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Introduction
PowerPoint 2003 Introduction
Introduction
Slide Layouts............................................................................................................................. 11
Choosing a Layout..........................................................................................................................11
Using Slide Layouts........................................................................................................................12
Changing the Slide Layout .............................................................................................................13
Outline View............................................................................................................................... 16
Manipulating Outline Text...............................................................................................................17
Something Else to Try ....................................................................................................................18
Automatic Spelling.................................................................................................................... 22
Setting the Language .....................................................................................................................23
Inserting Hyperlinks.................................................................................................................. 25
Inserting Hyperlinks ........................................................................................................................26
Slide Setup................................................................................................................................. 30
Printing....................................................................................................................................... 32
Handouts ........................................................................................................................................32
Notes Pages ...................................................................................................................................32
Outline ............................................................................................................................................33
Printing Presentations ....................................................................................................................33
Emailing a Presentation............................................................................................................ 34
Presentation Properties............................................................................................................ 34
Reducing Presentation Sizes .........................................................................................................35
Saving a Presentation............................................................................................................... 35
Saving an Existing Presentation.....................................................................................................36
Spelling Options........................................................................................................................ 46
AutoCorrect ............................................................................................................................... 47
Adding to the AutoCorrect List........................................................................................................47
AutoCorrect Options .......................................................................................................................48
AutoFit........................................................................................................................................ 49
Selecting Text............................................................................................................................ 58
Using the Mouse.............................................................................................................................58
Character Formatting................................................................................................................ 59
Text Colour .....................................................................................................................................60
Additional Formatting Options ........................................................................................................60
Bulleted Lists............................................................................................................................. 64
Customising a Bulleted List ............................................................................................................64
Bullet Spacing.................................................................................................................................65
Slide Backgrounds.................................................................................................................... 73
For Example ...................................................................................................................................73
Templates .................................................................................................................................. 74
Something Else to Try ....................................................................................................................74
Template Example..........................................................................................................................75
Blank Templates .............................................................................................................................76
Connecting Shapes................................................................................................................... 81
Formatting Connectors ...................................................................................................................82
Aligning Objects........................................................................................................................ 91
Distributing Objects ........................................................................................................................91
Something Else to Try ....................................................................................................................92
Grouping Objects...................................................................................................................... 93
Selecting Objects in a Group..........................................................................................................93
Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any
PowerPoint topic.
X Click in the Ask a Question box and type the PowerPoint feature you want to know more about.
X Press [Enter]
The Search task pane will display with a list of all matching help topics.
You can change the source of PowerPoint help by clicking on the drop0down arrow of the Search box at the
bottom of the search task pane:
Close the help window by clicking on the button in the top-right corner of the window.
You can show the help task pane at any time by clicking on the PowerPoint Help button on the Standard
Toolbar.
Creating a Presentation
When PowerPoint 2003 is launched, a new blank presentation is displayed automatically. If you need
another new presentations, click on the first button on the Standard Toolbar or press [Ctrl N].
The Getting Started Task pane shows when you launch Excel. This task pane has links to help topics and useful
websites, and provides a link to the New Workbook task pane.
The top of this task pane shows the last four books you have worked on, allowing one-click access to
these files:
The New Presentation task pane shows when you choose the File, New command and gives you a
choice of the type of file you wish to create.
The top of this task pane shows the last four presentations you have worked on, allowing one-click
access to these fils.
Option Description
Blank Use this option to create a presentation from scratch, with no formatting or
Presentation standard text entered automatically
From Design Use this option to create a new presentation and display the Slide Design task
Template pane. This task pane allows you to choose a template to attach to each individual
slide of the presentation
From This assists in building your slides by requesting the type of presentation as well as
AutoContent the printing options you require. PowerPoint will build a sample presentation which
Wizard you can change to your own requirements
Templates
PowerPoint 2003 has a number of templates that contain standard formatting to be used as a base for
your documents.
Any recently used templates will be listed above the General Templates link on the task pane. Click
on the name of a template to create another presentation based on that template.
X In the New from Template section of the task pane, click on General Templates.
X Choose the category of templates using the tabs at the top of the dialog box displayed e.g.
Design Templates for the standard PowerPoint templates.
X Choose the template you wish to use.
X Click on OK.
Click on Templates on Office Online to view the Microsoft Web Site and access a library of additional
templates.
The New Document task pane will close automatically once the new document has been created. If
you wish to close this pane without creating a new document, click on the Close button in the top-
right corner of the pane.
Slide Layouts
Each slide you create in a presentation has an underlying layout. Layouts contain placeholders for
text and objects such as graphs, organisation charts and clip-art images. To build the slide once the
layout has been selected, simply click in the placeholder and insert the text or object as required.
The Slide Layout task pane is used to choose the layout for your slide. This task pane displays
automatically when you create a new presentation, but can be shown as follows if required:
Choosing a Layout
The Slide Layout task pane is split into categories to make it easier for you to find the layout you
need:
Text layouts are used to add headings, subheadings and bulleted paragraphs to your slides.
Content layouts are used to add objects such as clipart images, tables, charts and diagrams to
your slides.
Text and Content layouts are used to add objects and text to the same slide.
Other layouts are used to add more specific objects such as organisation charts.
For example, the following text and content layouts are available:
X Click on the required layout. A description of the layout will appear when the mouse is held over it.
X If a layout is not required, choose the Blank layout - this is the first layout of the content layouts.
It is possible to add a different layout to the current slide. Text and graphics may be repositioned
accordingly, but not items will be removed from the slide.
Applying Templates
The Design Templates task pane can be used to apply a template to selected slides in the
presentation.
If the Design Templates task pane does not show by default, click on the drop-down arrow at the top
of the Task Pane and choose Slide Design - Design Templates.
X On the Design Template task pane, position the mouse over the template you wish to use. A
drop-down arrow will display.
X Click on the drop-down arrow.
If you want to apply a template to multiple slides in a single step, show the presentation in Slide Sorter view and
select the slides before choosing the template. Choose to Apply to Selected Slides.
If certain slides of the presentation do not take on the format of the new template correctly, it may be
necessary to reapply the slide layouts:
X Click on the drop-down arrow on the task pane and choose Slide Layout.
X Position the mouse over the layout originally used to create the slide.
X Click on Reapply Layout.
X To move a slide in the presentation, click on the slide to be re-positioned and drag this up or down
to the required new position.
X To remove a slide, click once on the slide in this pane and press [Delete].
You can right-click over a slide in the Slides pane to show additional options for manipulating that
slide:
You can make a copy of a slide using the Slides pane - useful if you need a new slide that is similar
to a slide already in the presentation. Although you cannot use the [Ctrl] key to copy a slide using
drag-and-drop, you can use the following shortcuts to copy a slide:
If you prefer, you can hide the Slides pane to allow more room to work on the slide itself.
Once the pane is hidden, it can be redisplayed by dragging the left border of the PowerPoint screen in
to the middle of the slide:
Outline View
The Outline Pane in Normal View is used to type the headings and different levels of paragraphs on
each slide. Up to 6 levels of text can be created, including the slide title.
X Type the title of the first slide and press [Return] to create a new slide.
X If you wish to add more text to the previous slide, press [Tab] until the required text level is
displayed. Press [Shift Tab] to return to a higher level.
X Press [Ctrl Return] to create a new slide and display the title level.
Although the Formatting Toolbar contains buttons to Expand All and Show Formatting, additional
Outlining tools can be found on the Outline Toolbar. This is displayed by choosing View, Toolbars
and Outlining.
X To select a paragraph plus all levels under it, click on the symbol at the beginning of the
paragraph (e.g. the bullet point or slide icon).
X Re-order selected paragraphs using the Move Up or Move Down icons on the Outline toolbar.
Selected paragraphs can also be dragged to a new position.
X Click on any text in a slide and click on the Collapse Section button to hide everything except the
title of the slide.
X Click on the slide title and click on the Expand Section button to re-display hidden text.
The following keyboard shortcuts can also be used to manipulate text in Outline view:
Keystroke Action
Tab
Demote text to previous level
Shift Alt Æ
Shift Tab
Promote text to previous level
Shift Alt Å
Shift Alt Ç Move text up
Shift Alt È Move text down
In Outline View, it is possible to create a summary slide. A summary slide contains the titles of selected slides as
its bullet points - useful for an agenda or summary of a presentation.
X Select the text of the slides you wish to create a summary of.
X Click on the Summary Slide button on the Outline Toolbar.
Sorting Slides
If the presentation will be shown electronically, it is important that the slides are in the correct order.
Click on the Slide Sorter view button or choose View, Slide Sorter.
A miniature of each slide will be displayed. Click on the slide to be re-positioned and drag this slide to
the required location in the presentation.
In slide sorter view, it is also possible to select multiple slides, so that an action is carried out on all slides in a
single step.
You can quickly delete multiple slides in Slide Sorter view by selecting these slides, then pressing [Delete].
In Slide Sorter View, it is possible to create a summary slide. A summary slide contains the titles of selected
slides as its bullet points - useful for an agenda or summary of a presentation.
X If the task pane is already displayed, click on the drop-down arrow of this pane and choose
Research
Service Description
Reference Books This will look up your text in the dictionary and thesaurus, and will also offer
translation of the text
Research Sites This will look up your text on eLibrary, Encarta Encyclopaedia and the MSN search
engine
Business and Financial This will look up your text in Gale Company Profiles and MSN Money Stock Quotes
Sites
X In the Search For box, type the text you wish to research
X Click on the drop-down arrow of the next line and choose the service you wish to use e.g. all
research sites
X All results will be shown:
You can copy any text from the research pane into your document by selecting the text, then right-clicking over
the selection. Choose Copy from the shortcut menu, then paste the text into the document as normal.
Adding Services
X Click on the Research Options link at the bottom of the research task pane
X A list of standard research options will be shown. Tick each option you wish to make available,
and remove the check from any options you do not wish to use.
X To add extra services, click on the Add Services button. All services available to you will be
displayed - click on the required service, then on Add
X Click on OK when complete
To quickly research a word in your document, hold [Alt] and click on the word. All reference books will be
searched for the word and any results will be displayed.
Automatic Spelling
If this option is available, all incorrectly spelled words will be marked with wavy red lines in the presentation.
X Position the mouse over the marked word and click the right mouse button.
X Choose the correct suggestion from the list displayed.
X Alternatively, the word
can be ignored by
choosing Ignore All.
It is possible to set the language of different areas of slides, after which the correct dictionary will be
used in the during a spell check. To set a slide area for a different language:
If the presentation contains spelling errors, the Spelling indicator on the Status Bar will display a cross. Double
click on this indicator to find the next spelling error in the presentation and display the correction menu.
Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows:
The following generic font sets are available with PowerPoint 2003:
Symbol Subsets
When you choose Normal Text or one of the text-based fonts such as Arial or Times New Roman, subsets of the
font will be listed to allow you to find the character you want quicker and easier. Click on the drop-down arrow of
the Subset box and choose the required category.
The following keyboard shortcuts can also be used to insert the date and time at the cursor position:
Inserting Hyperlinks
A hyperlink is a link to a specific slide in the current presentation, a different presentation or a
website. Hyperlinks appear as underlined text and, when clicked, will activate the target automatically.
Inserting Hyperlinks
As hyperlinks are text based, the cursor must be positioned in a text box or placeholder.
There are four options for the targets of hyperlinks created in PowerPoint:
X To link to another file, PowerPoint or other, click on the Existing File or Web Page icon.
Navigate the folders in the centre of the dialog box to find the file you wish to link to.
X To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the
full URL of the page in the Address box e.g. http://www.company.com. If a link to the page has
been used recently, click on Browsed Pages to choose the link from your History list.
X To link to a specific slide in this presentation, click on the Place in this Document icon. Click on
the slide you wish to link to.
X To create an email hyperlink that will create a new mail message when clicked, click on the E-
mail Address icon and type the full Email address e.g. john_smith@company.com. If messages
created using this link should always have a specific subject, enter this in the Subject box.
X Hyperlinks to web pages can be created automatically by typing the full URL address of the
website e.g. http://www.company.com.
X Email hyperlinks can be created by typing the full email address e.g. johnsmith@company.com.
When this link is clicked, an Outlook message will be created and addressed automatically.
X Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pc-
one\data\test.doc. When clicked, the file will be opened.
X Choose View, Color / Grayscale or click on the Color/Grayscale button on the Standard Toolbar.
X Choose the required option for viewing slides - colour, grayscale or black and white.
For Example
Colour
Grayscale
When the presentation is shown using grayscale or black and white view, a button shows that can be
used to close that view and return to colour view.
Use the Settings drop-down list to choose the type of grayscale used e.g. Light Grayscale or Inverse
Grayscale.
Speaker Notes
Each slide of the presentation has an accompanying notes page. When printed, notes page contain a
copy of the slide and a blank space in which notes can be typed to remind the speaker of key points
during the presentation.
Notes can be added in Normal View, by clicking in the pane marked Click to Add Notes.
It is also possible to view only the notes page for a given slide.
X Activate the slide for which you wish to create a notes page.
X Choose View, Notes Page.
The Zoom Box on the Standard Toolbar can be used to change the magnification of the Notes Page.
Slide Setup
It is important to choose the correct set-up for the medium you are using – e.g. A4 paper or on-
screen format. This will ensure that text and graphics are positioned correctly when the slides are
printed or viewed. Slide setup applies to all slides of the presentation.
X Choose File, Page Setup and the correct slide size (see table below).
X Choose the correct orientation for slides and notes page.
X Choose OK.
Size Description
On Screen The presentation will be sized for displaying on-screen
Show
A4 Paper The presentation will be sized to print on A4 paper. Portrait or landscape orientation
can be selected. A number of additional paper sizes are also available such as letter,
ledger and B5.
35mm The presentation will be sized for 35mm slides.
Slides
Overhead The presentation will be sized for transparencies.
Custom A custom width and height can be specified.
Print Preview
Print Preview is used to preview the presentation before printing. Choose File, Print Preview or click
on the Print Preview button on the Standard Toolbar.
Button Description
Print What Choose whether to preview slides, notes, handouts or outline view
Zoom Choose the percentage to view the slide in, or Fit to show the entire slide on screen.
Click on this button to show notes, handouts or outline view in landscape - does not work with
Landscape
slides
Portrait Click on this button to show notes, handouts or outline view in portrait - does not work with slides
Options Additional slide options such as printing in colour or grayscale, or setting the header and footer
Printing
Before printing a presentation, ensure the page setup of the presentation is correct. Use the print
preview command to ensure the slides look exactly as they should before printing.
The Print button on the Standard Toolbar will print a single copy of all slides of the presentation with no
further prompts or dialog boxes.
Handouts
Handouts can be printed for the audience of the presentation so that they can follow the presentation
or keep a hard copy of all slides. Handout pages can contain copies of two, four, three, six or 9 slides
per page. If printing 3 handouts per page, ruled lines will be printed next to each slide for the audience
to make their own notes.
Two slides per page Three slides per page Six slides per page
Notes Pages
Outline
An outline is a copy of only the text of a presentation, printed in black and white without graphics or
other elaborate formatting.
Printing Presentations
X Click on the drop-down arrow in the Name box to choose a different printer if required.
X In the Page Range box, choose All to print the entire presentation or Current Slide to print the
current slide only. If you wish to print multiple slides, click in the Slides box and type the slides to
be printed e.g. 1-2, 8 to print slides 1,2,3 and 8.
X Increase or decrease the number of Copies as required.
X Click on the drop-down arrow of the Print What box and choose the item to be printed e.g. Slides
or Notes Pages.
X If printing handouts, choose the number of handouts from the Slides per Page drop-down list.
Choose whether to order slides Horizontally or Vertically on the handout.
X Choose OK to print the selected items.
Emailing a Presentation
PowerPoint has a facility to quickly email the current presentation to any number of recipients. This
option only works if you are using Outlook as your email application:
A new Outlook email message will be created that contains the PowerPoint file as an attachment.
X Click in the To box and type the address of the people you wish to send the file to. Separate
multiple names with a semi-colon.
X Click in the CC box and enter the names of the people you wish to copy the message to.
X Edit the message Subject as required.
X Click on Send when complete.
Presentation Properties
The properties of a presentation can be set to save additional information about the file e.g. the
author, keywords, etc.
Tab Description
General The location and size of the presentation, creation and modification dates and the file
attributes.
Summary Title, Subject and Author of the presentation as well as any keywords or comments.
Tab Description
Statistics Displays the revision number and total editing time as well as a count of the slides,
notes, multimedia clips and hidden slides in the presentation.
Contents Lists the different elements of the file e.g. the fonts used and the title of each slide.
Custom An area for custom properties such as Client, Publisher and Typist.
You can reduce the size of a presentation by disabling the option to save a preview picture of the presentation.
This option generates a thumbnail view of the presentation’s first slide when browsing files with Explorer or the
File, Open dialog box, but results in a much larger file size.
Saving a Presentation
Saving involves assigning a presentation name and placing the file in a folder on one of your computer's drives
so that it can be opened again if required.
When you save a presentation for the first time, you can choose either the Save or Save As command.
X Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box
and select the drive and/or folder.
X Click in the File Name box and type a new name for the presentation.
X Click on Save
If you are saving an existing presentation after changes have been made, it is important to know the difference
between the Save and Save As commands.
X The Save command saves the current presentation under the existing name and replaces the
original version. Choose File, Save or click on the Save icon on the Standard Toolbar.
X The Save As command requests a new name for the presentation and leaves the original
presentation unchanged. Choose File, Save As.
If you accidentally attempt to close a presentation without first saving it, PowerPoint will ask if you wish to save
any changes to the presentation . Click on Yes to save the changes or No to exit the file and lose any changes.
Keystroke Action
Ctrl S Save
F12 Save As
Closing Presentations
Although it is possible to open more than one presentation at a time, it is good practice to close a
presentation when you have finished working on it.
Opening Presentations
Existing presentations are opened as follows:
X Choose File, Open or click on the Open button on the Standard Toolbar.
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the file is
stored.
X Select the name of the presentation from the list displayed and choose Open.
The last four presentations opened are listed at the bottom of the File menu. Clicking on one of these names will
open the file in a single step.
The following toolbar buttons appear at the top of the Open dialog box:
The New Presentation task pane contains shortcuts to the last four documents opened in PowerPoint.
The task pane can be shown in one of the following ways:
If the New Presentation task pane does not show by default, click on the drop-down arrow at the top
of the Task Pane and choose New Presentation.
The Open dialog box can also be used for file management. Right click on a presentation name for a
list of options, including the following:
X Choose Delete to permanently delete the file. Click on Yes or No in the warning box displayed.
X Choose Rename to rename the file. Type a new name and press [Return].
The Open button contains a drop-down arrow that gives options to open the file as read-only, open a copy of the
file or to open the file in your web browser. To open the file in the standard way, click on the Open button, away
from the drop-down arrow.
X Choose File, Open or click on the Open icon on the Standard Toolbar.
X In the Files of Type box, choose the type of presentation file you wish to open.
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the
presentation is stored.
X Select the name of the file from the list displayed and choose Open.
To save the imported presentation in PowerPoint 2003 format, choose File, Save As and select Presentation
from the Files of Type list.
If the presentation you wish to open is a PowerPoint 2002. 2000 or 97 file, it can be opened directly in
PowerPoint 2003 without changing the Files of Type option.
As you type inside a block of text, existing text will shift to the right to make room for the new text -
this is known as Insert mode and is the standard mode of PowerPoint 2003.
X Click inside the block of text you wish the new text to appear in - ensure the cursor is flashing
where you wish the new text to appear.
X Type all new text.
X Click away from the block, in a blank area of the slide, to secure the change.
Deleting Text
Characters are deleted by positioning the cursor and pressing [Delete] to remove the next character
or [Backspace] to remove the previous character.
Larger amounts of text are deleted by selecting the text and pressing [Delete].
Keystroke Action
Ctrl Delete Delete all text from the cursor position to the end of the word.
Ctrl Backspace Delete all text from the cursor position to the beginning of the word.
Repeating Commands
The Repeat command will repeat the action just performed and can be used to carry out the same
task on a number of different slides, objects or placeholders. Choose Edit, Repeat as many times as
required
The following keyboard shortcuts can also be used to undo, redo and repeat commands:
Keystroke Action
Ctrl Z Undo
Ctrl Y Redo
F4 Repeat
Undo Options
The undo option of PowerPoint can be set so a specific number of commands can be reversed.
Deleting Slides
In Slide view, the current slide is removed by choosing Edit, Delete Slide. You will not be asked to
confirm this action but it can be undone if the wrong slide is deleted.
It is possible to remove multiple slides in one step, using Slide Sorter view:
X Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal
scroll bar.
X Select all the slides to be removed. This can be done using either the [Shift] or [Ctrl] key,
depending on whether the slides are next to each other or not (see below). To select all slides in
the presentation, press [Ctrl A].
X Press [Delete].
Navigating a Presentation
The Previous Slide and Next Slide buttons on the vertical scroll bar are used to navigate the slides
of a presentation.
Drag the "thumb" of the scroll bar to scroll through the presentation displaying the number and title of
each slide. Release the mouse button to view the slide whose title is displayed.
The following cursor movement keys can be used to move around the text of a slide:
* If no placeholder is selected, these shortcuts will move to the first or last slide of the presentation
X Click on the drop-down arrow of the Zoom box on the Standard Toolbar and choose the zoom
percentage you wish to use.
X Choose Fit to change the display to fit the entire width and height of the slide on screen.
X Choose 100% to return to the standard view size.
Checking Spelling
The spell checker can be started in three ways:
Spelling Options
The spelling option of PowerPoint can be set so that errors are automatically flagged or ignored.
AutoCorrect
This feature is used to correct spelling errors as they are typed e.g. teh will automatically change to the when
[Space] or [Return] is pressed. It can also be used to enter text in full when an abbreviation is typed e.g. to enter
Excel automatically when xl is typed.
When AutoCorrect is used to correct your text, PowerPoint gives you the option of undoing this command and
using the original text you typed. Position the mouse over the word that was corrected to show the smart tag:
When you click on the AutoCorrect smart tag, a drop-down list of options is available:
AutoCorrect Options
The following options can also be selected in the AutoCorrect dialog box:
Any words added to the AutoCorrect list in PowerPoint will also be available in Word and Excel.
To add an incorrect spelling to the AutoCorrect list so that it is corrected automatically in future:
X From the list of suggestions, choose the correct replacement that will be used when the incorrect
spelling is typed.
X Click on AutoCorrect.
Click on OK when you are informed that the spell check is complete.
AutoFit
The AutoFit option will make text smaller if too much text is typed into a placeholder such as the slide
title or body area. To enable this option:
X Choose Tools, AutoCorrect Options and the AutoFormat as you Type tab.
X Check the options to AutoFit Title Text to Placeholder and AutoFit Body Text to Placeholder.
X Choose OK.
When PowerPoint uses this option to change the size of your text, you have the option of undoing this
and changing the text back to its original size. This is done using the smart tag that appears after
AutoFit has been applied.
X After typing text in the placeholder, look to the left of the placeholder you will see a smart tag.
X Position the mouse over this icon to display a drop-down arrow.
X Click on the drop-down arrow and choose how you wish to display the text.
X Choose Tools, AutoCorrect Options and the AutoFormat as you Type tab.
X Check the options you wish to enable and uncheck those you wish to disable.
X Choose OK.
This is used to quickly entered bulleted and numbered lists, even when you are not using a bulleted
placeholder. This format will work when you are typing in any shape or text box.
If an asterisk is typed and followed by a space, automatic bulleting will be enabled and all remaining paragraphs
will be preceded by the standard round bullet point
If a dash or hyphen is typed and followed by a space, automatic bulleting will be enabled and all remaining
paragraphs will be preceded by the standard dashed bullet point.
If a number or letter is typed and followed by a full stop, hyphen or closing bracket, automatic numbering will be
enabled. This means that the next paragraph will be numbered automatically with the next sequential number.
This option will make text smaller if too much text is typed into a placeholder such as the slide title or
body area.
This option will change the layout of your slides depending on the type of object you insert onto that
slide. If you insert a chart on a Title and Text layout, for example, PowerPoint will change your slide
layout to Text, Text and Content, placing the chart in the new content placeholder.
The following shortcut keys can be used to move and copy text:
Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste
Text can also be moved or copied to a new position on the same slide using the drag and drop facility:
X Position the mouse over selected text to display the white arrow shaped mouse pointer. Drag the
text to a new location and release the mouse button.
X To copy text, hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl]
key.
By default, the Clipboard Task Pane will display whenever you copy an item in Word, Excel or
PowerPoint. The Clipboard can hold 24 items and can be displayed in other applications too, allowing
you to paste Office data into these.
If the Clipboard task pane does not show by default, click on the drop-down arrow at the top of the
Task Pane and choose Clipboard.
When the task pane displays in Office, an icon will appear on the task bar at the bottom of the screen.
Use this icon to show the Clipboard in any application that you wish to paste data into.
You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of the
Clipboard Task Pane. Uncheck the option to Show Office Clipboard Icon in Task Bar.
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.
X To paste from the Clipboard, click on the item's icon on the Clipboard Task Pane.
X To paste all items from the clipboard, click on Paste All at the top of the Clipboard Task Pane.
X To clear all items from the Clipboard, click on the Clear All button at the top of the Clipboard Task
Pane.
Up to 24 items can be stored in the Clipboard. If the clipboard is full and you attempt to add another item, the
earliest item placed in the clipboard will be over-written.
Paste Options
When you paste data into your PowerPoint slide, you have a choice of how the data should be
inserted. This is done using the smart tag that appears after an object has been pasted onto a slide.
X After pasting your data, look in the bottom-right corner of the block of data - you will see a paste
icon.
X Position the mouse over this icon to display a drop-down arrow.
X Click on the drop-down arrow and choose how you wish to paste the data.
If you copy and paste text, the following paste options will be available:
If you copy a chart or image, the following smart tag options will be available:
If you prefer, you can disable the Paste Options button so that it doesn't show each time you paste
data.
Option Description
Visual Clarity Checks the number of fonts used, font sizes and amount of lines in text
placeholders.
Case and End Checks that all text is typed in the same case and that each paragraph ends
Punctuation with the same punctuation mark.
X Click on the Case and End Punctuation tab and choose the required settings. Choose OK when
complete.
The Office Assistant must be active to check the style of the presentation.
X When an error is found, a light bulb will display next to the error.
X Click on the light bulb for an explanation of the error and solutions to fix the error.
Selecting Text
All text in a placeholder can be selected by clicking inside the placeholder and then on the grey
border of the placeholder. White handles will appear around the border.
To select only certain text in a placeholder, click inside the placeholder and use one of the following
methods of selection:
The following shortcuts can be used to select text with the mouse:
Select Action
Shift Home All text from the cursor position to the beginning of the current line
Shift End All text from the cursor position to the end of the current line
Shift Ctrl Home All text from the cursor position to the beginning of the placeholder
Shift Ctrl End All text from the cursor position to the end of the placeholder
Character Formatting
Character formatting includes fonts, size of text, colour of text and effects such as bold and italics.
The Formatting Toolbar contains shortcuts for the following formatting options, which will be applied to the
selected text. If no text is selected, formatting will be applied to the word in which the cursor is positioned.
X Change the size of the text by clicking on the drop-down arrow of the Size box and choosing the
size in points - there are 72 points to an inch.
X Add bold, italics, underlining or a shadow to the text by clicking on each button.
Text can be made larger or smaller using the Increase Font Size and Decrease Font Size buttons
on the Formatting Toolbar.
Press [Ctrl Space] to remove all character formatting from the selected text.
Text Colour
The colour of selected text can be changed by clicking on the drop-down arrow of the Text Colour
button on the Formatting or Drawing Toolbar. Choose the required colour from the drop-down list.
Additional character formatting can be applied through the Format dialog box:
The following keyboard shortcuts can also be used to format selected text:
Keystroke Action
Ctrl B Bold
Ctrl U Underlining
Ctrl I Italics
Ctrl = Subscript
Keystroke Action
Shift Ctrl = Superscript
Shift Ctrl > Increase size of selected text
Shift Ctrl < Decrease size of selected text
Option Description
Sentence Case Capitalises the first letter in each sentence
Lower Case Converts all text to small letters
Upper Case Converts all text to capital letters
Title Case Capitalises the first letter of each word
Toggle Case Reverses the case of selected text - existing capitals to small letters and vice versa
The [Shift F3] shortcut can be used to switch selected text between cases:
X If a paragraph or sentence is selected, case will switch between upper, lower and sentence.
X If a single line or phrase of text is selected, case will switch between upper, lower and title.
Paragraph Alignment
The Alignment buttons on the Formatting Toolbar can be used to set the alignment of the current or
selected paragraphs.
X If you wish to align a single paragraph, click anywhere in that paragraph. Otherwise, select the
paragraphs you wish to format
X Click on the appropriate Alignment button on the toolbar.
Justifying Text
Text can be justified so that the left and right margins of the text box are straight:
Keystroke Action
Ctrl L Left Align
Ctrl E Centre
Ctrl R Right Align
Bulleted Lists
Bullets are added to all body text paragraphs by default. Click on the Bullet button on the Formatting
Toolbar to add or remove standard bullet points from the selected paragraphs.
Bullet Spacing
The ruler is used to change the space between the bullet point and text. Choose View, Ruler to
display the ruler.
Picture Bullets
Picture bullets can be added to a placeholder, as in the following examples:
Picture bullets can be added to an existing list or a single paragraph. When [Return] is pressed, the
picture bullet will continue for the next paragraph.
X Select the placeholder containing the list you wish to add picture bullets to, or the text you wish to
format.
X Choose Format, Bullets and Numbering.
X Click on the Bulleted tab.
X Click on the Picture button.
ClipArt will be launched automatically and all picture bullets displayed. If you wish to limit the bullets
displayed, enter a keyword in the Search box. Only bullets that match this keyword will be displayed.
Numbered Lists
Numbered lists are series of paragraphs that are numbered automatically as they are typed. If a
paragraph is inserted or removed, numbering will update automatically.
The following would result from pressing [Return] at the end of the first line:
X Select the text you wish to number. If the text has not yet been typed, click at the beginning of the
placeholder.
X Click on the Numbers icon on the Formatting Toolbar
X Type or edit the paragraphs of text as required.
X To start with a number other than 1, enter the required number in the Start At box.
X Choose OK.
X Drag the mouse over the new text to contain the copied formatting, or select the objects to contain
the copied formatting.
To copy formatting to more than one location, double click on the Format Painter button. Select all new text or
objects and click on the button again to switch it off.
You can copy and paste formatting from one object to another - leaving everything else in tact.
Keystroke Action
Ctrl Shift C Copy the formatting from the selected object
Ctrl Shift V Paste the copied formatting onto the selected object
Replacing Fonts
This command is used to change all occurrences of a font used in the presentation. No other
character formatting will be replaced - size, colour and style will stay exactly the same.
Click on Close when the replace procedure is complete and the font name is the same in both the Replace and
With boxes.
X Click on the edge of the text placeholder you wish to format and apply the required formatting
options.
X Insert any graphics or other objects as required.
X Click on the Close Master View button of the Master Toolbar to return to the slide.
It is possible to set multiple slide masters in a single PowerPoint 2003 presentation, allowing you to have
different layouts and styles in one presentation.
The slide master is also used to insert the date, slide number or other fixed text at the top or bottom of each slide.
You can quickly add the date or page number to all slides as follows:
If you wish to exclude items from a single slide, ensure that slide is displayed on screen. If you wish to
exclude master items from a number of slides in the presentation, these slides can be selected as
follows:
X Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal
scroll bar.
X Select all required slides by holding [Ctrl] and clicking on each slide in turn.
Slide Backgrounds
is possible to change the background of individual slides, or of all slides of the presentation. The
background can be changed to a single colour, a pattern of colours or an image.
For Example
Effect Description
Gradient Click on the this tab to add shading to the background. Choose One Colour to shade a
single colour with black or white or Two Colour to shade any two colours. Choose
Preset for pre-set shading options such as Fire or Rainbow.
Effect Description
Texture Click on this tab to add a pre-set texture e.g. marble or wood to the background.
Pattern Click on this tab to add a two-colour pattern to the background. A choice of Foreground
and Background colour can be made.
Picture Click on this tab to add a picture to the background. Click on Select Picture and locate
the image to be used before clicking on OK.
X Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal
scroll bar.
X Select all required slides by holding [Shift] and clicking on each slide in turn.
X Choose Format, Background and the required background options.
X Click on Apply to apply the background to selected slides only.
Templates
A template is a presentation shell that can be used to create consistent presentations over and over
again. If you create many slides that have similar text or appearance, it would be possible to create a
template that includes the common elements. Each time you needed to create a new slide, the
template would be used to save you entering the common elements again.
When a new presentation is created, you can choose a template on which to base the presentation.
PowerPoint 2003 comes with a number of default templates that can be used immediately. It is also
possible to create your own templates, which will store all formatting and objects on the slide master.
To create a template:
X Ensure all formatting and objects to be saved with the template have been applied to the slide
master.
X Choose File, Save As.
X Click in the File Name box and enter a name for the template.
X Change Save As Type to Design Template - the default template folder will be displayed.
X Click on Save.
It is possible to store the template in a subfolder of this default folder, so the template will appear
under a different tab in the New Presentation dialog box.
Template Example
A template is a presentation shell that can be used to create consistent presentations over and over
again. If you create many slides that have similar text or appearance, it would be possible to create a
template that includes the common elements. Each time you needed to create a new slide, the
template would be used to save you entering the common elements again.
When a new presentation is created, you can choose a template on which to base the presentation.
PowerPoint 2003 comes with a number of default templates that can be used immediately. The slide
below was created using "proposal", a standard PowerPoint template:
Blank Templates
If you create a completely new, blank presentation in PowerPoint, a template is still used. The standard template
is called BLANK.POT and holds the standard presentation settings such as the standard font and text size.
To display the grid, click on the Grid button on the Standard Toolbar.
Drawing Guides
Guides are similar to grids in that they are used to align and draw objects more easily. However, while
grids appear at set intervals on screen, you can control exactly how many guides are shown, and
where they appear - their position can be changed as required.
By default, a horizontal and vertical guide will be displayed in the centre of the slide:
Drawing Shapes
The Drawing Toolbar is used to add lines and shapes to a slide or presentation. Once added, these
lines and shapes can be formatted, moved and sized as required.
Drawing Lines
X Click on the Line or Arrow button on the Drawing Toolbar.
X Position the mouse where the beginning of the line should appear and drag the mouse to create
the required length and direction.
The following keys can be held while drawing the line to change the way in which the line is created:
Key Action
Shift Forces a straight line
Ctrl Draws the line from the centre out.
Shift + Ctrl Draws a perfectly straight line from the centre out
Drawing Shapes
Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows:
X Click on the Rectangle or Ellipse button on the Drawing Toolbar or click on AutoShapes and
select the required category and shape.
X Position the mouse where the top-left corner of the shape should appear and drag the mouse
diagonally to create the required shape and size.
The following keys can be held while drawing the shape to change the way in which the shape is
created:
Key Action
Shift Forces a perfect shape e.g. a square or circle
Ctrl Draws the shape from the centre out
Shift + Ctrl Draws a perfect shape from the centre out
AutoShapes
Category Description
Various line styles such as scribbles, freeform lines and arrowed lines.
Additional AutoShapes can be created by choosing More AutoShapes from the AutoShapes menu.
This reveals the Clip Art task pane displaying various pre-created images, including:
Connecting Shapes
You can connect shapes and lines that you have drawn using a connector too. Connectors will allow
you to access points on the border of a shape and join to a point on another shape by selecting a
number of connection types.
The example below shows shapes and a variety of connector lines - straight, curved and with arrows.
To use connectors:
If using elbow connectors, use the yellow box on the selected connector line to change the shape of the elbow.
Formatting Connectors
Once the connector has been drawn if you need to amend it, access the shortcut menu for that
connector by right clicking it.
Selecting Objects
An object or graphic must be selected before it can be manipulated in any way. It is possible to select
a single object, or multiple objects on a slide.
Multiple objects are selected in different ways, depending on how they are positioned on the slide. If
the objects are not positioned next to each other, click on the edge of the first object as normal. Hold
[Shift] and click on the edge of each additional object.
X Drag the mouse over all objects to be selected, as in the following illustration:
To select all objects on a slide, click on a blank area of the slide, choose Edit, Select All or press
[Ctrl A].
Moving an Object
X Position the mouse over the edge of the object (not on a handle) and drag to move the object.
X Hold [Ctrl] while dragging to copy the object.
X Hold [Shift] while moving or copying the object to line it up perfectly with the original position.
Many AutoShapes also display a small yellow diamond when selected. This handle can be used to
change the shape of the object when dragged in different directions.
It is possible to change a shape into another shape entirely without losing any formatting:
Press [Ctrl D] to duplicate the selected object. The copy will be placed slightly below and to the right
of the selected object.
Additional Formatting
The line and fill formatting of a shape can also be changed as follows:
X If a line has been selected, and not a shape such as a circle or rectangle, arrowheads can be
added to the beginning or end of the line.
Effect Description
Gradient Click on the this tab to add shading to the shape. Choose One Colour to shade a
single colour with black or white or Two Colour to shade any two colours. Choose
Preset for pre-set shading options such as Fire or Rainbow.
Texture Click on this tab to add a pre-set texture e.g. marble or wood to the shape.
Pattern Click on this tab to add a two-colour pattern to the shape. A choice of Foreground and
Background colour can be made.
Picture Click on this tab to add a picture to the shape. Click on Select Picture and locate the
image to be used before clicking on OK.
It is possible to set the default format, so that any new lines and shapes will be formatted
automatically:
X Click on any shape on the slide that contains the format you wish to use as the default.
X Choose Format, AutoShape.
X Ensure the Colours & Lines tab is selected.
X Check Default for New Objects and click on OK.
Alternatively, right click on the formatted shape and choose Set AutoShape Defaults.
Shadows
PowerPoint has many shadow effects that can be applied to objects, for example:
3D Effects
It is also possible to enter text on any part of the slide, without first creating a shape or a placeholder.
X Click on the position of the slide where the text should appear.
X Type the text, correcting any errors with [Backspace] as they are typed.
X Click away from the text box to secure it on the slide.
X Select the shape or text box containing the text you wish to format.
X Choose Format, AutoShape and click on the Text Box tab.
X Change the text settings as required and click on OK.
Aligning Objects
Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option
is used, for example, all selected objects will be lined-up with the left-most object.
For Example:
Align Centre should be used to align objects in a column, while Align Middle should be used to align objects in a
row.
Distributing Objects
Distribution will ensure the spacing between three or more objects is identical.
For Example:
You can also use the Align and Distribute option to align an object on the slide itself e.g. to place an object in the
centre of the slide.
Grouping Objects
Multiple objects can be grouped to a single object that can be moved, copied or formatted in a single
command.
The following objects are separate and will While the following objects are grouped.
always have to be selected one at a time. Clicking once on either object will select both.
To group objects:
To ungroup objects:
When objects are grouped, you can still select an individual object in the group and make formatting
changes to that object e.g. to change the object's fill colour or border style. Click once on the group of
objects, then again on the individual object you wish to select.
If a group of objects has been ungrouped, they can be regrouped quickly without the need to select all individual
objects first. Choose Draw, Regroup. The last set of ungrouped objects will be regrouped.
Stacking Objects
By default, objects are stacked as they are created. This order can be changed as required.
Order Description
Bring to Front Move the object to the top of the stack, above all other objects.
Send to Back Move the object to the bottom of the stack, below all other objects.
Bring Forward Move the object forward by placing it in front of the object it is currently behind.
Send Backward Move the object back by placing it in behind of the object it is currently in front of.
It is possible to create a toolbar containing the Ordering options. This is especially useful if you use
these commands over and over again.
Inserting ClipArt
You can add ClipArt to a PowerPoint slide by using one of the content slide layouts.
X Using the slide layout task pane, choose one of the Content or Text and Content layouts.
X Click on the ClipArt icon in the content placeholder.
X Choose the image you wish to display on the slide.
X Click on OK.
The ClipArt task pane is used to add ClipArt to any slide, regardless of it's layout. You can show this
task pane in one of the following ways:
If the Insert ClipArt task pane does not show by default, click on the drop-down arrow at the top of the
Task Pane and choose Insert ClipArt.
When you use the ClipArt task pane for the first time, you will be asked to add all images from your
hard drive into the Clips Organizer, allowing easy access to all of your images, sounds and video files.
X Click in the Search For box and type any keywords that indicate the type of image you wish to
insert.
X Click on the Search button.
Leave the Search For box blank to find all images, regardless of their keywords.
If you search was not successful, click on the Modify button at the bottom of the task pane to enter a different
set of keywords.
When searching for images in the Clip task pane you may wish to be more selective in your search
options so that fewer images are shown, and they match your specified criteria more precisely.
Media Types
Category Description
Clip Art ClipArt, drawings and other static graphics.
Photographs photographs and scanned images
Movies Video clips, animated GIFs and other animations. Note that animated GIFs will display
only if the document is saved in HTML format and viewed in a web browser such as
Internet Explorer or Netscape.
Sounds Wav files and other sound clips
If you choose to add to the organiser now, PowerPoint will display a message while it finds and
organises your media files.
Once you have added clips to the organiser, you can locate clips and organise and insert them into
your slides as required.
X Click on the Clip Organizer link at the bottom of the Insert ClipArt task pane.
X Clips will be organised by the folder they were found in. Click on the name of a folder on the left of
the Clip Organizer window to view the images in that folder.
X Clips are also stored in collections, which are hierarchical lists of images that have keywords
relating to their collection
X Click on the image on the right that you wish to insert. A drop-down menu will be displayed.
X Choose Copy.
X Close the Clip Organizer using the button in the top-right corner of the window.
X Back in PowerPoint, choose Edit, Paste or press [Ctrl V] to insert the clip onto the current
document.
You can create your own collection categories and import Clips into them and import clips from the Microsoft
Gallery On-line.
X Choose Insert, Picture and From File or click on the Insert Image button on the Drawing Toolbar.
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the
image is stored.
X Select the name of the file from the list displayed and choose Insert.
If you want to insert multiple images in a single step, hold [Ctrl] and click on each image in the Insert Picture
dialog box. Click on Insert when all images are selected.
When an image is selected, the Picture toolbar is displayed automatically. This toolbar contains options for
formatting images:
To change the image colour, click on the Image Control button - the following options are available:
Option Description
Black and White Image is displayed only using black and white - no colour or grey shading
Washout The image is made much lighter, so that text could be read over the image
Compressing Images
Use the Compress Image button on the Picture Toolbar to reduce the size that the image will use when stored
on disk. This will not make the image appear smaller, although some image quality may be lost when the image
is compressed.
Cropping Images
Cropping allows you to resize a graphic by hiding portions of the object. It is useful for removing
unwanted areas of the picture.
For Example
To crop an image:
X Position the mouse pointer over a handle of the picture and drag the mouse to hide the required
portion.
Rotating Objects
When an object is selected, a rotation handle is shown at the top of the object.
It is also possible to rotate images - both ClipArt and inserted file images:
Objects can be flipped to create a mirror image or rotated to any degree of the original shape.
Horizontal Flipping:
Vertical Flipping:
X Select the object to be rotated or flipped. Multiple objects should be grouped before selecting
them, click here to find out how to group objects.
X Choose Draw, Rotate or Flip
X Choose the required option from the submenu displayed.
It is possible to create a toolbar containing the Align and Distribute options. This is especially useful if
you use these commands over and over again.
Recolouring Images
Certain types of images such as PowerPoint ClipArt can be recoloured - you can select the existing
colours and replace these with new colours of your choice.
For Example
To recolour an image:
Some graphic types can not be recoloured in this way e.g. Bitmap files. As all types of images can be stored as
ClipArt, you cannot assume that all ClipArt images can be recoloured.
Click on the File/Disk button to select the photos you wish to display in your album.
X Use the Look In drop-down list to select the required drive and folder.
X Select the images you want to show in your album. Click on the first image, then hold [Shift] and
click on the last image to select. Additional images can be selected by holding [Ctrl] and clicking
on the image.
X Click on Insert when complete.
You will now be able to finalise your photo album. Look at each photo in turn and change any settings
as required. Click on Create when you are ready to create the album.
X The first slide will show your name as entered in the Tools, Options dialog box. The text on this
slide can be amended as required.
X Additional slides will show the photos you selected for your album.
You can now display your album using PowerPoint's slide show features.
Saving Images
If a slide contains an image that you may want to use again in the future, you can store that image on
one of your computer's drives. You can then insert the image into any other presentation as required.
X Use the Save In drop-down list to choose the drive and folder you wish to save the image into.
X Click in the File Name box and type a name for the image.
X From the Save As Type box, choose the format you wish to save the image as.
X Click on Save.
GIF and JPEG formats will result in the smallest image file size. Use JPEG format for photographs and GIF
format for non-photograph images such as cartoons or ClipArt.
Drawing Diagrams
PowerPoint has a feature that allows easy creation of the following types of diagrams:
Target Diagram Shows the steps of a process and how they proceed to a set goal
Creating Diagrams
You can add a diagram to a PowerPoint slide by using one of the content slide layouts.
X Using the slide layout task pane, choose one of the Content or Text and Content layouts.
X Click on the Diagram icon in the content placeholder.
X Choose the type of diagram you wish to create.
X Click on OK.
To add a diagram to any slide, regardless of its layout, click on the Diagram button on the Drawing
Toolbar.
Organisation Charts
To complete an organisation chart, click on each box of the chart and type the text you wish to appear
in the box.
To add a new box to the diagram, first choose the box you wish to connect the new box to. Click on
the drop-down arrow of the Insert Shape button on the Organisation Chart toolbar and choose the
type of connection you wish to make.
The following organisation chart shows how each type of shape would be added to the original.
X Use the Layout drop-down list on the organisation chart toolbar to choose how sub-ordinates
should be displayed e.g. left or right hanging.
X Use the AutoFormat button on the organisation chart toolbar to choose a format for the chart.
Other Diagrams
When creating other types of diagrams e.g. Venn or pyramid, the following toolbar buttons are used to
manipulate the diagram:
Use the Change To button on the Diagram Toolbar to change the current diagram to a different type without
losing any data or formatting e.g. from a pyramid to a radial diagram.
Creating Tables
A table consists of columns, rows and cells that can contain text or graphics. Tables are used to
create tabulations, to align text and images or to place boxes around key parts of a slide.
Within each cell, text wraps as it does between the margins of a text box or placeholder. The cell
expands vertically to fit the amount of text typed.
To create a table:
Tables can also be created by clicking on the Insert Table icon on the Standard Toolbar.
X Drag the mouse over the required number of columns and rows.
X Release the mouse button to insert the table at the cursor position.
The cursor is positioned automatically in the first cell of the table. As you type, text will wrap around
the first cell.
The cursor can also be positioned in any cell by clicking the mouse in the required cell.
Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any
size. Click on the Tables & Borders button on the Standard Toolbar.
To draw the table itself, point the mouse where the top-left corner of the table should appear. Click
and drag the mouse to the bottom-right corner of the table.
Once the frame of the table has been created, columns and rows can be added. Add columns or rows
by pointing where the beginning of the divider line should appear - click and drag to the end of the
line.
The Tables and Borders toolbar contains buttons to format the table:
X Click on the Erase Lines button on the Tables & Borders Toolbar.
X Drag the eraser over the line to be removed.
To set the border colour before drawing any lines in the table, click on the Border Colour icon on the
Tables and Borders toolbar and select a new colour. This will be used when a new column or row
divider line is drawn.
Selecting Tables
Before formatting can be applied to a table, the part of the table you wish to format must be selected. This can be
done by dragging the mouse over the cells or using the Tables & Borders toolbar.
X To select a column, click on the Table menu on the toolbar and choose Select Column.
X To select a row, click on the Table menu on the toolbar and choose Select Row.
X To select the entire table, click on the Table menu on the toolbar and choose Select Table.
X To insert a column or row anywhere inside the table, select the column or row that is positioned
where you wish the new column or row to appear.
X Right-click over the selection and choose Insert Column or Insert Row as required.
X To add a row to the end of the table, position the cursor in the last cell of the table and press
[Tab].
X To add a column to the end of the table, select the last column and click on the Table menu of the
Tables & Borders toolbar. Choose Insert Columns to the Right.
X Use the Border Style drop-down list to choose the line style for the border
X Use the Border Thickness drop-down list to choose the line weight
X Use the Border Colour button to choose the line colour
After selecting the style, thickness and colour, use the Add / Remove Borders button to specify
where the borders should appear around the selected cells.
Use the Shade Cells drop-down list to choose a background colour for the selected cells.
X Position the mouse pointer over the right border of the column to be changed.
X Drag to the left or right to resize the column, adjusting the width of the next column to
accommodate the change.
X Position the mouse pointer over the bottom border of the row to be changed.
X Drag up or down to resize the row, adjusting the widths of all remaining rows of the table to
accommodate the change.
You can set multiple columns or rows to the same size, distributing the size equally between all
selected columns or rows.
The following icons on the Tables & Borders toolbar are used:
X To merge cells, select the cells and click on the Merge Cells button.
X To split a cell into two columns, click on the Split Cells button.
There are a number of different types of charts that can be created in PowerPoint, the most common of which are
identified below:
Area
This type of chart emphasises the magnitude of
change, rather than time and the rate of change. It
also shows the relationship of parts to a whole, by
displaying the sum of the plotted values.
Bar
This type of chart shows individual figures at a
specific time or illustrates comparisons among items.
Column
This type of chart shows variations over a period of
time or illustrates comparisons between items.
Line
This type of chart shows trends in data over a period
of time. When compared to an area chart, line charts
emphasise the rate of change over time as opposed
to the magnitude of change.
XY (Scatter)
This chart type is commonly used for scientific data
and shows the relationship between values in
several series of data.
Radar
A radar displays each category on its own value axis
radiating from the centre point. Lines connect values
in the same series.
3D Surface
In this chart colours and patterns indicate areas of
the same value. They are useful for finding optimum
combinations between two sets of data.
Creating a Chart
Charts can be added to a slide in one of the following ways
X Choose an Slide Layout containing a chart placeholder and double click on this placeholder or
X Click on the Chart button on the Standard Toolbar.
A datasheet and sample chart will be displayed. The chart data, including any heading and legend
text, must be entered into the datasheet. The sample data can be deleted by clicking on the first grey
box on the datasheet, above row number one and to the left or column A - all data should be
highlighted. Press [Delete].
X Type the text to appear as category axis titles in the first row of the datasheet.
X Type the text to appear in the legend in the first column of the datasheet.
X Type the numeric data in the corresponding cells.
For Example:
Close the datasheet by clicking on the sample chart in the background of the datasheet.
Data Orientation
The data of the chart can be displayed by row or column. The buttons on the Standard Toolbar can be used to
change the chart orientation:
By Row
By Column
X If the chart is displayed by row, each row of the datasheet will be a different data series.
X If the chart is displayed by column, each column of the datasheet will be a different data series.
For Example
The datasheet in the example above could display the following charts:
By row: By column:
If the chart is not active, double click anywhere on the chart to activate it. The chart type can now be
changed as follows:
X Click on the drop-down arrow of the Chart Type button on the Standard Toolbar.
X Choose the type of chart you wish to use from the list displayed
A larger selection of chart types is available by changing the type in the following way:
Each element can be selected by clicking the mouse on the element or using the Chart Objects box
on the Standard Toolbar.
Formatting Charts
Choose Chart, Chart Options to display chart options. A dialog box will display, containing a sample
image of your chart.
The tabs along the top of the dialog box are used to set all chart options:
Tab Description
Allows you to set a title to appear at the top of the chart, plus titles to appear along the category
Titles
and value axis.
Axes Allows you to choose whether a category and value axis should be displayed.
Gridlines Allows you to choose whether the chart should contain horizontal or vertical gridlines.
To format a selected chart element, click on the Properties button on the Standard Toolbar.
A dialog box will display with different tabs, depending on the chart element selected. The following
tabs are displayed when you show the properties of a data series:
Tab Description
This tab is used to set the colour of bars and lines of the chart. In a line chart, it can also be used
Patterns
to change the markers and to smooth the line if required.
When using a column chart, this tab allows you to choose the shape of the columns e.g. bars,
Shape
cones or cylinders.
Data Labels This allows you to set data labels for the selected data series only.
This tab is used to set the width of the gap between bars of a chart, and to set an overlap if the
Options bars appear next to each other. It can also be used to vary the colours of all bars within a single
series.
The following tabs are displayed when you display the properties of the value axis of a chart:
Tab Description
Patterns This tab is used to set the style of the value axis line.
Font This tab is used to set font, size and style of the numbers of the value axis.
Tab Description
This tab is used to set the format of the numbers on the axis e.g. to Currency or Percent with 2
Number
decimals.
Alignment This tab is used to set the alignment and orientation of the axis text.
X Double click on any title or label to change the font, pattern and alignment options.
X Double click on the legend to change the font, pattern and placement options.
X Double click on the value axis to change the font, pattern, number format and scale of the axis.
X Double click on a data series to change the fill options. Fill effects such as gradient, texture and
picture can be selected to fill each bar.
Double click on the label or title you wish to align, then click on the Alignment tab.
The following icons on the Formatting Toolbar can be used to quickly change the alignment of
selected labels:
Chart Gridlines
Major and minor gridlines can be set on the value and category axis of a chart:
Major gridlines on the value axis: Major and minor gridlines on the value axis:
Major gridlines on the category axis: Major and minor gridlines on the category axis:
The gridlines of the value axis are set according to the scale. Major gridlines appear at each major
unit, while minor gridlines appear at each minor unit.
To set gridlines:
X Double click anywhere on the value axis to display the properties dialog box.
X Click on the Scale tab.
X Set the minimum, maximum, major and minor unit as required. Ensure the Auto box is not
checked for the units you wish to specify manually.
X Choose OK when complete.
It is possible to change the display unit of the value axis e.g. to thousands or millions. This results in smaller
numbers displayed on the value axis and an automatic axis label showing the display unit.
Choose the required option from the Display Unit drop-down list.
Data Labels
Data labels are used to display text for each point on a data series. They can be used to display
labels or values:
Labels showing the value above the bar: Labels showing the label in the centre of the bar:
X Select a single series by clicking once on any item of the series. Select a single item by clicking
once on any item of the series, then clicking on the specific item.
X Click on the Properties button on the Standard Toolbar.
To remove unwanted data labels, simple click on any label in the series and press [Delete] - all labels in the
series will be removed.
To format a set of data labels, double click on any of the labels to display a dialog box with the
following tabs:
Tab Description
Patterns Choose the colour to appear in the background of the labels, and the style and colour of a
border to appear around the labels
Font Set the font and style of the label text
Number Set the format of a value label e.g. to Currency or Percent with two decimals
Alignment Set the alignment of the text and use the Label Position box to set where the label should
appear e.g. outside or centre
The legend can be hidden or displayed by clicking on the Legend button on the Standard Toolbar.
Double clicking on the legend displays a dialog box with the following tabs:
Tab Description
Patterns Used to set the background colour of the legend box, plus the borders around the box
Font Used to set the font, size and style of legend text
Used to set the position at which the legend should appear. Choose Bottom to spread the
Placement
legend vertically below the chart.
The data table can be hidden or displayed by clicking on the Data Table button on the Standard
Toolbar.
Slide Transition
The slide transition is the effect used when one slide changes to another in an electronic slide show.
Transition is set via the Slide Transition task pane, which can be shown in one of the following ways:
If the transition task pane does not show by default, click on the drop-down arrow at the top of the
Task Pane and choose Slide Transition.
X Click on the effect from the list at the top of the task pane. The slide will redisplay using the
selected effect.
X Select the required Modify Transition and Advance Slide options:
X If you would like all slides in the presentation to show the same transition effect, click on the
Apply to All Slides button.
X Click on the Slide Show button to test the transition by viewing the slides electronically.
Animating Objects
Objects and text can be animated so that it appears on the slide in different ways during a slide
show. Preset or custom animations can be applied to text, ClipArt, shapes, graphics and charts.
Animation Schemes
The easiest way to apply animation to your slides is to use one of PowerPoint 2003s pre-set
animation schemes. When applying an animation scheme to your slide, all title and bulleted text will
be animated when you show the slide during an electronic show.
The Animation Schemes task pane is used to apply a scheme to your slide.
If the animation schemes task pane does not show by default, click on the drop-down arrow at the top
of the Task Pane and choose Slide Design - Animation Schemes.
To apply an animation scheme to your slides, choose a scheme from the Subtle, Moderate or
Exciting categories. Click on the Apply to All Slides button if you want all slides to show the same
animation effects.
Custom Animation
Custom animation can be used to animate objects such as ClipArt images or shapes that are not
included in a pre-set animation scheme. Show the Custom Animation task pane by choosing Slide
Show, Custom Animation or using the drop-down menu in the title bar of the task pane currently
showing on screen.
The following types of animation can be applied to objects and text on a slide:
Effect Description
Entrance The effect that occurs when the object first appears on the slide
Exit The effect that occurs when the object disappears from the slide
Effect Description
Emphasis The effect that occurs when the object is on the slide
Once the animation effect has been selected, use the Modify options to choose exactly how the
animation effect should occur:
Animating Charts
When you apply custom animation to a chart, all elements of the chart will show at once using the
selected effect. You can change this so that each series or category appears one at a time.
Hiding Slides
This option allows you to hide a slide that you may not need to show in the presentation. The slide
can still be shown, but will not appear automatically.
When showing the presentation, press H on the preceding slide to display the hidden slide. It is also
possible to show hidden slides as follows:
X Right anywhere on the slide or click on the Menu Indicator in the bottom-left corner of the screen.
X Choose Go to Slide and the hidden slide. The numbers of hidden slides appear in brackets in this
menu.
Rehearsing Timing
PowerPoint shows can be timed in one of three ways:
Manually, which means that the mouse must be clicked for the next slide to appear. This is the
default used for all new presentations.
With each slide showing for a specific number of seconds, as set in the Transition dialog box.
With recorded timings.
X Choose Slide Show, Rehearse Timings. The first slide will be displayed on screen, as well as
the Timings control panel:
X Leave the slide on screen for the required amount of time - the timer box will display the number
of seconds that have passed. Click the mouse to continue with the next slide.
X Repeat the above step until all slides of the presentation have been displayed. To stop the timing
temporarily, click on the Pause button, click on Play to restart.
X When all slides have been displayed, a message box will give the time of the overall presentation.
Click on Yes to keep the new timings or No to revert to the previous timings.
Action Settings
Action settings can be assigned to any object. The action, for example jumping to another slide or to a
web page URL, will be carried out if the object is clicked during a slide show.
X Create and select any object - a shape, ClipArt image, graphic or chart.
X Choose Slide Show, Action Settings.
X If the presentation has not yet been saved, you will be prompted to save the file. Choose Yes or
No as required.
X If you wish the action to occur when the object is clicked, choose the Mouse Click tab.
Alternatively, if you wish the action to occur simply when the mouse is positioned over the object,
choose the Mouse Over tab.
X Choose the required action settings and click on OK.
When you add an action button to your slide, you are automatically shown the Action Settings dialog
box and asked which action you would like to occur when the object is clicked on.
X The active slide will be displayed on screen with all toolbars, menus and other elements hidden.
X Click the mouse anywhere on screen to display the next slide.
X When the last slide is displayed, click the mouse anywhere on screen to end the show and return
to PowerPoint.
During the slide show, a menu of tools can be displayed which allow you to navigate the presentation,
annotate slides and pause the show. To call up the menu of tools:
Navigating Slides
Clicking the mouse during a slide show will display the next slide of the presentation. You can also
use the buttons on screen to show the next or previous slide.
If you wish to view a different slide, or return to a slide already shown, the presentation can be
navigated by title.
Annotating Slides
While the presentation is being displayed, annotations can be used to draw attention to specific parts
of the slide. Annotations are temporary and will be lost as soon as the next slide is displayed.
If you add annotations to a slide, you will be asked if you wish to keep these annotations when you
end the slide show. Click on Keep to add the lines to each slide, or Discard to remove the lines.
Keystroke Action
Ctrl P Displays pen for annotations
Ctrl A Returns to the arrow mouse pointer
N Displays next slide or build
P Displays previous slide or build
S Pause slide show
H Displays a hidden slide
B Black screen (press again to return to normal)
W White screen (press again to return to normal)
E Erase pen annotations
Any number followed by [Enter] Display the slide number typed
Slide Show options can also be set by holding [Shift] and clicking on the Slide Show view icon.