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Unit 6: Using Microsoft Office PowerPoint 2007 LessonTopic 46Getting Started 47Setting Up the Presentation 48Working with Text 49Formatting Text 50Working.

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Presentation on theme: "Unit 6: Using Microsoft Office PowerPoint 2007 LessonTopic 46Getting Started 47Setting Up the Presentation 48Working with Text 49Formatting Text 50Working."— Presentation transcript:

1 Unit 6: Using Microsoft Office PowerPoint 2007 LessonTopic 46Getting Started 47Setting Up the Presentation 48Working with Text 49Formatting Text 50Working with Objects 51Enhancing the Presentation 52Bringing It All Together Key Applications Using Microsoft Office 2007 – IC³ Module 2

2 Lesson 46: Getting Started Move around in PowerPoint Create a presentation Using the AutoContent Wizard Create a presentation using a blank slide Open, save and close a presentation Add and edit text in different views 2 © CCI Learning Solutions Inc.

3 What is a Presentation Manager? Create, edit, and manipulate slides, or online presentations Can enter text, draw objects, create charts, and add graphics Printing presentations can be done with: −Local printer −Send to designated printing company to produce slides Can do presentations over Internet 3 © CCI Learning Solutions Inc.

4 What is PowerPoint? Slides tab shows thumbnail of slides for layout and design Outline tab allows you to type text for slide Multiple templates for creating presentations Add or manipulate images in presentation Save selected objects or backgrounds as picture Apply animation effects Track changes in presentations sent via e-mail PowerPoint Viewer for computers without PowerPoint Access to World Wide Web from within PowerPoint Convert presentation into web pages 4 © CCI Learning Solutions Inc.

5 What is a Presentation? Title Slide – First or opening slide with subject of presentation Agenda Slide – Lists titles of all slides Title and Content Slide – Contains title and key points about specific topic Support Content Slides – Various kinds of content slides for presentation Summary Slide – Last slide and review of presentation Title Slide Agenda Slide Slide 3 Slide 1 Slide 2 Summary Slide 5 © CCI Learning Solutions Inc.

6 What is a Presentation? Each slide has placeholders Placeholder is: −Dashed line box with tip on what to do −Point at icon to display screen tip To move from one placeholder to another: −click in placeholder, or −press + 6 © CCI Learning Solutions Inc.

7 Creating Presentations Installed Templates Creates with pre-designed suggestions for text and application of colors, backgrounds, images, etc. Installed Themes Pre-designed themes with specific backgrounds and colors. My TemplatesCreate using existing template. From an Existing Presentation Use from existing content and design components to include in new presentation. Blank Presentation Contains only title slide with no colors or design elements. 7 © CCI Learning Solutions Inc.

8 Creating a Presentation Can create more than one presentation at a time Can switch between multiple open presentations To create new blank presentation: −Click Office Button, New, Blank Presentation −Press + 8 © CCI Learning Solutions Inc.

9 Creating a Presentation Start by drafting topic flow manually Keep text consistent in format and layout Keep number of colors used to minimum Use contrast to emphasize message Keep points to minimum and brief - standard is 6 Be consistent with special effects and only if needed Clearly identify who you are or what you’re “selling” 9 © CCI Learning Solutions Inc.

10 Entering Text in the Outline Tab Enter text only for content flow First line always title of slide −Press for new slide with no bullet points −For first bullet point, press + −For sub-bullet point, press −Go back to previous level, press + −Press + for new slide after bullet points To select entire slide, click slide icon 10 © CCI Learning Solutions Inc.

11 Entering Text in the Slide Pane In most cases, use Slide Pane to insert or modify items on slides View allows you to see everything on slide 11 © CCI Learning Solutions Inc.

12 Using the Slide Pane Slide pane different than Slides tab Displays miniatures of slides to view information flow or appearance Cannot make changes to slides here Use as “instant preview” Tabs change to show and when pane smaller © CCI Learning Solutions Inc. 12 © CCI Learning Solutions Inc.

13 Using the Slide Pane Use split bar between Outline and Slide Panes to show more or less of each pane Vertical Split BarHorizontal Split Bar 13 © CCI Learning Solutions Inc.

14 Saving a Presentation Automatically assigns.pptx To save changes: – Click Office Button, Save or Save As – Click (Save) on Quick Access toolbar – Press + To save file with new name, click Office Button, Save As © CCI Learning Solutions Inc. 14

15 Closing a Presentation When finished, be sure to save presentation and then close it To close presentation: −Click Office Button, Close −Press + When all presentations closed, Document window becomes gray and most buttons on toolbars unavailable 15 © CCI Learning Solutions Inc.

16 Opening a Presentation To open presentation file: −Click Office Button, Open −Press + −Click Office Button, then file if listed in Recent Documents Can open file directly from Computer or Windows Explorer If system failure, PowerPoint will try to recover any open documents 16 © CCI Learning Solutions Inc.

17 Displaying Information in the Presentation On View tab, in Presentation Views, click option, or Click view button at bottom right of screen: – Normal View displays Outline, Slide, and Notes panes – Slide Sorter View shows smaller versions of slides for rearranging or sorting slides – Slide Show View runs slides as slide show 17 © CCI Learning Solutions Inc.

18 Displaying Information in the Presentation To change magnification for presentation: −On View tab, in Zoom group, then Zoom, or −on status bar, use view options for zoom, or −click (Zoom level) to set specific percentage level, or −click (Fit slide to current window) to automatically resize slide to fit in current window 18 © CCI Learning Solutions Inc.

19 Moving Around in the Presentation To move around slides: −Click (Previous Slide) or press −Click (Next Slide) or press −In Outline pane, click slide, use or, or scroll to slide 19 © CCI Learning Solutions Inc.

20 Lesson 47: Setting Up the Presentation What a master slide is How to insert a master slide What headers or footers are How to insert headers and footers How to change the design for the slides How to change an existing slide layout How to change the order of the slides 20 © CCI Learning Solutions Inc.

21 Creating a Master Slide On View tab, in Presentation Views group – Slide Master affects all slides – Handout Master change handouts for audience – Notes Master affects appearance of speaker notes pages 21 © CCI Learning Solutions Inc.

22 Inserting Headers and Footers Text repeated on every slide at top (header) or bottom (footer) Can set up headers and footers separately On Insert tab, in Text group, click Header or Footer 22 © CCI Learning Solutions Inc.

23 Inserting New Slides To insert new slide: −On Home tab, in Slides group, click New Slide, or −for specific layout, on Home tab, in Slides group, click arrow for New Slide, then layout required, or −press +, or −on last placeholder, press +, or −right-click slide in Outline or Slides tab and click New Slide 23 © CCI Learning Solutions Inc.

24 Changing the Slide Layout On Home tab, in Slides group, click Layout, or right-click slide in Slides tab or Slides Pane and click Layout By default, new Title and Content slide layout inserts – Click another slide layout to change 24 © CCI Learning Solutions Inc.

25 Managing the Slides Duplicating Slides On Home tab, in Slides group, click arrow for New Slide, and then Duplicate Selected Slides, or In the Slides or Outline, press + Deleting Slides On Home tab, in Slides group, click, or in the Slides or Outline pane, press, or in the Slides or Outline pane, right-click slide and click Delete Slide 25 © CCI Learning Solutions Inc.

26 Rearranging the Slides In Slide Sorter view, drag slide to new location In Outline tab, drag slide icon to new location within tab In Slides tab, drag slide to new location within tab 26 © CCI Learning Solutions Inc.

27 Changing the Theme Refers to changing color scheme for individual elements in pre- designed templates On Design tab, in Themes group, click design or theme – live preview appears as you point at each – Can customize using Colors, Fonts, or Effects in Themes group of Design tab 27 © CCI Learning Solutions Inc.

28 Lesson 48: Working with Text Select text objects Cut, copy or paste text Use the proofing tools 28 © CCI Learning Solutions Inc.

29 Selecting Text Objects Object −Any shape, picture or text box inserted or placed onto slide To make changes to object, must be selected or highlighted −Text boxes show border for placeholder −Objects show handles Single or multiple objects can be selected 29 © CCI Learning Solutions Inc.

30 Using Select vs Edit Mode Squares around selected object are handles – Verify object is selected for changes To move or size object: – Click handle and drag to required size for width or height. – Click corner handle to size two adjacent sides If border dashed lines, Edit mode – select specific text to change If border solid line, Select mode – affects entire contents of object 30 © CCI Learning Solutions Inc.

31 Manipulating Text To insert text, click in text placeholder and type text To delete text, use or To cut or move text, select text and then: −on Home tab, in Clipboard group, click, or −press +, or −right-click text and click Cut To copy text, select text and then: −on Home tab, in Clipboard group, click, or −press +, or −right-click text and click Copy 31 © CCI Learning Solutions Inc.

32 Manipulating Text To paste text, position cursor first and then: −On Home tab, in Clipboard group, click Paste, or −press +, or −right-click text and click Paste For Office Clipboard, on Home tab, in Clipboard group, click 32 © CCI Learning Solutions Inc.

33 Manipulating Text Office Clipboard can collect up to 24 items To paste item: −Click item −Click down arrow for item and then Paste To paste all items, use To delete item, click arrow for item, then Delete To clear Clipboard, use Use to set up Clipboard When active, appears in taskbar notification area 33 © CCI Learning Solutions Inc.

34 Checking the Spelling Works in background to check for spelling mistakes Wavy red line displayed beneath spelling mistake in status bar indicates spelling mistake exists Spelling Checker can use main and custom dictionary To activate spelling feature for entire presentation: −On Review tab, in Proofing group, click Spelling, or −press 34 © CCI Learning Solutions Inc.

35 Lesson 49: Formatting Text What formatting means How to apply formatting to characters How to change the alignment of text How to add bullets to selected text 35 © CCI Learning Solutions Inc.

36 What Does Formatting Mean? Change appearance and position of text or objects – On Home tab, in Font group, click option, or – Click formatting option from Mini toolbar, or – On Home tab, in Font group, click To remove all formatting options on selected text, on Home tab, in Font group, click Clear Formatting 36 © CCI Learning Solutions Inc.

37 Aligning Text Align text according to defaults for slide layout To change alignment, select text and: – On Home tab, in Paragraph group, click alignment option, or – In Mini toolbar, click alignment option, or – Press shortcut keystroke for alignment 37 © CCI Learning Solutions Inc.

38 Changing Bulleted Information To add bullets to text: – Choose slide layout with bulleted list format, or – On Home tab, in Paragraph group, click (Bullets), or – To change current bullet symbol, on Home tab, in Paragraph group, click arrow of and then click bullet symbol to use, or – To customize bullets, on Home tab, in Paragraph group, click arrow of, and then click Bullets and Numbering, or – Right-click text and then click Bullets and Numbering 38 © CCI Learning Solutions Inc.

39 Lesson 50: Working with Objects How to add graphics How to size or move graphics How to insert a table onto a slide How to format the contents of the table How to insert a chart onto a slide How to draw an object How to adjust or edit an object How to arrange an object 39 © CCI Learning Solutions Inc.

40 Inserting Clip Art Images Can be inserted from variety of sources To insert clip art image on slide: −On slide layout with Content placeholder, click Clip Art icon −On Insert tab, in Illustrations group, click Clip Art 40 © CCI Learning Solutions Inc.

41 Inserting Graphics Activate Clip Organizer to: −select multiple images and copy to Clipboard −Find those images downloaded from Microsoft online Use Search text field to find images −Insert directly from results list −Quick for narrowing search −Requires new search for each image 41 © CCI Learning Solutions Inc.

42 Manipulating the Pictures Refers to sizing, moving or making some changes to picture Picture Tools ribbon appears when picture selected Use handles to size picture to required size −Drag for left or right handle to change width −Drag for top or bottom handle to change height −Drag to change two sides connected to that handle To move picture, move cursor anywhere inside picture and drag to new location Click and drag green handle to rotate picture to any angle required Appropriate slide layout may be needed, or adjustment to individual placeholders Cannot wrap text around picture 42 © CCI Learning Solutions Inc.

43 Inserting Graphics from Other Sources May need to include picture saved as file To insert picture file: – On Insert tab, in Illustrations group, click Picture, or – in Content placeholder, click Picture icon 43 © CCI Learning Solutions Inc.

44 Creating and Using Tables Grid consists of rows and columns for data Intersection of row and column is a cell To insert table: −On content placeholder, click in placeholder, or −On Insert tab, in Tables group, click Table, and then drag in grid for total rows and columns needed for new table, or −On Insert tab, in Table group, click arrow for Table and click Insert Table −To draw table with own rows, columns or diagonal lines, on Insert tab, in Table group, click arrow for Table and then Draw Table. Table Tools ribbon appears to help manipulate or format table 44 © CCI Learning Solutions Inc.

45 Creating and Using Tables To type text in cell −click in cell and begin typing, or −press to move from cell to cell To insert tab position in cell, press + To add effect for entire table, click placeholder border for table and then apply effect Size table using handles in table placeholder To resize column or row, hover on vertical line for column or horizontal line for row, and then drag to required size 45 © CCI Learning Solutions Inc.

46 Formatting the Table Can manipulate cells and contents within cells: −adjust width of columns or height of rows −merge cells together to make larger cells −split cells to make smaller cells −add, change, or remove border style or shading/fill backgrounds for selected cells Before making any changes, select appropriate information in table 46 © CCI Learning Solutions Inc.

47 Creating a Chart Can be created by importing data or entering data Can have title and subtitles Series is one set of data If more than one series, each series displayed in legend Each series can have label displaying value Can display grid lines and tick marks Type of chart should be descriptive of data To insert chart: −On Insert tab, in Illustrations group, click Chart, or −In Content placeholder, click icon 47 © CCI Learning Solutions Inc.

48 Creating a Chart Graph reflects data entered in datasheet window Datasheet consists of rows and columns −Input or edit data in same manner as with spreadsheet program Select All ButtonColumn AddressX Axis Headings Row AddressCategoriesY Axis ValuesSizing Handle 48 © CCI Learning Solutions Inc.

49 Selecting Items in a Datasheet Must select part of datasheet to affect Range selection can be single cell, multiple cells, or entire datasheet −Click Select All button to select entire database Cells stay highlighted until you change or remove selection Datasheet displays selected range by reversing color of cells −Cell in normal color is active cell of range 49 © CCI Learning Solutions Inc.

50 Changing the Chart Type Column Compare values over time or categories vertically. Bar Compare values over time or categories horizontally. Line Compare continuous trends. Pie Compare sizes that make up whole. XY (Scatter) Determine data patterns. Area Compare continuous change in volume. Doughnut More than one set of data in pie chart type. © CCI Learning Solutions Inc. 50

51 Changing the Chart Type Radar See patterns or trends with points matched up by lines. Surface Show in 3-D continuous surface. Bubble Compare three values. Stock Display high-low-close data. Cylinder Similar to bar or column, with cylinder shape. Cone Similar to bar or column, with cone shape. Pyramid Similar to bar or column, with pyramid shape. 51 © CCI Learning Solutions Inc.

52 Changing the Chart Type Under Chart Tools, on Design tab, in Type group, click Change Chart Type, or Right-click chart and click Change Chart Series Type 52 © CCI Learning Solutions Inc.

53 Adjusting the Data Series Select Format, Selected Data Series Click (Format Data Series) button on Standard toolbar Press + Right-click series, then click Format Data Series Double-click on series bar to be changed Be careful about how many or type of options added 53 © CCI Learning Solutions Inc.

54 Adjusting the Data Series Use Format tab of Chart Tools ribbon Number of formatting options available depends on chart type The more information there for audience to read, less likely they will pay attention to you How easy to read and too many distracting items? 54 © CCI Learning Solutions Inc.

55 Creating Objects Objects to create with toolbar include: −Lines −Text boxes −Arrows −WordArt −Rectangles or squares −Diagrams or organization charts −Ovals or circles Use Shapes in Illustrations group of Insert tab 55 © CCI Learning Solutions Inc.

56 Formatting Objects Select object before applying formatting feature Drawing Tools - Format tab provides number of features −Can access more options by clicking, then appropriate choice 56 © CCI Learning Solutions Inc.

57 To select object, click it once To draw selection box around objects, click at top left of first object and drag to include all objects To move object, click and drag to new location To size object, click on sizing handle and drag until object at required size −To maintain proportions of object when resizing, hold key when dragging corner handles Once object selected, stays selected until you click somewhere else Editing and Adjusting Objects 57 © CCI Learning Solutions Inc.

58 Arranging Objects Each object on its own layer – Can move object backward or forward through layers Once objects carefully placed in relation to each other – Group so placement and order do not change – Changes affect entire group On Home tab, in Drawing group, click Arrange, or Under Drawing Tools, on Format tab, in Arrange group, click option to use 58 © CCI Learning Solutions Inc.

59 Lesson 51: Enhancing the Presentation How to change the background color How to animate slide objects and text How to customize animation effects How to apply slide transition 59 © CCI Learning Solutions Inc.

60 Changing the Background Color Change background color for one or all slides Be careful about color selection for background and text Changing background does not remove design template applied To change background: −On Design tab, in Background group, −click Background Styles −Right-click blank area of slide, click Format Background 60 © CCI Learning Solutions Inc.

61 Animating Objects On Animations tab, in Animations group, click arrow for Animate Be consistent in number and style of animation schemes used for elements 61 © CCI Learning Solutions Inc.

62 Customizing the Animation Adjust or customize how animation occurs during presentation To customize animation: −On Animations tab, in Animations group, click arrow for Animate, click Custom Animation, or −On Animations tab, in Animations group, click Custom Animation 62 © CCI Learning Solutions Inc.

63 Customizing the Animation When animate object, can set option of when or how to appear: −Choices make slides interesting to watch but also be distracting −Check speed and when should start, then play animation to be sure it works Numbered boxes indicate order animated items will appear: −Rearrange elements using or arrows −Further customize animation effect for item 63 © CCI Learning Solutions Inc.

64 Animating Objects Customize animation effect – options vary with animation effect used – check animation as it will appear to audience – may want to keep some elements as focal point Customize animation using More Effects – variety of effects vary with Effect command chosen – test each animation prior to final presentation Delete from Custom Animation Pane if not needed 64 © CCI Learning Solutions Inc. 64 © CCI Learning Solutions Inc.

65 Applying Slide Transitions How each slide appears during slide show Try to be consistent in transition between specific types of slides On Animations tab, in Transition to this Slide group, click transition style from gallery 65 © CCI Learning Solutions Inc.

66 Lesson 52: Bringing It All Together Print the presentation and use special printing options Create notes and handouts Run and view the slide show 66 © CCI Learning Solutions Inc.

67 Printing the Presentation To print presentation: −Click Office Button, Print −Click the Office Button, point at Print, and then click Print −Press + Use Print what to print other presentation items 67 © CCI Learning Solutions Inc.

68 Creating Notes and Handouts Creating Notes Organize thoughts about each slide Add notes for slide in Notes pane – Drag split bar to see more of notes Can create notes at same time create slides 68 © CCI Learning Solutions Inc.

69 Creating Notes Reduced view of slide, with speaker notes beneath – Can change any element on this page Switch to Notes Page view to: – add drawing objects or pictures – review all text for this slide Use Notes master to: – set up standard elements – Change size of notes placeholder to fit information © CCI Learning Solutions Inc. 69

70 Printing Notes Prints corresponding slide with note Provides visual guide for slide and any notes for presentation Select Notes Pages from Print what field in Print dialog box 70 © CCI Learning Solutions Inc.

71 Creating Handouts Printed copies of slides in presentation Can specify number of slides to print per page Make appropriate selection in Print dialog box If three slides, lines printed at right side of slide All handouts have enough space on page for audience to make notes 71 © CCI Learning Solutions Inc.

72 Running the Slide Show Several options for viewing slide show −Can print slides directly onto transparencies −Can be viewed directly on computer as: −Self-running show −Delivered by speaker To view slide show: −On Slide Show tab, in Start Slide Show group, click starting slide −Click (Slide Show from current slide) −Press 72 © CCI Learning Solutions Inc.

73 Viewing the Slide Show Take advantage of monitor size and display full screen mode At end of slide show, blank screen displays To set up slide show, select 73 © CCI Learning Solutions Inc.

74 Viewing the Slide Show To advance slides automatically, set up PowerPoint to display text and objects on slide first, and then advance to the next slide according to set time interval set. To advance the slides manually: −Click to move to next slide, display bullets points or objects on slide, or −press,, or Right-click screen and navigate to different area of presentation −Use Go to Slide to navigate to another slide in presentation −Use Screen to change how screen displays. −Use Pointer Options to write or emphasize items during presentation To stop slide show any time, right-click and click End Show, or press 74 © CCI Learning Solutions Inc.

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