1. © 2001 ComputerPREP, Inc. All rights reserved. PowerPoint 2000: Module I

2. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 1: Getting Started with PowerPoint

3. Objectives Start PowerPoint and open presentations Explore toolbars and menus Use the Office Assistant Work with slides in different views Manually run slide shows Close presentations and exit PowerPoint

4. Starting PowerPoint and Opening Presentations Presentation – a group of slides, usually related by a theme, that contain text, charts, drawings or graphic images Slide – an individual screen in a presentation or slide show Slide show – a full-screen version of a presentation

5. Starting PowerPoint and Opening Presentations (cont’d) When you first start PowerPoint, you are prompted to create a new presentation or open an existing presentation The default presentation view is Normal view, which combines three of PowerPoint’s views in separate panes: –Slide view –Outline view –Notes view

6. Exploring Toolbars and Menus Toolbars –Contain buttons that represent shortcuts for commonly used features –By default, the Standard and Formatting toolbars appear on the same row –A floating toolbar is a toolbar that is not docked to an edge of the application window

7. Exploring Toolbars and Menus (cont’d) Menus –Contain commands you execute to perform tasks –When you first display a menu, the default commands display –You can expand the menu to display additional commands

8. Using the Office Assistant The Office Assistant suggests help topics related to tasks you are currently performing and tips on using features more efficiently You can: –Specify to enable or disable the Office Assistant –Change the graphic that represents the Office Assistant The Office Assistant is a shared feature among all Office 2000 applications; changes you make to it in one application apply to the other applications

9. Working with Slides in Different Views The available views are: –Normal view – displays a slide pane, outline pane and notes pane –Outline view – displays the presentation titles and text in an outline format –Slide view – displays a slide pane and an outline pane –Slide Sorter view – displays all slides in miniature form in one window –Slide Show – displays the current presentation as a slide show

10. Manually Running a Slide Show ActionResult Press RIGHT, DOWN or ENTER, or click the left mouse button Displays the next slide Press LEFT or UPDisplays the previous slide Click the right mouse buttonDisplays the shortcut menu, which you can use to advance to the next slide or return to the previous slide Press HOMEDisplays the first slide in the presentation Press ENDDisplays the last slide in the presentation Press RIGHT or DOWN, or click the left mouse button while displaying the last slide in the presentation Stops the slide show and displays the first slide in the PowerPoint window Press ESCStops the slide show and returns to the PowerPoint window

11. Closing Presentations and Exiting PowerPoint To close a presentation, click on the close button in the menu bar To exit PowerPoint, click on the close button in the application title bar

12. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 2: Creating Presentations

13. Objectives Create new presentations Add text to slides Add new slides and change slide layouts Select text Insert text boxes Save presentations

14. Creating New Presentations You can use the New Slide dialog box to select an AutoLayout or select a blank layout and create your own design AutoLayout – a pre-designed slide layout that can contain placeholders for text, charts, bullets and graphics Placeholders – dotted outlines on a new slide that reserve space for objects that can be placed on the slide

15. Adding Text to Slides Most AutoLayouts contain placeholders for entering text, such as: –Titles –Subtitles –Other objects You can: –Click in a placeholder to add text (or simply begin typing if it is the first placeholder on the slide) –Double-click in a placeholder to add an object

16. Adding New Slides and Changing Slide Layouts Slides you add will follow the currently selected slide To add new slides to a presentation: –Click on the New Slide button in the Standard toolbar –Select a slide layout –Click on the OK button

17. Adding New Slides and Changing Slide Layouts (cont’d) To change the layout of a slide: –Click on the Slide Layout button in the Standard toolbar (or click on Format, Slide Layout) –Select a slide layout –Click on the OK button

18. Selecting Text You must select text before you can modify it To select text, you can: –Click and drag over text to select it –Select a word by double-clicking on it –Select an entire paragraph by triple-clicking anywhere in the paragraph –Click on the slide icon in the Outline pane to select the entire slide

19. Inserting Text Boxes You can insert a text box to add text outside of an AutoLayout placeholder To insert a text box: –Click on the Text Box tool in the Drawing toolbar –In the Slide pane, click on the slide and start typing or –Click and drag to draw the dimensions of the text box, then start typing

20. Inserting Text Boxes (cont’d) When you select a text box, sizing handles display around its border –Sizing handles – small squares that appear at the corners and along the sides of a selected object You can resize a text box by dragging one of its sizing handles You can move a text box by dragging its border to a new position on the slide

21. Saving Presentations Use the Save As dialog box to: –Specify where the presentation file will be saved –Give the presentation a name –Change the name of an existing presentation Use the Save button in the Standard toolbar to save an existing presentation

22. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 3: Editing Presentations

23. Objectives Modify slides Move and copy text Delete text Find and replace text Modify bullets Use numbering in slides

24. Modifying Slides You can modify existing presentations by: –Adding new slides insert a new slide in the desired location PowerPoint will automatically renumber all the slides following the new slide –Rearranging slides Click and drag a slide (in Normal and Slide Sorter views) to move it to another location Click and drag slide text (in Outline view) to move it to another location

25. Modifying Slides (cont’d) –Copying slides Press and hold CTRL Click and drag a slide to create a copy in another location Release CTRL –Deleting slides Select a slide Press DEL

26. Moving and Copying Text To copy text: –Use the Clipboard – copy text to the Clipboard, then paste the text from the Clipboard at the location of the insertion point The Clipboard can store a maximum of 12 items at one time The Clipboard toolbar displays if two or more items reside in the Clipboard If the Clipboard toolbar is full and you copy another item to it, the first text item you copied will be removed

27. Moving and Copying Text (cont’d) To copy text (cont’d): –Use drag and drop - press and hold CTRL, drag the selected text from one location and drop it into another To move text: –Use the Office Clipboard - cut text to the Office Clipboard, then paste it to a new location –Use Drag and Drop - drag the selected text from one location and drop it into another

28. Deleting Text Deleted text is not stored in the Clipboard; it is removed permanently To delete text: –Select the text you want to delete –Press DEL

29. Finding and Replacing Text To find and replace text: –Display the Replace dialog box –Specify the text you want to replace –Specify the replacement text –Specify whether to match case and/or to replace whole words only (both are optional) –Click on the Find Next button to proceed to the next occurrence of the search text –Click on the Replace button to replace the current occurrence of the search text –Click on the Replace All button to replace all occurrences of the search text

30. Modifying Bullets To change bullet characters: –Display the Bulleted card of the Bullets and Numbering dialog box –Select the desired default bullet style, or –Display the Bullet dialog box and assign a character as a bullet style To use graphic bullets: –Display the Picture Bullet dialog box –Select the desired graphic bullet

31. Using Numbers in Slides You can automatically number items on slides: –Arabic numerals –Roman numerals –Uppercase letters –Lowercase letters To apply numbers to slide text: –Display the Numbered card of the Bullets and Numbering dialog box –Select a built-in number style When you copy, move or delete numbered items, the numbers automatically recalculate

32. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 4: Formatting Text

33. Objectives Change text attributes Set indents and tabs Change text alignment

34. Changing Text Attributes Attributes – features of text that you can modify, such as font, font size, font style and color –Font – a family of characters with a distinctive and consistent design that gives the text in a presentation a unique look –Font Style – characteristic such as bold, italic and underline that can be applied to text –Font Size – the height of a character in a specific font, measured in points (an inch contains 72 points)

35. Changing Text Attributes (cont’d) To change attributes: –Display the Font dialog box and specify the desired attributes for the selected text or –Use buttons in the Formatting and Drawing toolbars to apply the desired attributes to selected text

36. Changing Text Attributes (cont’d) To replace fonts throughout a presentation: –Display the Replace Font dialog box –Specify the name of the font you want to replace –Specify the name of the replacement font –Click on the Replace button Any other text attributes previously applied to text will not be affected

37. Setting Indents and Tabs Indents determine where paragraphs or bulleted lists begin in relation to the left border of a text box Setting indents –First line indent marker marks the position at which the first line of text will begin or the first bullet will appear –Left indent marker marks the position at which text following a bullet will appear or where text will wrap

38. Setting Indents and Tabs (cont’d) Tabs determine where the insertion point moves when you press TAB Setting tabs –Determines how far to the right text will move –Default tabs are set every inch –When a new tab is set, all default tabs to the left are cancelled –Four tab types: left, right, center and decimal

39. Changing Text Alignment To change text alignment: –Click anywhere within a text box –Click on the Align Left button to align the text to the left –Click on the Align Right button to align the text to the right –Click on the Center button to center the text –Click on Format, Alignment, Justify to justify the text

40. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 5: Printing Presentations

41. Objectives Preview slides Print slides and change slide orientation Print handouts

42. Previewing Slides You can preview slides to see how they look before you print in: –Grayscale or –Black and White Black and White view – shows what a color slide looks like when printed on a non-color printer

43. Printing Slides and Changing Slide Orientation You can print: –All slides in a presentation –Selected slides –A range of slides –The current slide You can specify: –Landscape orientation – the slide is wider than it is tall –Portrait orientation – the slide is taller than it is wide

44. Printing Handouts You can print handouts as sheets containing 2, 3, 4, 6 or 9 slides per page To print handouts: –Display the Print dialog box –Display the Print what drop-down list, then click Handouts –Specify the number of slides per page and a horizontal or vertical order –Click the OK button

45. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 6: Working with Proofing Tools

46. Objectives Check spelling Change spelling options Check for style consistency Use AutoCorrect

47. Checking Spelling By default, PowerPoint displays a wavy, red line beneath any text that is misspelled or unrecognized You can correct misspelled words using: –The Spelling shortcut menu or –The Spelling dialog box, in which you specify to ignore or change the misspelled word or all instances of the misspelled word

48. Changing Spelling Options You can specify spelling checker options from the Spelling and Style card of the Options dialog box Default spelling options include: –Check spelling as you type –Always suggest corrections –Ignore words in uppercase –Ignore words with numbers

49. Checking for Style Consistency If the Office Assistant is enabled, potential style problems are indicated by a light bulb icon Use the Case and End Punctuation card of the Style Options dialog box to: –Specify how capital letters will be used in titles and body text –Specify how punctuation will appear at the end of sentences and within paragraphs

50. Checking for Style Consistency (cont’d) Use the Visual Clarity card of the Style Options dialog box to: –Specify font sizes for slide components –Specify the maximum number of bullets per slide –Specify the maximum number of lines per title –Specify the maximum number of lines per bullet

51. Using AutoCorrect AutoCorrect – a feature that automatically corrects commonly misspelled words as you type You can use the AutoCorrect dialog box to specify AutoCorrect options and to create custom entries To create custom AutoCorrect entries: –Display the AutoCorrect dialog box –Specify the text you want to replace –Specify the replacement text –Click on the Add button

52. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 7: Working with Objects

53. Objectives Draw objects Modify objects Insert AutoShapes Arrange objects

54. Drawing Objects Use tools on the Drawing toolbar to draw objects To draw objects: –Select a drawing tool –Position the mouse pointer in the drawing area –Click and drag the mouse pointer to create a shape –Release the mouse button You can add text to any shape except a line, connector or freeform shape The text is treated as part of the object

55. Modifying Objects To resize an object: –Click and drag a sizing handle, or –Use the Size card of the Format AutoShape dialog box to specify exact dimensions To add text to an object: –Use the Text Box tool in the Drawing toolbar to create a text box –Insert text –Place the text box on top of the shape

56. Modifying Objects (cont’d) To apply line colors to an object: –Display the Line Color palette in the Drawing toolbar –Click on a color square To apply line styles to an object: –Display the Line Style palette in the Drawing toolbar –Click on a line style

57. Modifying Objects (cont’d) To apply background fills to an object: –Display the Fill Color palette in the Drawing toolbar –Click on a color square To apply texture fills to an object: –Display the Texture card of the Fill Effects dialog box –Double-click on an icon representing the texture you want to apply

58. Inserting AutoShapes To insert an AutoShape on a slide: –Display the AutoShapes menu in the Drawing toolbar –Point to a category on the menu –Click on an AutoShape button in the palette –Click and drag on the slide to draw the desired shape –Deselect the AutoShape Use the options in the Format AutoShape dialog box to format and add text to the AutoShape

59. Arranging Objects To move an object: –Click and drag the object to a new position on the slide To duplicate an object: –Select the object and click on Edit, Duplicate or –Press and hold CTRL, then click and drag the object to create a duplicate To delete an object: –Select the object, then press DEL

60. Arranging Objects (cont’d) To rotate an object: –Click on the Free Rotate button in the Drawing toolbar –Drag a green dot that surrounds the object to rotate the object about its center point To flip an object: –Click on the Draw menu in the Drawing toolbar –Click on Rotate or Flip –Click on Flip Horizontal or Flip Vertical to specify the direction in which to flip the object

61. Arranging Objects (cont’d) To layer objects: –Move objects over one another –Right-click on a layered object, click on Order, then click on the command that performs the layering operation you want To group objects: –Click on an object, press and hold SHIFT, click on the other objects you want to group, then release SHIFT –Click on the Draw menu in the Drawing toolbar –Click on Group

62. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 8: Using WordArt and ClipArt

63. Objectives Use WordArt Insert ClipArt Recolor ClipArt

64. Using WordArt WordArt – a feature you can use to insert text that you can manipulate graphically To insert WordArt: –Display the WordArt Gallery dialog box –Double-click a WordArt style –Type text in the Edit WordArt Text dialog box Use the WordArt toolbar buttons to edit, color and shape the WordArt object

65. Using WordArt (cont’d) To edit WordArt: –Display the Edit WordArt Text dialog box –Edit the text as desired –Change the font, font size and font attributes as desired Use the WordArt Shape palette to select a different shape to apply to the WordArt object

66. Using WordArt (cont’d) Gradient fill – a fill showing a gradual difference in color or colors in proportion to the distance from a given point To add a gradient fill to a WordArt object: –Display the Gradient card of the Fill Effects dialog box –Specify one or two colors –Specify the shading style –Specify the shading pattern

67. Inserting ClipArt ClipArt – ready-made, usually copyright-free, illustrations you can insert into application files To insert ClipArt into a presentation: –Display the Pictures card of the Insert ClipArt dialog box –Click on the ClipArt category containing the ClipArt you want to insert –Right-click on a ClipArt image, then click on Insert You can reposition and resize ClipArt images as desired

68. Recoloring ClipArt To recolor ClipArt: –Display the Recolor Picture dialog box –Specify a new color for each original color you want to recolor –Specify whether to recolor lines or background fills You can use the Picture toolbar to: –Change ClipArt colors to shades of gray –Alter the ClipArt object’s brightness

69. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 9: Building Slide Shows

70. Objectives Expand slides Use the Slide Finder Create summary slides Add transition effects Add animation effects

71. Expanding Slides To expand a slide: –Display the slide that is to be expanded in Normal view –In the Outline pane, click on the bullet of the item that will become the title of the first new slide –Click on the Decrease Indent button in the Formatting toolbar –Repeat for each bulleted item that will become the title of a new slide –Delete the original slide

72. Using the Slide Finder You can use the Slide Finder dialog box to: –Preview slides in other presentations –Insert existing slides from other presentations into the current presentation –Use existing slides to create a new presentation

73. Creating Summary Slides Summary slide – a slide that displays the titles of selected slides in the presentation in a bulleted list To create summary slide: –Select the slides you want to include in the summary slide –Click on the Summary Slide button in the Slide Sorter toolbar

74. Adding Transition Effects Transition Effects – special effects that introduce a slide during a slide show You use the Slide Transition dialog box to apply transition effects You can specify how the slide show will advance: –Manually, or –Automatically You can apply a single effect to a whole presentation, or multiple effects to the various slides in the presentation

75. Adding Animation Effects Animation – a visual or sound effect applied to text or an object You can choose different animation effects for individual slide objects To add preset animation effects: –Click in the slide object to which you are applying the effect –Display the Preset Animation submenu (click on Slide Show, Preset Animation) –Click on an animation effect The order in which the effects display and the timing are controlled automatically

76. Adding Animation Effects (cont’d) To add custom animation effects to a slide: –Display the slide to which you want to apply custom animation effects –Display the Custom Animation dialog box –Select the element to which you want to apply animation –Use the Effects card to specify the animation effects you want –Use the Order & Timing card to specify the order in which the animations occur, the timing of each animation, and whether they will occur automatically or manually

77. © 2001 ComputerPREP, Inc. All rights reserved. Lesson 10: Running Slide Shows

78. Objectives Hide slides Control slide shows Annotate slides Use the PowerPoint Viewer

79. Hiding Slides Hiding slides is useful for presentations that contain a mixture of elements for diverse audiences You can choose in advance which slides to display in a slide show Even if a slide is hidden, you can display it during the slide show

80. Hiding Slides (cont’d) To hide slides: –Select the slides you want to hide in Slide Sorter view –Right-click a selected slide, then click on Hide Slide To display hidden slides during a slide show: –Run the slide show –Type H To unhide hidden slides: –Select the hidden slides in Slide Sorter view –Right-click a selected slide, then click on Hide Slide

81. Controlling Slide Shows You can use keyboard keys and screen navigation tools to control how a slide show advances Common keyboard keys: ActionResult Type b or.Blackens/unblackens the screen Type w or,Whitens/unwhitens the screen Type a or =Shows/hides the arrow pointer Type eErases on-screen annotations Type a number, then press ENTERAdvances to the specified slide Press PGDNAdvances to the next slide Press PGUPReturns to the previous slide Press ESCExits the slide show

82. Controlling Slide Shows (cont’d) To advance slides out of sequence using the Slide Navigator: –Run the slide show –Right-click on a slide, point to Go, then click on Slide Navigator –Double-click on the slide you want to display next

83. Annotating Slides To annotate (write or draw on) a slide during a slide show: –Start the slide show –Display the slide you want to annotate –Right-click on the slide, point to Pointer Options, then click on Pen –Click and drag the mouse pointer to write or draw on the slide

84. Using the PowerPoint Viewer PowerPoint Viewer – a program you can use to run slide shows on computers that do not have PowerPoint installed Before you can run a slide show using the PowerPoint Viewer, you must: –Save the presentation from your computer to a floppy disk –Make sure the PowerPoint Viewer is installed on the computer from which you will run the slide show