Microsoft PowerPoint 2007 Part 1

Agenda Formatting Presentation Text I Formatting Presentation Text II Editing and Proofing Text Using the Outline Tab

Lesson 1 Formatting Presentation Text I Formatting Text Changing an Existing Font Modifying the Font Size Changing Font Style, Effect, and Font Color Using the Font Dialog Box Using the Format Painter Selecting Text Deleting Slide Items

Lesson 1 Formatting Presentation Text I (cont.) Moving/Copying Text between Slides Using the Paste Options Button Using the Clipboard Task Pane

Formatting Text All text formatting in a slide is determined by the Theme upon which the presentation is based, as well as the selected slide layout. Text formatting can be divided into character formatting and paragraph formatting. Character formatting refers to the font style, size, effect, and color of text on a slide. Paragraph formatting refers to the alignment and indenting of paragraphs, as well as the spacing between and within paragraphs. It is applied to selected text only.

Changing an Existing Font Users can change the font to suit the needs, and customize a presentation to accommodate special conditions. PowerPoint includes many fonts. They range from heavy and bold to thin and light.

Modifying the Font Size The default font size of titles, bulleted text, and other text depends upon the template or theme. Font size is measured in points. One point is approximately 1/72 of an inch. A font size can be applied to existing text.

Changing Font Style, Effect, and Font Color Font style refers to bolding and italicizing text. Font effects include underline, shadow, emboss, superscript, and subscript. The Font Color button has two components. The Font Color button displays the currently selected color. To apply this color to selected text, users click the Font Color button.

Using the Font Dialog Box Users can use the options available in the Font dialog box to apply specific font sizes, styles, special effects, and color to selected text. The Font dialog box also provides options to change character spacing.

Using the Format Painter Users can use the Format Painter button in the Clipboard group on the Home tab or on the Mini Toolbar to copy the formatting of text and apply it to other text.

Selecting and Deleting Text Text, placeholders, and objects can be selected using the mouse or key combinations. To select all the text in a placeholder, users can select the text or select the placeholder. To delete text, placeholders, and objects, users can select the text and press the delete key on the keyboard.

Moving/Copying Text between Slides Using the Cut and Paste features makes it easy to move text. To duplicate text, users can use the Copy and Paste features, except that the Copy feature does not remove the text from the original location. Cut or copied text is placed on the Clipboard. When users paste, the most recent item cut or copied is retrieved from the Clipboard.

Using the Paste Options Button The Paste Options button appears if users paste formatted text into a differently formatted placeholder. Selecting the Keep Source Formatting option, the text is pasted with its original formatting. Keep Text Only applies the formatting of the surrounding text and Use Destination Theme. Users can hide the Paste Options button by pressing the [Esc] key.

Using the Clipboard Task Pane The Office Clipboard can store multiple items. The cut or copied items are collected on the Clipboard task pane and remain available to all Office 2007 products. Users can clear the Office Clipboard of all items by clicking the Clear All button.

Lesson 2 Formatting Presentation Text II Selecting a Shape Style Customizing a Shape Style Applying Effects to a Text Placeholder Selecting a WordArt Style Editing Text Outline Color Editing Text Fill Color Applying Text Effects Adding and Removing Bullets and Numbers Modifying Bullets and Numbers

Selecting a Shape Style Using a Shape Style for the text not only applies a predefined shape to the text but also formats the appearance of the shape.

Customizing a Shape Style Shape Style is a quick and easy method of enhancing the text in a presentation.

Applying Effects to a Text Placeholder Apply a variety of effects to text placeholders, such as Shadows, Reflections, Glows, Soft Edges, Bevels, and 3-D Rotation.

Selecting a WordArt Style WordArt Style is a way of adding visual effects and colors to the text. It easily applies creative and highly visual effects to the text, such as Fill color, Outline color, and Text Effect.

Editing Text Outline and Text Fill Color Choose colors from the Text Outline gallery or Text Fill - gallery in the WordArt Styles group to apply theme or standard colors.

Applying Text Effects Apply a variety of effects to the text, such as Shadows, Reflections, Glows, Bevels, 3-D Rotation, and Transform. The Transform effect changes the warp or path of the text in a creative and unique style.

Adding and Removing Bullets and Numbers Slides often contain text in bulleted and numbered lists. Users can add and remove bullets and numbers manually, if desired. The bullet and number size and style are determined by the size and style of the corresponding text line.

Modifying Bullets and Numbers Bullet and number styles can be modified using options available in the Bullets and Numbering dialog box. Users can select from additional bullet and number styles, as well as create customized styles.

Lesson 3 Editing and Proofing Text Changing Text Alignment Setting Tab Stops Modifying Paragraph Spacing Using the AutoFit Options Button Finding and Replacing Text Running the Spelling Checker Importing Text from Word

Changing Text Alignment The Paragraph group contains four main alignment buttons: Align Left, Center, Align Right, and Justify.

Setting Tab Stops The Tab Selector button at the left end of the horizontal ruler allows users to choose the tab type to apply. The following four types of tabs are available: Tab TypeTab CharacterDescription LeftLines up the left edge of the text to the tab stop; this is the default tab type. CenterCenters the text under the tab stop. RightLines up the right edge of the text to the tab stop. DecimalLines up decimal points or periods to the tab stop.

Modifying Paragraph Spacing and AutoFit Options Line spacing can be measured in either lines or points. If the text no longer fits in the placeholder, the AutoFit Options button appears. Users can use the AutoFit options to choose the formatting to be applied, or press [Esc] to hide the button. Line SpacingAutoFit Option

Finding and Replacing Text Users can find a word or phrase and replace it with another word or phrase. Users can replace all occurrences of the text or just the current occurrence. Match case option can be used to find text that matches the characters in the Find what box exactly. Find whole words only option ignores text if it appears as part of another word.

Running the Spelling Checker The spelling checker checks the entire presentation. Users can run the spelling checker from the Review tab. The spelling checker starts in the slide containing the insertion point. The notes pane is automatically included in the spell check.

Importing Text from Word An existing Microsoft Word document can be used to create a PowerPoint presentation. Users can import text from Word into an existing PowerPoint presentation or create a new presentation by importing an entire outline created in Word. PowerPoint creates the outline from text formatted with Heading styles in the Word document. Any text formatted in Word in the Heading 1 style becomes a slide title in the presentation; text formatted in the Heading 2 style becomes first-level text in a presentation slide, text formatted in the Heading 3 style becomes second-level text in a presentation slide, etc.

Lesson 4 – Using the Outline Tab Working with the Outline Tab Collapsing and Expand Slides Demoting and Promoting Text Lines Moving Text Lines Adding Slides in the Outline Tab Deleting Slides from the Outline Tab Rearranging Slides in the Outline Tab

Working with the Outline Tab The presentation outline appears when you click the Outline tab in the tabs pane at the left-hand side of the program window. The Outline tab displays a presentation in the form of a classic outline, consisting of separate lines for the heading and associated body text of each slide. Text can be indented to one of five levels. Level one is the highest heading level.

Collapsing and Expanding Slides A collapsed outline allows the user to see the flow of ideas more easily. This option leaves more of the screen available. Users can choose to collapse the entire outline and view only the titles of each slide to check for continuity, or collapse specific slides. Users can also expand the entire outline to view all the body text, or only specific slides.

Demoting and Promoting Text Lines PowerPoint provides nine levels of indentation for the body text on a slide. Level 1 has the smallest indent and level 9 has the largest. To place less emphasis on an item, users can demote it. When users demote an item, the indentation increases, vice versa. The Show Text Formatting option in the Outline menu (displayed when right-clicking in the Outline tab) lets users display the text formatting in the outline.

Moving Text Lines Users can use the Move Up and Move Down options on the Outline menu to move titles and body text up or down on a slide or between slides. If multiple text lines are selected, the entire selection moves accordingly.

Adding, Deleting, and Rearranging Slides in the Outline Tab By default, newly inserted slides have the Title and Content layout and appear above the selected slide. Users can easily delete slides from the presentation outline and delete multiple slides by first selecting all the slides users want to delete. Users can rearrange slides in the presentation outline, whether the outline is collapsed or expanded.