© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Objectives Select, rearrange, and delete slides Use the clipboard Check spelling and word usage Insert headers and footers Apply a consistent background and color theme Add movement effects

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Selecting, Rearranging, and Deleting Slides 1

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Select Multiple Slides To select contiguous slides, click the first slide in the selection and press while you click the last slide in the selection. To select noncontiguous slides, click the first slide and press while you click each slide you want to add to the selection, one at a time.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Rearrange Slide Order Click a slide thumbnail to select it in Slide Sorter View. Click the slide and drag it to a new position. –Notice the horizontal line and the drag-and- drop bar as you drag. Release the mouse button and the slide is in its new position.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Delete Slides To delete slides, select them and use one of these methods: –Press on your keyboard –Click the Delete button on the Home tab, in the Slides group.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Using the Clipboard 2

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Cut, Copy, and Paste Cut—Removes text or an object and places it on the Clipboard, a temporary storage space. Copy—text or an object remains in its original place and a copy is placed on the Clipboard. Paste—a copy of the text or object is placed at the insertion point location and the item remains on the Clipboard. The Clipboard holds up to 24 items at a time. Clipboard items are viewed and managed by using the Clipboard task pane. does not save items to the Clipboard.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Cut, Copy, and Paste to Rearrange Slides Click the thumbnail of the slide you need to move, then click the Cut button found on the Home tab in the Clipboard group. –This removes the slide and stores it on the Clipboard. Select the thumbnail for the slide you want to precede the new slide, and then click the Paste button. –The cut slide is inserted after the selected slide.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Cut, Copy, and Paste to Rearrange Text Select text then press + to cut the text from the slide. Move to a new position and then click the item you want to include to insert that text from the Clipboard. Notice that a Paste Options button appears each time you paste. Click the Paste Options button that appears underneath the text, and choose your preferred option.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Clear the Clipboard Task Pane Click the Clipboard Options button at the bottom of the task pane. At the top of the Clipboard task pane, click the Clear All button to clear all of the contents held in the Clipboard.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Undo and Redo The Undo button reverses the last action you took. The Redo button reapplies editing commands in the order you undid them. Keyboard short-cuts: – + Undo – + Redo

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Format Painter With text selected, from the Home tab, in the Clipboard group, click the Format Painter button. Click within a word on the same slide to change the formatting to match what you are painting from. Double-click the Format Painter button to keep it active. Click the Format Painter button again or press to restore the standard pointer.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Checking Spelling and Word Usage 3

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Check Spelling Corrects spelling by comparing words to an internal dictionary file. Right-click a word with a red wavy underline and choose the correct spelling. An excellent proofreading tool, but careful proofreading and editing are still required.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Research Searches through reference materials such as dictionaries, encyclopedias, and translation services From the Review tab, in the Proofing group, click the Research button. On the Research task pane in the Search for box, key your search word and press. Look in the definition area for the word with the appropriate context.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use the Thesaurus Used to find words with similar meanings Click on the word you need to look up. From the Review tab, in the Proofing group, click the Thesaurus button. On the Research task pane the results will automatically be displayed.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Find and Replace To use Find: –From the Home tab, in the Editing group, click the Find button to open the Find dialog box. –In the Find what text box, key your search word and click the Find Next button and PowerPoint locates and selects the text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Use Find and Replace To use Replace: –From the Home tab, in the Editing group, click the Replace button to open the Replace dialog box. –In the Find what text box, key your search word. –In the Replace with text box, key the word you prefer to use. Click the Find Next button and PowerPoint finds the first occurrence of the word. Click the Replace button. Click OK.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Inserting Headers and Footers 4

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Add Slide Date, Page Number, and Footer Use the Slide tab in the Header and Footer dialog box to add information to the footer of all slides by clicking Apply to All. –For the current slide only, click Apply.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Add Handout Date, Page Number, and Header Use the Notes and Handouts tab to insert both header and footer information on notes pages and handouts that are usually printed.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Applying a Consistent Background and Color Theme 5

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Select a Design Theme From the Design tab, in the Themes group, click the More button to display the theme choices shown as thumbnails. Point to one of the design theme thumbnails. –PowerPoint automatically previews what that design theme will look like when applied to your presentation. Click Apply to All Slides. The design theme is applied to all the slides in your presentation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Change Theme Colors From the Design tab, in the Themes group, click the Colors button to see several choices for theme colors. Click a theme color to apply it to your presentation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Change Theme Fonts From the Design tab, in the Themes group, click the Fonts button to see several choices for theme fonts. Click any theme font to apply it to your presentation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Change Theme Effects From the Design tab, in the Themes group, click the Effects button to see several choices for theme effects. Click any theme effect to apply it to your presentation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Create New Theme Fonts From the Design tab, in the Themes group, click the Fonts button. –Click Create New Theme Fonts at the bottom of the Font Theme drop-down list. –Under Heading font, choose the font you wish to use and under Body font, choose the font you wish to use. –In the Name box, key a name for this theme. –Click Save.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Adding Movement Effects 6

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Apply Slide Transitions From the Animations tab, in Transition to This Slide group, click the More button to display transition options. Click on the transition that you would like to apply.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Adjust Sounds and Speeds From the Animations tab, in the Transitions to This Slide group, click the drop-down arrow in the Transition Speed list box. –Choose Medium to slow the transition speed a little. This applies only to the selected slide. –Click the Apply to All button if the same transition speed should apply to all slides in the presentation. Click the drop-down arrow in the Transition Sounds list box, and choose a sound. –Still working in the Transitions to this Slide group, for Advance slide select On mouse click.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Revising Presentation Text Lesson 3 Summary

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Lesson 3 Summary—1 To change the order of slides in a presentation, select the slides you want to move, then drag them to a new location. –Selected slides can also be deleted. The Clipboard can store up to 24 items that you cut or copy from a presentation. Text can be moved or copied by using the Cut, Copy, and Paste commands. –Slides can also be rearranged by using these commands. The Paste Options button enables you to choose between a pasted item’s source formatting and its destination formatting.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Lesson 3 Summary—2 PowerPoint enables you to undo—and if you change your mind—redo multiple editing actions. –The default number of available undos is 20. –When you save a presentation, the list of undos is cleared. The Format Painter button enables you to copy formatting from one object to another. Double-clicking the Format Painter button keeps it active, so that multiple objects can receive the copied format. Right-clicking a word flagged with a red wavy line provides a shortcut list of suggested spelling corrections. –An entire presentation can be spell checked at one time by using the Spelling dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Lesson 3 Summary—3 Use the Research task pane to research items in the dictionary, thesaurus, and translator all at once. Use the Thesaurus task pane to find words with similar meanings. The Find command and the Replace command search your entire presentation for specified text. The Replace feature enables you to automatically make changes to matching text it finds. Headers and Footers can appear at the top and bottom of notes and handouts pages. Footers can also appear at the bottom of slides. –Commonly used to provide page numbers, dates, and other identifying information common to an entire presentation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Lesson 3 Summary—4 Design Themes are a great way to add color, design, fonts, and effects all at once. There are several built-in Theme Colors, Theme Fonts, and Theme Effects. You can access these from the Design tab, in the Theme group. –Can be applied to individual slides, to a group of selected slides, or to an entire presentation. Slide transitions add visual interest to slide shows. –Can be applied to individual slides, a group of slides, or an entire slide presentation. Transition sounds and speed can be adjusted to add interest in a presentation.