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PowerPoint 2007
Introduction
PowerPoint 2007 Introduction
Table of Contents
Creating New Presentations ................................................................................................................ 5
Entering Text ......................................................................................................................................... 6
Typing Text on the Slide ................................................................................................................... 6
Typing Text in an Outline .................................................................................................................. 7
PowerPoint Views ................................................................................................................................. 8
AutoCorrect ........................................................................................................................................... 9
Automatic Spelling ..............................................................................................................................11
Correcting Errors ............................................................................................................................11
Spelling Options..............................................................................................................................12
Inserting New Slides ...........................................................................................................................13
Duplicating Slides ...............................................................................................................................14
Duplicating a Single Slide ...............................................................................................................14
Duplicating Multiple Slides ..............................................................................................................15
Creating Speaker Notes......................................................................................................................15
Saving Presentations..........................................................................................................................16
Saving a Presentation for the First Time ........................................................................................16
Saving Changes to a Presentation .................................................................................................17
Closing Presentations ........................................................................................................................18
Inserting Symbols ...............................................................................................................................18
Inserting Hyperlinks ............................................................................................................................19
Something Else to Try ....................................................................................................................22
Checking Spelling ...............................................................................................................................22
Re-Using Slides ...................................................................................................................................23
Opening Presentations .......................................................................................................................26
Creating Favourite Links for Opening Files ....................................................................................27
Navigating Presentations ...................................................................................................................27
Selecting Text and Objects ................................................................................................................29
Selecting Text .................................................................................................................................29
Selecting Objects ............................................................................................................................30
The Selection Pane ........................................................................................................................31
Editing Text ..........................................................................................................................................32
Inserting Text ..................................................................................................................................32
Deleting Text...................................................................................................................................32
Moving and Copying Text ..................................................................................................................33
Cut, Copy and Paste ......................................................................................................................33
Paste Options .................................................................................................................................34
Undo, Redo and Repeat ......................................................................................................................35
Repeating Commands ....................................................................................................................35
Finding and Replacing Text ...............................................................................................................35
Finding Text ....................................................................................................................................35
Replacing Text ................................................................................................................................36
Replacing Fonts ..............................................................................................................................36
Click on the Office button and choose New , then click on the Create button or
Press [Ctrl N]
PowerPoint presentations are all based on templates. These are “starter” documents that contain initial
content for your presentation that can be amended as required, plus any default text that will not change
By default, PowerPoint templates are stored on your C: drive, under your user folder, then under
\AppData\Roaming\ Microsoft\Templates.
Entering Text
Typing Text on the Slide
To enter text onto a slide, first click in the placeholder you wish to enter text into. To type a slide title, for
example, click in the Click to add title placeholder.
Once you have clicked in the placeholder, you can start typing. Text will appear at the cursor position - the
flashing vertical line in the main typing area of the document.
As you type, if you press an incorrect key, press [Backspace] to remove the character before
retyping it.
As you reach the end of the line, PowerPoint will automatically wrap your text onto the next line.
To end a paragraph, press [Return].
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.
Click on the Outline tab in Normal view to show the Outline pane.
Type the title of the first slide and press [Return] to create a new slide
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
Press [Ctrl Return] to create a new slide and display the title level
When entering text in the Outline pane, you can manipulate the text by expanding and collapsing text,
moving text up or down on the slide, or promoting or demoting text to different levels e.g. from a heading to
a bullet paragraph.
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).
Re-order selected paragraphs by dragging them up or down within the outline, or by right-clicking
over the selection then using the Move Up or Move Down commands
Right-click on any text in a slide, then choose Collapse Section to hide everything except the title
of the slide
Right-click on the slide title and choose Expand Section to re-display hidden text
You can also use the following shortcuts to manipulate outline text:
Shortcut Action
[Tab] or [Shift Alt ] Demote text to previous level e.g. from slide title to bullet text
[Shift Tab] or [Shift Alt ] Promote text to previous level e.g. from bullet text to slide title
PowerPoint Views
Normal View is selected by default when a new presentation is created. In this view, the screen is split into
three panes - each pane can be sized as required.
The left pane shows either an Outline or slide summary. When the Outline tab is selected, text
can be typed, edited and manipulated as required. When the Slides tab is selected, a miniature of
each slide in the presentation is shown - click on a miniature to activate that slide.
The large middle pane shows the current slide exactly as it will print or display in an on-screen
presentation. Text and graphics can be edited in this pane.
The small pane below the slide shows any notes for current slide. Notes can be added or edited
as required.
The View buttons along the bottom of the screen can be used to display other PowerPoint views:
Slide Sorter This view displays a miniature of each slide, complete with graphics
and text. This view is used to reorder slides and prepare electronic
presentations.
The View ribbon contains buttons to show the following PowerPoint views:
The Notes Page button shows the notes page for a given slide, exactly as it will print with a
miniature copy of the slide at the top of the page. To add notes:
Activate the slide for which you wish to create a notes page
Click on the Notes Page button on the View ribbon
Click in the text placeholder and type the note text
The zoom bar on the status bar can be used to change the magnification of the Notes Page so that you can
see the text you are typing:
AutoCorrect
This feature is used to correct spelling errors as they are typed or to complete abbreviations
automatically e.g. teh will automatically change to the when [Space] or [Return] is pressed.
The following options can also be set in the AutoCorrect dialog box:
Option Description
Correct two initial caps This will correct two capital letters typed at the beginning of a
sentence, changing the second letter to lower case
Capitalise first letter of This will ensure the first letter of a sentence is a capital letter,
sentence changing any lower case letters typed after a full stop
Capitalise first letter of table This will ensure the first letter of text in a table is a capital letter
cells
Capitalise names of days This will ensure day names e.g. Monday start with a capital letter
Correct accidental usage of If the Caps Lock key is pressed, all capital letters will show as
Caps Lock key small letters and vice-versa. PowerPoint will correct this and
switch the Caps Lock key off
Any words added to the AutoCorrect list in PowerPoint will also be available in Word and Excel.
Automatic Spelling
If automatic spelling is enabled, all incorrectly spelled words will be marked with wavy red lines on the slide:
Correcting Errors
Position the mouse over the marked word and click the right mouse button
Choose the correct suggestion from the list displayed
To ignore the error while removing the marking line, choose Ignore All
To add the word to the custom dictionary so that it will not be seen as an error in any future
documents, click on Add to Dictionary
You can also correct errors in your presentation via the status bar along the bottom of the screen. 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.
Spelling Options
Automatic spelling of PowerPoint can be set so that errors are automatically flagged or ignored.
Click on the drop-down arrow of the New Slide button on the Home ribbon
Choose the layout of the slide you wish to insert
From the drop-down menu you can also choose to insert a blank slide with no layout, or a duplicate of the
current slide.
You can quickly insert a new slide using the Title and Content layer using one of the following
shortcuts:
Click on the New Slide button on the Home Ribbon - above the drop-down arrow of the button or
Press [Ctrl M]
Duplicating Slides
If you need a new slide in your presentation that has similar content, formatting or effects (e.g.
animation) as an existing slide, there is no need to recreate the new slide from scratch. You can
duplicate any slide in a presentation, then make any changes required to the new copy of the slide.
To duplicate a slide:
The new copy of the slide will appear after the current slide in the presentation.
Click on the Slide Sorter view button on the status bar, or click on the View ribbon and choose
Slide Sorter
Select each slide you wish to duplicate. If the slides are next to each other, click on the first slide,
then hold [Shift] and click on the last slide. If the slides do not appear next to each other in the
presentation, click on the first slide, then hold [Ctrl] and click on each additional slide you wish to
duplicate
Click on the Home ribbon
Click on the drop-down arrow of the New Slide button and choose Duplicate Selected Slides
You can quickly duplicate selected slides in Slide Sorter view by pressing [Ctrl D].
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 selected slide.
View the slide for which you wish to create a notes page
Click on the View ribbon
Click on the Notes Page button in the Presentation Views group
The zoom box on the status bar can be used to change the magnification of the note page:
To zoom into the note page, click on the + button to increase the magnification by 10% each time
you click
To zoom out of the note page, click on the - button to decrease the magnification by 10% each
time you click
Drag the pointer up or down to increase or decrease the magnification as required
Saving Presentations
Saving involves assigning a presentation name and placing the presentation 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.
Click on the Office button and choose Save or Save As, or click on the Save button on the Quick
Access Toolbar
To choose a different drive to save the file to, click on the Computer icon in the Folder list on the
left of the Save As window
To choose a different folder on the same drive, click on the drive name in the navigation trail along the
top of the window
Double-click on the folder you wish to save the file to
Click in the File Name box and type a new name for the presentation
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.
Command Description
Save This command saves the current presentation under the existing name and
replaces the original version. Click on the Office button and choose Save, or click
on the Save button on the Quick Access Toolbar.
Save As This command requests a new name for the presentation and leaves the original
unchanged. Click on the Office button and choose Save As.
You can also use the following shortcut keys to save a file:
Keystroke Action
Ctrl S Save
F12 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 presentation and
lose any changes.
Closing Presentations
Although it is possible to open more than one PowerPoint presentation at a time, it is good practice to close
a presentation when you have finished working on it.
If the file has not yet been saved, choose Yes to save the presentation or No to cancel any
changes made
Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows:
From the Font drop-down list, choose the font set that contains the symbol you wish to insert (see
table below)
Click on the symbol required, using the scroll bar to view more symbols as required. If using the
Normal font, subsets of the font will be listed to allow you to find the character you want quicker
and easier
Click on Insert
When complete, click on Cancel
The last symbols used will show along the bottom of the Insert Symbol window.
Font Characters
Normal Text Fractions and international characters e.g. those with accents
Symbol Additional characters not found above e.g. mathematical and scientific
characters
Wingdings Bullet symbols and other graphics e.g. envelope and scissor symbols
Inserting Hyperlinks
A hyperlink is a link to a specific slide of the current presentation, a different presentation or a website.
Hyperlinks can appear as underlined text or objects (e.g. images or shapes) and, when clicked, will activate
the target automatically.
To insert a hyperlink:
To link to another file, PowerPoint or otherwise, click on the Existing File or Web Page icon on the
left. Navigate the folders in the centre of the window to locate and select the file you wish to link to
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.hp.com. If you have visited the web page
recently, click on Browsed Pages to choose the URL from your History list
To link to a specific slide in the presentation, click on the Place in this Document icon. Choose
the slide to link to:
To link to a custom show, click on the + in front of Custom Shows and choose the show you wish
to link to.
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@hp.com. If messages created
using this link should always have a specific subject, enter this in the Subject box
Click on OK
Hyperlinks to web pages can be created automatically by typing the full URL address of the
website e.g. http://www.hp.com
Email hyperlinks can be created by typing the full email address e.g. john.smith@hp.com. When
this link is clicked, an Outlook message will be created and addressed automatically
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
Checking Spelling
PowerPoint's spell checker can be started in one of two ways:
Press [F7] or
Click on the Review ribbon, then on the Spelling button in the Proofing group
PowerPoint will start checking from the current slide, check to the end of the presentation, then
automatically check from the beginning of the presentation to the current slide.
When an incorrect word is found, the following dialog box will be displayed:
Click on a replacement word in the Suggestions list or edit the Not in Dictionary text as required
Choose Change to change this occurrence of the word or Change All to change all occurrences
in the message
Click on Ignore to ignore this occurrence of the word
Click on Ignore All to ignore all occurrences of the word in the message
Click on Add to add the word to the custom dictionary - this is useful for names of people, etc.
that do not appear in the standard dictionary
To add an incorrect spelling to the AutoCorrect list so that it is corrected automatically in future,
choose the correct replacement from the Suggestions list that should be used when the incorrect
spelling is typed, then click on the AutoCorrect button
You will be told when the spell check is complete - click on OK.
Re-Using Slides
If you need a new slide in your presentation that has similar content, formatting or effects (e.g. animation)
as an existing slide, there is no need to recreate the new slide from scratch, even if the slide you wish to
reuse is in another presentation.
You can reuse slides from any presentation, formatting them automatically to match the content of the
current presentation, or keeping the original format of the slide as required.
Click on the drop-down arrow of the New Slide button on the Home ribbon
Choose the Reuse Slides option
Locate and select the presentation that contains the slide you wish to reuse, then click on Open
Position the mouse over a slide to magnify it on screen so that you check if it is the slide you wish
to reuse
Click on a slide to insert it into the presentation - the slide will be formatted to match the
presentation you are copying it into
If you wish to keep the original formatting of the slide you are inserting, check the Keep Source
Formatting option at the bottom of the task pane before inserting slides.
Opening Presentations
The most recent presentations you have used can be opened by clicking on the Office button, then on the
presentation you wish to open on the right-hand side of the menu:
To open a presentation that does not appear in the Recent Documents list:
To easily access folders that you regularly use, add them to the Favorite Links pane. You can do this from
the Open dialog box as follows:
The folder will now appear in this pane each time you access the Open or Save dialog box. Click once on the
folder to open it.
Navigating Presentations
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
Selecting Text
All text in a placeholder can be selected by clicking inside the placeholder and then on the blue border of
the placeholder. White handles will appear around the border, which will show as a solid line:
Alternatively, hold [Shift] and click over the placeholder to select the entire placeholder.
To select only certain text in a placeholder, click inside the placeholder and use one of the following
methods of selection:
To select the text in the following image, click at point (1), then hold [Shift] and click at point (2):
The following shortcuts can be used to select text with the mouse:
Select Action
All text in the Click on the Select button in the Editing group of the Home ribbon, then
placeholder choose Select All
[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
Selecting Objects
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.
Click on the Select button in the Editing group of the Home ribbon
Drag the mouse over all objects to be selected, as from position 1 to 2 in the following illustration:
To select all objects on a slide, click on a blank area of the slide, then click on the drop-down arrow of the Select
button on the Home ribbon and choose Select All. Alternatively, press [Ctrl A].
Click on the drop-down arrow of the Select button in the Editing group of the Home ribbon
Choose Selection Pane
All objects on the slide will be listed - click on the name of any object in the pane to select that object on the
slide.
To select multiple objects through the Selection Pane, hold [Ctrl] and click on each object to select.
You can also use the Selection Pane to hide objects on the slide without the need to delete them
permanently.
Click on the Hide button next to an object's name to hide that object on the slide
Click on the Show button next to an object's name to show that object again
In the following image, the oval shape is hidden, while the rectangle and triangle are both showing.
Editing Text
Text is edited, in Normal View, which is used to view one slide per screen and shows the slide exactly as it
will print.
Click on the Normal View button on the status bar, or click on the View ribbon and choose the Normal
button in the Presentation Views group.
Inserting Text
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 used by default in PowerPoint 2007.
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
Type all new text
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.
Clearing Text
The Clear command is used to clear only the formatting from your text. The text itself will remain, but any
character formatting such as fonts, size or colour will be removed.
Select the text that contains the formatting you wish to remove
Click on the Clear Formatting button in the Font group of the Home Ribbon
Text can be moved or copied using the standard cut, copy and paste commands which are available on the
Home ribbon.
The following keyboard shortcuts can also 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 using the drag and drop facility:
Position the mouse over the edge of the selected text to display the white arrow shaped mouse
pointer
Drag the text to a new location and release the mouse button
To copy text using drag and drop, hold [Ctrl] while dragging and release the mouse button before releasing the
[Ctrl] key.
Paste Options
When you paste text or other items onto your PowerPoint slide, you often have a choice of how the data
should be inserted.
After pasting your data, look in the bottom-right corner of the block of data - you will see a paste
icon
Position the mouse over this icon to display a drop-down arrow
Click on the drop-down arrow and choose how you wish to paste the text or item
Option Description
Keep Source This will format the text as it appeared on the original slide, even if this
Formatting format is different to the current slide
Use Destination Theme This will reformat the text using the theme applied to the current slide
Keep Text Only This will remove all formatting from the text
Click on the Undo button on the Quick Access Toolbar to undo the last command
Click on the drop-down arrow after the Undo button to select the command you wish to undo up to
If you change your mind about undoing a command, it can be redone. Click on the Redo button on the
Quick Access Toolbar to redo the last command.
The following keyboard shortcuts can also be used to undo and redo commands:
Keystroke Action
[Ctrl Z] Undo
[Ctrl Y] Redo
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 areas of the slide. Press [F4] at any time to repeat the last command.
The Find command allows you to locate specific text in your presentation.
On the Home ribbon, click on the Find button of the Editing group
In the Find What box, type the text you wish to locate
Click on Find Next to find the first occurrence of the word, then Find Next again until the correct
occurrence is found
Option Description
Match case Find only those occurrences with the exact combination of uppercase and
lowercase letters specified in the Find What box.
Find whole words Find occurrences that are entire words and not part of a larger word.
only
Replacing Text
The Replace command allows you to change one or all occurrences of the text automatically.
On the Home ribbon, click on the Replace button of the Editing group
Type the text to be located in the Find What box
Type the replacement text in the Replace With box.
Click on Find Next to find the next occurrence of the word
Click on Replace to replace the single occurrence or Replace All to replace all occurrences
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 the drop-down arrow of the Replace button on the Home ribbon
Choose Replace Fonts
In the Replace box, select the font that is already in use in the presentation
In the With box, select the new font you wish to use
Click on Replace to replace all occurrences
Click on Close when the replace procedure is complete and the font name is the same in both the Replace and
With boxes.
Changing Case
If text was typed using the wrong case - for example upper case instead of lower case, it is not necessary
to delete the text and retype it. Simply change the case of the text as follows:
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
Capitalise Each
Capitalises the first letter of each word
Word
Reverses the case of selected text - existing capitals to small letters and vice
Toggle Case
versa
The [Shift F3] shortcut can also be used to switch selected text between upper, lower and sentence case.
Deleting Slides
In Normal View, the current slide can be removed as follows:
You will not be asked to confirm this action, but it can be undone if the wrong slide is deleted.
It is also possible to remove multiple slides in one step, using Slide Sorter view:
Click on the Slide Sorter view button on the status bar, or click on the View ribbon and choose
Slide Sorter
Select each slide you wish to delete. If the slides are next to each other, click on the first slide,
then hold [Shift] and click on the last slide. If the slides do not appear next to each other in the
presentation, click on the first slide, then hold [Ctrl] and click on each additional slide you wish to
remove
Click on the Home ribbon
Click on the Delete button in the Slides group
You can delete all slides in the presentation in Slide Sorter view by pressing [Ctrl A] to select all slides, then
[Delete] to remove the selected slides.
Sorting Slides
If the presentation will be shown electronically, it is important that the slides are in the correct order.
To sort slides, click on the Slide Sorter view button on the status bar, or click on the View ribbon and
choose 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.
You can move multiple slides at the same time, provided these are selected first. To select multiple slides
in Slide Sorter view:
If the slides are next to each other, click on the first slide, then hold [Shift] and click on the last
slide.
If the slides do not appear next to each other in the presentation, click on the first slide, then hold
[Ctrl] and click on each additional slide you wish to remove
Click on the Normal view button on the status bar or View ribbon to return to normal view when
complete.
A new Black and White ribbon will show with different options for viewing objects on the slide. To
change an object:
Click on the object or text you wish to change
Click on the required option in the Change Selected Object group. You can hide an object
completely by clicking on the Don't Show button
To return to normal, click on the Back to Colour View button on the Black and White ribbon:
Switching Windows
PowerPoint 2007 opens a separate application window for each presentation that is opened in a session.
Each presentation has its own button on the Task Bar - click on a button to activate that presentation.
You can show all open presentations on screen by clicking on the Arrange All button on the View
ribbon.
The following keyboard shortcuts can also be used to switch between open presentations:
Keystroke Action
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 More Options button in the
Clipboard group of the Home ribbon:
When the Clipboard task pane is displayed in PowerPoint, an icon will also appear on the task bar tray 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. Un-check the option to Show Office Clipboard Icon on Task Bar.
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.
To paste from the clipboard, click on the item's icon on the Clipboard task pane
To paste all items from the clipboard, click on Paste All at the top of the Clipboard task pane
To clear all items from the clipboard, click on the Clear All button at the top of the Clipboard task
pane
Close the Clipboard task pane by clicking on the x in the top-right corner of the 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.
Research
The Research task pane allows you to find reference information from a number of sources without leaving
Office 2007. You can insert any found information into your presentation.
Show the Research pane by clicking on the Review ribbon, then on the Research button of the
Proofing group
Adding Services
Click on the Research Options link at the bottom of the research task pane - 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
Click on OK when complete
You can copy any text from the research pane onto your slide by selecting the text, then right-clicking over the
selection. Choose Copy from the shortcut menu, then paste the text onto your slide as normal.
Smart Tags
A smart tag is a button that appears while you are creating your presentation, offering options and
commands that are relevant to the task you are performing.
You can control which smart tags PowerPoint displays in your presentation as follows:
If set as above, smart tags will appear when you type certain text into your presentations, such as names
or measurements. To show smart tag options:
Position the mouse over the text that contains a smart tag - this will show with dotted purple
underlining
Position the mouse over the information button at the top-left of the text
Button Description
Font
Font size
Fill colour
Format Painter
Bold
Italics
Centre text
Decrease indent
Increase indent
You can also right-click over selected text to show the Quick Formatting bar - this will appear above the
shortcut menu:
Character Formatting
Character formatting includes fonts, size of text, colour of text and effects such as bold and italics.
The Home ribbon contains shortcuts for the following text formatting options:
Button Description
Font
Font size
Clear formatting
Button Description
Bold
Italics
Underlining
Strikethrough
Shadow
Character spacing
Change case
Text colour
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
Add bold, italics or underlining to the text by clicking on each button
Change the colour of the text by clicking on the drop-down arrow of the Text Colour button.
Choose the required colour from the palette or click on Automatic to set the text colour back to the
default - usually black
Click on the Clear Formatting button on the ribbon, or press [Ctrl Space], to clear all character formatting from
the selected text.
Additional character formatting can be applied through the Font dialog box:
The Character Spacing tab can be used to set the spacing between characters i.e. whether the character
spacing should be expanded or condensed.
Formatting Shortcuts
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
You can set horizontal alignment of text by selecting the text you wish to change, then clicking on the
required button in the Paragraph group of the Home ribbon:
Centre Ctrl E
Justify - space will be added between words to ensure the left and right Ctrl J
margins are straight
Indenting
The ruler is used to set paragraph indenting. If the ruler is not displayed, click on the View ribbon and
checking the Ruler box in the Show/Hide group.
Drag the top arrow marker to the required position of the first line of the paragraph
Drag the bottom arrow marker to the required position for remaining lines of the paragraph
If you wish to move the first and remaining lines of the paragraph together, drag the square box to
the required position
The following buttons on the Home ribbon can be used to increase or decrease the indent of all lines of the
paragraph:
Button Description
Decrease indent
Increase indent
Spacing
Line spacing controls the space between individual lines of the paragraph while paragraph spacing controls
the space between paragraphs.
Paragraph Format
You can format your paragraphs of text via a single dialog box in PowerPoint 2007.
Click on the More Options button in the Paragraph group of the Home ribbon
Click on the drop-down arrow of the Alignment box and choose the required alignment - left,
centre, right, justified or distributed. Distributed alignment will add spacing between the characters
of your text so that each line fills the placeholder
Use the Before Text box to set position of the entire paragraph from the edge of the placeholder
Use the Hanging Indent box to set the position of the first line of the paragraph text from the edge
of the placeholder. This will usually be where the bullet point aligns
Set the spacing to appear Before and After each paragraph of text
Set the Line Spacing to control the space between each line of each paragraph
Click on OK
Setting Columns
Text in a placeholder can be formatted into newspaper style columns.
Slide 1 below has a main placeholder with a single column of text while slide 2 has the same text split into
two columns:
Newspaper columns are also known as "snaking" columns and are read from top to bottom. Text is typed in the
first column until the bottom of the page is reached. The cursor will then move to the top of the second column
where text will be typed in the same way.
If you don't want your paragraphs to contain a bullet symbol, you can remove this as follows:
Select the placeholder or specific paragraphs that you wish to remove the bullet from
Click on the Bullet button in the Paragraph group on the Home ribbon
To ensure all lines of the paragraph are correctly aligned when the bullet is removed, show the
ruler by clicking on the View ribbon and checking the Ruler option in the Show/Hide group
Drag the bottom arrow of the left-hand indent marker in line with the top arrow to ensure all lines of
the paragraph are lined up
Before:
After:
Customising Bullets
Select the placeholder or specific paragraphs that you wish to change the bullet for
Click on the drop-down arrow of the Bullet button in the Paragraph group on the Home ribbon
Choose one of the pre-set bullet options, or click on Bullets and Numbering for more options
To choose a non-default bullet symbol, click on the Customise button. Choose the required font
from the Font drop-down list, then click on the required bullet symbol. Click on OK when the
required symbol has been selected.
Click on the Picture button to use an image as a bullet symbol. ClipArt will be launched
automatically and all picture bullets displayed. Click on the required picture, or click on Import to
import a custom image to use as a bullet symbol. Click on OK when the required picture has been
selected.
If using a symbol bullet, click on the drop-down arrow of the Color box to change the colour of the
symbol
Choose the size of the bullet by increasing or decreasing the Size to set the percentage of text
that the bullet symbol should be sized to
Click on OK when complete
Paragraph numbering can be applied to your slide text so that paragraphs are numbered automatically as
they are typed. If a paragraph is inserted or removed, numbering will update automatically.
Click on the drop-down arrow of the Color box to change the colour of the number
Choose the size of the number by increasing or decreasing the Size to set the percentage of text
that the number should be sized to
Choose the number to Start At, if you wish to start numbering other than from 1
Click on OK when complete
Slide Masters
If you wish specific formatting to appear on each slide of the presentation e.g. all headings to appear
in the same font and colour, this formatting should be applied to the slide master. Similarly, any object
to appear on each slide should be placed on the master.
Click on the View ribbon, then on the Slide Master button in the
Presentation Views group or
Hold [Shift] and click on the Normal view button on the status bar
The slide master is displayed, with each available layout showing on the
left-hand side of the screen. Any changes made to the main slide of the
master will show on each layout, but you can also make changes to an
individual layout if you only want the change to show when a slide has that
layout applied.
Click on the edge of the placeholder you wish to format e.g. the Title or Content placeholder
Format the element using the additional ribbons displayed
Add any graphics to appear on each slide using the Insert ribbon
Click on the Slide Master ribbon, then on the Close button to return to Normal view
You can create a new Slide Master from scratch, or by copying an existing master and making the required
changes.
Apply a new layout by clicking on the Layout button on the Home ribbon. Apply a new master to the presentation
by clicking on the Design ribbon, then on the drop-down arrow of the Themes group. All slide masters will be
listed at the top of the list of themes.
Inserting Placeholders
Each slide layout is made up of placeholders, which are clicked on to add text and objects when building
your slides. You can add new placeholders to your slide masters and layouts, if you want to be able to add
objects or text easily to specific areas on each slide.
Placeholders can only be applied to specific layouts, and not to the slide master as a whole.
Position the mouse where the top-left corner of the placeholder should appear, then click and
drag the mouse to the required shape and size for the placeholder
Release the mouse button
Type any text in the placeholder to identify what the user should insert into it - you can remove the
bullet point using the button on the Home ribbon if required
Click away from the placeholder when complete
Applying Themes
Applying Themes
You can apply a theme to the entire presentation, or to the current slide only.
Themes can be customised if they don't follow the exact format that you require:
Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme
Click on the drop-down arrow of the Fonts box and choose a font set to use
Click on the drop-down arrow of the Effects box and choose the effects to be applied to inserted
objects
Applying Templates
Although templates are designed as starting documents that you use to create new presentations, you can
apply a template to a presentation to add standard elements and formats. This is especially useful if you
wish to use a design template created in a previous version of PowerPoint.
Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme
To create a new colour scheme, click on the Create New Theme Colours option
Type a name for the new colour scheme in the Name box
Click on the drop-down arrow next to each theme colour and choose a new colour for that
element. To enter a custom colour using RGB values, choose More Colours then the Custom
tab. Enter the RGB values in the Red, Green and Blue boxes, then click on OK
Click on Save when all colours have been entered
Click on the drop-down arrow of the Fonts box and choose a font set to use
To choose non-standard fonts, choose the Create New Theme Fonts option
Type a name for the font set in the Name box
Click on the Heading Font drop-down arrow and choose the font to use for headings in the
presentation
Click on the Body Font drop-down arrow and choose the font to use for standard text in the
presentation
Click on Save
Background Styles
It is possible to change the background of individual slides, or of all slides of the presentation. You
can change the background style of a plain slide, or one that is formatted using a specific theme.
Click on the drop-down arrow of the Background Styles button in the Background group of the
Design ribbon
Choose Format Background
To set a background colour, choose the required option from the Colour drop-down list or choose
More Colours to view additional colours.
To add an effect to the background, choose Gradient Fill then choose the gradient options.
Choose a pre-set colour from the drop-down list to use a pre-set gradient format:
To create your own gradient, you can choose to base the effect on two or three colours. Under
Gradient Stops choose Stop 1, Stop 2 and Stop 3 in turn, choosing the colour for that gradient
stop before moving to the next. To base the gradient on two stops only, select Stop 3 from the
drop-down list, then click on Remove
To set an image as the slide background, choose Picture or Texture Fill. Click on the File button
to select the image you wish to use, then click on Insert. To make the image lighter, so that text
can be read over it, increase the Transparency as required
When all settings have been changed, click on Close to apply the background to the current slide
only, or Apply to All then Close to apply the background to all slides
Items added to the slide master can be excluded from specific slides if these need a different background
to the other slides of the presentation.
To show the date and time on the left-hand side of the footer, check the Date and Time box.
Choose Update Automatically to update the date each time the presentation is opened, or Fixed
to set a fixed date that will not change
Check the Slide Number box to add the slide number to the right-hand side of the footer
To add custom text to the middle of the footer, check the Footer box and type the text under this
Click on Apply to All to set the header and footer for all slides, or Apply to set for the current
slide only
Use the Notes and Handouts tab to set the header and footer for speaker notes and audience handouts that
are printed.
Slide Orientation
To set the slide orientation:
Page 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.
Choose the required screen or paper size from the Slides Sized For drop-down list (see table
below)
Click on OK
Size Description
On screen The presentation will be sized for displaying on-screen. Various width to height
show screen ratios are available e.g. 4:3 or 16:9
Paper Various paper sizes are available for printing on A3, A4, letter, ledger, etc.
Banner A wide but short printout used for a banner e.g. for a show or advertisement
Setting Tabs
Tabs settings control the space over which the cursor jumps when [Tab] is pressed and are used to ensure
columns of text or numbers are properly aligned within a placeholder.
The ruler is used to set tabs. If the ruler is not displayed, click on the View ribbon, then check the
Ruler box in the Show/Hide group.
Left Aligns the left side of the column over the tab setting
Right Aligns the right side of the column over the tab setting
Decimal Used with numbers to align the decimal point over the tab
To set tabs:
Select the text or placeholder to which the tab settings should apply
Click on the tab box at the beginning of the ruler until the required tab-type is shown
Click on the ruler position where the tab should appear
Repeat the above steps until all tabs have been set
Press [Ctrl Tab] to move the cursor to the tab position when typing text in the placeholder.
Format Painter
The Format Painter is used to copy formatting from one object on a slide to another. All formatting including
character formatting (font, size and style) and object formatting (such as fills and borders) is copied.
Select the text or object containing the formatting you wish to copy
Click on the Format Painter button on the Home ribbon
The mouse pointer will display a paintbrush - select the text or object to contain the copied formatting
To copy formatting to more than one object, double click on the Format Painter button. Select all text or objects
to copy the formatting to, then click on the Format Painter button again to switch it off.
You can also copy and paste formatting from one object to another - leaving everything else in tact. Use
the following shortcuts to do this:
Keystroke Action
[Ctrl Shift V] Paste the copied formatting onto the selected object
Text Direction
You can set the direction of text within an object:
Click on the object that contains the text you wish to change
Click on the Text Direction button in the Paragraph group of the Home ribbon
Choose the required text direction from the list displayed:
Click on More Options for additional options such as margins around the text, and whether the text should wrap
within the object.
WordArt Styles
In PowerPoint 2007 you can apply WordArt styles to any text, to provide more formatting options e.g. for
the titles of your slides.
Select the object or placeholder containing the text you wish to format
Click on the Format ribbon
Click on the drop-down arrow of the WordArt button in the WordArt Styles group
Choose the format you wish to use for the selected text
To change the shape and effects of text that has a WordArt style applied to it:
Choose the Shadow, Reflection, Glow, Bevel and 3D Rotation commands to add these effects
to the WordArt
To change the shape of the text, choose the Transform command and the required shape:
Inserting Tables
Using the Table Slide Layout
If you are creating a new slide that contains a table, you can use a content layout to create your table.
Create a new slide or change the layout of the existing slide to one of the Content options
To create a new slide, click on the New Slide button on the Home ribbon, or to change the layout
of an existing slide, click on the Layout button on the Home ribbon. Choose one of the Content
options from the layouts displayed.
Enter the number of columns and rows that the new table should contain
Click on OK
You can insert a table that doesn't fill an entire placeholder, for example if you want your slide to contain a
number of tables or different objects.
To insert a table:
You can also insert a table by typing the number of columns and rows:
The cursor is positioned automatically in the first cell of the table. As you type, text will wrap in the first cell,
as it does when typing normally in a slide placeholder.
Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any size.
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, then clicking and
dragging to the end of the line. To add a row then a column, for example, drag across from point 1 below,
then down from point 2:
Click away from the table when all lines have been drawn.
To erase a line, click on the Eraser button, then on the line you wish to remove.
The Excel object will be stored in the PowerPoint presentation and, as such, can significantly increase the size
of the file.
You can resize the object by clicking in the corner and dragging the table to show more or less columns and/or
rows.
When the object is active, Excel's ribbons and commands will be displayed.
Double-click on the Excel object at any time to edit the object and show Excel's commands once again.
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 following shortcuts.
To select a column, click once at the top of the column, as indicated by (1) below
To select a row, click once outside the left border of the row, as indicated by (2) below
To select a cell, click once inside the left border of the cell, as indicated by (3) below
To select the entire table, click inside the table then press [Ctrl A].
You can select a range of cells in a table by clicking on the first cell you wish to select, then holding [Shift] and
clicking on the last cell you wish to select.
Once a format has been applied, you can choose additional options in order to change the format to suit
you.
Option Description
Header Row Sets a different format for the top row of the table
First Column Sets a different format for the left-most column of the table
Option Description
Total Row Sets a different format for the bottom row of the table, used to show totals for
each column
Last Column Sets a different format for the right-most column of the table
Banded Rows Shades each alternate row differently so that the rows are easier to distinguish
between
Banded Columns Shades each alternate column differently so that the columns are easier to
distinguish between
Alternatively, choose Clear Table from the bottom of the list to add black border lines with no
colour or shading
To set the default table style for all new tables inserted in the presentation:
Removing Borders
Select the entire table by clicking on the table indicator in the top-left corner of the table
Click on the Design ribbon
Click on the drop-down arrow of the Borders button and choose No Border
If you have removed the borders from a table, you can show table gridlines which indicate where the borders of
the table are, but won't print. To do this, click on the Layout ribbon, then on the View Gridlines button.
Adding Borders
After selecting the style, thickness and colour, click on the Borders button to specify where the
borders should appear around the selected cells
Adding Shading
Use the options at the bottom of the shading menu to add an image, gradient or texture as background to the
selected cells.
Position the mouse pointer over the right border of the column to be changed
Drag to the left or right to resize the column, adjusting the width of the next column to
accommodate the change
To set columns to a specific width, select the columns, then type the width into the Width box in
the Cell Size group of the Layout ribbon.
You can set multiple columns to the same size, distributing the size equally between all selected columns.
Position the mouse pointer over the bottom border of the row to be changed
Drag up or down to resize the row, adjusting the height of the entire table to accommodate the
change
To set rows to a specific height, select the rows, then type the height into the Height box in the Cell Size group
of the Layout ribbon.
You can set multiple rows to the same size, distributing the size equally between all selected rows.
When inserting columns or rows into an existing table, select the column or row that is positioned where
you wish the new column or row to appear.
For example, select the shaded column to add a new column before or after the South column:
Select the shaded row to add a new row above or below the February column:
The number of cells you select will determine the number of columns or rows inserted. For example, if you
select two rows in the table, then click on the Insert Below button, two new rows will be inserted below the
selection.
To delete an entire table, click on the border around the table, then press [Delete].
In the following example, the three cells of the first row have been merged, while the last cell of the table
has been split into two columns:
To merge cells:
You can set both horizontal and vertical alignment using the buttons in the Alignment group of the Layout
ribbon.
Button Description
To align text:
Text Direction
Click on More Options for additional options such as margins around the text, and whether the text should wrap
within the object.
Cell Margins
You can set the amount of space to appear between the text in a table cell and the borders around the cell.
In Custom Margins, set the left, right, top and bottom margins as required, then click on OK
Inserting Images
PowerPoint 2007 supports a large number of graphic formats so that images created in other applications
may be inserted into a presentation.
Click on the Insert ribbon, then on the Picture button in the Illustrations group
Click on the drop-down arrow in the Look In box and select the drive and folder in which the
image is stored
Select the name of the file from the list displayed
Click on the Insert button
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 has been inserted, the Format ribbon under Picture Tools can be used to edit the
image, for example:
Click on a picture style to change the appearance of the image e.g. to add a frame or drop
shadow
Use the buttons in the Adjust group to change the brightness, contrast and colours of the image
Click on the Compress Pictures button in the Adjust group to make the image smaller in size, to
reduce the size of your presentation. Click on OK to apply compression.
Inserting ClipArt
ClipArt can be added to a slide to illustrate a point or add light relief to a complex presentation. ClipArt
categories include signs, maps, symbols, currency and cartoons.
Click on the Insert ribbon, then on the ClipArt button in the Illustrations group
Type a word or phrase that describes the picture that you are
looking for, then click on Search
All matching images will be displayed in the ClipArt task pane:
Scroll through the images until you find the image you wish to
use
Position the mouse over the image, then click on the drop-
down arrow that will appear
Click on Insert to insert the selected image onto the slide
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.
Type Description
Movies Video clips, animated GIFs and other animations. Note that animated
GIFs will display only in Slide Show view, or if the presentation is saved in
HTML format and viewed in a web browser such as Internet Explorer
Inserting SmartArt
PowerPoint 2007's SmartArt feature allows you to create the following types of diagrams:
Click on the Insert ribbon, then on the SmartArt button in the Illustrations group
Choose the type of diagram you wish to create from the list on the left-hand side of the window
Choose the diagram you wish to create, then click on OK
Enter the text for each box in the diagram, pressing the arrow keys to move between each label
and [Return] to create a new label
Click away from the SmartArt to hide the text entry box. Click on the SmartArt again to show the
text and the Design and Format ribbons.
The Design ribbon can be used to change the layout, style and colour of the SmartArt:
Click on the Design ribbon
Change the layout by clicking on the drop-down arrow of the Layouts box and choosing a new
layout
Change the colour by clicking on the Change Colours button, then on the required colour
scheme
Change the style by clicking on the drop-down arrow of the Style box and choosing a new format
Click on the Reset Graphic button on the Design ribbon to return the layout, style and colour to the default
settings.
Adding Shapes
Use the Drawing group on the Home ribbon to add lines and shapes to your slide.
Drawing Shapes
For example, to draw an oval shape, click on the Ellipse shape, then at point 1 on the slide. Drag the
mouse to point 2 before releasing the mouse button.
Drawing Lines
Click on the type of line you wish to draw from the Drawing group on the home ribbon
Position the mouse where the beginning of the line should appear and drag the mouse to create the
required length and direction
Release the mouse button when the line is correctly drawn
For example, to draw an arrow, click on the Arrow line, then at point 1 on the slide. Drag the mouse to
point 2 before releasing the mouse button.
Drawing Shortcuts
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 or line e.g. a square or circle or straight line
Shift + Ctrl Draws a perfect shape or line from the centre out
Selecting Shapes
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 the slide.
To quickly select all shapes on the slide, click on a single shape then press [Ctrl A] to select all.
Shape Styles
The shape styles that are available to you depend on the theme that has been applied to the presentation.
As well as changing the style of a shape or line, you can also change the fill and outline colours manually.
Click on the More option on any of the Shape Fill or Shape Outline commands to view the Format Shape
dialog box.
The following menu options appear on the left-hand side of the window:
Fill Set the fill of the shape to solid, gradient or picture, with further options
such as the gradient colours and picture tiling settings
Line Colour Set the line to solid or gradient, with a choice line colour and transparency
Line Style Set the width, dash and arrow options of the line
3D Format Add 3D effects to the object including depth and contour settings
Text Box Set the margins to appear around any text inserted into the shape
Shape Effects
Effects such as shadows, glows and reflections can be added to a shape or line as follows:
Arranging Objects
By default, objects are stacked as they are created i.e. the first shape drawn will appear at the bottom of
the stack while the last shape drawn will appear at the top.
In the following example, the blue circle was drawn first, so appears at the bottom of the stack:
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.
The following example shows the same shapes after left alignment:
To align shapes:
Distributing Objects
Distribution will ensure the spacing between three or more objects is identical.
The following example shows the same shapes after horizontal distribution:
To distribute shapes:
It is possible to enter text inside any shape without the need to create a separate text object first:
It is also possible to enter text on any part of the slide, without first creating a shape or a placeholder.
Click on the Text Box button, the first shape in the Drawing group of the Home ribbon
Click on the position of the slide where the text should appear
Type the text, correcting any errors with [Backspace] as they are typed
Click away from the text box to secure it on the slide
Select the shape or text box containing the text you wish to format
Click on the Format ribbon
Click on the More Options button of the Shape Styles group
Click on the Text Box option in the left-hand menu
Creating Charts
Charts can be added to a slide in one of the following ways:
Choose a slide layout that has a content area, then click on the Chart icon in the placeholder you
wish to add the chart to or
Click on the Insert ribbon, then on the Chart button
An Excel 2007 window will open with sample data for your chart. After amending the data, you can close
this Excel window to return to PowerPoint and view your chart.
Type the text to appear as category axis titles in the first row of the highlighted worksheet range
Type the text to appear in the legend in the first column of the range
Type the numeric data in the corresponding cells
If your chart needs more or less cells than the sample provided, click on the bottom-right corner of the blue
border around the sample range and drag this to fit the data you wish to show on your chart.
When you have finished entering data into the chart worksheet, close Excel by clicking on the red X in the top-
right corner of the Excel application window.
Chart Layout
PowerPoint 2007 has a number of pre-set layouts that you can apply to your chart, to control where each
element is positioned e.g. the legend, data table, etc.
Chart Styles
Chart Styles can be used to apply pre-set formatting to your chart, to give the bars or lines a mix of colours.
Select the chart you wish to change by clicking once on the chart
Click on the Design ribbon
Click on the drop-down arrow of the Chart Styles box and choose the format you wish to use:
Adding Labels
The Layout ribbon of a selected chart can be used to fine-tune the chart layout, including adding titles and
legends.
Select the chart you wish to change by clicking once on the chart
Click on the Layout ribbon
In the Labels group, click on the button of the title you wish to add e.g. Axis Titles
To remove a label from the chart, click once on the label, then press [Delete].
The horizontal and vertical axes can be formatted to show in different ways.
Select the chart you wish to change by clicking once on the chart
Click on the Layout ribbon
In the Axes group, click on Axes then Primary Horizontal Axis
Choose the way in which the axis should be displayed:
Major gridlines appear at each value on the axis, while minor gridlines appear between major gridlines. Set
where the gridlines should appear by clicking on Axes, then Primary Vertical Axis, then More Primary Vertical
Axis Options.
Choose the type of chart you wish to use from the left-hand menu
Choose the particular chart format you wish to use from the sample images on the right
Click on OK
Charts are used to display values in a graphic format that makes them easier to understand. Once data is
in a graphic format, trends can be identified and future values can be forecast based on the current
findings.
There are a number of different types of charts that can be created in PowerPoint, the most common of
which are identified below:
Type Description
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.
Type Description
Pie
This charts show the relationship or proportions of
different parts to the whole. A pie chart always
contains one series of data and is useful in
emphasising a single element.
Bar
This type of chart shows individual figures at a
specific time or illustrates comparisons among items.
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.
XY (Scatter)
This chart type is commonly used for scientific data
and shows the relationship between values in
several series of data.
Stock
This chart illustrates fluctuations in stock prices
representing opening, high, low and closing values.
Type Description
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.
Doughnut
This chart is similar to a pie chart and shows the
relationship or proportions of different parts to the
whole.
Bubble
This chart compares 3 sets of data using the position
on the chart and bubble size.
Radar
A radar displays each category on its own value axis
radiating from the centre point. Lines connect values
in the same series.
Connecting Shapes
You can connect shapes and lines that you have drawn using any of the lines from the Insert Shapes
button. When you connect two shapes, the connector will always stay between the shapes, even if
they are moved.
To use connectors:
Click on the edge of the first shape, where the connector line should begin
Without releasing the mouse button, drag to the edge of the second shape, where the connector
line should end
Release the mouse button to add the connector
Changing Shapes
Once you have drawn a shape, you can change it to a different shape without losing the format of the
original shape. Any text typed inside the shape will remain, and it will stay in the same position on the slide.
Rotating Shapes
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 - in this way.
If you prefer, you can rotate the image to a set 90 degrees to the left or right:
Flipping Shapes
Objects can be flipped to create a mirror image or rotated to any degree of the original shape.
For example, the following screenshot shows an original object that has then been flipped horizontally, then
vertically:
To flip an object:
Inserting WordArt
WordArt allows you to add highly formatted text objects to your slide, for example:
To add WordArt:
Choose the Shadow, Reflection, Glow, Bevel and 3D Rotation commands to add these effects
to the WordArt
To change the shape of the text, choose the Transform command and the required shape:
You can format an existing slide heading or text box to WordArt by clicking on the text, then on
the Format ribbon. Choose the required Style and Text Effects from the WordArt Styles group
on the Format ribbon:
Chart Templates
If you always format your charts in the same way, you can save this format as a chart template that you
can easily apply to other charts in the future.
Create a chart and format it exactly as you would like the template to be formatted
Ensure the chart is selected
Click on the Design ribbon, then on the Save as Template button in the Type group
Click on the Set as Default Chart button before clicking on OK if you want all new charts to use
the template format by default.
Click on the File/Disk button to select the photos you wish to display in your album:
Use the Look In drop-down list to select the required drive and folder
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
Click on Insert when complete
You will now be able to finalise your photo album by looking at each photo in turn and changing any
settings as required.
The first slide will show your name as entered in the PowerPoint Options dialog box. The text on this slide can
be amended if necessary and the photo album can be saved or displayed as a slide show as required.
To zoom into the slide, click on the + button of the zoom slider to increase the magnification by
10% each time you click
To zoom out of the slide, click on the - button of the zoom slider to decrease the magnification by
10% each time you click
Drag the pointer up or down to increase or decrease the magnification as required
To fit the entire slide on screen, click on the Fit Slide to Current Window button at the end of the zoom slider.
Save as PDF
You can save a PowerPoint presentation as a PDF file, provided you have downloaded the add-on from the
Microsoft website.
PDF stands for Portable Document Format, and uses the Adobe Acrobat program to view its files. PDF files
can contain text, graphics, forms to be filled in by the user, interactive movie clips and links to web pages.
PDF files can have security built-in so that the viewer of the file can only read it and not change it in any
way. The other benefit to using PDF files is that the viewer will see the file exactly as you have saved it,
regardless
of their PC settings. The original graphic appearance of the document will always be preserved.
PDF files can be relatively small in size, so are popular for saving on the web. Many web sites will offer
PDF documents - providing more information about the site for you to download.
To view the PDF after it has been saved, check the Open file after publishing box
Choose the way you wish the file to be optimised. Choose Standard for a larger file size with
better quality, or Minimum if you are distributing the document online and wish to keep the file
size down
Click on Publish
Print Preview
Print Preview is used to preview the presentation before printing.
The Print Preview ribbon shows all options for working in the preview screen:
Click on the drop-down arrow of the Print What box to choose to preview slides, notes, handouts
or an outline of the presentation. The Orientation button can be used to change the orientation
when previewing handouts, notes and the outline:
Click on Close Print Preview or press [Esc] to exit Print Preview and return to the presentation.
Printing Presentations
To print a copy of the presentation:
The Print dialog box will open, allowing you to set exactly what should be printed.
Click on the drop-down arrow in the Name box to choose a different printer if required
In the Page Range box, choose All to print the entire presentation, choose Current Slide to print
the selected slide only, or click in the Slides box and type the slides to be printed e.g. 1,2,5 to
print slides 1, 2 and 5
Click on the drop-down arrow of the Print What box and choose the item to be printed e.g. Slides
or Notes Pages
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
Increase or decrease the number of Copies as required
Click on OK to print the selected items
To quickly print one copy of the presentation without further options being displayed, click on the Office button,
then on the arrow next to the Print button. Choose Quick Print.
Emailing Presentations
PowerPoint has a facility to quickly email the current presentation to any number of recipients without the
need to open Outlook 2007 manually.
A new Outlook email message will be created that contains the PowerPoint file as an attachment.
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
Click in the Cc box and enter the names of the people you wish to copy the message to
The subject will automatically set as the name of the file - select this and type a new subject if
required
Add any introductory text to the body of the message
Click on the Send button when complete
To send a PDF copy of the presentation that others won't be able to amend, click on the Office button, then on
the Send button. Choose the Email as PDF Attachment command.
The properties pane will appear across the top of the slide. Click in each box and fill in the properties as
required.
Tab Description
General The location and size of the file, creation and modification dates and the
file attributes
Summary Title, Subject and Author of the file as well as any keywords or comments
Statistics Displays the revision number and total editing time of the presentation
Contents Lists the different parts of the file e.g. the slide titles, themes and fonts
used
Custom An area for custom properties such as Client, Publisher and Typist
Marking as Final
When you mark a presentation as final, the file will be saved as read-only so that no more changes can be
made to the file. In addition, the status bar shows that this is the final version of the presentation.
Once a file is marked as final, you will not be able to enter new text into the presentation or change the format in
any way. The majority of ribbon commands will be disabled.
A message box will inform you that your presentation will be marked as final and saved as a read-
only file. Click on OK.
Another message box will confirm that the document has been marked as final:
The status bar will show the Final indicator, immediately after the language setting :
Documents marked as final in PowerPoint 2007 will not be read-only if they are opened in earlier versions of
PowerPoint.
If you need to make changes to a presentation marked as final, click on the Office button, choose Prepare and
Mark as Final again to turn off this setting.
Package to CD
If you wish to present a slide show on a PC other than the one on which the presentation was created, it is
possible to package the presentation onto a CD so that all information will be available for the show:
Any linked files will be packaged with the presentation, including sounds and movies
Any fonts used in the presentation can be included, in case they are not on the computer being
used to run the show
A Viewer file can be included in case the computer being used to the run the show does not have
PowerPoint 2007 installed on it
Before packing the CD, review the presentation and remove any comments and annotations you may not wish
others to see.
Before you begin, ensure you have a blank recordable CD in your CDRW drive.
If you need to add further presentations to the CD, click on the Add Files button, then locate the
files you wish to add. Click on the Add button to add the presentation, and repeat this step for any
further presentations you wish to package
Specify exactly what should be included on the CD by clicking on the Options button
If the presentation contains links to other files, check Linked Files to ensure these files are
packaged with the presentation
If the presentation contains fonts that may not be installed on the slide show computer, choose
Embedded TrueType Fonts
If the slide show computer may not have PowerPoint installed, choose Viewer Package to ensure
the slide show can still be run
Click on OK to close the Options window
Click on the Copy to CD button to create the CD
If you don't want to create the CD yet, click on the Copy to Folder button, and specify a folder on
your PC to pack the presentation into. You can then copy this folder onto a CD at a later stage.
More colour and graphics can be used than your printer is capable of printing
Special effects such as transitions and builds can be used to make the presentation more
interesting and eye-catching
Slides can be annotated as the presentation is running
Sound effects and video can be added to the presentation
Slides can be hidden and viewed only if required
A slide show can be run by clicking on the Slide Show view button.
The active slide will be displayed on screen with all toolbars, menus and other elements hidden.
The Slide Show ribbon contains buttons to run the slide show from the beginning of the presentation, or
from the current slide:
During the slide show, a menu of tools can be displayed which allow you to navigate the presentation,
black or white out the screen, or pause or end the show.
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
Save As
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.
Command Description
Save This command saves the current presentation under the existing name and
replaces the original version. Click on the Office button and choose Save, or click
on the Save button on the Quick Access Toolbar.
Save As This command requests a new name for the presentation and leaves the original
unchanged. Click on the Office button and choose Save As.
To choose a different drive to save the file to, click on the Computer icon in the Folder list on the
left of the Save As window
To choose a different folder on the same drive, click on the drive name in the navigation trail
along the top of the window
Double-click on the folder you wish to save the file to
To save the file as a different type e.g. an earlier version of PowerPoint, click on the Save as
Type list and choose the format you wish to save the file in
Click in the File Name box and enter a new name for the file
Click on Save
Compatibility Checking
If you need to share your presentations with users that have previous versions of PowerPoint, you can use
the compatibility checker to see which features in your presentation they will be unable to see.
If your presentation contains VBC coding (macros), these may not work in previous versions of
PowerPoint
Theme colours, fonts and effects may appear differently in previous versions of PowerPoint
You will not be able to use the new SmartArt diagrams
Some chart formatting will not show in previous versions of PowerPoint
You will be shown a dialog box that lists the features that are not supported in previous versions.
Setting Passwords
You can set two types of passwords on your PowerPoint presentations:
Type Description
Password to Open This password will be needed in order to open the presentation
Password to Modify Anyone can open the presentation, but this password will be needed to
make any changes to the file
Click on Save
If the file already exists, you will be asked if you wish to replace the file - click on Yes
If a modify password was set, you can click on the Read Only button to open the file without a password, but
will not be able to save any changes to the file.