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Power Point 2007 Introduction

Power Point 2007 Introduction

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Desktop Mentor

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

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Changing Case ....................................................................................................................................37 Deleting Slides ....................................................................................................................................38 Sorting Slides ......................................................................................................................................39 Viewing Presentations in Black and White.......................................................................................40 Switching Windows ............................................................................................................................40 The Clipboard Task Pane ...................................................................................................................41 Research ..............................................................................................................................................42 Adding Services ..............................................................................................................................43 Smart Tags ...........................................................................................................................................43 The Quick Format Bar.........................................................................................................................45 Character Formatting ..........................................................................................................................46 Character Formatting via the Ribbon .............................................................................................46 Additional Formatting Options ........................................................................................................48 Formatting Shortcuts ......................................................................................................................49 Paragraph Alignment and Spacing ...................................................................................................49 Alignment ........................................................................................................................................49 Indenting .........................................................................................................................................49 Spacing ...........................................................................................................................................50 Paragraph Format...........................................................................................................................50 Setting Columns ..................................................................................................................................51 Bullets and Numbering .......................................................................................................................52 Removing Bullets from Text ...........................................................................................................52 Customising Bullets ........................................................................................................................53 Applying Paragraph Numbering .....................................................................................................55 Slide Masters .......................................................................................................................................56 Changing the Slide Master .............................................................................................................56 Working with Multiple Masters ........................................................................................................57 Inserting Placeholders ....................................................................................................................57 Applying Themes ................................................................................................................................59 Applying Themes ............................................................................................................................59 Applying Templates ........................................................................................................................60 Changing Fonts, Colours and Effects ...............................................................................................60 Background Styles ..............................................................................................................................63 Default Background Styles .............................................................................................................63 Customising the Background Style.................................................................................................64 Excluding Master Items from the Background ................................................................................65 Adding Headers and Footers .............................................................................................................66 Slide Orientation .................................................................................................................................67 Page Setup ...........................................................................................................................................68 Setting Tabs .........................................................................................................................................69 Format Painter .....................................................................................................................................69 Something Else to Try ....................................................................................................................70 Text Direction ......................................................................................................................................70 WordArt Styles ....................................................................................................................................71

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Inserting Tables ...................................................................................................................................73 Using the Table Slide Layout ..........................................................................................................73 Inserting a Table on an Existing Slide ............................................................................................74 Typing Text in a Table ....................................................................................................................75 Drawing Tables ....................................................................................................................................75 Embedding Excel Spreadsheets .......................................................................................................77 Selecting Tables ..................................................................................................................................78 Changing Table Styles........................................................................................................................79 Applying a Table Style ....................................................................................................................79 Clearing the Table Style .................................................................................................................80 Setting the Default Table Style .......................................................................................................81 Setting Borders and Shading.............................................................................................................81 Removing Borders ..........................................................................................................................81 Adding Borders ...............................................................................................................................82 Adding Shading ..............................................................................................................................83 Setting Column Widths .......................................................................................................................83 Setting Row Height .............................................................................................................................84 Inserting and Deleting Columns and Rows ......................................................................................85 Inserting Columns and Rows ..........................................................................................................85 Deleting Columns and Rows ..........................................................................................................85 Merging and Splitting Cells ................................................................................................................86 Setting the Table Size .........................................................................................................................87 Text Alignment and Direction ............................................................................................................88 Text Alignment ................................................................................................................................88 Text Direction..................................................................................................................................88 Cell Margins .........................................................................................................................................89 Inserting Images ..................................................................................................................................90 Inserting ClipArt ..................................................................................................................................91 Inserting SmartArt ...............................................................................................................................93 Adding Shapes ....................................................................................................................................96 Drawing Shapes .............................................................................................................................96 Drawing Lines .................................................................................................................................97 Drawing Shortcuts ..........................................................................................................................97 Selecting Shapes ............................................................................................................................98 Shape Styles and Formatting.............................................................................................................98 Shape Styles ...................................................................................................................................98 Shape Fill and Outline ....................................................................................................................99 Shape Effects ...............................................................................................................................102 Arranging and Aligning Shapes ......................................................................................................103 Arranging Objects .........................................................................................................................103 Aligning Objects ............................................................................................................................103 Distributing Objects ......................................................................................................................105 Adding Text Boxes ............................................................................................................................106 Adding Text to a Shape ................................................................................................................106 Adding Text Boxes .......................................................................................................................106 Formatting Text Boxes .................................................................................................................106 Creating Charts .................................................................................................................................107

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Chart Format and Layout .................................................................................................................109 Chart Layout .................................................................................................................................109 Chart Styles ..................................................................................................................................110 Adding Labels ...............................................................................................................................110 Formatting the Axes .....................................................................................................................111 Changing the Chart Type .................................................................................................................112 Changing the Chart Type .............................................................................................................112 Available Chart Types ..................................................................................................................113 Connecting Shapes ...........................................................................................................................116 Changing Shapes ..............................................................................................................................117 Flipping and Rotating .......................................................................................................................118 Rotating Shapes ...........................................................................................................................118 Flipping Shapes ............................................................................................................................119 Inserting WordArt ..............................................................................................................................120 Editing Chart Data .............................................................................................................................122 Chart Templates ................................................................................................................................122 Creating a Photo Album ...................................................................................................................124 Zooming In and Out ..........................................................................................................................125 Save as PDF .......................................................................................................................................125 What is PDF Format? ...................................................................................................................126 Saving in PDF Format ..................................................................................................................126 Print Preview .....................................................................................................................................127 Printing Presentations ......................................................................................................................129 Emailing Presentations ....................................................................................................................130 Setting Presentation Properties ......................................................................................................131 Marking as Final ................................................................................................................................133 Package to CD ...................................................................................................................................135 Running a Screen Show ...................................................................................................................136 Slide Show Navigation and Annotation ..........................................................................................137 Slide Show Tools ..........................................................................................................................137 Navigating Slides in a Show .........................................................................................................138 Annotating Slides ..........................................................................................................................138 Slide Show Shortcuts ...................................................................................................................139 Save As ..............................................................................................................................................140 Compatibility Checking ....................................................................................................................142 Setting Passwords ............................................................................................................................144

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Creating New Presentations
When PowerPoint 2007 is launched, a new blank presentation is displayed automatically. To create a new blank presentation at any time:

 

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 To create a new document from a template:

 

Click on the Office button, then choose New Any templates you have accessed recently will appear in the Blank and Recent pane which shows by default

To choose to create a presentation from another template:

  

Click on My Templates to show the templates on your computer Click on the template you wish to use Click on OK

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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].

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Typing Text in an Outline
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.

To type text in 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

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You can also use the following shortcuts to manipulate outline text: Shortcut Action

[Tab] or [Shift Alt ] [Shift Tab] or [Shift Alt ] [Shift Alt ] [Shift Alt ]

Demote text to previous level e.g. from slide title to bullet text Promote text to previous level e.g. from bullet text to slide title Move text up on the slide Move text down on the slide

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.

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The View buttons along the bottom of the screen can be used to display other PowerPoint views: View Button Description

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. This view is used to show electronic presentations

Slide Show

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.
To add any other word to the AutoCorrect list:

   

Ensure a presentation is currently open Click on the Office button, then on the PowerPoint Options button Click on the Proofing option in the left-hand menu Click on the AutoCorrect Options button

  

Click on the AutoCorrect tab Type the incorrect word in the Replace box and the correction in the With box Click on Add

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The following options can also be set in the AutoCorrect dialog box:

Option

Description

Correct two initial caps Capitalise first letter of sentence Capitalise first letter of table cells Capitalise names of days Correct accidental usage of Caps Lock key

This will correct two capital letters typed at the beginning of a sentence, changing the second letter to lower case This will ensure the first letter of a sentence is a capital letter, changing any lower case letters typed after a full stop This will ensure the first letter of text in a table is a capital letter This will ensure day names e.g. Monday start with a capital letter If the Caps Lock key is pressed, all capital letters will show as 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.

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Automatic Spelling
If automatic spelling is enabled, all incorrectly spelled words will be marked with wavy red lines on the slide:

Correcting Errors
To correct a marked word:

   

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.

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The status bar showing that the presentation contains errors:

The status bar showing that the presentation contains no errors:

Spelling Options
Automatic spelling of PowerPoint can be set so that errors are automatically flagged or ignored.

    

Click on the Office button Click on the PowerPoint Options button Click on Proofing in the menu on the left-hand side of the dialog box Check or uncheck the box to Check spelling as you type Click on OK

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Inserting New Slides
Each slide you create in a presentation has an underlying layout. Layouts contain placeholders for text and objects such as text, charts, SmartArt or images. To build the slide once the layout has been selected, simply click in the placeholder and insert the text or object as required. To insert a new slide in normal or slide sorter view:

 

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]

You cannot insert new slides in slide show view.

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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.

Duplicating a Single Slide
To duplicate a slide:

  

Display the slide you wish to duplicate Click on the drop-down arrow of the New Slide button on the Home ribbon Choose the Duplicate Selected Slides option

The new copy of the slide will appear after the current slide in the presentation.

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Duplicating Multiple Slides
You can duplicate multiple slides as follows:

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].

Creating Speaker Notes
Each slide of the presentation has an accompanying notes page. When printed, notes pages 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 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

Click in the text placeholder to type the note text

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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.

Saving a Presentation for the First Time
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

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Saving Changes to a Presentation
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. This command requests a new name for the presentation and leaves the original unchanged. Click on the Office button and choose Save As.

Save As

You can also use the following shortcut keys to save a file: Keystroke Action

Ctrl S F12

Save Save As

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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. A presentation can be closed in one of the following ways:

  

Click on the Office button and choose Close Press [Ctrl F4] Click on the lower x in the top-right corner of the presentation

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:

 

Ensure a text box or placeholder is selected Click on the Insert ribbon, then on the Symbol button in the Text group

 

 

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

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The last symbols used will show along the bottom of the Insert Symbol window.

The following generic font sets are available with PowerPoint: Font Characters

Normal Text Symbol Wingdings Webdings

Fractions and international characters e.g. those with accents Additional characters not found above e.g. mathematical and scientific characters Bullet symbols and other graphics e.g. envelope and scissor symbols Small graphics e.g. globes and weather 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. The following types of hyperlinks can be inserted into PowerPoint slides:

 A link to a specific slide in the same presentation  A link to a custom show in the presentation  A link to a different PowerPoint presentation  A link to an Office document, e.g. an Excel spreadsheet or Access database  A link to a website  An email link to create a new Outlook mail message automatically

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To insert a hyperlink:

  

Save the presentation Select the text or object you wish to change to a hyperlink On the Insert ribbon, click on the Hyperlink button in the Links group

The Insert Hyperlink window will open:

 

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:

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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

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Click on OK

Press [Ctrl K] to quickly insert a hyperlink on the selected text or object.

Something Else to Try
Hyperlinks can also be inserted automatically as follows:

  

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. \\pcone\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.

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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. To reuse a slide from another presentation:

 

Click on the drop-down arrow of the New Slide button on the Home ribbon Choose the Reuse Slides option

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The Reuse Slides task plane will be displayed:

 

Click on the Browse button Choose to Browse File

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Locate and select the presentation that contains the slide you wish to reuse, then click on Open

All slides in the presentation will be displayed:

 

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.

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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:

      

Click on the Office button Click on Open To choose a different drive to open a file from, click on the Computer icon in the Folder list on the left of the Open 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 open a file from Select the file you wish to open Click on Open

Press [Ctrl O] to show the Open window at any time.

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Creating Favourite Links for Opening Files
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:

   

Click on the Office button Click on Open Locate the folder you wish to show in the Favourite list Drag the folder across to the left, into the Favourite Links list and release the mouse button

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.

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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: Keystroke  or   or  Moves the Cursor...

One character to the left or right One line up or down To the beginning of the current or previous word To the beginning of the next word To the beginning of the current or previous paragraph To the beginning of the next paragraph To the beginning of the current line * To the end of the current line * To the top of the placeholder * To the bottom of the placeholder * To the next title or body placeholder

[Ctrl ] [Ctrl ] [Ctrl ] [Ctrl ] Home End [Ctrl Home] [Ctrl End] [Ctrl Return]

* If no placeholder is selected, these shortcuts will move to the first or last slide of the presentation

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Selecting Text and Objects
Any text, 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.

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:

 

Drag the mouse over a block of text to select it or Click at the beginning of the block of text, then hold [Shift] while clicking at the end of the block

To select the text in the following image, click at point (1), then hold [Shift] and click at point (2):

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The following shortcuts can be used to select text with the mouse: Select Action

A word All text in the placeholder

Double click over the word Click on the Select button in the Editing group of the Home ribbon, then choose Select All

It is also possible to select large areas of text using the keyboard: Keystroke Will Select

[Shift Home] [Shift End] [Shift Ctrl Home] [Shift Ctrl End] [Ctrl A]

All text from the cursor position to the beginning of the current line All text from the cursor position to the end of the current line All text from the cursor position to the beginning of the placeholder All text from the cursor position to the end of the placeholder All text in the placeholder

Selecting Objects
To select a single object, click on the edge of the object:

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. To select the square and circle In the following example:

 

Click once on the edge of the square Hold [Shift] and click on the edge of the oval

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If the objects are positioned next to each other:

 

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].

The Selection Pane
The selection pane is used to select objects quickly and easily.

 

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

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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].

The following keyboard shortcuts can also be used to delete text: Keystroke Action

Ctrl Delete Ctrl Backspace

Delete all text from the cursor position to the end of the word. Delete all text from the cursor position to the beginning of the word.

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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

Moving and Copying Text
Cut, Copy and Paste
Text can be moved or copied using the standard cut, copy and paste commands which are available on the Home ribbon.

   

Select the text to be moved or copied On the Home ribbon, click on the Copy button to copy the text, or the Cut button to move the text Position the cursor where the text should appear On the Home ribbon, click on the Paste button to insert the text

The following keyboard shortcuts can also be used to move and copy text. Keystroke Action

[Ctrl C] [Ctrl X] [Ctrl V]

Copy Cut Paste

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Drag and Drop
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 Formatting

This will format the text as it appeared on the original slide, even if this 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

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Undo, Redo and Repeat
The Undo command allows you to reverse commands that have already been executed, including restoring deleted text. Use one of the following methods:

 

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] [Ctrl Y]

Undo 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.

Finding and Replacing Text
Finding Text
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

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Click on Find Next to find the first occurrence of the word, then Find Next again until the correct occurrence is found

Additional search options can be set in the Find dialog box: Option Description

Match case Find whole words only

Find only those occurrences with the exact combination of uppercase and lowercase letters specified in the Find What box. Find occurrences that are entire words and not part of a larger word.

Press [Ctrl F] to show the Find window at any time.

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

Press [Ctrl H] to show the Replace window at any time.

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

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  

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:

  

Selected the text to be changed On the Home ribbon, click on the drop-down arrow of the Change Case button in the Font group Choose the required case from the list of options displayed

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The following options are available: Option Description

Sentence Case Lower Case Upper Case Capitalise Each Word Toggle Case

Capitalises the first letter in each sentence Converts all text to small letters Converts all text to capital letters Capitalises the first letter of each word Reverses the case of selected text - existing capitals to small letters and vice 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:

 

Click on the Home ribbon Click on the Delete button in the Slides group

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.

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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.

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Viewing Presentations in Black and White
This feature allows you to view the presentation in black and white or shades of gray (grayscale) without changing the attributes of all text and objects on the slide.

 

Click on the View ribbon In the Colour/Grayscale group, click on the Grayscale or Pure Black and White button

  

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 also switch between open presentations as follows:

 

Click on the View ribbon, then on the Switch Windows button Choose the presentation you wish to view - the presentation that is currently active will show with a tick

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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

Ctrl F6 Shift Ctrl F6

Open Next presentation Open Previous presentation

The Clipboard Task Pane
It is possible to hold multiple entries in the Clipboard - allowing you to copy and paste more than one item at a time. The Clipboard Task Pane is used to choose the item you wish to paste at that time. 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.

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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

Click on the drop-down arrow of the All Reference Books list and choose the service you wish to use e.g. Thesaurus or Encarta Encyclopaedia

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Adding Services
To choose the services that will be available for research:

  

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:

       

Ensure a presentation is currently open Click on the Office button, then on the PowerPoint Options button Click on the Proofing option in the left-hand menu Click on the AutoCorrect Options button Click on the Smart Tags tab Ensure Label Text with Smart Tags is checked. Check each item you wish to appear as a smart tag Click on OK

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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

Click on the drop-down arrow to show all smart tag options

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The Quick Format Bar
The Quick Format bar will appear whenever you select text on a slide, and can be used to format the selected text.

The following buttons appear on the quick format bar: Button Description

Font Font size Make text larger Make text smaller Fill colour Border / line colour Format Painter Bold Italics Left align text Centre text Right align text Change text colour Decrease indent Increase indent Apply / remove bullets

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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.

Character Formatting via the Ribbon
The Home ribbon contains shortcuts for the following text formatting options:

Button

Description

Font Font size Make text larger Make text smaller Clear formatting

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Button

Description

Bold Italics Underlining Strikethrough Shadow Character spacing Change case Text colour

To apply character formatting:

 

Select the text you wish to format. Change the font by clicking on the drop-down arrows of the Font box and choosing the required option. Font names will display as they will look in the document

  

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

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Click on the Clear Formatting button on the ribbon, or press [Ctrl Space], to clear all character formatting from the selected text.

Additional Formatting Options
Additional character formatting can be applied through the Font dialog box:

      

Select the text you wish to format Click on the More Options button in the Font group of the Home ribbon Choose the font, size and style from the lists displayed Click on the drop-down arrow of the Font Color box and choose the required colour from the palette displayed Click on the drop-down list of the Underline box and choose the required underline option. Choose the Underline Color from the drop-down box next to this Check the effects you wish to apply Click on OK when complete

The Character Spacing tab can be used to set the spacing between characters i.e. whether the character spacing should be expanded or condensed.

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Formatting Shortcuts
The following keyboard shortcuts can also be used to format selected text: Keystroke Action

Ctrl B Ctrl U Ctrl I Ctrl = Shift Ctrl = Shift Ctrl > Shift Ctrl <

Bold Underlining Italics Subscript Superscript Increase size of selected text Decrease size of selected text

Paragraph Alignment and Spacing
Alignment
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:

Button

Description

Shortcut

Left align Centre Right align Justify - space will be added between words to ensure the left and right margins are straight

Ctrl L Ctrl E Ctrl R Ctrl J

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.

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  

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. To set line and paragraph spacing:

  

Select the text you wish to change Click on the drop-down arrow of the Spacing button in the Paragraph group of the Home ribbon Choose the spacing you wish to apply

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

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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.

To format a placeholder into columns:

  

Click in the placeholder you wish to format Click on the drop-down arrow of the Columns button in the Paragraph group of the Home ribbon Choose the number of columns you wish to split the text into

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Bullets and Numbering
Bullets are applied to all paragraphs typed in the main body placeholder of a slide by default.

Removing Bullets from Text
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:

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Customising Bullets
To change the bullet symbol used on the slide:

  

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.

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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

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Applying Paragraph Numbering
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.

 

Select the placeholder or specific paragraphs that you wish to number Click on the Numbers button in the Paragraph group on the Home ribbon

To change the numbering style of text:

  

Select the placeholder or specific paragraphs that you wish to change Click on the drop-down arrow of the Number button in the Paragraph group on the Home ribbon Choose one of the pre-set numbering styles, or click on Bullets and Numbering for more options

   

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

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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.

Changing the Slide Master
The slide master is viewed as follows:

 

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.

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To make changes to the master or the selected layout:

   

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

Working with Multiple Masters
You can create a new Slide Master from scratch, or by copying an existing master and making the required changes.

   

 

Show the slide master as described above Insert a new, blank master by clicking on the Insert Slide Master button on the Slide Master ribbon Copy an existing layout by right-clicking over the layout on the left-hand side of the screen, then choosing Duplicate Layout from the shortcut menu displayed Copy the entire master by right-clicking over the main slide of the master on the left-hand side of the screen, then choosing Duplicate Slide Master from the shortcut menu displayed. You can then remove any unnecessary layouts within the new master by right-clicking over the layout and choosing Delete Layout Make any changes to the new master or layout Click on the Slide Master ribbon, then on the Close button to return to Normal view

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.

   

Show the slide master as described above Select the layout you wish to add the placeholder to Click on the drop-down arrow of the Insert Placeholder button on the Slide Master ribbon Choose the type of item that will be inserted into the placeholder e.g. text or picture

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   

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

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Applying Themes
Applying Themes
You can apply a theme to the entire presentation, or to the current slide only.

   

Click on the Design ribbon Click on the drop-down arrow of the Themes group To apply the theme to the entire presentation, click once on the theme To apply the theme to the current slide only, right-click over the theme and choose Apply to Selected Slides

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

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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. To apply a template to the open presentation:

    

Click on the Design ribbon Click on the drop-down arrow of the Themes group Choose Browse for Themes Locate the template you wish to use and select this in the Choose Theme window Click on Apply

Changing Fonts, Colours and Effects
Themes can be customised if they don't follow the exact format that you require. Use the Colours, Fonts and Effects buttons on the Design ribbon to change a theme.

To change the colours of the theme:

  

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

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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

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To change the fonts of the theme:

     

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

To change the shape effects of the theme:

 

Click on the drop-down arrow of the Effects box Choose the effects to be applied to inserted objects

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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.

Default Background Styles
To use one of the default background styles:

 

Click on the Design ribbon Click on the drop-down arrow of the Background Styles button in the Background group

 

Right-click over the default background style you wish to use Choose to apply to the background to all slides, or selected slides only

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Customising the Background Style
To customise the background style:

  

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:

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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

Excluding Master Items from the Background
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 exclude master items:

 

Click on the Design ribbon Check the Hide Background Items box in the Background group

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Adding Headers and Footers
The header is used to set text that will appear at the top of each slide, while the footer is used for text that will appear at the bottom of each slide. To set the header and footer of the presentation:

 

Click on the Insert ribbon Click on the Header and Footer button in the Text group

  

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.

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Slide Orientation
To set the slide orientation:

  

Click on the Design ribbon Click on the drop-down arrow of the Orientation button Choose Portrait or Landscape as required

To set orientation for speaker notes and handouts:

   

Click on the Design ribbon Click on the Page Setup button Under Notes, Handouts & Outline, choose Portrait or Landscape as required Click on OK

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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. Slide setup applies to all slides of the presentation.

 

Click on the Design ribbon Click on the Page Setup button

 

Choose the required screen or paper size from the Slides Sized For drop-down list (see table below) Click on OK

The following sizes are available: Size Description

On screen show Paper

The presentation will be sized for displaying on-screen. Various width to height screen ratios are available e.g. 4:3 or 16:9 Various paper sizes are available for printing on A3, A4, letter, ledger, etc.

35mm Slides The presentation will be sized for 35mm slides. Banner Overhead Custom A wide but short printout used for a banner e.g. for a show or advertisement The presentation will be sized for overhead transparencies A custom width and height can be specified

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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.

There are four main types of tabs: Tab Type Button Description

Left Centre Right Decimal
To set tabs:

Aligns the left side of the column over the tab setting Centres the column over the tab setting Aligns the right side of the column over the tab setting Used with numbers to align the decimal point over the tab

   

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

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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.

Something Else to Try
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 C] [Ctrl Shift V]

Copy the formatting from the selected object 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.

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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.

To apply a WordArt style to your text:

   

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

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To change the shape and effects of text that has a WordArt style applied to it:

  

Click on the text you wish to change Click on the Format ribbon Click on the drop-down arrow of the Text Effects button in the WordArt Styles group

 

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:

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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.

Click on the Table icon in the content placeholder

 

Enter the number of columns and rows that the new table should contain Click on OK

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Inserting a Table on an Existing Slide
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:

   

Click on the Insert ribbon Click on the Table button Drag the mouse over the required number of columns and rows Release the mouse button to insert the table

The following will insert a table of 3 rows and 4 columns:

You can also insert a table by typing the number of columns and rows:

   

Click on the Insert ribbon Click on the Table button, then choose Insert Table Enter the number of columns and rows for the table Click on OK

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Typing Text in a Table
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.

  

Press [Tab] to move to the next cell in the table Press [Shift Tab] to move to the previous cell To insert a new line in the current cell, press [Enter]

Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any size.

  

Click on the Insert ribbon Click on the Table button in the Tables group Click on Draw Table

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. In the following example:

 

Click at point 1 and hold down the mouse button Drag the mouse to point 2 and release the mouse button

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Once the frame of the table has been created, columns and rows can be added.

 

Click on the Design ribbon if this is not already showing Click on the Draw Table button in the Draw Borders group

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 add to a table by drawing additional lines or removing existing lines:

    

Click in the table you wish to edit Click on the Design ribbon, under Table Tools Click on the Draw Table button in the Draw Borders group Choose the line style, width and colour using the buttons in the Draw Borders group Drag the house where the new columns, rows and cell dividers should appear

To erase a line, click on the Eraser button, then on the line you wish to remove.

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Embedding Excel Spreadsheets
Embedding allows you to use all of the features from another program without leaving the current applications. It can be used to insert Excel spreadsheets into a PowerPoint presentation - all features of Excel will be available, although PowerPoint will still be the primary application.
The Excel object will be stored in the PowerPoint presentation and, as such, can significantly increase the size of the file.

To embed an Excel table:

  

Click on the Insert ribbon Click on the Table button in the Tables group Click on Excel Spreadsheet

A new blank Excel table will be inserted on the slide:

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.

  

Enter all text and values as you would in Excel Choose any Excel commands to format, analyse or edit the data Click away from the object to display PowerPoint's ribbons and commands

Double-click on the Excel object at any time to edit the object and show Excel's commands once again.

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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 also select elements in a table as follows:

  

Click inside the table Click on the Layout ribbon, under Table Tools Click on the drop-down arrow of the Select button and choose what you would like to select e.g. the column, row or entire table

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.

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Changing Table Styles
PowerPoint 2007 has a number of pre-set styles that you can apply to a table in one easy step. It is also possible to create your own table styles, either from scratch or based on an existing style.

Applying a Table Style
To apply a style to your table:

   

Click anywhere in the table you wish to format Click on the Design ribbon under Table Tools Click on the drop-down arrow of the Table Styles box Choose the format you wish to apply

Once a format has been applied, you can choose additional options in order to change the format to suit you.

  

Click anywhere in the table you wish to format Click on the Design ribbon under Table Tools Check or uncheck each of the Table Style Options as required:

Option

Description

Header Row First Column

Sets a different format for the top row of the table Sets a different format for the left-most column of the table

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Option

Description

Total Row Last Column Banded Rows

Sets a different format for the bottom row of the table, used to show totals for each column Sets a different format for the right-most column of the table 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

Clearing the Table Style
To clear all formatting from the table:

  

Click on the Design ribbon under Table Tools Click on the drop-down arrow of the Table Styles box Choose the top option No Style, No Grid option to remove all lines and colour from the table

Alternatively, choose Clear Table from the bottom of the list to add black border lines with no colour or shading

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Setting the Default Table Style
To set the default table style for all new tables inserted in the presentation:

   

Click on the Design ribbon under Table Tools Click on the drop-down arrow of the Table Styles box Right-click over the style you wish to choose as the default Choose Set as Default

Setting Borders and Shading
Borders can be added as part of a table style, but can also be removed or customised as required.

Removing Borders
To remove borders from a table:

  

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.

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Adding Borders
To apply different borders to a table:

   

Click on the Design ribbon Use the Pen Style drop-down list to choose the line style for the border Use the Pen Weight drop-down list to choose the line weight Use the Pen Colour button to choose the line colour

After selecting the style, thickness and colour, click on the Borders button to specify where the borders should appear around the selected cells

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Adding Shading
To add shading to selected cells of the table:

  

Click on the Design ribbon Click on the drop-down arrow of the Shading button in the Table Styles group Choose a colour to use as shading, or choose More Fill Colours to choose from additional colour options

Use the options at the bottom of the shading menu to add an image, gradient or texture as background to the selected cells.

Setting Column Widths
When a table is created, the columns are sized equally to fit the placeholder that the table is in. To change the column width:

 

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

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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.

 

Select the columns you wish to size Click on the Layout ribbon, then on the Distribute Columns button

Setting Row Height
When a table is created, the rows are sized equally to fit the placeholder that the table is in. To change the row height:

 

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.

 

Select the rows you wish to size Click on the Layout ribbon, then on the Distribute Rows button

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Inserting and Deleting Columns and Rows
Inserting Columns and 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:

 

Click on the Layout ribbon Choose the require Insert option i.e. Insert Above, Insert Below, Insert Left or Insert Right

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.

Deleting Columns and Rows
Columns and rows can be deleted as follows:

  

Select in the column(s) or row(s) to be deleted Click on the Layout ribbon Click on the Delete button and choose what you wish to delete

To delete an entire table, click on the border around the table, then press [Delete].

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Merging and Splitting Cells
PowerPoint allows you to connect cells of a table vertically and/or horizontally. Similarly, you can split cells into more than one column or row if required. 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:

  

Select the cells you wish to merge Click on the Layout tab Click on the Merge Cells button in the Merge group

To split a cell into more than one column or row:

   

Click in the cell you wish to split Click on the Layout ribbon Click on the Split Cells button in the Merge group Enter the number of columns and/or rows you wish to split the cell into, then click on OK

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Setting the Table Size
You can set the width and height of the entire table by dragging the table border, or by setting it to a specific width and height via the Layout ribbon. To resize a table using drag-and-drop:

  

Click inside the table to select it Position the mouse pointer over the edge of the table, then click and drag to resize as required Release the mouse button to resize the table

To resize a table to a specific width and height:

   

Click inside the table to select it Click on the Layout ribbon Click in the Height box and type or select a new height for the table Click in the Width box and type or select a new width for the table

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Text Alignment and Direction
Text Alignment
You can set both horizontal and vertical alignment using the buttons in the Alignment group of the Layout ribbon.

Button

Description

Horizontal alignment: Left Horizontal alignment: Centre Horizontal alignment: Right Vertical alignment: Top Vertical alignment: Middle Vertical alignment: Bottom

To align text:

  

Select the table cells you wish to format Click on the required vertical alignment button Click on the required horizontal alignment button

Text Direction
You can set the direction of text within a table cell:

   

Select the cells containing the text you wish to format Click on the Layout ribbon Click on the Text Direction button in the Alignment group 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.

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Cell Margins
You can set the amount of space to appear between the text in a table cell and the borders around the cell. To set cell margins:

   

Select the cells you wish to format Click on the Layout tab Click on the drop-down arrow of the Cell Margins button in the Alignment group Choose a pre-set margin option, or choose Custom Margins for more options

In Custom Margins, set the left, right, top and bottom margins as required, then click on OK

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Inserting Images
PowerPoint 2007 supports a large number of graphic formats so that images created in other applications may be inserted into a presentation. To insert an image onto the current slide:

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.

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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. To add ClipArt to the slide:

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 dropdown arrow that will appear Click on Insert to insert the selected image onto the slide

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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. The following media types can be found: Type Description

ClipArt Photographs Movies

ClipArt, drawings and other static graphics Photographs and scanned images 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 Sound clips such as .WAV and .MP3 files

Sounds

To change the type of media you are searching:

  

Click on the drop-down arrow of the Results Should Be box Uncheck the types you don't wish to search for Click on Go

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Inserting SmartArt
PowerPoint 2007's SmartArt feature allows you to create the following types of diagrams:

Diagram List

Example

Description Shows blocks of information in a variety of formats

Process

Shows a progression of information

Cycle

Shows a process that continues indefinitely

Hierarchy

Shows hierarchical relationships e.g. in a department or group structure

Relationship

Compares and shows the relationship between different sets of information

Matrix

Shows the relationship of components compared to a whole

Pyramid

Shows the steps of a process or relationship

To add SmartArt to a slide:

Click on the Insert ribbon, then on the SmartArt button in the Illustrations group

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 

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

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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

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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
Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows:

  

Click on the drop-down arrow of the Shapes button on the Home ribbon Click on the type of shape you wish to draw 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 Release the mouse button when the shape is correctly drawn

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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
To draw a line on the slide:

  

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 Ctrl Shift + Ctrl

Forces a perfect shape or line e.g. a square or circle or straight line Draws the line or shape from the centre out Draws a perfect shape or line from the centre out

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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 select a single shape, click on the edge of the shape To select multiple shapes, click on the first shape, then hold [Shift] while clicking on each additional shape

To quickly select all shapes on the slide, click on a single shape then press [Ctrl A] to select all.

Shape Styles and Formatting
Once a shape or line has been drawn and selected, it can be formatted using the Drawing Tools Format ribbon.

Shape Styles
The shape styles that are available to you depend on the theme that has been applied to the presentation. To change the shape style:

  

Click on the shape you wish to format Click on the Format ribbon Click on the drop-down arrow of the Shape Styles box and choose the style you wish to apply

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Shape Fill and Outline
As well as changing the style of a shape or line, you can also change the fill and outline colours manually.

 

Click on the shape you wish to format Click on the Format ribbon

To set the fill of the shape:

Click on the Shape Fill button

 

Choose a colour from the theme and standard colours displayed To choose a different colour, click on More Fill Colours to display a full palette from which any colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete Choose Picture to add a picture to the shape. Locate and select the image you wish to use, then click on Insert Choose Gradient to add shading to the shape, then choose from the default shades displayed Choose Texture to add a pre-set texture to the shape e.g. marble or wood

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To set the outline of a line or shape:

Click on the Shape Outline button

 

Choose a colour from the theme and standard colours displayed To choose a different colour, click on More Outline Colours to display a full palette from which any colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete

  

Choose Weight to change the line thickness Choose Dashes to change the outline to a dashed line Choose Arrows to add arrows to the start, end or start and end of a line

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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: Menu Used to...

Fill Line Colour Line Style Shadow 3D Format 3D Rotation Picture Text Box

Set the fill of the shape to solid, gradient or picture, with further options such as the gradient colours and picture tiling settings Set the line to solid or gradient, with a choice line colour and transparency Set the width, dash and arrow options of the line Add a preset or custom shadow to the object Add 3D effects to the object including depth and contour settings Set the number of degrees the 3D shape should be rotated Change the brightness, contrast and colour variation of a picture Set the margins to appear around any text inserted into the shape

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Shape Effects
Effects such as shadows, glows and reflections can be added to a shape or line as follows:

   

Click on the shape you wish to format Click on the Format ribbon Click on the Shape Effects button and choose the category of effect you wish to apply Choose the required effect

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Arranging and Aligning Shapes
Once your shapes have been drawn, you can use PowerPoint's drawing tools to ensure these are arranged and aligned correctly on the slide.

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:

This order can be changed as required.

     

Select the object to be re-arranged Click on the Format ribbon To move the shape down to the bottom of the stack, click on the Send to Back button in the Arrange group To move the shape downwards one position in the stack, click on the drop-down arrow of the Send to Back button and choose Send Backward To move the shape up to the top of the stack, click on the Bring to Front button in the Arrange group To move the shape upwards one position in the stack, click on the drop-down arrow of the Bring to Front button and choose Bring Forward

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.

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The following example shows shapes before alignment:

The following example shows the same shapes after left alignment:

To align shapes:

  

Select the shapes to be aligned Click on the Format ribbon Click on the drop-down arrow of the Align button and choose the required alignment option from the menu displayed:

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Distributing Objects
Distribution will ensure the spacing between three or more objects is identical. The following example shows shapes before distribution:

The following example shows the same shapes after horizontal distribution:

To distribute shapes:

   

Select the shapes to be aligned Click on the Format ribbon Click on the drop-down arrow of the Align button Choose Distribute Horizontally if the objects are positioned in a row, or Distribute Vertically if they are positioned in a column

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Adding Text Boxes
Adding Text to a Shape
It is possible to enter text inside any shape without the need to create a separate text object first:

  

Click once on the shape you wish to add text to Type the text, correcting any errors with [Backspace] as they are typed Click away from the shape to secure the text

Adding Text Boxes
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

Formatting Text Boxes
Text in a shape or text box can be formatted as follows:

   

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

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   

Set the alignment and text direction as required Choose how text should fit into the text box. You can choose to resize the text or the shape if more text is typed than will fit Set the internal margins i.e. the space between the text and top, bottom, left and right borders of the text box Click on Close when complete

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

To create the chart:

   

Choose the type of chart you wish to create 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

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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.

The following example:

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Would create the following chart:

When you have finished entering data into the chart worksheet, close Excel by clicking on the red X in the topright corner of the Excel application window.

Chart Format and Layout
Once the chart has been created, you can change the format and layout of the chart as required.

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. To change the chart layout:

  

Select the chart you wish to change by clicking once on it Click on the Design ribbon Click on the drop-down arrow of the Chart Layouts box and choose the layout you wish to use:

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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. To add labels to a chart:

  

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

Choose the required option from the list displayed

Type the text to appear in the title and press [Return]
To remove a label from the chart, click once on the label, then press [Delete].

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Formatting the Axes
The horizontal and vertical axes can be formatted to show in different ways. To format the horizontal axis:

   

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:

To format the vertical axis:

   

Select the chart you wish to change by clicking once on it Click on the Layout ribbon In the Axes group, click on Axes then Primary Vertical Axis Choose how the vertical axis should be displayed:

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To change the gridlines of the chart:

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Select the chart you wish to change by clicking once on it Click on the Layout ribbon In the Axes group, click on Gridlines then either the horizontal or vertical option Choose whether to show no gridlines, major gridlines only, minor gridlines only, or both major and minor gridlines

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.

Changing the Chart Type
Changing the Chart Type
To change the chart type:

  

Click on the chart you wish to change Click on the Design ribbon Click on the Change Chart Type button in the Type group

The Change Chart Type window will be displayed:

  

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

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Available Chart Types
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.

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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.

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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.

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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:

  

Draw the two shapes to be connected Click on the Home ribbon, then on the drop-down arrow of the Shapes gallery in the Drawing group Choose the line you wish to use to connect the shapes

  

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

To format a connector line:

 

Right-click over the connector line to show the shortcut menu Choose the required formatting option e.g. Connector Type to change the line to a different style of connector

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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. To change an existing shape to another:

    

Click on the shape you wish to change Click on the Format ribbon In the Insert Shapes group, click on the drop-down arrow of the Edit Shape box Choose Change Shape Choose the new shape you would like to use:

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Flipping and Rotating
Shapes can be rotated to any degree, and can be flipped horizontally or vertically to create a mirror image of the original.

Rotating Shapes
When an object is selected, a rotation handle is shown at the top of the object.

   

Ensure the object is selected Position the mouse pointer over the green handle in the top centre of the object - the rotation mouse pointer will display Drag the handle up or down to rotate the object Release the mouse button when the correct rotation is displayed

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:

   

Ensure the object is selected Click on the Format ribbon In the Arrange group, click on the drop-down arrow of the Rotate button Choose the required rotation option:

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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:

   

Ensure the object is selected Click on the Format ribbon In the Arrange group, click on the drop-down arrow of the Rotate button Choose the required rotation option:

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Inserting WordArt
WordArt allows you to add highly formatted text objects to your slide, for example:

To add WordArt:

 

Click on the Insert ribbon Click on the drop-down arrow of the WordArt button in the Text group

Choose the format for the WordArt you wish to insert

  

Type the text you wish to appear as WordArt Click on the edge of the WordArt object and drag it to the required position on the slide Click away from the WordArt when complete

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To change the shape of the WordArt:

  

Click once on the WordArt to select it Click on the Format ribbon Click on the drop-down arrow of the Text Effects button in the WordArt Styles group

 

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:

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Editing Chart Data
After creating a chart, you can edit the data at any time, to change the existing data or add/remove data as required.

  

Click on the chart you wish to edit Click on the Design ribbon Click on the Edit Data button in the Data group

Excel 2007 will open and the data will be displayed.

  

Edit existing data as required To add a new column or row of data to the sheet, drag the blue boundary down or to the right to create a blank column or row, then enter the data Close Excel using the red X in the top-right corner of the window when complete

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. To create a chart template:

  

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

Type a name for the chart template, then click on Save

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You can now apply the template to any chart as follows:

  

Click on the chart you wish to apply your template to Click on the Design ribbon Click on the Change Chart Type button in the Type group

  

Click on the Templates folder at the top of the left-hand menu Click on the template you wish to use Click on OK

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.

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Creating a Photo Album
If you have a lot of images you wish to display as a slide show, you can create a photo album for this purpose.

  

Create a new presentation Click on the Insert ribbon Click on the top part of the Photo Album button in the Illustrations group to create a new photo album

  

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.

   

Click on a photo in the Pictures in Album list Choose to move the photo up or down in the album, or change the rotation or brightness settings using the controls under the photo preview To apply a theme to the photo album, click on Browse then choose a theme from the files displayed. Click on Select to apply the selected theme Click on Create when you are ready to create the album

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.

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Zooming In and Out
The magnification of the slide can be changed to increase or decrease the size that the slide displays on screen. You can zoom out to display more on the screen, or zoom in to view the detail of a certain part of the slide. The zoom slider can be used to zoom in or out:

  

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 show the slide at a specific magnification:

  

Click on the percentage indicator at the beginning of the zoom slider Choose the percentage you wish to use Click on OK

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.
The download can be obtained from http://www.microsoft.com/downloads/details.aspx?FamilyId=4D951911-3E7E-4AE6-B059A2E79ED87041&displaylang=en. Click on the Continue button on this page and follow on-screen instructions to download the add-on.

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What is PDF Format?
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.

Saving in PDF Format
To save a file in PDF format:

 

Click on the Office button Click on the arrow next to the Save As command

    

Choose PDF or XPS 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 enter a new name for the file

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 

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.

  

Click on the Office button Click on the arrow next to the Print command Choose Print Preview

The Print Preview ribbon shows all options for working in the preview screen:

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  

Click anywhere on the slide to fit the slide in the window Click again on the slide to return to the default size of 100% Click on the Options button to set print options such as the header and footer or print order:

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.

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Printing Presentations
To print a copy of the presentation:

 

Click on the Office button Click on the Print button

You can also press [Ctrl P] to print 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

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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. To email the presentation:

 

Click on the Office button Click on the Send button, then on the Email command

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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.

Setting Presentation Properties
The properties of a presentation can be set to save additional information about the file e.g. the author, keywords, etc. To set the properties of the open presentation:

  

Click on the Office button Click on the Prepare command Click on the Properties command

The properties pane will appear across the top of the slide. Click in each box and fill in the properties as required.

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Advanced properties can be displayed as follows:

 

Click on the drop-down arrow next to Document Properties Choose Advanced Properties

The following categories are available:

Tab

Description

General Summary Statistics Contents Custom

The location and size of the file, creation and modification dates and the file attributes Title, Subject and Author of the file as well as any keywords or comments Displays the revision number and total editing time of the presentation Lists the different parts of the file e.g. the slide titles, themes and fonts used An area for custom properties such as Client, Publisher and Typist

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To enter advanced properties:

  

Click on the tab of the property you wish to change Make changes as required Click on OK when complete

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.

To mark a presentation as final:

  

Click on the Office button Click on the Prepare button Choose Mark as Final

A message box will inform you that your presentation will be marked as final and saved as a readonly file. Click on OK.

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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.

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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.

  

Save the presentation as normal Click on the Office button and choose Publish Choose Package for CD

Type a name for the CD in the Name box

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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.

Running a Screen Show
Electronic slide shows offer the following benefits over printed slides:

 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

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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.

 

Click the mouse anywhere on screen to display the next slide When the last slide is displayed, click the mouse anywhere on screen to end the show and return to PowerPoint

You can also press [F5] to run a slide show

The Slide Show ribbon contains buttons to run the slide show from the beginning of the presentation, or from the current slide:

Slide Show Navigation and Annotation
Slide Show Tools
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. To call up the menu of tools:

 

Right-click anywhere on the slide or Click on the Menu Indicator in the bottom-left corner of the screen

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Navigating Slides in a 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.

  

Press the right mouse button or click on the Menu Indicator Choose Go to Slide Choose the slide you wish to show

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.

    

Click on the pen menu indicator Choose the type of pen you wish to draw with e.g. Ballpoint Pen for thin lines or Felt Tip Pen for thicker lines Drag the pen-pointer around the screen to draw, underline and highlight text or graphics When complete, click on the pen menu indicator Choose Arrow

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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.

Slide Show Shortcuts
The following shortcuts can be used when running a slide show: Keystroke Action

Ctrl P Ctrl A N P S H B W E A number followed by [Return]

Displays pen for annotations Returns to the arrow mouse pointer Displays next slide or build Displays previous slide or build Pause slide show Displays a hidden slide Black screen (press again to return to normal) White screen (press again to return to normal) Erase pen annotations Display the slide number typed

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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. This command requests a new name for the presentation and leaves the original unchanged. Click on the Office button and choose Save As.

Save As

To save an existing presentation under a new name, or as a different file type:

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

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  

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

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PowerPoint 2007 Introduction

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. Some compatibility issues to consider:

 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 To check if your presentation is compatible with previous versions of PowerPoint:    Click on the Office button Click on the Prepare command Click on the Run Compatibility Checker command

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PowerPoint 2007 Introduction

You will be shown a dialog box that lists the features that are not supported in previous versions.

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Click on Help to learn more about the incompatibility Click on OK to return to the presentation To save the file for a previous version of PowerPoint, click on the Office button and choose Save As. Change the Save as Type as required, then click on Save.

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PowerPoint 2007 Introduction

Setting Passwords
You can set two types of passwords on your PowerPoint presentations: Type Description

Password to Open Password to Modify

This password will be needed in order to open the presentation Anyone can open the presentation, but this password will be needed to make any changes to the file

To set a password on a presentation:

Click on the Office button and choose Save As

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Click on the Tools button to the left of the Save button Choose General Options

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Enter a password in the Password to Open or the Password to Modify box Click on OK

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PowerPoint 2007 Introduction

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Re-enter your password in the Confirm screen Click on OK

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Click on Save If the file already exists, you will be asked if you wish to replace the file - click on Yes

To open a file that has a password set:

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Open the file as normal When prompted, enter the password then click on OK

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.

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