PowerPoint 2010 Nivel 1

PowerPoint® 2010 - Level 1 (First Look)
Your Classroom Learning experience is just one part of the New Horizons learning solution; an enriching, dynamic
and valuable experience that includes Web-based resources during and after class.
The New Horizons learning solution includes online resources such as assessments, eCourseware and self-study
tutorials, making it the finest and most robust learning environment available.
A full electronic version of the user manual - eCourseware - is available for reference and use post-class. Updates to
the content within the eCourseware manual are automatic, providing you with access to the latest version of the
course material at all times.
To access eCourseware and other online resources for this class, visit www.newhorizons.com and select Student
Resources. New Horizons Learning Port a hosted, Web-based platform supports the delivery and management of
your post-class resources. For more information about other available learning options, contact your local New
Horizons Computer Learning Center.
To access your online resources:

1. Go to the New Horizons homepage at www.newhorizons.com.
2. Click the Student Resources link on the lower left side of the New Horizons homepage.
3. Click on the Learning Port link to log in to the site.
4. Log in to the Learning Port using one of the options below:
Option 1: Returning User -- if you have an existing classroom Learning Port account, enter your
Username and Password in the Registered Student area and click Login.
a) Once you are successfully logged in to Learning Port, the homepage will display.
b) Enter the Access Key box and click on Send.
c) Your online learning resources will be added to your Catalog.
-OR-
Option 2: New User -- if you are a new classroom Learning Port user, you will need to complete
the Personal Information form.
a) Begin by clicking on the Enroll button. The Access Key box will display.
b) Enter the Access Key in the Access Key box and click on Send.
c) The Personal Information form will display. Enter your information and click on Submit.
(Note: Remember to write down your Username and Password for future reference. This login will be used to
access post class resources for current and future classes.)
d) The student login page will display. Enter the Username and Password you created in your
new student profile and click Login.
e) Your online learning resources will be added to your Catalog.
Username:
Password:
This login provides access to class resources only. When creating your “Username” enter something unique such as adding the
letters ILT (Instructor Led Training) to the end of the name. This will set it apart from logins that you may use for other types of
online training.
PowerPoint® 2010 - Level 1 (First Look)
Part Number: 3581
Course Edition: 1.0
ACKNOWLEDGMENTS
Project Team
Content Developer: Mothi.s and Theophilus Benjamin • Content Manager: Yamini Gopalakrishnan and Shalm Raj • Graphic
Designer: Ganeshkumar B • Project Manager: Yogesh Aravindhakshan • Media Instructional Designer: Mothi S and
Theophilus Benjamin • Content Editor: Vanitha Kesavan • Materials Editor: Bhuvaneswari P • Media Producer: Bhoopathy R •
Project Technical Support: Abhinash Mishra • Business Matter Expert: • Technical Reviewer: Yamini Gopalakrishnan and
Shalm Raj • Project Technical Support: Mike Toscano
NOTICES
DISCLAIMER: While Element K Corporation takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty
whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any
resemblance to current or future companies is purely coincidental. We do not believe we have used anyone’s name in creating this course, but if we have, please notify us and we will change the name in
the next revision of the course. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots,
photographs of another entity’s products, or another entity’s product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of
the book by, nor any affiliation of such entity with Element K. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the ″External Sites″). Element K is
not responsible for the availability of, or the content located on or through, any External Site. Please contact Element K if you have any concerns regarding such links or External Sites.
TRADEMARK NOTICES: Element K and the Element K logo are trademarks of Element K Corporation and its affiliates.
PowerPoint® 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries; the Microsoft products and services discussed or described may be trademarks of Microsoft
Corporation . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.
Copyright © 2010 © 2010 Element K Corporation. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not
be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written
permission of Element K, 500 Canal View Boulevard, Rochester, NY 14623, (585) 240-7500, (800) 478-7788. Element K Courseware’s World Wide Web site is located at
www.elementkcourseware.com.
This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and
conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Element K materials are being reproduced or transmitted without
permission, please call (800) 478-7788.
Custom Courseware: For many Element K courses, individual lessons can be taken independently from other lessons in the same course. However, mixing and matching lessons from different
courses may affect that course’s instructional flow. Element K is not responsible for the flow of custom courseware. References to figures, tasks, topics, lessons, etc. may not sequence properly in
some areas of the book if they are reorganized. Be sure to carefully review the course materials before you teach the course. Custom Print courses are not returnable.
ii PowerPoint® 2010 - Level 1 (First Look)

CONTENTS
®
POWERPOINT 2010 - LEVEL 1 (FIRST
LOOK)
LESSON 1 - GETTING STARTED WITH POWERPOINT

A. Identify the Elements of the User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Microsoft Office PowerPoint 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
The PowerPoint 2010 Application Window . . . . . . . . . . . . . . . . . . . . . . . . 2
The Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Tabs on the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
The Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
The Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
The Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Dialog Box Launchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Contextual Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
B. View a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Presentation Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
The Normal View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Presentation Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
The Slide Show View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
The Slides Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
The Outline Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
The Protected View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
C. Save a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The Save Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The Save As Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
PowerPoint 2010 File Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
The Compatibility Checker Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Presentation Recovery Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
D. Use Microsoft PowerPoint Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
The PowerPoint Help Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
PowerPoint Help Toolbar Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Contents iii
CONTENTS
LESSON 2 - CREATING A BASIC PRESENTATION
A. Initiate a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Methods for Creating a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
B. Enter Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Text Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
C. Arrange Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Text Selection Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
The Mini Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
The Cut, Copy, and Paste Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
The Paste Preview Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
The Paste Special Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
D. Format Text Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Text Placeholder Formatting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
E. Add Slides to a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Slide Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Types of Slide Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
The Reuse Slides Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
F. Arrange Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
G. Work with Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Theme Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Galleries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
The Live Preview Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Background Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
LESSON 3 - FORMATTING TEXT ON SLIDES

A. Apply Character Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Character Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
WordArt Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
The Font Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
The Format Painter Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
The Replace Fonts Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
iv PowerPoint® 2010 - Level 1 (First Look)

CONTENTS
B. Format Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Bulleted Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Numbered Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Text Alignment Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Spacing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Rulers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Typography Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
LESSON 4 - ADDING GRAPHICAL OBJECTS TO A PRESENTATION

A. Insert Images into a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Clip Arts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
The Photo Album Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
The Screen Capture Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
B. Add Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Drawing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
C. Add Visual Styles to Text in a Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . 84
WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
SmartArt Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
SmartArt Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
LESSON 5 - MODIFYING GRAPHICAL OBJECTS IN PRESENTATIONS

A. Edit Graphical Objects on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Object Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
The Remove Background Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
The Picture Tools Format Contextual Tab . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Object Scaling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Graphical Object Orientation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Image Compression Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
B. Format Graphical Objects on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Object Formatting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
The Set Transparent Color Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Picture Formatting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
C. Group Graphical Objects on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
The Grouping Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Contents v
CONTENTS
D. Arrange Graphical Objects on a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Order of Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Guides and Gridlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
E. Apply an Animation Effect to a Graphical Object . . . . . . . . . . . . . . . . . . . . 117
The Animation Painter Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
The Built-in Animation Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
LESSON 6 - WORKING WITH TABLES

A. Insert a Table in a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
The Insert Table Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Table Creation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
B. Format Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Table Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Table Fill Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
The Table Styles Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
The Table Effects Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
C. Import Tables from Other Office Applications . . . . . . . . . . . . . . . . . . . . . . . 132
Linking vs. Embedding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
The Insert Object Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
LESSON 7 - WORKING WITH CHARTS

A. Insert Charts in a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
The Chart Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Chart Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
The Chart Tools Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Chart Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
B. Modify a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Chart Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Chart Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
vi PowerPoint® 2010 - Level 1 (First Look)

CONTENTS
C. Import Charts from Other Office Applications . . . . . . . . . . . . . . . . . . . . . . . 145
LESSON 8 - PREPARING TO DELIVER A PRESENTATION

A. Review the Content in a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
The AutoCorrect Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
The Spell Checker Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
The Research Task Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
The Thesaurus Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
B. Divide a Presentation into Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
The Slide Section Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
C. Add Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
D. Add Speaker Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Speaker Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
E. Print a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
The Page Setup Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
F. Deliver a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
LESSON LABS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

SOLUTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Contents vii
viii PowerPoint® 2010 - Level 1 (First Look)
INTRODUCTION
ABOUT THIS COURSE

In today’s work environment, presentations have moved far beyond flip charts and overhead
projectors. Audiences not only expect presentations to be in the electronic format, but also
demand them to be unique and use interactive elements to keep them engaged. In this course,
you will use Microsoft® Office PowerPoint® 2010 to create presentations.
Using PowerPoint to create and deliver presentations will capture the audience’s attention and
will help communicate the ideas of the presenter more effectively. PowerPoint 2010 possesses
advanced design features, enhanced illustrations, and graphical elements that make presentation
creation as well as viewing a truly delightful experience.
Course Description
Target Student
This course is designed for students who are interested in learning the fundamentals needed to
create and modify basic presentations by using Microsoft Office PowerPoint 2010.
Course Prerequisites
Students should be familiar with using personal computers, and have used a mouse and key-
board. They should be comfortable with the Windows environment and be able to use
Windows to manage information on their computers. Specifically, they should be able to
launch and close programs; navigate to information stored on the computer; and manage files
and folders. Students should have completed the following courses or possess equivalent
knowledge before starting with this course:
• Microsoft® Office Windows® XP Introduction
• Microsoft® Office Windows® XP Professional Level 1
• Microsoft® Office Windows® XP Professional Level 2
• Microsoft® Office Windows® 2000 Introduction
Introduction ix
INTRODUCTION
How to Use This Book
As a Learning Guide
Each lesson covers one broad topic or set of related topics. Lessons are arranged in order of
increasing proficiency with Microsoft® Offıce PowerPoint® 2010; skills you acquire in one les-
son are used and developed in subsequent lessons. For this reason, you should work through
the lessons in sequence.
We organized each lesson into results-oriented topics. Topics include all the relevant and sup-
porting information you need to master Microsoft® Offıce PowerPoint® 2010, and activities
allow you to apply this information to practical hands-on examples.
You get to try out each new skill on a specially prepared sample file. This saves you typing
time and allows you to concentrate on the skill at hand. Through the use of sample files,
hands-on activities, illustrations that give you feedback at crucial steps, and supporting back-
ground information, this book provides you with the foundation and structure to learn
Microsoft® Offıce PowerPoint® 2010 quickly and easily.
As a Review Tool
Any method of instruction is only as effective as the time and effort you are willing to invest
in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later on. For this reason, we encourage you to
spend some time reviewing the topics and activities after the course. For additional challenge
when reviewing activities, try the ″What You Do″ column before looking at the ″How You Do
It″ column.
As a Reference
The organization and layout of the book make it easy to use as a learning tool and as an after-
class reference. You can use this book as a first source for definitions of terms, background
information on given topics, and summaries of procedures.
Course Objectives
In this course, you will explore the PowerPoint environment and create a presentation. You
will format text on slides to enhance clarity. To enhance the visual appeal, you will add
graphical objects to a presentation and modify them. You will also add tables and charts to a
presentation to present data in a structured form. You will then finalize a presentation to
deliver it.
You will:
• explore the PowerPoint 2010 interface and familiarize yourself with the interface.
• create a presentation.
• format text on slides.
• add graphical objects to a presentation.
• modify graphical objects on slides.
• work with tables in a presentation.
• import charts to a presentation.
• prepare to deliver a presentation.
x PowerPoint® 2010 - Level 1 (First Look)

INTRODUCTION
Course Requirements
Hardware
For this course, you will need one computer for each student and one for the instructor. Each
computer will need the following minimum hardware configurations:
• 1 GHz Pentium-class processor or faster
• Minimum 256 MB of RAM (512 MB of RAM recommended)
• 10 GB hard disk or larger (You should have at least 1 GB of free hard disk space avail-
able for the Office installation.)
• CD-ROM drive
• Keyboard and mouse or other pointing device
• 1024 x 768 resolution monitor recommended
• Network cards and cabling for local network access
• Internet access (contact your local network administrator)
• Printer (optional) or an installed printer driver
• Projection system to display the instructor’s computer screen
Software
• Microsoft® Office Professional Edition 2010
• Microsoft® Office Suite Service Pack 1
• Microsoft® Windows® XP Professional with Service Pack 2
Class Setup
For Initial Class Setup
1. Install Windows XP Professional on an empty partition.
— Leave the Administrator password blank.
— For all other installation parameters, use values that are appropriate for your environ-
ment (see your local network administrator for details).
2. On Windows XP Professional, disable the Welcome screen. (This step ensures that stu-
dents will be able to log on as the Administrator user regardless of what other user
accounts exist on the computer.)
a. Click Start and choose Control Panel→User Accounts.
b. Click Change The Way Users Log On And Off.
c. Uncheck Use Welcome Screen.
d. Click Apply Options.
3. On Windows XP Professional, install Service Pack 2. Use the Service Pack installation
defaults.
4. On the computer, install a printer driver (a physical print device is optional). Click Start
and choose Printers and Faxes. Under Printer Tasks, click Add a Printer and follow
the prompts.
If you do not have a physical printer installed, right-click the printer and choose Pause
Printing to prevent any print error message.
Introduction xi
INTRODUCTION
5. Run the Internet Connection Wizard to set up the Internet connection as appropriate for
your environment, if you did not do so during installation.
6. Display known file type extensions.
a. Right-click Start and select Explore to open Windows Explorer.
b. Choose Tools→Folder Options.
c. On the View tab, in the Advanced Settings list box, uncheck Hide Extensions For
Known File Types.
d. Click Apply, and then click OK.
e. Close Windows Explorer.
7. Log on to the computer as the Administrator user if you have not already done so.
8. Perform a complete installation of Microsoft Office Professional 2007.
9. In the User Name dialog box, click OK to accept the default user name and initials.
10. In the Microsoft Office 2010 Activation Wizard dialog box, click Next to activate the
Office 2010 application.
11. When the activation of Microsoft Office 2010 is complete, click Close to close the
Microsoft Office 2010 Activation Wizard dialog box.
12. In the User Name dialog box, click OK.
13. In the Welcome To Microsoft 2010 dialog box, click Finish. You must have an active
Internet connection to complete this step. Here, you select the Download And Install
Updates From Microsoft Update When Available (Recommended) option, so that
whenever there is a new update, it gets automatically installed on your system.
14. After the Microsoft Update runs, in the Microsoft Office dialog box, click OK.
15. Minimize the language bar, if necessary.
16. On the course CD-ROM, open the 084_592 folder. Then, open the Data folder. Run the
084592dd.exe self-extracting file located within. This will install a folder named
084592Data on your C drive. This folder contains all the data files you will use to com-
plete this course.
Within each lesson folder, you may find a Solution folder. This folder contains solution
files for the lesson’s activities and lesson lab, which can be used by students to check
their end results.
Customize the Windows Desktop

Customize the Windows desktop to display the My Computer and My Network Places icons
on the student and instructor systems by following the steps mentioned below.
1. Right-click the desktop and choose Properties.
2. Select the Desktop tab.
3. Click Customize Desktop.
4. In the Desktop Items dialog box, check the My Computer and My Network Places
check boxes.
5. Click OK and click Apply.
6. Close the Display Properties dialog box.
Before Every Class

1. Log on to the computer as the Administrator user.
2. Delete any existing data file from the C:\084592Data folder.
3. Extract a fresh copy of the course data files from the CD-ROM provided with the course
manual.
xii PowerPoint® 2010 - Level 1 (First Look)

INTRODUCTION
List of Additional Files
Printed with each activity is a list of files students open to complete that activity. Many activi-
ties also require additional files that students do not open, but are needed to support the file(s)
students are working with. These supporting files are included with the student data files on the
course CD-ROM or data disk. Do not delete these files.
Introduction xiii
xiv PowerPoint® 2010 - Level 1 (First Look)
LESSON 1
LESSON 1 Lesson Time

40 minutes
Getting Started with

PowerPoint
In this lesson, you will explore the PowerPoint 2010 interface and familiarize yourself with the
interface.
You will:
• Explore the PowerPoint interface.
• Navigate and view a presentation.
• Save a presentation for later use.
• Use Microsoft PowerPoint Help.
Lesson 1: Getting Started with PowerPoint 1

LESSON 1
Introduction
Using PowerPoint, you can not only create dynamic presentations to captivate the attention of
the audience but also communicate difficult concepts clearly and effectively. Familiarizing
yourself with the PowerPoint application helps you easily adjust to the style of content and
create effective presentations at any time. In this lesson, you will get started with PowerPoint
2010.
You may have scribbled down a fabulous idea on a notepad, but you may need to communi-
cate and present that idea dynamically to generate interest from the audience or get an
approval from your management for implementation. The ability to add graphical objects and
illustrations provides you with the flexibility to customize presentations to suit your needs.
Microsoft Office PowerPoint 2010, with the help of its various new features, allows you to
efficiently create powerful multimedia presentations.
TOPIC A
Identify the Elements of the User
Interface
You are familiar with personal computers and their basic functionality such as the usage of
keyboard and mouse. To effectively use PowerPoint 2010, you must be able to work with its
different tabs, options, layouts, and menus. The application’s main interface is now more task
oriented than the previous versions. In this topic, you will identify the elements of the
PowerPoint 2010 user interface.
PowerPoint 2010 is an effective tool that allows you to deliver interactive presentations by
adding various text and graphic elements to it. Exploring the enhanced layout and interface
elements of PowerPoint 2010 will help you create presentations more efficiently.
Microsoft Office PowerPoint 2010

Microsoft Office PowerPoint 2010 enables you to create colorful and dynamic presentations
that will have a visual impact on the audience. Its user-friendly interface not only helps you
streamline your work but also maximizes your productivity. Its multimedia capabilities enable
you to add diagrams, images, sounds, photos, and animations to your presentations. It also pro-
vides you with enhanced collaborative capabilities. You can use the integrated Help feature to
easily access information on PowerPoint and get help on any of the various tasks that you may
need to perform.
The PowerPoint 2010 Application Window

The PowerPoint 2010 application window is displayed every time, by default, when you open
PowerPoint. This window displays components that allow you to work effectively and effi-
ciently on your presentations.
2 PowerPoint® 2010 - Level 1 (First Look)

LESSON 1
Figure 1-1: The PowerPoint 2010 interface.

The components of the application window are described in the table below.
Window Component Description

The File tab Provides a menu of options including Open, Save,
Print, Share, and Close.
The Quick Access toolbar Provides one-click access to the most commonly
used commands in creating a presentation.
The Ribbon Provides a tab for each step needed to create and
deliver a presentation.
The status bar Provides basic slide information and quick access
to viewing options.
The Ribbon
The Ribbon is a panel at the top of the application window that contains the most commonly
used commands in PowerPoint 2010. These task-specific commands are organized into func-
tional groups, and each functional group is located on a tab. The tabs are divided into groups,
which provide options for you to create and deliver a presentation.
Figure 1-2: The options available on the Ribbon.
The Ribbon can be collapsed to show only the tabs by double-clicking one of the tabs. To restore the Ribbon,
select any tab.

LESSON 1
ScreenTips
A ScreenTip is a short descriptive piece of text that is displayed when you hover the
mouse pointer over an element on the screen. It displays the name of a command or
style option and may include a description of a command.
KeyTips
If you prefer to use the keyboard shortcuts to access commands in the PowerPoint
interface, press Alt, and the screen will display the corresponding KeyTip for each
command in the current view. To hide KeyTips, press Alt again.
Tabs on the Ribbon

The Microsoft Office PowerPoint Ribbon consists of several tabs that enable you to create and
deliver a presentation. Each group on a tab contains commands, which help you perform vari-
ous functions with PowerPoint.
The following table describes the tabs on the Microsoft Office PowerPoint Ribbon.
Tab Description
Home Contains the most commonly used commands,
which enable you to start working with a presenta-
tion. This tab contains functional groups that
enable you to create and format a presentation.
Insert Enables quick access to different object types such
as charts, tables, or pictures that can be added to a
presentation.
Design Provides several options that help you enhance the
visual appeal of a presentation.
Transitions Provides options to specify slide transitions.
Animations Provides options to add animation effects to slides,
or to individual components such as tables or
charts.
Slide Show Provides options that enable you to deliver a pre-
sentation and create custom presentations.
Review Provides various options that enable you to review
and edit the content in a presentation.
View Provides various options that enable you to switch
between different presentation views.
The Backstage View

The Backstage view is the interface that is displayed when you click the File tab. It contains a
series of tabs that group similar commands, and displays the compatibility, permissions, and
version information of a PowerPoint presentation. It simplifies access to the features in
PowerPoint, and lets you save, print, and share presentations with a few mouse clicks.

LESSON 1
Figure 1-3: The Backstage view in the PowerPoint 2010 interface.

The following table describes the options available in the Backstage view.
Option Description
Save Allows you to save a newly created presentation or
to save the changes that you make to an existing
presentation.
Save As Allows you to save an existing presentation with a
new file name, in a new file format, or in a new
location.
Open Allows you to navigate to the location where your
file is saved and open the PowerPoint presentation.
Close Allows you to close a file that is open in the
PowerPoint application.
Info Displays additional information for a file that is in
use. It provides options for password protecting a
presentation, checking the compatibility of a file
with other versions of the application, and recover-
ing or deleting different versions of the same file.
Recent Displays the recently viewed presentations.
New Provides options to create a presentation.
Print Provides options to print a presentation.
Share Provides options to share a presentation through
email, save to SharePoint, Broadcast, or Publish
Slides.
Help Provides tutorials and help guides that provide
information on using PowerPoint 2010.
Options Displays the PowerPoint Options dialog box that
provides various commands for working with
PowerPoint.
Exit Allows you to close the PowerPoint application.

LESSON 1
The Quick Access Toolbar
The Quick Access toolbar provides easy access to commonly used commands in the applica-
tion. By default, the Quick Access toolbar is placed on top of the Ribbon, and includes core
commands such as Save, Undo, and Repeat. The Quick Access toolbar can be customized
with the frequently used commands, moved below the Ribbon, and can even be customized for
a particular presentation.
The Status Bar

The status bar that appears at the bottom of the application window displays information about
the current slide along with the viewing options for an entire presentation. Items on the status
bar can be added or removed at any time.
Figure 1-4: Options on the status bar.

The status bar options are described in the following table.
Status Bar Option Description

Slide number Displays the slide number that you are viewing
and the total number of slides.
Theme name Displays the name of the theme that is in use.
Spell check Displays the spelling errors in a slide and provides
you with suggestions to rectify them.
View options Displays the options for viewing slides in the Nor-
mal, Slide Sorter, or Slide Show view.
Zoom Displays the zoom percentage, a zoom slider to
increase or decrease the zoom level, and the Fit
slide to current window option.
Dialog Box Launchers

Dialog Box Launchers, the small boxes with downward-pointing arrows, allow you to open a
dialog box with advanced options for a command group. They are located at the lower-right
corner of a command group, and will be grayed-out until an appropriate slide element is
selected.
Contextual Tabs
Contextual tabs are sets of additional tabs containing specialized commands that are displayed
by selecting a specific object type such as text, tables, charts, or pictures. The commands on
these tabs are displayed on the Ribbon and they can be used to manipulate, edit, and format a
selected object. When you deselect the object, these contextual tabs disappear.

LESSON 1
How to Explore the User Interface
Procedure Reference: Explore the Microsoft Office PowerPoint 2010 Interface
To explore the Microsoft Office PowerPoint 2010 interface:
1. Launch the Microsoft Office PowerPoint 2010 application.
2. Explore the components of the interface.
• Select the File tab to display and view the options provided by the Backstage
view.
• On the Quick Access toolbar, click the buttons to view their functions.
• On the Ribbon, select the tabs to view their groups and commands.
• On the status bar, select the desired slide view to view the slides.
ACTIVITY 1-1
Exploring the User Interface
Before You Begin:
The desktop is displayed.
Scenario:
You are a new recruit in the finance department of OGC Properties. One of your tasks include
creating PowerPoint presentations for your department. You notice that your computer has
PowerPoint 2010 installed, which you are not familiar with. You decide to spend some time
familiarizing yourself with the user interface of PowerPoint 2010.
What You Do How You Do It
1. Explore the File tab. a. Choose Start→All Programs→Microsoft

Office→Microsoft PowerPoint 2010
(Beta).
b. In the User Name dialog box, click OK.
c. Select the File tab to display the Back-

stage view.
d. Observe that the commands Save, Save

As, Open, Close, Info, Recent, New,
Print, Share, Help, Options, and Exit are
displayed in the Backstage view.
e. Click File to deselect the tab and hide the

Backstage view.

LESSON 1
2. Explore the Quick Access toolbar. a. To the right of the Quick Access toolbar,
click the Customize Quick Access
Toolbar drop-down arrow.
b. Observe that the Save, Undo, and Redo

commands are checked.
c. Click anywhere outside the menu to close

the Customize Quick Access Toolbar
menu.
3. Explore the Ribbon. a. On the Ribbon, select the Insert tab.
b. On the Insert tab, in the Illustrations

group, place the mouse pointer over the
SmartArt button to view its ScreenTip.
c. Select the Home tab.
d. On the slide, click inside the Click to add

title text box.
e. On the Home tab, in the Font group, at

the lower-right corner, click the Font dia-
log box launcher.
f. Observe that the Font dialog box is dis-

played.
g. Click the Close button to close the dialog

box.
h. On the Ribbon, click the Minimize the

Ribbon button, to collapse the Rib-
bon.
i. Click the Design tab to expand the Rib-

bon.
j. At the top-right corner of the Ribbon,

click the pin icon to keep the Ribbon
expanded.

LESSON 1
4. Explore the status bar. a. On the status bar, observe that “Slide 1 of
1” and “Office Theme,” which is the
default theme are displayed.
b. On the status bar, to the right, hover the

mouse pointer over the Normal button,
and observe the Tooltip.
c. Click the Zoom level button, to display

the Zoom dialog box.
d. In the Zoom to section, select 100% and

click OK to display the slide in its actual
size.
e. At the lower-right corner of the status

bar, click the Fit slide to current window
button, to display the complete slide
in the window.
f. Select the File tab and choose Close to

close the presentation.
g. In the Microsoft PowerPoint message box,

click Don’t Save.

LESSON 1
TOPIC B
View a Presentation
You explored the PowerPoint 2010 interface. When working with PowerPoint, the ability to
view a slide in multiple ways will help you organize and edit information based on your needs.
In this topic, you will view a presentation in different ways.
You may need to know how to view information differently depending on your needs. In addi-
tion to normally viewing a slide for working on content, you may also want to look at the
entire presentation structure and reorganize the slides or work on the notes of your slides.
Understanding the importance of different views will allow you to choose the view best suited
to your needs and navigate between different presentation windows.
Presentation Slides
Slides are presentation objects that display an idea. In PowerPoint, a slide has a layout to dis-
play the desired content for a presentation. It can be used to display text, graphics, charts,
sound files, or even controls.
Figure 1-5: A slide in Microsoft Office PowerPoint 2010.
The Normal View

The Normal view is the primary view that you can use to create and edit slides in a presenta-
tion. It is the default view that the PowerPoint application opens with. It displays four main
working areas.

LESSON 1
Figure 1-6: The view that is used to create and edit slides in a presentation.
The following table describes the working areas of the Normal view.
Working Area Displays

The Slides tab All the slides in a presentation.
The Outline tab The text on each slide in an outline format.
The Slides pane A large working view of the current slide.
The Notes pane An area to type notes that pertain to a particular
slide.
Presentation Views
In addition to the default Normal view, the View tab offers three other views, which you can
use to navigate and arrange slides in a PowerPoint presentation.
Figure 1-7: The presentation views in PowerPoint 2010.

The following table describes the various presentation views.
Presentation View Description

The Slide Sorter view Displays all the slides in a presentation as thumbnails. This view
makes it easier to arrange slides.

LESSON 1
Presentation View Description
The Notes Page view Displays a slide with the slide content and the entire contents of the
Notes pane. It also enables you to edit the notes content while viewing
the entire slide.
The Reading view Displays a presentation on screen, one slide at a time within the win-
dow, similar to how it will be presented to an audience.
Additional Presentation Views

There are three additional views available on the View tab: Slide Master, Handout
Master, and Notes Master. These views are used to edit the design and layout of slides,
handouts, and notes.
Navigation Methods in the Presentation View

In the Normal, Slide Sorter, and Notes Page views, there are several methods available
for navigating between individual slides. In each view, you can choose between key-
board shortcuts, the scroll bar, or the scroll bar shortcut menu.
The Slide Show View

Slide Show is a view in PowerPoint that displays a collection of slides on screen, in a
sequence. It displays one slide at a time, similar to how it will be presented to an audience.
Navigation Methods in the Slide Show View

The navigation methods available in the Slide Show view are a little different from the
methods used in the other views. You have the option of using keyboard shortcuts, the
Slide Show shortcut menu, or the left mouse button.
Slide Show Navigation Help

While running a slide show, you can press F1 for a Slide Show Help menu of naviga-
tion options.
The Slides Tab

The Slides tab displays each slide in a presentation as a small picture, known as a thumbnail.
All the slides are listed in sequence and you can navigate through the entire presentation by
using the Slides tab scroll bar. You can also arrange slides by dragging individual slides to
different locations. The Slides tab has a shortcut menu that allows you to quickly cut, copy,
paste, add, duplicate, and delete slides.
The Outline Tab

The Outline tab is similar to the Slides tab in its functionality, but each slide on this tab is
displayed in a text–only format. In the Outline view, each slide displays all the text, including
the title, subtitle, and bullets in a list format. The text on a slide can be directly edited from
this list. The shortcut menu on the Outline tab contains the basic commands for cutting, copy-
ing, pasting, adding, and deleting, along with the specialized commands for working in an
outline format.

LESSON 1
The Protected View
In PowerPoint 2010, files that come from a potentially unsafe source on the Internet or as an
email attachment are displayed in the Protected view. A file displayed in the Protected view
has its editing options disabled. The Trust Bar located at the top of the file has an Enable
Editing button, clicking which enables you to edit the file. Once the file is edited, it is not
displayed in the Protected view again.
How to Navigate and View a Presentation

Procedure Reference: Navigate and View Slides in the Normal View
To navigate and view slides in the Normal view:
1. Display a presentation in the Normal view.
• On the View tab, in the Presentation Views group, click Normal or;
• On the status bar, click the Normal button.
2. Navigate through the slides.
• Use the scroll bar on either the Slides tab or Outline tab or;
• Use the Slide pane scroll bar or;
• Right-click any scroll bar to access the scroll bar shortcut menu or;
• Use keyboard shortcuts.
To get help on keyboard shortcuts to navigate in a presentation, refer to the PowerPoint

Help article, “Presentation Keyboard Shortcuts For PowerPoint 2010.”
3. At the upper-right corner of the Slides/Outline tab pane, click the close box to
hide the pane.
To display the Slides/Outline tab pane again, click the Normal button on the status bar.
Procedure Reference: View Slides in the Slide Sorter View

To view slides in the Slide Sorter view:
1. Display a presentation in the Slide Sorter view.
• On the View tab, in the Presentation Views group, click Slide Sorter or;
• On the status bar, click the Slide Sorter button.
• Use the scroll bar or;
• Right-click the scroll bar to access the scroll bar shortcut menu or;
Procedure Reference: View Slides in the Notes Page View

To view slides in the Notes Page view:
1. On the View tab, in the Presentation Views group, click Notes Page.
• Right-click the scroll bar to access the scroll bar shortcut menu or;

LESSON 1
Procedure Reference: View Slides in the Reading View
To navigate and view slides in the Reading view:
1. On the View tab, in the Presentation Views group, click Reading View.
• Right-click in the presentation to access the Slide Show shortcut menu or;
• Use the left mouse button.
Procedure Reference: View Slides in the Slide Show View

To view slides in the Slide Show view:
1. Display a presentation in the Slide Show view.
• On the Ribbon, select the Slide Show tab, and in the Start Slide Show
group, select the desired option or;
• On the status bar, click the Slide Show button or;
• Press F5.
• Use keyboard shortcuts or;
• Right-click in the presentation to access the Slide Show shortcut menu or;
• Use the left mouse button.
Clicking the left mouse button will only allow you to advance through the presentation one
slide at a time.
ACTIVITY 1-2
Navigating Through a Presentation
Data Files:
• Relocation Team.pptx
Before You Begin:

The PowerPoint application is open.
Scenario:
Your manager has just finished showing you a presentation and you took down some notes that
will help you while working on future presentations. But, you only had a few minutes to look
at the presentation, and decide to take a second look to view those individual slides again.

LESSON 1
1. Open a presentation. a. Select the File tab and choose Open.
b. In the Open dialog box, navigate to the

C:\084592Data\Getting Started with
PowerPoint folder, select the Relocation
Team.pptx file, and click Open.
c. In the left pane, on the Slides tab, click

slide 3.
d. Observe that the thumbnail matches with

the slide that is displayed.
e. In the left pane, select the Outline tab.
2. View slides in the Slide Sorter view. a. On the Ribbon, select the View tab, and
in the Presentation Views group, click
Slide Sorter to view slides as thumbnails.
b. In the Slide Sorter view, double-click slide

2 to display it in the Normal view.
3. View slides in the Slide Show view. a. On the status bar, click the Slide Show
button.
b. Observe that the slide show starts from

slide 2, because you clicked the Slide
Show button on this slide.
c. Press Page Down to view the next slide.
d. Right-click on the slide and choose Go to

Slide→1 OGC Properties.
e. Click on the slide to view the next slide.
f. Press Esc to exit the Slide Show view.

LESSON 1
TOPIC C
Save a Presentation
You explored the different views in a presentation. To easily share and access a presentation
with different versions of PowerPoint, you may need to save the presentation in different file
formats. In this topic, you will save a presentation.
Sometimes, you might find that the most basic task may be the most critical. Working for
hours to create a presentation and then forgetting to save it can be very costly. Once you save
a presentation, all the work is preserved. Also, if you often work with the older versions of
PowerPoint, you may need to know which features of PowerPoint are compatible with the ear-
lier versions so as to avoid compatibility problems.
The Save Command

The Save command is used to save a newly created presentation or to save the changes that
you make to an existing presentation. When saving a file for the first time, you are prompted
to enter a file name for the presentation and also mention the location in which you want to
save the file. When you save changes to a file, you are not prompted for any information; the
changes automatically get saved to the same file and you can close the file or continue work-
ing with it. By default, a PowerPoint 2010 presentation is saved in the PPTX file format.
The Save As Option

The Save As option is used to save an existing presentation with a new file name, a new file
format, or in a new location. It also provides the option to save a copy of the file as a slide
show in the PowerPoint 97–2003 file format or as a template.
The Save vs. Save As Command

The Save command overwrites an existing file, whereas the Save As command creates
a copy of the file with the required changes and leaves the original file intact.
PowerPoint 2010 File Types

Microsoft Office 2010 uses eXtensible Markup Language (XML) as the default file format for
its files. A PowerPoint 2010 file can be identified with the letter “x” at the end of the file
extension. By default, a presentation file extension in PowerPoint 2010 is .pptx.
File Structure Description

Presentation PPTX is the default file type for a PowerPoint
2010 presentation.
• PPTM is the file type for macro-enabled
PowerPoint 2010 presentations.
• PPT is the file type that is compatible with the
previous versions of PowerPoint.

LESSON 1
File Structure Description
Template POTX is the default file type for a PowerPoint
2010 template.
POTM is the file type for a macro-enabled
PowerPoint 2010 template.
POT is the file type that is compatible with the
previous versions of PowerPoint.
THMX is the file type for PowerPoint 2010 theme
templates.
Show PPS or PPSX is the file type for a PowerPoint
2010 slide show.
PPSM is the file type for a macro-enabled
PowerPoint 2010 slide show.
PPS is the slide show file type that is compatible
with the previous versions of PowerPoint.
Benefits of XML
The PowerPoint XML format offers significant benefits including:
• Smaller file size—the new format uses zip compression to reduce file size.
• Improved information recovery—files are structured modularly so that they can be
opened even if a component within a file is damaged.
• Easier detection of macros—distinct file names make a macro-enabled file easy to
recognize.
• Information integration and interoperability—information created within Office
applications can easily be shared by other applications.
The Compatibility Checker Feature

The Compatibility Checker feature enables you to identify objects such as charts, shapes, and
SmartArt used in a PowerPoint 2010 presentation that may not be compatible with the previ-
ous versions of PowerPoint. Any object that is not compatible will be converted into a picture
so that it is displayed correctly in the PowerPoint 97-2003 format. The objects that are con-
verted cannot be edited in the earlier versions of PowerPoint.
Presentation Recovery Options

In the course of working on a presentation, if your computer crashes, or an unexpected error
interrupts your work, you run the risk of losing unsaved data. On restart, PowerPoint recovers
those unsaved draft versions of your presentation in the Available file pane. You can set the
presentation recovery options in the Save presentations section of the PowerPoint Options
dialog box.
How to Save a Presentation

Procedure Reference: Save Changes to an Existing Presentation
To save changes to an existing presentation:
1. Open and modify a presentation.
2. Save the changes.
• Select the File tab and choose Save or;
• On the Quick Access toolbar, click the Save button or;
• Press Ctrl+S.

LESSON 1
Procedure Reference: Save a New Presentation
To save a new presentation:
1. Select the File tab and choose Save.
2. In the Save As dialog box, navigate to the location where you want to save the
file.
3. If necessary, create a new folder.
4. In the File name text box, type the name of the file.
5. Click Save.
Procedure Reference: Save a Presentation as Another File Type

To save a presentation as another file type:
1. Select the File tab and choose Save As.
2. In the File name text box, type the name of the file.
3. From the Save as type drop-down list, select the appropriate file type.
4. Click Save.
Procedure Reference: Check a Presentation for Compatibility

To check a presentation for compatibility:
1. Select the File tab and in the Backstage view, choose Info.
2. In the Prepare for Sharing section, click the Check for Issues drop-down arrow
and choose Check Compatibility to display the Microsoft PowerPoint Compat-
ibility Checker dialog box.
3. In the Microsoft PowerPoint Compatibility Checker dialog box, click the Help
button to view details on any compatibility issue you want to resolve. The
PowerPoint Help window displays the solution.
4. Close the PowerPoint Help window.
5. In the Microsoft PowerPoint Compatibility Checker dialog box, click Continue
to continue with the check.
6. Click OK to close the dialog box.
Compatibility Checker Automation

By default, the Compatibility Checker opens automatically when you save a file in
the PowerPoint 97-2003 format.

LESSON 1
ACTIVITY 1-3
Saving Presentations
Data Files:
• Relocation Team.pptx
Before You Begin:

The Relocation Team.pptx file is open.
Scenario:
You want to create a copy of an existing company presentation to take it home, where you can
spend more time looking at it. You need to save the presentation in the PowerPoint 2003 for-
mat because you do not have the PowerPoint 2010 version installed. You need to ensure that
you will be able to open the file and all the objects will be displayed correctly when you work
on the presentation at home.
1. Make a copy of a presentation. a. Select the File tab and choose Save As to
open the Save As dialog box.
b. In the Save As dialog box, navigate to the

C:\084592Data\Getting Started with
PowerPoint folder.
c. In the File name text box, type My Relo-

cation Team
d. Click Save.
e. Observe that the file name “My Relocation

Team.pptx” is displayed in the title bar.
2. Save a presentation in the PPT for- a. Select the File tab and choose Save As to
mat. open the Save As dialog box.
b. In the Save As dialog box, in the File

name text box, type My Relocation Team
2003
c. From the Save as type drop-down list,

select PowerPoint 97–2003 Presentation
(*.ppt.)
d. Click Save.

LESSON 1
3. Check for compatibility. a. In the Microsoft PowerPoint Compatibil-
ity Checker dialog box, under the
Occurrences section, click Help.
b. Maximize the PowerPoint Help window.
c. In the In this article section, click the A

chart in this document may contain data
in cells outside of the row and column
limit of the selected file format. Data
beyond 256 (IV) columns by 65,536 rows
cannot be saved link.
d. Observe that the PowerPoint Help window

displays the solution.
e. Close the PowerPoint Help window.
f. In the Microsoft PowerPoint Compatibil-

ity Checker dialog box, click Continue to
save the file with the compatibility issue.
g. Select the File tab and choose Close.
TOPIC D
Use Microsoft PowerPoint Help
You saved a presentation. In the process of creating a presentation, you may have several ques-
tions regarding the various features and functions. To be able to receive support, you should be
familiar with the basic Help options provided in PowerPoint. In this topic, you will use the
PowerPoint Help feature to get assistance.
By utilizing PowerPoint Help, you will be able to solve many problems on your own without
depending upon the tiresome and time-consuming support calls. Equally important is an oppor-
tunity to discover the application’s myriad features that will improve your ability to create
more professional and stunning presentations.
The PowerPoint Help Feature

The PowerPoint Help feature is a complete user manual that explains the various features of
Microsoft PowerPoint 2010 and its functionality. It consists of the PowerPoint Help toolbar,
the Search text box, the Search drop-down list, and the Table of Contents pane. You can
search for information on any topic in PowerPoint by specifying your query in the Search text
box. The Search drop-down list provides you with options to search for help information in
either online or offline content. The Table of Contents pane lists all of the Help topics avail-
able on PowerPoint.

LESSON 1
Figure 1-8: PowerPoint Help options.
A wildcard is a special symbol that stands for one or more characters. For example, the asterisk symbol ( * ) is
a wildcard character that stands for any combination of letters. PowerPoint Help does not recognize wildcard
characters in a text search.
Areas of Search in PowerPoint Help

You can specify a search area to narrow down the search results. You can either use
the Help feature within the application or select the Content from Office Online
option to search the web for help on that topic. The following table describes the
options available in the Search drop-down list.
Area of Search Description

All PowerPoint Lists information on the query from the
built-in Help feature and provides help links
from the Microsoft Office website, if required.
PowerPoint Help Lists information on the query from the
built-in Help feature as well as the Microsoft
Office website, but does not take you to the
Office website.
PowerPoint Templates Lists sample templates that are available from
the Microsoft Office website.
PowerPoint Training Lists sample training information links from
the Microsoft Office website.
Developer Reference Lists programming tasks, samples, and refer-
ences to guide you in developing customized
solutions, based on PowerPoint.

LESSON 1
PowerPoint Help Toolbar Options
The PowerPoint Help toolbar provides buttons that enable you to quickly navigate through the
Help system. These buttons allow you to move back and forth between pages, stop a page
from loading, refresh the current page, display the table of contents or the home page, and
print a particular topic. You can change the view in the Help system by increasing or decreas-
ing the font and keeping the Help window on top of the other windows.
Figure 1-9: Options to navigate through the Help system.
How to Use Microsoft PowerPoint Help

Procedure Reference: Search by Using Microsoft Office PowerPoint Help
To search by using Microsoft Office PowerPoint Help:
1. Access Microsoft PowerPoint Help.
• At the upper-right corner of the application window, click the PowerPoint
Help button or;
• Press F1.
2. In the Type words to search for text box, type a word or phrase.
3. If necessary, from the Search drop-down list, select an option to specify the area
of search.
4. Click Search to display the search results.
5. Click a link from the displayed results.

LESSON 1
ACTIVITY 1-4
Using Microsoft PowerPoint Help
Before You Begin:
Scenario:
As a new user of PowerPoint, you are not sure about a few of the features that you came
across while exploring the application. You want to access the resources that will provide
information, which you can use to gain familiarity with the application.
1. Find information on the new features a. Select the File tab and choose New.
in PowerPoint 2010.
b. In the Microsoft PowerPoint window, in
the Blank presentation section, click Cre-
ate to start a new presentation.
c. On the Ribbon, at the top-right corner,

click the Microsoft PowerPoint Help but-
ton.
d. Maximize the PowerPoint Help window.
e. In the PowerPoint Help window, in the

Browse PowerPoint Help section, click
the What’s new link.
f. In the Topics section, click the What’s

new in PowerPoint 2010 link, and
observe the details displayed in the
PowerPoint Help window.
2. Search for information about the Rib- a. In the PowerPoint Help window, click in
bon. the Type words to search for text box,
type ribbon and click Search.
b. In the displayed results, click the Famil-

iarize yourself with the ribbon in
PowerPoint 2010 link to access the page
that describes the Ribbon.
c. Observe that the information about the

Ribbon is displayed.

LESSON 1
d. On the toolbar, click the Back button to
display the previous page.
e. Close the PowerPoint Help window.
f. Select the File tab and choose Close.
Lesson 1 Follow-up
In this lesson, you explored the PowerPoint 2010 interface for creating basic presentations.
Getting acquainted with the user interface while creating a basic presentation will give you the
confidence to tackle more complex presentations.
1. When you create a basic presentation, what is most important to you: the overall look,
the information it contains, or the mode of its delivery?
2. Is it necessary for you to save presentations in different locations and formats? Why or
why not?

LESSON 2

60 minutes
Creating a Basic
Presentation
In this lesson, you will create a presentation.
You will:
• Create a presentation.
• Enter text.
• Edit text on a slide.
• Format text placeholders and text boxes.
• Add slides to a presentation.
• Arrange slides in a presentation.
• Apply themes and background styles.
Lesson 2: Creating a Basic Presentation 25

LESSON 2
Introduction
You are familiar with the PowerPoint 2010 application user interface and basic tasks such as
opening, viewing, and saving presentations. You may now want to present information in the
form of a presentation. In this lesson, you will create a basic PowerPoint presentation.
By presenting content through PowerPoint presentations, you can engage your audience and
keep their attention focused. By using the application’s tools, you can create presentations that
can be customized to suit different situations. By creating a basic presentation, you can create
a framework, which can be used to build a complex presentation.
TOPIC A
Initiate a Presentation
You used the PowerPoint Help feature to access help resources. You now want to get started
with creating a presentation to present information. In this topic, you will initiate a presenta-
tion.
Often, business presentations have to be created under short notice and tight timelines. Know-
ing the various ways of creating a presentation will allow you to decide how you want to get
started with creating a presentation. You can use different techniques to minimize the design
time, effectively undertake creating a presentation from scratch, or use an existing presentation
as a base to build other presentations.
Templates
Definition:
A template is a document that contains predefined design elements such as graphics
and text. It also has predefined settings for color schemes, backgrounds, fonts, and lay-
outs. Using a template, you can create other documents that share common design
elements. Templates can be modified to suit your preferences.
Example:
Figure 2-1: A template with graphics and text.
Methods for Creating a Presentation

PowerPoint provides you with six options to choose from when you create a presentation.

LESSON 2
Option Creates
Blank Presentation A presentation with a single blank slide. No for-
matting or layout options are applied.
Recent Templates A presentation based on a template that was
recently used to create a presentation.
Sample Templates A presentation based on a preconfigured template.
Themes A presentation from already applied slide themes.
My Templates A presentation based on a template that is marked
as a favorite.
New from existing A presentation from a previously saved presenta-
tion.
How to Create a Presentation

Procedure Reference: Create a Blank Presentation
To create a blank presentation:
1. Select the File tab and choose New.
2. In the Available Templates and Themes pane, click Blank presentation and
then click Create.
Procedure Reference: Create a Presentation from a Recent Template

To create a presentation from a recent template:
2. In the Available Templates and Themes pane, click Recent templates.
3. In the Recent templates section, choose a recent template and in the right pane,
click Create.
Procedure Reference: Create a Presentation from Sample Templates

To create a presentation from a sample template:
2. In the Available Templates and Themes pane, click Sample templates.
3. In the Sample templates section, choose a sample template and in the right pane,
click Create.
Procedure Reference: Create a Presentation from Themes

To create a presentation from themes:
2. In the Available Templates and Themes pane, click Themes.
3. In the Themes section, choose a theme and in the right pane, click Create.
Procedure Reference: Create a Presentation from My Templates

To create a presentation from My templates:
2. In the Available Templates and Themes pane, select My templates.

LESSON 2
3. In the New Presentation dialog box, in the Personal Templates section, choose a
template and click OK.
Procedure Reference: Create a Presentation from the New from Existing Option
To create a presentation from the New from existing option:
2. In the Available Templates and Themes pane, select New from existing.
3. In the New From Existing Presentation dialog box, navigate to the required
folder, choose the file, and click Create New.
ACTIVITY 2-1
Creating a Presentation by Using a Template
Before You Begin:
Microsoft PowerPoint 2010 is open.
Scenario:
You need to create a presentation for OGC Properties. Before doing this, you want to explore
various templates to choose the one that will suit your presentation. In addition to this, you
also want to create a sample presentation by using the existing templates.
1. Display the available templates in a. On the Ribbon, select the File tab and
PowerPoint 2010. choose New to display the Available Tem-
plates and Themes pane in the Backstage
view.
b. In the Available Templates and Themes

pane, in the Home section, click Sample
templates to display the templates avail-
able in PowerPoint 2010.

LESSON 2
2. Create a presentation based on the a. In the Available Templates and Themes
Introducing PowerPoint 2010 tem- pane, in the Sample templates section,
plate. select Introducing PowerPoint 2010.
b. In the Introducing PowerPoint 2010 sec-

tion, click Create.
c. Verify that a presentation based on the

Introducing PowerPoint 2010 presenta-
tion template is displayed in the Normal
view for editing.
d. At the bottom-left corner of the

PowerPoint window, observe that the
information that the presentation contains
20 slides is displayed.
e. Select the File tab, choose Save, and

navigate to the C:\084592Data\Creating a
Presentation folder.
f. In the Save As dialog box, in the File

name text box, triple-click and type My
Introducing PowerPoint 2010
g. Click Save.
h. Close the file.
TOPIC B
Enter Text
You initiated a presentation by using the various options in PowerPoint. Text, being indispens-
able in most presentations, you need to almost always add text to slides. In this topic, you will
enter text in a slide.
Textual content is an indispensable part of any presentation. If you are not aware of the vari-
ous ways of entering text in a slide, you will spend considerable time in text alignments and
corrections when finalizing a presentation. Knowing how to enter text will allow you to enter
information quickly by using text from other documents or slides in the same presentation, or
by typing directly into text placeholders or boxes. Once you are familiar with adding textual
content to your slide, you can easily use a presentation to convey information effectively.

LESSON 2
Text Placeholders
A text placeholder is a container that allows you to type text by clicking it. Most slide layouts
contain one or more text placeholders, which can be moved and positioned anywhere on a
slide. A text placeholder can contain multiple lines of text, which automatically wraps to the
next line when the typed text reaches the right border of the text placeholder. You can resize a
text placeholder by dragging the sizing handles to display text. If the amount of text in a text
placeholder exceeds its size, the font size as well as the spacing between the lines are auto-
matically adjusted to accommodate text within it.
Figure 2-2: Container that holds text in a slide.
Text Boxes
Additional text placeholders can be used in a slide when you need to add text outside
the default text placeholders in a slide layout. Such placeholders are referred to as text
boxes. The Text Box button in the Text group on the Insert tab is used to insert a text
box. Before entering text in a text box, if you click outside it, the text box disappears.
How to Enter Text

Procedure Reference: Enter Text in a Text Placeholder
To enter text in a text placeholder:
1. Display a presentation in which you want to enter text.
2. In the left pane, on the Slides tab, select the slide to which you want to add text.
3. Click in a text placeholder and type text.
Procedure Reference: Insert a Text Box

To insert a text box:
1. If necessary, open a presentation.
2. Navigate to a slide.
3. On the Ribbon, select the Insert tab.
4. On the Insert tab, in the Text group, click Text Box.
5. Click and drag on a slide to create a text box.
6. Type text in the text box.

LESSON 2
Procedure Reference: Resize a Text Placeholder
To resize a text placeholder:
3. Select the text box that you want to resize.
4. Drag the sizing handles to change the width or length of the text box.
Procedure Reference: Delete a Text Placeholder

To delete a text placeholder:
3. Click the border of a text placeholder to select it.
4. Press Delete to delete the placeholder and the text within it.
ACTIVITY 2-2
Entering Text
Before You Begin:
The Microsoft PowerPoint application window is open.
Scenario:
Now that you have explored the available templates and created a sample presentation, you
want to create an original presentation. To start with, you decide to create a title slide.

LESSON 2
1. Add information to a title slide. a. On the File tab, click New.

pane, in the Home section, verify that
Blank presentation is selected.
c. In the Blank presentation pane, click

Create.
d. On the slide, click in the Click to add title

text placeholder to place the insertion
point in it and type OGC Properties
e. Click outside the text placeholder.
f. Click in the Click to add subtitle text

placeholder to place the insertion point in
it and type Pat Smith
2. Add a text box to display the date of a. On the Ribbon, select the Insert tab.
a presentation.
b. On the Insert tab, in the Text group, click
Text Box.
c. Outside the text placeholder with the text

“Pat Smith,” and below the letter “P” in
the word “Pat Smith,” place the mouse
pointer and click and drag to the right and
below to the end of the word “Smith” to
create a text box.
d. Type 08/16/2010
e. Click outside the text box.
3. Resize the text placeholder contain- a. On the slide, click before the text “Pat
ing the presenter’s name. Smith” to display the text placeholder.

LESSON 2
b. Drag the sizing handle below the
word“Pat Smith” to just below the word
Pat Smith.
c. Save the file as My OGC Properties in the

PPTX format.
TOPIC C
Arrange Text
You entered text in a presentation. You may now want to ensure that text on a slide is ideally
positioned to convey information effectively. In this topic, you will arrange text on slides.
Presentations often evolve through the creation process, and require a good deal of restructur-
ing before reaching their final form. Arranging text allows you to restructure your ideas
effortlessly, where you can rearrange the content and try out different ways of organizing text
in a presentation. By understanding the options for arranging text, you will learn to control the
appearance of text when you move it around.
Text Selection Methods

PowerPoint provides you with various text selection methods that allow you to select text on a
slide.
Text Selection Method Description

Double-click Double-click before, after, or on the character or word to select it.
Triple-click Triple-click before, after, or on the phrase or a sentence to select it
entirely.
Shift-click Place the insertion point at the beginning of the text that you want
to select, hold down Shift, and click at the end of the text to select
the entire sentence or paragraph.
Click-drag Click and place the insertion point at the beginning of the text you
want to select and drag the mouse pointer until the end of the text
that you want to select.

LESSON 2
The Mini Toolbar
The Mini toolbar is a floating toolbar that appears beside the selected text, and consists of
commonly used text formatting options such as font list, size, color, bold, italics, and text
alignment. You can use any of these options without having to access the commands on the
Ribbon. The Mini toolbar disappears when you move the mouse pointer away from the toolbar
or the selected text.
Figure 2-3: Options on the Mini toolbar.
The Mini toolbar is also accessible when you select and right-click text.
The Cut, Copy, and Paste Options

PowerPoint allows you to copy or move text within a slide, across slides, between presenta-
tions, or from PowerPoint to another application or vice versa. The Cut, Copy, and Paste
buttons available in the Clipboard group on the Home tab allow you to cut, copy, or paste
text.
The Cut button allows you to remove selected text from its existing location. The text you cut
will be temporarily stored on the clipboard. You can then place the text in a new location by
clicking the Paste button. The Copy button allows you to copy text to the clipboard. You can
place this copied text in a new location by clicking the Paste button. You can also move a
selected piece of text by dragging it onto a new location.
Alternate Methods to Cut, Copy, and Paste Text

The Cut, Copy, and Paste options can also be accessed from the shortcut menu that is
displayed when you right-click the selected text. In addition, you can use the Ctrl+X,
Ctrl+C, and Ctrl+V shortcut keys to access the cut, copy, and paste options, respec-
tively.
Paste Options
When you paste text in a text box, a Paste Options button appears at the right corner
of the text box. It contains various options for specifying the format of the text that is
being pasted.
Paste Option Effect

Keep Source Formatting The pasted text will retain the formatting of
the source text.
Use Destination Theme The pasted text will acquire the formatting of
the theme in the destination slide.
Keep Text Only The pasted text will be unformatted text.

LESSON 2
The Office Clipboard
The Office Clipboard is a task pane that stores all items, which you cut or copy. You
can view the task pane by clicking the Clipboard dialog box launcher in the Clip-
board group of the Home tab. You can copy items to the clipboard from other Office
applications. To paste an item from the clipboard onto a slide, you just have to click
the item on the clipboard.
The Paste All and Clear All buttons in this task pane enable you to paste or remove
all the items present in the task pane, respectively.
The Paste Preview Option

Paste Preview is an option that enables a temporary live preview when the Paste command is
used. The live preview that is displayed on a slide gives you an idea as to how your slide will
look when content is pasted. The paste preview changes for each of the paste options displayed
in the Paste drop-down list.
The Paste Special Command

The Paste Special command is used to paste items in a new location with a file type that you
choose. When you choose the Paste Special command, the Paste Special dialog box is dis-
played. The default file format of the object will appear selected in the As list box. You can
either accept the default file format or choose from the various file formats available in the
Paste Special dialog box.
Figure 2-4: The Paste Special dialog box.
How to Edit Text

Procedure Reference: Edit Existing Text
To edit existing text:
1. Select the text that you want to change by using the appropriate selection tech-
nique.
2. Type the new text.
3. Click outside the text box to deselect it.
Procedure Reference: Delete Text

To delete text:
1. Select the text that you want to delete by using the appropriate selection tech-
nique.
2. Press Delete.

LESSON 2
Procedure Reference: Copy, Cut, and Paste Text
To copy, cut, and paste text:
1. Select text from a text placeholder or a text box.
2. Copy text by using the appropriate copy method.
• On the Home tab, click the Copy button or;
• Right-click and choose Copy or;
• Press Ctrl+C.
3. Cut text by using the appropriate method.
• On the Home tab, click the Cut button or;
• Right-click and choose Cut or;
• Press Ctrl+X.
4. Navigate to the location where you want to paste text.
• To paste text within a presentation, navigate to the slide where you want to
paste it.
• To paste text into another presentation, open the presentation and navigate to
the slide where you want to paste it.
5. Click in a text placeholder or a text box on the slide.
6. Paste text by using the appropriate method.
• On the Home tab, click the Paste button or;
• Right-click and choose Paste or;
• Press Ctrl+V.
7. If necessary, click the Paste Option button that appears at the right corner of the
pasted text and select an option.
Procedure Reference: Cut and Paste Text by Using the Paste Special Option
To cut and paste text by using the Paste Special option:
1. Select the text.
2. Cut the text by using the appropriate method.
• On the Home tab, click the Cut button or;
• Right-click and choose Cut or;
• Press Ctrl+X.
3. Navigate to the location where you want to paste the text.
• To paste the text within a presentation, navigate to the slide where you want
to paste the text.
• To paste the text into another presentation, open the presentation and navi-
gate to the slide where you want to paste the text.
4. Click in a text placeholder or a text box on the slide.
5. On the Home tab, in the Clipboard group, from the Paste drop-down list, select
Paste Special.
6. In the Paste Special dialog box, in the As list box, select an option and click
OK.

LESSON 2
Procedure Reference: Duplicate a Text Placeholder or Text Box
To duplicate a text placeholder or text box:
1. Select the text.
2. Duplicate the text placeholder or text box.
• On the Home tab, in the Clipboard group, from the Paste drop-down list,
select Duplicate or;
• Press Ctrl+D.
Procedure Reference: Move Text by Using the Drag-and-Drop Method

To move text by using the drag-and-drop method:
1. Select text content from a Word file.
2. Click and drag the selected text to the new location on a slide in PowerPoint.
ACTIVITY 2-3
Editing Slide Text
Data Files:
• My OGC Properties.pptx
• OGC Information.pptx
• Highlights.docx
Before You Begin:

1. Navigate to the C:\084592Data\Creating a Presentation folder and open the
Highlights.docx file.
2. Switch to the My OGC Properties.pptx file.
Scenario:
You have created a title slide with the name of the organization, name of the presenter, and the
date of presentation. You receive an information from your manager stating that the presenta-
tion date is postponed. You want to make the change in the title slide. Also, a colleague has
provided you with some interesting information from another presentation. You want to add
this information to your presentation. Before adding it, you decide to make some changes in
the presentation.
1. Correct the date in the slide. a. In the text placeholder containing the
date, click before “16,” hold down Shift,
and click after “16” to select the day of
the month.
b. Type 18 to replace the existing number.

LESSON 2
2. Move text from one slide to another. a. Select the File tab and choose Open.
b. In the Open dialog box, navigate to the

C:\084592Data\Creating a Presentation
folder.
c. Select OGC Information.pptx and click

Open.
d. On slide 1, double-click the text “Agenda”

to select it.
e. On the Home tab, in the Clipboard group,

click Cut.
f. In the left pane, on the Slides tab, select

slide 2.
g. Click the Click to add title text

placeholder.
h. On the Home tab, in the Clipboard group,

from the Paste drop-down list, select
Keep Text Only, which is the last option.
3. Rearrange the bullet points on a a. On the slide, in the third bullet point,
slide. click before the word “Project,” hold
down Shift, and click after the word “Pro-
cess” in the fourth bullet point to select
both bullet points.
b. Click and drag the selected text after the

bullet point “Balance Sheet.”
c. Click after the letter “t” in the word

“Sheet” and press Enter.
d. Click at the end of the second bullet point

and press Delete to remove the empty
line.

LESSON 2
4. Drag text from a Word document and a. In the left pane, on the Slides tab, select
paste it in slide 3. slide 3.
b. Switch to the Word document.
c. In the Word document, verify that the

insertion point is placed before the text
“$1.2 million,” hold down Shift, and click
at the end of the third bullet point.
d. Resize the OGC Information PowerPoint

and Highlights.docx windows and place
them side by side.
e. Drag the text that is selected in the Word

document and place it in the text
placeholder in the slide that is displayed
in the PowerPoint application.
f. Close the Highlights.docx file.
g. Save the presentation as My OGC Infor-

mation in the PPTX format.
h. Close the file.
TOPIC D
Format Text Placeholders
You arranged text in a presentation. You may want to modify the properties of text
placeholders to improve the appearance of text on slides. In this topic, you will format text
placeholders.
Often, you will have slides in a presentation that look similar with the same appearance of
text. This may make a presentation monotonous. To sustain the interest of the audience, you
may want to highlight text in certain slides. PowerPoint allows you to format text boxes to
present them with background colors, outlines, and various effects.
Text Placeholder Formatting Options

You can format a text placeholder or a text box by using various options.
Option Description
Shape Fill Applies a background color to a text box. You can
choose from a wide range of colors. The text will
be displayed with its existing color. So, you have
to choose a shape fill color that will keep the text
visible.

LESSON 2
Option Description
Shape Outline Applies a color and style to the line that marks the
boundaries of a text box. The Shape Outline drop-
down list contains the Weight and Dashes options.
Using the Weight option, you can choose the
width of the line. Using the Dashes option, you
can choose the style of the line.
Shape Effects Applies multi-dimensional effects to a text box.
The different effects available are Preset, Shadow,
Reflection, Glow, Soft Edges, Bevel, and 3-D
Rotation.
How to Format Text Placeholders

Procedure Reference: Format Text Placeholders and Text Boxes
To format text placeholders and text boxes:
1. Select a text placeholder or a text box.
2. On the Ribbon, select the Format contextual tab.
3. On the Format tab, by using the options in the Shape Styles group or from the
displayed gallery from the More button, choose a theme.
• From the Shape Fill drop-down list, select an option.
— In the Theme Colors section, select a color.
— Click Picture and in the Insert Picture dialog box, navigate to the pic-
ture you want to insert and click Insert.
— Choose Gradient and from the displayed gallery, choose a gradient
from Light Variations or Dark Variations.
— Choose Texture and from the displayed gallery, choose a texture.
• From the Shape Outline drop-down list, select an option.
— In the Theme Colors section, choose a color for the outline.
— Choose Weight and from the displayed list, choose a line width.
— Choose Dashes and from the displayed list, choose a line style.
• Use the Shape Effects drop-down list to select an effect.
— Move the mouse pointer over Preset and from the displayed list, choose
an option.
— Move the mouse pointer over Shadow and from the displayed list,
choose an option.
— Move the mouse pointer over Reflection and from the displayed list,
choose an option to apply the reflection effect to a shape.
— Move the mouse pointer over Glow and from the displayed list, choose
an option to apply the glow effect to the edges of a shape.
— Move the mouse pointer over Soft Edges and from the displayed list,
choose an option to change the sharpness of the outline of shapes.
— Move the mouse pointer over Bevel and from the displayed list, choose
a bevel option.
— Move the mouse pointer over 3D Rotation and from the displayed list,
choose an option to change the three-dimensional orientation of a shape.

LESSON 2
4. On the Home tab, in the Paragraph group, from the Align Text drop-down list,
select an option to align the text in the placeholder.
ACTIVITY 2-4
Formatting Text Placeholders and Text Boxes
Data Files:
Before You Begin:

The My OGC Properties.pptx file is open.
Scenario:
You are in the process of creating a presentation. You want the first slide of your presentation
to be more visually appealing. So, you decide to format the containers that hold text on the
first slide to improve the visual appeal of text within them.
1. Format the title text placeholder. a. On slide 1, click before the text “OGC” to
display the text placeholder.
b. Click the border of the text placeholder to

select it.
c. On the Format contextual tab, in the

Shape Styles group, from the Shape Fill
drop-down list, select Texture and in the
displayed gallery, select Newsprint,
which is the first texture in the fourth
row.
d. In the Shape Styles group, from the

Shape Outline drop-down list, in the
Standard Colors section, select Orange.
e. In the Shape Styles group, from the

Shape Effects drop-down list, select Glow
and in the displayed gallery, in the Glow
Variations section, select the Blue, 5 pt
glow, Accent color 1 variation, which is
the first variation in the first row.

LESSON 2
2. Format the placeholder that contains a. Click before the text “Pat Smith” to dis-
the text “Pat Smith.” play the text placeholder.
b. On the Format contextual tab, in the

Shape Styles group, from the Shape Fill
drop-down list, in the Theme Colors sec-
tion, select Tan, Background 2, Darker
25%, which is the third color in the third
column.
c. From the Shape Outline drop-down list, in

the Standard Colors section, select
Orange.
d. On the Home tab, in the Paragraph

group, from the Align Text drop-down
list, select Middle which is the second
option, to align the text within the
placeholder.
e. On the Quick Access toolbar, click the

Save button to save the presentation.
TOPIC E
Add Slides to a Presentation
You formatted text placeholders. You may need to include more content in a presentation to
offer the continuity of an idea, which needs to be presented to the audience. In this topic, you
will add slides to a presentation.
An effective presentation should have uniform distribution of content across slides. This avoids
too much information in a single slide, which might be visually jarring and confusing to the
audience. After fixing the appearance of slides, distribution of information across the slides is
necessary. Therefore, the slides have to be added based on the flow of information in a presen-
tation.
Slide Layouts
Definition:
A slide layout is a slide template that determines the placement of content on a slide.
You can apply a slide layout to the existing slides as well as to new slides that are
inserted in a presentation. Placeholders that can hold text, tables, charts, and other slide
content are built into a layout. When you create a blank presentation, the title slide
layout is applied to the default slide of the presentation.

LESSON 2
Example:
Figure 2-5: A slide template that determines the placement of content on a

slide.
Types of Slide Layouts

PowerPoint provides you with different types of slide layouts that can be applied to slides in a
presentation.
Slide Layout Type Provides

Title Slide Text placeholders to enter a main title and a sub-
title.
Title and Content A placeholder to enter title text and a placeholder
to populate content in the slide that can include
text, charts, tables, pictures, clip arts, and SmartArt
graphics.
Section Header Text placeholders to enter section and subsection
titles.
Two Content A placeholder to enter title text and two content
placeholders to populate content that can include
graphics.
Comparison A placeholder to enter title text, two text
placeholders to enter subtitles, and two content
placeholders to populate content that can include
graphics.
Title Only A text placeholder to enter title text.
Blank A blank slide with no placeholders.
Content with Caption A placeholder to enter title text, a text placeholder
to enter text, and a content placeholder to populate
content that can include text, charts, tables, pic-
tures, clip arts, and SmartArt graphics.
Picture with Caption A picture placeholder to insert a picture and a text
placeholder to enter caption text.

LESSON 2
The Reuse Slides Pane
PowerPoint provides you with the ability to share and reuse slides in your presentation by
using the Reuse Slides pane. You can access this pane from the New Slide drop-down list in
the Slides group on the Home tab. The options available in this pane allow you to select slides
that are to be reused.
The following table describes the options available to select slides that are to be reused.
Option Allows You To

The Insert Slide From text box Type a path to navigate to a presentation.
The Browse drop-down list Browse for slides from the slide library or from files.
The Open a Slide Library link Access slides from a slide library.
The Open a PowerPoint File link Access slides from any PowerPoint file.
The Learn More About Reusing Slides link Access Help topics pertaining to reusing slides.
How to Add Slides to a Presentation

Procedure Reference: Add a New Slide to a Presentation
To add a new slide to a presentation:
1. On the Home tab, in the Slides group, click the New Slide drop-down list to dis-
play a gallery.
2. In the displayed gallery, in the Office Theme section, select a layout to insert a
new slide with the selected layout.
Procedure Reference: Change the Layout of an Existing Slide

To change the layout of an existing slide:
1. Select a slide.
2. On the Home tab, in the Slides group, click the Layout drop-down list to display
a gallery.
3. In the displayed gallery, select a new layout to apply the layout to the selected
slide.
When you change a slide layout that has text or graphics, the existing text and graphics are
moved on the slide into the new placeholder locations. No slide elements are deleted, even if
there is no placeholder on the layout format.
Procedure Reference: Reuse Slides from an Existing Presentation

To reuse slides from an existing presentation:
1. On the Home tab, in the Slides group, from the New Slide drop-down list, select
Reuse Slides.
2. In the Reuse Slides pane, specify the location of the slide.
• In the Insert Slide From text box, enter the location of the slide library and
to the right of the Insert Slide From text box, click the arrow button to
locate the slide library or;
• From the Browse drop-down list, select Browse Slide Library and in the
Select a Slide Library dialog box, select a slide library and then click Select
or;

LESSON 2
• From the Browse drop-down list, select Browse File and in the Browse dia-
log box, navigate to a folder, select a file, and click Open.
3. If desired, check the Keep Source Formatting check box.
4. From the Browse drop-down list, select Browse File.
5. In the Browse dialog box, navigate to the required folder, select a file, and click
Open.
6. In the Reuse Slides pane, in the Slide section, click the slide that you want to
insert.
7. If necessary, click the other slides to insert them into the presentation.
ACTIVITY 2-5
Adding New Slides to a Presentation
Data Files:
Before You Begin:

Scenario:
You want to add another slide to the presentation that you have already created. Also, you
need to use some of the slides from your colleague’s presentation.
1. Insert the Title and Content slide. a. On the Home tab, in the Slides group,
from the New Slide drop-down list, select
Title and Content.
b. In the Click to add title text placeholder,

click and type Income to add a title to the
slide.

LESSON 2
2. Insert slides into a presentation. a. On the Home tab, in the Slides group,
from the New Slide drop-down list, select
Reuse Slides.
b. In the Reuse Slides pane, from the

Browse drop-down list, select Browse
file.
c. In the Browse dialog box, navigate to the

C:\084592Data\Creating a Presentation
folder.
d. Select My OGC Information.pptx and click

Open.
e. In the Reuse Slides pane, click Introduc-

tion to insert the slide.
f. Click Agenda and then click Highlights of

the Previous Year to insert both slides.
g. Close the Reuse Slides pane.
h. Save the presentation.
TOPIC F
Arrange Slides
You added slides to a PowerPoint presentation. Once you create the slides for a presentation,
you may want to ensure that the slides are presented in a correct sequence. In this topic, you
will arrange slides in a presentation.
When creating a presentation, you attempt to present the information in the best sequence so
as to create the biggest impact. Even if you have all the information, if the slides are not
sequenced right, it may ruin the presentation because the flow of information may be incorrect.
By understanding how to arrange slides, you can create slides without being concerned about
the flow of information and then arrange the slides to suit your presentation.
How to Arrange Slides

Procedure Reference: Arrange Slides by Using the Slide Sorter View
To arrange slides by using the Slide Sorter view:
1. On the Ribbon, select the View tab.
2. In the Presentation Views group, click Slide Sorter.
3. Select a slide.
4. Arrange the slides.

LESSON 2
• Cut or copy a slide.
1. On the Home tab, click the Cut or Copybutton or;
2. Right-click and choose Cut or Copy or;
3. Press Ctrl+X or press Ctrl+C.
• Paste a slide.
1. On the Home tab, click the Paste button or;
2. Right-click and choose Paste or;
3. Press Ctrl+V.
5. If necessary, delete a slide.
• Right-click and choose Delete Slide or;
• Press Delete.
6. If necessary, right-click and choose Hide Slide to hide a slide.
Hiding Slides
Depending on the audience for your presentation, you might want to hide certain
slides, but have them available as part of the presentation. By hiding slides, you can
ensure that certain slides do not appear during a slide show.
Procedure Reference: Arrange Slides in the Normal View

To arrange slides in the Normal view:
1. On the Ribbon, select the View tab.
2. In the Presentation Views group, click Normal.
3. In the left pane, on the Slides tab, select a slide.
4. Arrange the slide.
• Cut and paste to move the slide.
• Copy and paste a slide to make a copy of the slide.
• If necessary, delete a slide.
• If necessary, hide a slide.

LESSON 2
ACTIVITY 2-6
Arranging Slides in a Presentation
Data Files:
Before You Begin:

Scenario:
You have added content to slides in your presentation. But, you notice that the information is
not presented in the right sequence. So, you decide to rearrange the slides based on the rel-
evance of the content.
1. Move the “Introduction” slide as the a. In the left pane, on the Slides tab, select
second slide. slide 3.
b. On the Home tab, in the Clipboard group,

click the Cut button.
c. In the left pane, on the Slides tab, click

between slides 1 and 2.
d. Observe that the insertion point is dis-

played between slides 1 and 2.
e. On the Home tab, in the Clipboard group,

click the Paste button.
2. Rearrange the “Agenda” a. On the Slides tab, click and drag slide 4 to
and“Highlights of the Previous Year” place it above slide 3 where the insertion
slides. point appears.
b. Observe that the “Agenda” slide is now

slide 3.
c. On the Slides tab, drag slide 5 to place it

above slide 4 where the insertion point
appears.
d. Observe that the “Highlights of the Previ-

ous Year” slide is now slide 4.
e. Save the presentation.

LESSON 2
TOPIC G
Work with Themes
You arranged slides in a presentation. After ensuring that the slides are in the right order, you
may want to ensure the consistent appearance of the slides in the presentation. In this topic,
you will work with themes.
Imagine a presentation where every slide has a different color scheme and font style. With
each slide, the audience may have to adjust their expectations and refocus their attention. By
applying a consistent theme to a presentation, you can create professional presentations that are
uniform in their look and feel so as to retain the attention on the content being presented.
Themes
Definition:
A theme is a combination of colors, fonts, and graphics that provides a consistent
visual look and feel to a presentation. It determines the background color of a slide as
well as the colors of diagrams, tables, or any other components in a presentation.
Themes also define the fonts used in a layout and the position of text placeholders.
You can choose to apply a theme to all slides or only to selected slides.
Example:
Figure 2-6: Built-in themes.
Theme Components
A theme consists of three critical formatting components: theme colors, theme fonts, and theme
effects. After applying a predefined theme to a presentation, you can modify the individual
theme components to suit your requirements.
Theme Component Description

Theme colors Colors that can be applied to theme elements. The Colors
drop-down list in the Themes group enables you to cus-
tomize colors in a chosen theme to suit your requirements.

LESSON 2
Theme Component Description
Theme fonts Fonts that can be applied to text on slides to which a
theme is applied. The Fonts drop-down list in the Themes
group enables you to select fonts that are used in a presen-
tation theme. They consist of two different font types: one
for the title and the other for the body text.
Theme effects Effects that can be applied to themes. The Effects drop-
down list in the Themes group enables you to apply
effects to themes.
Galleries
Galleries are libraries of options that display the varying outcomes of using certain commands
on the Ribbon. Gallery options are displayed as thumbnail representations, and offer a live pre-
view of a selection. Most of the functional groups on the Ribbon have galleries, which provide
you with a set of predefined styles that can be viewed when working on a presentation.
Some gallery options are also available on shortcut menus that can be accessed by a simple right-click, which
allows you to quickly access the relevant galleries.
The Live Preview Feature

The Live Preview feature enables you to view the results of the formatting changes made to a
presentation, without actually applying them. These changes are displayed in real time when
the user moves the mouse pointer over the available options. This feature helps you avoid the
laborious process of applying various commands from menus and setting options in dialog
boxes to check for the desired results.
Some drop-down lists also have the Live Preview feature. The Font Type drop-down list on the Slides tab, on the
Ribbon, is one such example.
Background Styles
A background style is the color and texture that is applied to the background of a slide. Back-
ground styles are derived from combinations of theme colors and background intensities in a
chosen presentation theme. When a presentation theme is changed, the background styles are
also updated to match the new theme colors and background.
Background styles are displayed as thumbnails in the Background styles gallery. You can apply
background themes by using the options displayed in the Background Styles drop-down list.
Using the Format Background dialog box, you can customize and modify the background
styles to suit your requirements. You can choose to have gradient effects, pictures, or texture
variations.
Hide Background Graphics

By checking the Hide Background Graphics check box, you can hide the background
graphic of the theme that you applied to a slide. The Hide Background Graphics
check box can be accessed on the Design tab in the Background group.
Options Available in the Format Background Dialog Box

Options to specify the appearance of slide backgrounds are available in the Format
Background dialog box. These options are available on four separate tabs.

LESSON 2
Tab Description
Fill Options that help you add a gradient, texture, or
picture fill to a slide background. The background
objects can be hidden by checking the Hide back-
ground graphics check box. In the Fill Color
section, a color can be chosen and the transpar-
ency of the fill can also be adjusted.
Picture Corrections Options that help you adjust the sharpness, bright-
ness, and contrast of a picture that is used as a
background. The Reset button can be used to
restore the default settings for brightness and con-
trast.
Picture Color Options that help you choose the color saturation
and color tone in a background. In the Recolor
section, you can choose the preset recolor option
from the Preset drop-down list.
Artistic Effects The option that help you choose an effect from
the Artistic Effects drop-down list.
How to Apply Themes and Background Styles

Procedure Reference: Create a Custom Color Theme
To create a custom color theme:
1. On the Ribbon, select the Design tab.
2. In the Themes group, click Colors and select Create New Theme Colors.
3. In the Create New Theme Colors dialog box, in the Theme Colors section, set
the color options. You can preview the custom color theme in the Sample section.
4. In the Name text box, type a name for the custom color theme.
5. Click Save.
To change a presentation back to its original theme, click the Reset button that is located in the
Create New Theme Colors dialog box.
Procedure Reference: Create a Custom Font Theme

To create a custom font theme:
2. In the Themes group, click Fonts and select Create New Theme Fonts.
3. In the Create New Theme Fonts dialog box, from the Heading Font drop-down
list, select a font type for the slide titles.
4. From the Body Font drop-down list, select a font type for the slide body content.
You can view a preview of the custom font theme in the Sample section.
5. In the Name text box, type a name for the custom font theme.
6. Click Save.

LESSON 2
Procedure Reference: Apply a Theme
To apply a theme:
2. Apply a theme.
• In the Themes group, select a theme or;
• In the Themes group, click the More button and select a theme.
3. Click outside the gallery to close it.
Procedure Reference: Modify an Existing Theme

To modify an existing theme:
2. Modify an existing theme element by using the Themes group.
• From the Colors drop-down list, select a color.
• From the Font drop-down list, select a font.
• From the Effects drop-down list, select an effect.
Procedure Reference: Apply a Background Style

To apply a background style:
2. In the Background group, from the Background Styles drop-down list, select a
background style.
3. If necessary, on the Design tab, in the Background group, check the Hide Back-
ground Graphics check box to hide any background graphic from appearing on
the slide.

LESSON 2
ACTIVITY 2-7
Applying a Theme and Background Style to a
Presentation
Data Files:
Before You Begin:

Scenario:
The presentation that you are working on has slides with a white background color. You want
to make the background of the presentation more colorful. Also, you want your presentation to
have a consistent and professional look with a uniform theme throughout.
1. Apply the Civic theme to a presenta- a. On the Design tab, in the Themes group,
tion. click the More button to display the
themes gallery.
b. In the displayed themes gallery, in the

Built-In section, move the mouse pointer
over the Civic theme, which is the first
theme in the second row, and observe
that a live preview of the Civic theme is
displayed and then click the theme to
apply it.
2. Modify the Civic theme elements. a. Select slide 2.
b. On the Design tab, in the Themes group,

from the Colors drop-down list, in the
Built-In section, select Aspect.
c. From the Fonts drop-down list, select

Office Classic 2 to apply the Arial font for
the titles and text in all the slides.

LESSON 2
3. Apply the Style 6 background style. a. On the Design tab, in the Background
group, from the Background Styles drop-
down list, select Style 6, which is the
second style in the second row.
b. Save the presentation.
c. Close the file.
Lesson 2 Follow-up
In this lesson, you created a basic presentation. This allows you to create a framework, which
can be used to build a complex presentation.
1. Do you prefer to create a presentation from a blank slide or do you prefer to use tem-
plates with existing colors and text styles? Why?
2. Which PowerPoint feature will you find the most useful while creating a presentation
with text alone?

LESSON 3

40 minutes
Formatting Text on Slides

In this lesson, you will format text on slides.
You will:
• Apply character styles.
• Apply paragraph formats.
Lesson 3: Formatting Text on Slides 55

LESSON 3
Introduction
You created a basic presentation with text content. You now want to enhance the appearance of
text and emphasize key textual information. In this lesson, you will format text on slides.
Text without any kind of formatting will look the same and may fail to convey the importance
of the content. By formatting text, you can not only add emphasis and visual appeal but also
make it easier to read. Using different character styles and formats, you can quickly format
text, thus avoiding the laborious task of customizing the appearance of text.
TOPIC A
Apply Character Formats
You added text to slides. You may now want to enhance the appearance of text by modifying
its formatting properties. In this topic, you will apply character formats to text in a presenta-
tion.
When preparing a business presentation for your clients, you have to ensure that you hold the
attention of your audience. In addition, you have to make sure that the audience do not lose
out on any important information stated within the slide. PowerPoint 2010, with its various
options to customize font colors, sizes, and styles, allows you to make any slide attractive to
ensure that your audience are captivated by the information in your presentation.
Character Formats
Character formats are a set of formatting characteristics or a group of attributes that you can
apply to text on a slide to change its appearance. PowerPoint allows you to set various charac-
ter formatting options such as the font style, size, and font color from the Font dialog box or
from the Font group on the Home tab.
WordArt Styles
WordArt styles are predefined text effects that can be applied to text. They are displayed as
thumbnails in the WordArt Styles group on the Format contextual tab. These styles can be
applied either to a selection of text or to text within a shape on a slide. By placing the mouse
pointer over a thumbnail, you can see how the selected text will look if the style is applied.
Other text style options such as Text Fill, Text Outline, and Text Effects can also be used to
make characters colorful and attractive.
The Font Dialog Box

The Font dialog box provides you with advanced text formatting options that allow you to
format text on a slide.

The Latin text font drop-down list Select a font type such as Times New Roman or
Arial.
The Font style drop-down list Select a font style such as Regular, Italic, Bold,
and Bold Italic.
The Size spin box Set the size of the font. You can increase or
decrease the font size.

LESSON 3
The Font color drop-down list Select a font color. You can choose from a wide
spectrum of colors by using the More Colors
option.
The Underline style drop-down list Select the underline style for the text.
The Underline color drop-down list Select a color for the underline.
Serif vs. Sans-Serif Fonts

Applying a font gives text a specific style. In typography, serifs are semi-structural
details at the ends of some of the strokes that make up letters and symbols. Typefaces
that have serifs are called serif typefaces, for example Times New Roman. Typefaces
without serifs are called sans-serif, for example Arial or Verdana.
The Format Painter Feature

The Format Painter feature in the Clipboard group on the Home tab provides you with an
easy way to copy only the formatting of a block of text instead of copying the text as a whole.
The Format painter works similar to a paintbrush, and can be used to format changes to con-
tent or to copy a color scheme from one slide to another.
The Replace Fonts Option

Using the Replace Fonts option, you can easily change all instances of text in a particular font
in a presentation to another font. You can access this option from the Replace drop-down list
in the Editing group on the Home tab. The font that you want to locate and the font that will
replace all occurrences of the located font have to be specified in the Replace and With drop-
down lists, respectively.
Figure 3-1: The Replace Fonts dialog box.
How to Apply Character Styles

Procedure Reference: Apply Character Formats
To apply character formats:
1. Open a PowerPoint presentation.
2. Select the desired text.
3. Apply the desired font effects.
• On the Home tab, in the Font group, click the Font dialog box launcher to
open the Font dialog box.
1. In the Font dialog box, set the desired options.
2. Click OK.
• On the Home tab, in the Font group, set the desired options.
LESSON 3
Procedure Reference: Apply Text Styles
To apply text styles:
1. Select a piece of text.
2. In the WordArt Styles group, click the More button to set the WordArt style
options.
• In the Applies to Selected Text section, select a style to apply to the
selected text.
• In the Applies to All Text in the Shape section, select a style to apply to all
the text within a shape.
3. On the Format contextual tab, in the WordArt Styles group, select an option to
apply a text style.
Procedure Reference: Replace a Font Globally

To globally replace a font by using the Replace Font dialog box:
1. On the Home tab, in the Editing group, from the Replace drop-down list, select
Replace Fonts.
2. In the Replace Font dialog box, from the Replace drop-down list, select the font
to be replaced.
3. From the With drop-down list, select a font that will replace the font listed in the
Replace drop-down list.
4. Click Replace.
Procedure Reference: Format Text by Using the Format Painter Feature

To format text by using the Format Painter feature:
1. Select the text that has the format you want to copy.
2. Copy the format of the selected text.
• On the Home tab, in the Clipboard group, click the Format Painter button
to copy the text’s formatting and applying it to other text.
• Double-click the Format Painter button to copy the text’s formatting and
applying it to multiple instances of text.
3. The mouse pointer changes to a paint brush. Click and drag the mouse pointer
over the text to which you want to apply the copied text formatting.
4. Click outside the slide to deactivate the Format Painter button.

LESSON 3
ACTIVITY 3-1
Applying Character Formatting to Text on Slides
Data Files:
• OGC Properties.pptx
Before You Begin:

Navigate to the C:\084592Data\Formatting Text on Slides folder and open the OGC
Properties.pptx file.
Scenario:
While reviewing a PowerPoint presentation that you created, you realize that you can make it
look better by formatting text to improve its appearance. You also want to enhance the appear-
ance of titles on the fifth and sixth slides.
1. Apply bold formatting to the word a. In the left pane, on the Slides tab, select
“Service.” slide 6 and double-click the word “Ser-
vice” to select it.
b. Select the Home tab, and in the Font

group, click the Bold button to apply bold
formatting to the selected word.

LESSON 3
2. Use the Mini toolbar to bold format a. Double-click the word “Commitment” to
the words “Commitment” and “Guar- select it.
antee.”
b. Observe that the Mini toolbar is displayed
above the selection.
c. Move the mouse pointer over the Mini

toolbar and click the Bold button.
d. Verify that the word “Commitment” is

displayed with bold formatting applied to
it.
e. Similarly, apply bold formatting to the

word “Guarantee.”
3. Apply the Times New Roman font to a. Click before the word “Sensitive,” hold
the bullet points. down Shift, and click after the word “sen-
sible” to select the text “Sensitive and
sensible.”
b. On the Ribbon, in the Font group, in the

Font drop-down list, scroll down and
select Times New Roman to change the
font type.
c. On the Ribbon, in the Clipboard group,

click the Format Painter button.
d. Click and drag over the text “Delivering

on promises” to apply the copied text for-
matting.
e. Similarly, click and drag over the

text“Client satisfaction” to apply the
same formatting.
f. On the Ribbon, in the Clipboard group,

click the Format Painter button to deac-
tivate the Format Painter.

LESSON 3
4. Apply character styles to text in a a. Select slide 8 and on the slide, triple-click
presentation. the text “Financial Highlights.”
b. On the Ribbon, in the Font group, click

the Font dialog box launcher.
c. In the Font dialog box, in the All text sec-

tion, from the Underline style drop-down
list, select the third option to apply the
double line underline style.
d. In the All text section, from the Under-

line color drop-down list, in the Standard
Colors section, select Blue, which is the
third color from the right.
e. In the Effects section, check the Small

Caps check box.
f. In the Font dialog box, click OK.
g. Save the file as My OGC Properties
TOPIC B
Format Paragraphs
You formatted text in a presentation to make it more appealing. You may also need to improve
its readability by formatting paragraphs of text. In this topic, you will format paragraphs of
textual content in presentations.
Text content, if not presented effectively, will fail to convey the intended message to an audi-
ence. Imagine a book that fails to differentiate the title from other sections of the content.
Similarly, a presentation without any formatting of paragraph text will fail to attract the users’
attention and interest. Applying paragraph formats and typography effects enhances the read-
ability of the content and allows you to stress on the importance of certain portions of text.
Bulleted Lists
Bulleted lists are used to organize and display text in a structured format. A bulleted list is a
list of items, each beginning with a bullet. You can choose to use a bulleted list when the
sequence of items in a list is unimportant. PowerPoint not only enables you to add bullets but
also provides a variety of options that you can use to format a bulleted list. You can choose
from a variety of bullet types that are available in PowerPoint. You can also customize bullets
by setting their size and color, using pictures as bullets, or selecting other symbols as bullets.
The Increase List Level and Decrease List Level options help you increase or decrease the
space between the bullet and the margins of a slide, respectively. This allows you to restructure
an unordered list and also create sublevels of lists. Bullets can be changed for different levels
of a list.

LESSON 3
Figure 3-2: Options to format a bulleted list.

The Bullets and Numbering dialog box provides you with options to change the size, shape,
and color of the bullets.
Bullet Option Enables You To

Shape Choose from Filled Round, Hollow Round,
Filled Square, Hollow Square, Star, Arrow, and
Checkmark bullet types.
Size Set the bullet size as a percentage of the text size.
Color Change the color of a bullet.
Picture Use a bullet graphic from the Picture Bullet dia-
log box or import an image as a bullet graphic.
Picture Use a bullet graphic from the Picture Bullet dia-
log box or import an image as a bullet graphic.
Customize Use a symbol from the Insert Symbol list.
Numbered Lists
In addition to bulleted lists, PowerPoint also allows you to format text by using numbered
lists. You can choose the Arabic or the Roman numbering system to number the items in a list.
You can also use letters of the alphabet as bullets to number the items in a list.
Figure 3-3: Options to format a numbered list.

The Bullets and Numbering dialog box provides you with options to specify the number sys-
tem and the appearance of numbering for list items.

LESSON 3
Number Option Enables You To
Number System Select options that include numeric, Roman
numeral, and alphabetic.
Size Set the font size of the numbers as a percentage of
the text size.
Color Change the font color of the numbers, but not the
font color of the text.
Start at Determine the initial value of the number or letter
that the numbering of a list begins with.
Text Alignment Options

Text alignment refers to the alignment of text inside a text box with relation to the margins of
the text box.
Alignment Option Result

Align Text Left The left edge of every line of text is aligned to the
left border of the text box.
Center The center of every line of text is aligned.
Align Text Right The right edge of every line of text is aligned to
the right border of the text box.
Justify The left and right edges of every line of text is
aligned to the left and right borders of the text
box, respectively.
Spacing Options
Spacing refers to the vertical distance between lines or paragraphs of text. There are three
available spacing options.
Spacing Option Description

Line Spacing Changes the spacing between lines of text in a
paragraph.
Before Changes the spacing between paragraphs by alter-
ing the space above a paragraph.
After Changes the spacing between paragraphs by alter-
ing the space below a paragraph.
Rulers
PowerPoint provides you with the vertical and horizontal rulers that are used to accurately
position objects on a slide. The horizontal ruler is located below the Ribbon and the vertical
ruler is located at the left edge of the slide pane. Each ruler consists of marked increments that
help you identify the position of objects on a slide. The margins and indents inside the text
placeholders can be controlled by adjusting the position of the indent markers on the rulers.

LESSON 3
Typography Effects
In addition to the standard text formatting options, PowerPoint 2010 provides you with addi-
tional options to format text.
Formatting Option Description

Wrap Text In Shape Enables you to place text within a shape so that
the lines of text are aligned to the edges of the
shape.
Text Direction Allows you to turn the orientation of text in differ-
ent directions such as vertical, stacked, horizontal,
or rotated.
Columns Enables you to split a text box into two or more
columns. You can also define the spacing between
columns.
The Clear All Formatting Button

The Clear All Formatting button enables you to remove formatting changes made to
any text and restore it to its default format.
How to Apply Paragraph Formats

Procedure Reference: Align Text
To align text:
1. Select the text that you want to align.
2. On the Home tab, in the Paragraph group, set the alignment option.
• Click the Align Text Left button to align text to the left.
• Click the Center button to center text.
• Click the Align Text Right button to align text to the right.
• Click the Justify button to justify text.
Procedure Reference: Set the Line Spacing

To set the line spacing for text on a slide:
1. Place the insertion point in a paragraph or select the paragraph to which you want
to apply line spacing.
2. On the Home tab, in the Paragraph group, click the Dialog Box Launcher but-
ton to display the Paragraph dialog box.
3. In the Paragraph dialog box, in the Spacing section, specify the appropriate
spacing settings.
• From the Line Spacing drop-down list, select an option to change the spac-
ing between lines.
• In the Before spin box, set a value to change the spacing above a paragraph.
• In the After spin box, set a value to change the spacing below a paragraph.
4. Click OK.

LESSON 3
Procedure Reference: Change the Indents
To change the indents:
1. Select the text that you want to indent.
2. On the View tab, in the Show group, check the Ruler check box to display the
ruler.
3. Apply indentation.
• Indent text by using the horizontal ruler.
— Click and drag the upper marker to set the left boundary of the bullet.
— Click and drag the upper portion of the lower marker to set the left
boundary of the text in a bulleted item.
— Click and drag the lower portion of the lower marker to set the left
boundary of both bullets and text.
• Indent text by using the options in the Paragraph group.
— On the Home tab, in the Paragraph group, click the Increase List
Level button to increase the indent level.
— On the Home tab, in the Paragraph group, click the Decrease List
Level button to decrease the indent level.
4. If necessary, on the View tab, in the Show group, check the Ruler check box to
hide the ruler.
Procedure Reference: Create a Bulleted or Numbered List

To create a bulleted or numbered list:
1. Place the insertion point in the location where you want to start a list.
2. Insert a bullet or number.
• On the Home tab, in the Paragraph group, click the Bullets button or the
Bullets drop-down arrow.
• On the Home tab, in the Paragraph group, click the Numbering button or
the Numbering drop-down arrow.
3. In the Bullets or Numbering list, select a style or;
4. Select Bullets and Numbering.
Procedure Reference: Transform Paragraphs into Lists

To transform paragraphs into lists:
1. Select the paragraphs that will be included in the list.
2. Create a list.
• On the Home tab, in the Paragraph group, from the Bullets drop-down list,
select a style to create a bulleted list or;
• On the Home tab, in the Paragraph group, from the Numbering drop-down
list, select a style to create a numbered list or;
• Right-click the selected paragraph, place the mouse pointer on the Bullets or
Numbering option and then choose a style.
Procedure Reference: Format Lists

To format lists:
1. Select a list.
2. Display the Bullets and Numbering dialog box.

LESSON 3
• On the Home tab, in the Paragraph group, from the Bullets drop-down list,
select Bullets and Numbering or;
• On the Home tab, in the Paragraph group, from the Numbering drop-down
list, select Bullets and Numbering.
3. Format the list, using the Bullets and Numbering dialog box.
• From the Color drop-down list, select a color.
• In the Size text box, enter a value.
4. Click OK to close the Bullets and Numbering dialog box.
ACTIVITY 3-2
Applying Paragraph Formats to Text
Data Files:
Before You Begin:

Scenario:
You are reviewing your presentation and realize that you can enhance the text content on a few
slides. You want to format paragraphs of text so that the presentation is more interesting for
the audience.

LESSON 3
1. Display text in two columns. a. In the left pane, on the Slides tab, scroll
up and select slide 4.
b. On the slide, click at the beginning of the

first paragraph, hold down Shift, and click
at the end of the second paragraph.
c. On the Home tab, in the Paragraph

group, from the Columns drop-down list,
select Two Columns.
d. Observe that the space between the col-

umns is insufficient.
e. From the Columns drop-down list, select

More Columns to display the Columns
dialog box.
f. In the Columns dialog box, in the Spacing

text box, triple-click and type 0.50 and
then click OK.
g. Observe that the text is now displayed

with adequate space between the two
columns.
2. Format a list as a numbered list. a. Scroll down and select slide 9, and on the
slide, click before the text “Austin,” hold
down Shift, and on the last bullet point,
click after the text “Florida.”
b. On the Home tab, in the Paragraph

group, from the Numbering drop-down
list, select the I.II.III numbering style.
3. Change the line spacing in the Cus- a. Select slide 6 and place the insertion
tomer Expectations slide. point before the letter “S” in the word
“Service.”
b. On the Ribbon, in the Paragraph group,

click the Paragraph dialog box launcher.
c. In the Paragraph dialog box, in the Spac-

ing section, from the Line Spacing drop-
down list, select Double and click OK.
d. Similarly, change the line spacing of the

bullet text “Commitment” and “Guaran-
tee” to Double.

LESSON 3
4. Change the indent of alternate bullet a. Place the insertion point before the text
text. “Sensitive and sensible.”
b. On the View tab, in the Show group,

check the Ruler check box to display the
vertical and horizontal rulers.
c. On the horizontal ruler, click the bottom

half of the lower marker and drag it to
the 1-inch mark.
d. Similarly, change the indent of the text

“Delivering on promises” and “Client sat-
isfaction” to 1 inch.
5. Change the bullet style for the a. Click before the word “Sensitive,” hold
indented items. down Shift, and click after the word “sen-
sible” to select the text “Sensitive and
sensible.”
b. On the Home tab, in the Paragraph

group, click the Bullets drop-down list
and select Bullets and Numbering.
c. In the Bullets and Numbering dialog box,

on the Bulleted tab, select the Hollow
Round Bullets style, which is the third
style in the first row.
d. On the Bulleted tab, from the Color drop-

down list, in the Standard Colors section,
select Red and click OK.
e. Similarly, apply the same bullet style and

color to the text “Delivering on promises”
and “Client Satisfaction.”

LESSON 3
6. Modify the indent level of the a. In the left pane, on the Slides tab, select
bulleted list. slide 7.
b. In the first bullet item, click before“25%.”
c. On the Ribbon, in the Paragraph group,

click the Increase List Level button.
d. In the third bullet item, click

before“40%.” Hold down Shift and click
after“2009” in the third bullet item.
e. On the Ribbon, in the Paragraph group,

click the Increase List Level button.
f. Save and close the presentation.
Lesson 3 Follow-up
In this lesson, you formatted text on slides. This skill facilitates adding emphasis to specific
areas of a slide and better readability of slides.
1. What type of character formatting will you frequently use when creating presenta-
tions?
2. How will you format text on slides to enhance their appearance?

NOTES

LESSON 4

45 minutes
Adding Graphical Objects

to a Presentation
In this lesson, you will add graphical objects to a presentation.
You will:
• Insert images into a presentation.
• Add shapes to a PowerPoint slide.
• Add illustrations to a presentation.
Lesson 4: Adding Graphical Objects to a Presentation 71

LESSON 4
Introduction
You explored the PowerPoint 2010 interface and learned to create a basic presentation. Adding
graphical objects to slides to complement the text in a presentation will reinforce the message
and engage the audience. In this lesson, you will add graphical objects to a presentation.
Graphical objects help not only in effectively illustrating difficult concepts but also in making
the audience understand the text in a presentation. By emphasizing key points in text through
appropriate graphical elements, you can generate and sustain the audience’s interest in the pre-
sentation.
TOPIC A
Insert Images into a Presentation
You formatted the text in a presentation. Presentations often require a combination of text and
graphics to engage the audience. In this topic, you will add images to a presentation.
A presentation focused too much on textual content is not an effective way to express an idea.
A picture is worth a thousand words and will help you communicate even complicated con-
cepts effectively. Placing images helps you draw audience’s attention to the key points of
discussion and also engages them to focus just on the relevant details.
Clip Arts
Definition:
Clip art is a graphical image in a digital format that you can insert into a presentation.
The Clip Art gallery is a repository of several kinds of clip art images. In addition, the
gallery contains photographs, movies, and sound clippings. You can search for and
locate a specific graphical element quickly in the Clip Art gallery by using a keyword.
If you are unable to locate a specific clip from the gallery, then you can search the
Microsoft website, where thousands of clip art files are available.
Example:
Figure 4-1: Clip arts that can be inserted into a presentation.

LESSON 4
The Photo Album Feature
The Photo Album feature is used to create photographs and display them in a presentation as a
photo album. You can also enhance a photo album by adding transitions, colorful backgrounds,
layouts, and themes to the slides contained in it. A photo album can be shared with other users
as an attachment, published on the web, or printed.
You can use the Edit Photo Album dialog box to insert pictures into an album, add captions
to pictures, convert all pictures as black and white, modify the album layout, add frames to
photos, rotate photos, or increase and decrease brightness and contrast.
The Screen Capture Tool

The built-in screen capture tool in PowerPoint 2010 lets you capture the image of a screen’s
worth of content. Accessed by clicking the Screenshot button in the Images group on the
Insert tab, this feature allows you to capture an active window in its entirety. You can even
capture a portion of the screen by using a marquee selection tool.
Figure 4-2: The Screen Capture tool to capture any area on the screen.
How to Insert Images into a Presentation

Procedure Reference: Insert a Screen Image into a Presentation
To insert a screen image into a presentation:
1. Open the application window that needs to be screen captured and inserted in a
slide.
2. Navigate to the slide in which you want to insert the screenshot.
3. In the Microsoft PowerPoint application window, on the Ribbon, select the Insert
tab.
4. In the Images group, click the Screen Shot drop-down list to preview the win-
dow that needs to be captured.
5. From the Screenshot drop-down list, in the Available Windows section, select
the window that needs to be captured and observe as the screenshot gets inserted
in the slide.
Procedure Reference: Insert a Clip Art

To insert a clip art:
1. Navigate to the slide in which you want to insert a clip art.
3. In the Images group, click Clip Art.
4. In the Clip Art task pane, search for an image.
• In the Search for text box, type a search word that best describes the image
or;
• From the Results should be drop-down list, select a category to search in.
5. Click Go.

LESSON 4
6. If necessary, in the Microsoft Clip Organizer dialog box, click Yes to include
additional clip art images from Microsoft Office Online.
7. From the displayed results, select the image that you want to insert.
8. Drag the selected image to position it on the slide.
Procedure Reference: Insert a Picture

To insert a picture:
1. Navigate to the slide in which you want to insert a picture.
3. In the Images group, click Picture.
4. In the Insert Picture dialog box, navigate to the folder that contains the image.
5. Insert the image.
• Double-click the file name of the picture to insert it in your presentation or;
• Select the picture and click Insert.
6. Drag the selected image to position it on the slide.
Procedure Reference: Create a Photo Album

To create a photo album:
1. Open a blank or an existing PowerPoint presentation.
3. In the Images group, click the Photo Album button.
4. In the Photo Album dialog box, in the Insert picture from section, click File/
Disk.
5. In the Insert New Pictures dialog box, navigate to the desired folder.
6. Select the desired image and click Insert.
7. Similarly, insert the rest of the pictures in the album.
8. If necessary, click New Text Box to add a new text box slide.
9. If necessary, rearrange the order of the pictures in the album.
a. In the Pictures in album section, select the desired picture or text box.
b. Rearrange the order.
• Click the Up button to move the selected picture or text box up.
• Click the Down button to move the selected picture or text box down.
• Click Remove to remove the selected picture or text box from the photo
album.
10. If necessary, in the Album Layout section, specify the options to modify the
album layout.
• From the Picture layout drop-down list, select a layout option or;
• From the Frame shape drop-down list, select a frame shape.
• Select the desired theme.
a. In the Theme section, click Browse.
b. In the Choose Theme dialog box, navigate to the desired folder.
c. Select a theme and click Select.
11. If necessary, in the Picture Options section, specify the picture options.

LESSON 4
• Check the Captions below ALL pictures check box to display a caption text
below the picture.
• Check the ALL pictures black and white check box to convert pictures into
black and white.
12. If desired, below the Preview section, click the appropriate button to modify the
picture.
13. Click Create to modify the album layout.
ACTIVITY 4-1
Inserting Clip Arts and Pictures into a Presentation
Data Files:
• Appreciation.docx
• Ted James.png
• Susan Johnson.png
Before You Begin:

1. Open Microsoft Office Word 2010, navigate to the C:\084592Data\Adding Graphical
Objects to a Presentation folder, open the Appreciation.docx file, and on the View tab,
click One Page to display a complete page of the Word file.
2. In PowerPoint 2010, navigate to the C:\084592Data\Adding Graphical Objects to a
Presentation folder and open the OGC Properties.pptx file.
Scenario:
Your manager has received a copy of a letter of appreciation from the CEO of the company
congratulating the employees and has asked you to include it in the presentation you are pre-
paring. He has also suggested that you add a slide to congratulate the employees who have
been recognized for their efforts during the past year. To complement the text in the presenta-
tion, you want to include the pictures of the employees in the slides. While going through the
slides, you also feel that use of images in the presentation will make it visually appealing.
1. Insert a screen captured image. a. In the left pane, on the Slides tab, scroll
down and select slide 13.

LESSON 4
b. On the Insert tab, in the Images group,
from the Screenshot drop-down list,
select Screen Clipping.
c. Observe that the Appreciation.docx docu-

ment is displayed. Also, observe that the
mouse pointer appears as a cross hair.
d. Click at the top-left corner of the page

and drag to the bottom-right corner of the
page to capture the page as an image.
e. Observe that the captured image is placed

in the PowerPoint slide.
2. Insert a business theme clip art a. In the left pane, on the Slides tab, scroll
image. up and select slide 9.
b. Click the text Click to add text to display

the text placeholder.
c. Click the border of the placeholder to

select the text placeholder.
d. On the Insert tab, in the Images group,

click Clip Art.
e. In the Clip Art task pane, in the Search

for text box, click and type board meet-
ing and then click Go.
f. Click the displayed clip art.
g. Observe that the clip art is inserted in the

slide.
h. Close the Clip Art task pane.

LESSON 4
3. Insert the images of award winning a. Select slide 12.
employees.
b. On the Insert tab, in the Images group,
click Picture.
c. In the Insert Picture dialog box, navigate

to the C:\084592Data\Adding Graphical
Objects to a Presentation folder.
d. Select the Ted James.png file and click

Insert.
e. Click and drag the image to the lower-left

corner of the slide.
f. On the Insert tab, in the Images group,

click Picture.
g. If necessary, in the Insert Picture dialog

box, navigate to the C:\084592Data\
Adding Graphical Objects to a Presentation
folder.
h. Select the Susan Johnson.png file and

click Insert.
i. Click and drag the image to the lower-

right corner of the slide.
j. Save the file as My OGC Properties in the

PPTX format.
k. Close the presentation.

LESSON 4
ACTIVITY 4-2
Creating a Photo Album
Data Files:
• Austin Office.png
• San Diego Office.png
• Dallas Office.png
Before You Begin:

1. The Microsoft Office PowerPoint 2010 application is open.
2. Close the Word application.
Scenario:
While creating a presentation about OGC Properties, you are provided with the pictures of the
offices located in other cities. Including all the pictures into the presentation might make it
lengthy. So, you decide to create a separate photo album with the images.
1. Create a photo album. a. Select the File tab and choose New.

section, verify that Blank presentation is
selected and click Create.
c. On the Insert tab, in the Images group,

click Photo Album.
d. In the Photo Album dialog box, in the

Insert picture from section, click File/
Disk.
e. In the Insert New Pictures dialog box,

navigate to the C:\084592Data\Adding
Graphical Objects to a Presentation
folder.
f. In the Insert New Pictures dialog box,

click Austin Office.png, hold down Ctrl,
and click Dallas Office.png, and San
Diego Office.png.
g. Click Insert to insert the images in the

photo album.

LESSON 4
2. Modify the album layout. a. In the Pictures in album section, select
Austin Office and click the Down button.
b. In the Album Layout section, from the

Picture layout drop-down list, select 1
picture to display one picture on each
slide.
c. From the Frame shape drop-down list,

select Rounded Rectangle.
d. Click Create to create a presentation with

the specified album layout.
3. View the slide show. a. On the Ribbon, click the Slide Show tab,
and in the Start Slide Show group, click
From Beginning.
b. Press Enter to view the slide with the San

Diego Office image.
c. Press Enter to view the slide with the Dal-

las Office image.
d. Press Enter to view the slide with the Aus-

tin Office image.
e. Press Esc to end the slide show.
4. Save the presentation as a a. Select the File tab and choose Save.
PowerPoint slide show.
b. In the Save As dialog box, in the File
name text box, type My Photo Album
c. In the Save as type drop-down list, scroll

down and select PowerPoint Show
(*.ppsx).
d. Click Save.
e. Close all the open files.

LESSON 4
TOPIC B
Add Shapes
You added clip arts and pictures to a presentation. Another way to make your presentations
more appealing and visually effective is by, emphasizing a particular area of a slide by adding
shape styles. In this topic, you will add shapes to a slide.
Shapes can help draw attention to a particular area of a slide. By working with the various
shape styles available in PowerPoint, you can add more visual appeal to slides. You can also
add color and visual effects to shapes to further engage the audience.
Shapes
Definition:
Shapes are simple geometric objects that are built into the PowerPoint application.
They can be modified and used as building blocks within a presentation. The basic
component of a shape is a line that forms the outline of that shape. A shape either can
contain text or can appear without it. It can also be filled with color and its outline
given a different style and color. Visual effects can be applied to shapes to improve
their aesthetic appeal. The shapes available in PowerPoint are categorized into groups
such as Lines, Rectangles, Basic Shapes, Block Arrows, Equation Shapes, Flow-
chart, Stars and Banners, Callouts, and Action Buttons.
Example:
Figure 4-3: The built-in geometric objects in the PowerPoint application.
Categories of Shapes
There are different categories of shapes that you can use to illustrate the content in a
slide.
Shape Category Example

Lines A Line, Double Arrow, Elbow Connector, and
Elbow Arrow Connector.
Rectangles A Rectangle, Rounded Rectangle, and Snip
Single Corner Rectangle.
Basic Shapes Different types of polygonal shapes including
an Oval, Parallelogram, Trapezoid, Diamond,
and Regular Pentagon.

LESSON 4
Shape Category Example
Block Arrows The Right Arrow, Left Arrow, Up Arrow, and
Down Arrow.
Equation Shapes Different types of shapes designed in the form
of mathematical symbols including Plus,
Minus, Multiply, Division, Equal, and Not
Equal.
Flowchart Different types of shapes that can be used to
create a flowchart including Process, Alternate
Process, Decision, Data, and Display.
Stars and Banners Different types of stars including a 4-Point,
5-Point, 6-Point, and 7-Point star.
Callouts A Rectangular Callout, Rounded Rectangular
Callout, Oval Callout, Cloud Callout, and Line
Callout.
Action Buttons Back, Forward, Beginning, and End.
Drawing Tools
The contextual Drawing Tools section provides commands that enable you to insert various
shapes and apply effects and styles to the shapes, as well as fill them with color. The com-
mands in the Arrange group enable you to arrange the various shapes on a slide. You can also
resize a shape after you have inserted it on the slide.
Figure 4-4: Drawing tool commands that enable you to insert various shapes.
How to Add Shapes to Slides

Procedure Reference: Add Shapes
To add shapes to a slide:
1. Navigate to the slide in which you want to add a shape.
2. If necessary, on the View tab, in the Show group, check the Ruler check box to
view the ruler.
3. On the Ribbon, select the Home tab.
4. In the Drawing group, click Shape.
5. From the Shapes drop-down list, select a shape to add it to the Slide pane.
6. Add the required shape in the Slide pane.
• In the Slide pane, point the cross hair mouse pointer to the upper-left corner
of the area where you want to draw the shape and drag diagonally down to
the right to create the shape with the size you want or;
• Click anywhere on the slide to place the default-sized shape.
7. If necessary, type text in the selected shape.

LESSON 4
Procedure Reference: Apply Styles to Shapes
To apply styles to shapes:
1. Select the shape to which you want to apply a style.
2. On the Home tab, in the Drawing group, click Quick Styles.
3. From the Shape Quick Styles drop-down list, select an option to apply the Quick
style to the selected shape.
Procedure Reference: Apply Quick Styles to Text

To apply Quick Styles to text:
1. Select the text.
2. On the Ribbon, select the Home tab.
3. On the Home tab, in the Drawing group, from the Quick Styles drop-down list,
select a text style.
Applying Styles to Shapes

You can also choose a text style for the text embedded in the shape. This can be done
by selecting the shape and choosing a style from the Shape Styles group on the For-
mat contextual tab.
ACTIVITY 4-3
Drawing Shapes on a Slide
Data Files:
Before You Begin:

Navigate to the C:\084592Data\Adding Graphical Objects to a Presentation folder and open the
My OGC Properties.pptx file.
Scenario:
You have added the images of the employees who have received awards for this year. Now,
you decide to add labels with the names of the award-winning employees. While adding the
names, you want to ensure that the slide looks appealing too.

LESSON 4
1. Add labels to the photographs. a. In the left pane, on the Slides tab, scroll
b. On the Ribbon, select the View tab.
c. On the View tab, in the Show group,

verify that the Ruler check box is
checked.
d. On the Home tab, in the Drawing group,

click Shapes.
e. From the Shapes drop-down list, in the

Rectangles section, select Rounded Rect-
angle, which is the
second shape from the left.
f. Above the photograph of the male

employee, create a rounded rectangle
shape.
g. In the text box, type Ted James
h. On the Home tab, in the Drawing group,

click Shapes.
i. From the Shapes drop-down list, in the

Rectangles section, select Rounded Rect-
angle.
j. Above the photograph of the female

employee, create a rounded rectangle
shape.
k. Type Susan Johnson

LESSON 4
2. Apply a shape style to the label. a. Click the shape with the text “Ted James”
to select the shape.
b. On the Home tab, in the Drawing group,

click Quick Styles to display the Quick
Styles gallery.
c. From the Quick Styles gallery, select

Light 1 Outline, Colored Fill - Dark Blue,
Accent - 3, which is the fourth style in
the third row.
d. Observe that the style is applied to the

selected shape.
e. Similarly, change the Quick Style of the

shape with the text “Susan Johnson.”
f. Save the presentation.
TOPIC C
Add Visual Styles to Text in a
Presentation
You added shapes to a presentation. There may be instances where the presentation needs to be
more catchy and visually appealing. In this topic, you will add visual styles to text on a slide.
To create effective presentations, you need to gauge the expectations of the audience—they
may require a presentation with illustrations to convey concepts more interactively. Instead of
just plain text, visual styles applied to text enhance the appearance of content on a slide and
make it stand out from the rest of the content. By manipulating the style of the text, you can
also create a dynamic presentation, which will retain the audience’s attention.
WordArt
Definition:
WordArt is a text style that you can apply to text to turn it into an editable piece of art.
The WordArt gallery provides several built-in styles for enhancing and manipulating
text. WordArt enables you to create shadowed, skewed, rotated, and stretched text, as
well as text within predefined shapes. WordArt styles can be combined with any font
to design some amazing graphic effects.

LESSON 4
Example:
Figure 4-5: Text styles that you can apply to text.
SmartArt Graphics
SmartArt graphics are a visual representation of information used to explain sequential pro-
gression or a development process. Instead of using Shapes to create process flow diagrams,
you can create professional-looking flow diagrams or process charts by using SmartArt graph-
ics. The new SmartArt tools enable you to create process diagrams from scratch and also
convert a set of bullets or slide content into appealing and effective diagrams.
Figure 4-6: Preconfigured SmartArt shapes.
The Reset Graphic Button

The Reset Graphic button removes all the formatting changes made to a diagram or a
SmartArt graphic and helps you restore the original version of the graphic.
SmartArt Tools
The contextual Design and Format tabs on the SmartArt Tools contextual tab provide you
with various types of SmartArt graphic layouts to present information effectively. Some of the
common layout types are Process, Cycle, Hierarchy, and Relationship.
You can enhance a diagram by changing the color and format of existing layouts. To do that,
you either use these layouts as they are, or use the predefined Quick Styles or Change Colors
option in the SmartArt Styles group.
How to Add Illustrations to a Presentation

Procedure Reference: Insert WordArt
To insert WordArt:
1. Select the text for which you want to apply WordArt.

LESSON 4
3. In the Text group, select a WordArt.
4. Select a style from the WordArt gallery.
Procedure Reference: Apply Styles to WordArt

To apply styles to WordArt:
1. Select the WordArt object.
2. On the Ribbon, select the Format tab.
3. In the WordArt Styles group, click the More button to select from a variety of
preset styles.
• Click Text Fill and from the displayed list, choose the color or texture for
the selected text.
• Click Text Outline and from the displayed list, choose an outline color or
texture for the selected text.
• Click Text Effects and from the displayed sublist, choose a text effect.
Procedure Reference: Change a WordArt Shape

To change a WordArt shape:
1. Select a WordArt object.
2. On the Ribbon, select the Format tab.
3. In the Shape Styles group, select one of the three styles displayed, or click the
More button to select from a variety of shapes.
Procedure Reference: Create Process Diagrams with SmartArt Graphics

To create process diagrams with SmartArt graphics:
1. Open an existing PowerPoint presentation.
2. Click inside the desired content placeholder.
3. On the Insert tab, in the Illustrations group, click SmartArt.
4. In the Choose a SmartArt Graphic dialog box, in the left pane, select the
desired layout type to view the graphic layouts for the specific layout type.
5. In the center pane, select the desired SmartArt graphic.
6. Click OK.
7. Add the desired text to the graphic.
• On the SmartArt Tools Design contextual tab, in the Create Graphic
group, click Text Pane, and in the Type your text here pane, enter the
desired text or;
• Click inside an individual graphic and enter the desired text.
8. Click Minimize to minimize the text pane.
Procedure Reference: Convert Text to SmartArt Graphics

To convert text to SmartArt graphics:
2. Select the desired bulleted list text that needs to be converted into a flow diagram.
3. On the Home tab, in the Paragraph group, click the Convert to SmartArt
Graphic button.

LESSON 4
4. In the Choose a SmartArt Graphic dialog box, in the left pane, select the
desired type of SmartArt graphic.
5. In the center pane, select a SmartArt graphic and click OK.
Procedure Reference: Convert a Picture into a SmartArt Graphic

To convert a picture into a SmartArt graphic:
1. Select the picture that you want to convert into a SmartArt graphic.
2. On the Format tab, under the Picture Styles group, click Picture Layout.
3. From the Picture Layout drop-down list, select a layout that fits the picture.
4. Enter text in the text box to add a callout to the picture.
Procedure Reference: Apply Typography Effects

To apply typography effects:
1. Select the text to which you want to apply the typography effect.
2. In the Paragraph group, select suitable typography effects to apply them.
• From the Text Direction drop-down list, select an option to change the ori-
entation of the text to vertical, stacked, or horizontal, or to rotate it in a
certain direction.
• Select More Options, and in the Format Text Effects dialog box, click the
Columns button to split text on a slide into two or more columns.
ACTIVITY 4-4
Adding WordArt to a Slide
Data Files:
Before You Begin:

Scenario:
You want to enhance the appearance of the presentation title in the first slide of a presentation
to impress your audience. Also, you want to ensure that the copyright notice included in the
presentation is placed so that it does not seem obtrusive.

LESSON 4
1. Apply text styles to the presentation a. In the left pane, on the Slides tab, scroll
title. up and select slide 1.
b. Triple-click the title “OGC Properties” to

select it.
c. On the Ribbon, on the Drawing Tools tool

tab, select the Format contextual tab.
d. In the WordArt Styles group, click the

More button, and in the Applies to
Selected Text section, select the Gradi-
ent Fill - Orange, Accent 1, Outline -
White, Glow - Accent 2 WordArt style,
which is the first style in the fourth row.
2. Modify the WordArt style. a. In the WordArt Styles group, click the
Text Outline drop-down list, and in
the Theme Colors section, select Black,
Text 1, which is the second color in the
first row.
b. In the WordArt Styles group, in the Text

Outline drop-down list, place the mouse
pointer over the Dashes option.
c. In the displayed gallery, select the Square

Dot dash style, which is the third option,
to apply the style to the text.
d. In the WordArt Styles group, click the

Text Effects drop-down list, and
place the mouse pointer over the Glow
option.
e. In the displayed gallery, in the Glow

Variations section, select the Orange, 8
pt glow, Accent color 1 effect, which is
the first effect in the second row, to
apply the effect to the text.

LESSON 4
3. Change the text direction for the a. In the left pane, on the Slides tab, scroll
copyright notice. down and select slide 14.
b. Select the text placeholder with the copy-

right notice.
c. On the Format contextual tab, in the Size

group, click the Size and Position dialog
box launcher to display the Format Shape
dialog box.
d. In the Format Shape dialog box, in the

left pane, verify that Size is selected.
e. In the right pane, in the Size and rotate

section, in the Height text box, triple-
click and type 4.25
f. In the Width text box, triple-click and

type 0.4
g. In the left pane, click Position.
h. In the right pane, in the Horizontal text

box, triple-click and type 9.5
i. In the Vertical text box, triple-click and

type 2.75
j. Click Close to close the dialog box.
k. On the Home tab, in the Paragraph

group, click the Text Direction drop-down
list, which is located first from the top,
and select Rotate all text 270°.
l. Save the presentation.

LESSON 4
ACTIVITY 4-5
Working with SmartArt Graphics
Data Files:
Before You Begin:

Scenario:
While reviewing the presentation that you created, your manager suggests that you include
information on the awards that were presented to two employees. You want to present this
information with a professional look and ensure that you spend very little time in formatting
the information.
1. Insert a SmartArt graphic. a. In the left pane, on the Slides tab, scroll
b. On the Insert tab, in the Illustrations

group, click SmartArt.
c. In the Choose a SmartArt Graphic dialog

box, in the left pane, click Hierarchy, and
in the middle pane, choose Organization
Chart, which is the first SmartArt graphic
in the first row, and click OK.
d. Observe that the Organization Chart

SmartArt graphic is inserted in the slide.
2. Insert text into the SmartArt graphic. a. In the Type your text here pane, in the
first text placeholder, type CEO
b. In the second text placeholder, click and

type CFO
c. Similarly, in the third, fourth, and last

text placeholders, type Sales Depart-
ment, Administration, and Customer
Service, respectively.
d. Close the Type your text here pane.
e. On the Design contextual tab, in the

SmartArt Styles group, click Change Col-
ors, and in the displayed gallery, in the
Accent 3 section, select the Transparent
Gradient Range - Accent 3 color varia-
tion, which is the first variation from the
right.

LESSON 4
3. Convert text to SmartArt graphics. a. Select slide 5.
b. On the slide, click at the beginning of the

first bullet point, hold down Shift, and
click after the last bullet point.
c. On the Home tab, in the Paragraph

group, click the Convert to SmartArt
Graphic drop-down list, which is located
third from the top, and select Vertical
Block List, which is the second SmartArt
graphic from the left in the first row.
d. Observe that the bullet list is converted to

a SmartArt graphic.
e. On the Design contextual tab, in the

SmartArt Styles group, click Change Col-
ors, and in the gallery that is displayed, in
the Accent 3 section, select Gradient
Range - Accent 3, which is the third gra-
dient.
4. Convert the pictures into SmartArt a. In the left pane, on the Slides tab, scroll
graphics. down and select slide 12.
b. Click the picture of Ted James to select

it.

LESSON 4
c. On the Format contextual tab, in the Pic-
ture Styles group, click Picture Layout.
d. In the gallery that is displayed, select the

Captioned Pictures layout, which is the
first layout in the second row.
e. In the text placeholder below the image

of Ted James, click and type Manager of
the year
f. Click the picture of Susan Johnson to

select it.
g. On the Format contextual tab, under the

Picture Styles group, click Picture Lay-
out.
h. In the gallery that is displayed, select the

Captioned Pictures layout, which is the
first layout in the second row.
i. In the text placeholder below the image

of Susan Johnson, click and type Per-
former of the year
j. Save the presentation and close the file.
Lesson 4 Follow-up
In this lesson, you added graphical objects to a presentation. By using graphical objects, you
will be able to get your message across to the audience in a more concise and effective manner
than by using just text.
1. When will you use clip art on a slide?
2. Which shapes will you use most often in your presentations? Why?

LESSON 5

40 minutes
Modifying Graphical
Objects in Presentations
In this lesson, you will modify graphical objects on slides.
You will:
• Work with objects and images on a slide.
• Format objects on a slide.
• Group and ungroup objects on a slide.
• Arrange objects on a slide.
• Add animations to objects on a PowerPoint slide.
Lesson 5: Modifying Graphical Objects in Presentations 93

LESSON 5
Introduction
You inserted graphic objects in a PowerPoint slide. To modify these objects to suit your spe-
cific needs, PowerPoint provides you with enhanced tools and features. In this lesson, you will
modify graphical objects in a presentation.
A slide in which graphical objects are placed randomly and are of unequal sizes will look clut-
tered and distract the audience from the information you are trying to convey. By modifying
the size of graphical objects and placing them appropriately, you can gain the audience’s maxi-
mum focus on just the most relevant aspects of the presentation.
TOPIC A
Edit Graphical Objects on a Slide
You added graphics to a slide. After inserting graphical objects, there may be instances when
you need to resize them, change their appearance, modify them to improve their visibility, or
establish their relative importance. In this topic, you will resize the graphical objects on a
slide.
Objects should complement the presentation and not distract the audience from the key ideas
of a presentation. If an object on a slide is too large or too small, you can resize it to improve
its visibility or establish its relative importance. By editing objects on a slide to meet require-
ments, you can make your presentation look neat and tidy.
Object Selection
Before you can modify an object, it must be selected. When an object is selected, it becomes
active, and sizing and rotation handles appear around the object border, so that it can be
edited. Several methods are available that you can use to select an object, and you can select
more than one object at a time.
Figure 5-1: A selected object.
The Select Drop-Down List Options

The Select drop-down list, located on the Home tab, provides three options for select-
ing objects.
Option Description
Select All Selects all the objects on a slide.

LESSON 5
Option Description
Select Objects Selects a single object on a slide.
Selection Pane Selects a list of all the objects on a single
slide. When you select an item in the list, the
corresponding object is selected on the slide.
The Remove Background Tool

Remove Background is a tool used to remove backgrounds from images. If you want to
include a transparent image in your Word or PowerPoint presentation, then this tool comes in
handy. It is activated on the Format contextual tab as you select an image. Clicking the
Remove Background button selects the background of the image to give you an idea of the
background area, so that it can be removed. If the shaded area does not suit your requirements,
then you can use the sizing handles to resize the background removal area.
Figure 5-2: The Remove Background Tool used to remove backgrounds from images.
The Picture Tools Format Contextual Tab

The contextual Picture Tools section provides commands that enable you to modify and
enhance a picture. It also includes the Format contextual tab, which contains the Adjust, Pic-
ture Styles, Arrange, and Size groups. Each group provides certain commands for formatting
pictures such as Picture Border, Picture Effects, and Picture Layouts.
The following table describes the groups of commands on the Format contextual tab.
Group Description
Adjust Fine-tunes the color, brightness, and contrast of an
object.
Picture Styles Formats the overall appearance of a picture includ-
ing the shape, outline, border, and special effects.
Arrange Moves an object on a slide in relation to other
objects or text.
Size Increases or decreases the size of an object. It also
rotates or crops an object.
Object Scaling
Scaling is the process of adjusting an object’s height and width proportionately. The Format
Shape dialog box contains several options that help adjust the scaling of an object to suit spe-
cific requirements.

LESSON 5
Figure 5-3: Adjusting the size of an object.
Size Scaling Options

The Format Shape dialog box provides options to format the shape of the selected
objects.
Scale Option Description

Lock aspect ratio Automatically adjusts the width percentage
when you change the height percentage or
vice versa.
Relative to original picture size Adjusts a picture, based on the original width
and height ratio.
Best scale for slide show Adjusts a picture, based on the resolution of
the screen that will be used to display the
slide show.
Graphical Object Orientation Options

Orientation, or rotation, is the angle at which an object appears on a slide. It is measured in
degrees from zero to 360. When you select an object, a rotation handle in the form of a circle
appears along with the sizing handles. You can rotate the rotation handle clockwise or counter-
clockwise to change the orientation of the object. Holding down Shift as you rotate the
rotation handle causes the object to rotate in 15 degree increments.
Figure 5-4: The selected object rotated right by 90 degrees.

You can also change the orientation of an object by using the options in the Rotate drop-down
list on the Format contextual tab.

LESSON 5
Option Description
Rotate Right 90° Rotates an object to its right by 90 degrees.
Rotate Left 90° Rotates an object to its left by 90 degrees.
Flip Vertical Reverses an object vertically.
Flip Horizontal Reverses an object horizontally.
More Rotation Options Provides an option to rotate an object by the angle
you specify. When you click this button, the For-
mat Object dialog box is launched. In the Format
Object dialog box, in the Size And Rotate group,
in the Rotation spin box, you can specify the
degree of rotation.
Image Compression Options

Image compression is a technique you can use to reduce the file size of an image. Compress-
ing an image does not change how the image appears on the slide. PowerPoint presentations
with a large number of graphics will become a bulky file, and so compressing the images sig-
nificantly reduces the overall file size of your presentation. A smaller presentation size will be
useful when sending presentations via email or other electronic methods.
How to Work with Objects and Images

Procedure Reference: Select and Format an Object
To select and format an object:
1. On the Home tab, in the Editing group, from the Select drop-down list, select an
object.
2. On the slide, select the object manually. Observe that the sizing handles appear on
the selected object.
3. If necessary, on the Format contextual tab, choose Remove background to make
the background of the image transparent.
4. Click outside the picture to deselect it.
5. Resize the object.
• Resize the object manually.
— Drag a sizing handle toward the center of the object to reduce the size
of the object.
— Drag a sizing handle away from the center of the object to enlarge the
object.
— Hold down Ctrl as you drag the sizing handle to keep the object at the
same place.
— Hold down Shift as you drag the sizing handle to maintain the original
proportions of the object while resizing.
— Hold down both Ctrl and Shift as you drag the sizing handle to main-
tain both the original proportions and the center of the object.
• Resize the object by using the commands on the Format contextual tab.
a. On the Ribbon, select the Format contextual tab.
b. In the Size group, resize the height and width of the object.

LESSON 5
— In the Shape Height text box, select the existing value and type a
height for the object.
— In the Shape Width text box, select the existing value and type a
width for the object.
• Resize the object by using the Format Object dialog box.
a. On the Format contextual tab, in the Size group, click the Dialog Box
Launcher button to open the Format Object dialog box.
b. In the Size And Rotate section, in the Height and Width text boxes,
select the existing value and type the required height and width, respec-
tively.
c. Click Close to close the Format Object dialog box.
Selecting Objects Manually

PowerPoint 2010 provides the following techniques for selecting objects manually.
To Select Do This
A single object Click it.
More than one object Hold down Shift and click the objects.
Multiple objects Hold down Ctrl and drag a selection marquee
around the objects.
All of the objects Press Ctrl+A to select them all.
Procedure Reference: Duplicate a Text Box

To duplicate a text box:
1. Click the border of a text box and choose Copy.
2. Click outside the text box and choose Paste.
Procedure Reference: Compress an Image

To compress an image:
1. Select the picture that you want to compress.
2. On the Format contextual tab, in the Adjust group, click Compress Pictures.
3. In the Compress Pictures dialog box, check the Apply To Selected Pictures
Only check box to apply compression settings only to the selected images.
4. If necessary, in the Compress Pictures dialog box, click Options to modify com-
pression settings.
a. In the Compression Settings dialog box, in the Compression Options sec-
tion, set options to compress the image.
• Check the Automatically Perform Basic Compression On Save check
box to save the compressed version of the image. This option applies
only to the presentation that is open.
• Check the Delete Cropped Areas Of Picture check box to reduce the
file size by removing cropped areas from the picture.
b. In the Target Output section, set the target output by using the options.
5. In the Compression Settings dialog box, click OK to apply compression settings
and close the presentation.
6. In the Compress Pictures dialog box, click OK to close the dialog box.

LESSON 5
Selecting a Target Output
PowerPoint provides the following target output for compressed images.
Target Output Option Description

Print (220 ppi) Excellent quality on most printers and screens
when saving the output for print.
Screen (150 ppi) Good quality on web pages and projectors
when saving the output for the web.
E-mail (96 ppi) Document size is minimized when saving the
output for sharing it through email.
Procedure Reference: Change the Orientation of an Object

To change the orientation of an object:
1. In the left pane, on the Slides tab, select the slide that contains the object for
which you want to change the orientation.
2. Select the object that you want to rotate.
3. Rotate the object.
• Rotate the object by using the rotation handles.
• Drag the rotation handle in the required direction to display the object at
an angle.
• Hold down Shift and drag the rotation handle in the correct direction.
This will constrain the rotation of the object to 15 degree increments.
• Rotate the object by using the options available in the Rotate drop-down list.
b. In the Arrange group, from the Rotate drop-down list, select the
required rotation option.
• Rotate the object by using the Format Object dialog box.
a. On the Format contextual tab, click the Dialog Box Launcher button
to launch the Format Object dialog box.
b. In the Size And Rotate section, double-click the Rotation text box and
type a value.
c. Click Close to close the Format Object dialog box.
Procedure Reference: Scale an Object

To scale an object:
1. Select the object that you want to scale. Observe that the sizing handles appear on
the object.
3. On the Format contextual tab, in the Size group, click the Dialog Box Launcher
button to open the Format Object dialog box.
4. Scale the object.
• In the Scale section, in the Height text box, triple-click the existing value
and specify the required height. Observe that the value of the width auto-
matically changes.
• If necessary, check the Lock Aspect Ratio check box to change the height
and width of the object in unison.

LESSON 5
• If necessary, check the Relative To Original Picture Size check box to
change the size of the object as a percentage of its original size.
• If necessary, check the Best Scale For Slide Show check box and select a
resolution so that the size of the object adjusts to suit a slide show.
5. Click Close to close the Format Object dialog box.
ACTIVITY 5-1
Working with Objects
Data Files:
Before You Begin:

Navigate to the C:\084592Data\Modifying Graphical Objects in Presentations folder and open
the OGC Properties.pptx file.
Scenario:
While reviewing the slides you added to the presentation, you feel that the clip art you added
looks too small to view. You also feel that you can enhance the photograph of the OGC Prop-
erties office by altering its background. Also, you want to compress the size of the picture to
enable easier transfer of data if this presentation is to be sent to someone.

LESSON 5
1. Remove the picture background. a. In the left pane, on the Slides tab, select
slide 2, and click the picture to select it.

Adjust group, click Remove Background.
c. Observe that portions of the picture are

shaded in pink and a background marquee
is displayed on the picture.
d. Drag the left-middle handle of the back-

ground marquee to the left edge of the
image.
e. Similarly, drag the right-middle handle to

the right edge of the image, and the
bottom-center handle of the background
marquee to the bottom edge of the
image.
f. On the Background Removal tab, in the

Refine group, click Mark Areas to
Remove.
g. Click at the top-left corner of the building

to completely select the sky above the
building.
h. On the Background Removal tab, in the

Close group, click the Keep Changes but-
ton to remove the sky from the image.

LESSON 5
2. Compress the picture to suit print a. On the Format contextual tab, in the
settings. Adjust group, click the Compress Pic-
tures button which is the first button
from the top.
b. In the Compress Pictures dialog box,

verify that the Apply only to this picture
check box is checked and click OK.
3. Adjust the size of the clip art. a. In the left pane, on the Slides tab, scroll
b. Select the clip art on the slide.

ture Styles group, click the Format Shape
dialog box launcher.
d. In the Format Picture dialog box, in the

left pane, select Size, and in the right
pane, in the Scale section, in the Height
text box, triple-click and type 160
e. Press Tab to place the insertion point in

the Width text box.
f. Observe that the value in the Width text

box has changed to 160%.
g. In the Format Picture dialog box, in the

left pane, select Position.
h. In the right pane, in the Position on slide

section, in the Horizontal text box, triple-
click and type 5.15
i. In the Vertical text box, triple-click and

type 1.90
j. In the Format Picture dialog box, click

Close.
k. Save the file as My OGC Properties in the

PPTX format.

LESSON 5
ACTIVITY 5-2
Changing Object Orientation
Data Files:
Before You Begin:

Scenario:
You have used arrow shapes to describe the flow of action in a slide in the presentation. You
have received an update on the information and you want make necessary changes to the slide
by modifying the shapes and their orientation. Also, you want to enhance the visual appearance
of the shapes to retain the audience’s interest.
1. Rotate the shapes. a. In the left pane, on the Slides tab, select
slide 12.
b. To the left of the text boxes, click the

curved right arrow shape to select it.
c. On the Home tab, in the Clipboard group,

click the Copy button.
d. On the Home tab, in the Clipboard group,

click the Paste button.
e. Observe that the arrow is duplicated.
f. Click and drag the newly created arrow to

the right of the text boxes.
g. Click and drag the rotation handle by 180

degrees, to rotate the arrow to face the
Revenue text box.

LESSON 5
2. Apply a ShapeFill effect to the a. To the left of the text boxes, click the
objects. curved right arrow shape to select it.

Shapes Styles group, click the More but-
ton and in the displayed gallery, select
the Colored Fill - Dark Blue, Accent 3
theme, which is the fourth theme in the
second row.
c. To the right of the text boxes, click the

curved right arrow shape to select it.
d. On the Format contextual tab, in the

Shapes Styles group, click the More but-
ton and in the displayed gallery, select
the Colored Fill - Dark Blue, Accent 3
theme, which is the fourth theme in the
second row.
e. Save the file.
TOPIC B
Format Graphical Objects on a Slide
You changed the orientation of various objects in a presentation. After manipulating the size
and the orientation of an object, you may sense that something is still missing—the object may
be in the wrong color, may require shadows or 3-D effects to be applied, or need arrow point
at the end of a line. In this topic, you will format graphical objects on a slide.
At times, graphical objects may not complement the theme of the presentation or may not be
very appealing. You may be tempted to delete them, but they might be integral to the message
you are trying to convey. By formatting objects, you can make minor alterations that will sig-
nificantly improve their appearance.
Object Formatting Options

The Format Shape dialog box provides various options that help format an object. The
options that are available are determined by the type of object you are formatting.

Fill Changes the fill color of an object.
Line Changes the line color of an object.
Line Style Changes the line styles of an object. It also allows
you to add an arrow to a line.
Shadow Applies a shadow to an object.
3-D Format Applies a three-dimensional effect to an object.

LESSON 5
3-D Rotation Changes the orientation and perspective of an
object.
Text Box Modifies the text layout within a text box. This
option is enabled only if the selected object is a
shape or text box.
The Set Transparent Color Option

The Set Transparent Color option in the Recolor drop-down list in the Adjust group on the
Format contextual tab enables you to make one of the colors in a picture transparent and also
remove the background of the picture. Selecting the Set Transparent Color option displays a
small arrow at the edge of the mouse pointer, while clicking a color in a picture makes that
color transparent.
Picture Formatting Options

You can format a picture using the Picture Border, Picture Effects, and Picture Layout
options available under the Format contextual tab in the Picture Styles group.
Option Description
Picture Border Allows you to choose between the various theme
colors, and the type and color of the outline.
Picture Effects Allows you to format a picture by using various
picture effects. You can also use predefined picture
effects.
Picture Layout Allows you to select between various layouts of a
picture.
How to Format Objects

Procedure Reference: Format a Shape
To format a shape:
1. Select an object.
3. Format the shape.
• Format the shape by using the commands in the Shape Styles group.
— In the Shape Styles group, click the More button, and from the Shape
Style gallery, choose a Shape Style theme.
— From the Shape Fill drop-down list, select a color to change the fill
color of the object.
— From the Shape Outline drop-down list, select the color, line style, and
width of the line that marks the boundaries of the object.
— From the Shape Effects drop-down list, select a visual shape effect.
• Format the shape by using the Format Shape dialog box.
a. Click the Dialog Box Launcher button to launch the Format Shape
dialog box.
LESSON 5
b. Apply a format to the shape.
— In the left pane, select Fill, and in the right pane, select an option
to fill the shape with color or no color.
— In the left pane, select Line Color, and in the right pane, select an
option for the line color.
— In the left pane, select Line Style, and in the right pane, select an
option to choose a line style.
— In the left pane, select Shadow, and in the right pane, select a pre-
set, and set the level of transparency, size, blur, angle, and distance.
— In the left pane, select 3-D Format, and in the right pane, select a
bevel, depth, and surface.
— In the left pane, select 3-D Rotation, and in the right pane, select a
rotation preset, and customize the rotation angles and object posi-
tion.
— In the left pane, select Text Box, and in the right pane, select the
text layout, AutoFit, and internal margins.
Procedure Reference: Format a Picture

To format a picture:
1. Select a picture.
3. In the Adjust group, modify the brightness of the picture.
• From the Brightness drop-down list, select a brightness option for the image
or;
• In the Picture Styles group, click the Dialog Box Launcher button to launch
the Format Picture dialog box.
— In the Format Picture dialog box, in the left pane, observe that the pic-
ture is selected by default. In the right pane, move the brightness slider
to a specific level or;
— In the Brightness text box, type a value to alter the brightness.
• Click Close to close the Format Picture dialog box.
4. In the Adjust group, modify the contrast of the picture.
• From the Contrast drop-down list, select a contrast option for the image or;
• In the Picture Styles group, click the Dialog Box Launcher button to launch
the Format Picture dialog box.
— In the Format Picture dialog box, in the left pane, observe that the pic-
ture is selected by default. In the right pane, move the contrast slider to
a specific level or;
— In the Contrast text box, type a value to alter the brightness.
• Click Close to close the Format Picture dialog box.
Procedure Reference: Set Transparent Color to an Object

To set transparent color to an object:
2. In the Adjust group, from the Recolor drop-down list, select Set Transparent
Color.
3. Click a color in the image to make that color transparent.

LESSON 5
ACTIVITY 5-3
Formatting Objects on a Slide
Data Files:
Before You Begin:

Scenario:
While reviewing your presentation, one of your colleagues suggests that the clip art used in the
presentation should be brighter because the presentation will be made by using an overhead
projector. She also suggests that the word “Congratulations” be made to look more visually
appealing to give prominence to the awards slide. Also, you want to change the visual effect of
the objects to break away from the monotony among slides.
1. Apply the Warp text effect to the a. Select slide 15 and double-click the text
WordArt object. “Congratulations” to select it.

WordArt Styles group, click the More but-
ton, and in the displayed gallery, in the
Applies To Selected Text section, select
Gradient Fill - Orange, Accent 1, Outline
- White, Glow - Accent 2, which is the
first WordArt from the left in the fourth
row.
c. In the WordArt Styles group, in the Text

Effects drop-down list, place the
mouse pointer over Transform.
d. In the displayed gallery, in the Warp sec-

tion, select Can Up, which is the third
Warp style in the fourth row.

LESSON 5
2. Change the brightness and contrast a. In the left pane, on the Slides tab, scroll
levels of the Finance clip art object. up and select slide 10.
b. On the slide, click the clip art to select it.

ture Styles group, click the Format Shape
dialog box launcher.
d. In the Format Picture dialog box, in the

right pane, in the Brightness text box,
triple-click and type 20
e. In the Contrast text box, triple-click and

type 20
f. Click Close.
3. Remove the background of the clip a. On the Format contextual tab, in the
art object. Adjust group, click Color and select Set
Transparent Color.
b. In the clip art, click the light green color,

which is to the left of the person′s head
having the notes, to remove it from the
clip art.
4. Format a SmartArt object containing a. In the left pane, on the Slides tab, scroll
text to reflect a 3-D effect. up and select slide 5.
b. Click to the left of the three rounded

rectangle shapes.

Shape Styles group, click the Format
Shape dialog box launcher.
d. In the Format Shape dialog box, in the

left pane, select 3-D Rotation.
e. In the right pane, in the Rotation section,

in the X text box, triple-click and type 20
f. In the Y text box, triple-click and type 10
g. Click Close to close the Format Shape

dialog box.
h. Save the file.

LESSON 5
TOPIC C
Group Graphical Objects on a Slide
You formatted an object on a slide. Sometimes, a single slide may contain multiple objects
whose position or format needs to be changed. Positioning or formatting each object individu-
ally may take a lot of effort. In this topic, you will group and ungroup graphical objects on a
slide.
When you require multiple objects to be repositioned, rather than manually moving the objects
on a slide one at a time, which might be a very time-consuming process, you can move them
simultaneously, without disturbing their alignment or sequence. With this flexibility, you can
manipulate multiple objects, thus saving considerable time.
The Grouping Feature

Grouping is a technique using which multiple objects can be arranged together to form a
single entity. Any modifications made to the group will then affect all of the objects in that
group. When objects are grouped, there will be one single set of sizing handles for the entire
group; therefore, the entire group can be moved as a whole. However, PowerPoint enables you
to modify individual objects within a group by enabling you to first select the group and then
select a single object within the group.
Figure 5-5: A slide displaying grouped objects.

You can also disband grouped objects using a technique called ungrouping. When objects are
ungrouped, individual objects will then have their own sizing handles and can be moved one
or more at a time.
How to Group and Ungroup Objects

Procedure Reference: Group Objects
To group objects:
1. Select the objects to group.
3. Group the selected objects.

LESSON 5
• In the Arrange group, from the Group drop-down list, select Group to
group the objects or;
• Right-click the selected objects, and from the shortcut menu, choose
Group→Group.
4. If necessary, resize, modify, or move the grouped objects to the correct location.
• Resize the grouped objects by dragging the rotation handles to the appropri-
ate size or;
• Modify the grouped objects to the shape and color you want by using the
Shape Styles group on the Format contextual tab or;
• On the Format contextual tab, in the Size group, click the Dialog Box
Launcher button to launch the Format Shape dialog box to move the
grouped objects to the appropriate location.
a. In the Format Shape dialog box, select the Position tab.
b. On the Position tab, in the Position On Slide section, in the Horizontal
and Vertical text boxes, type the position of the grouped objects.
c. Click Close to close the Format Shape dialog box.
Procedure Reference: Ungroup Objects

To ungroup objects:
1. Select the grouped objects that you want to ungroup.
3. Ungroup the objects.
• In the Arrange group, from the Group drop-down list, select Ungroup to
remove the grouping or;
• Right-click the selected objects, and from the shortcut menu, choose
Group→Ungroup.

LESSON 5
ACTIVITY 5-4
Grouping and Ungrouping Objects
Data Files:
Before You Begin:

Scenario:
You have multiple objects on a slide for which you want to apply effects. Applying effects to
objects individually will be time consuming. Also, you want to make sure that the effect you
apply is uniform across all the objects.
1. Align the objects in the Key Focus a. In the left pane, on the Slides tab, select
Areas slide. slide 7.
b. Select the first orange oval shape, hold

down Shift, and select the remaining
shapes.

Arrange group, from the Group drop-
down list, select Group to group the
selected objects.
d. From the Align drop-down list, select

Align Center.
e. From the Align drop-down list, select

Align Middle.
2. Apply a shadow effect to all objects. a. On the Format contextual tab, in the
Shape Styles group, in the Shape Effects
drop-down list, place the mouse pointer
over the Shadow option.
b. In the displayed gallery, in the Perspec-

tive section, select the Perspective
Diagonal Upper Right option, which is the
second option in the first row.

LESSON 5
3. Ungroup the objects in the flowchart. a. On the Format contextual tab, in the
Arrange group, from the Group drop-
down list, select Ungroup.
b. Observe that the objects are ungrouped.
c. Click outside the shape to deselect.
d. Save the presentation.
TOPIC D
Arrange Graphical Objects on a
Slide
You grouped objects on a slide. After grouping them, you may need to sequence them within
the group. In this topic, you will arrange graphical objects on a slide.
For complex slides, you may have added a number of objects. If they are not layered, the vis-
ibility of the smaller objects may be affected. For this reason, you need to be able to layer the
objects on a slide in a specific order. Furthermore, you might need to align objects that are
unevenly placed. By arranging objects on a slide in an appropriate order, you can create more
complex graphics and control their appearance. Rather than settling for solitary images, you
can build layer images and carefully determine their position on the screen to give you a great
deal of flexibility and control.
Order of Objects
The order of objects determines how overlapping objects appear in relation to each other. The
object on the top layer will be completely visible, whereas the visibility of the object on the
bottom layer will be obstructed by all the objects above it. You can change the order of objects
to display only the required areas of the overlapped image.

LESSON 5
Figure 5-6: Overlapping objects.

The Arrange Objects group on the Format contextual tab contains options that you can use
to order objects.
Option Description
Bring To Front Brings an object in front of all the objects placed
above it.
Bring Forward Brings an object in front of the object placed
above it.
Send To Back Places an object at the back of all the objects.
Send Backward Places an object at the back of the object that is
placed immediately below it.
Guides and Gridlines

Guides are two lines, one vertical and one horizontal, that divide a slide into four equal quad-
rants. Guides can be moved, and additional guides inserted as necessary. Gridlines are multiple
dotted horizontal and vertical lines on a slide that further divide the slide into much smaller
squares of equal dimensions. You cannot move gridlines, but you can adjust the width between
them. Guides and gridlines provide you with a quick visual means of arranging and aligning
objects on a slide. By default, guides and gridlines are not visible.

LESSON 5
Figure 5-7: Gridlines and guides on a slide.
How to Arrange Objects

Procedure Reference: Arrange Objects
To arrange objects:
1. Select the objects that you want to order.
3. In the Arrange group, select a layering option.
• Click Bring Forward to bring an object one step closer to the front.
• Click Send Backward to send an object one step back.
• Click Bring to Front to bring an object in front of all the objects placed
above it.
• Click Send to Back to place an object at the back of all the objects.
Procedure Reference: Arrange Objects by Using the Guides

To arrange objects by using the guides:
1. Select the objects that you want to arrange.
3. On the Format contextual tab, in the Arrange group, from the Align drop-down
list, select Grid Settings.
4. In the Grid And Guides dialog box, in the Guide Settings section, check the
Display Drawing Guides On Screen check box.
5. Click OK to close the Grid And Guides dialog box.
6. If necessary, hold down Ctrl and drag the existing guides to add additional
guides.
7. Using one or more guides as reference, drag the selected objects to the location
where you want them to be and arrange them evenly.

LESSON 5
Procedure Reference: Arrange Objects by Using the Gridlines
To arrange objects by using the gridlines:
1. Select the objects that you want to arrange.
2. Display the gridlines.
• Display the gridlines by using the View tab.
a. On the Ribbon, click the View tab.
b. In the Show group, check the Gridlines check box.
• Display the gridlines by using the Format contextual tab.
b. On the Format contextual tab, in the Arrange group, from the Align
drop-down list, select Show Gridlines to turn the gridline display on or
off.
• Display the gridlines by using the Grid And Guides dialog box.
b. On the Format contextual tab, in the Arrange group, from the Align
drop-down list, select Grid Settings.
c. In the Grid And Guides dialog box, in the Grid Settings section, check
the Display Grid On Screen check box.
d. If necessary, in the Grid And Guides dialog box, in the Grid Settings
section, in the Spacing text box, select the text and type the spacing you
want for the grids.
e. Click OK to close the Grid And Guides dialog box.
3. Using the grids as reference, align the objects precisely, particularly in relation to
each other.
ACTIVITY 5-5
Changing the Order of Objects on a Slide
Data Files:
Before You Begin:

Scenario:
You are making minor aesthetic changes to an existing presentation before delivering it. In a
particular slide, you want to arrange the order of objects, which are overlapping. Also, you
want to use the grids and guides to make sure that the objects are aligned at their correct posi-
tion.

LESSON 5
1. Arrange the shapes that contain text. a. Click the shape containing the text “New
Markets” to select it.

Arrange group, from the Send Backward
drop-down list, select Send to Back.
c. Observe that the shape is moved behind

the shape containing the text “Broker-
age.”
d. Click the shape containing the text

“Developed Properties” to select it.
e. On the Format contextual tab, in the

Arrange group, from the Send Backward
drop-down list, select Send to Back.
f. Click outside the shape to deselect it.
2. Reposition the objects. a. In the left pane, on the Slides tab, scroll
b. On the Ribbon, select the View tab.
c. In the Show group, check the Guides

check box.
d. Click the horizontal guide and drag it to 1

inch above zero of the vertical ruler so
that it aligns with the top border of the
shapes containing the text “Quality Con-
trol” and“Project Evaluation.”
e. Click and drag the shape containing the

text “Marketing” so that its top border
aligns with the guide.

LESSON 5
3. Move the arrow in alignment with the a. Drag the horizontal guide below to half-
other arrow. an-inch mark above zero on the vertical
ruler so that it slices through the middle
of the arrow between the shapes contain-
ing the text “Marketing” and “Project
Evaluation.”
b. Click the arrow between the shapes con-

taining the text “Quality Analysis” and
“Marketing.”
c. Drag the selected arrow and place it on

the horizontal guide between the shapes
containing the text “Quality Analysis” and
“Marketing” so that it aligns with the
other arrow.
d. Save the file.
TOPIC E
Apply an Animation Effect to a
Graphical Object
You worked with the objects on a slide. After finalizing the textual content and objects on the
slides, you may want to add visually pleasing animations by using the objects displayed on the
slides. If a presentation contains a lot of text, it can become monotonous for the audience. In
this topic, you will apply animation effects to the graphical objects of a presentation.
When you present slides that contain just static objects and text, you run the risk of losing the
audience’s attention. By animating the objects on a slide and adding special effects will help
you retain audience’s attention.
The Animation Painter Feature

The Animation Painter feature provides you with an easy way to animate objects. You can use
this feature to copy the animation of the existing objects on a slide and apply it to other
objects. When you double-click the Animation Painter button, you will be in a Sticky Mode,
which helps you apply a desired animation effect to multiple objects not only in the same pre-
sentation but also in different presentations.
The Built-in Animation Effects

Built-in animations in PowerPoint are readily available animation effects that apply movement
to an object or text on a slide during a slide show. Animation can be applied to single object
or to multiple objects. PowerPoint provides several built-in animations, and you can also create
a custom animation to suit your needs.
PowerPoint provides several built-in animations to enhance your presentation.

LESSON 5
Animation Effect Description
Fade Objects slowly become visible on the slide.
Wipe Objects appear to roll up from the bottom of the
slide to the top.
Grow & Turn Objects appear to turn increasing in size.
Bounce Objects appear to bounce.
Fly In Objects zoom in from the bottom of the slide.
How to Apply an Animation Effect

Procedure Reference: Apply Built-in Animations to an Object or Text
To apply built-in animations to an object or text on a slide:
1. Select the object or text on a slide.
2. On the Ribbon, select the Animations tab.
3. In the Animations group, from the More drop-down list, select an animation.
4. If necessary, run the presentation to view the animation that you set.
Procedure Reference: Remove Built-in Animations from an Object or Text

To remove built-in animations from an object or text:
1. Select the object for which you want to remove the animation.
2. On the Animations tab, in the Animations group, from the More drop-down list,
select None.
3. If necessary, run the presentation to verify that the animation is removed.
Procedure Reference: Animate Objects by Using the Animation Painter Feature

To animate objects by using the Animation Painter feature:
1. Select the object that has the animation effect you want to copy.
2. On the Animations tab, in the Advanced Animation group, click the Animation
Painter button to copy the existing object’s animation.
3. Click the object to which you want to apply the copied animation effect.
4. If necessary, apply the same animation to objects located in multiple places within
the presentation.
5. Click outside the slide to deactivate the Animation Painter button.

LESSON 5
ACTIVITY 5-6
Applying an Animation Effect
Data Files:
Before You Begin:

Scenario:
Your manager asks you to incorporate some special effects that help animate text and keep the
audience’s attention. He suggests that you animate the title slide to draw the audience’s atten-
tion, while starting a presentation.
1. Apply the Fade animation to the title a. If necessary scroll up and on slide 1, click
placeholder. the title text box.
b. On the View tab, in the Show group,

uncheck the Guides check box.
c. On the Animations tab, in the Animation

group, select Fade.
2. Apply the Wipe animation to the sub- a. Click the text box containing the
title placeholder name“Pat Smith” to select the text box.
b. On the Animations tab, in the Animation

group, click the More button, and
in the displayed gallery, in the Entrance
section, select Wipe.
3. Apply the Fly In animation to the a. Click in the text box containing the date.
date.
b. On the Animations tab, in the Animation
group, select Fly In.

LESSON 5
4. Run the slide show and verify that a. On the Slide Show tab, in the Start Slide
the animations have been applied Show group, select From Beginning.
correctly.
b. Press Enter.
c. Observe that the Fade animation is

applied to the title text box and press
Enter.
d. Observe that the Wipe animation is

applied to the text box containing the
name “Pat Smith” and press Enter.
e. Observe that the Fly In animation is

applied to the date text box.
f. Press Esc to end the slide show.
g. Save and close the presentation.
Lesson 5 Follow-up
In this lesson, you modified objects. The techniques learned in this lesson will allow you to
customize any object on a slide to meet the specific needs of a project.
1. What formatting techniques will you use the most often on the objects in your presen-
tation?
2. What are the advantages of grouping and layering objects in your presentations?

LESSON 6

40 minutes
Working with Tables

In this lesson, you will work with tables in a presentation.
You will:
• Insert a table in a slide.
• Format tables.
• Import tables from other applications.
Lesson 6: Working with Tables 121

LESSON 6
Introduction
You formatted various objects in a slide. There may be times when you have to present com-
plex numerical data in a simplified format for better understanding. In this lesson, you will
work with tables for enhancing a presentation.
If complex information is presented through text alone, the audience may find it difficult to
comprehend data. By using tables, you can clearly display information and enable your audi-
ence to immediately grasp its meaning, particularly when you need to compare values.
TOPIC A
Insert a Table in a Slide
You worked with text and added and modified objects in a presentation. A large part of a pre-
sentation will be made up of text and supporting graphical objects. But, in some presentations,
you must communicate complex data that require you to present information differently. In this
topic, you will insert table in a slide.
Some information such as financial data needs to be presented in a structured manner, failing
which, may impact the clarity of that information. Presenting such data in the form of a
bulleted list or in a paragraph often affects the clarity of the information, and the audience
might not understand what you are trying to convey. Using a table to present data can help
you effectively bring out the relationships among data.
Tables
Definition:
A table is a container that consists of boxes called cells to add data. You can arrange
these cells both vertically and horizontally to create columns and rows, respectively.
There are many varying border styles that can be applied to a table. Tables can be
small, simple, and conventional, or they can be quite extensive and complicated, per-
haps containing pictures.
Example:
Figure 6-1: A table filled with data.

LESSON 6
The Insert Table Dialog Box
The Insert Table dialog box allows you to insert a table into a PowerPoint presentation. It
provides you with spin boxes that allow you to specify the number of columns and rows,
which you want to include in a table. After creating a table by using the dialog box, you can
enter data in the rows and columns.
Figure 6-2: Options to insert a table into a PowerPoint presentation.
Table Creation Options

PowerPoint 2010 enables you to create tables dynamically by simply moving the mouse
pointer over the checkered table displayed in the Tables group and selecting the number of
rows and columns you need. You can also see a live preview of the table being created on the
presentation slide. You can create a table by using the Insert Table option. This option enables
you to specify the number of columns and rows in the table. Using the Draw Table button,
you can manually draw a table.
Figure 6-3: A dynamically created table.
Addition of New Rows to a Table

Place the insertion point in the last row, last column of a table and press Tab to
quickly insert a new row at the bottom of the table.
How to Create a Table

Procedure Reference: Insert a Table
To insert a table:
2. Insert the table.
• Insert a table by using the Insert Table option.
a. On the Insert tab, in the Tables group, from the Table drop-down list,
select Insert Table.

LESSON 6
b. In the Insert Table dialog box, enter the number of rows and columns
that you want to include in the table.
c. Click OK to insert the table.
• Insert a table by using grids.
a. On the Insert tab, in the Tables group, in the Table drop-down list,
place the mouse pointer over the cells in the grid to select the number
of rows and columns you want the table to contain. Each cell in the grid
represents one cell in the table.
b. Click to insert the table.
• Insert a table by using the Draw Table option.
a. On the Insert tab, in the Tables group, from the Table drop-down list,
select Draw Table.
b. Using the Pen tool, draw the table on the slide with the number of rows
and columns you want the table to contain.
Table Navigation Options

There are various options to navigate within a table in a presentation.
• Press Tab to move to the next cell.
• Place the insertion point in the last row, last column of a table and press Tab to
insert a new row at the bottom of a table.
• Press Shift+Tab to move to the previous cell.
• Press Enter to start a new paragraph within a cell.
• Press the Right Arrow key to move one cell to the right.
• Press the Left Arrow key to move one cell to the left.
• Press the Down Arrow key to move the insertion point to the cell in the next
row.
• Press the Up Arrow key to move the insertion point to the cell in the previous
row.
Procedure Reference: Enter Data in a Table

To enter data in a table:
1. Place the insertion point in the appropriate cell of the table.
2. Type the information.
3. Navigate to the next cell and enter the desired information.

LESSON 6
ACTIVITY 6-1
Inserting a Table
Data Files:
Before You Begin:

1. Navigate to the C:\084592Data\Working with Tables folder and open the OGC
2. On the View tab, in the Show group, uncheck the Ruler check box.
Scenario:
You have received the latest revenue details of the company and you are asked to include them
in the presentation that you are working on. To do this, you need to create a table to display
the organization’s revenue details.
Projected Actual
Q1 $125K $200K
Q2 $180K $250K
Total $305K $450K
1. Insert a table that contains four rows a. In the left pane, on the Slides tab, scroll
and three columns. down and select slide 11.
b. In the text placeholder on the right, click

Click to add text.
c. Select the Insert tab, and in the Tables

group, from the Table drop-down list, in
the Insert Table section, select the cell in
the third column, fourth row to create a
table with four rows and three columns.

LESSON 6
2. Enter data in a table. a. In the first row, in the second cell, click
to place the insertion point.
b. Type Projected and press Tab to place

the insertion point in the third cell of the
first row.
c. Type Actual and press Tab.
d. Type Q1 and press Tab.
e. Type $125K and press Tab.
f. Type $200K and press Tab.
g. Enter data in the last two rows as shown

in the table in the scenario.
h. Save the presentation as My OGC

Properties in the PPTX format.
TOPIC B
Format Tables
You inserted a table into a presentation. Tables often contain a great deal of information that
must be processed by the audience in a short span of time. So, it becomes necessary to
improve the readability and appearance of the table. In this topic, you will format tables.
Tables display a wealth of information. By modifying the format of a table, you can clarify its
structure for your audience. Instead of relying on text alone, you can insert images into a table,
or blend the appearance of the table with the overall design of the presentation.
Table Tools
Table tools are the tools that appear on the Ribbon when you add a table to a slide. They are
displayed on the Design and Layout contextual tabs of the Table Tools tool tab. The com-
mands on the Design tab enable you to add various table styles, add visual effects, and
customize borders. The commands on the Layout tab allow you to insert columns and rows,
merge cells, and adjust cell size and alignment.
Figure 6-4: The Table Tools Design contextual tab.

LESSON 6
Figure 6-5: The Table Tools Layout contextual tab.

The Alignment group on the Layout contextual tab contains various options for aligning text
inside a cell.
Option Description
Align Text Left Aligns text to the left of a cell.
Center Aligns text to the center of a cell.
Align Text Right Aligns text to the right of a cell.
Align Top Positions text on top of a cell.
Center Vertically Positions text in the center of a cell.
Align Bottom Positions text at the bottom of a cell.
Text Direction Determines the direction in which text will be
typed in a cell. The Text Direction drop-down list
contains various options such as Horizontal,
Rotate all Text 90°, Rotate all Text 270°, and
Stacked. These options are language specific.
Cell Margins Specifies the margins for the selected cells.
Table Fill Options

The Fill tab in the Format Shape dialog box provides you with various options to fill a table
cell with color, texture, or a picture.
Option Description
No fill Removes the fill in a table cell.
Solid fill Fills a table cell with a color.
Gradient fill Fills a table cell with gradient colors.
Picture Or texture fill Inserts a picture in a table cell. You can choose a
picture from the Clipboard or Clip Art gallery, or
use the one stored on your system.
Pattern fill Fills a table cell with a pattern.
Slide background fill Fills the background with a color.
The Table Styles Feature

Definition:
Table styles are a combination of formatting options, including color settings that can
be applied to a table. When a table is inserted, a table style is applied to it by default.
However, with just a click, you can change the look of a table by choosing from the
various thumbnails displayed in the Table Styles gallery.

LESSON 6
Example:
Figure 6-6: Table styles in PowerPoint 2010.
The Table Effects Feature

Effects are a set of options that you can use to apply visual effects to a table. PowerPoint 2010
provides you with three table effect options to modify and enhance tables or individual cells
within them. You can choose these options from the Effects button.
Table Effect Description

Cell Bevel Adds a bevel effect to individual cells or an entire
table.
Shadow Adds a shadow effect to a table.
Reflection Adds a mirror reflection effect to a table.
How to Format Tables

Procedure Reference: Format Tables by Using Contextual Tabs
To format tables by using the contextual tabs:
1. Select the table that you want to format.
2. Select the Design contextual tab.
3. In the Table Style Options group, check the desired check box to modify the for-
matting style.
4. In the Table Styles group, select the various options to apply the table styles and
effects.
• In the Table Styles gallery, select a table style option or;
• In the Table Styles gallery, click the More button and select more table style
options.
• From the Shading drop-down list, select a background color option.
• From the Borders drop-down list, select a border style option.
• From the Effects drop-down list, select a table effect option.
5. Select the Layout contextual tab to select a layout for the table.

LESSON 6
6. If necessary, select a row or column to edit it.
• Place the mouse pointer at the edge of the row you want to select and click
to select the entire row or;
• On the Layout contextual tab, in the Table group, from the Select drop-
down list, select Select Column or Select Row to select a column or row.
7. If necessary, in the Merge section, click a merge option.
• Click the Merge Cells button to merge cells.
• Click the Split Cells button to split cells.
8. If necessary, in the Cell Size section, set a sizing option.
• In the Height text box, specify a value to set the height of the selected cells.
• In the Width text box, specify a value to set the width of the selected cells.
• Click the Distribute Rows button to distribute the height of the selected
rows.
• Click the Distribute Columns button to distribute the width of the selected
rows.
9. If necessary, in the Alignment section, set an alignment option.
10. If necessary, in the Alignment group, from the Text Direction drop-down list,
select an option to change the orientation of the text to vertical, stacked, or hori-
zontal, or rotate it to a particular direction.
Table Style Options

You can modify the formatting style of tables by checking or unchecking the relevant
check boxes in the Table Style Options group.
Check Box Allows You To

Header Row Modify the formatting style of a table header
row.
First Column Modify the formatting style of the first col-
umn.
Last Column Modify the formatting style of the last col-
umn.
Total Row Show or hide totals, which are displayed at
the bottom of a table.
Banded Rows Display or hide formatting for alternate rows.
Banded Columns Display or hide formatting for alternate col-
umns.
Procedure Reference: Add an Image to a Table

To add an image to a table:
1. Click the cell in which you want to insert an image.
2. Open the Format Shape dialog box.
• On the Home tab, in the Drawing group, click the Dialog Box Launcher
button or;
• Right-click the cell and choose Format Shape.
3. In the Format Shape dialog box, select Fill.
4. In the Fill section, select Picture Or texture fill.

LESSON 6
5. Insert an image into the cell.
• Insert a clip art image.
a. In the Insert from section, click Clip Art.
b. In the Select Picture dialog box, in the Search text text box, type a
search word that best describes the image you want.
c. Click Go.
d. From the displayed results, select the image that you want to insert and
click OK.
• Insert a picture from a file.
a. In the Insert from section, click File.
b. In the Insert Picture dialog box, navigate to the folder that contains the
picture and select the picture.
c. Click Insert.
6. In the Format Shape dialog box, click Close.
7. If necessary, drag the image to position it within the cell.
ACTIVITY 6-2
Formatting a Table
Data Files:
Before You Begin:

Scenario:
You have created a table and you want to make sure that the table colors suit your presentation
requirements. Also, you want to ensure that the table is properly aligned and the information is
properly highlighted.
1. Modify a table style. a. Click the border of the table to select the
entire table.
b. Verify that the displayed table is selected

and on the Design contextual tab, in the
Table Style Options group, check the
Total Row check box.
c. In the Table Styles group, click the More

button, and in the Medium section, select
Medium Style 2–Accent 3, which is placed
fourth from the left in the second row.

LESSON 6
2. Apply a table effect. a. In the Table Styles group, in the Effects
drop-down list, place the mouse pointer
over the Shadow option.
b. In the displayed gallery, in the Inner sec-

tion, select the Inside Top effect, which
is the second effect in the first row.
3. Align data in the cells of a table. a. Select the Layout contextual tab, and in
the Alignment group, click the Center
button.
b. On the Layout contextual tab, in the

Table Size group, in the Height text box,
triple-click and type 4.5 and press Enter.
c. In the Alignment group, click Center Ver-

tically, which is placed second from the
left in the second row.
4. Insert a clip art image in the first a. In the first row, in the first cell, right-
row, first column of a table. click, and from the displayed menu,
choose Format Shape.
b. In the Format Shape dialog box, in the

right pane, in the Fill section, select Pic-
ture or texture fill.
c. In the Insert from section, click Clip Art.
d. In the Select Picture dialog box, in the

Search text text box, type business and
click Go.
e. Scroll down, and in the third row, select

the first image, and click OK.
f. In the Format Shape dialog box, click

Close.
g. Save the presentation.

LESSON 6
TOPIC C
Import Tables from Other Office
Applications
You created a table in a PowerPoint presentation. However, you may want to use a table that
is already created in other applications such as Microsoft Excel or Word. In this topic, you will
import tables from other Office applications.
For a presentation, you may need to draw data from tables in Microsoft Word or Excel. Creat-
ing a new table and manually transferring the information will only create more opportunities
for error. PowerPoint provides you with an option to import tables from other applications,
thereby saving you time and reducing effort, and at the same time ensuring that the data is
accurate.
Linking vs. Embedding

You can use an external object such as a chart, graphic, table, or sound file in a presentation
by either linking or embedding it on a slide. In the case of a linked object, data is physically
stored in the source file, which is the file that originally contains the object. The object in the
destination file merely acts as a window to view this data. When you modify the data in the
source file, the object in the destination file automatically reflects the changes.
In the case of an embedded object, there is no link between the data in the source and destina-
tion files. A copy of the data is physically embedded in the destination file and does not
change if you modify the source file. By default, objects are embedded in PowerPoint.
The Insert Object Dialog Box

The Insert Object dialog box allows you to insert an external object into a PowerPoint pre-
sentation. You can either create a file as an object or browse for objects stored on your
computer to insert them into a presentation. You can also choose to display objects as icons in
a presentation.
How to Import Tables from Other Microsoft Office

Applications
Procedure Reference: Insert a Table from Other Applications
To insert a table from other applications:
1. In the left pane, on the Slides tab, select the slide in which you want to insert a
table.
3. In the Text group, click Object to open the Insert Object dialog box.
4. Select Create from file to insert a table from another application.
5. Click Browse.
6. In the Browse dialog box, navigate to the folder that contains the table, select the
table, and click OK.
7. In the Insert Object dialog box, click OK to insert the table in the presentation.

LESSON 6
ACTIVITY 6-3
Inserting a Table from a Word Document
Data Files:
• Highlights table.docx
Before You Begin:

Scenario:
You want to include information in a slide on the financial highlights of your organization.
Your colleague has provided you with the data in the form of a Word document. You want to
get the information inserted into your presentation without having to manually enter it.
1. Insert a table from a Microsoft Word a. In the left pane, on the Slides tab, select
document. slide 12.
b. Select the Insert tab, and in the Text

group, click Object.
c. In the Insert Object dialog box, select the

Create from file option.
d. Click Browse.
e. In the Browse dialog box, navigate to the

C:\084592Data\Working with Tables
folder.
f. Select the Highlights table.docx file and

click OK.
g. In the Insert Object dialog box, click OK

to insert the table from the Highlights
table.docx Word document.

LESSON 6
2. Align data. a. Select the Format contextual tab, and in
the Size group, click the Size and Posi-
tion dialog box launcher button.
b. In the Format Object dialog box, in the

left pane, choose Position.
c. In the right pane, in the Position on slide

section, in the Horizontal text box, triple-
click and type 0.5
d. In the Vertical text box, triple-click and

type 1.7
e. Click Close.
f. Save the file and close it.
Lesson 6 Follow-up
In this lesson, you added tables to a presentation. Tables enable you to present complex infor-
mation to your audience in an organized manner.
1. How do you think using tables to display text or data will make your presentations
more effective?
2. What are the formatting changes that you might make to a table after adding it to a
presentation?

LESSON 7

30 minutes
Working with Charts

In this lesson, you will import charts to a presentation.
You will:
• Create a chart on a PowerPoint slide.
• Modify a chart on a PowerPoint slide.
• Import a chart from Microsoft Excel.
Lesson 7: Working with Charts 135

LESSON 7
Introduction
You inserted tables in slides for presenting data. Sometimes, a graphical representation of data
will better facilitate its analysis or enable viewers to better relate to or compare data. In this
lesson, you will add charts to a presentation.
Information presented as complex numerical data, not supported by graphical equivalents, fails
to engage the audience more often than not. Adding charts to a presentation creates a visual
relationship for that information. Charts can enhance text on slides or make a point all on their
own.
TOPIC A
Insert Charts in a Slide
You created tables to present statistical data. Analyzing and comparing complex data becomes
easier when it is presented in the form of charts. In this topic, you will insert a chart in a pre-
sentation.
If you have numerical data extensively in a presentation, the audience might find it difficult to
analyze. Analyzing and comparing numerical data requires more effort to comprehend when
compared to the information presented in charts. By presenting numerical data graphically, you
can easily establish the relationship between different sets of data for the audience.
Charts
Definition:
A chart is a visual representation of data. It can represent numeric data, quantitative
structures, and functions. By default, data is plotted as a column chart. Charts show the
relationship between groups of numerical data and may contain a title, legend, and data
table.
Example:
Figure 7-1: A chart displaying data.
The Chart Window

The Chart window contains a sample chart, which is plotted from data in an Excel worksheet.
It helps you get a feel of what the chart will look like after finalizing the settings.

LESSON 7
Figure 7-2: The Chart window containing a sample chart.
Chart Data
When you insert a chart in PowerPoint, an Excel worksheet displays sample data that will
populate the chart in the presentation. The sample data contains data labels, which describe
data in the rows and columns. You can add, remove, or change this data to meet your needs.
The Excel worksheet is saved along with the PowerPoint file.
Figure 7-3: An Excel worksheet containing sample data.
The Chart Tools Section

The contextual Chart Tools section provides you with commands that enable you to modify
and enhance the design and layout of charts. You can embed and insert a chart or paste an
Excel chart into a presentation. The chart formatting commands are distributed on the Design,
Layout, and Format contextual tabs. The contextual tabs provide you with various options
that allow you to choose the chart type, manipulate chart data, choose layout and styles, and
work with individual chart elements. You can also use the Shapes and WordArt styles to
enhance individual elements in a chart.
Figure 7-4: Chart tools on the Design contextual tab.

LESSON 7
Figure 7-5: Chart tools on the Layout contextual tab.
Figure 7-6: Chart tools on the Format contextual tab.
The Save As Template Feature

The Save As Template feature enables you to save and reuse a chart type that you cus-
tomized as a chart template to suit your specific needs. Instead of re-creating a chart,
you can simply use the saved chart template.
Chart Types
PowerPoint provides you with several chart types. Each chart type displays data in a different
way and highlights different aspects of the data. Each chart type has a list of available sub-
types to further customize a chart.
Figure 7-7: Chart types available in PowerPoint.

Some of the most commonly used chart types are column, line, pie, and bar.
Chart Type Description

Column Data in a table can be used to plot a column chart.
This type is mainly used for comparing items.
Line Data in a table can be used to plot a line chart.
This type is mainly used for plotting the change in
data over a period of time.

LESSON 7
Chart Type Description
Pie Data in one particular row or a column can be
used to plot a pie chart. This type is mainly used
for displaying the proportion of a particular item.
Bar Data in a table can be used to plot a bar chart.
This type is mainly used for displaying the fre-
quencies or the value of different data. The length
of the bar represents the proportional value it rep-
resents.
How to Create a Chart

Procedure Reference: Create a Chart
To create a chart:
1. In the left pane, on the Slides tab, select the slide on which you want to create a
chart.
2. Click in the placeholder where you want to insert the chart.
4. In the Illustrations group, click Chart.
5. In the Insert Chart dialog box, in the respective chart type section, select a chart
type and click OK.
Procedure Reference: Format a Chart

To format a chart:
1. Open a chart in a PowerPoint presentation.
2. Click and select the chart in the slide.
3. In the Excel worksheet, replace the sample data with data labels and data values.
4. If necessary, save and close the Excel worksheet.
5. Select the Layout contextual tab.
6. In the Labels group, from the Chart Title drop-down list, select a chart title lay-
out.
7. Select the existing text and type a new title.
8. In the Labels group, from the Legend drop-down list, select a legend layout for
the chart.
9. If necessary, click outside the slide to deselect the placeholders.
Procedure Reference: Edit Chart Data

To edit chart data:
1. Click a chart to select it.
2. On the Ribbon, select the Design contextual tab.
3. In the Data group, click Edit Data.
4. In the Excel worksheet, make the relevant changes to the data.
5. Close the Excel worksheet.

LESSON 7
6. Notice that the updated values are reflected in the chart.
ACTIVITY 7-1
Creating a Chart
Data Files:
Before You Begin:

Navigate to the C:\084592Data\Working with Charts folder and open the OGC Properties.pptx
file.
Scenario:
You want to include the information on your organization’s performance during the last year.
You have some statistical data on the performance in the last four quarters and want to present
it in a format that makes it easier to compare and analyze the performance trend.
The following table represents the statistical data of the organization.
Quarter East West North South

Q1 20.4 45 45.9 47
Q2 27.4 38.6 46.9 49.6
Q3 90 34.6 70 80
Q4 20.4 65 43.9 53
1. Insert a chart. a. Scroll down and select slide 13.
b. Click in the Click to add text text

placeholder.
c. Select the Insert tab, and in the Illustra-

tions group, click Chart.
d. In the Insert Chart dialog box, in the right

pane, select the 100% Stacked Cylinder
chart type, which is the third chart type
in the second row and click OK.

LESSON 7
2. Enter data to create a chart. a. In the Excel worksheet, enter all the data
as shown in the scenario.
b. Close the Microsoft Excel 2010 applica-

tion.
c. If necessary, maximize the PowerPoint

window.
d. Observe that the changes made in the

Excel worksheet are reflected in the chart
data.
3. Insert a title into the chart. a. On the Layout contextual tab, in the
Labels group, from the Chart Title drop-
down list, select Above Chart.
b. In the text box with the text “Chart

Title,” triple-click and type Financial
Overview
4. Change the location of the legend. a. In the Labels group, from the Legend
drop-down list, select Show Legend at
Left.
b. Observe that the legend is displayed on

the left of the chart.

LESSON 7
5. Modify the values of the chart. a. Click the border of the chart to select it.
b. On the Design contextual tab, in the Data

group, click Edit Data to display the chart
data in an Excel worksheet.
c. Click cell B5, double-click in the Formula

bar, and type 80
d. Select cell D5, double-click in the For-

mula bar, type 60 and press Enter.
e. Close the Microsoft Excel 2010 applica-

tion.
f. If necessary, maximize the PowerPoint

window.
g. In the displayed chart, place the mouse

pointer over the blue section of the fourth
stacked cylinder and verify that the value
on the section representing the fourth
quarter is changed to 60. Similarly, in the
same stacked cylinder, verify that the
value of the orange section is changed to
80.
h. Save the file as My OGC Properties in the

PPTX format.

LESSON 7
TOPIC B
Modify a Chart
You edited chart data in a presentation. When creating a chart, you must ensure that the chart
type is appropriate to display the type of data you are analyzing. PowerPoint provides you
with an option to choose from a wide variety of chart types. In this topic, you will modify a
chart.
You will always analyze data from a certain perspective percentage, changes over a period of
time, or relative performance. By choosing the right kind of chart to present the data at hand,
you will be able to display the relationship between elements more clearly.
Chart Layouts
Chart layouts are predefined layout options that can be applied to different chart types.
PowerPoint provides you with a variety of predefined layouts that you can choose from the
Chart Layout gallery. When a predefined layout is applied, a specific set of chart elements
such as titles, legends, data tables, or labels are displayed in the chart. A predefined layout can
also be fine-tuned by manually formatting individual chart elements.
Chart Styles
Chart styles are predefined styles that match the applied chart type, chart layout, and theme of
a presentation. You can apply a chart style to an existing chart. These styles are available in
the Chart Styles group on the Design contextual tab.
Modifying a Chart
In addition to modifying the chart style, chart layout, and chart type, you can also add
a chart title, data labels, legend, and data table.
How to Modify a Chart

Procedure Reference: Change a Chart Type
To change a chart type:
1. Click a chart to select it.
3. In the Type group, click Change Chart Type.
4. In the Change Chart Type dialog box, select a chart type.
5. In the respective chart type section, select a chart and click OK.
Procedure Reference: Change a Chart Style and Layout

To change a chart style and layout:
1. In the left pane, on the Slides tab, select the slide on which you want to change
the chart layout.
2. Click the chart to select it.
4. Select a chart style.

LESSON 7
• In the Chart Styles group, in the displayed list, select a style for the chart
or;
• In the Chart Styles group, click the More button and select an option to
apply a style to the chart.
5. Select a chart layout.
• In the Chart Layouts group, in the displayed list, select a layout type to
apply to the chart or;
• In the Chart Layouts group, click the More button and select an option to
apply a layout type to the chart.
ACTIVITY 7-2
Modifying a Chart Layout
Data Files:
Before You Begin:

Scenario:
In your presentation, you have created a chart representing your organization’s financial perfor-
mance. While reviewing it, you feel that the data will be easier to understand if you present it
by using a different chart format.
1. Change the chart type. a. On the Design contextual tab, in the Type
group, click Change Chart Type.
b. In the Change Chart Type dialog box, in

the left pane, verify that Column is
selected.
c. In the right pane, in the Column section,

select the 100% Stacked Pyramid chart
type, which is the fourth chart type in the
third row and click OK.
2. Modify a chart layout. a. On the Ribbon, in the Chart Layouts

group, click the More button.
b. In the displayed gallery, select Layout 8,

which is the second layout in the third
row.

LESSON 7
3. Modify the chart style. a. On the Ribbon, in the Chart Styles group,
click the More button.
b. In the displayed gallery, select Style 30,

which is the sixth style in the fourth row.
c. Save the file.
TOPIC C
Import Charts from Other Office
Applications
You modified a chart in PowerPoint. At times, you may want to reuse a chart from another
application to save time. In this topic, you will import a chart from another Office application
into a presentation.
Imagine a situation where you have some charts created by using the Excel application that
you need to use in your PowerPoint presentation. By adding them to your presentation with
the click of a button, you can save yourself the time and effort of re-creating them.
How to Import a Chart from Microsoft Excel

Procedure Reference: Paste a Chart from Microsoft Excel
To paste a chart from Microsoft Excel:
1. Open the worksheet that contains a chart.
a. Choose Start→All Programs→Microsoft Office→Microsoft Excel 2010
(Beta).
b. Select the File tab and choose Open.
c. Navigate to the folder that contains the Excel worksheet, select the
worksheet, and click Open.
2. In the Excel worksheet, select the chart.
3. Copy the chart.
• On the Home tab, in the Clipboard group, click the Copy button or;
• Press Ctrl+C.
4. In the Excel window, click the Minimize button.
5. In the PowerPoint window, in the left pane, on the Slides tab, select the slide in
which you want to insert the chart from Microsoft Excel.
6. On the slide, place the insertion point at the point where you want the chart to
appear.
7. Paste the chart on the slide.
• On the Home tab, in the Clipboard group, from the Paste drop-down list,
select Paste or;
• Press Ctrl+V.

LESSON 7
8. If necessary, click outside the slide to deselect the chart.
9. Click the Close button to exit the Excel application.
10. If necessary, in the Microsoft Office Excel message box, click No to close the
Excel application without saving the changes.
ACTIVITY 7-3
Pasting a Chart from Microsoft Excel
Data Files:
• Revenue Chart.xlsx
Before You Begin:

Scenario:
You receive information on the revenue details of your organization in the form of a chart in
an Excel worksheet. You want to use the chart in your presentation, but you do not have the
sufficient time to re-create the same chart in PowerPoint. So, you decide to import data from
the Excel application onto your presentation.
1. Open a worksheet that contains a a. Choose Start→All Programs→Microsoft

chart. Office→Microsoft Excel 2010 (Beta).
b. Select the File tab and choose Open.
c. In the Open dialog box, navigate to the

C:\084592Data\Working with Charts folder.
d. Select the Revenue Chart.xlsx file and

click Open.

LESSON 7
2. Include an Excel chart in a presenta- a. Select the chart in the worksheet.
tion.
b. On the Home tab, in the Clipboard group,
click the Copy button.
c. Close the Microsoft Excel 2010 applica-

tion.
d. If necessary, on the taskbar, click

PowerPoint application to maximize it.
e. In the PowerPoint window, select slide 14

and click the Click to add text
placeholder text.
f. On the Home tab, in the Clipboard group,

click Paste.
g. Observe that the Excel chart is placed on

the slide.
h. Save and close the presentation.
Lesson 7 Follow-up
In this lesson, you added charts to a presentation. Charts enable you to present numerical data
graphically.
1. List some instances when you might use a chart in a presentation.
2. What types of charts do you think you will use most frequently? Why?

NOTES

LESSON 8

1 hour(s)
Preparing to Deliver a
Presentation
In this lesson, you will prepare to deliver a presentation.
You will:
• Review content in a presentation.
• Divide a presentation into sections.
• Add transitions between slides.
• Add speaker notes to slides.
• Print a presentation.
• Deliver a presentation.
Lesson 8: Preparing to Deliver a Presentation 149

LESSON 8
Introduction
You added charts to a presentation to convey numerical data. After creating and editing a pre-
sentation, you still need to add final touches to it before delivering it to an audience. In this
lesson, you will examine the tasks that need to be done before presenting a presentation.
By thoroughly reviewing the PowerPoint slides for a presentation, and adding a few notes for
clarity, you will be able to make the presentation accurate and error free. By ensuring that a
presentation is correctly sequenced and the information flow is flawless, you can concentrate
on making a stellar impression.
TOPIC A
Review the Content in a Presentation
You added illustrations and charts to complete a presentation. Slides, when projected, can mag-
nify small errors in spelling and punctuation. Before you deliver a presentation, you want to
ensure that the content is correct. In this topic, you will review the content of a presentation.
Slides filled with spelling and punctuation errors will seriously undermine the credibility of a
presentation. By reviewing the content on each slide, you can ensure that an important presen-
tation is not undermined by careless mistakes.
The AutoCorrect Feature

AutoCorrect is a feature that automatically fixes common spelling errors when you type. In
addition to spelling errors, this feature will automatically capitalize the names of days as well
as the first letter of sentences and words in a table cell. The AutoCorrect list contains a list of
misspelled words and the corresponding list of correct words. You can also add a word to the
AutoCorrect list to automatically correct the misspelled word. AutoCorrect is turned on by
default, but it can be disabled.
Figure 8-1: The AutoCorrect dialog box.

LESSON 8
The Spell Checker Feature
The Spell Checker feature is used to check a presentation for spelling errors. You can access
this feature by clicking the Spelling button in the Proofing group on the Review tab. When
you click this button, the Spelling dialog box is displayed. The dialog box points to the first
instance where a spelling error has occurred in the presentation. You can replace the misspelled
word by selecting the correct word from the list of words in the Suggestions list box.
Figure 8-2: The Spelling dialog box.

The Spelling dialog box contains various options to correct spelling errors.
Option Description
Ignore Ignores the spelling error in that instance only.
Change Replaces the misspelled word with the word
selected from the Suggestions list box in that
instance only.
Add Adds the misspelled word to the dictionary. Once
it is added to the dictionary, the Spell Checker will
not list it as a spelling error.
AutoCorrect Adds the misspelled word to the AutoCorrect list.
Ignore All Ignores the spelling error throughout a presenta-
tion.
Change All Replaces the misspelled word with the word
selected from the Suggestions list box throughout
a presentation.
Suggest Selects a word from the Suggestions list box to
replace the misspelled word.
The Research Task Pane

The Research task pane allows you to search for information by using a wide variety of online
references. This pane can be accessed by clicking the Research button in the Proofing group
on the Review tab.
The options of the Research task pane are described in the table below.
Option Description
The Search for text box Displays the selected word for which a search is initiated. You can also
enter the word for which you need to find synonyms and antonyms.
The Start searching button Allows you to initiate the search for the word entered in the Search
for text box.
The Back button Allows you to navigate to the previous search results.

LESSON 8
Option Description
The Next search button Allows you to navigate to the next word you searched for.
The Results list box Displays the synonyms and antonyms for the selected word. It consists
of two links: the All Reference Books and All Research Sites. The
All Reference Books link directs you to a location from which you can
search in a dictionary and the thesaurus, and use the translation option.
The All Research Sites link checks for synonyms on the web.
The Research options link Opens the Research Options dialog box that contains numerous
options to set research options for the task pane.
The Thesaurus Feature

Definition:
A Thesaurus is a reference tool that provides you with a collection of synonyms and
antonyms. To access this tool, you have to select the word for which you want a syn-
onym and click the Thesaurus button in the Proofing group on the Review tab. This
displays a list of synonyms and antonyms in the Research task pane. By default, syn-
onyms and antonyms are accessed from the Thesaurus English (U.S.) reference book.
However, thesauruses are also available in various languages such as English, French,
and Spanish.
Example:
Figure 8-3: The Thesaurus English (U.S.) reference book.
How to Review Content in a Presentation

Procedure Reference: Set AutoCorrect Options
To set AutoCorrect options:
1. Select the File tab and choose Options.
2. In the PowerPoint Options dialog box, in the left pane, select Proofing.
3. Click the AutoCorrect Options button.
4. In the AutoCorrect dialog box, set the options.
• Check the Correct TWo INitial CApitals check box to change the casing of
the second letter of a word to lowercase if the casing of the first two letters
of the word is uppercase.
• Check the Capitalize first letter of sentences check box to capitalize the
first letter of a sentence.

LESSON 8
• Check the Capitalize first letter of table cells check box to capitalize the
first letter in a table cell.
• Check the Capitalize names of days check box to capitalize the names of
the days of the week.
• Check the Correct accidental use Of cAPS LOCK check box to capitalize
the first letter of a word and change the casing of the rest of the letters to
lowercase.
• Check the Replace text as you type check box to correct spelling errors as
you type.
5. Click OK to close the AutoCorrect dialog box.
6. Click OK to close the PowerPoint Options dialog box.
Procedure Reference: Check a Presentation for Spelling Errors

To check a presentation for spelling errors:
1. Select the content that you want to spell check.
• On the Slides tab, select the first slide to check the entire presentation for
spelling errors or;
• Select the text that you want to correct.
If the insertion point is not at the top of the document, PowerPoint starts the spell check at the
location of the insertion point, works to the end of the document and then checks from the
beginning of the document to the insertion point.
2. Start spell checking.

• On the Review tab, in the Proofing group, click Spelling or;
• Press F7.
3. Use the Spell Checker options in the Spelling dialog box to correct the spelling
errors.
• Change the spelling.
— If the correction that you want to make is already highlighted in the
Suggestions list box, click Change.
— If the correction that you want to make is in the Suggestions list box,
but is not highlighted, select that word and click Change.
You can click the Resume button to continue with the spell check until you reach the
end of the document.
— If you have repeated the spelling error throughout the document, click
Change All to automatically correct all occurrences of the misspelled
word in the document.
— If the Spell Checker finds repeated words, click Delete to delete the sec-
ond instance of the word.
• Leave the word unchanged.
— If you want to leave the word unchanged and continue with spell check-
ing the document, click Ignore.
— If you want to automatically ignore all the remaining occurrences of the
word, click Ignore All.
• Add a word to the dictionary.

LESSON 8
— If you want to add a word to the default dictionary, click Add. Once it
is added to the dictionary, the Spell Checker will not list it as a spelling
error.
• Stop the spell check.
— Click Close to stop the spell check procedure at any point.
• Add a word to the AutoCorrect list.
— Click the AutoCorrect button to add a misspelled word and its correct
spelling to the AutoCorrect list. Once it is added to the AutoCorrect list,
the Spell Checker will not list it as a spelling error.
You can also right-click a spelling error and choose the correct spelling.
Procedure Reference: Insert a Synonym by Using the Thesaurus on the Shortcut

Menu
To insert a synonym by using the Thesaurus on the shortcut menu:
1. Right-click the word for which you want to find a synonym.
2. Choose Synonyms to display a list of words with similar meaning.
If a word is misspelled or unrecognized by PowerPoint, the Synonyms option will not be avail-
able on the shortcut menu.
3. Select the most suitable word to replace the original word.

4. If necessary, save the presentation.
Procedure Reference: Insert a Synonym by Using the Thesaurus in the Research

Task Pane
To insert a synonym by using the Thesaurus in the Research task pane:
1. Open an existing presentation.
2. Select the word for which you want to list synonyms.
3. Display the Thesaurus in the Research task pane.
• On the Review tab, in the Proofing group, click Thesaurus or;
• On the Review tab, in the Proofing group, click Research or;
• Right-click the word that you want to find a synonym for and choose
Synonyms→Thesaurus or;
• Press Shift+F7.
4. If necessary, in the Research task pane, in the list box, scroll to locate the appro-
priate synonym.
5. In the Research task pane, in the list box, place the mouse pointer over the syn-
onym that you want to insert, click the drop-down arrow to the right of the
synonym, and select Insert to insert the synonym.
6. If necessary, save the presentation.

LESSON 8
ACTIVITY 8-1
Checking a Presentation for Spelling Errors
Data Files:
Before You Begin:

Navigate to the C:\084592Data\Preparing to Deliver a Presentation folder and open the OGC
Scenario:
You have completed adding content to a presentation. Before sending it for review, you want
to ensure that the presentation is free from spelling errors or typographical mistakes.
1. Check the functionality of the a. In the left pane, on the Slides tab, scroll
AutoCorrect feature. down and select slide 18.
b. On the slide, in the first sentence, click

before the text “Services” and type teh
c. Press the Spacebar.
d. Observe that the typed word is automati-

cally corrected to “The.”

LESSON 8
2. Correct the spelling errors in a pre- a. On the Review tab, in the Proofing group,
sentation. click Spelling.
b. In the Spelling dialog box, click Add to

add “OGCBuddy” to the dictionary.
c. In the Spelling dialog box, in the Not in

Dictionary text box, observe that
“proccess” is displayed as a misspelled
word.
d. In the Spelling dialog box, in the Change

to text box, observe that “process” is dis-
played as the correct word.
e. Click Change to correct the misspelled

word “proccess.”
f. Click Change to correct the misspelled

word “Acheived.”
g. Verify that the misspelled word is cor-

rected and in the Microsoft PowerPoint
message box, click OK to complete the
spell check.
h. Save the file as My OGC Properties in the

PPTX format.

LESSON 8
ACTIVITY 8-2
Using the Thesaurus
Data Files:
Before You Begin:

Scenario:
You are reviewing your presentation, and find that the word “accomplishments” is not appro-
priate in the phrase “Fiscal Accomplishments” in the title of a slide. You want to replace it
with an alternative that fits the context better.
1. Display the Research task pane. a. In the left pane, on the Slides tab, verify
that slide 15 is selected.
b. On the slide, in the title text, select the

word “Accomplishments.”
c. On the Review tab, in the Proofing group,

click Thesaurus to display the Research
task pane.
2. Replace the word “accomplishments” a. In the Research task pane, in the Search
with its synonym “achievements” by for text box, verify that “Accomplish-
using the Thesaurus. ments” is displayed.
b. In the Research task pane, in the list box,

place the mouse pointer over the word
“Achievements,” and from the displayed
drop-down list, select Insert.
c. Observe that the title now reads “Fiscal

Achievements.”
d. Close the Research task pane.

LESSON 8
TOPIC B
Divide a Presentation into Sections
You added various customizing options to enhance a presentation. You may also want to apply
further customizing options such as grouping slides into identifiable sections so that you can
organize the presentation. In this topic, you will divide a presentation into different sections.
Imagine a situation where you had to prepare a presentation that includes content on half a
dozen subjects or more. Without segregating similar slides into groups, finding a particular
slide to edit, becomes a time-consuming affair. This is particularly annoying when you do not
have too much time at hand. PowerPoint 2010 provides you with the option of grouping
related slides into sections, so that you can quickly and easily identify the slides that you need
to work on.
The Slide Section Feature

The Slide Section feature that can be accessed from the Slides group on the Home tab enables
you to organize slides in a presentation. You can name sections in presentations to track
groups of slides that belong to a category. Using this feature, you can add, rename, move, and
remove a section.
Figure 8-4: Sections in a presentation.
How to Divide a Presentation into Sections

Procedure Reference: Create a Slide Section
To create a slide section:
2. Add a section.
• On the Home tab, in the Slides group, from the Section drop-down list,
select Add Section or;
• Right-click between the two slides where you want to add a section and
select Add Section.
3. Observe that an Untitled Section is added to the left pane.
4. Right-click Untitled Section and select Rename Section.

LESSON 8
5. In the Rename Section dialog box, in the Section name text box, type the
desired name and click Rename.
6. If necessary, navigate through a slide by using sections.
• Right-click a section and select Move Section Down to move it down in a
list of slides.
• Right-click a section and select Move Section Up to move it up in a list of
slides.
7. If necessary, drag a slide onto the relevant section to rearrange the slides.
ACTIVITY 8-3
Dividing a Presentation
Data Files:
Before You Begin:

Scenario:
Your presentation has multiple slides. Your manager wants to recognize staff performances and
announce special awards during the presentation, and has asked you to present only the main
part. You want to categorize slides to quickly identify the portions that you both need to
present.

LESSON 8
1. Create sections for the “Sales Over- a. In the left pane, on the Slides tab, right-
view” and “Awards” slides. click between slides 16 and 17 and choose
Add Section.
b. Observe that an Untitled Section is added

between slides 16 and 17.
c. Right-click the default section name

Untitled Section above slide 17 and select
Rename Section.
d. In the Rename Section dialog box, in the

Section name text box, type Business
Overview and click Rename.
e. Scroll down and right-click between slides

19 and 20 and choose Add Section.
f. Right-click the default section name

Untitled Section above slide 20 and select
Rename Section.
g. In the Rename Section dialog box, in the

Section name text box, type Awards and
click Rename.
2. Reorder the sections and slides. a. Right-click the Business Overview section
and select Move Section Down to move
the section below the Awards section.
b. In the left pane, on the Slides tab, click

slide 19 and drag it below slide 22.
c. Observe that the sections are now dis-

played as desired.

LESSON 8
TOPIC C
Add Transitions
You created slide sections to organize a presentation. After dividing the presentation into rel-
evant sections, you may want to create special effects and visually pleasing transitions between
slides. In this topic, you will add transitions between slides.
By introducing visual effects to the transitions between slides, you can add enhancements to a
presentation and ensure a smooth movement from one slide to the next. By adding transitions,
you can also control the pace at which slides change.
Transitions
Definition:
Transitions are special effects that appear while navigating through a slide show. You
can change the transition speed and add sounds to transitions. You can also change or
remove the existing transitions in a presentation. Transitions can occur on a mouse
click, or be set to appear automatically after a specified period of time during slide
movement.
Example:
Figure 8-5: Transition effects in PowerPoint 2010.
How to Add Transitions

Procedure Reference: Add Transition Effects
To add transition effects:
1. Select the slide to which you want to add a transition.
2. On the Ribbon, select the Transitions tab.
3. Apply a transition.
• In the Transition to This Slide group, click a transition or;
• In the Transition to This Slide group, click the More button, and from the
displayed list of transition schemes, select a transition to apply it only to the
selected slides.
LESSON 8
4. If necessary, in the Timing group, specify the desired options.
• If necessary, in the Timing group, click Apply To All to apply the transition
effect to all the slides in the presentation.
• If necessary, in the Timing group, from the Duration spin box, select the
duration at which the transition should occur.
• If necessary, in the Timing group, from the Sound drop-down list, select a
sound to add a transition sound.
5. If necessary, in the Preview group, click Preview to preview the effect of a tran-
sition on the selected slide.
Procedure Reference: Change Transition Effects

To change transition effects:
1. Select the slides for which you want to change the transition.
3. Change the existing transition effects.
• On the Transitions tab, in the Transition to This Slide group, click the
More button, and from the displayed list of transition schemes, select a tran-
sition to apply it only to the selected slides.
• In the Transition to This Slide group, from the Duration spin box, select a
duration to set the slide transition duration.
• In the Transition to This Slide group, from the Sound drop-down list, select
a sound to add a transition sound.
4. If necessary, in the Timing group, click Apply To All to change the transition
effect for all the slides in the presentation.
5. Run the presentation to view the transition effects.
Procedure Reference: Remove Transition Effects

To remove transition effects:
1. Select the slides for which you want to remove the transition.
3. Remove the existing transition effects.
• In the Transition to This Slide group, click the More button, and from the
displayed list of transition schemes, select None.
• In the Transition to This Slide group, from the Sound drop-down list, select
the No Sound option.
4. Run the presentation to verify that the transition effects are removed.
5. Press Esc to end the presentation.

LESSON 8
ACTIVITY 8-4
Adding Transition Effects to a Presentation
Data Files:
Before You Begin:

Scenario:
To make your presentation interesting and appealing to your audience, you decide to add visu-
ally pleasing transition effects between slides. However, you do not want to increase the
duration of the presentation with these effects.
1. Apply the Dissolve transition effect a. In the left pane, on the Slides tab, scroll
at a duration of 01.00 minute. up and select slide 1.
b. On the Transitions tab, in the Transition

to This Slide group, click the More but-
ton, and in the displayed gallery, in the
Exciting section, select the Dissolve tran-
sition.
A star appears under the slide number on the

Slides tab to indicate that an animation effect
on a transition is applied to that slide.
c. In the Timing group, in the Duration spin

box, click the down arrow to set the slide
transition duration to 01.00.
2. Apply the transition effect to the a. In the Timing group, click Apply To All.
remaining slides.
Notice that all the slides on the Slides tab have
stars under the slide number.
b. In the left pane, on the Slides tab, scroll

c. On the Ribbon, in the Preview group,

click Preview.
d. In the left pane, on the Slides tab, verify

that a star icon is present to the left of
each slide confirming that a transition
effect is applied to them.

LESSON 8
3. Run a slide show. a. On the Slide Show tab, in the Start Slide
Show group, click From Current Slide.
b. Observe that a slide show is displayed

from the current slide and click anywhere
on the presentation screen to display the
next slide.
c. Observe that the slide show moves on to

the next slide.
d. Press Esc to end the slide show.
TOPIC D
Add Speaker Notes
You added transition and animation effects to a presentation. You now need to prepare the
script for speaking during the presentation. In this topic, you will add speaker notes for the
slides in a presentation.
Effective PowerPoint presentations only present the essential information, requiring that the
presenter fill in the rest of the details, while presenting. While doing this, there is a possibility
that you may forget some of the key points that you intend to convey. Adding speaker notes
allows you to keep the slides free of clutter and too much information, and also helps the pre-
senter recollect the points to be presented.
Speaker Notes
Speaker notes are support material that can be printed for the reference of the speaker during a
presentation. You can enter any information that you might need during the course of a presen-
tation in the Notes area at the bottom of each slide in the Notes Page view. Text in the Notes
area can be formatted with the basic font and paragraph formatting commands; however, you
cannot change the font style. When you print the Notes pages, the slide content along with the
information you entered in the Notes area is printed.

LESSON 8
Figure 8-6: Speaker notes in the Notes pane.
How to Add Speaker Notes

Procedure Reference: Add Speaker Notes
To add speaker notes:
1. In the left pane, on the Slides tab, select the slide for which you want to add
notes.
2. In the Notes pane at the bottom of the screen, click and type your notes.
3. If necessary, format the notes.

LESSON 8
ACTIVITY 8-5
Adding Speaker Notes
Data Files:
Before You Begin:

1. The My OGC Properties.pptx file is open.
2. Drag the divider between the slide and the Notes pane to expand the notes pane.
Scenario:
Your presentation contains financial information and a brief comparative analysis of sales data
across various regions. You are comfortable with the slides that contain mostly text, but on the
slides with charts and graphs, you want to use a few reminders of the important points.
1. Type the notes. a. In the left pane, on Slides tab, scroll

b. In the Notes pane, click and type We

expect the West division to increase
revenue by 30% in the next quarter.
Then, press Enter.
c. Type North revenue is expected to con-

tinue at its current level through the
end of the fiscal year.
2. Format the notes. a. On the Home tab, in the Editing group,

from the Select drop-down list, select
Select All to select all the text in the
Notes pane.
b. In the Paragraph group, click the Num-

bering button.
c. Deselect the text.
d. In the Notes pane, click and drag over 30%

to select the text “30%.”
e. On the Ribbon, in the Font group, click

the Bold button to apply bold formatting.

LESSON 8
TOPIC E
Print a Presentation
You created speaker notes for the slides in a presentation. This will serve as a reference for the
presenter when presenting. However, if you intend to provide hard copies of the presentation
for your audience, you need to print it. In this topic, you will print slides, notes, outlines, and
handouts.
Having a hard copy of the presentation will help you refer to the presentation you delivered, in
the future. Also, providing hard copies of the presentation to the audience will allow them to
refer to the content you are presenting and provides a place for them to jot down notes. It also
allows them to concentrate more directly on your speech.
Handouts
Handouts are support material that can be used by the audience to make notes during a presen-
tation. The date and the page number are printed on the handouts for reference. You can also
generate handouts by creating separate documents that display slides and notes. The Share
section in the Backstage view allows you to create handouts in Microsoft Word.
Figure 8-7: The print preview of handouts.
Outlines
Outlines are printed support material that contain all the text on each slide in a condensed for-
mat. Slide numbers are also visible in outlines; however, graphics and other objects do not
appear. You can print outlines and provide the audience with a printed copy of text that is used
on slides, which they can use while viewing the presentation.

LESSON 8
Figure 8-8: The outline of a presentation.
The Page Setup Dialog Box

The Page Setup dialog box contains various options that you can use to set the size and orien-
tation of a slide. You can specify the width and height of a slide in the Width and Height spin
boxes, respectively. You can also determine the numbering of slides by setting a starting num-
ber in the Number slides from spin box. In the Slides section, you can set the page
orientation to either Portrait or Landscape. In the Notes, handouts & outline section, you can
choose an orientation for notes, handouts, and outlines. This orientation can be different from
the one that you chose for the slides.
Figure 8-9: Options in the Page Setup dialog box.
Page Orientation
Page orientation is the way in which a rectangular page is oriented for normal viewing.
The two most common types of orientation are Portrait and Landscape. The Portrait
option is preferred where the height of the display area is greater than the width, while
Landscape is preferred to view the entire page on screen at once without wasted space
along the sides.
How to Print a Presentation

Procedure Reference: Preview a Presentation
To preview a presentation before printing:
1. Select the File tab and choose Print.
2. In the right pane, view a print preview of the selected slide.
3. In the preview section, click the left and right arrow buttons to view a preview of
all the slides.

LESSON 8
Procedure Reference: Create Handouts in Microsoft Word
To create handouts in Microsoft Word:
1. Display the Backstage view.
2. In the left pane, select the Share option.
3. In the File Types section, select Create Handouts.
4. In the right pane, in the Create Handouts in Microsoft Word section, select an
option and click Create Handouts.
5. In the Send To Microsoft Word dialog box, select a layout for the handouts
document, select an option for pasting the slide content on the handouts docu-
ment, and click OK.
Procedure Reference: Print Slides, Handouts, Notes, or Outlines

To print slides, handouts, notes, or outlines:
1. On the Design tab, in the Page Setup group, click the Page Setup button.
2. In the Page Setup dialog box, set the page size and orientation.
• Set the page size.
— From the Slides sized for drop-down list, select the size of the paper for
printing.
— In the Width and Height text boxes, enter the required width and height
values to customize the page size.
• In the Slides section, select the desired orientation.
• In the Notes, handouts & outline section, select the desired orientation.
3. Display the Print dialog box.
• Select the File tab, choose Print, and click the Print button or;
• Press Ctrl+P.
4. If necessary, from the Printer drop-down list, select the name of the printer to
which you want to print.
5. If necessary, in the Settings section, select an option for printing the slides.
• Select the options for printing the entire presentation, the current slide, or a
custom range.
• In the Slides text box, enter the range of slides to print specified slides of the
presentation.
6. If necessary, in the Print section, in the Copies spin box, enter the number of
copies you want to print.
7. If necessary, below the Slides text box, select a printout type.
• In the Print Layout section, select the layout that you want to print.
• If necessary, in the Handouts section, select the number of slides that you
want to print on each page.
8. If necessary, from the Color drop-down list, select a print output option.
• Select the Color option to print in color.
• Select the Grayscale option to print images that contain variations of gray
tones between black and white.
• Select the Pure Black and White option to print a handout with no gray
fills.
9. Click Print to print the presentation.

LESSON 8
ACTIVITY 8-6
Printing a Presentation
Data Files:
• My OGC Presentation.pptx
Before You Begin:

The My OGC Presentation.pptx file is open.
Scenario:
Your presentation is ready for delivery. You want to print a copy of the presentation for your
project history file. You want only the titles and main text from each slide on the printout for
reference.
1. Set the slide orientation and page a. On the Design tab, in the Page Setup
size for a presentation. group, click Page Setup.
b. In the Page Setup dialog box, in the

Slides section, verify that Landscape is
selected.
c. In the Notes, handouts & outline section,

select Landscape.
d. From the Slides sized for drop-down list,

select Letter Paper (8.5x11 in).
e. Click OK to apply the page settings to the

presentation.
2. Print an outline of a presentation. a. Select the File tab and choose Print.
b. From the Full Page Slides drop-down list,

in the Print Layout section, select Out-
line.
c. Click Print to print the presentation.

LESSON 8
ACTIVITY 8-7
Printing Speaker Notes and Handouts
Data Files:
Before You Begin:

Scenario:
Your presentation is now ready. You decide to deliver your presentation along with brief
descriptions on the data being presented. For your reference, you want to print the notes asso-
ciated with the slides. You have also just been told that your presentation is going to be
included as an appendix in the annual report. So, you need to print the handouts too.
1. Print the speaker notes for slide 4. a. Select the File tab and choose Print.
b. In the Settings section, from the Outline

drop-down list, in the Print Layout sec-
tion, select Notes Pages.
c. In the preview section, at the bottom left,

in the text box, click 8 and type 14 and
then press Enter to view the notes on the
Revenue Highlights slide.
d. In the left pane, in the Settings section,

in the Slides text box, click and type 14
e. Click Print to print the notes.
2. Print three handouts per page. a. Select the File tab and choose Print.
b. In the Settings section, from the Custom

Range drop-down list, select Print All
Slides to print all the slides as handouts.
c. From the Notes Pages drop-down list, in

the Handouts section, select 3 Slides.
d. In the right pane, view a preview of the

slides.
e. Click Print to print the selected slides.

LESSON 8
TOPIC F
Deliver a Presentation
You printed a presentation and handed out the reference materials to your audience. The final
task after creating the entire presentation is to deliver it to the audience. In this topic, you will
deliver a presentation.
After the entire creating, editing, and formatting processes, the final task left in PowerPoint
slide creation is to display the created presentation on a big screen. PowerPoint provides you
with various options to make presentation delivery, a delightful experience both for the pre-
senter as well as for the audience.
How to Deliver a Presentation

Procedure Reference: Deliver a Presentation
To deliver a presentation:
1. Display a presentation in any desired presentation view.
2. If necessary, hide the slides.
• Right-click the desired slide and choose Hide Slide to hide it from the pre-
sentation or;
• Select the desired slide, and on the Slide Show tab, in the Set Up group,
click Hide Slide.
3. Display the presentation in the Slide Show view.
• On the Slide Show tab, in the Start Slide Show group, select the desired
option for viewing the slides or;
• On the status bar, select the Slide Show view or;
• Press F5.
4. If necessary, click on the screen to advance to the next slide in the presentation.
5. Press Esc to end the slide show.

LESSON 8
ACTIVITY 8-8
Delivering a Presentation
Data Files:
Before You Begin:

Scenario:
You need to present your report to members of your staff. You feel that certain slides are
redundant and need not be viewed by your audience. So, you decide to hide them.
1. Hide slide 4 in the presentation. a. In the left pane, on the Slides tab, scroll
b. On the Slide Show tab, in the Set Up

group, click Hide Slide.
2. Deliver the presentation. a. In the left pane, on the Slides tab, select
slide 3.
b. In the Start Slide Show group, click From

Current Slide to view the slide show from
slide 3.
c. Click anywhere on the presentation slide

to advance to the next slide in the presen-
tation.
d. Observe that the “Our Goal” slide is dis-

played after the “Agenda” slide. Also
observe that the “About Us” slide, which
is the fourth slide of the presentation is
not displayed because it is hidden.
e. Press Esc to end the slide show.
g. Close the file.
h. Close the application.

LESSON 8
Lesson 8 Follow-up
In this lesson, you prepared to deliver a presentation. You are now ready to give a well-
prepared and a professional presentation.
1. What benefits do you see in using the spell checker and research tools in a presenta-
tion?
2. What is the difference between animation effects that enhance your presentation ver-
sus animation effects that could detract from your presentation?

Follow-up FOLLOW-UP
In this course, you explored the PowerPoint environment and then created a presentation. You
formatted the text on slides to enhance clarity. To enhance the visual appeal, you added graphi-
cal objects to the presentation and modified them. You also added tables and charts to the
presentation to display data in a structured form. You then finalized a presentation to deliver it.
1. As you create presentations in PowerPoint, which elements (text, graphics, tables,
charts, animation) will you make the most use of?
2. How will PowerPoint assist you in getting your information and ideas across to your
audience more effectively than other methods?
3. Where might you become more efficient in creating your current presentations by
using the new features in PowerPoint 2010?
What’s Next?
Microsoft® Offıce PowerPoint® 2010 - Level 2 is the next course in this series. In that course,
you will use Microsoft Office PowerPoint 2010 features to draw, animate, and format presenta-
tions with professional-quality content so that they may be communicated to a wide variety of
live, remote, and self-service audiences.
175
NOTES

LESSON
LABS
LESSON LABS
Due to classroom setup constraints, some labs cannot be keyed in sequence immediately fol-
lowing their associated lesson. Your instructor will tell you whether your labs can be practiced
immediately following the lesson or whether they require separate setup from the main lesson
content. Lesson-level lab setup information is listed in the front of this manual in the course
setup section.
LESSON 1 LAB 1
Getting Started with PowerPoint
Activity Time:
10 minutes
Data Files:
• Explore.pptx
Before You Begin:

Navigate to the C:\084592Data\Getting Started with PowerPoint folder and open the
Explore.pptx file.
Scenario:
You are at your new client office, OGC Properties, and will be making a presentation of your
project. You come to know that your client has recently installed PowerPoint 2010 on her sys-
tem. As a novice to this new interface, you decide to spend some time to familiarize yourself
with it.
1. Explore the elements of the application window.
2. Explore the individual slides by using different views.
3. Save the file in the PowerPoint 97–2003 file format with a different name and in a
different location.
4. Explore the PowerPoint Help feature to find information on new features such as
the Backstage view and file formats.
Lesson Labs 177

5. Close the presentation.
LESSON 2 LAB 1
Working with a Presentation
Activity Time:
10 minutes
Before You Begin:

Scenario:
You have just familiarized yourself with the basics of PowerPoint presentation creation. You
now wish to apply this knowledge to create a presentation.
1. Create a blank presentation.
2. Apply the Title and Content slide layout to slide 1.
3. Enter a title in slide 1.
4. Insert a comparison slide as slide 2.
5. Insert a blank slide as slide 3.
6. Apply the Concourse theme to the presentation.
7. Move slide 3 before slide 2.
8. Save the presentation as My Overview.pptx.
9. Close the presentation.

LESSON 3 LAB 1
Enhancing a Presentation by Using Character and
Paragraph Styles
Activity Time:
10 minutes
Data Files:
• Enhance Text.pptx
Before You Begin:

Navigate to the C:\084592Data\Formatting Text on Slides folder and open the Enhance.pptx
file.
Scenario:
While reviewing a presentation, you find that the text in it is not in the correct format and also
visually unappealing. You want to apply the character and paragraph styles to enhance the
visual appearance of text in the presentation.
1. Open the Enhance Text.pptx file.
2. Apply bold formatting to the title text on slide 1.
3. Apply the colored underline style to all the slide titles after slide 1.
4. Apply a line spacing of 2.0 between the main bullet points on slide 3.
5. Apply a WordArt style of your choice to the title on slide 5.
6. Save the file as My Enhance Text.pptx.
Lesson Labs 179

LESSON 4 LAB 1
Inserting Graphical Objects
Activity Time:
10 minutes
Data Files:
• Graphical Objects.pptx
Before You Begin:

Navigate to the C:\084592Data\Adding Graphical Objects to a Presentation folder and open the
Graphical Objects.pptx file.
Scenario:
You have created a financial overview presentation for your organization. You want to add
some visual elements to the presentation to make it visually interesting.
1. Insert the Businesses, Businessmen, and Charts clip art images in slide 6.
2. Insert two rectangles in the development process diagram and add the text
“Development” and “Marketing” to each of the text boxes in slide 5.
3. Apply a shape style to the rectangle shapes.
4. Apply the WordArt style to the existing text in slide 1.
5. Convert the bullet points in slide 3 to a SmartArt.
6. Save the presentation as My Graphical Objects.pptx and close it.

LESSON 5 LAB 1
Working with Graphical Objects
Activity Time:
10 minutes
Data Files:
• Annual Fundraiser.pptx
Before You Begin:

Navigate to the C:\084592Data\Modifying Graphical Objects in Presentations folder and open
the Annual Fundraiser.pptx file.
Scenario:
You are adding the final touches to your organization’s annual charity fund-raiser presentation.
There is a clip art image on slide 6 that you want to use as a bullet icon. To do this, you need
to proportionally reduce the size of the image so that it is not much taller than the height of
the text in the list. Once you have the images in place as bullet icons, you will have to group
them to preserve their alignment.
1. Compress and resize the clip art graphic on slide 6.
2. Use the resized graphic as a bullet to number the first sentence.
3. Duplicate the image three times.
4. Move the duplicate image copies to the left of each of the remaining three list
items.
5. Align and group the images.
Lesson Labs 181

LESSON 6 LAB 1
Inserting Tables
Activity Time:
10 minutes
Data Files:
• Fundraiser Financials.doc
Before You Begin:

Navigate to the C:\084592Data\Working with Tables folder and open the Annual
Fundraiser.pptx file.
Scenario:
A representative from your company’s human resources department has asked you to promote
an annual charity fund-raiser at the next department meeting. You have taken some information
that the representative sent you and used it to create a basic PowerPoint presentation. The rep-
resentative wants you to incorporate some additional information about last year’s fund-raiser.
This new information is sent to you in two tables. You are provided with a sheet of paper that
contains the information about organizations and the number of applicants served. The details
of the information are provided in the table below.
Organization Applicants Served

Homeless Hostels 422
Mackenzie House 71
LCAA 233
CDPHP 312
Strike Out Hunger 749
Valiant Volunteers 695
The other table has been sent to you in a Microsoft Word document named Fundraiser
Financials.doc. You need to present the information contained in the Word document in a tabu-
lar format on slide 10.
1. Create a table with two columns and seven rows, in slide 5.
2. Insert the data provided in the scenario into the table that you created.
3. Modify the width of the columns to exactly fit the content.
4. Change the color of the header row.
5. Align the content in the right column to the center.

6. Import the table from the FundraiserFinancials.doc file to slide 10.
7. Save and close the Annual Fundraiser.pptx file.
LESSON 7 LAB 1
Adding Charts to a Presentation
Activity Time:
10 minutes
Data Files:
• Charity Distribution.xlsx
• FundraiserFinancials.docx
Before You Begin:

The Microsoft PowerPoint application is open.
Navigate to the C:\084592Data\Working with Tables folder.
Scenario:
While reviewing your presentation for a charity fundraiser, a coworker suggests that the data
on slide 10 may be better presented as a chart rather than a table. After reviewing it, you agree
that a chart might be an appropriate format. You decide to delete the table, and want to use the
information in the FundraiserFinancials.docx file to create a column chart on slide 10 to
present the Goal and Actual Donation data. Because the Percent Increase values are in a very
different data range than the Goal and Actual Donation values, you decide to add a line chart
to slide 11 to display the Percent Increase on its own. Also, you want to paste a pie chart on
slide 5 from an Excel spreadsheet file named Charity Distribution.xlsx.
1. Open the Annual Fundraiser.pptx file.
2. Create a column chart on slide 10 to represent the Goal and Actual Donation data
by using the FundraiserFinancials.docx file.
3. Create a line chart on slide 11 to display the Percent Increase data from the
table.
4. Paste the chart from the Charity Distribution.xlsx spreadsheet file onto slide 5.
5. Save and close the Annual Fundraiser.pptx presentation file and close it.
Lesson Labs 183

LESSON 8 LAB 1
Finalizing a Presentation
Activity Time:
10 minutes
Data Files:
• Final Presentation.pptx
Before You Begin:

Navigate to the C:\084592Data\Preparing to Deliver a Presentation folder and open the Final
Presentation.pptx file.
Scenario:
You have created a presentation, and are now ready to deliver it. You want to perform a spell
check and rearrange the slides in the presentation. You also want to apply transition and ani-
mation effects to your presentation. In addition to this, you think that creating speaker notes
will help you while delivering the presentation.
1. Run the spell check utility and correct the spelling mistakes in the presentation.
2. Create two sections and rename them Introduction and Financial Review,
respectively.
3. Apply the Dissolve transition effect to the entire presentation.
4. Apply the Fly In animation effect to the text on the first slide.
5. Add a note to review the customer feedback on the “Customer Expectations”

slide.
6. Change the default page size and print a copy of the presentation.
7. View the slide show.
8. Save the file as My Final Presentation.pptx.

SOLUTIONS
SOLUTIONS
Solutions 185
NOTES

GLOSSARY
GLOSSARY
AutoCorrect Chart window
A feature that automatically fixes common An area that contains a sample chart plotted
spelling errors when you type. from data in an Excel worksheet.
background styles chart

The standard built-in background fill varia- A pictorial representation of numeric data
tions that affect only the background of a stored in a table or spreadsheet.
presentation slide.
Clear All Formatting button
Backstage view A button that removes formatting changes
An interface that contains a series of tabs that incorporated in selected text and retains the
group similar commands, and displays the original text.
compatibility, permissions, and version infor-
mation of the PowerPoint application. clip art
Additionally, it contains the options to save, A picture that is available in PowerPoint that
share, print, and publish presentations. can be inserted into your presentations.
border columns
The lines surrounding a cell in a table. The vertical arrangement of cells in a table.
built-in animations Compatibility Checker feature

The predetermined effects in PowerPoint that A feature that enables you to identify the
applies movement to an object or text on a compatibility of objects used in your PPTX
slide during a slide show. format presentation when it is saved in the
earlier versions of PowerPoint.
cells
The individual boxes inside a table where contextual tabs
data is entered. The additional tabs containing specialized
commands that are displayed by selecting
character formats specific object types such as text, tables,
The predefined styles or effects applied to charts, or pictures.
text.
Dialog Box Launchers
chart layouts The small boxes with downward-pointing
The predefined layout options for different arrows located at the lower-right corner of a
chart types. command group.
chart styles embedding

The predefined styles that match the applied A method of inserting an external object in a
chart type, chart layout, and theme of a pre- slide. Embedded objects do not change when
sentation. the source file is changed.
Chart Tools File tab

A section that provides you with commands, A tab that contains a menu of options includ-
which enable you to modify and enhance the ing Open, Save, Print, Share, and Close.
design and layout of charts.
Glossary 187
GLOSSARY
Format Painter feature Normal view
A feature that provides an easy way to copy The default view when a new presentation is
the formatting of a block of text rather than created or an existing presentation is opened.
copying the text itself.
Notes Page view
galleries A presentation view that displays a slide with
The libraries that list the varying outcomes of its notes below it.
using certain commands on the Ribbon.
Notes pane
gradient effects An area to type notes for a specific slide.
The mix of two or more colors to form a
unique design pattern. order of objects
An option that determines how overlapping
gridlines objects appear in relation to each other.
The horizontal and vertical lines that criss-
cross each other, dividing the slide into square orientation
boxes of equal dimensions. The angle at which an image appears on a
slide.
grouping
A technique in which multiple objects can be Outline tab
grouped together to form a single entity. A tab that displays a text list of all the slides
in a presentation.
guides
The vertical and horizontal lines that are used outlines
to arrange objects in line with each other on a The printed material that contains the slide
slide. title and text on each slide.
handouts Paste Preview

The support material that can be used by the A temporary live preview option that is avail-
audience to make notes during a presentation. able for different paste options along with the
regular Paste function.
image compression
A technique that reduces the file size of an Photo Album feature
image. A feature that enables you to create and dis-
play photographs of your choice as a
Landscape presentation.
A page orientation preferred to view the
entire page on screen at once without wasted Picture Tools
space along the sides. A section that provides commands, which
enable you to modify and enhance a picture.
legend
A box that helps you identify the colors that Portrait
are assigned to each category in a chart. A page orientation option preferred where the
height of the display area is greater than the
linking width.
A method of inserting an external object in a
slide. Linked objects are updated when the Quick Access toolbar
source file is changed. A toolbar that provides easy access to the
commonly used commands in the application.
Live Preview feature
A feature that enables you to view the results Reading view
of the editing and formatting changes made to A presentation view that displays the presen-
a presentation, without actually applying tation onscreen, one slide at a time within the
them. window, similar to how it will be presented to
an audience.
Mini toolbar
A floating toolbar that appears beside the
selected text, and consists of commonly used
font and paragraph tools.

GLOSSARY
Research task pane speaker notes
A pane that allows you to search for informa- The support material that can be printed for
tion by using a wide variety of online reference during a presentation.
references.
Spell Checker feature
Ribbon A feature that is used to check a presentation
A panel with a tab for each step needed to for spelling errors.
create and deliver a presentation.
status bar
rows A status bar that provides basic slide informa-
The horizontal arrangement of cells in a table. tion and quick access to viewing options.
Save As Template feature table styles

A feature that enables you to save and reuse a A combination of formatting options includ-
chart type that you customized to suit your ing color settings that can be applied to a
specific needs. table.
scaling table
The process of adjusting the size of an object A container that consists of boxes called cells.
proportionately.
template
Screenshot button A presentation that includes predefined ele-
A button that enables you to capture a ments such as backgrounds and color
screenshot of any area on the screen. schemes.
ScreenTip text alignment

A label mentioning the name of commands. It The position of text inside a text box.
may also display short descriptive pieces of
text when the mouse pointer is hovered over text placeholder
certain commands. A container that holds text in a slide.
shapes texture
The simple geometric objects that can be The characteristic appearance of a slide back-
modified to use as building blocks within a ground.
presentation.
theme
slide layout A combination of colors, fonts, and graphics
A slide template that determines the place- that provides a consistent visual look and feel
ment of content on a slide. to a presentation.
Slide Sorter view Thesaurus

A presentation view that displays all the A reference tool that provides you with a col-
slides as thumbnails. lection of synonyms and antonyms.
Slides pane thumbnail

A large working view of the current slide. A very small picture of a slide, about the size
of your thumb.
Slides tab
A tab that displays a visual list of all the title
slides in a presentation. A phrase that describes the data in a chart.
slides transitions
The presentation objects that display an idea. The special effects that appear while navigat-
ing through a slide show.
SmartArt graphics
The visual representation of information that typography effects
explains sequential progression or develop- The predefined formatting options that are
ment. applied to the text in a presentation.
Glossary 189
GLOSSARY
ungrouping
An action that allows the splitting of an
object into individual pieces.
WordArt styles
The predefined text effects that can be used to
make text colorful and attractive.
WordArt
A text style that you can apply to text to turn
it into a piece of art, which can be edited.

INDEX
INDEX
B D
background styles, 50 Dialog Box Launchers, 6
applying, 52 dialog boxes
Backstage view, 4 Bullets and Numbering, 62
borders, 122 Font, 56
built-in animations, 117 Format Background, 50
applying, 118 Format Shape, 96
bulleted lists, 61 Insert Object, 132
creating, 65 Insert Table, 123
formatting, 65 Page Setup, 168
buttons Spelling, 151
Clear All Formatting, 64
Paste Options, 34 E
Reset Graphic, 85 embedding, 132
Screenshot, 73
F
C features
cells, 122 animating objects by using the Animation
Painter feature, 118
character formats, 56
Animation Painter, 117
applying, 57
AutoCorrect, 150
chart data, 137
Compatibility Checker, 17
editing, 139
Format Painter, 57
chart layouts, 143
formatting text by using the Format Painter
changing, 143
feature, 58
chart styles, 143
Live Preview, 50
changing, 143
Photo Album, 73
Chart Tools, 137
PowerPoint Help, 20
chart types, 138
Save As Template, 138
changing, 143
Slide Section, 158
Chart window, 136
Spell Checker, 151
charts, 136
creating, 139 G
formatting, 139 galleries, 50
pasting a chart from Microsoft Excel, 145 gradient effects, 50
clip arts, 72 gridlines, 113
inserting, 73 arranging objects, 115
columns, 122 grouping, 109
commands guides, 113
Paste Special, 35 arranging objects, 114
Save, 16
contextual tabs, 6 H
handouts, 167
creating, 169
Index 191
INDEX
printing, 169 checking for spelling errors, 153
creating, 27
I creating a photo album, 74
image compression, 97 creating a presentation from themes, 27
compressing an image, 98 creating a slide section, 158
formatting a picture, 106
K
inserting a picture, 74
KeyTips, 4
inserting a screen image, 73
L previewing, 168
reusing slides, 44
Landscape, 168
saving, 17
legends, 136
setting AutoCorrect options, 152
linking, 132
M R
Ribbon, 2
Microsoft Office PowerPoint 2010, 2
Ribbon tabs, 4
exploring the interface, 7
rows, 122
N rulers, 63
numbered lists, 62
S
creating, 65
scaling, 95
formatting, 65
scaling an object, 99
O ScreenTips, 4
object formatting options, 104 shapes, 80
object selection, 94 adding, 81
selecting and formatting an object, 97 applying styles, 82
options formatting, 105
Replace Fonts, 57 slide layouts, 42
Save As, 16 changing, 44
order of objects, 112 slides, 10
arranging objects, 114 printing, 169
orientation, 96 SmartArt graphics, 85
changing, 99 creating process diagrams, 86
outlines, 167 spacing options, 63
printing, 169 setting the line space, 64
speaker notes, 164
P adding, 165
panes status bar, 2, 6
Notes, 10
Research task, 151 T
Reuse Slides, 44 table creation options, 123
Slides, 10 table effect options, 128
Paste Preview, 35 table fill options, 127
picture formatting options, 105 table styles, 127
Picture Tools, 95 Table tools, 126
Portrait, 168 tables, 122
PowerPoint 2010 application window, 2 adding an image, 129
PowerPoint 2010 file types, 16 entering data, 124
PowerPoint Help toolbar options, 22 formatting by using contextual tabs, 128
presentation recovery options, 17 inserting, 123
presentations inserting a table from other applications, 132
adding a new slide, 44 tabs
arranging slides, 46 File, 2
checking for compatibility, 18 Outline, 10

INDEX
Slides, 10 applying, 58
templates, 26
text alignment, 63
aligning text, 64
text boxes, 30
duplicating, 37, 98
formatting, 40
inserting, 30
text placeholder formatting options, 39
text placeholders, 30
duplicating, 37
entering text, 30
formatting, 40
resizing, 31
text selection methods, 33
texture, 50
theme components, 49
themes, 49
applying, 52
creating a custom color theme, 51
creating a custom font theme, 51
Thesaurus, 152
inserting a synonym, 154
thumbnails, 12
titles, 136
toolbars
Mini, 34
Quick Access, 6
tools
Remove Background, 95
transitions, 161
adding, 161
changing, 162
types of slide layouts, 43
typography effects, 64
applying, 87
U
ungrouping, 109
V
views
navigating and viewing slides, 13
Normal, 10
Notes Page, 11
Protected, 13
Reading, 11
Slide Sorter, 11
W
WordArt, 84
applying styles, 86
inserting, 85
WordArt styles, 56
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PowerPoint® 2010 - Level 1 (First Look)

To access your online resources:

ii PowerPoint® 2010 - Level 1 (First Look)

LESSON 1 - GETTING STARTED WITH POWERPOINT

LESSON 3 - FORMATTING TEXT ON SLIDES

iv PowerPoint® 2010 - Level 1 (First Look)

LESSON 4 - ADDING GRAPHICAL OBJECTS TO A PRESENTATION

LESSON 5 - MODIFYING GRAPHICAL OBJECTS IN PRESENTATIONS

LESSON 6 - WORKING WITH TABLES

LESSON 7 - WORKING WITH CHARTS

vi PowerPoint® 2010 - Level 1 (First Look)

LESSON 8 - PREPARING TO DELIVER A PRESENTATION

LESSON LABS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

ABOUT THIS COURSE

x PowerPoint® 2010 - Level 1 (First Look)

Customize the Windows Desktop

Before Every Class

xii PowerPoint® 2010 - Level 1 (First Look)

LESSON 1 Lesson Time

Getting Started with

Lesson 1: Getting Started with PowerPoint 1

Microsoft Office PowerPoint 2010

The PowerPoint 2010 Application Window

2 PowerPoint® 2010 - Level 1 (First Look)

Figure 1-1: The PowerPoint 2010 interface.

Window Component Description

Figure 1-2: The options available on the Ribbon.

Lesson 1: Getting Started with PowerPoint 3

Tabs on the Ribbon

The Backstage View

4 PowerPoint® 2010 - Level 1 (First Look)

Figure 1-3: The Backstage view in the PowerPoint 2010 interface.

Lesson 1: Getting Started with PowerPoint 5

The Status Bar

Figure 1-4: Options on the status bar.

Status Bar Option Description

Dialog Box Launchers

6 PowerPoint® 2010 - Level 1 (First Look)

What You Do How You Do It

1. Explore the File tab. a. Choose Start→All Programs→Microsoft

b. In the User Name dialog box, click OK.

c. Select the File tab to display the Back-

d. Observe that the commands Save, Save

e. Click File to deselect the tab and hide the

Lesson 1: Getting Started with PowerPoint 7

b. Observe that the Save, Undo, and Redo

c. Click anywhere outside the menu to close

3. Explore the Ribbon. a. On the Ribbon, select the Insert tab.

b. On the Insert tab, in the Illustrations

c. Select the Home tab.

d. On the slide, click inside the Click to add

e. On the Home tab, in the Font group, at

f. Observe that the Font dialog box is dis-

g. Click the Close button to close the dialog

h. On the Ribbon, click the Minimize the

i. Click the Design tab to expand the Rib-

j. At the top-right corner of the Ribbon,

8 PowerPoint® 2010 - Level 1 (First Look)

b. On the status bar, to the right, hover the

c. Click the Zoom level button, to display

d. In the Zoom to section, select 100% and

e. At the lower-right corner of the status

f. Select the File tab and choose Close to

g. In the Microsoft PowerPoint message box,