PowerPoint 2003

Introduction

PowerPoint 2003

Introduction

Introduction
Ask a Question ............................................................................................................................ 8 Creating a Presentation .............................................................................................................. 9
The Getting Started Task Pane ........................................................................................................9 The New Presentation Task Pane..................................................................................................10 Templates .......................................................................................................................................10 Closing the Task Pane ...................................................................................................................11

Slide Layouts............................................................................................................................. 11
Choosing a Layout..........................................................................................................................11 Using Slide Layouts........................................................................................................................12 Changing the Slide Layout .............................................................................................................13

Applying Templates .................................................................................................................. 13
Something Else to Try... .................................................................................................................14

Working in Slide View ............................................................................................................... 14
Something Else to Try... .................................................................................................................15

Outline View............................................................................................................................... 16
Manipulating Outline Text...............................................................................................................17 Something Else to Try ....................................................................................................................18

Sorting Slides ............................................................................................................................ 19
Something Else to Try ....................................................................................................................20

Research Task Panes ............................................................................................................... 20
Adding Services..............................................................................................................................21

Automatic Spelling.................................................................................................................... 22
Setting the Language .....................................................................................................................23

Inserting Symbols ..................................................................................................................... 24
Symbol Subsets..............................................................................................................................25

Inserting Hyperlinks.................................................................................................................. 25
Inserting Hyperlinks ........................................................................................................................26

Colour / Grayscale View ........................................................................................................... 27
For Example ...................................................................................................................................27

Speaker Notes ........................................................................................................................... 28
Viewing Notes Pages .....................................................................................................................28

Slide Setup................................................................................................................................. 30 Print Preview ............................................................................................................................. 31

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Printing....................................................................................................................................... 32
Handouts ........................................................................................................................................32 Notes Pages ...................................................................................................................................32 Outline ............................................................................................................................................33 Printing Presentations ....................................................................................................................33

Emailing a Presentation............................................................................................................ 34 Presentation Properties............................................................................................................ 34
Reducing Presentation Sizes .........................................................................................................35

Saving a Presentation............................................................................................................... 35
Saving an Existing Presentation.....................................................................................................36

Closing Presentations .............................................................................................................. 36 Opening Presentations ............................................................................................................. 37
The New Presentation Task Pane..................................................................................................38 Something Else to Try ....................................................................................................................39

Opening Other File Types......................................................................................................... 40 Editing Text in Slide View......................................................................................................... 40
Inserting New Text..........................................................................................................................40 Deleting Text...................................................................................................................................41

Undo and Redo.......................................................................................................................... 41
Repeating Commands....................................................................................................................42

Undo Options ............................................................................................................................ 42 Inserting and Deleting Slides ................................................................................................... 42
Deleting Slides................................................................................................................................43

Navigating a Presentation ........................................................................................................ 43 Zooming In and Out .................................................................................................................. 45 Checking Spelling ..................................................................................................................... 46 Spelling Options........................................................................................................................ 46 AutoCorrect ............................................................................................................................... 47
Adding to the AutoCorrect List........................................................................................................47 AutoCorrect Options .......................................................................................................................48

AutoFit........................................................................................................................................ 49 AutoFormat as you Type .......................................................................................................... 49
1. Automatic Bulleted and Numbered Lists ...................................................................................50 2. AutoFit Text to Placeholder .......................................................................................................50 3. Automatic Layout for Inserted Objects ......................................................................................50

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Moving and Copying Text......................................................................................................... 51
Something Else to Try ....................................................................................................................51

The Clipboard Task Pane ......................................................................................................... 52
Pasting from the Clipboard .............................................................................................................53

Paste Options ............................................................................................................................ 54 The Style Checker ..................................................................................................................... 56
Setting Style Options ......................................................................................................................56 Checking Presentation Style ..........................................................................................................57

Selecting Text............................................................................................................................ 58
Using the Mouse.............................................................................................................................58

Character Formatting................................................................................................................ 59
Text Colour .....................................................................................................................................60 Additional Formatting Options ........................................................................................................60

Changing the Case of Text ....................................................................................................... 61 Paragraph Alignment ................................................................................................................ 61
Justifying Text.................................................................................................................................62

Paragraph & Line Spacing........................................................................................................ 63 Bulleted Lists............................................................................................................................. 64
Customising a Bulleted List ............................................................................................................64 Bullet Spacing.................................................................................................................................65

Picture Bullets ........................................................................................................................... 67
Applying Picture Bullets..................................................................................................................67

Numbered Lists ......................................................................................................................... 68
Creating a Numbered List...............................................................................................................68 Customising a Numbered List ........................................................................................................68

The Format Painter ................................................................................................................... 69 Replacing Fonts ........................................................................................................................ 70 The Slide Master........................................................................................................................ 70
Setting Header or Footer Text ........................................................................................................71

Excluding Master Items ............................................................................................................ 72 Slide Backgrounds.................................................................................................................... 73
For Example ...................................................................................................................................73

Templates .................................................................................................................................. 74
Something Else to Try ....................................................................................................................74 Template Example..........................................................................................................................75 Blank Templates .............................................................................................................................76

The Drawing Toolbar................................................................................................................. 77
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Grids and Guides ...................................................................................................................... 77
Drawing Guides ..............................................................................................................................78

Drawing Shapes ........................................................................................................................ 79
Drawing Lines .................................................................................................................................79 Drawing Shapes .............................................................................................................................79 AutoShapes ....................................................................................................................................80

Connecting Shapes................................................................................................................... 81
Formatting Connectors ...................................................................................................................82

Selecting Objects ...................................................................................................................... 82 Moving and Sizing Objects....................................................................................................... 84
Moving an Object............................................................................................................................84

Formatting Lines and Shapes .................................................................................................. 85
Additional Formatting......................................................................................................................86 Other Things to Try.........................................................................................................................87

Shadows and 3D effects ........................................................................................................... 88
Shadows .........................................................................................................................................88 3D Effects .......................................................................................................................................88

Typing Text Inside Shapes ....................................................................................................... 89
Creating Text Boxes .......................................................................................................................89 Formatting Text Boxes ...................................................................................................................90

Aligning Objects........................................................................................................................ 91
Distributing Objects ........................................................................................................................91 Something Else to Try ....................................................................................................................92

Grouping Objects...................................................................................................................... 93
Selecting Objects in a Group..........................................................................................................93

Stacking Objects ....................................................................................................................... 94 Inserting ClipArt ........................................................................................................................ 95
The ClipArt Task Pane ...................................................................................................................96 Other Search Options.....................................................................................................................97 Media Types ...................................................................................................................................98

The Clip Organiser .................................................................................................................... 98 Inserting Graphics from File .................................................................................................... 99
The Picture Toolbar ......................................................................................................................101 Compressing Images....................................................................................................................101

Cropping Images..................................................................................................................... 101
For Example .................................................................................................................................102

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Rotating Objects ..................................................................................................................... 102
Something Else to Try... ...............................................................................................................103

Recolouring Images ................................................................................................................ 105
For Example .................................................................................................................................105

Creating an Image Photo Album............................................................................................ 106 Saving Images ......................................................................................................................... 108 Drawing Diagrams................................................................................................................... 108
Creating Diagrams........................................................................................................................109 Organisation Charts......................................................................................................................109 Other Diagrams ............................................................................................................................110

Creating Tables ....................................................................................................................... 111
Typing Text in the Table ...............................................................................................................112

Drawing Tables........................................................................................................................ 112
The Tables & Borders Toolbar .....................................................................................................113

Selecting Tables...................................................................................................................... 114 Inserting and Deleting Columns and Rows .......................................................................... 114
Inserting Columns & Rows ...........................................................................................................114 Deleting Columns and Rows ........................................................................................................115

Borders and Shading .............................................................................................................. 115 Column Widths and Row Heights.......................................................................................... 116 Merging and Splitting Cells .................................................................................................... 117 PowerPoint Chart Types......................................................................................................... 117 Creating a Chart ...................................................................................................................... 119
Data Orientation............................................................................................................................120 For Example .................................................................................................................................120

Changing the Chart Type........................................................................................................ 121
Additional Chart Types .................................................................................................................121

Selecting Chart Elements ....................................................................................................... 122 Formatting Charts ................................................................................................................... 123
Formatting Chart Elements...........................................................................................................123

Aligning Labels on a Chart..................................................................................................... 125 Chart Gridlines ........................................................................................................................ 126 Setting the Chart Scale ........................................................................................................... 126 Data Labels .............................................................................................................................. 128

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The Chart Legend.................................................................................................................... 129
Formatting the Legend .................................................................................................................129

Chart Data Tables.................................................................................................................... 130 Slide Transition ....................................................................................................................... 131 Animating Objects .................................................................................................................. 132
Animation Schemes......................................................................................................................132 Custom Animation ........................................................................................................................133 Animating Charts ..........................................................................................................................134

Hiding Slides ........................................................................................................................... 135 Rehearsing Timing.................................................................................................................. 136 Action Settings........................................................................................................................ 137 Running a Slide Show............................................................................................................. 138
Slide Show Tools ..........................................................................................................................138 Navigating Slides ..........................................................................................................................139 Annotating Slides..........................................................................................................................139

Slide Show Options ................................................................................................................ 141

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Introduction

Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any PowerPoint topic.

Click in the Ask a Question box and type the PowerPoint feature you want to know more about. Press [Enter]

The Search task pane will display with a list of all matching help topics.

You can change the source of PowerPoint help by clicking on the drop0down arrow of the Search box at the bottom of the search task pane:

Close the help window by clicking on the button in the top-right corner of the window.

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You can show the help task pane at any time by clicking on the PowerPoint Help button on the Standard Toolbar.

The PowerPoint Help button

Creating a Presentation
When PowerPoint 2003 is launched, a new blank presentation is displayed automatically. If you need another new presentations, click on the first button on the Standard Toolbar or press [Ctrl N].
The New Document button

The Getting Started Task Pane
The Getting Started Task pane shows when you launch Excel. This task pane has links to help topics and useful websites, and provides a link to the New Workbook task pane.

The top of this task pane shows the last four books you have worked on, allowing one-click access to these files:

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The New Presentation Task Pane
The New Presentation task pane shows when you choose the File, New command and gives you a choice of the type of file you wish to create.

The top of this task pane shows the last four presentations you have worked on, allowing one-click access to these fils. Option Blank Presentation From Design Template From AutoContent Wizard Description Use this option to create a presentation from scratch, with no formatting or standard text entered automatically Use this option to create a new presentation and display the Slide Design task pane. This task pane allows you to choose a template to attach to each individual slide of the presentation This assists in building your slides by requesting the type of presentation as well as the printing options you require. PowerPoint will build a sample presentation which you can change to your own requirements

Templates
PowerPoint 2003 has a number of templates that contain standard formatting to be used as a base for your documents. Any recently used templates will be listed above the General Templates link on the task pane. Click on the name of a template to create another presentation based on that template. To create a presentation based on a template that has not be used recently: In the New from Template section of the task pane, click on General Templates. Choose the category of templates using the tabs at the top of the dialog box displayed e.g. Design Templates for the standard PowerPoint templates. Choose the template you wish to use. Click on OK.

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Click on Templates on Office Online to view the Microsoft Web Site and access a library of additional templates.

Closing the Task Pane
The New Document task pane will close automatically once the new document has been created. If you wish to close this pane without creating a new document, click on the Close button in the topright corner of the pane.

Slide Layouts
Each slide you create in a presentation has an underlying layout. Layouts contain placeholders for text and objects such as graphs, organisation charts and clip-art images. To build the slide once the layout has been selected, simply click in the placeholder and insert the text or object as required. The Slide Layout task pane is used to choose the layout for your slide. This task pane displays automatically when you create a new presentation, but can be shown as follows if required: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane.

Choosing a Layout
The Slide Layout task pane is split into categories to make it easier for you to find the layout you need: Text layouts are used to add headings, subheadings and bulleted paragraphs to your slides. Content layouts are used to add objects such as clipart images, tables, charts and diagrams to your slides. Text and Content layouts are used to add objects and text to the same slide. Other layouts are used to add more specific objects such as organisation charts.

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For example, the following text and content layouts are available:

Click on the required layout. A description of the layout will appear when the mouse is held over it. If a layout is not required, choose the Blank layout - this is the first layout of the content layouts.

Using Slide Layouts
Once the layout has been chosen, you can fill it with the required text or objects: Click in a text placeholder to type the text required Click on the required icon in an object placeholder to insert that type of object:

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Changing the Slide Layout
It is possible to add a different layout to the current slide. Text and graphics may be repositioned accordingly, but not items will be removed from the slide. Ensure the Slide Layout task pane is displayed. Click on the layout you wish to use - it will be applied to the current slide.

Applying Templates
The Design Templates task pane can be used to apply a template to selected slides in the presentation. Show this task pane as follows: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. If the Design Templates task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose Slide Design - Design Templates.

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Choose to apply the template to all or selected slides.

If you want to apply a template to multiple slides in a single step, show the presentation in Slide Sorter view and select the slides before choosing the template. Choose to Apply to Selected Slides.

Something Else to Try...
If certain slides of the presentation do not take on the format of the new template correctly, it may be necessary to reapply the slide layouts: Click on the drop-down arrow on the task pane and choose Slide Layout. Position the mouse over the layout originally used to create the slide. Click on Reapply Layout.

Working in Slide View
The Slides Pane in Normal View is used to quickly activate any slide in the presentation. Click once on any slide in this pane to show that slide in the main window of the screen.

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To move a slide in the presentation, click on the slide to be re-positioned and drag this up or down to the required new position. To remove a slide, click once on the slide in this pane and press [Delete]. You can right-click over a slide in the Slides pane to show additional options for manipulating that slide:

You can make a copy of a slide using the Slides pane - useful if you need a new slide that is similar to a slide already in the presentation. Although you cannot use the [Ctrl] key to copy a slide using drag-and-drop, you can use the following shortcuts to copy a slide: Click once on the slide you wish to copy. Press [Ctrl C] to make a copy of the slide. Press [Ctrl V] to paste the new copy into the presentation.

Something Else to Try...
If you prefer, you can hide the Slides pane to allow more room to work on the slide itself.

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Once the pane is hidden, it can be redisplayed by dragging the left border of the PowerPoint screen in to the middle of the slide:

Outline View
The Outline Pane in Normal View is used to type the headings and different levels of paragraphs on each slide. Up to 6 levels of text can be created, including the slide title.

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.

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Manipulating Outline Text
Although the Formatting Toolbar contains buttons to Expand All and Show Formatting, additional Outlining tools can be found on the Outline Toolbar. This is displayed by choosing View, Toolbars and Outlining.

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 using the Move Up or Move Down icons on the Outline toolbar. Selected paragraphs can also be dragged to a new position. Click on any text in a slide and click on the Collapse Section button to hide everything except the title of the slide. Click on the slide title and click on the Expand Section button to re-display hidden text.

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The following keyboard shortcuts can also be used to manipulate text in Outline view:

Keystroke Tab Shift Alt Shift Tab Shift Alt Shift Alt Shift Alt

Action Demote text to previous level Promote text to previous level Move text up Move text down

Something Else to Try
In Outline View, it is possible to create a summary slide. A summary slide contains the titles of selected slides as its bullet points - useful for an agenda or summary of a presentation.

Select the text of the slides you wish to create a summary of. Click on the Summary Slide button on the Outline Toolbar.

The Summary Slide button

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Sorting Slides
If the presentation will be shown electronically, it is important that the slides are in the correct order. Click on the Slide Sorter view button or choose View, Slide Sorter.

A miniature of each slide will be displayed. Click on the slide to be re-positioned and drag this slide to the required location in the presentation.

In slide sorter view, it is also possible to select multiple slides, so that an action is carried out on all slides in a single step.

You can quickly delete multiple slides in Slide Sorter view by selecting these slides, then pressing [Delete].

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Something Else to Try
In Slide Sorter View, it is possible to create a summary slide. A summary slide contains the titles of selected slides as its bullet points - useful for an agenda or summary of a presentation.

Select the slides you wish to create a summary of. Click on the Summary Slide button on the Slide Sorter Toolbar.

The Summary Slide button

Research Task Panes
The Research task pane allows you to find reference information from a number of sources without leaving Office 2003. You can insert any found information into your document.

To show the research task pane, choose Tools, Research or Click on the Research button on the Standard Toolbar
The Research button

If the task pane is already displayed, click on the drop-down arrow of this pane and choose Research

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The following services are available: Service Reference Books Research Sites Business and Financial Sites To use the research pane: Description This will look up your text in the dictionary and thesaurus, and will also offer translation of the text This will look up your text on eLibrary, Encarta Encyclopaedia and the MSN search engine This will look up your text in Gale Company Profiles and MSN Money Stock Quotes

In the Search For box, type the text you wish to research Click on the drop-down arrow of the next line and choose the service you wish to use e.g. all research sites All results will be shown:

You can copy any text from the research pane into your document by selecting the text, then right-clicking over the selection. Choose Copy from the shortcut menu, then paste the text into the document as normal.

Adding Services
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.

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To add extra services, click on the Add Services button. All services available to you will be displayed - click on the required service, then on Add
Click on OK when complete

To quickly research a word in your document, hold [Alt] and click on the word. All reference books will be searched for the word and any results will be displayed.

Automatic Spelling
If this option is available, all incorrectly spelled words will be marked with wavy red lines in the presentation.

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. Alternatively, the word can be ignored by choosing Ignore All. It is also possible to add a word to the custom dictionary so that it will not be seen as an error in any future presentations. Click on Add to Dictionary to do this.

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Setting the Language
It is possible to set the language of different areas of slides, after which the correct dictionary will be used in the during a spell check. To set a slide area for a different language: Select the placeholder containing the text you wish to mark. Choose Tools, Language or double click on the Language Indicator on the Status Bar. From the list displayed, choose the language you wish to use and click on OK.

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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Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows: Choose Insert, Symbol. 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. Click on Insert. When complete, click on Cancel.

The following generic font sets are available with PowerPoint 2003:

Font Set Normal Text Symbol Monotype Sorts Wingdings

Characters Fractions and international characters Additional characters not found above e.g. mathematical and scientific characters Bullet symbols and arrows Bullet symbols and other graphics

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Symbol Subsets
When you choose Normal Text or one of the text-based fonts such as Arial or Times New Roman, subsets of the font will be listed to allow you to find the character you want quicker and easier. Click on the drop-down arrow of the Subset box and choose the required category.

The following keyboard shortcuts can also be used to insert the date and time at the cursor position:

Type (c) (r) (tm) 1/2 1/4 3/4

To insert The copyright symbol The registered symbol The trademark symbol Half symbol Quarter symbol Three quarters symbol

Example © ® ™ ½ ¼ ¾

Inserting Hyperlinks
A hyperlink is a link to a specific slide in the current presentation, a different presentation or a website. Hyperlinks appear as underlined text and, when clicked, will activate the target automatically. 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 different PowerPoint presentation. A link to an Office document, e.g. an Excel spreadsheet or Word document. A link to a website. An email link to create a new Outlook mail message, automatically addressed to a specific email address.

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Inserting Hyperlinks
As hyperlinks are text based, the cursor must be positioned in a text box or placeholder. Type and select the text you wish to display as a hyperlink. Choose Insert, Hyperlink or click on the Hyperlink button on the Standard Toolbar. If the presentation has not yet been saved, you will be prompted to save the file. Choose Yes or No as required.
The Hyperlink button

There are four options for the targets of hyperlinks created in PowerPoint:

Setting the hyperlink: To link to another file, PowerPoint or other, click on the Existing File or Web Page icon. Navigate the folders in the centre of the dialog box to find the file you wish to link to. To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the full URL of the page in the Address box e.g. http://www.company.com. If a link to the page has been used recently, click on Browsed Pages to choose the link from your History list. To link to a specific slide in this presentation, click on the Place in this Document icon. Click on the slide you wish to link to. To create an email hyperlink that will create a new mail message when clicked, click on the Email Address icon and type the full Email address e.g. john_smith@company.com. If messages created using this link should always have a specific subject, enter this in the Subject box.
Press [Ctrl K] to insert a hyperlink in the active cell.

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To insert automatic hyperlinks: Hyperlinks to web pages can be created automatically by typing the full URL address of the website e.g. http://www.company.com. Email hyperlinks can be created by typing the full email address e.g. johnsmith@company.com. When this link is clicked, an Outlook message will be created and addressed automatically. 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.

Colour / Grayscale View
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. Choose View, Color / Grayscale or click on the Color/Grayscale button on the Standard Toolbar. Choose the required option for viewing slides - colour, grayscale or black and white.
The B&W View button

For Example
The following slide can be shown in three ways: Colour Option Example

Colour

Grayscale

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Colour Option

Example

Black and white

When the presentation is shown using grayscale or black and white view, a button shows that can be used to close that view and return to colour view.

Use the Settings drop-down list to choose the type of grayscale used e.g. Light Grayscale or Inverse Grayscale.

Speaker Notes
Each slide of the presentation has an accompanying notes page. When printed, notes page contain a copy of the slide and a blank space in which notes can be typed to remind the speaker of key points during the presentation. Notes can be added in Normal View, by clicking in the pane marked Click to Add Notes.

Viewing Notes Pages
It is also possible to view only the notes page for a given slide. Activate the slide for which you wish to create a notes page. Choose View, Notes Page.

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Click in the text placeholder and type the note text.

The Zoom Box on the Standard Toolbar can be used to change the magnification of the Notes Page.

The Zoom box

Use the first view button to return to normal view:

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Slide Setup
It is important to choose the correct set-up for the medium you are using – e.g. A4 paper or onscreen 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. Choose File, Page Setup and the correct slide size (see table below). Choose the correct orientation for slides and notes page. Choose OK.

The following slide sizes are available: Size On Screen Show A4 Paper Description The presentation will be sized for displaying on-screen The presentation will be sized to print on A4 paper. Portrait or landscape orientation can be selected. A number of additional paper sizes are also available such as letter, ledger and B5. The presentation will be sized for 35mm slides. The presentation will be sized for transparencies. A custom width and height can be specified.

35mm Slides Overhead Custom

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Print Preview
Print Preview is used to preview the presentation before printing. Choose File, Print Preview or click on the Print Preview button on the Standard Toolbar.
The Print Preview button

The following toolbar is displayed at the top of the Preview screen:

Button Next Previous Print Print What Zoom Landscape Portrait Options Close Help

Description Show the next slide of the presentation Show the previous slide of the presentation Display the print dialog box. Choose whether to preview slides, notes, handouts or outline view Choose the percentage to view the slide in, or Fit to show the entire slide on screen. Click on this button to show notes, handouts or outline view in landscape - does not work with slides Click on this button to show notes, handouts or outline view in portrait - does not work with slides Additional slide options such as printing in colour or grayscale, or setting the header and footer Close the preview screen and return to the worksheet. View Help.

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Printing
Before printing a presentation, ensure the page setup of the presentation is correct. Use the print preview command to ensure the slides look exactly as they should before printing. The Print button on the Standard Toolbar will print a single copy of all slides of the presentation with no further prompts or dialog boxes.
The Print button

Handouts
Handouts can be printed for the audience of the presentation so that they can follow the presentation or keep a hard copy of all slides. Handout pages can contain copies of two, four, three, six or 9 slides per page. If printing 3 handouts per page, ruled lines will be printed next to each slide for the audience to make their own notes.

Two slides per page

Three slides per page

Six slides per page

Notes Pages
Each slide in a presentation has an accompanying notes page. This includes a copy of the slide and a space for notes to remind the speaker of key points during the presentation.

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Outline
An outline is a copy of only the text of a presentation, printed in black and white without graphics or other elaborate formatting.

Printing Presentations
To print any of the above items, choose File, Print. 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 or Current Slide to print the current slide only. If you wish to print multiple slides, click in the Slides box and type the slides to be printed e.g. 1-2, 8 to print slides 1,2,3 and 8. Increase or decrease the number of Copies as required. 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. Choose OK to print the selected items.
Press [Ctrl P] to display the Print dialog box.

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Emailing a Presentation
PowerPoint has a facility to quickly email the current presentation to any number of recipients. This option only works if you are using Outlook as your email application:
Click on the E-mail button on the Standard Toolbar.

The Email button

A new Outlook email message will be created that contains the PowerPoint file as an attachment.

To address and send the message: 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. Edit the message Subject as required. Click on Send when complete.

Presentation Properties
The properties of a presentation can be set to save additional information about the file e.g. the author, keywords, etc. The following categories are available: Tab General Summary Description The location and size of the presentation, creation and modification dates and the file attributes. Title, Subject and Author of the presentation as well as any keywords or comments. Page 34 of 141

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Tab Statistics Contents Custom

Description Displays the revision number and total editing time as well as a count of the slides, notes, multimedia clips and hidden slides in the presentation. Lists the different elements of the file e.g. the fonts used and the title of each slide. An area for custom properties such as Client, Publisher and Typist.

To set the properties of the open presentation: Choose File, Properties Click on the tab of the area you wish to view or edit Choose OK when complete

Reducing Presentation Sizes
You can reduce the size of a presentation by disabling the option to save a preview picture of the presentation. This option generates a thumbnail view of the presentation’s first slide when browsing files with Explorer or the File, Open dialog box, but results in a much larger file size.

Choose File, Properties Ensure the General tab is selected Uncheck the Save Preview Picture command Choose OK when complete

Saving a Presentation
Saving involves assigning a presentation name and placing the file in a folder on one of your computer's drives so that it can be opened again if required. When you save a presentation for the first time, you can choose either the Save or Save As command.

Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
The Save button

Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and select the drive and/or folder. Click in the File Name box and type a new name for the presentation. Click on Save

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Saving an Existing 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.

The Save command saves the current presentation under the existing name and replaces the original version. Choose File, Save or click on the Save icon on the Standard Toolbar. The Save As command requests a new name for the presentation and leaves the original presentation unchanged. Choose File, Save As.
If you accidentally attempt to close a presentation without first saving it, PowerPoint will ask if you wish to save any changes to the presentation . Click on Yes to save the changes or No to exit the file and lose any changes.

The following keyboard shortcuts can also be used to save presentations:

Keystroke Ctrl S F12

Action Save Save As

Closing Presentations
Although it is possible to open more than one presentation at a time, it is good practice to close a presentation when you have finished working on it. Choose File, Close If the file has not yet been saved, choose Yes to save the presentation or No to cancel any changes made.

Presentations can also be closed by pressing [Ctrl F4] or [Ctrl W].

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Opening Presentations
Existing presentations are opened as follows: Choose File, Open or click on the Open button on the Standard Toolbar.
The Open button

The following buttons appear on the left of the dialog box:

To open a file in a location other than those in the above table: Click on the drop-down arrow in the Look In box and select the drive and folder in which the file is stored. Select the name of the presentation from the list displayed and choose Open.
The last four presentations opened are listed at the bottom of the File menu. Clicking on one of these names will open the file in a single step.

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The following toolbar buttons appear at the top of the Open dialog box:

The Back button is used to trace recently opened folders. The Tools menu contains housekeeping options e.g. Add the current folder to Favourites. The Views button contains options to display files in the various ways e.g. as large icons or with details such as the file size and modification date.

The New Presentation Task Pane
The New Presentation task pane contains shortcuts to the last four documents opened in PowerPoint. The task pane can be shown in one of the following ways: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. If the New Presentation task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose New Presentation.

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Something Else to Try
The Open dialog box can also be used for file management. Right click on a presentation name for a list of options, including the following: Choose Delete to permanently delete the file. Click on Yes or No in the warning box displayed. Choose Rename to rename the file. Type a new name and press [Return].

The Open button contains a drop-down arrow that gives options to open the file as read-only, open a copy of the file or to open the file in your web browser. To open the file in the standard way, click on the Open button, away from the drop-down arrow.

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Opening Other File Types
It is possible to open presentations created in other applications such as Freelance for Windows or Harvard Graphics. When opening different presentations in PowerPoint, some formatting in the presentation may be lost and many of the slides will need to be amended slightly.

Choose File, Open or click on the Open icon on the Standard Toolbar.
The Open button

In the Files of Type box, choose the type of presentation file you wish to open. Click on the drop-down arrow in the Look In box and select the drive and folder in which the presentation is stored. Select the name of the file from the list displayed and choose Open.
To save the imported presentation in PowerPoint 2003 format, choose File, Save As and select Presentation from the Files of Type list. If the presentation you wish to open is a PowerPoint 2002. 2000 or 97 file, it can be opened directly in PowerPoint 2003 without changing the Files of Type option.

Editing Text in Slide View
Normal View is used to view one slide per screen and shows the slide exactly as it will print. Click on the Normal View button at the beginning of the horizontal scroll bar.

Inserting New 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 the standard mode of PowerPoint 2003. 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.

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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 Ctrl Delete Ctrl Backspace

Action 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.

Undo and Redo
The Undo command allows you to reverse up to 150 commands that have already been executed, including restoring deleted text. Use one of the following methods: Choose Edit, Undo as many times as required Press [Ctrl Z] as many times as required Click on the Undo icon on the Standard Toolbar as many times as required Click on the drop-down arrow after the Undo icon and select the last command you wish to undo
The Undo button

If you change your mind about undoing a command, it can be redone: Choose Edit, Redo as many times as required Click on the drop-down arrow after the Redo icon on the Standard Toolbar and select the last command you wish to redo

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The Redo button

Repeating Commands
The Repeat command will repeat the action just performed and can be used to carry out the same task on a number of different slides, objects or placeholders. Choose Edit, Repeat as many times as required

The following keyboard shortcuts can also be used to undo, redo and repeat commands:

Keystroke Ctrl Z Ctrl Y F4

Action Undo Redo Repeat

Undo Options
The undo option of PowerPoint can be set so a specific number of commands can be reversed.

Choose Tools, Options. Click on the Edit tab. Increase or decrease the Maximum Number of Undos box as required. Choose OK when complete.

Inserting and Deleting Slides
In Slide View, a new slide can be inserted in a number of different ways: Choose Insert, New Slide or press [Ctrl M]. From the Slide Layout task pane, choose the layout for the slide. Each slide has an layout that displays placeholder for titles, text and objects.

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Deleting Slides
In Slide view, the current slide is removed by choosing Edit, Delete Slide. You will not be asked to confirm this action but it can be undone if the wrong slide is deleted.

It is possible to remove multiple slides in one step, using Slide Sorter view: Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal scroll bar.
The Slide Sorter view button

Select all the slides to be removed. This can be done using either the [Shift] or [Ctrl] key, depending on whether the slides are next to each other or not (see below). To select all slides in the presentation, press [Ctrl A]. Press [Delete].

Navigating a Presentation
The Previous Slide and Next Slide buttons on the vertical scroll bar are used to navigate the slides of a presentation.

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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 Left or Right arrow Up or Down arrow Ctrl + Left arrow Ctrl + Right arrow Ctrl + Up arrow Ctrl + Down arrow Home End Ctrl + Home Ctrl + End Ctrl + Return 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

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

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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 the entire page on screen, or can zoom in to view the detail of a certain part of the slide - especially useful when drawing diagrams.

Click on the drop-down arrow of the Zoom box on the Standard Toolbar and choose the zoom percentage you wish to use. Choose Fit to change the display to fit the entire width and height of the slide on screen. Choose 100% to return to the standard view size.
The Zoom box

A slide in 100% view:

The same slide at 50% view:

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Checking Spelling
The spell checker can be started in three ways: Choose Tools, Spelling and Grammar or Press [F7] or Click on the Spelling icon on the Standard Toolbar

The Spelling button

When a spelling error is found, the following options are available: Click on Ignore to ignore this occurrence of the word Click on Ignore All to ignore all occurrences of the word 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 Click on a replacement word in the Suggestions list or edit the red text as required. Choose Change to change this occurrence of the word or Change All to change all occurrences.

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

Choose Tools, Options. Click on the Spelling and Style tab. Tick the Check Spelling as you Type box to enable this command. Choose OK when complete.

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AutoCorrect
This feature is used to correct spelling errors as they are typed e.g. teh will automatically change to the when [Space] or [Return] is pressed. It can also be used to enter text in full when an abbreviation is typed e.g. to enter Excel automatically when xl is typed. When AutoCorrect is used to correct your text, PowerPoint gives you the option of undoing this command and using the original text you typed. Position the mouse over the word that was corrected to show the smart tag:

When you click on the AutoCorrect smart tag, a drop-down list of options is available:

Adding to the AutoCorrect List
To add any other word to the AutoCorrect list:

Choose Tools, AutoCorrect. Type the incorrect word in the Replace box and the correction in the With box. Choose OK.

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

Any words added to the AutoCorrect list in PowerPoint will also be available in Word and Excel.

To add an incorrect spelling to the AutoCorrect list so that it is corrected automatically in future:

From the list of suggestions, choose the correct replacement that will be used when the incorrect spelling is typed. Click on AutoCorrect. Click on OK when you are informed that the spell check is complete.

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AutoFit
The AutoFit option will make text smaller if too much text is typed into a placeholder such as the slide title or body area. To enable this option: Choose Tools, AutoCorrect Options and the AutoFormat as you Type tab. Check the options to AutoFit Title Text to Placeholder and AutoFit Body Text to Placeholder. Choose OK.

When PowerPoint uses this option to change the size of your text, you have the option of undoing this and changing the text back to its original size. This is done using the smart tag that appears after AutoFit has been applied. After typing text in the placeholder, look to the left of the placeholder you will see a smart tag. Position the mouse over this icon to display a drop-down arrow. Click on the drop-down arrow and choose how you wish to display the text.

AutoFormat as you Type
PowerPoint 2003 has a number of AutoFormat commands. These can be enabled or disabled as follows: Choose Tools, AutoCorrect Options and the AutoFormat as you Type tab. Check the options you wish to enable and uncheck those you wish to disable. Choose OK.

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1. Automatic Bulleted and Numbered Lists
This is used to quickly entered bulleted and numbered lists, even when you are not using a bulleted placeholder. This format will work when you are typing in any shape or text box.
If an asterisk is typed and followed by a space, automatic bulleting will be enabled and all remaining paragraphs will be preceded by the standard round bullet point

If a dash or hyphen is typed and followed by a space, automatic bulleting will be enabled and all remaining paragraphs will be preceded by the standard dashed bullet point.

If a number or letter is typed and followed by a full stop, hyphen or closing bracket, automatic numbering will be enabled. This means that the next paragraph will be numbered automatically with the next sequential number.

2. AutoFit Text to Placeholder
This option will make text smaller if too much text is typed into a placeholder such as the slide title or body area.

3. Automatic Layout for Inserted Objects
This option will change the layout of your slides depending on the type of object you insert onto that slide. If you insert a chart on a Title and Text layout, for example, PowerPoint will change your slide layout to Text, Text and Content, placing the chart in the new content placeholder.

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Moving and Copying Text
Text can be moved or copied using the standard Cut, Copy and Paste commands which are available in the Edit menu or the Standard Toolbar. Select the text to be moved or copied. Choose Edit, Copy to copy the text or Edit, Cut to move the text. Position the cursor where the text should appear. Choose Edit, Paste to insert the text.

The Copy button The Cut button The Paste button

The following shortcut keys can be used to move and copy text: Keystroke Ctrl C Ctrl X Ctrl V Action Copy Cut Paste

Something Else to Try
Text can also be moved or copied to a new position on the same slide using the drag and drop facility: Position the mouse over selected text to display the white arrow shaped mouse pointer. Drag the text to a new location and release the mouse button. To copy text, hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl] key.

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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: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. If the Clipboard task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose Clipboard.

When the task pane displays in Office, an icon will appear on the task bar at the bottom of the screen. Use this icon to show the Clipboard in any application that you wish to paste data into.

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You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of the Clipboard Task Pane. Uncheck the option to Show Office Clipboard Icon in Task Bar.

Pasting from the Clipboard
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.

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.

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Paste Options
When you paste data into your PowerPoint slide, you have a choice of how the data should be inserted. This is done using the smart tag that appears after an object has been pasted onto a slide. 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 data.
If you copy and paste text, the following paste options will be available:

If you copy a chart or image, the following smart tag options will be available:

If you prefer, you can disable the Paste Options button so that it doesn't show each time you paste data. Choose Tools, Options. Click on the Edit tab.

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Uncheck the Show Paste Options Buttons option. Click on OK.

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The Style Checker
This feature checks the presentation for consistency. It can check visual clarity, the case of text and punctuation. Option Visual Clarity Case and End Punctuation Description Checks the number of fonts used, font sizes and amount of lines in text placeholders. Checks that all text is typed in the same case and that each paragraph ends with the same punctuation mark.

Setting Style Options
To set the options you wish to check for: Choose Tools, Options and the Spelling and Style tab. Click on Style Options. Click on the Visual Clarity tab and choose the required settings.

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Click on the Case and End Punctuation tab and choose the required settings. Choose OK when complete.

Checking Presentation Style
The Office Assistant must be active to check the style of the presentation. When an error is found, a light bulb will display next to the error. Click on the light bulb for an explanation of the error and solutions to fix the error.

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Selecting Text
Using the Mouse
All text in a placeholder can be selected by clicking inside the placeholder and then on the grey border of the placeholder. White handles will appear around the border.

To select only certain text in a placeholder, click inside the placeholder and use one of the following methods of selection: Drag the mouse over a block of text to select it or Click at the beginning of the block and hold [Shift] while clicking at the end of the block.

The following shortcuts can be used to select text with the mouse:
Select Word Sentence All Text in the Placeholder Action Double click over the word Hold [Ctrl] and click over the sentence Choose Edit, Select All

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

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Keystroke Shift Home Shift End Shift Ctrl Home Shift Ctrl End Ctrl A

Will Select 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

Character Formatting
Character formatting includes fonts, size of text, colour of text and effects such as bold and italics.
The Formatting Toolbar contains shortcuts for the following formatting options, which will be applied to the selected text. If no text is selected, formatting will be applied to the word in which the cursor is positioned.

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 presentation:

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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, underlining or a shadow to the text by clicking on each button.

Text can be made larger or smaller using the Increase Font Size and Decrease Font Size buttons on the Formatting Toolbar.
The Increase Font Size button The Decrease Font Size button

Select the text you wish to change the size of. Click on the Increase Font Size or Decrease Font Size button until the required text size is displayed.
Press [Ctrl Space] to remove all character formatting from the selected text.

Text Colour
The colour of selected text can be changed by clicking on the drop-down arrow of the Text Colour button on the Formatting or Drawing Toolbar. Choose the required colour from the drop-down list.
The Text Colour button

Additional Formatting Options
Additional character formatting can be applied through the Format dialog box: Select the text you wish to format. Choose Format, Font. Choose the font, size and style for the selected text. To view the changes on the selected text without closing the dialog box, click on Preview. Choose OK to apply the changes and return to the slide.

The following keyboard shortcuts can also be used to format selected text:

Keystroke Ctrl B Ctrl U Ctrl I Ctrl =

Action Bold Underlining Italics Subscript

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Keystroke Shift Ctrl = Shift Ctrl > Shift Ctrl <

Action Superscript Increase size of selected text Decrease size of selected text

Changing the Case of Text
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:

Select the text to be changed. Choose Format, Change Case. Choose the required case from the options displayed. Click on OK. Change Case Options:
Option Sentence Case Lower Case Upper Case Title Case Toggle Case Description 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 be used to switch selected text between cases:

If a paragraph or sentence is selected, case will switch between upper, lower and sentence. If a single line or phrase of text is selected, case will switch between upper, lower and title.

Paragraph Alignment
The Alignment buttons on the Formatting Toolbar can be used to set the alignment of the current or selected paragraphs.

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If you wish to align a single paragraph, click anywhere in that paragraph. Otherwise, select the paragraphs you wish to format Click on the appropriate Alignment button on the toolbar.

Justifying Text
Text can be justified so that the left and right margins of the text box are straight:

Select the paragraphs you wish to justify. Choose Format, Alignment and Justify.

The following shortcuts can also be used to align selected paragraphs:
Keystroke Ctrl L Ctrl E Ctrl R Action Left Align Centre Right Align

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Paragraph & Line Spacing
Line spacing controls the space between individual lines of the paragraph while paragraph spacing controls the space between paragraphs. The following slides show the difference between line spacing...

... and paragraph spacing:

To set line and paragraph spacing: Select the text you wish to change Choose Format, Line Spacing. Enter the required Line Spacing setting e.g. 2 for double line spacing. Increase or decrease the spacing Before and After the paragraphs. Choose OK when complete.

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Bulleted Lists
Bullets are added to all body text paragraphs by default. Click on the Bullet button on the Formatting
Toolbar to add or remove standard bullet points from the selected paragraphs.

The Bullet button

Customising a Bulleted List
To change the bullet symbol: Select the paragraphs to be changed. Choose Format, Bullets and Numbering. Click on the Bulleted Tab. If you do not want to use one of the six pre-set bullet styles, click on Customize to choose a new bullet symbol. Click on the drop-down arrow in the Font box and select the font set that contains the bullet points (e.g. Wingdings or Monotype Sorts). Choose the bullet character you wish to use, then click on OK. Choose the required Colour and Size. Size is set as a percentage of the text typed after the bullet symbol on the slide. If you want your bullet to be half the size of the text that follows it, for example, set this to 50%. Choose OK.

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Bullet Spacing
The ruler is used to change the space between the bullet point and text. Choose View, Ruler to display the ruler.

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Picture Bullets
Picture bullets can be added to a placeholder, as in the following examples:

Applying Picture Bullets
Picture bullets can be added to an existing list or a single paragraph. When [Return] is pressed, the picture bullet will continue for the next paragraph. Select the placeholder containing the list you wish to add picture bullets to, or the text you wish to format. Choose Format, Bullets and Numbering. Click on the Bulleted tab. Click on the Picture button. ClipArt will be launched automatically and all picture bullets displayed. If you wish to limit the bullets displayed, enter a keyword in the Search box. Only bullets that match this keyword will be displayed.

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Numbered Lists
Numbered lists are series of paragraphs that are numbered automatically as they are typed. If a paragraph is inserted or removed, numbering will update automatically. For example, with the following list:

The following would result from pressing [Return] at the end of the first line:

Creating a Numbered List
A list can be numbered in the following way: Select the text you wish to number. If the text has not yet been typed, click at the beginning of the placeholder. Click on the Numbers icon on the Formatting Toolbar Type or edit the paragraphs of text as required. The Numbers button

Customising a Numbered List
To change the numbering style of a list: Select the text to be changed. Choose Format, Bullets and Numbering. Click on the Numbered Tab. Choose the style of numbering you wish to use. Click in the Size box and enter the size you wish the number to be, in relation to the paragraph text. Choose a Colour for the numbers.

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To start with a number other than 1, enter the required number in the Start At box. Choose OK.

The Format Painter
The Format Painter is used to copy formatting from one area of the presentation to another. Character formatting such as fonts, bold and underlining is copied, as well as object formatting such as line and fill colour. Select any the text or object containing the formatting to be copied. Click on the Format Painter button on the Standard Toolbar – the mouse pointer will display a paintbrush.
The Format Painter button

Drag the mouse over the new text to contain the copied formatting, or select the objects to contain the copied formatting.
To copy formatting to more than one location, double click on the Format Painter button. Select all new text or objects and click on the button again to switch it off.

You can copy and paste formatting from one object to another - leaving everything else in tact.

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Use the following shortcuts to do this: Keystroke Ctrl Shift C Ctrl Shift V Action Copy the formatting from the selected object Paste the copied formatting onto the selected object

Replacing Fonts
This command is used to change all occurrences of a font used in the presentation. No other character formatting will be replaced - size, colour and style will stay exactly the same. Choose Format, Replace Fonts. In the Replace box, select the font that already exists in the document. In the With box, select the font you wish to use. Choose 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.

The Slide Master
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. The slide master is viewed as follows: Choose View, Master and Slide Master or Hold [Shift] and click on the Normal View button.
The Normal View button

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The slide master is displayed:

Click on the edge of the text placeholder you wish to format and apply the required formatting options. Insert any graphics or other objects as required. Click on the Close Master View button of the Master Toolbar to return to the slide.

It is possible to set multiple slide masters in a single PowerPoint 2003 presentation, allowing you to have different layouts and styles in one presentation.

Setting Header or Footer Text
The slide master is also used to insert the date, slide number or other fixed text at the top or bottom of each slide.

Choose View, Header and Footer. Choose the items you wish to display and enter any fixed text. To exclude header and footer items from the title slide, check the Don't show on title slide box. Choose Apply to All to apply to all slides in the presentation.

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You can quickly add the date or page number to all slides as follows: From any slide, choose Insert, Date and Time. Check the Date and Time box and choose the date format to display. Check the Slide Number box. Click on Apply to All.

Excluding Master Items
Items added to the slide master can be excluded from specific slides, as can any graphics added to all styles by the template applied to the presentation.

If you wish to exclude items from a single slide, ensure that slide is displayed on screen. If you wish to exclude master items from a number of slides in the presentation, these slides can be selected as follows: Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal scroll bar. Select all required slides by holding [Ctrl] and clicking on each slide in turn.
The Slide Sorter view button

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To exclude master items: Choose Format, Background. Click on Omit Background Graphics from Master. Click on Apply.

Slide Backgrounds
is possible to change the background of individual slides, or of all slides of the presentation. The background can be changed to a single colour, a pattern of colours or an image.

For Example

Choose Format, Background. To set a background colour, choose the required colour from the drop-down list or choose More Colours to view additional colours. To add an effect to the background, choose Fill Effects and the required option. Click on Apply to apply the background to the selected slide only or Apply to All to amend all slides. The following fill effects are available: Effect Gradient Description Click on the this tab to add shading to the background. Choose One Colour to shade a single colour with black or white or Two Colour to shade any two colours. Choose Preset for pre-set shading options such as Fire or Rainbow. Page 73 of 141

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Effect Texture Pattern Picture

Description Click on this tab to add a pre-set texture e.g. marble or wood to the background. Click on this tab to add a two-colour pattern to the background. A choice of Foreground and Background colour can be made. Click on this tab to add a picture to the background. Click on Select Picture and locate the image to be used before clicking on OK.

It is possible to change the background of a number of specific slides in one step: Choose View, Slide Sorter or click on the Slide Sorter view button to the left of the horizontal scroll bar.
The Slide Sorter view button

Select all required slides by holding [Shift] and clicking on each slide in turn. Choose Format, Background and the required background options. Click on Apply to apply the background to selected slides only.

Templates
A template is a presentation shell that can be used to create consistent presentations over and over again. If you create many slides that have similar text or appearance, it would be possible to create a template that includes the common elements. Each time you needed to create a new slide, the template would be used to save you entering the common elements again. When a new presentation is created, you can choose a template on which to base the presentation. PowerPoint 2003 comes with a number of default templates that can be used immediately. It is also possible to create your own templates, which will store all formatting and objects on the slide master. To create a template: Ensure all formatting and objects to be saved with the template have been applied to the slide master. Choose File, Save As. Click in the File Name box and enter a name for the template. Change Save As Type to Design Template - the default template folder will be displayed. Click on Save.

Something Else to Try
It is possible to store the template in a subfolder of this default folder, so the template will appear under a different tab in the New Presentation dialog box.

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Choose File, Save As. Change Save As Type to Presentation Template - the default template folder will be displayed. Click on the Create Folder button at the top of the Save dialog box. Enter a name for the new folder and click on OK. Double click on the new folder to activate it. Click in the File Name box and enter a name for the template. Click on Save when complete.

Template Example
A template is a presentation shell that can be used to create consistent presentations over and over again. If you create many slides that have similar text or appearance, it would be possible to create a template that includes the common elements. Each time you needed to create a new slide, the template would be used to save you entering the common elements again. When a new presentation is created, you can choose a template on which to base the presentation. PowerPoint 2003 comes with a number of default templates that can be used immediately. The slide below was created using "proposal", a standard PowerPoint template:

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Blank Templates
If you create a completely new, blank presentation in PowerPoint, a template is still used. The standard template is called BLANK.POT and holds the standard presentation settings such as the standard font and text size.

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The Drawing Toolbar
This toolbar is used to create and format drawing objects such as lines, arrows and boxes. This toolbar is common to Word, Excel and PowerPoint.

Grids and Guides
The PowerPoint grid is a set of intersecting dotted lines that can be hidden or displayed as required and that can greatly assist in the sizing and alignment of objects. To display the grid, click on the Grid button on the Standard Toolbar.
The Grid button

You can set exactly how gridlines should appear on screen: Choose View, Grid and Guides or press [Ctrl G]. If you want objects to line up against the grid automatically if they are drawn or moved close to the grid, check the Snap to Grid box. Set the interval at which gridlines should appear in the Spacing box. Click on OK when complete.

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Drawing Guides
Guides are similar to grids in that they are used to align and draw objects more easily. However, while grids appear at set intervals on screen, you can control exactly how many guides are shown, and where they appear - their position can be changed as required. To display guides on screen: Choose View, Grid and Guides or press [Ctrl G]. Check the Display Drawing Guides on Screen box. Click on OK. By default, a horizontal and vertical guide will be displayed in the centre of the slide:

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Drawing Shapes
The Drawing Toolbar is used to add lines and shapes to a slide or presentation. Once added, these lines and shapes can be formatted, moved and sized as required.

Drawing Lines
Click on the Line or Arrow button on the Drawing Toolbar. Position the mouse where the beginning of the line should appear and drag the mouse to create the required length and direction.
The Line button The Arrow button

The following keys can be held while drawing the line to change the way in which the line is created: Key Shift Ctrl Shift + Ctrl Action Forces a straight line Draws the line from the centre out. Draws a perfectly straight line from the centre out

Drawing Shapes
Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows: Click on the Rectangle or Ellipse button on the Drawing Toolbar or click on AutoShapes and select the required category and shape. Position the mouse where the top-left corner of the shape should appear and drag the mouse diagonally to create the required shape and size.
The Rectangle button The Ellipse button

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The following keys can be held while drawing the shape to change the way in which the shape is created: Key Shift Ctrl Shift + Ctrl Action Forces a perfect shape e.g. a square or circle Draws the shape from the centre out Draws a perfect shape from the centre out

AutoShapes
The following AutoShapes categories are available:

Category

Description Various line styles such as scribbles, freeform lines and arrowed lines. Various connections with different ends and paths. Shapes such as triangles, cylinders and crosses. Various arrow shapes. Flowchart elements such as decisions and processes. Stars, banners, scrolls and explosions. Speech bubbles and boxes that can be connected to other shapes.

Additional AutoShapes can be created by choosing More AutoShapes from the AutoShapes menu. This reveals the Clip Art task pane displaying various pre-created images, including: Banners of different shapes and colours Conceptual shapes such as jigsaw pieces and triangles Networking and computer shapes Furniture for designing office layouts

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Connecting Shapes
You can connect shapes and lines that you have drawn using a connector too. Connectors will allow you to access points on the border of a shape and join to a point on another shape by selecting a number of connection types. The example below shows shapes and a variety of connector lines - straight, curved and with arrows.

To use connectors:

Draw the two shapes to be connected. Click on the AutoShapes button on the Drawing Toolbar and choose Connectors. Choose the type of connector line to use e.g. arrowed. Click on the edge of the first shape, where the connector line should begin. Click on the edge of the second shape, where the connector line should end
If using elbow connectors, use the yellow box on the selected connector line to change the shape of the elbow.

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Formatting Connectors
Once the connector has been drawn if you need to amend it, access the shortcut menu for that connector by right clicking it.

Selecting Objects
An object or graphic must be selected before it can be manipulated in any way. It is possible to select a single object, or multiple objects on a slide. 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.

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If the objects are positioned next to each other: Click on the Selection button on the Drawing Toolbar.

The Selection button Drag the mouse over all objects to be selected, as in the following illustration:

To select all objects on a slide, click on a blank area of the slide, choose Edit, Select All or press [Ctrl A].

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Moving and Sizing Objects
When an object is selected, "handles" appear around the object. These handles are used to re-size the object.

Moving an Object
Position the mouse over the edge of the object (not on a handle) and drag to move the object. Hold [Ctrl] while dragging to copy the object. Hold [Shift] while moving or copying the object to line it up perfectly with the original position. Many AutoShapes also display a small yellow diamond when selected. This handle can be used to change the shape of the object when dragged in different directions.

It is possible to change a shape into another shape entirely without losing any formatting:

Select the shape you wish to change. Choose Draw, Change AutoShape and the required category and AutoShape.

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Press [Ctrl D] to duplicate the selected object. The copy will be placed slightly below and to the right of the selected object.

Formatting Lines and Shapes
The Drawing Toolbar contains buttons to change the line and fill options of the selected shapes.

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Select the shapes to be formatted. Change the fill colour of the object by clicking on the drop-down arrow of the Fill Colour button. Choose a colour from the list displayed or click on More Fill Colours to display a full palette from which any colour can be selected. Change the line colour by clicking on the drop-down arrow of the Line Colour button. Choose a colour from the list displayed or click on More Line Colours to display a full palette from which any colour can be selected. Change the line thickness and style by clicking on the Line Style button and choosing the required format. If a dashed line is required, click on the Dash Style button and choosing the required dash format. To add an arrowhead to the start and/or end of a line, click on the Arrowheads button and choose the required option.

Additional Formatting
The line and fill formatting of a shape can also be changed as follows: Select the shape and choose Format, AutoShape. Click on the Colours and Lines tab and choose the fill colour and line options from the dropdown lists. To add fill effects to the object, click on the Fill Colour drop-down arrow and choose Fill Effects see table below for available options.

If a line has been selected, and not a shape such as a circle or rectangle, arrowheads can be added to the beginning or end of the line.

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The following fill effects can be selected: Effect Gradient Description Click on the this tab to add shading to the shape. Choose One Colour to shade a single colour with black or white or Two Colour to shade any two colours. Choose Preset for pre-set shading options such as Fire or Rainbow. Click on this tab to add a pre-set texture e.g. marble or wood to the shape. Click on this tab to add a two-colour pattern to the shape. A choice of Foreground and Background colour can be made. Click on this tab to add a picture to the shape. Click on Select Picture and locate the image to be used before clicking on OK.

Texture Pattern Picture

Other Things to Try
Remove the colour from a shape by clicking on the drop-down arrow in the Fill Colour box and choosing No Fill. Remove the line around a shape by clicking on the drop-down arrow in the Line Colour box and choosing No Line.

It is possible to set the default format, so that any new lines and shapes will be formatted automatically: Click on any shape on the slide that contains the format you wish to use as the default. Choose Format, AutoShape. Ensure the Colours & Lines tab is selected. Check Default for New Objects and click on OK.
Alternatively, right click on the formatted shape and choose Set AutoShape Defaults.

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Shadows and 3D effects
Shadows
PowerPoint has many shadow effects that can be applied to objects, for example:

Select the object you wish to apply the shadow to. Click on the Shadow button on the Drawing Toolbar.

The Shadow button

Choose the required type of shadow. Choose Shadow Settings for additional options such as nudging and shadow colour. The following toolbar will be displayed:

3D Effects
3D Effects can be applied to any shape, for example:

Select the object you wish to apply the 3D effect to.

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Click on the 3D Effect button on the Drawing Toolbar.

The 3D Effect button

Choose the required type of effect. Choose 3D Settings for additional options such as direction and lighting. The following toolbar is displayed:

Typing Text Inside Shapes
It is possible to enter text inside any shape without the need to create a separate text object. Some examples of text inside shapes:

To enter text inside a shape: 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.

Creating 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 icon on the Drawing Toolbar.
The Text Box button

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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. Choose Format, AutoShape and click on the Text Box tab. Change the text settings as required and click on OK.

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Aligning Objects
Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option is used, for example, all selected objects will be lined-up with the left-most object. For Example:
Objects before left alignment Objects after left alignment

Select the objects to be aligned Choose Draw, Align or Distribute and the relevant alignment option e.g. left or top.
Align Centre should be used to align objects in a column, while Align Middle should be used to align objects in a row.

Distributing Objects
Distribution will ensure the spacing between three or more objects is identical. For Example:
Objects before vertical distribution Objects after vertical distribution

Select the objects to be distributed. Choose Draw, Align or Distribute. 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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It is possible to create a toolbar containing the Align and Distribute options. This is especially useful if you use these commands over and over again. Choose Draw, Align or Distribute. Click on the thick grey bar at the top of the Align and Distribute menu and drag this to a suitable position on the screen.

The following toolbar will be displayed:

Something Else to Try
You can also use the Align and Distribute option to align an object on the slide itself e.g. to place an object in the centre of the slide.

Select the object to be aligned on the slide. Choose Draw, Align or Distribute and the Relative to Slide option. The option will show as ticked when the menu is next selected. Without deselecting the object, choose Draw, Align or Distribute and the required alignment option e.g. Centre to align the object between the left and right margins of the slide. © Hewlett-Packard 2004 Page 92 of 141

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Grouping Objects
Multiple objects can be grouped to a single object that can be moved, copied or formatted in a single command. The following objects are separate and will always have to be selected one at a time. While the following objects are grouped. Clicking once on either object will select both.

To group objects: Select the objects to be grouped. Choose Draw, Group. To ungroup objects: Click on the grouped object. Choose Draw, Ungroup.
Press [Shift Ctrl G] to quickly group the selected objects.

Selecting Objects in a Group
When objects are grouped, you can still select an individual object in the group and make formatting changes to that object e.g. to change the object's fill colour or border style. Click once on the group of objects, then again on the individual object you wish to select.

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If a group of objects has been ungrouped, they can be regrouped quickly without the need to select all individual objects first. Choose Draw, Regroup. The last set of ungrouped objects will be regrouped.

Stacking Objects
By default, objects are stacked as they are created. This order can be changed as required.

The order in which objects are stacked can be changed as follows: Select the object to be re-ordered. Choose Draw, Order and the required order The following orders can be selected:
Order Bring to Front Send to Back Bring Forward Send Backward Description Move the object to the top of the stack, above all other objects. Move the object to the bottom of the stack, below all other objects. Move the object forward by placing it in front of the object it is currently behind. Move the object back by placing it in behind of the object it is currently in front of.

It is possible to create a toolbar containing the Ordering options. This is especially useful if you use these commands over and over again. Choose Draw, Order Click on the thick grey bar at the top of the Order menu and drag this to a suitable position on the screen.

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The following toolbar will be displayed:

Inserting ClipArt
You can add ClipArt to a PowerPoint slide by using one of the content slide layouts. Using the slide layout task pane, choose one of the Content or Text and Content layouts. Click on the ClipArt icon in the content placeholder. Choose the image you wish to display on the slide. Click on OK.

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The ClipArt Task Pane
The ClipArt task pane is used to add ClipArt to any slide, regardless of it's layout. You can show this task pane in one of the following ways: Click on the ClipArt button on the Drawing Toolbar.
The ClipArt button

Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. If the Insert ClipArt task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose Insert ClipArt.

When you use the ClipArt task pane for the first time, you will be asked to add all images from your hard drive into the Clips Organizer, allowing easy access to all of your images, sounds and video files. To find ClipArt using the task pane: Click in the Search For box and type any keywords that indicate the type of image you wish to insert. Click on the Search button.

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Leave the Search For box blank to find all images, regardless of their keywords.

All matching images will be displayed in the task pane. Click once on an image to insert it onto the current slide. Click on the drop-down arrow of the image to show additional options:

If you search was not successful, click on the Modify button at the bottom of the task pane to enter a different set of keywords.

Other Search Options
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.

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Media Types
Category Clip Art Description ClipArt, drawings and other static graphics.

Photographs photographs and scanned images Movies Video clips, animated GIFs and other animations. Note that animated GIFs will display only if the document is saved in HTML format and viewed in a web browser such as Internet Explorer or Netscape. Wav files and other sound clips

Sounds

The Clip Organiser
When you use the ClipArt task pane for the first time, you will be asked to add all images from your hard drive into the Clips Organizer, allowing easy access to all of your images, sounds and video files. Click on Now to add items to the organiser now, or Later to do this at a later stage. If you choose to add to the organiser now, PowerPoint will display a message while it finds and organises your media files.

Once you have added clips to the organiser, you can locate clips and organise and insert them into your slides as required. Click on the Clip Organizer link at the bottom of the Insert ClipArt task pane. Clips will be organised by the folder they were found in. Click on the name of a folder on the left of the Clip Organizer window to view the images in that folder. Clips are also stored in collections, which are hierarchical lists of images that have keywords relating to their collection © Hewlett-Packard 2004 Page 98 of 141

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Click on the image on the right that you wish to insert. A drop-down menu will be displayed. Choose Copy.

Close the Clip Organizer using the button in the top-right corner of the window. Back in PowerPoint, choose Edit, Paste or press [Ctrl V] to insert the clip onto the current document.
You can create your own collection categories and import Clips into them and import clips from the Microsoft Gallery On-line.

Inserting Graphics from File
PowerPoint supports a large number of graphic formats so that images created in other applications may be inserted into a presentation. Images are inserted as follows: Choose Insert, Picture and From File or click on the Insert Image button on the Drawing Toolbar.

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The Insert Image button

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 and choose Insert.

If you want to insert multiple images in a single step, hold [Ctrl] and click on each image in the Insert Picture dialog box. Click on Insert when all images are selected.

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The Picture Toolbar
When an image is selected, the Picture toolbar is displayed automatically. This toolbar contains options for formatting images:

To change the image colour, click on the Image Control button - the following options are available: Option Automatic Grayscale Black and White Washout Description Original colour of the image Colour is replaced by various shades of grey Image is displayed only using black and white - no colour or grey shading The image is made much lighter, so that text could be read over the image

Compressing Images
Use the Compress Image button on the Picture Toolbar to reduce the size that the image will use when stored on disk. This will not make the image appear smaller, although some image quality may be lost when the image is compressed.

The Compress Image button

Cropping Images
Cropping allows you to resize a graphic by hiding portions of the object. It is useful for removing unwanted areas of the picture.

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For Example
An image before cropping: An image after cropping:

To crop an image: Select the image to be cropped. If the Picture toolbar is not displayed, right click on the selected object and choose Show Picture Toolbar. Click on the Crop button of the Picture Toolbar.

The Crop button

Position the mouse pointer over a handle of the picture and drag the mouse to hide the required portion.

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

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It is also possible to rotate images - both ClipArt and inserted file images:

Something Else to Try...
Objects can be flipped to create a mirror image or rotated to any degree of the original shape.
Horizontal Flipping:

Vertical Flipping:

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To rotate or flip an object:

Select the object to be rotated or flipped. Multiple objects should be grouped before selecting them, click here to find out how to group objects. Choose Draw, Rotate or Flip Choose the required option from the submenu displayed.

It is possible to create a toolbar containing the Align and Distribute options. This is especially useful if you use these commands over and over again. Choose Draw, Rotate or Flip. Click on the thick grey bar at the top of the Rotate or Flip menu and drag this to a suitable position on the screen.

The following toolbar will be displayed:

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Recolouring Images
Certain types of images such as PowerPoint ClipArt can be recoloured - you can select the existing colours and replace these with new colours of your choice.

For Example
Original Image Recoloured Image

To recolour an image: Select the image you wish to recolour. If the Picture Toolbar is not displayed, right-click on the image and choose Show Picture Toolbar. Click on the Recolor Picture button of the Picture Toolbar.
The Recolor Picture button

Change the colours as required and click on OK.

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Some graphic types can not be recoloured in this way e.g. Bitmap files. As all types of images can be stored as ClipArt, you cannot assume that all ClipArt images can be recoloured.

Creating an Image Photo Album
If you have a lot of images you wish to display as a slide show, you can create a photo album using PowerPoint 2003. Create a new, blank presentation. Choose Insert, Picture and 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.

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You will now be able to finalise your photo album. Look at each photo in turn and change any settings as required. Click on Create when you are ready to create the album.

PowerPoint will create your photo album. The first slide will show your name as entered in the Tools, Options dialog box. The text on this slide can be amended as required. Additional slides will show the photos you selected for your album.
You can now display your album using PowerPoint's slide show features.

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Saving Images
If a slide contains an image that you may want to use again in the future, you can store that image on one of your computer's drives. You can then insert the image into any other presentation as required. To save an image to disk: Right click over the image you want to save to disk. Choose Save as Picture.

Use the Save In drop-down list to choose the drive and folder you wish to save the image into. Click in the File Name box and type a name for the image. From the Save As Type box, choose the format you wish to save the image as. Click on Save.
GIF and JPEG formats will result in the smallest image file size. Use JPEG format for photographs and GIF format for non-photograph images such as cartoons or ClipArt.

Drawing Diagrams
PowerPoint has a feature that allows easy creation of the following types of diagrams: Diagram Organisation Chart Example Description Shows hierarchical relationships e.g. in a department or group structure

Cycle Diagram

Shows a process that continues indefinitely

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Diagram Radial Diagram

Example

Description Shows the relationship between different elements and a single core element

Pyramid Diagram

Shows the steps of a process or relationship

Venn Diagram

Shows the areas of overlap between different elements

Target Diagram

Shows the steps of a process and how they proceed to a set goal

Creating Diagrams
You can add a diagram to a PowerPoint slide by using one of the content slide layouts. Using the slide layout task pane, choose one of the Content or Text and Content layouts. Click on the Diagram icon in the content placeholder. Choose the type of diagram you wish to create. Click on OK.

To add a diagram to any slide, regardless of its layout, click on the Diagram button on the Drawing
Toolbar.

The Diagram button

Organisation Charts
To complete an organisation chart, click on each box of the chart and type the text you wish to appear in the box.

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To add a new box to the diagram, first choose the box you wish to connect the new box to. Click on the drop-down arrow of the Insert Shape button on the Organisation Chart toolbar and choose the type of connection you wish to make. The following organisation chart shows how each type of shape would be added to the original.

Use the Layout drop-down list on the organisation chart toolbar to choose how sub-ordinates should be displayed e.g. left or right hanging. Use the AutoFormat button on the organisation chart toolbar to choose a format for the chart.

Other Diagrams
When creating other types of diagrams e.g. Venn or pyramid, the following toolbar buttons are used to manipulate the diagram:

Use the Change To button on the Diagram Toolbar to change the current diagram to a different type without losing any data or formatting e.g. from a pyramid to a radial diagram.

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Creating Tables
A table consists of columns, rows and cells that can contain text or graphics. Tables are used to create tabulations, to align text and images or to place boxes around key parts of a slide.

Within each cell, text wraps as it does between the margins of a text box or placeholder. The cell expands vertically to fit the amount of text typed. To create a table: Position the cursor where the table should appear Choose Insert, Table. Enter the number of columns and rows required and choose OK.

Tables can also be created by clicking on the Insert Table icon on the Standard Toolbar.
The Insert Table button

Drag the mouse over the required number of columns and rows. Release the mouse button to insert the table at the cursor position.

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Typing Text in the Table
The cursor is positioned automatically in the first cell of the table. As you type, text will wrap around the first cell. 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].
The cursor can also be positioned in any cell by clicking the mouse in the required cell.

Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any size. Click on the Tables & Borders button on the Standard Toolbar.
The Tables & Borders button

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.

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Once the frame of the table has been created, columns and rows can be added. Add columns or rows by pointing where the beginning of the divider line should appear - click and drag to the end of the line.

The Tables & Borders Toolbar
The Tables and Borders toolbar contains buttons to format the table:

Lines can be removed as follows: Click on the Erase Lines button on the Tables & Borders Toolbar. Drag the eraser over the line to be removed. To set the border colour before drawing any lines in the table, click on the Border Colour icon on the Tables and Borders toolbar and select a new colour. This will be used when a new column or row divider line is drawn.

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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 Tables & Borders toolbar.

To select a column, click on the Table menu on the toolbar and choose Select Column. To select a row, click on the Table menu on the toolbar and choose Select Row. To select the entire table, click on the Table menu on the toolbar and choose Select Table.
Cells of a table can also be selected as follows:

Inserting and Deleting Columns and Rows
Inserting Columns & Rows
Columns and rows can be inserted as follows: To insert a column or row anywhere inside the table, select the column or row that is positioned where you wish the new column or row to appear. Right-click over the selection and choose Insert Column or Insert Row as required.

To add a row to the end of the table, position the cursor in the last cell of the table and press [Tab].

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To add a column to the end of the table, select the last column and click on the Table menu of the Tables & Borders toolbar. Choose Insert Columns to the Right.

Deleting Columns and Rows
Columns and rows can be deleted as follows: Select the column(s) or row(s) to be deleted. Right-click over the selection and choose Delete Columns or Delete Rows as required

Borders and Shading
The Tables & Borders toolbar is used to add borders to tables in PowerPoint. The following border options are available:

Use the Border Style drop-down list to choose the line style for the border Use the Border Thickness drop-down list to choose the line weight Use the Border Colour button to choose the line colour After selecting the style, thickness and colour, use the Add / Remove Borders button to specify where the borders should appear around the selected cells.

Use the Shade Cells drop-down list to choose a background colour for the selected cells.

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Column Widths and Row Heights
When a table is created, the columns and rows 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.

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 widths of all remaining rows of the table to accommodate the change.

You can set multiple columns or rows to the same size, distributing the size equally between all selected columns or rows. Select the columns or rows you wish to size. Click on the Distribute Columns Evenly or Distribute Rows Evenly button on the Tables & Borders toolbar.

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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 if required.

The following icons on the Tables & Borders toolbar are used:

To merge cells, select the cells and click on the Merge Cells button. To split a cell into two columns, click on the Split Cells button.

PowerPoint 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:

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.

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Bar This type of chart shows individual figures at a specific time or illustrates comparisons among items.

Column This type of chart shows variations over a period of time or illustrates comparisons between items.

Pie and Doughnut These 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.

Line This type of chart shows trends in data over a period of time. When compared to an area chart, line charts emphasise the rate of change over time as opposed to the magnitude of change.

XY (Scatter) This chart type is commonly used for scientific data and shows the relationship between values in several series of data.

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Radar A radar displays each category on its own value axis radiating from the centre point. Lines connect values in the same series.

3D Surface In this chart colours and patterns indicate areas of the same value. They are useful for finding optimum combinations between two sets of data.

Creating a Chart
Charts can be added to a slide in one of the following ways Choose an Slide Layout containing a chart placeholder and double click on this placeholder or Click on the Chart button on the Standard Toolbar.

The Chart button

A datasheet and sample chart will be displayed. The chart data, including any heading and legend text, must be entered into the datasheet. The sample data can be deleted by clicking on the first grey box on the datasheet, above row number one and to the left or column A - all data should be highlighted. Press [Delete].

Type the text to appear as category axis titles in the first row of the datasheet. Type the text to appear in the legend in the first column of the datasheet. Type the numeric data in the corresponding cells.

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For Example: This datasheet: Would create this chart:

Close the datasheet by clicking on the sample chart in the background of the datasheet.

Data Orientation
The data of the chart can be displayed by row or column. The buttons on the Standard Toolbar can be used to change the chart orientation:

By Row By Column If the chart is displayed by row, each row of the datasheet will be a different data series. If the chart is displayed by column, each column of the datasheet will be a different data series.

For Example
The datasheet in the example above could display the following charts: By row: By column:

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Changing the Chart Type
The default chart type for any new chart is a 3D column chart. This can be changed to any of the other chart types supported by PowerPoint, without the need to re-create the chart.

If the chart is not active, double click anywhere on the chart to activate it. The chart type can now be changed as follows: Click on the drop-down arrow of the Chart Type button on the Standard Toolbar. Choose the type of chart you wish to use from the list displayed The Chart Type button

Additional Chart Types
A larger selection of chart types is available by changing the type in the following way: Choose Chart, Chart Type. Choose the Standard Types tab to display the most common types of charts, or the Custom Types tab to display more elaborately formatted types such as floating bars or tubes. Click on the chart you wish to use. If choosing a standard type, sub-types will display to the right click on the sub-type you wish to use. To set the chart as the default type used for any new charts created in PowerPoint, click on the Set as Default Chart button. Click on Yes to confirm this setting. Choose OK when complete.

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Selecting Chart Elements
Charts contain the following major elements:

Each element can be selected by clicking the mouse on the element or using the Chart Objects box on the Standard Toolbar. Click on the drop-down arrow of the Chart Objects box. Choose the element to be selected. The Chart Objects box

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Formatting Charts
Choose Chart, Chart Options to display chart options. A dialog box will display, containing a sample image of your chart.

The tabs along the top of the dialog box are used to set all chart options:
Tab Titles Axes Gridlines Legend Description Allows you to set a title to appear at the top of the chart, plus titles to appear along the category and value axis. Allows you to choose whether a category and value axis should be displayed. Allows you to choose whether the chart should contain horizontal or vertical gridlines. Allows you to choose the position of the legend.

Data Labels Allows you to choose whether to display data labels. Data Table Allows you to choose whether to display a data table.

Formatting Chart Elements
To format a selected chart element, click on the Properties button on the Standard Toolbar. The Properties button A dialog box will display with different tabs, depending on the chart element selected. The following tabs are displayed when you show the properties of a data series:

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Tab Patterns Shape Data Labels Options

Description This tab is used to set the colour of bars and lines of the chart. In a line chart, it can also be used to change the markers and to smooth the line if required. When using a column chart, this tab allows you to choose the shape of the columns e.g. bars, cones or cylinders. This allows you to set data labels for the selected data series only. This tab is used to set the width of the gap between bars of a chart, and to set an overlap if the bars appear next to each other. It can also be used to vary the colours of all bars within a single series.

The following tabs are displayed when you display the properties of the value axis of a chart:

Tab Patterns Scale Font

Description This tab is used to set the style of the value axis line. This tab is used to set the scale of the axis. This tab is used to set font, size and style of the numbers of the value axis.

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Tab Number Alignment

Description This tab is used to set the format of the numbers on the axis e.g. to Currency or Percent with 2 decimals. This tab is used to set the alignment and orientation of the axis text.

Charts can also be formatted as follows: Double click on any title or label to change the font, pattern and alignment options. Double click on the legend to change the font, pattern and placement options. Double click on the value axis to change the font, pattern, number format and scale of the axis. Double click on a data series to change the fill options. Fill effects such as gradient, texture and picture can be selected to fill each bar.

Aligning Labels on a Chart
Text orientation on labels and axis titles can be set using the Alignment tab of the chart properties.

Double click on the label or title you wish to align, then click on the Alignment tab.

The following icons on the Formatting Toolbar can be used to quickly change the alignment of selected labels: Angle Text Down - rotate to -45 degrees Angle Text Up - rotate to 45 degrees

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Chart Gridlines
Major and minor gridlines can be set on the value and category axis of a chart: Major gridlines on the value axis: Major and minor gridlines on the value axis:

Major gridlines on the category axis:

Major and minor gridlines on the category axis:

The gridlines of the value axis are set according to the scale. Major gridlines appear at each major unit, while minor gridlines appear at each minor unit. To set gridlines: Choose Chart, Chart Options. Click on the Gridlines tab. Choose the gridlines you wish to display and click on OK.

Setting the Chart Scale
The scale of the value axis is the range of values that are displayed on the chart. The scale is set automatically but can be changed as required.

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The following chart has a scale as listed below:

Scale Minimum Maximum Major Unit Minor Unit

Description Lowest value on the axis Highest value on the axis Interval at which numbers and major gridlines should appear on the axis Interval at which minor gridlines should appear on the axis

Setting on above chart 0 120 20 10

To set the scale of the axis: Double click anywhere on the value axis to display the properties dialog box. Click on the Scale tab. Set the minimum, maximum, major and minor unit as required. Ensure the Auto box is not checked for the units you wish to specify manually. Choose OK when complete.
It is possible to change the display unit of the value axis e.g. to thousands or millions. This results in smaller numbers displayed on the value axis and an automatic axis label showing the display unit. Choose the required option from the Display Unit drop-down list.

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Data Labels
Data labels are used to display text for each point on a data series. They can be used to display labels or values:

Labels showing the value above the bar:

Labels showing the label in the centre of the bar:

To set data labels for all series of the chart: Choose Chart, Chart Options. Click on the Data Labels tab. Check each label you wish to display - you can use a combination of labels e.g. the series name and the value. If displaying more than one label, choose how to separate these labels in the Separator box e.g. using a comma or displaying each label on a new line. Click on OK.

To set labels for a single series or a single item: Select a single series by clicking once on any item of the series. Select a single item by clicking once on any item of the series, then clicking on the specific item. Click on the Properties button on the Standard Toolbar. The Properties button Click on the Data Labels tab. Choose the type of label you wish to display and click on OK.
To remove unwanted data labels, simple click on any label in the series and press [Delete] - all labels in the series will be removed.

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To format a set of data labels, double click on any of the labels to display a dialog box with the following tabs:
Tab Patterns Font Number Alignment Description Choose the colour to appear in the background of the labels, and the style and colour of a border to appear around the labels Set the font and style of the label text Set the format of a value label e.g. to Currency or Percent with two decimals Set the alignment of the text and use the Label Position box to set where the label should appear e.g. outside or centre

The Chart Legend
A legend is a key that appears with the chart to show what each line or bar of the chart represents:

The legend can be hidden or displayed by clicking on the Legend button on the Standard Toolbar. The Legend button

Formatting the Legend
Double clicking on the legend displays a dialog box with the following tabs: Tab
Patterns Font Placement

Description
Used to set the background colour of the legend box, plus the borders around the box Used to set the font, size and style of legend text Used to set the position at which the legend should appear. Choose Bottom to spread the legend vertically below the chart.

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Chart Data Tables
A chart data table is a table that appears under the chart, showing the values that are displayed on the chart itself:

A chart displaying a legend

The same chart displaying a data table

The data table can be hidden or displayed by clicking on the Data Table button on the Standard Toolbar. The Data Table button

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Slide Transition
The slide transition is the effect used when one slide changes to another in an electronic slide show. Transition is set via the Slide Transition task pane, which can be shown in one of the following ways: Choose Slide Show, Slide Transition or Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. If the transition task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose Slide Transition.

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To set transition for the current slide: Click on the effect from the list at the top of the task pane. The slide will redisplay using the selected effect. Select the required Modify Transition and Advance Slide options:

If you would like all slides in the presentation to show the same transition effect, click on the Apply to All Slides button. Click on the Slide Show button to test the transition by viewing the slides electronically.

Animating Objects
Objects and text can be animated so that it appears on the slide in different ways during a slide show. Preset or custom animations can be applied to text, ClipArt, shapes, graphics and charts.

Animation Schemes
The easiest way to apply animation to your slides is to use one of PowerPoint 2003s pre-set animation schemes. When applying an animation scheme to your slide, all title and bulleted text will be animated when you show the slide during an electronic show. The Animation Schemes task pane is used to apply a scheme to your slide. Choose Slide Show, Animation Schemes or Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane.

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If the animation schemes task pane does not show by default, click on the drop-down arrow at the top of the Task Pane and choose Slide Design - Animation Schemes.

To apply an animation scheme to your slides, choose a scheme from the Subtle, Moderate or Exciting categories. Click on the Apply to All Slides button if you want all slides to show the same animation effects.

Custom Animation
Custom animation can be used to animate objects such as ClipArt images or shapes that are not included in a pre-set animation scheme. Show the Custom Animation task pane by choosing Slide Show, Custom Animation or using the drop-down menu in the title bar of the task pane currently showing on screen. Select the text or object you wish to animate. Click on the Add Effect button on the Custom Animation task pane. Choose the type of animation you wish to apply (see table below). Choose the animation effect from the submenu displayed. The following types of animation can be applied to objects and text on a slide: Effect Entrance Exit Description The effect that occurs when the object first appears on the slide The effect that occurs when the object disappears from the slide

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Effect Emphasis

Description The effect that occurs when the object is on the slide

Once the animation effect has been selected, use the Modify options to choose exactly how the animation effect should occur:

Animating Charts
When you apply custom animation to a chart, all elements of the chart will show at once using the selected effect. You can change this so that each series or category appears one at a time. Select the text or object you wish to animate. Click on the Add Effect button on the Custom Animation task pane. Choose the type of animation and the effect you wish to apply (see above). In the custom animation task pane, click on the drop-down arrow of the effect and choose Effect Options.

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Click on the Chart Animation tab of the Options dialog box. From the Group Chart list, choose how to show the chart during the animation effect e.g. by series or by category. Choose whether you want the grid and legend to be animated by checking the Animate Grid and Legend box. Click on OK.

Hiding Slides
This option allows you to hide a slide that you may not need to show in the presentation. The slide can still be shown, but will not appear automatically.

Activate the slide you wish to hide. Choose Slide Show, Hide Slide. When showing the presentation, press H on the preceding slide to display the hidden slide. It is also possible to show hidden slides as follows: Right anywhere on the slide or click on the Menu Indicator in the bottom-left corner of the screen. Choose Go to Slide and the hidden slide. The numbers of hidden slides appear in brackets in this menu.

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Rehearsing Timing
PowerPoint shows can be timed in one of three ways: Manually, which means that the mouse must be clicked for the next slide to appear. This is the default used for all new presentations. With each slide showing for a specific number of seconds, as set in the Transition dialog box. With recorded timings. To rehearse timings for the presentation: Choose Slide Show, Rehearse Timings. The first slide will be displayed on screen, as well as the Timings control panel:

Leave the slide on screen for the required amount of time - the timer box will display the number of seconds that have passed. Click the mouse to continue with the next slide. Repeat the above step until all slides of the presentation have been displayed. To stop the timing temporarily, click on the Pause button, click on Play to restart. When all slides have been displayed, a message box will give the time of the overall presentation. Click on Yes to keep the new timings or No to revert to the previous timings.

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Action Settings
Action settings can be assigned to any object. The action, for example jumping to another slide or to a web page URL, will be carried out if the object is clicked during a slide show. Create and select any object - a shape, ClipArt image, graphic or chart. Choose Slide Show, Action Settings. If the presentation has not yet been saved, you will be prompted to save the file. Choose Yes or No as required. If you wish the action to occur when the object is clicked, choose the Mouse Click tab. Alternatively, if you wish the action to occur simply when the mouse is positioned over the object, choose the Mouse Over tab. Choose the required action settings and click on OK.

When you add an action button to your slide, you are automatically shown the Action Settings dialog box and asked which action you would like to occur when the object is clicked on. To create an action button: Choose Slide Show, Action Buttons. Choose the required action button - most have a pre-set action that will be carried out.

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Click on the slide where the button should appear. Ensure the Action Settings are correct, then click on OK.

Running a Slide Show
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.
Press [F5] to run the slide show.

Slide Show Tools
During the slide show, a menu of tools can be displayed which allow you to navigate the presentation, annotate slides and pause the show. To call up the menu of tools: Right anywhere on the slide or Click on the Menu Indicator in the bottom-left corner of the screen.

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Navigating Slides
Clicking the mouse during a slide show will display the next slide of the presentation. You can also use the buttons on screen to show the next or previous slide.

If you wish to view a different slide, or return to a slide already shown, the presentation can be navigated by title. 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.

The following shortcuts can be used when running a slide show: Keystroke Ctrl P Ctrl A N P S H B W E Any number followed by [Enter] Action 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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Slide Show Options
Slide show options can be set, including whether to play animation and narration, as well as how to advance between slides. Choose Slide Show, Set Up Show. Select the Show Type and all other required settings. Choose OK when complete.

Slide Show options can also be set by holding [Shift] and clicking on the Slide Show view icon.

The Slide Show view button

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