIDES from the shortcut menu. Changing the theme for specific slides

If a different theme has already been applied to specific slides and you now want to change it:

On the SLIDES tab, click one of the slides whose theme you want to change.

On the DESIGN tab, right-click the desired theme.

Select APPLY TO MATCHING SLIDES from the shortcut menu.

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Tips on using themes

To display all available themes, click the

arrow button in the THEMES group.

All slide themes are now displayed in the ALL THEMES list box. The themes used in this presentation are listed in section .

When you point to a theme in section , a ScreenTip is displayed telling you which slides this theme has been applied to.

The name of the selected theme for the current slide is also shown on the status bar.

Clicking OFFICE THEME restores the default theme with a white slide background.

3.7 Saving and closing presentations

Saving a presentation for the first time

Click on the QUICK ACCESS toolbar.

or Click the OFFICE button and select SAVE.

Alternative: CTRL S

This opens the SAVE AS dialog box. A name for the presentation is suggested in the FILE NAME list box .

To enter a different file name, simply overwrite the selected name.

You don't need to add the .pptx filename extension (identifier for PowerPoint presentations) as this is automatically added by Power-Point itself.

Confirm by clicking SAVE.

The default file location for PowerPoint presentations is the Documents folder.

The words "presentation" and "file" are used interchangeably when saving, closing and opening PowerPoint presentations.

Displaying all available themes

ScreenTip with information about slides

Saving a file

Current Documents folder

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If, when saving, you assign a name that has already been used for a different presentation, PowerPoint opens a dialog box. If you don't want to overwrite the existing file, click the NO but-ton and select a new name for the presentation. Rules for file names

File names may not exceed a maximum length of 255 characters (depending on the operating system) and may not include the following characters: / \ : * ? " | < > Saving presentations as you work

You should save presentations regularly while you are working on them. This will ensure that data loss is kept to a minimum in the event of a power outage or unplanned program shutdown.

Click the button or click the OFFICE button and select SAVE.

Alternative: CTRL S Saving presentations under a new name

When working on a presentation, it's sometimes useful to retain the presentation in both its previous and current versions. To do this, save the changed version under a new name.

Click the OFFICE button and select SAVE AS.

Alternative: F12 In the dialog box, type a different name for the document in the FILE NAME list box and con-

firm by clicking SAVE. Saving presentations to a different data storage medium

If you want to work on your presentation on a different computer, e.g. at home, you can save it to a differ-ent storage medium, e.g. a USB stick.

Connect the relevant medium to the computer, e.g. by inserting the USB stick in a free USB port.

Click the Office button and select SAVE AS.

PowerPoint automatically suggests a file name for the presentation in the FILE NAME box. You can over-write this name if you want.

Click Computer on the list of Favorite Links.

If the Computer link is not displayed, you can show it by clicking More .

Then double-click the rele-vant device and confirm with the SAVE button.

Depending on the actual data storage medium you use, the method may differ from the process described above or may require additional steps. For instance, if you are using a rewritable CD or DVD, it may need to be burnt.

Selecting a USB stick

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Closing a presentation

Click the OFFICE button and select CLOSE.

Alternative: CTRL F4 If the presentation has been changed since the last save, you are asked in a dialog box whether you want to save the changes you have made.

3.8 Quick reference

How to... Method Alternatives

add text to a placeholder Position cursor in placeholder, type text --

create a new slide START tab, SLIDES group, NEW SLIDE button CTRL M

go to the next or previous slide

or PgDn / PgUp

go to a specific slide Click slide on SLIDES tab Drag scroll block in slide pane

delete a slide HOME tab, SLIDES group, DELETE button DEL

apply a slide layout HOME tab, SLIDES group, LAYOUT button --

apply a slide theme DESIGN tab, THEMES group --

save a presentation OFFICE button - SAVE

close a presentation OFFICE button - CLOSE CTRL F4

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3.9 Practice

Advertisement for computer courses

Practice file: -- Results file: Computer course-R1, Computer course-R2

Create a new blank presentation.

Add two more slides with TITLE AND CONTENT layout and one slide with TWO CONTENT layout.

Apply a theme to the slides, e.g. the SOLSTICE theme shown in the example illustration.

Add the text from the illustrations below to the placeholders. Select the AUTOFIT TEXT TO

PLACEHOLDER option.

Save the presentation as Computer course-R1.

You want to give the heading in slide 2 more impact by changing the text to Tailor-made seminars using professional concepts (see Modified slide 2 below).

As you haven't yet decided on prices, delete slide 3.

Save the presentation as Computer course-R2.

Close the presentations.

Slide 1 "Computer course-R1" Slide 2 "Computer course-R1"

Slide 3 "Computer course-R1" Slide 4 "Computer course-R1"

Modified slide 2 "Computer course-R2"