1 ADVANCED MICROSOFT POWERPOINT Lesson 5 – Using Advanced Text Features Microsoft Office 2003: Advanced

2 Objectives Find and replace text in a slide show. Adjust text spacing using tabs and indents. Insert symbols. Number paragraphs automatically.

3 Objectives (cont.) Modify fonts for an entire presentation. Add a text box. Create and modify a macro. Insert a hyperlink. Create a summary slide.

4 Terms Used in This Lesson Text box: A box that you can draw on a slide to insert text. Macro: A function (or mini program) that stores all of the steps required to complete a task and performs those steps when you run the program. Summary slide: A slide that can be automatically made from the titles of the slides in a presentation

5 Finding and Replacing Text Use Find to locate a word or phrase. Use Replace to change all instances of a word or phrase to another word or phrase. PowerPoint automatically searches all placeholders in a presentation to locate the search text.

6 Finding and Replacing Text (cont.) You can use the Find and Replace commands in the Slide pane or in the Outline tab of Normal View. Working with text in the Outline tab can be speedier than working in the Slide pane because it doesn’t take as much time to move from slide to slide. You should be careful when using Replace All to avoid replacing text that you don’t want to change.

7 Finding and Replacing Text (cont.) Type the text to find Select other options to refine search Type the text to find Type the replacement text Open the Edit Menu and then click Find, CTRL-F Open the Edit Menu and then click Replace, CTR-H

8 Adjusting Text Using Tabs and Indents Use PowerPoint’s horizontal ruler to set and adjust tabs and indents. The ruler displays indents for all levels of text. Indents and tabs set in the first line of a text level apply to all entries at that level. Use tabs to align text in columns within a placeholder.

9 Adjusting Text Using Tabs and Indents (cont.) PowerPoint supplies indent markers for each level of bulleted text; therefore, to control the indent of a particular level, you must take care to move the correct indent marker. If you have difficulty with text jumping to the right as you adjust indents, you might be moving the wrong indent marker.

10 Adjusting Text Using Tabs and Indents (cont.) Working with tabs in PowerPoint is like working with tabs in a program such as Word. Setting a tab in one bulleted item sets it for all items at that same level..

11 Adjusting Text (cont.) Select a tab type First-line indent marker Hanging indent marker Click to insert a tab on the ruler To adjust indents, drag the indent markers on the ruler. From the View Menu click Ruler.

12 Inserting Symbols Use special characters and symbols to improve readability and accuracy of text. Choose symbols from the current font or select a different font. Most-recently-used symbols appear at the bottom of the dialog box.

13 Inserting Symbols (cont.) Use the Subset list to quickly locate a related group of symbols. To give text in a presentation a professional look, you should use appropriate symbols. For example, it is much better to use a dash (—) than two hyphens (- -). You are not limited in the Symbol dialog box to the symbols displayed for the current font. You can also change fonts to see many different types of symbols.

14 Inserting Symbols (cont.) Each symbol has a character code and you can enter a symbol using the Alt key and the numeric keypad (if you have a keypad on your keyboards). This process can save time when inserting commonly used symbols. Troubleshooting Tip: If you do not see the Subset list box at the top right of the Symbol dialog box, it is probably because the ASCII symbol set is displayed. Change the symbol set to Unicode (hex) (click the from list box at the lower right corner of the dialog box to see a list of symbol sets) so the Subset list is available.

15 Inserting Symbols (cont.) Click a symbol and then click Insert Each symbol has a character code Subsets are groups of related symbols From the Insert Menu choose Symbol.

16 Numbering Paragraphs Use paragraph numbers rather than bullets when items require a specific order or to show priorities. To number paragraphs, you apply the number format in PowerPoint in the same way you would apply it in Word: select the text and click the Numbering button on the Formatting toolbar. Adjust the color and size of numbers in the Bullets and Numbering dialog box.

17 Numbering Paragraphs (cont.) Click the Size spin arrows to change number size Click the Color list to see a palette of colors You can choose to start numbering with a number other than 1. Click the Numbering button on the Formatting toolbar.

18 Replacing Fonts in a Presentation Use Replace Fonts to replace one font with another font throughout a presentation. You cannot choose which instances of the font to replace. The Replace Fonts command is the easiest way to replace fonts automatically throughout a presentation. Another way to do so is to change fonts on the slide masters, a feature covered in Lesson 8.

19 Replacing Fonts in a Presentation (cont.) The Replace list in the Replace Font dialog box will display a list of the fonts currently in use in a presentation. This feature is a good way to make sure that all slides are using the same fonts; it’s all too easy to overlook a different font in a text box while creating slides. Click the Replace box to see a list of fonts in the presentation From the Format menu click Replace Font.

20 Adding Text Boxes Add a text box to a slide to insert text for which no placeholder has been provided. Use either of two options to create a text box: – Click on the slide to create a text box in which text does not wrap. – Drag the Text Box tool pointer to draw a text box in which text will wrap.

21 Adding Text Boxes (cont.) We have worked with drawing tools in other units, therefore, you should have no difficulty inserting text boxes. Automatic formatting is applied to text in the text boxes as you add them to slides. Depending on the current design template, text might automatically center or take on a specific font.

22 Adding Text Boxes (cont.) You need to adjust formats as necessary to present the text in the text box properly on the slide. Nonwrapping text box is used for single words or short phrases Wrapping text boxes are used for longer phrases, sentences, or paragraphs.

23 Adding Text Boxes (cont.) You can turn a nonwrapping text box into a wrapping one just by dragging a corner handle to resize the box. A wrapping text box can be turned into a nonwrapping one by opening the Format AutoShape dialog box (Format, Format AutoShape), clicking the Text Box tab, and clearing the Word wrap text in AutoShape check box.

24 Adding Text Boxes (cont.) Click on the slide for a nonwrapping text box Click and drag for a wrapping text box From the View menu choose Toolbars and then Drawing to display the Drawing toolbar. Click the Text Box tool to insert a text box.

25 Creating and Modifying a Macro Create a macro to record the steps for a task or set of tasks. Remember in Word, we had to worry about what template the macro was stored in and the keyboard or toolbar options for running the macro. In PowerPoint it is somewhat easier than in Word. A macro is stored only in the current presentation by default.

26 Creating and Modifying a Macro (cont.) Modify an existing macro in Microsoft Visual Basic Editor You can copy a macro module from one presentation to another so as to make the macro useful for more than one presentation. Open the presentation containing the macro and the presentation you want to copy to. Open the Visual Basic Editor, you should see both presentations in the Project Explorer, click the macro module and drag it to the other presentation.

27 Creating and Modifying a Macro (cont.) Troubleshooting Tip: If you cannot run the macro you recorded, the security settings for the presentation are too high. You can open the Tools menu, click Macro, and then click Security to open the Security dialog box and change the security level. After changing the security level, you may need to close and reopen the presentation. You should see a dialog box containing a security warning.

28 Creating a Macro (cont.) The macro is stored in the current presentation Run or edit a macro from the Macro dialog box Open the Tools menu, click Macro, and then click Record New Macro

29 Inserting Hyperlinks on Slides Use a hyperlink to – Jump to a particular slide in a presentation. – Open another document stored on your computer or network. – Display a specified Web site. Hyperlinks are underlined and a different color. Hyperlinks are active only in Slide Show view.

30 Inserting Hyperlinks on Slides (cont.) Use Place in This document to link from one slide to another There are many options in the Insert Hyperlink dialog box. These options make it easy to locate sites or documents you want to link to and to set up the appearance of the hyperlink. Insert Hyperlink on the Standard toolbar.

31 Creating a Summary Slide A summary slide can act as a “table of contents” or review major points in a presentation. Key a more meaningful title for the summary slide if desired. The titles of the selected slides appear as bullet items on the summary slide.

32 Creating a Summary Slide Create a summary slide by selecting the main slides of the presentation: – in Slide Sorter view – in the Outline tab, normal view – in the Slides tab In the Outline tab, collapse the outline text, select slide titles, and use the Outlining toolbar’s Summary Slide button to create the summary slide. In the Slides tab, select slides and then using the Outlining toolbar to create the summary slide.

33 Summary The Find command can help you locate specific text in your presentation. The Replace command makes it easy to substitute one word or phrase for another throughout the presentation. To align text more precisely on a slide, you can use tabs and change indents.

34 Summary (cont.) You can use the Symbol command on the Insert menu to display a dialog box of special characters and symbols that make your text more accurate and readable. Numbering paragraphs is another way to organize text in a placeholder.

35 Summary (cont.) The Replace Fonts command allows you to replace all instances of one font with another font throughout a presentation. You can use text boxes to add information or comments to slides. Macros can automate the process of performing repetitive tasks. You can modify or copy a macro in the Visual Basic Editor.

36 Summary (cont.) You can link text on your slides to a number of different types of resources such as files on your computer or server, other slides in your presentation, Web pages, or addresses. You can create a summary slide from the titles of slides in a presentation.

37 Homework – PowerPoint Lesson 5 Review Questions: Page 19 – True/False Project 5-1: Page 20 Project 5-2: Page 21 Project 5-3: Page 21-22