PowerPoint 4 Foundation/Intermediate

PowerPoint 4 Foundation/Intermediate
The PowerPoint Screen PowerPoint 4 Foundation/Intermediate

Opening a Presentation
Use the File/Open command Or use the Open tool Keyboard Shortcut Ctrl+O

Saving a Presentation Use the File/Save command Or use the Save tool
Keyboard Shortcut Ctrl+S

Closing a Presentation
Click on the File/Close command Options include: Save changes Do not save changes Cancel the Close command

Menu Commands To select a menu command
Click on the menu name to open the menu Then click on the command you require to select it Mouse shortcut Tip Place the mouse pointer over the object for which you want to use a shortcut menu Click with the right-hand mouse button to display the menu and select the command you require. Keyboard shortcut tip To access a particular menu item, depress the Alt key and the underlined letter in the menu Alt+O

Dialog Boxes A dialog box is a pop-up window which is displayed when you choose certain menu commands They allow you to enter additional information, or select options

The PowerPoint 4 Screen

The Status Bar The status bar at the bottom of the screen provides you with a description of what you are seeing on-screen The status bar tells you which slide you are currently working on, i.e. Slide 1, Slide 2, etc. When you select a command the status bar displays a short description of what that command will do

The Scroll Bar The vertical scroll bar on the right-hand side of the PowerPoint screen allows you to move backwards and forwards between slides The elevator can be used to quickly move between slides At the bottom of the scroll bar are the Previous Slide and Next Slide buttons

What Are Toolbars? When you open a PowerPoint presentation, the Standard, Formatting and Drawing toolbars are displayed on screen The Standard and Formatting toolbars appear along the top of the screen, just below the menu bar The Drawing toolbar appears vertically on the left-hand side of the screen

Displaying/Hiding Toolbars
Select Toolbars from the View menu to display the Toolbars dialog box

Moving and Re-sizing Toolbars
To move a toolbar Click on a space in the toolbar you wish to move Drag the toolbar across the screen Decide where you want the toolbar to appear and release the mouse button to place the toolbar in its new location

Hiding or Adding Buttons
Select Customize from the Tools menu to display the Customize Toolbars dialog box

Custom Toolbars Select Toolbars from the View menu to display the Toolbars dialog box Then select the Custom check box and choose OK to display the Custom toolbar Select Customize from the Tools menu, to display the Customize Toolbars dialog box Choose the category which includes the button you require from the Categories box Drag the required button to the Custom toolbar and drop the button onto it. Repeat these steps as required When you have finished, select Close Empty custom toolbar to which you can add selected tools

On-line Help and Cue Cards
A complete range of Help tools are available!

Tip of the Day Displayed by default each time you start PowerPoint
Displays additional tips Toggles automatic startup display

Review Questions

Views in PowerPoint PowerPoint 4 Foundation/Intermediate

What Are PowerPoint Views?
Five different views Slide View Outline View Notes Page View Slide Sorter View Slide Show View You can switch between views by clicking the View buttons on the bottom left-hand side of the PowerPoint window Changes made to a presentation in one view will be reflected in all other views

Slide View When you first begin working on your slides, they will appear in Slide view by default Slides are displayed one at a time You can enter and edit text, draw shapes, insert pictures, add clip art, and add artwork and graphics from other applications to your presentation

Outline View Outline view allows you to enter and edit the text of your document No graphics are displayed in Outline view Only the titles and main body text of your presentation You can: Display plain or formatted text Show titles only Show the full text

Slide Sorter View Slide Sorter view allows you to see each slide in your presentation in miniature Slide Sorter view allows you to change the order of slides, add transitions, and set the timing for electronic presentations To rearrange a slide, click on it and drag it to its new location. You can also copy, delete, and add new slides.

Notes Pages View Notes Pages view enables you to add speaker’s notes to your slides which you can use as a guide to each slide during your presentation In Notes Pages view, you see a reduced version of the current slide in the top half of the page with space below where you can enter text and draw shapes to accompany the slide

Slide Show View In Slide Show view your slides are displayed as an electronic presentation on your computer The slides, along with their text, art, and graphics fill the whole screen and all screen elements such as tools and menus are hidden

Review Questions

Adding Text to Slides PowerPoint 4 Foundation/Intermediate

Text and PowerPoint Every new slide which you create in PowerPoint will contain placeholders Consisting of a title placeholder where you type in the text for the title of the slide, and a main text placeholder where you can add text and objects You can also add text to your slides, outside the placeholders, using the Text tool Use the Text tool to create text labels where the text doesn’t wrap; this is ideal for short notes and phrases You can also use the Text tool to create a word processing box for longer sections of text where the text will wrap inside the boundaries of the box

Adding Text in Slide View
Click to add title Click to add text You can enter text on a slide using the placeholders Or using the text tool Create a text label Create a word processing box Click on either placeholder and add text as required Any text that you enter on a slide with the Text Tool is not displayed in Outline view. Only text typed in a title or main placeholder will appear. Remember, text entered in a text label does not word-wrap

Adding a New Slide to a Presentation
Click on the New Slide button on the right-hand side of the status bar to display the New Slide dialog box To select an AutoLayout, click on the layout you require

Outline View and Text In Outline view you work with only the titles and main text from each slide in your presentation There are six levels of text in an outline

Adding Text in Outline View
Enter text and then use the Outline tools for formatting Promote tool Demote tool Move Up tool Move Down tool Collapse Selection tool Expand Selection tool Show Titles tool Show All tool Show Formatting tool

Adding Text in Shapes Text can easily be added and arranged in drawing shapes selected from the Autoshape toolbar When you move or rotate the shape, the text moves with it To add text to an Autoshape Click on the Autoshape to select it Begin typing The text appears in the Autoshape To make the text fit the shape, use the Text Anchor dialog box in the Format menu

Fitting Text Within Shapes
To fit text within a shape Select Text Anchor from the Format menu to display the Text Anchor dialog box Click the arrow in the Anchor Point section of the dialog box Select an option to determine how the text will be positioned Click on the Preview button to see the effect Click the Word-wrap Text in Object check box Click on the Preview button to see the effect this has Click OK The text wraps to fit inside the boundaries of the shape

Adjusting Shape Size to Fit Text
You can adjust the shape to fit around the text From the Format menu, select Text Anchor to display the Text Anchor dialog box Click the Adjust Object Size To Fit Text check box Click the Preview button to see the effect this has Choose OK The shape has changed to fit around the text Note: In this case, the size of the shape is affected, not the text

Finding and Replacing Text
Allows you to search for words or strings of characters and replace them with other words You can find and replace any word or phrase in a presentation Except for those which are embedded in objects

Review Questions

Formatting and Proofing Text
PowerPoint 4 Foundation/Intermediate

Formatting Within PowerPoint
You can format text by selecting commands from the Format menu or by using the tools on the Formatting toolbar

Modifying Fonts Select the Font command from the Format menu
Note: You can also change the font by clicking on the Font drop down menu on the Formatting toolbar and selecting a font

Formatting Font Styles, Sizes and Color
Select the Font command from the Format menu Note: You can also modify the font size and style using drop- down menus on the formatting toolbar

Additional Text Formatting Effects
Select the Font command from the Format menu Additional formatting effects include: Underline Shadow Emboss Superscript Subscript

Bullet Formatting Select the Bullet command from the Format menu Or
Use the Bullet On/Off tool

Case Formatting Select the Change Case command from the Format menu
Options include: Sentence case lowercase UPPERCASE Title Case tOGGLE cASE

Full Stop (Period) Formatting
Used to add or remove periods (fullstops) from sentences Select the Periods command from the Format menu

Using the Format Painter
Select the text containing the styles you wish to transfer to another section of text Click on the Format Painter button on the Standard toolbar Select the text you want to add the style to and the style is transferred to the selected text Note: The Format Painter button only lets you transfer a style to one other section of text. To copy the style to more than one section use the Pick Up Text Style and Apply Text Style commands in the Format menu

Transferring Styles via the Format Menu
Highlight the text containing the styles you wish to use From the Format menu, select the Pick Up Text Style command The style information is copied to the Clipboard Highlight the text you want to add the style to Select Apply Text Style from the Format menu The style is transferred to the selected text

Remember the Undo Command!
To undo your last action, click on the Undo button on the Standard toolbar Or select Undo from the Edit menu Remember, the Undo command only undoes your last action OR

Paragraph Alignment Includes: Select Alignment from the Format menu Or
Left Right Center Justify Select Alignment from the Format menu Or Use the Formatting toolbar icons

Line and Paragraph Space Formatting
Modifies the amount of space between lines of text or between paragraphs Select the Format Line Spacing command HINT: To start a new line in a paragraph without creating a new paragraph with a separate bullet, press Shift+Enter, and begin typing the new line

Left and First Line Indents
Drag the left-hand indent marker along the ruler to the right to adjust indents To adjust the margin levels, drag the margin marker to the left or right to set a new left margin for the text object

Tab Formatting Used to align and space text horizontally in a document. All tab stops are available on the ruler. You can choose from the following types of tab stop: Left Tab The left-hand edge of the text is aligned with the tab stop Right Tab The right-hand edge of the text is aligned with the Center Tab The text is centered over the tab stop Decimal Tab The decimal points of numbers are aligned at the tab stop Note: When you are entering text and want to move from one tab stop to the next, press Ctrl+Tab

Checking Spelling Use the Tools/Spelling command
Or click on the Spelling icon, in the Standard Toolbar Options include: Ignore Ignore All Change Change All Add Suggest TIP: Press F7 to activate the Spell Checker

Review Questions

Wizards PowerPoint 4 Foundation/Intermediate

What Are Wizards? PowerPoint’s Wizards enable you to create professional presentations quickly and efficiently Wizards guide you through the steps of creating a presentation by asking you questions, on-screen, about the style and content of your presentation The AutoContent Wizard helps you to come up with the basic idea for your presentation, starting with a title slide The Pick a Look Wizard helps you create the look, or style, of your presentation

AutoContent Wizard From the File menu, select New to display the PowerPoint opening screen Click the AutoContent Wizard button and select OK

Pick a Look Wizard From the File menu, select New to display the PowerPoint opening screen Click the Pick a Look Wizard button and select OK The Pick a Look Wizard - Step 1 of 9 dialog box appears Answers the questions in each dialog box Click the Next button to move to the next step This illustration shows Step 3 of the Pick a Look Wizard

Review Questions

Templates PowerPoint 4 Foundation/Intermediate

What Are Templates? The default template is called DEFAULT.PPT
PowerPoint is supplied with over one-hundred pre-designed templates Templates are presentations where masters and colors have been designed to give a particular look, and define what your text will look like You can apply a template when you begin a new presentation, or when you have completed it The default template is called DEFAULT.PPT

Using Templates in Presentations
Either select Presentation Template from the Format menu Or click on the Template button on the right-hand side of the status bar The Presentation Template dialog box is displayed Note: You can also select the Template option from the PowerPoint startup dialog box when you first start PowerPoint

Customized Templates You may wish to create your own template by changing the color scheme and slide master of an existing template From the File menu, select Open In the File Name list, double-click on the template you want to edit to open it Make any changes required to the template When you have finished Select Save As from the File menu and give the template you have created a new name

Review Questions

PowerPoint Objects PowerPoint 4 Foundation/Intermediate

What Are the PowerPoint Drawing Tools?
Objects can consist of drawings, text, lines, arcs, shapes, or graphs The Drawing toolbar Enables you to draw many basic objects such as lines, arcs, circles and boxes The AutoShapes toolbar Allows you to add commonly used shapes, such as rectangles and triangles The Drawing+ toolbar Provides special tools which enable you to modify your pictures and graphics even more

Using the Drawing Tools
Allows you to: Draw a line or an arc Give the line or arc a new style Draw rectangles and ellipses Draw a Freeform shape Edit a Freeform shape Toolbar display is controlled via the View/Toolbars command

AutoShapes Click on the AutoShapes button on the Drawing toolbar to display the AutoShapes toolbar To adjust the shape further, select the shape and drag the adjustment handle

Selecting Objects It is important to know: To select a single object:
Click on it It is important to know: How to select a single object How to deselect a selected object How to select more than one object at a time How to select objects using the Selection Tool How to select all the objects on a slide To select multiple objects: Press the SHIFT key and click on the next object you wish to select To deselect objects: Click on the selected object whilst holding down the SHIFT key To select all objects: Press CTRL+

Grouping and Un-grouping Objects
Grouped objects are treated as one single object To group objects: Select the objects you wish to group From the Draw menu, select Group To ungroup objects Select Ungroup from the Draw menu

Re-sizing Objects Select the object
From the Draw menu, select Scale to display the Scale dialog box Other re-sizing options include: Constraining objects when you re-size them Re-sizing a line

Aligning Objects Select the objects to be aligned
Select Align from the Draw menu

Moving Objects Drag and drop, using the mouse Select the object
Keep the left hand mouse button depressed Move the mouse pointer to the desired location Release the mouse

Rotating Objects Objects can be rotated as individual objects, or as groups or multiple selections Select the object (or group) you wish to rotate Click on the Free Rotate tool on the Drawing toolbar Place the Free Rotate pointer over one of the object’s re-size handles Drag the pointer and rotate the outline of the selection to the position you require You may also use the Rotate/Flip command within the Draw drop down menu, which also allows you to Rotate Left or Rotate Right by 90 degrees

Cutting, Copying, Pasting and Duplicating
Cut, Copy and Paste Objects can be cut, copied and pasted using buttons on the Standard toolbar (or Edit menu commands) Whenever you use the cut and copy commands, a copy of the object is placed on the Clipboard Duplicating When you duplicate an object, a copy of it is not stored on the Clipboard Duplicating an object means that you make a copy of it which is placed on the slide, slightly offset from the original object Duplicate Keyboard shortcut: Ctrl+D

Moving Objects Forwards and Backwards
The placement of objects can be modified using: Bring to Front Send to Back Bring Forward Send Backward Note: You can also use the Bring Forward or Send Backward buttons on the Drawing+ toolbar to move objects forward or backwards one level at a time

Selecting and Changing Color Schemes
PowerPoint comes with eight sets of pre-designed color schemes A color scheme consists of a background color, text and lines color, shadow color, title text color, fill color and accent colors Background color Text and lines color Shadow color Title text color Fill color Accent colors

Creating Color Schemes
From the Format menu, select Slide Color Scheme

Changing Color Schemes
Allows modification of part of your color scheme by changing individual colors In this example, choose the Text & Lines color box, and select Change Color to modify text and line colors

Adding a Shaded Background
Six shaded background options The color of the shading can be adjusted to suit your requirements You can see the affect of the color scheme changes in Slide Sorter View

Copying Color Schemes Between Slides
You can apply a color scheme to another slide, or another presentation using the Format Painter tool To copy a scheme to more than one slide, use the Pick Up Color Scheme and Apply Color Scheme commands (in the Format menu)

Creating Custom Colors
You can create your own custom colors From the Format menu, select Slide Color Scheme Select the item you wish to change from the Change Scheme Colors box Click on Change Color to display the Color Palette relating to the item you have selected Select the More Colors button to display the More Colors dialog box

Review Questions

Using Masters PowerPoint 4 Foundation/Intermediate

What Are Slide Masters? Four PowerPoint masters:
Slide Master for Slide view Outline Master for Outline view, etc. Masters contain formatting information Items on the master appear on all slides No need to apply the master formatting to every slide in your presentation Changes to text on individual slides are retained

The Slide Master Contains formatted placeholders for title, text and background items To open, select Master from the View menu, and select Slide Master Master title (Title Area for AutoLayouts) Shortcut Tip to open the Slide Master, click on the Slide View button whilst holding down the SHIFT key Master text (Object Area for AutoLayouts)

Numbering Slides Using the Slide Master and Adding the Date
To add the date Select Date from the Insert menu The date is displayed as two slashes in a frame Select and drag the date frame to position it To add the date outside the title and object areas Select the Text tool from the Drawing toolbar Click on the slide master where you want to insert the date and type two forward slashes (//) The time is displayed as two colons in a frame To add the slide number to the Slide Master Select Page Number from the Insert menu, or select the Text tool from the Drawing toolbar and type two number signs (##) where you want the page number to appear Note: To begin slide numbering with a number other than 1, select Slide Setup from the File menu. Enter the number you want to start slide numbering with in the Number Slides From box

Manipulating Slide Masters
You can: Make a slide different from the Slide Master By making changes to an individual slide Reapply the Slide Master formats to a slide Select the slide that you want to reapply the Slide Master formatting to Select Slide Layout from the Format menu to display the Slide Layout dialog box Select Reapply Follow the Slide Master Color scheme change can be reset to follow the Slide Master Select Slide Background from the Format menu to display the Slide Background dialog box Click on the Follow Master button Click the Apply button to apply the Slide Master settings to the current slide

The Outline Master To open the Outline Master
Either select Master from the View menu, and select Outline Master Or click on the Outline View button whilst holding down the Shift key NOTE: The dotted rectangle represents the area where the outline text will appear on the page when you print the outline

Review Questions

Inserting Graphics, Pictures and Clipart

ClipArt and File Formats
Common file formats include: BMP DIB EPS PCT WMF Two ways of storing graphics in a file: Bitmap Vector

Importing From Another Application

Inserting ClipArt

Modifying ClipArt Color Schemes
Each ClipArt image has a preset color combination which may not match with the color scheme on your slides.

Adding ClipArt to the Gallery
Select the Options button within the ClipArt Gallery

Inserting WordArt Allows you to add special effects to text:
shadowed, stretched, rotated, or contoured to fit various pre-defined shapes May be inserted from within PowerPoint

Review Questions

Creating Tables PowerPoint 4 Foundation/Intermediate

What Are Tables? A better alternative to using tab stops to display paragraphs of text side by side Tables can contain text, numbers, or both PowerPoint uses the Word 6 for Windows table module to create tables If you do not have Word 6 on your system, you will need to create tables in another application and import them into PowerPoint as an object

Creating Slides that Contain Tables
To create a new slide containing a table Click on the New Slide button on the Status Bar at the bottom of the screen to display the New Slide dialog box Select the Table AutoLayout and click on OK Double click on the table placeholder to display the Insert Word Table dialog box

Inserting Tables into Existing Slides
You can insert a table into an existing slide in two ways The first method is to use the Insert Microsoft Word Table button Click on the Insert Microsoft Word Table button on the Standard Toolbar The second way to enter a table From the Insert menu, select Microsoft Word Table to display the Insert Word Table dialog box

Tables and Text Manipulation
Tab Move to the next cell Shift+Tab Move to the previous cell Alt+Home Move to the first cell in a row Alt+End Move to the last cell in a row Alt+PgUp Move to the first cell in a column Alt+PgDn Move to the last cell in a column

Selection Techniques Within Tables
To select cells Place the insertion point just inside the left-hand edge of the cell you wish to select When the cursor changes to a right arrow, click on the cell to select it To select a row Position the insertion point to the left (outside the table’s border) of the row you wish to select When the cursor changes to a right arrow, click to select the entire row of cells To select a column Position the insertion point on the top border of the column you wish to select When the cursor changes to a small down arrow click the left-hand mouse button to select the column

Manipulating Cells, Rows and Columns Within Tables
To add cells Select a cell(s) and choose Insert Cells from the Table menu The Insert Cells dialog box is displayed To change column widths and row heights From the Table menu, select Cell Height and Width to display the Cell Height and Width dialog box

AutoFormatting Tables
To format a table using Table AutoFormats Click anywhere in the table you want to Autoformat Select Table AutoFormat from the Table menu to display the Table AutoFormat dialog box

Review Questions

Creating Graphs PowerPoint 4 Foundation/Intermediate

What Are Graphs? PowerPoint uses an embedded application called Microsoft Graph 5 Enables you to create graphs using many of the features that are used in Microsoft Excel Seven 2-D chart types: Area charts Bar charts Column charts Doughnut charts Line charts Pie charts Radar charts XY (Scatter) charts Six 3-D chart types: 3-D Area 3-D Bar 3-D Column 3-D Line 3-D Pie 3-D Surface

Creating a Graph Use the Insert Graph tool

Entering Data into a Datasheet
If the datasheet is not displayed Select Datasheet from the View menu to display the Presentation Datasheet To let PowerPoint know if the numbers are to be entered in rows or columns, click on the By Column or By Row buttons on the Graph Standard Toolbar; the default setting is By Row

Shortcut Method of Entering Numbers into a Graph
Position the mouse pointer on the first cell in the range Drag the mouse pointer over the cells until you reach the opposite corner of the range Type in a number and press Enter The mouse pointer moves, automatically, to the cell below Continue entering numbers by column When you reach the last cell in the range, the mouse pointer moves back to the first cell in the range Note: The numbers must be entered by column when using this technique, even if the data is being charted by row

Manipulating Columns To delete columns or rows To change column width
From the Edit menu, select Clear To change column width Place the mouse pointer on the line dividing two column labels The mouse pointer changes to a double arrow Drag and drop the column line to the width required. Release the mouse button Double clicking between two column letters will automatically alter the width of the first column so that its longest entry fits the column To change the width of all the columns so that they accommodate their longest entry, select the columns and double click between any two columns to automatically adjust them

Hiding the Data Sheet Click on the View Datasheet button on the Graph Standard Toolbar

Formatting Graphs With AutoFormat
Allows AutoFormatting of the chart type, font styles and legends, etc.

Formatting Graph Axes Double click on the graph to display the Graph toolbar and menus Click on the axis you wish to edit Choose Selected Axis from the Format menu to display the Format Axis dialog box

Graph Legends A legend is the key to a chart and represents the data series markers using color or patterns To add a legend to a graph Click on the Legend button on the Standard toolbar Or select Legend from the Insert menu The legend is placed on the right-hand side of the chart area by default The chart will be re-sized to accommodate the legend

Adding Chart Titles and Arrows
Add chart titles, using the Titles dialog box An example showing an arrow linking text to a data series

Adding Data Labels to a Chart
Select Data Labels from the Insert menu, to display the Data Labels dialog box

Adding Gridlines to a Chart
Gridlines can make a graph easier to read, particularly if you have several data series which are close together To add vertical and horizontal Gridlines to a chart Select Gridlines from the Insert menu to display the Gridlines dialog box

Formatting a 3-D Graph A 3-D graph has far more formatting possibilities than a 2-D graph You can change the graphs elevation, rotation, perspective, and position by changing the options in the Format 3-D View dialog box TIP: To return the graph to its original default settings, click on the Default button in the Format 3-D View dialog box

3-D Chart Floor and Wall Formatting
Double click on the walls or floor of the graph to display the Format Walls or Format Floor dialog box respectively

Review Questions

Creating Organizational Charts

What Are Organizational Charts?
PowerPoint has an embedded application called Microsoft Organization Chart Organizational charts can be added to a new slide by selecting the Org Chart AutoLayout PowerPoint will create a new slide for you with a placeholder inserted

Creating an Organizational Chart
Using the New Slide Button Select Slide View Click on the New Slide button on the Status Bar at the bottom of the screen. The New Slide dialog box is displayed Select the Org Chart AutoLayout The Insert Org Chart button allows the insertion of a chart into an existing slide

Manipulating Data in Organizational Charts
Ctrl+Down Arrow Moves down one box to the next subordinate level Ctrl+Left Arrow Moves one box to the left Ctrl+Right Arrow Moves one box to the right Ctrl+Up Arrow Moves up one box to the previous level

Adding or Removing Chart Boxes
Boxes may be added to the chart using the icon bar at the top of the window Click on the button which corresponds to the box you wish to add, i.e. subordinate, co-worker, etc Click on the box in the chart to which you want to attach the new box The new box is added to the chart and is selected To remove a chart box Click on the box you want to remove to select it Then press the Delete key

Moving Chart Boxes Locate the mouse pointer within the box you wish to move Hold down the left-hand mouse button and drag the box to a new location Position the box over another box in the chart, the mouse pointer changes shape to indicate where the box will be placed when you release the mouse button

Organizational Chart Styles
The subordinate boxes displayed under a manager box are called a group These subordinate boxes are displayed side-by-side by default, but this can be modified First select the group Then select the required style

Formatting an Organizational Chart
To format text Select the Format/Font command To format chart boxes Select the Edit\Select Levels command Display the Select Levels dialog box

Chart Connecting Lines
First select Connecting Lines Then select Line Thickness, from the Boxes menu

Chart Boxes and the Drawing Tools
Any objects you draw using the Drawing Tools do not become part of the actual chart, but are displayed on the chart’s background

Chart Labels, Exiting and Updating
To add a text label to a chart Select the Text Tool button Locate the insertion point at the location where you want to add text Type the text you wish to add to the chart Click anywhere on the chart to deselect the text box To exit Organization Chart and update the presentation Select Exit and Return to Presentation from the File menu Select Yes to update your presentation Select No to ignore any changes Select Cancel to cancel

Review Questions

Creating and Running a Slide Show

What is a Slide Show? You may want to run your presentation as an electronic slide show on your computer Each slide in your presentation, along with its text, art, and graphics, take up the whole screen All other screen elements are hidden

Running a Slide Show Select Slide Show from the View menu to display the Slide Show dialog box OPTIONS INCLUDE: Manual Advance Use Slide Timings Run Continuously Until ‘ESC’ Show

Slide Show Transitions
Change to Slide Sorter view by clicking on the Slide Sorter button Select Transition from the Tools menu, to display the Transition dialog box

Slide Show Timings Each slide in your slide show can have a different timing applied to it The timings you set for each slide appear below the slide in Slide Show view

Build Slides A Build slide is where each bullet point in the main text of the slide appears separately Enables the highlighting of each bullet point in turn, before bringing the next one onto the slide To create a Build slide, select Build from the Tools menu, to display the Build dialog box OPTIONS INCLUDE Build Body Text Dim Previous Points Effect

Slide Show Annotations
It is possible to add freehand annotations to draw attention to a particular part of the slide Begin the slide show The Freehand annotation icon is displayed in the bottom right-hand corner of the screen Click on the Freehand annotation icon and move the mouse to change the mouse pointer into a pencil Hold down the mouse button to write or draw on the screen To erase annotations during a slide show, press the E key When you move to the next slide the annotations will disappear Click the Freehand annotation icon again to turn the feature off

Hidden Slides Select the slide(s) you wish to hide
Select Hide Slide from the Tools menu, or click on the Hide Slide button on the Slide Sorter toolbar if you are working in Slide Sorter view The slide will be hidden during a slide show In Slide Sorter view an icon appears below the slide, which contains the slide number with a line through it, to indicate that it is hidden During a slide show, a Hidden Slide icon is displayed in the bottom right-hand corner of the previous slide to indicate that the next slide is a hidden slide If you want to show the hidden slide, click on the Hidden Slide icon, or type H, or type in the slide number and press Enter

Review Questions

Using PowerPoint 4 With Other Applications

PowerPoint 4.0 and OLE PowerPoint uses OLE (Object Linking and Embedding) OLE allows you to embed, or link, objects from other applications to your PowerPoint presentations Embedded objects, such as a Microsoft Excel chart, become part of your presentation Linked objects are stored in the original document which enables others to update the object at source The presentation only stores a representation of the original object Any changes made to the original document will be reflected in the PowerPoint presentation when the link is updated

Embedding Objects from Other Applications
To insert an Object Use the Browse button to locate the required file

Creating an Embedded Object
Use the Insert/Object command Note: If the server application is not present the dialog box above is displayed

Editing an Embedded Object
Double click on the embedded object The application where the object was created is opened to allow editing In some cases, you may need to use the Edit menu commands Some applications allow you to edit embedded objects using in-place editing In other cases, a completely separate window is opened to allow you to edit the object in its original application

Converting an Embedded Object into a PowerPoint Object
Allows editing of embedded objects Once an object has been converted into a PowerPoint object, any link between the object and its original application is lost

Linking Objects from Other Applications
Use the Edit/Paste Special command Paste Link Command Note: If the format of the object does not allow a link to be created, this option will not be available

Creating Linked Objects Within PowerPoint
The object is inserted into the presentation and is linked to its’ original application Note: Any changes made to the object in the original application will be reflected in the PowerPoint object Select the Link check box and click OK

The Links Command Options include: Automatic Manual Update Now
Open Source Change Source Break Link

Using PowerPoint with Microsoft Word
You can: Export a presentation to Microsoft Word using the ‘Report It’ button on the Standard toolbar Import an outline into PowerPoint using Open. In the List Files Of Type box, select Outlines Use the ‘Slides From Outline’ command to insert an outline into an existing presentation, using ‘Select Slides From Outline’ from the Insert menu

Using the Equation Editor
An application which is shared between PowerPoint and other Microsoft applications Useful for adding items such as Greek symbols, fractions, and integrals etc May be edited within PowerPoint

Review Questions

Printing a Presentation

Printing Under PowerPoint
All the elements of your presentation can be printed Slides Outlines Speaker’s notes Audience handouts The slides can be printed onto paper or onto overhead transparencies Before you begin, you should set up the slide format Setting up the slides at this stage ensures that what you see on the screen is what will appear on the printed page!

Setting Up Slides for Printing
Select Slide Setup from the File menu to display the Slide Setup dialog box OPTIONS INCLUDE: On-screen Show Letter Paper (8.5 x 11 in) A4 Paper (210 x 297 mm) 35mm Slides Custom In the Orientation section, select the orientation for your slides in the Slides box. Choose either Portrait or Landscape

Printing a Presentation
OPTIONS INCLUDE: Slides Slides (with builds) Slides (without builds) Notes Pages Handouts (2 slides per page) Handouts (3 slides per page) Handouts (6 slides per page) Outline View Select Print from the File menu to display the Print dialog box Select the number of copies you want to print in the Copies box.

Review Questions

PowerPoint 4 Foundation/Intermediate

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