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ESSENTIAL

MICROSOFT OFFICE 2010


Tutorials for Teachers
by

Bernard John Poole


Associate Professor Emeritus
University of Pittsburgh at Johnstown
Johnstown, PA, USA

Copyright Bernard John Poole, 2010


All rights reserved

ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

Dedicated to my wife
Marilyn Giorgio-Poole, PhD
to our son, Zsolt, and his wife Ann
and to my American family,
especially Anne and Augie Giorgio,
whose outspread arms welcomed me to the
United States of America thirty years ago,
and who, over the years, have been a source of much
happiness and joy.

"Life begets life.


Energy creates energy.
It is by spending oneself that one becomes
rich."
Sarah Bernhardt (1844-1923)

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

Brief Table of Contents


Table of Contents

Introduction

Lesson 1

INTRODUCTION TO WORD
Writing a Conference Call letter

Lesson 2

MORE ON WORD PROCESSING


Working with larger documents

34

Lesson 3

THE OFFICE DRAWING TOOLS

83

Lesson 4

INTRODUCTION TO THE EXCEL SPREADSHEET


Preparing a gradebook

122

Lesson 5

MORE ON THE USE OF THE SPREADSHEET


Making changes to existing spreadsheets

157

Lesson 6

INTRODUCTION TO THE ACCESS DATABASE


Keeping student records

194

Lesson 7

MAIL MERGE AND RELATED OPERATIONS


Form letters, data sources, and mailing labels

224

Lesson 8

MORE ON DATABASE USE


Manipulating the data in the database

254

Lesson 9

POWERPOINT PRESENTATIONS
Creating Slide Shows and related teaching materials

278

Lesson 10

POWERPOINT BEYOND THE BASICS


Interactive, non-linear slide shows

309

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

CONTENTS
INTRODUCTION .............................................................................................................. 1
I.1

THE OBJECTIVES OF THIS TEXT ........................................................................ 1

I.2

WHAT IS SPECIAL ABOUT THIS TEXT? ............................................................. 1

I.3

WHY MICROSOFT OFFICE 2010? ........................................................................ 2

I.4

THE STATUS OF COMPUTING IN SCHOOLS ..................................................... 2

I.5

TEACHING IS A COOPERATIVE ENDEAVOR .................................................... 3

I.6

ACKNOWLEDGMENTS ......................................................................................... 3
REFERENCES ......................................................................................................... 3

Lesson 1

INTRODUCTION TO WORD ................................................................................ 4


Writing a Conference Call letter
BEFORE YOU BEGIN ............................................................................................. 4
LEARNING OUTCOMES ........................................................................................ 5

1.1

OVERVIEW OF MICROSOFT OFFICE 2010 ......................................................... 5

1.2

OPENING AND NAMING A NEW WORD DOCUMENT ...................................... 6


Saving a new Word document ................................................................................... 8
Creating a new folder on a disk ............................................................................... 10

1.3

SOME HELPFUL HINTS WHILE USING WORD ................................................. 11


Word processing is not the same as using a typewriter ............................................. 11
There are two cursors you need to know about ........................................................ 12
Correcting errors while entering text ....................................................................... 13
Removing unwanted Returns (using the Show/Hide option) .................................... 13
Undoing unintended actions .................................................................................... 14
Scrolling through a document .................................................................................. 14
Shortcuts or quick keyboard commands................................................................... 16
Renaming a document ............................................................................................. 17

1.4

CREATING AND SAVING A DOCUMENT ......................................................... 17


Typing the Conference Call letter ............................................................................ 17

1.5

UPDATING AND SIMPLE FORMATTING OF A DOCUMENT ......................... 19


Inserting the date ..................................................................................................... 19
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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

Adding text to an existing document........................................................................ 20


Removing text ......................................................................................................... 20
Changing text .......................................................................................................... 21
Selecting (highlighting) a block of text .................................................................... 21
Changing margins and using the Word Indent Markers ........................................... 24
1.6

CHECKING THE DOCUMENT FOR SPELLING ERRORS ................................. 27


Accessing the spelling checker ................................................................................ 27

1.7

PRINTING A FIRST DRAFT OF THE DOCUMENT ............................................ 29


Print Preview-ing your work.................................................................................... 29
Removing your document from the printer .............................................................. 30
Always proofread your writing ................................................................................ 30

1.8

RUNNING OFF A FINAL COPY ........................................................................... 31

1.9

MAKING A BACKUP COPY OF THE DOCUMENT ........................................... 31


LOOKING BACK .................................................................................................. 31
LOOKING FORWARD .......................................................................................... 32
SKILL CONSOLIDATION .................................................................................... 32

Lesson 2

MORE ON WORD PROCESSING...................................................................... 34


Working with larger documents
LEARNING OUTCOMES ...................................................................................... 34

2.1

GETTING STARTED ............................................................................................. 35


Before we begin ...................................................................................................... 35
Setting up for the tutorial ......................................................................................... 35
Inserting Page Numbers .......................................................................................... 36

2.2

MORE TOOLS FOR FORMATTING TEXT .......................................................... 38


A word about default settings .................................................................................. 38
A word about WYSIWYG ...................................................................................... 38
Setting the margins .................................................................................................. 38
Aligning text ........................................................................................................... 39
Choosing font faces ................................................................................................. 41
Changing the point size of text ................................................................................ 42
Inserting page breaks ............................................................................................... 43
Spacing before and after paragraphs ........................................................................ 44

2.3

BULLETS AND NUMBERED LISTS.................................................................... 45


Numbered lists ........................................................................................................ 45
Bulleted lists ........................................................................................................... 47

2.4

SETTING OFF A BLOCK OF TEXT WITH A BORDER ...................................... 49

ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

2.5

USING TAB STOPS............................................................................................... 51


Inserting Tab stops .................................................................................................. 51
Removing Tab stops ................................................................................................ 53

2.6

STYLE OF TEXT AND LINE SPACING............................................................... 54


Boldface .................................................................................................................. 54
Underline ................................................................................................................ 55
Italics ...................................................................................................................... 55
Line Spacing ........................................................................................................... 56

2.7

INDENTING TEXT................................................................................................ 56
Adjusting (moving) the Indent Markers ................................................................... 56
Indenting the first line of paragraphs ....................................................................... 57
Hanging indents ...................................................................................................... 59

2.8

CREATING SECTIONS AND COLUMNS OF TEXT ........................................... 61

2.9

FINDING AND REPLACING TEXT ..................................................................... 64


Finding a text string................................................................................................. 64
Replacing a single occurrence of a text string .......................................................... 66

2.10

MOVING AND COPYING TEXT WITHIN A DOCUMENT ................................ 68


Moving text within a document ............................................................................... 69
Copying text within a document .............................................................................. 70

2.11

CHECKING THE DOCUMENT OF SPELLING AND OTHER ERRORS............. 70

2.12

ADDING GRAPHICS TO A WORD DOCUMENT ................................................ 71

2.13

CREATING A TABLE OF CONTENTS ................................................................ 73


LOOKING BACK .................................................................................................. 76
LOOKING FORWARD .......................................................................................... 76
SKILL CONSOLIDATION .................................................................................... 77

Lesson 3

THE OFFICE DRAWING TOOLS ..................................................................... 83


LEARNING OUTCOMES ...................................................................................... 83

3.1

GETTING STARTED ............................................................................................. 83


Before we begin ...................................................................................................... 84
Accessing the drawing tools .................................................................................... 85
Changing the Page Orientation ................................................................................ 87

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

3.2

DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE


EDITING SIMPLE SHAPES AND LINES ............................................................. 88
The Drawing Tools in Office 2010........................................................................... 88
Drawing lines .......................................................................................................... 90
Working with lines and arrows ................................................................................ 90
Working with ovals ................................................................................................. 90
Rotating objects....................................................................................................... 91
Drawing a perfect square or circle ........................................................................... 91
Moving drawing objects .......................................................................................... 92
Resizing drawing objects ......................................................................................... 92
Editing (changing) straight lines or arrows .............................................................. 93

3.3

OTHER DRAWING SHAPES ................................................................................ 93

3.4

USING COLORS, PATTERNS, AND OTHER VISUAL EFFECTS ...................... 95


Colors and transparencies ........................................................................................ 95
Fill Effects .............................................................................................................. 97
Gradients ................................................................................................................. 98
Textures ................................................................................................................ 100
Patterns ................................................................................................................. 100
Filling shapes with pictures ................................................................................... 101

3.5

GROUPING, ORDERING, AND ALIGNING OBJECTS ..................................... 102


Grouping drawing objects ..................................................................................... 104
Resizing objects .................................................................................................... 105
Aligning drawing objects....................................................................................... 106
Rotating drawing objects ....................................................................................... 107
Ungrouping objects ............................................................................................... 107
Ordering the drawing objects ................................................................................. 108

3.6

WORKING WITH TEXT AND WORDART........................................................ 109


Using the Text Box tool ........................................................................................ 110
Using the WordArt tool ......................................................................................... 111

3.7

WORKING WITH SmartArt ................................................................................. 112


Discovery is the best way to learn.......................................................................... 118
LOOKING BACK ................................................................................................ 119
LOOKING FORWARD ........................................................................................ 119
SKILL CONSOLIDATION .................................................................................. 119

Lesson 4

INTRODUCTION TO THE SPREADSHEET .................................................. 122


Preparing a gradebook
LEARNING OUTCOMES .................................................................................... 122

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

4.1

GETTING STARTED ........................................................................................... 123


Some background about spreadsheets .................................................................... 123
Templates.............................................................................................................. 125

4.2

HELPFUL HINTS WHILE USING THE SPREADSHEET .................................. 126


A spreadsheet is a grid divided into rows and columns .......................................... 126
Moving around in the spreadsheet ......................................................................... 127
Identifying the active cell's coordinates ................................................................. 127
Selecting a range (group) of cells .......................................................................... 127
Location of the active (selected) cell after entering data into a cell ........................ 128
Blanking out a cell or cells in the spreadsheet ........................................................ 129
Editing the data in the Entry bar ............................................................................ 129
Editing data after they have been entered into a cell .............................................. 129

4.3

SETTING UP LABELS FOR YOUR GRADEBOOK TEMPLATE ...................... 130


Aligning data in spreadsheet cells .......................................................................... 131
Entering the column and row labels ....................................................................... 132
Entering "dummy" scores ...................................................................................... 133
More practice adjusting the width of columns........................................................ 133
Changing the alignment of the column labels ........................................................ 136

4.4

CREATING AND COPYING FORMULAS ......................................................... 137


Creating a formula................................................................................................. 137
Copying and pasting formulas ............................................................................... 138
Relative references ................................................................................................ 140
Filling down (copying the formula into the rest of the TOTAL column) ................ 140
Setting up the Percentage formula ......................................................................... 141
Using logical functions .......................................................................................... 141
Absolute references ............................................................................................... 144
Setting the Cell Attribute for the PCNT column .................................................... 146
Checking out the formulas ..................................................................................... 146

4.5

ENTERING NAMES AND SCORES FOR EACH STUDENT ............................. 147


Changing the name of the template document........................................................ 147
Entering the student names .................................................................................... 147
Entering the scores for each student ....................................................................... 148

4.6

MAKING CHANGES TO YOUR GRADEBOOK................................................ 149


Adding a student to the roster (Inserting rows) ...................................................... 149
Inserting columns .................................................................................................. 150
Deleting (cutting) rows and columns ..................................................................... 150

4.7

PRINTING YOUR GRADE BOOK ...................................................................... 151

4.8

SAVING A BACKUP COPY OF YOUR WORK ................................................. 154

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

4.9

A WORD ABOUT TEMPLATES AND STATIONERY DOCUMENTS ............. 154


LOOKING BACK ................................................................................................ 154
LOOKING FORWARD ........................................................................................ 155
SKILL CONSOLIDATION .................................................................................. 155

Lesson 5

MORE ON THE USE OF THE SPREADSHEET ............................................. 157


Making changes to existing spreadsheets
LEARNING OUTCOMES .................................................................................... 157

5.1

GETTING STARTED ........................................................................................... 158

5.2

RECAPITULATION AND REINFORCEMENT .................................................. 158


Moving from cell to cell in the spreadsheet............................................................ 158
More cell selection commands............................................................................... 159

5.3

UPDATING AN EXISTING SPREADSHEET ..................................................... 161


Dividing up the spreadsheet to make it easier to read ............................................. 161
Adding formulas to the spreadsheet ....................................................................... 162
Calculating an average for each of the grade columns ............................................ 164
A word about automatic calculation....................................................................... 164
Displaying the highest and lowest scores for each column of scores ...................... 169
Locking (protecting) important cells ...................................................................... 170
Dividing the spreadsheet into panes ....................................................................... 171

5.4

MAKING MORE CHANGES TO THE LOOK OF THE SPREADSHEET .......... 172


Putting a border around a cell or set of cells .......................................................... 172
Removing grid lines and column and row headers ................................................. 173

5.5

USING THE LOOKUP FUNCTION .................................................................... 176


The concept of the LOOKUP function................................................................... 176
Building the LOOKUP Table ................................................................................ 177
Using the clipboard to copy cells from one document to another ........................... 179
Entering the LOOKUP function into the spreadsheet ............................................. 179
Copying the LOOKUP function into the rest of the GRADE column ..................... 183

5.6

CREATING CHARTS BASED ON THE SPREADSHEET DATA ...................... 185


Why charts? .......................................................................................................... 185
The Excel charting capability ............................................................................... 186
Creating a column chart......................................................................................... 186
Creating a pie chart ............................................................................................... 188

5.7

PRINTING THE UPDATED SPREADSHEET..................................................... 189


Selecting a section of the spreadsheet for printing ................................................. 189

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

5.8

MAKING A BACKUP COPY OF YOUR DOCUMENTS.................................... 191


LOOKING BACK ................................................................................................ 192
LOOKING FORWARD ........................................................................................ 192
SKILL CONSOLIDATION .................................................................................. 192

Lesson 6

INTRODUCTION TO THE ACCESS DATABASE .......................................... 194


Keeping student records
LEARNING OUTCOMES .................................................................................... 194

6.1

AN OVERVIEW OF THE DATABASE CONCEPT ............................................ 194


How is a database organized? ................................................................................ 195
The general terminology used to describe data storage .......................................... 196
Access database terminology ................................................................................ 196

6.2

LETS GET PRACTICAL .................................................................................... 196

6.3

PLANNING A NEW DATABASE ....................................................................... 200


Points to ponder when planning a database ............................................................ 200
Design guidelines for a Student Roster database .................................................... 201

6.4

SOME HINTS BEFORE CREATING THE DATABASE TEMPLATE................ 202

6.5

CREATING THE DATABASE TEMPLATE ....................................................... 205


Entering field names for the database .................................................................... 205
Using the Lookup Wizard to specify selected values for a field ............................. 207
Using an input mask to control the format for a field ............................................. 209

6.6

COMPLETING PREPARATION OF THE DATABASE TEMPLATE................. 212


Creating a Form for the new database .................................................................... 212

6.7

ADDING RECORDS TO A NEW OR EXISTING DATABASE .......................... 216


Creating a new database based on the Template database ...................................... 216
Importing a Table .................................................................................................. 217
Importing a Form .................................................................................................. 218
Entering the data for the records in the database document .................................... 219
Adding a New Record to the database ................................................................... 219

6.8

VIEWING THE DATA IN THE DATABASE ...................................................... 220

6.9

UPDATING ENTRIES AND RECORDS IN THE DATABASE .......................... 220


Updating the contents of a field (one item of data in a student record) ................... 220
Deleting (clearing) a record ................................................................................... 221
Deleting several records at once ............................................................................ 221

6.10

SAVING A BACKUP COPY OF YOUR WORK ................................................. 221

ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

LOOKING BACK ................................................................................................ 222


LOOKING FORWARD ........................................................................................ 222
SKILL CONSOLIDATION .................................................................................. 222
Lesson 7

MAIL MERGE AND RELATED OPERATIONS ............................................ 224


Form letters and mailing labels
LEARNING OUTCOMES .................................................................................... 224

7.1

GETTING STARTED ........................................................................................... 225

7.2

PREPARING THE ADDRESS LIST DATABASE ............................................... 226


Step 1: Select the document type ........................................................................... 227
Step 2: Select the starting document ...................................................................... 227
Step 3: Select the recipients of the form letter ........................................................ 227
Editing the Mail Merge Recipients list................................................................... 230
Entering the data for the remaining records in the Address List database ............... 231

7.3

CREATING THE FORM LETTER (THE FIELD TRIP NOTICE) ....................... 233
Step 4: Write your form letter ................................................................................ 233
Inserting the date ................................................................................................... 234
Inserting fields (placeholders) into your form letter ............................................... 235
Step 5: Previewing your letters .............................................................................. 237

7.4

PRINTING THE FIELD TRIP NOTICE ............................................................... 238


Step 6: Complete the Merge .................................................................................. 238
A summary of the Microsoft Word 2010 Mail Merge features ............................. 239

7.5

PREPARING MAILING LABELS ....................................................................... 239


Deciding on the data for the mailing label ............................................................. 240
Step 1: Select the document type ........................................................................... 240
Step 2: Select the starting document ...................................................................... 240
Step 3: Select recipients......................................................................................... 241
Step 4: Arrange your labels ................................................................................... 242
Step 5: Preview your labels ................................................................................... 243
Step 6: Complete the merge ................................................................................... 244

7.6

PREPARING A NEW FORM LETTER USING AN EXISTING


DATABASE ......................................................................................................... 244
Macros .................................................................................................................. 245
Creating the macro ................................................................................................ 246
Using the macro .................................................................................................... 249
Renaming the Letter template and creating the form letter ..................................... 249
Pasting a chart into the letter.................................................................................. 251

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

LOOKING BACK ................................................................................................ 252


LOOKING FORWARD ........................................................................................ 252
SKILL CONSOLIDATION .................................................................................. 253
Lesson 8

MORE ON DATABASE USE............................................................................. 254


Manipulating the Data in the Database
LEARNING OUTCOMES .................................................................................... 254

8.1

GETTING STARTED ........................................................................................... 254

8.2

REVIEWING THE BASICS ................................................................................. 256


Viewing the data in the database............................................................................ 256
Adding a record to the database ............................................................................. 257
Clearing a field in a record .................................................................................... 258
Deleting (clearing) a record, or a set of records...................................................... 259
Changing the data in a field ................................................................................... 259

8.3

SEARCHING AND QUERYING A DATABASE ................................................ 260


Finding a single record using data from a specific field ......................................... 260
Finding two or more records based on data from a single field .............................. 261
Filter by Selection ................................................................................................. 262
Filter by Form ....................................................................................................... 264
Searching based on criteria from more than one field ............................................ 267

8.4

SORTING RECORDS .......................................................................................... 268


Sorting on a single field ......................................................................................... 269

8.5

CREATING REPORTS ........................................................................................ 270


A word about the Access database reporting facility ............................................. 270
Initial definition of the layout or report .................................................................. 270

8.6

IMPROVING THE REPORT (MAKING CHANGES) ......................................... 273

8.7

PRINTING REPORTS .......................................................................................... 275


LOOKING BACK ................................................................................................ 276
LOOKING FORWARD ........................................................................................ 276
SKILL CONSOLIDATION .................................................................................. 277

Lesson 9

POWERPOINT PRESENTATIONS ................................................................... 278


Creating Slide Shows and related teaching materials
LEARNING OUTCOMES .................................................................................... 279

9.1

SOME INTRODUCTORY THOUGHTS ABOUT PRESENTATIONS ................ 280

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

9.2

POWERPOINT AT WORK ................................................................................... 270


Normal View ......................................................................................................... 282
Slide Sorter view ................................................................................................... 282
Reading View........................................................................................................ 282
Slide Show view.................................................................................................... 283
Features to look out for in the demonstration presentation ..................................... 283
Transition effects and text preset animations ......................................................... 283
Inserting clip art, pictures and other media ............................................................ 283
Buttons and hidden slides ...................................................................................... 284
Timing considerations ........................................................................................... 286
Acknowledgements: Always give credit where credit is due .................................. 287

9.3

BUILDING THE PRESENTATION ..................................................................... 288


Preparation of the outline ...................................................................................... 288
Typing the outline entries ...................................................................................... 290
Switching levels .................................................................................................... 293
Decreasing the level .............................................................................................. 294
Adding the pictures to the slides ............................................................................ 295

9.4

ADDING BELLS AND WHISTLES TO THE PRESENTATION ........................ 298


Setting timings for the slides and adding transitions............................................... 298
Choosing slide designs .......................................................................................... 301
Design Themes ...................................................................................................... 301
Color Schemes ...................................................................................................... 302
Making the Screenbean images transparent ........................................................... 304
Checking out the presentation................................................................................ 306

9.6

PRINTING PRESENTATION HANDOUTS ........................................................ 306


LOOKING BACK ................................................................................................ 307
LOOKING FORWARD ........................................................................................ 308
SKILL CONSOLIDATION .................................................................................. 308

Lesson 10

POWERPOINT BEYOND THE BASICS ........................................................... 309


Making interactive, non-linear slide shows and enhancing formatting
LEARNING OUTCOMES .................................................................................... 309

10.1

ADDING ACTION BUTTONS AND HIDDEN SLIDES TO AN


EXISTING PRESENTATION .............................................................................. 310
Action buttons ....................................................................................................... 310
Copying the Action Buttons to the other slides ...................................................... 315
Hidden slides......................................................................................................... 317
Animation Schemes............................................................................................... 320

10.2

INTERACTIVE POWERPOINT AT WORK ........................................................ 322


Features to look out for in the demonstration presentation ..................................... 323

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers


Copyright Bernard John Poole, 2010. All rights reserved

Action buttons and hyperlinks ............................................................................... 324


10.3

BUILDING THE PRESENTATION ..................................................................... 325


Get to know the Quick Keyboard Shortcuts ........................................................... 327
Question and feedback slides ................................................................................. 327

10.4

MAKING THE PRESENTATION INTERACTIVE ............................................. 329


Duplicating and positioning the feedback slides .................................................... 330
Hyperlinking the answers to the appropriate slides ................................................ 331
Creating Action Buttons ........................................................................................ 334
Forcing the user to click on an Action button......................................................... 336

10.5

FORMATTING YOUR PRESENTATION ........................................................... 337


Selecting a Design Template ................................................................................. 337
Replacing fonts ..................................................................................................... 339
Changing the color scheme .................................................................................... 340
Tips on color choices for printing .......................................................................... 342
Applying different Design Themes to certain slides in a show ............................... 343
Applying customized backgrounds to the slides ..................................................... 343

10.6

INSERTING CONTENT ...................................................................................... 344


Inserting clip art .................................................................................................... 344
Inserting (importing) other pictures or pictures of your own .................................. 346
Inserting sound ...................................................................................................... 347
Inserting video ...................................................................................................... 351
Inserting an E-mail hyperlink ................................................................................ 352

10.7

SOME FINAL THOUGHTS ABOUT PRESENTATIONS ................................... 353


LOOKING BACK ................................................................................................ 354
LOOKING FORWARD ........................................................................................ 355
SKILL CONSOLIDATION .................................................................................. 355

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