Donna Nook Seal Sanctuary, Lincolnshire Coast

Presentation Software Level 2
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Course content & design © 1990-2010 TIME2STUDY PUBLICATIONS LIMITED. All rights reserved.
It is assumed that you already have the basic skills learnt at

Level 1. If you need to recap over these at any time,
please refer back to the Level 1 book.
Adapted for the Learning Centres by Laura Nicholls

September 2010
You are not allowed to copy any part of this

publication in any format without the written
permission of the copyright holder.
All materials © copyright 2010 - all rights reserved. GIFHE Learning Centres 1
Table of Contents
Presentation Software Level 2 .......................................................................................... 1
How to use this course...................................................................................................... 9
Bullet points............................................................................................................................ 9
Shortcut key combinations ..................................................................................................... 9
Multiple methods for choosing features and options .............................................................. 9
Screen shots throughout this course ...................................................................................... 9
Workbook Files ................................................................................................................10
Screen Prints ....................................................................................................................11
How to produce a Screen Print .................................................................................................. 11
Step by Step Guide: ................................................................................................................... 11
Option 1: Capture Everything on the screen ....................................................................... 11
Option 2: Capture Active Window only ................................................................................ 11
Getting Started with Microsoft PowerPoint...................................................................12
What is PowerPoint?.................................................................................................................. 12
Starting PowerPoint in Windows 7™ ......................................................................................... 12
The Ribbon ................................................................................................................................ 13
Hiding and showing the Ribbon ............................................................................................ 14
Changing tabs ...................................................................................................................... 14
Context related tools and tabs.............................................................................................. 14
Dialog box launchers ............................................................................................................ 14
ScreenTips and Shortcut key combinations ......................................................................... 15
The Office Button ....................................................................................................................... 15
The Quick Access toolbar .......................................................................................................... 16
Customising the Quick Access toolbar ................................................................................. 16
The Status bar ........................................................................................................................... 17
Shortcut menus and mini toolbars ............................................................................................. 18
Exiting PowerPoint ..................................................................................................................... 18
Presentation Windows and Views ..................................................................................19
Resizing and moving presentation windows .............................................................................. 19
Showing multiple presentation windows ............................................................................... 19
Views ......................................................................................................................................... 21
The Normal view .................................................................................................................. 22
The Slide Sorter view ........................................................................................................... 23
The Notes Page view ........................................................................................................... 23
The Color/Grayscale option ....................................................................................................... 23
Zooming a presentation ............................................................................................................. 24
Fit to Window ....................................................................................................................... 25
Show and hide the ruler ............................................................................................................. 25
Show and hide gridlines ............................................................................................................. 26
Slide Layouts and Placeholders .....................................................................................27
The Slides group ........................................................................................................................ 27
About slide layouts and placeholders......................................................................................... 27
Changing a slide layout.............................................................................................................. 28
Adding a new slide ..................................................................................................................... 28
Adding a new slide in the Normal view ................................................................................. 28
Adding a new slide in the Slide Sorter view.......................................................................... 29
Resetting slide placeholders ...................................................................................................... 29
Deleting a slide .......................................................................................................................... 30
Tasks ~ Slide Layouts and Placeholders ................................................................................... 30
Task 1 ~ Change the slide layout ......................................................................................... 30
Task 2 ~ Add a new slide ..................................................................................................... 30
Task 3 ~ Add a new slide while choosing the layout ............................................................ 31
Task 4 ~ Reset slide placeholders ....................................................................................... 31
Task 5 ~ Delete a slide ......................................................................................................... 32
Saving, Opening and Closing Presentations ................................................................33
Saving presentations ................................................................................................................. 33
Saving a presentation for the first time....................................................................................... 33
Filenames............................................................................................................................. 33
Using Save As to save a presentation with a different name ..................................................... 34
Using Save As to save a presentation to a new location ........................................................... 34
Using Save As to save a presentation in a different file format .................................................. 34
Opening existing presentations .................................................................................................. 35
Recently used presentations ................................................................................................ 35
Closing presentations ................................................................................................................ 35
2 GIFHE Learning Centres All materials © copyright 2010 - all rights reserved.
Themes .............................................................................................................................36
About themes............................................................................................................................. 36
Tasks ~ Themes ........................................................................................................................ 36
Task 1 ~ Apply a theme to a presentation ............................................................................ 36
Task 2 ~ Modifying a theme ................................................................................................. 38
Task 3 ~ Change the theme background ............................................................................. 39
Task 4 ~ Save a theme ........................................................................................................ 39
Creating New Presentations ...........................................................................................41
Tasks ~ Creating New Presentations ......................................................................................... 41
Task 1 ~ Create a new blank a presentation and close it ..................................................... 41
Task 2 ~ Create a new presentation based on a template ................................................... 41
Navigating Presentations ................................................................................................44
Tasks ~ Navigating Presentations ............................................................................................. 44
Task 1 ~ Scroll a presentation in the Normal view with the mouse ...................................... 44
Task 2 ~ Navigate in the Slide pane with the keyboard ........................................................ 45
Task 3 ~ Navigate in the Outline tab with the keyboard ....................................................... 46
Task 4 ~ Navigate a page of speaker notes in the Notes Page view ................................... 47
Basic Text Formatting .....................................................................................................49
About selecting text ................................................................................................................... 49
About text formatting .................................................................................................................. 49
Viewing text formatting in the Outline tab and Notes pane ................................................... 50
The Font group of commands .............................................................................................. 50
The mini toolbar ................................................................................................................... 50
The Font dialog box ............................................................................................................. 51
Shortcut keys ....................................................................................................................... 51
Font and font size ...................................................................................................................... 51
Bold, italic and underlining ......................................................................................................... 52
Strikethrough, subscript and superscript .................................................................................... 52
Applying a shadow to text .......................................................................................................... 52
Changing the character spacing ................................................................................................ 53
Changing case ........................................................................................................................... 54
Font colour ................................................................................................................................. 54
Clearing text formatting .............................................................................................................. 55
Undoing text formatting .............................................................................................................. 55
Copying formatting with the Format Painter ............................................................................... 55
Change Slide background colour ............................................................................................... 56
Tasks ~ Basic Text Formatting .................................................................................................. 58
Task 1 ~ Change the font and font size ................................................................................ 58
Task 2 ~ Apply bold, italic, underlining and shadow styles ................................................... 61
Task 3 ~ Change the font colour .......................................................................................... 63
Task 4 ~ Clear formatting ..................................................................................................... 65
Task 5 ~ Use the Font dialog box......................................................................................... 66
Task 6 ~ Use the Format Painter to copy formatting ............................................................ 70
Task 7 ~ Format as you type ................................................................................................ 70
Task 8 ~ Change the font of the entire presentation using the Outline ................................. 72
Task 9 ~ Change the slide background ................................................................................ 73
Illustrations and Drawing Tools .....................................................................................74
About illustrations ...................................................................................................................... 74
The Illustrations group ............................................................................................................... 74
The Drawing group .................................................................................................................... 74
Content placeholders ................................................................................................................. 75
Inserting a picture ...................................................................................................................... 75
Inserting clip art ......................................................................................................................... 75
Inserting a shape ....................................................................................................................... 77
Inserting SmartArt ...................................................................................................................... 78
Selecting illustrations ................................................................................................................. 78
Moving and resizing illustrations manually ................................................................................. 79
Formatting tools for illustrations ................................................................................................. 80
Adjust ................................................................................................................................... 80
Styles ................................................................................................................................... 81
Arrange ................................................................................................................................ 82
Size ...................................................................................................................................... 82
Shape Quick Styles ................................................................................................................... 83
Deleting an illustration................................................................................................................ 84
Tasks ~ Illustrations and Drawing Tools .................................................................................... 84
Task 1 ~ Insert a picture....................................................................................................... 85
Task 2 ~ Resize a picture ..................................................................................................... 86
Task 3 ~ Move a picture ....................................................................................................... 87
Task 4 ~ Insert ClipArt.......................................................................................................... 87
Task 5 ~ Insert a shape ........................................................................................................ 89
Task 6 ~ Adjust and format a photograph ............................................................................ 90
Task 7 ~ Delete objects ........................................................................................................ 92
Setting Slide Transitions .................................................................................................93
What is a slide transition? .......................................................................................................... 93
Selecting slides .......................................................................................................................... 93
The Transition to This Slide group ............................................................................................. 93
The Slide Transition gallery .................................................................................................. 94
Applying a slide transition..................................................................................................... 95
Transition sounds ................................................................................................................. 95
Choosing a transition speed ................................................................................................. 96
Choosing the method by which to advance slides ................................................................ 96
Applying a transition to all slides in a presentation ............................................................... 96
Viewing the slide transitions....................................................................................................... 96
Removing a transition ................................................................................................................ 97
Tasks ~ Setting Slide Transitions............................................................................................... 97
Task 1 ~ Choose a transition for a single slide ..................................................................... 97
Task 2 ~ Change the transition speed.................................................................................. 98
Task 3 ~ Set a sound to accompany the transition............................................................... 98
Task 4 ~ Remove the transition for the single slide .............................................................. 99
Task 5 ~ Apply a transition to slides selected in the Slides tab ............................................ 99
Task 6 ~ Apply a transition to slides selected in the Slide Sorter view ............................... 100
Task 7 ~ Apply the transition to all slides ........................................................................... 101
Task 8 ~ Set the slides to advance automatically............................................................... 101
Task 9 ~ Clear the transition for all slides .......................................................................... 102
Setting up a Slide Show ................................................................................................103
Options for setting up a slide show .......................................................................................... 103
The Set Up group .................................................................................................................... 103
Using the Set Up Show dialog box .......................................................................................... 103
Choosing a show type ........................................................................................................ 104
Choosing which slides to show .......................................................................................... 105
Setting the show options .................................................................................................... 105
Choosing how to advance slides ........................................................................................ 105
Tasks ~ Setting up a Slide Show ............................................................................................. 106
Task 1 ~ Set up a slide show to be presented by a speaker with animations .................... 106
Task 2 ~ Set up a slide show to be presented by a speaker without animations ............... 108
Task 3 ~ Set up a slide show to be browsed by an individual ............................................ 109
Task 4 ~ Set up a slide show to be browsed at a kiosk ...................................................... 111
Printing Presentations and Handouts .........................................................................112
Using the Print dialog box ........................................................................................................ 112
Printing handouts ............................................................................................................... 113
Printing notes pages .......................................................................................................... 114
Printing the outline ............................................................................................................. 114
Using Print Preview.................................................................................................................. 114
Quick Print ............................................................................................................................... 116
Tasks ~ Printing Presentations and Handouts ......................................................................... 116
Task 1 ~ Check the current printer ..................................................................................... 116
Task 2 ~ Print the presentation slides using the current printer ......................................... 116
Task 3 ~ Print the current slide only ................................................................................... 117
Task 4 ~ Print handouts for all slides ................................................................................. 117
Task 5 ~ Preview speaker notes for a specific slide ........................................................... 117
Task 6 ~ Print the outline ................................................................................................... 118
Text Boxes and WordArt ...............................................................................................120
What are text boxes? ............................................................................................................... 120
Inserting a text box that extends horizontally as you type .................................................. 120
Inserting a text box that extends vertically as you type ...................................................... 120
WordArt.................................................................................................................................... 121
Creating WordArt ............................................................................................................... 121
Selecting a text box ................................................................................................................. 122
Moving and resizing text boxes or WordArt ............................................................................. 122
Making the text box fit the text ............................................................................................ 124
Formatting tools for text boxes and WordArt objects ............................................................... 124
Shape Styles ...................................................................................................................... 125
WordArt Styles ................................................................................................................... 125
Arrange .............................................................................................................................. 126
Grids and guides ................................................................................................................ 126
Deleting a text object ............................................................................................................... 128
Tasks ~ Text Boxes and WordArt ............................................................................................ 128
Task 1 ~ Insert a text box that extends horizontally as you type ........................................ 128
Task 2 ~ Insert a text box that extends vertically as you type ............................................ 129
Task 3 ~ Move and resize a text box.................................................................................. 130
Task 4 ~ Add WordArt ........................................................................................................ 132
Task 5 ~ Change the WordArt style ................................................................................... 135
Task 6 ~ Format text boxes ................................................................................................ 137
Task 7 ~ Delete a text object .............................................................................................. 137
Moving and Copying Slides ..........................................................................................138
Slide order ............................................................................................................................... 138
Selecting slides ........................................................................................................................ 138
Tasks ~ Moving and Copying Slides ........................................................................................ 138
Task 1 ~ Move a slide in the Slides tab .............................................................................. 139
Task 2 ~ Move a slide in the Slide Sorter view ................................................................... 139
Task 3 ~ Move multiple slides in the Slide Sorter view ....................................................... 140
Task 4 ~ Copy a slide using the right-hand mouse button ................................................. 140
Task 5 ~ Duplicate a slide .................................................................................................. 141
Inserting Slides from Another Presentation ...............................................................142
About inserting slides from another presentation ..................................................................... 142
Using the Reuse Slides pane to insert slides ..................................................................... 142
Tasks ~ Inserting Slides from Another Presentation ................................................................ 143
Task 1 ~ Insert a slide from another presentation keeping the existing format .................. 144
Task 2 ~ Insert all slides from another presentation without keeping the existing format ... 145
Create a presentation based on a Text File ................................................................147
Task 1 – Create a new presentation based on a Text File ................................................. 147
Copy Text from an existing document...................................................................................... 148
Copying, Moving & Inserting Text................................................................................149
The Clipboard .......................................................................................................................... 149
Clipboard buttons and shortcut keys .................................................................................. 149
Moving and copying text .......................................................................................................... 150
Moving text within a presentation ....................................................................................... 150
Copying text within a presentation ..................................................................................... 150
Moving & copying text between presentations ................................................................... 150
The Office Clipboard task pane ............................................................................................... 151
Drag-and-drop ......................................................................................................................... 151
Moving text using drag-and-drop ........................................................................................ 151
Copying text using drag-and-drop ...................................................................................... 152
The Paste Options button ........................................................................................................ 152
Options for copying and pasting .............................................................................................. 152
Tasks ~ Copying and Moving Text ........................................................................................... 153
Task 1 ~ Show the Clipboard task pane ............................................................................. 154
Task 2 ~ Move text on the same slide using the Clipboard ................................................ 155
Task 3 ~ Move text on the same slide using drag-and-drop............................................... 156
Task 4 ~ Copy text from a slide using the Clipboard .......................................................... 158
Task 5 ~ Copy text within the presentation outline ............................................................. 159
Task 6 ~ Copy text within the outline using drag-and-drop ................................................ 161
Task 7 ~ Move and copy text in the Notes Page view ........................................................ 163
Task 8 ~ Copy text between presentations ........................................................................ 166
Task 9 ~ Show the paste options ....................................................................................... 167
Task 10 ~ Use the Paste Options button to keep the text only ........................................... 168
Task 11 ~ Keep the source formatting when pasting text ................................................... 169
Find and Replace Text ...................................................................................................170
What is Find? ........................................................................................................................... 170
Using the Find dialog box ................................................................................................... 170
Find options........................................................................................................................ 171
What is Replace? ..................................................................................................................... 171
Using the Replace dialog box to replace text ..................................................................... 171
Replace options ................................................................................................................. 172
Changing case with Replace .............................................................................................. 172
Undoing a replacement ...................................................................................................... 172
The Spelling Checker ....................................................................................................173
Using the Spelling Checker...................................................................................................... 173
Spelling checker options .......................................................................................................... 174
Tasks ~ The Spelling Checker ................................................................................................. 175
Task 1 ~ Correct errors directly in the text ......................................................................... 176
Task 2 ~ Use the Spelling dialog box ................................................................................. 176
Headers and Footers .....................................................................................................178
About headers & footers .......................................................................................................... 178
The Text group ................................................................................................................... 178
Adding footer elements to slides .............................................................................................. 178
Adding footer text to slides ................................................................................................. 179
Adding slide numbers to slides ........................................................................................... 179
Inserting dates and times into slide footers ........................................................................ 180
Omitting footer elements from title slides ................................................................................. 181
Removing footer elements from slides ..................................................................................... 181
Adding header and footer elements to notes and handouts ..................................................... 181
Adding header and footer text to notes and handouts ........................................................ 181
Adding page numbers to notes and handouts .................................................................... 182
Inserting dates and times into notes pages ........................................................................ 182
Removing header and footer elements from notes and handouts ........................................... 183
Inserting fields directly into placeholders and text boxes ......................................................... 183
Changing the starting slide number ......................................................................................... 184
Tasks ~ Headers and Footers.................................................................................................. 185
Task 1 ~ Add footer text to a single slide ........................................................................... 185
Task 2 ~ Add a footer to all slides in the presentation ........................................................ 186
Task 3 ~ Add slide numbers to all the slides in the presentation ........................................ 187
Task 4 ~ Change the starting slide number ........................................................................ 187
Task 5 ~ Add a slide number to a placeholder ................................................................... 188
Task 6 ~ Insert a fixed date and time on all slides.............................................................. 189
Task 7 ~ Change the date and time so that they update automatically .............................. 189
Task 8 ~ Omit footer elements from title slides .................................................................. 191
Task 9 ~ Add header elements to the notes pages ............................................................ 191
Task 10 ~ Add footer text to the handouts ......................................................................... 193
Task 11 ~ Add page numbers to the notes pages and handouts ....................................... 194
Changing Orientation and Slide Size ...........................................................................196
The Page Setup group ............................................................................................................. 196
About orientation ...................................................................................................................... 196
Changing the orientation of slides ...................................................................................... 196
Changing the orientation of notes, handouts and outlines ................................................. 197
Changing the slide size ............................................................................................................ 198
Using the preset sizes ........................................................................................................ 198
Setting a height and width manually ................................................................................... 199
Tasks ~ Changing Orientation and Slide Size ......................................................................... 199
Task 1 ~ Change the orientation of slides in a presentation ............................................... 200
Task 2 ~ Change the orientation of presentation handouts ................................................ 200
Task 3 ~ Change the slide size using preset sizes............................................................. 202
Task 4 ~ Change the height and width of slides ................................................................. 203
Paragraph Formatting ...................................................................................................204
Working with text in a PowerPoint slide ................................................................................... 204
The Paragraph group ............................................................................................................... 204
Displaying the ruler .................................................................................................................. 205
About tab stops ........................................................................................................................ 206
Using custom tabs .............................................................................................................. 206
Setting custom tabs ............................................................................................................ 206
Clearing custom tabs ......................................................................................................... 206
Moving a tab stops ............................................................................................................. 207
Setting and clearing tabs in the Tabs dialog box ................................................................ 207
Indents ..................................................................................................................................... 208
Promoting and demoting bulleted lists using indents ......................................................... 208
About special indents ............................................................................................................... 208
Setting special indents using the ruler ................................................................................ 209
Setting special indents using the Pararaph dialog box ....................................................... 209
Text alignment and direction .................................................................................................... 210
Line and paragraph spacing .................................................................................................... 211
Spacing above and below paragraphs ............................................................................... 211
Splitting text into columns ........................................................................................................ 212
Converting text to SmartArt...................................................................................................... 213
Tasks ~ Paragraph Formatting ................................................................................................ 213
Task 1 ~ Display the ruler .................................................................................................. 214
Task 2 ~ Use the default tab stops ..................................................................................... 214
Task 3 ~ Set custom tabs and type columns of text ........................................................... 216
Task 4 ~ Increase and decrease paragraph indents .......................................................... 219
Task 5 ~ Promote and demote bulleted lists ...................................................................... 220
Task 6 ~ Change line and paragraph spacing .................................................................... 222
Task 7 ~ Create a hanging indent ...................................................................................... 223
Task 8 ~ Create a first line indent....................................................................................... 225
Task 9 ~ Change the horizontal and vertical alignment of text ........................................... 226
Task 10 ~ Change text direction......................................................................................... 227
Bullets and Numbering..................................................................................................229
About bullets ............................................................................................................................ 229
Using the Bullets button ........................................................................................................... 229
Using the Bullets button to add bullets to existing text ....................................................... 230
Adding bullets as you type ................................................................................................. 230
Using the Bullets and Numbering dialog box ........................................................................... 230
Customising bullet styles .................................................................................................... 231
Resetting a custom bullet style ........................................................................................... 231
About numbering ..................................................................................................................... 231
Using the Numbering button to add numbers to existing text ............................................. 232
Creating a numbered list as you type ................................................................................. 232
Choosing to start a list at a specified number..................................................................... 232
Adding items to a bulleted or numbered list ............................................................................. 233
Tasks ~ Bullets and Numbering ............................................................................................... 233
Task 1 ~ Apply bullets using the Bullets button .................................................................. 234
Task 2 ~ Add entries to a bulleted list ................................................................................ 235
Task 3 ~ Choose a different bullet style ............................................................................. 236
Task 4 ~ Customise a bullet style....................................................................................... 237
Task 5 ~ Remove bullets .................................................................................................... 240
Task 6 ~ Number paragraphs using the Numbering button ................................................ 240
Task 7 ~ Add entries to a numbered list ............................................................................. 241
Task 8 ~ Change the start number for the list .................................................................... 242
Task 9 ~ Choose a different numbering style ..................................................................... 243
Task 10 ~ Remove numbering ........................................................................................... 244
Task 11 ~ Add bullets as you type ..................................................................................... 245
Task 12 ~ Add numbers automatically as you type ............................................................ 246
More on Drawing Objects .............................................................................................249
Drawing different types of shapes ............................................................................................ 249
Drawing circles and squares .............................................................................................. 249
Drawing lines and arrows ................................................................................................... 249
Drawing arcs ...................................................................................................................... 251
Drawing curves .................................................................................................................. 251
Freeform drawing ............................................................................................................... 251
Using the Scribble tool ....................................................................................................... 251
The Drawing Mode .................................................................................................................. 252
Selecting drawn objects ........................................................................................................... 252
Resizing objects ....................................................................................................................... 252
Adjustment handles ............................................................................................................ 253
Arranging objects ..................................................................................................................... 253
Changing the order of objects ............................................................................................ 253
Grouping and ungrouping objects ...................................................................................... 254
Aligning objects .................................................................................................................. 254
Rotating drawn objects ....................................................................................................... 255
Formatting drawn objects......................................................................................................... 255
Filling a shape with colour .................................................................................................. 255
Removing a fill colour ......................................................................................................... 257
Adding outlines to drawn objects ........................................................................................ 257
Removing an outline .......................................................................................................... 258
Applying a shadow to a drawn object ................................................................................. 258
Deleting drawn objects............................................................................................................. 259
Moving and copying drawn objects .......................................................................................... 259
Moving objects within a presentation ................................................................................. 259
Copying objects within a presentation ................................................................................ 259
Moving and copying objects between presentations .......................................................... 260
Tasks ~ More on Drawing Objects ........................................................................................... 260
Task 1 ~ Draw lines, arrows, arcs and curves .................................................................... 260
Task 2 ~ Delete drawn objects ........................................................................................... 262
Task 3 ~ Draw, resize and apply shadows to rectangles and squares ............................... 263
Task 4 ~ Draw ovals and circles and change colours ........................................................ 265
Task 5 ~ Draw shapes with adjustment handles ................................................................ 267
Task 6 ~ Rotate and flip drawn objects .............................................................................. 269
Task 7 ~ Align objects ........................................................................................................ 270
Task 8 ~ Copy a drawn object in a presentation ................................................................ 271
Slide, Handout and Notes Masters ...............................................................................272
What is a master? .................................................................................................................... 272
Why add a graphic image to a master? .............................................................................. 272
The slide master ...................................................................................................................... 272
When to use the slide master ............................................................................................. 273
Viewing the slide master .................................................................................................... 273
Editing in the Slide Master view ......................................................................................... 273
Editing placeholders on slide masters ................................................................................ 274
Using two or more themes ................................................................................................. 276
The handout master ................................................................................................................. 277
Viewing the handout master ............................................................................................... 277
Editing in the Handout Master view .................................................................................... 277
The notes master ..................................................................................................................... 278
Viewing the notes master ................................................................................................... 278
Editing in the Notes Master view ........................................................................................ 278
Closing the master views ......................................................................................................... 279
Tasks ~ Slide, Handouts, and Notes Masters .......................................................................... 279
Task 1 ~ View the slide master .......................................................................................... 280
Task 2 ~ Add a picture file to the slide master ................................................................... 282
Task 3 ~ Remove an image from a slide layout ................................................................. 283
Task 4 ~ Add a clip art image to the Title Slide layout........................................................ 284
Task 5 ~ Insert a shape in the Title Slide Layout................................................................ 287
Task 6 ~ Edit placeholders on a master ............................................................................. 288
Task 7 ~ Add slides to a presentation ................................................................................ 290
Task 8 ~ View and edit the handout master ....................................................................... 291
Creating PowerPoint Templates ...................................................................................294
What is a PowerPoint template? .............................................................................................. 294
The Blank Presentation template and your own templates ................................................ 294
File types ............................................................................................................................ 294
Where to save templates.................................................................................................... 294
Creating a PowerPoint template .............................................................................................. 295
Saving a presentation as a PowerPoint template ............................................................... 295
Modifying templates ........................................................................................................... 295
Example ~ Creating a presentation template for an in-house style .................................... 295
Using a template ................................................................................................................ 296
Templates not stored in the default Templates folder ........................................................ 297
Deleting templates ................................................................................................................... 297
Tasks ~ Creating PowerPoint Templates ................................................................................. 298
Task 1 ~ Create and save a presentation template ............................................................ 298
Task 2 ~ Edit the slide master ............................................................................................ 299
Task 3 ~ Add sample slides ............................................................................................... 303
Task 4 ~ Add slide footer information ................................................................................. 304
Task 5 ~ Create a new presentation using a template ....................................................... 305
Task 6 ~ Delete a template ................................................................................................ 307
Animation Effects ..........................................................................................................308
What are animation effects? .................................................................................................... 308
The Animations group .............................................................................................................. 308
Applying basic animation effects .............................................................................................. 308
Custom animation effects ........................................................................................................ 309
Using the Add Effect dialog boxes ..................................................................................... 309
Additional options for animation effects ................................................................................... 310
Changing the start method, direction and speed ................................................................ 311
Effect options – sounds, timings and grouping text ............................................................ 311
Viewing animation effects ........................................................................................................ 312
Removing animations effects ................................................................................................... 312
Tasks ~ Animation Effects ....................................................................................................... 313
Task 1 ~ Apply a basic animation effect to text .................................................................. 313
Task 2 ~ Apply a custom animation effect to text ............................................................... 314
Task 3 ~ Apply sounds and make changes to a custom animation .................................... 315
Task 4 ~ Apply a custom animation effect to chart components ........................................ 316
Task 5 ~ Advance animations automatically ...................................................................... 317
Task 6 ~ Remove animation effects ................................................................................... 318
Insert Sound into a Presentation .................................................................................319
To add a sound from file: ......................................................................................................... 319
To add Sound from the Clip Organizer .................................................................................... 319
Modify how the sound clip plays during a slide show ......................................................... 320
Tasks ~ Insert Sound into a Presentation ................................................................................ 322
Task 1 ~ Insert a sound from the Clip Organizer ................................................................ 322
Task 2 ~ Modify how a sound will play in a presentation slideshow ................................... 322
Consolidation Exercise .................................................................................................324
Set up: ................................................................................................................................ 324
Scenario ............................................................................................................................. 324
Task 1 ................................................................................................................................ 324
Task 2 ................................................................................................................................ 325
Task 3 ................................................................................................................................ 325
Task 4 ................................................................................................................................ 327
Task 5 ................................................................................................................................ 327
Consolidation Exercise Worked Examples .............................................................................. 328
How to use this course
Each chapter in this course can contain up to three different sections:
 Information section for reading about the features covered
Tasks with step-by-step instructions to follow
Additional exercises for you to try on your own
Bullet points
In the Information section, you will find arrow bullet points which are
informative and NOT direct instructions to follow. For example:
 Click the Office Button, and then choose Open
 Choose the option that you want
In the Tasks section, you will find round bullet points which you should
follow step-by-step on your computer. For example:
 Click the Office Button, and then choose Save As.
 Open the Wizard workbook.
Shortcut key combinations

Sometimes you will need to hold down one key while you press another.
For example:
 Press Alt+Q
means ‗hold down the Alt key and press Q‘ (then release both).
 Press Ctrl+B, U
means ‗hold down the Ctrl key, press and then release B, press and then
release U, and then release the Ctrl key‘.
Multiple methods for choosing features and options

Sometimes you will be given a list of alternative ways of achieving the
same thing. For example:
 In the Font group, click the Bold button, or just press
Ctrl+B.
In such cases, you should choose which method you prefer.
Screen shots throughout this course

The screen shots throughout this course can vary slightly from what you
see on your screen depending on which version of Microsoft Windows you
are using.
Most of the time, the differences will be small and have no real relevance.
Occasionally, fewer or more options and features may be shown.
Workbook Files
Check your work area for the files shown below, if you do
not have these files, please ask your Tutor for them.
Animations
BasicTextFormatting1
Beethoven‘s Symphony No.9
(Scherzo)
BulletsNumbering
CentreOpeningTimes
CopyingMovingText1
CopyingMovingText2
FIRE.gif
HeadersFooters
Illustrations
InsertingSlides1
LearningCentres.txt
MablethorpeOpeningTimes.txt
MovingCopyingSlides
NavigatePresentations
Offer.gif
Offers 5 Nov 07 to 11 Nov 07.txt
OrientationSlideSize
ParagraphFormatting
Printing
SetUpSlideShow
SlideMaster
SlideTransition
Special Offers.txt
SpellingChecker
TextBoxesWordArt
Themes
Screen Prints
Objectives
How to produce a Screen Print
Save evidence
How to produce a Screen Print

A Screen Print is a simple way of providing evidence of a task without
being observed, it takes a picture of the screen. The term Screen Print
could also be referred to as Print Screen, Screen Capture, Screen Shot or
Screen Dump.
Step by Step Guide:

Option 1: Capture Everything on the screen
 Set up the screen to show what is required for the screen print.
Prt Sc  To capture the entire screen, just press Print Scrn, (usually top
Sys Rq
right of the keyboard).
(Nothing visual will indicate that you have successfully captured a

screenshot until the paste action has been completed.)
 Open a new document in Microsoft Word 2007.

Click on the Paste button, the screen print appears on your blank
page.
 The document can now be saved using the Office Button and
Save As or printed using the Office Button and Print.
Option 2: Capture Active Window only
 Set up the screen to show what is required for the screen print.
 To capture the Active Window, press ALT, (usually bottom left of

Alt the keyboard), and Print Scrn, (usually top right of the keyboard),
together.
(Nothing visual will indicate that you have successfully captured a

Prt Sc
screenshot until the paste action has been completed.)
Sys Rq
 Open a new document in Microsoft Word 2007.
Click on the Paste button, the screen print appears on your blank
page.
 The document can now be saved using the Office Button and
Save As or printed using the Office Button and Print.
Getting Started with Microsoft PowerPoint
Objectives
Start and exit PowerPoint in Microsoft Windows
Learn about the Ribbon, tabs, groups and command buttons
Use the Office Button and Quick Access toolbar
Use the Status bar
Learn about shortcut menus and mini toolbars
What is PowerPoint?
PowerPoint is a presentation graphics program. You can use it to prepare
many types of presentation materials including on-screen presentations,
overheads, paper-based presentations and 35mm slides. You can easily
mix backgrounds, pictures and text to produce professional-looking
results.
There are four parts to a presentation:
 Slides - the building blocks of your presentation that can
contain text, pictures, charts, etc.
 Notes Pages - allow you to create speaker‘s notes that can be
printed for the presenter or for the intended audience
 Handouts - smaller printed versions of the slides that can be
distributed to the presentation audience
 Outlines - the text content of slides that can be used to assist
the speaker or printed as handouts for the presentation
audience
An alternative method that may be available is:
 On the Desktop, double-click the Microsoft Office
PowerPoint 2007 program icon
Starting PowerPoint in Windows 7™

Windows 7 has a simple search system that will let you quickly find the
program icon.
To start Microsoft® PowerPoint in Windows 7:
 In the Windows taskbar, click the Start button
 In the Start Search box, type power; as you type, the
Programs list is updated to show matching programs
 In the Programs list, click Microsoft Office PowerPoint 2007
12 All materials © copyright 2010 - all rights reserved.

The Ribbon
When you start Microsoft PowerPoint, the main program window is
displayed and a new blank presentation is created. You will usually see a
single blank title slide.
In Office 2007 application programs there is a Ribbon that replaces menus
and toolbars. The Ribbon is the whole top area of the Microsoft PowerPoint
window.
The Ribbon is composed of tabs, groups and command buttons.
Command buttons are organised in groups. For example, buttons for

changing the font are in the Font group.
Groups are also organised in the various tabs. For example, the Home tab
contains the basic formatting and editing tools.
Note that buttons can change their position and size according to how
wide the program window is. Many buttons have a small and large
version, or a group button to click to reveal further buttons.
All materials © copyright 2010 - all rights reserved. 13

Hiding and showing the Ribbon
If you minimise the Ribbon, only the tab names are displayed, which
makes the Ribbon look like a menu bar.
To hide and show the Ribbon:
 Right-click any tab, or the free area between tabs, and then
choose Minimize the Ribbon
Clicking a tab when the Ribbon is minimised temporarily shows the
Ribbon.
Changing tabs
To change tabs:
 Click the required tab, for example, Home, Insert, Design,
etc.
To change tabs using the keyboard:
 Press the Alt key
All the tabs and available buttons will show a small number or letter to
indicate which key to press to access them.
 Press the required key, for example, H for the Home tab, N for
the Insert tab, G for the Design tab, etc.
Context related tools and tabs

Some context related tools and tabs appear automatically when you select
a particular object in a presentation. For example, if you click a picture in
your presentation, the Picture Tools Format tab will appear above the
normal tabs.
The Picture Tools Format tab looks like this:
Dialog box launchers

Most groups have a dialog box launcher that opens a relevant dialog box.
In the next picture you can see the icon in the bottom right-hand corner
of the Font group.
To open a dialog box from a group:

 Click the dialog box launcher

The name of the dialog box launcher button changes for each group.
ScreenTips and Shortcut key combinations

If you point the mouse pointer at any command button without clicking it,
a ScreenTip will appear. You will see the name of the command, a brief
explanation of the tool, and a shortcut key for the command if one is
available.
In the next picture, the ScreenTip for the Bold button is displayed.
Some example shortcut key combinations are:
Ctrl+N New presentation Ctrl+X Cut
Ctrl+O Open presentation Ctrl+C Copy
Ctrl+S Save Ctrl+V Paste
Ctrl+P Print Ctrl+Z Undo
F1 Help F7 Spelling Checker
Ctrl+B Bold Ctrl+I Italics
The Office Button

The Office Button is in the top left-hand corner of the program window. If
you are familiar with the File menu that most programs have, this button
replaces the File menu.
To access presentation tools such as New, Open, Save and Print:
 In the top left-hand corner of the

Microsoft PowerPoint window, click
the Office Button
Under Recent Documents you may see a list of
presentations that have been accessed on your
computer recently.
To access a feature:
 Click the relevant button, or press the key corresponding to the

underlined letter for the desired tool; for example O for Open,
X for Exit PowerPoint

Some of the tools such as Print have further choices that are revealed if
you point the mouse pointer at the arrow beside them.
To close the menu without choosing anything:
 Press the Esc key, or click on the presentation
The Quick Access toolbar

The Quick Access toolbar provides quick access to tools that you use
often. It is beside the Office Button, but can also be moved down below
the Ribbon. You can customise the toolbar so that it displays the tools that
you want to have available.
To access any of the tools on the Quick Access toolbar:

 Click the desired toolbar button
To move the Quick Access toolbar above or below the Ribbon:
 Click the small Customize Quick Access Toolbar button, and
then choose Show Below the Ribbon
Customising the Quick Access toolbar

To customise the Quick Access toolbar:
 In the Quick Access toolbar, click the small
Customize Quick Access Toolbar button
To add or remove one of the listed buttons:
 In the menu, choose the required button
You can also add any command button that you see in
the Ribbon to the Quick Access toolbar.
To add any command button from the Ribbon to the Quick Access toolbar:
 In the Ribbon, right-click the button and choose Add to Quick
Access Toolbar
To remove any command button from the Quick Access toolbar:
 In the Quick Access toolbar, right-click the button and choose
Remove from Quick Access Toolbar
To reset the Quick Access toolbar:
 In the Quick Access toolbar, click the small Customize Quick
Access Toolbar button, and then choose More Commands,
or right-click the Quick Access toolbar and Customize Quick
Access Toolbar
The PowerPoint Options dialog box will be displayed showing the

Customize tab.

To add a new command to the Quick Access toolbar:
 In the left-hand list,

select the
required
command, and
then click Add
To remove a command
from the Quick Access
toolbar:
 In the right-
hand list, select the
command, and
then click
Remove
To reset the Quick Access toolbar:
 Click the Reset button, and then confirm the reset
When you have finished customising the Quick Access toolbar:
 Click OK
The Status bar

The Status bar is the bar along the bottom of the presentation window. It
can show information about the current presentation and give you access
to various settings. In the next picture you can see from left to right: the
current slide number and number of slides in the presentation; the applied
theme; the spelling check status; the current language; a set of view
buttons; a zoom button and slider control; and an option button that will
fit the slide to the size of the current window.
Some of the items on the Status bar

are for information only; others when
clicked, will display a relevant dialog
box, or will adjust the program
accordingly.
You can control what is displayed on
the Status bar.
To change which elements are shown
on the Status bar:
 Right-click the Status bar
A menu will be displayed and you can select and clear different elements
as required.
The current status for each element, whether displayed on the Status bar
or not, is also shown in the menu.

Shortcut menus and mini toolbars
Shortcut menus are small menus that pop-up when you right-click text,
and objects in your presentations.
Mini toolbars show a number command buttons. For example, if you select
text and then point to the selection, a mini toolbar with formatting
command buttons will appear.
When you get used to them, shortcut menus

and mini toolbars can be a very quick method of
accessing features and tools.
For example, if you right-click any text in a
presentation, you will see the following mini
toolbar and shortcut menu:
Once the menu is displayed you can just click

the required option.
Exiting PowerPoint
To exit PowerPoint, choose one of the following methods:
 In the top right-hand corner of the Microsoft PowerPoint
window, click the Close button; both the Windows XP and
Windows Vista Close buttons are shown to the left
 Press Alt+F4
 In the top left-hand corner of the Microsoft PowerPoint window,
double-click the Office Button
 In the top left-hand corner of the Microsoft PowerPoint window,
click the Office Button, and then click the Exit PowerPoint
button
If you have more than one presentation open, clicking the Close button
will close the current presentation only and not exit PowerPoint.
PowerPoint will prompt you to save any open presentations with unsaved
changes.
If you see the above dialog box, choose one of the following options:
 Choose Yes to save the presentation and exit PowerPoint

 Choose No to exit PowerPoint without saving the presentation
 Choose Cancel to return to PowerPoint without exiting the
program

Presentation Windows and Views
Objectives
Maximise, minimise, resize and move presentation windows
Zoom in and out on presentation windows
Learn about presentation views - Normal, Slide Sorter, Notes Page, Slide
Show, Slide Master, Handout Master and Notes Master and switch
between them
Show and hide the ruler
Resizing and moving presentation windows

Each PowerPoint presentation has its own presentation window. You can
zoom, resize and move each window independently of the others. You can
also change the view for a presentation.
In common with all Windows applications, a presentation window can be
in one of three states:
 Maximised – it fills the whole screen
 Minimised – it is reduced to a button on the Windows taskbar;
you can show the window by clicking the corresponding button
in the Windows taskbar
 Restored down – it is visible, but fills less than the whole screen
To maximise a presentation window:
 In the top right-hand corner of the presentation window, click
the Maximize button
To minimise a presentation window:
 In the top right-hand corner of the program window, click the
Minimize button
To restore down a maximised presentation window:
 In the top right-hand corner of the presentation window, click
the Restore Down button
After clicking the Restore Down button, you can resize and move a
presentation window manually.
To resize a window:
 Drag any window border in or out, up or down, as required
To move a window:
 Drag the Title bar to a new position
Showing multiple presentation windows

If you have more than one presentation open, you can view more than
one at a time by arranging the presentation windows.
To arrange the presentation windows:
 In the Ribbon, click the View tab
 In the Window group, click the Arrange All button
The presentation windows will be arranged side-by-side in a single
Microsoft PowerPoint program window.

You can also cascade presentation windows within the Microsoft
PowerPoint window.
 On the View tab, in the Window group, click the Cascade
Windows button
The presentations are cascaded; one is shown in front of the other within
the Microsoft PowerPoint window.
In order to make a presentation window active, you need to switch to that

presentation window.
To switch to a presentation window, choose one of the following methods:
 Click the presentation window that you wish to make active
 On the View tab, in the Window group, click the Switch
Windows button, and then choose the presentation that you
wish to make active
To make a presentation window fill the screen again, you need to
maximise it.
To maximise a presentation window:
 In the presentation window, click the Maximize button

Views
PowerPoint has several views that you can switch between. Each view has
its different uses:
 Normal - displays three different areas: the Slide pane, the
Notes pane and the Slides and Outline tabs; it is the best all-
round view for entering, editing and formatting your
presentation
 Slide Sorter – shows a miniature of each slide, and can be used
to re-order the slides and set viewing times for each slide for an
on-screen show
 Notes Page – provides room for entering notes below a smaller
version of the slide
 Slide Show – displays your slides one at a time as a slide show
 Slide Master - stores information about the positions and sizes
of placeholders; where titles, text, page numbers, and other
objects will be placed, as well as fonts and font styles, bullet
styles, etc., for items that can be seen on a slide
 Handout Master - stores information about the positions and
sizes of placeholders that are shown on the handouts that you
will give to your audience
 Notes Master – stores information about the positions and sizes
of placeholders that make up your speaker notes
To change the view, choose any of the following methods:
 In the Status bar, click one of the small view buttons – just
three of the views are available here: Normal, Slide Sorter and
Slide Show (the latter will run a slide show from the current
slide)
 In the Ribbon, click the View tab, and then in the
Presentation Views group, choose the required view
As well as the methods just mentioned, there are other ways in which you
can run a slide show from the beginning. To run a slide show from the
beginning, you can also choose one of the following methods:
 On the Slide Show tab, in the Start Slide Show group, click the
From Beginning button
 Press F5
To run a slide show from the current slide, choose one of the following
methods:
 In the Status bar, click the Slide Show button
 On the Slide Show tab, in the Start Slide Show group, click the
From Current Slide button

The Normal view
The most common components of the Normal view, especially when you
start up PowerPoint, are indicated in the next picture.
The different areas are used as follows:

 Slides tab – shows a small thumbnail image of the presentation
slides, and is where you can move and copy, and insert or
delete slides
 Outline tab – lists all the text contained within a slide, and is
where you can choose to edit the text
 Slide pane – the main area in which you edit and view the
current slide, import pictures and charts, and draw various
objects
 Notes pane – an area in which you can enter speaker notes
Note that you can either see the Slides tab or the Outline tab; you cannot
see both at the same time.
A splitter bar separates the different areas. Using the mouse you can drag
the splitter bar to increase or decrease the size of an area.
You can close and restore panes in the Normal view.
To close the Slides and Outline tabs, as well as the Notes pane:
 To the right of the Slides and Outline tabs, click the Close
button
To restore the panes in the Normal view, choose one of the following
methods:
 In the Status bar, click the Normal button
 In the Ribbon, click the View tab, and then in the Presentation
Views group, click the Normal button

The Slide Sorter view
The Slide Sorter view shows a miniature of each slide.
Using the Slide Sorter view, you can drag slides into different positions in
the presentation, hide slides and also set slide transition effects and
timings for an on-screen show.
The Notes Page view

The Notes Page view shows a smaller version of the slide, as well as notes
that can be added for the use of the speaker or for the intended audience
as handouts.
The Color/Grayscale option

PowerPoint has an option to convert your slides from colour to greyscale
or pure black and white. This offers a useful way of seeing what your
slides will look like on handouts, etc., if they are to be printed on a non-
colour printer.
To show a slide in greyscale or pure black and white, use the options in
the Color/Grayscale group.
To show the Color/Grayscale group:

To apply greyscale to your presentation:

 In the Color/Grayscale group, click the Grayscale button

An extra tab – Grayscale – will appear on the Ribbon. It has options that
allow you to control the contrast levels of the greyscale for selected
objects.
To apply pure black and white to your presentation:

 In the Color/Grayscale group, click the Pure Black and White
button
An extra tab – Black And White – will appear on the Ribbon. It has the
same options as the Grayscale tab, and allows you to control the contrast
levels of the greyscale for selected objects.
To switch back to the Color view, choose one of the following methods:
 On the Grayscale or the Black And White tabs, in the Close
group, click the Back to Color View button
 On the View tab, in the Color/Grayscale group, click the Color
button
Zooming a presentation
The Zoom feature allows you to zoom in and out on your presentation. It
is available in all presentation views.
 If you zoom in, everything looks larger - you can see more
detail, but less of the presentation
 If you zoom out, everything looks smaller - you can see more
of the presentation, but less of the detail

To change the zoom level, choose any of the following methods:
 If you have a mouse with a central wheel, hold down the Ctrl
key, and then rotate the wheel backwards or forwards
 In the Status bar, use the Zoom slider control - drag the slider
to the left or the right to zoom out and in on your presentation,
or click the small – and + buttons
 In the Status bar, click the small Zoom level button to open
the Zoom dialog box (see below), and then choose the required
zoom level
 In the Ribbon, click the View tab, and then in

the Zoom group, click the Zoom button to
open the Zoom dialog box, and then choose
the required zoom level, and then click OK or
press Enter
Fit to Window
The Fit to Window option will zoom the slide to its largest size that will fit
in the Slide pane.
To fit the slide to the window size, choose any of the following methods:
 In the Ribbon, click the View tab, and then in the Zoom group,
click the Fit to Window button
 In the Status bar, to the right of the Zoom slider control, click
the Fit Slide to Current Window button
 Open the Zoom dialog box, and then choose Fit, and then click
OK or press Enter
Show and hide the ruler

PowerPoint has two rulers at the top and at the left-hand side of the Slide
pane – they are shown in the following picture. They are used mainly for
guidance when positioning items on a slide.
To show and hide the rulers, choose any of the following methods:

 In the Ribbon, click the View tab, and then in the Show/Hide
group, click the Ruler option so that it is
ticked to show the rulers, or not ticked to
hide them
 Right-click the slide background, or a blank area in the Slide

pane, and then choose Ruler in the shortcut menu
Show and hide gridlines

Another feature that can be hidden or shown is gridlines. Gridlines are
mainly used to help you position items on a slide accurately and in line
with other objects. You can set the spacing between gridlines, and can
also choose to snap objects to the grid and to other objects on a slide.
To show and hide the gridlines, choose one of the following methods:
 In the Ribbon, click the View tab, and

then in the Show/Hide group, click the
Gridlines option so that it is ticked to
show the gridlines, or not ticked to hide
them
 Press Shift+F9
Dotted gridlines will be displayed on the slide.
The Grid and Guides dialog box has options that allow you to choose to
snap objects to the grid, snap objects to other objects, and set the
gridline spacing. You can also display drawing guides on the screen.
To display the Grid and Guides dialog box:
 Right-click the slide, and then choose Grid and Guides in the
shortcut menu
The Grid and Guides dialog box will be displayed.
 Set the grid and guides options as

required
 Click OK, or press Enter

Slide Layouts and Placeholders
Objectives
Learn about slide layouts and placeholders
Insert new slides and choose layouts
Delete slides
Learn how to reset slide placeholders
The Slides group

The Slides group has options that allow you to insert new slides, reset the
placeholders on slides, and delete slides.
To show the Slides group:
 In the Ribbon, click the Home tab
About slide layouts and placeholders

When you start PowerPoint a blank presentation is opened with a single
Title Slide layout. This consists of two text placeholders - one to hold the
presentation and/or slide title, the other to hold a subtitle. Unless you
have changed the default settings, it will be based on the Office theme.
Placeholders are boxes that are used to hold titles and body text, and
other objects such as pictures, charts and tables. The default position of
placeholders on slides is governed by the Slide Master. If you wanted to
change the default position and formatting, or the number of
placeholders, etc., you would have to make changes to the Slide Master.
The next picture shows two text placeholders on a Title Slide layout - Click
to add title and Click to add subtitle.

Changing a slide layout
You can change the layout of any slide by choosing an alternative slide
layout. The layouts that are shown will be based on the theme that is
applied to your presentation; by default this will be the Office theme.
To choose an alternative slide layout, use one of the following methods:
 On the Home tab, in the Slides group, click the Layout button
 Right-click the slide, and point to Layout in the shortcut menu
A gallery of layout styles will be displayed.
You will see several types of slide layout; they are designed with a
combination of different types of placeholders. The layouts with Content in
their description have placeholders that allow you to choose whether to
insert a table, chart, clip art, picture, diagram, organisation chart or media
clip. The layouts that you see will vary depending on the theme that is
used for the presentation, as each theme has its own set of masters and
slide layouts.
To apply a slide layout:
 In the gallery of layout styles, click the required layout to
update the current slide in the Slide pane
You can also choose a layout when adding a new slide.
Adding a new slide

You can add a new slide to a presentation in the Normal view, or in the
Slide Sorter view.
Adding a new slide in the Normal view

To add a new slide to a presentation in the Normal view:
 Display an existing slide - the new slide will be inserted after it
Then choose one of the following methods:
 On the Home tab, in the Slides group, click the New Slide
button – click the top part of the button
 In the Slides tab – to the left of the Slides pane – right-click the
position where you want to insert the new slide, and then
choose New Slide
 Press Ctrl+M
A new slide will be added. You can change the layout of the slide if it
doesn‘t suit your requirements.

To add a new slide and choose a layout at the same time:
 On the Home tab, in the Slides group,

click the New Slide button – click the
arrow on the button
The gallery of layout styles will be displayed, as well
as some options to duplicate selected slides, create
slides from a document outline, or reuse slides from a
library of slides.
 Choose the required new slide layout
The new slide with the chosen layout will be inserted
in the presentation.
Adding a new slide in the Slide Sorter view

Similar methods are used to add a new slide in the Slide Sorter view.
To add a new slide to a presentation in the Normal view:
 Select an existing slide - the new slide will be inserted after it
 On the Home tab, in the Slides group, click the New Slide
button – click the top part of the button to add the default
slide, or click the bottom part of the button to choose a layout
 In the Slide Sorter view, right-click the position where you want
to insert the new slide, and then choose New Slide
 Press Ctrl+M
A new slide will be added. You can change the layout of the slide if it
doesn‘t suit your requirements.
Resetting slide placeholders

If you have made changes to placeholders on slide, for example, applying
formatting such as a Quick Style, or moving or resizing the placeholder,
you can reset the slide so that all its placeholders are returned to their
original format, position and size. Text or objects placed in the
placeholders will not be removed.
To reset slide placeholders:
 Make sure that the slide you wish to reset is shown in the Slide
pane, or that it is selected in the Slides tab or the Slide Sorter
view
 On the Home tab, in the Slides group, click the Reset button
 In the Slide pane, or the Slides tab, right-click the slide and
then choose Reset Slide in the shortcut menu

Deleting a slide
To delete a slide, choose one of the following methods:
 Make sure that the slide you wish to delete is displayed in the
Slide pane, or that it is selected in the Slide Sorter view, then
on the Home tab, in the Slides group, click the Delete button
 In the Slides tab, or in the Slide Sorter view, right-click a slide
image and then choose Delete Slide in the shortcut menu
 In the Slides tab, or in the Slide Sorter view, select a slide
image and then press the Delete key
Tasks ~ Slide Layouts and Placeholders

This section contains practical tasks with step-by-step instructions. You
should complete the tasks in order.
 Start PowerPoint, or if it is already running, just press
Ctrl+N for a new presentation.
You should have a blank presentation and a single title slide.
Task 1 ~ Change the slide layout

In this task you will change the slide layout of an existing slide.
By default you are given a Title Slide when you create a new presentation.
You will change this to a Title and Content slide.
 If necessary, in the Ribbon, click the Home tab.
 In the Slides group, click the Layout button.
A gallery of layout styles will be displayed.
 In the gallery of layout styles, click the Title and
Content slide layout.
The title slide changes so that you can now add a title as well as a list of
bulleted points. You could also use the content icons to add a table, chart,
SmartArt, picture, clip art or a media clip.
Task 2 ~ Add a new slide

In this task you will add a new slide to the presentation.
Add a new slide after the current slide.
 On the Home tab, in the Slides group, click the New Slide
button – click the top part of the button, and not the
arrow on the button.
A new slide is inserted in your presentation. It will be another Title and
Content slide.
 In the Slides tab, click above the image for slide 1.
When you have clicked in the correct position, a line will flash above the
slide image.
Add a new slide.
 In the Slides group, click the New Slide button – click
the top part of the button.
A new slide is inserted at the start of the presentation. As the slide is at
the start of the presentation, a new Title Slide has been added.

You should now have three slides; one Title Slide and two Title and
Content slides.
Task 3 ~ Add a new slide while choosing the layout

In this task you will add a new slide, but will choose the slide layout as
you add the slide.
 Press Ctrl+End to move to the last slide in the
presentation.
 In the Slides group, click the New Slide button – this
time click the arrow on the button.
The gallery of layout styles is displayed.
 In the gallery of layout styles, choose Content with
Caption.
The new slide with the chosen layout is added to the presentation.
Task 4 ~ Reset slide placeholders

In this task you will change a slide placeholder, and will then reset the
slide.
Start by making three changes to first placeholder on the Title Slide –
slide 1.
 Press Ctrl+Home to move to the first slide in the
presentation.
The Title Slide that you added in an earlier task will be shown.
 Click the text Click to add title.
 Type:
My Title Slide
 Press Ctrl+R to right-align the text.
 On the Home tab, in the Drawing group, click the
Quick Styles button, and then choose one of the green
quick styles.
Finally, resize the placeholder.
 Make sure that the placeholder is still selected.
You should see frame handles on the corners and edges of the frame that
surrounds the placeholder.
 Point at the middle left-

hand frame handle, and
then click and drag that
frame handle to the right
so that the placeholder
is approximately half its
current size.
 Click the slide
background to remove the
selection.
Your title slide should resemble this picture.

Now reset the slide placeholder.
 On the Home tab, in the Slides group, click the Reset
button.
The slide is reset to the basic Title Slide layout.
Task 5 ~ Delete a slide

In this task you will delete a slide.
Delete the first slide in the presentation.
 Make sure that you are viewing the first slide in the
presentation.
 On the Home tab, in the Slides group, click the Delete
button.
The slide is deleted.
Next delete two slides at once in the Slide Sorter view.
 In the Status bar, click the Slide Sorter button.
You should see three blank slides.
 Click slide 2 to select it.
 Hold down the Ctrl key, and then click slide 3.
Both slides should be

selected.
 Right-click one of
the selected slides
to display the
shortcut menu.
 In the shortcut menu, choose Delete Slide.

 Both slides are deleted; you should have just one slide
left.
Return to the Normal view.
 In the Status bar, click the Normal button.
Finishing off
You have now completed the tasks in this section. Close the current
presentation, or just exit PowerPoint. There is no need to save the
presentation.
To close the current presentation:
 Click the Office Button, and then choose Close, or just
press Ctrl+W – choose No when asked if you want to save
the changes.
To exit PowerPoint:
 Click the Office Button, and then choose Exit PowerPoint,
or just press Alt+F4 – choose No when asked if you want
to save the changes.

Saving, Opening and Closing
Presentations
Objectives
Save a presentation in Microsoft Windows 7
Save a presentation with a different filename, file format or location
Open and close presentations
Saving presentations
As you edit a presentation the changes are shown directly on your screen.
A copy of the presentation is stored in your computer‘s memory. However,
if you exit PowerPoint, or turn off your computer, your presentation will be
lost.When you save a presentation, you make a copy of it on your hard
disk, diskette, network server, or other media. You can access the copy
whenever you wish.
To save the current presentation, choose one of the following methods:
 Click the Office Button, and then choose Save
 In the Quick Access toolbar, click the Save button
 Press Ctrl+S
PowerPoint will save the current version of your presentation.
Saving a presentation for the first time

When you save a presentation for the first time, PowerPoint displays the
Save As dialog box.
In the Save As dialog box, make the following choices:
 In the File name box, enter a name for the presentation
 If you want to make the presentation available in previous
versions of PowerPoint, open the Save as type list box, and
then choose PowerPoint 97-2003 Presentation
 Click Save
Filenames
When you save a presentation for the first time, you have to choose a
filename for it. Note the following points:
 Windows allows you up to 255 characters for the filename
 Use a meaningful filename that reminds you of what the
presentation is - Presentation1, Presentation2, Presentation3,
etc. soon become meaningless when you have hundreds of
presentation files
 You can use letters, numbers, spaces and many other
characters in your filenames, but do not use the following
characters: ?‖/\<>*|:
 You can‘t have two presentations with the same filename in the
same folder

Using Save As to save a presentation with a different
name
You can use the Save As dialog box to save a presentation with a different
filename.
To open the Save As dialog box:
 Click the Office Button, and then choose Save As, or just
press F12
To change the filename:
 In the File name box, enter a new name for your presentation
 Click Save
Using Save As to save a presentation to a new location

You can use the Save As dialog box to save the current presentation to a
new location.
 Click the Office Button, and then choose Save As, or press
F12
Choose the new location:
 Click Save
Using Save As to save a presentation in a different file

format
You can use the Save As dialog box to save a presentation with a different
file format. Some examples would be:
 Change to a file format for previous version of PowerPoint; this
would allow users with other versions to open the presentation
 Save the presentation as a JPG, GIF or TIFF image file
 Save the presentation as a RTF (Rich Text Format) file
 Click the Office Button, and then choose Save As, or just
press F12
To change the file format:
 Open the Save
as type list box,
and then choose
the required file
type
 Click Save

Opening existing presentations
You can open existing presentations using the Open dialog box.
To open the Open dialog box, choose one of the following methods:
 Click the Office Button, and then choose Open
 Press Ctrl+O
For both versions, in the Open dialog box, you will see a list of
presentations available in the current folder.
 Select the presentation that you want to open – to choose
multiple presentations, hold down the Ctrl key and select each
presentation
 Click Open
PowerPoint opens a separate presentation window for each presentation
that you open.
Recently used presentations

PowerPoint keeps track of the latest presentations that you have used.
The next picture shows an example of the Recent Documents list.
To open a recent presentation:

 Click the Office Button, and then under Recent Documents,
choose the presentation to open
Closing presentations
To close a presentation, choose one of the following methods:
 Click the Office Button, and then choose Close
 Press Ctrl+W
 In the top right-hand corner of the Microsoft PowerPoint
window, click the Close button – note that if you only have one
presentation open, this will also exit PowerPoint
PowerPoint will prompt you to save any open presentations with unsaved
changes.

Themes
Objectives
Learn about themes
Apply themes to a presentation
Change the theme background and other theme components
Save a custom theme
About themes
A theme is a combination of complete sets of colours, fonts, and effects
such as fill effects, line borders, and shadow effects. Themes help you to
create a uniform look to all your presentations and are useful for branding
all your presentations and supporting documents. If you are familiar with
older versions of PowerPoint, themes now replace the original design
templates.
Tasks ~ Themes
 Open the Themes presentation from your course folder.
Task 1 ~ Apply a theme to a presentation

In this task you will apply different themes to the current presentation.
Look at some themes.
 In the Ribbon, click the Design tab.
View the Themes gallery.
 In the Themes group, next to the theme images, click the
More button.
The Themes gallery will be displayed. Your list of Built-In themes may
differ from the one shown here. What you see depends on which themes
have been installed on your computer.

When you follow the next instruction, be patient as it can take some time
for PowerPoint to show you the effects of a theme.
 Point to a few themes and note the difference in the
presentation - for each theme the fonts and colours
change.
 In the Built-In themes, choose the Opulent theme.
The Opulent theme is applied to the presentation.
 On your own, in the Built-In themes, choose the Aspect
theme.
The Aspect theme is applied to your presentation.
 Use Page Down and Page Up to look through the slides in
your presentation.
You will see that the design applied to each slide changes slightly
according to the slide layout that is being used. However, in order to
ensure consistency, the basis for the design will be the same throughout a
presentation irrespective of the number of different slide layouts used.
Notice that the slide placeholders have positioned the slide titles and
subtitles in different places from where they were originally.

Task 2 ~ Modifying a theme
In this task you will modify a theme to contain components from different
themes.
Assume that you want to build your own theme, starting with the Trek
theme.
presentation.
 If necessary, in the Ribbon, click the Design tab.
 In the Themes group, click the More button, and then in
the Built-In themes, choose the Trek theme.
The text style and colours from the Trek theme are applied to the
presentation. Placeholders are also moved to different positions.
 Use Page Down and Page Up to look through the slides in
your presentation.
The font is Franklin Gothic, and the colours are changed to shades of
brown and orange in the text and any shapes or graphics. Note that
imported pictures and photographs, for example, the photograph on the
last slide, do not change colour. You will also see that the placeholders
have changed position; the Title slide now has title and subtitle
placeholders at the bottom of the slide, and the remaining slides have
their titles at the top.
Change the fonts to those used in the Concourse theme.

 If necessary, in the Ribbon, click the Design tab.
 In the Themes group, click the Fonts button, and then
choose Concourse.
The fonts are changed to Lucida Sans Unicode, but the colours and effects
remain unchanged.
Change the colours.
 In the Themes group, click the Colors button, and then
choose Verve.
The colours are updated to shades of grey and pink.

Task 3 ~ Change the theme background
In this task you will change the theme background.
Change the theme background colour for all the slides.
 In the Background group, click the Background Styles
button.
A gallery of background styles that can be used with the current theme is
displayed.
 Point at a few of the background styles and note the

change in the presentation slides.
 Choose the last style in the gallery – Style 12.
A dark background is applied to all the slides.
Remove the background graphics for slide 1.
 Make sure that the first slide is displayed in the Slide
pane – in the Slides tab, click the first slide.
 In the Background group, click the Hide Background
Graphics option so that it is ticked.
The pink line that extends across the slide disappears.
 On your own, check the remaining slides to make sure that
the background is now dark and that the pink line that
extends across the slides still exists.
Task 4 ~ Save a theme

In this task you will save the new theme combination that you have just
created.
 In the Themes group, click the More button, and then
choose Save Current Theme.
The Save Current Theme dialog

box is displayed.
 In the File name box,

type:
MyTheme
 Click Save, or press
Enter.

The theme is now available for you to use in other presentations, and can
even be used in Word documents, Excel spreadsheets and Outlook
messages.
Use your theme now.
 In the Themes group, click the More button, and then in
the Built-In themes, choose the Concourse theme.
MyTheme is no longer applied to the document.
Show the background graphics on the first slide.
 Make sure that the first slide is displayed in the Slide
pane.
Graphics option so that it is not ticked.
Some graphics appear along the bottom of the slide.
Apply the MyTheme now.
 In the Themes group, click the More button.
The Themes gallery is displayed. You will see the new MyTheme in the
Custom group towards the top of the gallery.
 In the Custom group, choose MyTheme.

MyTheme is applied to the presentation again. You will notice that
although the custom theme has held all the settings for fonts, colours and
the background colour, it has not held the setting to hide the background
graphics.
Finishing off
You have now completed the tasks in this section.
 Close the current presentation – there is no need to save
it.

Creating New Presentations
Objectives
Create a new blank presentation
Create a new presentation from a template
Insert slides from files
Tasks ~ Creating New Presentations

 If necessary, start PowerPoint.
Close the blank presentation that PowerPoint creates (or any other open
presentations if you have not just started PowerPoint).
 For each open presentation, press Ctrl+W.
Task 1 ~ Create a new blank a presentation and close it

In this task you will create a new blank presentation and then close it.
 Press Ctrl+N.
A new blank presentation is opened for you.
 Click anywhere in the text Click to add title.
 Type:
Another Presentation
Close the presentation without saving it.
press Ctrl+W.
Because you have changed the presentation and not saved it, PowerPoint
asks you if you want to save it. On this occasion, there is no need to save
it.
 Choose No.
The presentation is closed.
Task 2 ~ Create a new presentation based on a template

In this task you will create a new presentation based on one of
PowerPoint's general templates stored on your computer. It is assumed
that the templates have been installed as part of the normal installation
process.
 Click the Office Button, and then choose New.

The New Presentation dialog box is displayed.
 In the left-hand pane under Templates, click Installed

Templates.
You can now see a set of installed templates.
 Locate and select the Quiz Show template.
 Click Create.
After a few seconds a new presentation is created for you based on the
chosen template. Don't worry about its contents for now.

All the text in the presentation can be edited.
Try editing the text in one of the text placeholders.
presentation – press Ctrl+Home.
 Click the text Quiz Show.
The text placeholder is selected.
 Select all the text in the placeholder – drag the mouse
across the text Quiz Show, or press Ctrl+A.
The field is highlighted.
 Type:
Pub Quiz
 Click the slide background to remove the selection.
You could continue to edit the presentation, but will not do so now.
Finishing off
Close the presentation now.
press Ctrl+W – choose No when asked if you want to save
the changes.

Navigating Presentations
Objectives
Use the mouse and keyboard to navigate a presentation
Scroll presentations in the Slide pane, the Slides tab and the Outline tab
Move within text in the Notes Page view
Tasks ~ Navigating Presentations

 Open the NavigatePresentations presentation from your
course folder.
Task 1 ~ Scroll a presentation in the Normal view with the

mouse
In this task you will scroll the current presentation in the Normal view
using the mouse.
The Slide pane in the Normal view displays one slide at a time. Unless a
presentation consists of only one slide, you will want to be able to view
and edit the remaining slides. You can always press Page Up and Page
Down to view additional slides, but there are other methods.
 Make sure that you are in the Normal view - click the
Normal button in the Status bar.
Try using the Slide pane scroll bar and scroll bar buttons as follows:
 Click the Next Slide and Previous Slide buttons.
 Click the scroll bar above and below the Scroll box.
You are moved through the slides in the presentation.
 Drag the Scroll box up and down - as you do so a
ScreenTip indicates which slide you are scrolling past.

 When you see the ScreenTip for Slide: 4 of 14 Growth
release the mouse button.

Slide 4 is displayed.
If you have a mouse with a central
wheel, try the following:
 Spin the central wheel up
and down.
 With the mouse pointing at a slide in the Slides tab,

click the central wheel - a copy of the mouse pointer
stays on the slide.
 Move the mouse up and down to scroll through the slides
in the presentation.
 Stop the scrolling by clicking the central wheel again,
or by pressing Esc.
Try switching between the panes in the Normal view. This is more easily
seen if the Outline tab is displayed.
 To the left of the main Slide pane, click the Outline
tab.
 Press the F6 key repeatedly and notice the insertion
point move from the Outline tab to the Slide pane and
then to the Notes pane - although you will not actually
see the insertion point when it is in the Slide pane.
Task 2 ~ Navigate in the Slide pane with the keyboard

In this task you will navigate the current presentation using the Slide pane
in the Normal view.
Use the various navigation and shortcut key combinations.
 To the left of the main Slide pane, click the Slides tab.
 In the Slide pane, click the slide background - don’t
click any of the text.
presentation.
Check in the Status bar to confirm that you are viewing slide 1 of 14.
 Press Ctrl+End to move to the last slide in the

presentation.
 Press Page Up to move to slide 13 of 14 - Conclusion.
 Press Ctrl+Home to move to the first slide once again.
 Press Page Down to move to slide 2 of 14 - Agenda.

Task 3 ~ Navigate in the Outline tab with the keyboard
In this task you will navigate the current presentation using the Outline
tab.
 Make sure that slide 2

Agenda is displayed in
the Slide pane.
 To the left of the
Slide pane, click the
Outline tab.
 In the Outline tab,
click anywhere to the
right of the text for
slide 2 - to clear the
selection but stay on
slide 2.
The text held on the various slides can be seen in the Outline of the
presentation. Notice that the icon for slide 2 Agenda is currently selected -
the icon has a coloured border. The slide that is selected in the Outline tab
is also displayed in the Slide pane.
 Press Ctrl+.
Notice how the insertion point jumps to the next slide title - Overview -
and that this slide is now displayed in the Slide pane.
 Press Ctrl+ a several times until the insertion point
is moved to slide 10 Key Initiatives.
 Press Ctrl+ so that

the insertion point
is moved to the title
of slide 9 The
Competition.
 Press  to move to
the first bullet
point in the Outline
for slide 9.
 Press Ctrl+ a few times to move forward one word at a
time.
 Press Ctrl+ a few times to move back one word at a
time.
 Press End to move to the end of the line of text.
 Press Home to move to the beginning of the line of text.
 Press Ctrl+End to move to the end of the presentation.
 Press Ctrl+Home to move to the beginning of the
presentation.

Task 4 ~ Navigate a page of speaker notes in the Notes
Page view
In this task you will navigate around a page of speaker notes in the Notes
Page view.
 Make sure that slide 1 Financial Report is displayed in
the Slide pane.
 In the Ribbon, click the View tab.
 In the Presentation Views group, click the Notes Page
button.
The Notes Page view shows the current slide at the top of the page with a
text placeholder for notes underneath.
Start off by locating slide 3 in the Notes Page view.

 Press Page Down twice, or click the Next Slide button
twice.
You will see that slide 3 Overview has several notes. Zoom in on the
notes.
 On the View tab, in the Zoom group, click the Zoom
button.
The Zoom dialog box is displayed.
 In the Zoom to list, choose 100%.

 Click OK.
 Click the Scroll down button a few
times so that you can read all, or
most, of the notes.
 Click anywhere in the first
paragraph.

The insertion point is displayed in the paragraph and the text placeholder
that holds the notes becomes active.
 Press Ctrl+End to move to the end of the speaker notes.

 Press Ctrl+Home to move to the start of the speaker
notes.
 Press Ctrl+ a few times to move forward one word at a
time.
 Press Ctrl+ a few times to move back one word at a
time.
 Press End to move to the end of the line of text.
 Press Home to move to the beginning of the line of text.
 Press Ctrl+ to move down to the next bullet point.
 Press Ctrl+ to move up to the previous bullet point.
Now move to the end of the presentation and then to the beginning once
more while still in the Notes Page view.
 Click anywhere outside the text placeholder, but not on
the slide image - the box that surrounds the speaker
notes should disappear.
Zoom out again so that you can see the slide image.
 In the Status bar, click the Fit slide to current window
button.
 Press Ctrl+Home to move to the beginning of the
presentation.
Finish off by returning to the Normal view.
Finishing off
 Close the current presentation - there is no need to save
it.

Basic Text Formatting
Objectives
Learn about selecting text
Learn about text formatting principles
Change the font face and font size
Apply bold, italic, underlining, strikethrough, subscript and superscript
styles
Change the case of text
Apply colour to text
Undo changes and remove formatting
Use the Format Painter to copy formats
Change slide background colour
About selecting text

When you want to make changes to a section of text - perhaps to make it
bold or italic, change the font, or even delete it altogether - the first step
is to select the text. Text can be selected in text placeholders, text boxes,
and other shapes that contain text.
You can select any continuous section of text using the mouse, the
keyboard, or a combination of the two. You can also select non-adjacent
sections of text.
When text is selected, it displays a selection highlight or a temporary
border to show that it is selected.
Any selection of text stays selected until you click anywhere on the slide,
outline or notes, or press one of the navigation keys (e.g.,, Home
or End).
When you have text selected, anything that you type will replace the
selection.
About text formatting

All text on a slide can be formatted in a variety of ways: changing the
font, font size and font colour, and applying bold, italic, underlining and
other styles. This includes text in placeholders, text boxes, shapes and
notes pages.
You can format existing text or format new text as you type.
To format existing text:
 Select the text that you want to format
 Apply the required formatting
To format text as you type:
 Choose the required formatting
 Type your text
 Turn off the required formatting, or just press Ctrl+Spacebar
to turn off all formatting

Viewing text formatting in the Outline tab and Notes pane
You can format text in the Outline tab and Notes pane. Any changes that
you make will be shown automatically on the slide or in the Notes page.
However, if you wish to see the changes in the Outline tab or the Notes
pane as they are applied, you have to show all formatting.
To show all formatting in the Outline tab and the Notes pane:
 To the left of the Slide pane, click the Outline tab
 Right-click any text in the Outline tab, and then choose
Show Text Formatting in the shortcut menu
To hide the formatting in the Outline tab and Notes pane:
 Right-click any text in the Outline tab, and then choose Show
Text Formatting in the shortcut menu
The Font group of commands

The Font group has command buttons for the most common options for
formatting text.
To show the Font group:
The mini toolbar

It is often quicker to use the mini toolbar when formatting text.
To show the mini toolbar, choose one of the following methods:
 Right-click the selected text, and then use the mini toolbar that
appears
 Point to the selected text, and then use the mini toolbar that
appears – note that this method can be a little awkward, as you
have to be quite patient in order to get the mouse pointer in
the correct place for the mini toolbar to show

The Font dialog box
The Font dialog box allows you to set all the available options in one go
rather than choosing them individually.
To open the Font dialog box, choose one of the following methods:
 In the Font group, click the Font dialog box launcher
 Right-click the selected text, and then choose Font

 Press Ctrl+T
The Font dialog box will be displayed.
There are also options in the Font dialog box that are not available via
button on the Ribbon, for example, underline styles, underline colour,
double strikethrough and Small Caps.
Shortcut keys
Some formatting styles can be applied using the keyboard. For example:
 Ctrl+B for bold
 Ctrl+I for italics
 Ctrl+U for underlining
Font and font size

PowerPoint gives you a wide choice of fonts and font sizes. You can use
different fonts to give your presentations the appearance you want. Use
larger font sizes to emphasise headings. Font sizes are measured in
points.
To change the font:
 In the Font group, open the Font list box, and then choose the
desired font

To change the font size:
 In the Font group, open the Font Size list box, and then choose
the desired font size
To increase the font size by one size:
 In the Font group, click the Increase Font Size button, or just
press Ctrl+Shift+>
To decrease the font size by one size:
 In the Font group, click the Decrease Font Size button, or just
press Ctrl+Shift+<
Bold, italic and underlining

You can use bold, italic and underlining separately or together to
emphasise headings or other important sections of text.
To apply bold formatting to text:
 In the Font group, click the Bold button, or press Ctrl+B
To apply italic formatting to text:
 In the Font group, click the Italic button, or press Ctrl+I
To apply underline formatting style to text:
 In the Font group, click the Underline button, or press Ctrl+U
Strikethrough, subscript and superscript

Strikethrough puts a line through text, for example, strikethrough.
Subscript drops text below the baseline of normal text and if a smaller
font size is available will reduce the font size, for example, Subscript.
Superscript raises text above the baseline of normal text and if a smaller
font size is available will reduce the font size, for example, Superscript.
To apply strikethrough formatting to text:
 In the Font group, click the Strikethrough button
To apply subscript formatting to text:
 Press Ctrl+=
To apply superscript formatting to text:
 Press Ctrl+Shift+=
Using the options in the Font dialog box you can change the offset for
superscript – how high it should appear in relation to the regular text.
Applying a shadow to text

A shadow effect applies a shadow to the bottom right of the text. It is a
useful effect for making text stand out on a slide.
To apply a shadow to selected text:

 In the Font group, click the Shadow button

Changing the character spacing
You can change the spacing between individual characters in words. This
can sometimes be useful when trying to organise text on a slide.
There are five standard character spacings: Very Tight, Tight, Normal,
Loose and Very Loose, as shown in the following picture.
To change the character spacing of selected text:

 In the Font group, click the Character Spacing button, and
then choose the desired spacing
If the spacing you require is not available, you can use the Character
Spacing options in the Font dialog box.
To show the Character Spacing options in the Font dialog box, choose one
of the following methods:
 Open the Font dialog box, and then click the Character
Spacing tab
 In the Font group, click the Character Spacing button, and
then choose More Spacing

In the Font dialog box you can choose the spacing and the number of
points for that spacing, as well as the options for kerning for fonts – which
makes a word look more evenly spaced. (Kerning does not work for all
font types. It works only for TrueType and Adobe Postscript fonts.)
Changing case
Sometimes you may want to change the case of selected words, phrases
and sentences.
To change the case of selected text, choose one of the following methods:
 Press Shift+F3 to scroll through the different cases until you
find the one that you want
 In the Font group, click the Change Case button, and then
choose the desired case
Font colour
The font colours in a presentation are usually determined by the theme
colours. You can change the colours for any selection of text, but should
always take into account the colour used for your slide background, etc.
To change the colour of text:
 In the Font group, click the Font Color button - the colour
shown on the button will be applied to the text
To choose any colour for the text:
 In the Font group, click the arrow on the Font Color button,
and then choose the desired colour
Choose a theme colour to keep colours within a colour scheme. These will
blend with your presentation theme colour.

If the colour you require is not available in the list, you can choose
another colour using the Colors dialog box.
To show the Colors dialog box:
 In the Font group, click the arrow on the Font Color button,
and then choose More Colors
The Colors dialog box will be displayed. There are two tabs:
 Standard – a selection of standard colours
 Custom – where you can choose your own colour from the
palette, or define a colour using the RGB or HSL colour models
Clearing text formatting

To clear all formatting from selected text, choose one of the following
methods:
 Press Ctrl+Spacebar
 In the Font group, click the Clear All Formatting button
Undoing text formatting

To undo text formatting changes that you have just made:
 In the Quick Access toolbar, click the Undo button, or just
press Ctrl+Z
The last change that you made is reversed. If you have made several
changes, you can undo them one by one using the above method.
Copying formatting with the Format Painter

The Format Painter lets you ‗pick up‘ formatting applied to any text and
‗paint‘ it onto another section of text.
This is particularly useful if you have used the Font or Paragraph dialog
boxes to set up several formatting features for some text, and want to
apply it quickly to other text.

To copy and apply text formatting:
 Select the text that has the formatting that you want to copy
 On the Home tab, in the Clipboard group, click the
Format Painter button
 Select the text to which you want to apply the copied
formatting
If you don‘t get the result that you expect, you can undo the change as
explained above.
If you want to copy the same format to several different places, you can
use the Format Painter repeatedly, without having to click the Format
Painter button each time.
To use the Format Painter repeatedly:
 Select the text with the formatting you want
 In the Clipboard group, double-click the Format Painter
button
 Use the mouse to select the text you want to format - you can
do this as many times as you want
 When you have finished using the Format Painter, press Esc to
turn it off, or click the Format Painter button again
Change Slide background colour

To change the background colour of a slide:
 Select the slide you wish to change
 On the Design tab, in the Background group, click the arrow
next to Background Styles, click on Format Background

 The Format Background dialog box appears, then use the
options on the Fill tab to apply a Solid fill, Gradient fill, or
Picture or texture fill, and to set any required Transparency
for the background – choose the fill and transparency and then
click Close. Choose Apply to all to change the background of
all slides.
To choose a colour that is not shown in the Theme Colors or Standard

Colors:
 In the Format Background dialogue box, choose More Colors
The Colors dialog box will be displayed.
The Colors dialog box has two tabs:

 Standard – a palette of standard colours –click the required
colour, and then click OK
 Custom – a colour palette in which you can create your own
colour by dragging the small cross-hair pointer to the required
colour, or by using the RGB or HSL colour models – locate or
define your colour, and then click OK
In both tabs, a level of transparency may also be set.

Tasks ~ Basic Text Formatting
 Open the BasicTextFormatting1 presentation from your
course folder.
Task 1 ~ Change the font and font size

In this task you will change the font and font size of selected text.
In the Ribbon, make sure that the Home tab is displayed.
 Select the text A presentation for wholesalers.
This text is currently formatted with the Arial font. You are going to
change this first to the Arial Black font, and then to the Constantia font to
match the majority of the text in the rest of the presentation.
 In the Font group, click the arrow button on the Font
list box.
A list of available fonts is displayed.

The list may look different on your system, and there may be more fonts
in the Recently Used Fonts section or none at all.
At the top of the list you will see the fonts that are used by the current
theme. In this presentation the theme has the Calibri font for headings
and the Constantia font for body text such as bulleted paragraphs, etc.
Ignore the theme for now.
 Under All Fonts, choose Arial Black – or choose another
font (not Constantia).
The chosen font is applied to the selected text.
 Click anywhere on the slide background - not on any text

- to remove the selection.
Assume that you don‘t like the new font. You can quickly undo a change
that you make.
 Press Ctrl+Z.
The change is undone and the original font restored.
Apply a different font, but use the mini toolbar.
 Select the text A presentation for wholesalers again, and
then point to the selection.
You should see the mini toolbar, although it may be faint until you choose
something in it.
 If you can’t see the mini toolbar, right-click the
selected text.
 In the mini toolbar, open the Font list box, and then
choose Constantia from the list of Theme Fonts – choose a
different font if you can’t find it.
The new font is applied.
Change the font size of the subtitle. This text is currently formatted with a
font size of 26 pts. You are going to change this to 96 pts.
 Make sure that the text A presentation for wholesalers is
still selected.
 In the Font group, click the arrow button on the
Font Size list box.
A list of font sizes is displayed. You can choose a size from 8 pts up to 96
pts.
 Choose 96.
The font size is increased.

The text is now too large for the slide. You will rectify this now by
changing the font size to 36 pts.
The subtitle text should still be selected.
 Right-click the selection.
 In the mini toolbar, open the Font Size list box, and
choose 36.
The text now fits nicely on the slide.
Change the font size of the title text using the shortcut keys and buttons.
 Select the title text Peelers Drinks Ltd.
 Press Ctrl+Shift+>.
Notice how the font size increases.
 Press Ctrl+Shift+> twice more.
The font size increases again. Try using the Increase Font Size button
now.
 In the Font group, click the Increase Font Size button
twice.
The title text is now too large for this slide.
Decrease the size slightly.

 Press Ctrl+Shift+<, or click the Decrease Font Size
button, to decrease the font size.
Change the font size of the title on slide 2 using a custom font size.
 Press Page Down so that you are viewing slide 2 - Peelers
Drinks Limited.
 Select the title text Peelers Drinks Limited.
The font size of the title is currently 50. You will change this to 52.
 In the Font group, open the Font Size list box and scroll
down the list.
The font size 52 is probably not available in your list - 48 and 54 are the
closest sizes you will find. However, this can be overcome easily by
entering the figure in the Font Size box.
 In the Font Size box, type:
52
 Press Enter.
The title text font size increases slightly to 52 pts.

Task 2 ~ Apply bold, italic, underlining and shadow styles

In this task you will apply a variety of formatting styles to selected text.
 Press Page Down twice so that you are viewing slide 4 -
Peelers Zingers.
Apply bold and italic formatting to the three flavours listed at the bottom
of the slide - Elderflower, Cranberry and Ginger.
 Select the word Elderflower.
Ctrl+B.
 In the Font group, click the Italic button, or just press
Ctrl+I.
 Click anywhere in the text placeholder to deselect the
text.
You can now see that the word is bold and italic and that it stands out
clearly on the slide.

Apply the bold and italic format to the word Cranberry. When applying
formats to an individual word, it is enough to simply click anywhere in the
word - you do not have to select an individual word.
 Click anywhere in the word Cranberry.
 Press Ctrl+B,I - hold down the Ctrl key and press B then
press I.
The bold and italic format is applied.
 On your own, apply the bold and italic format to the word
Ginger.
 Click anywhere outside the text placeholder to remove the
selection.
Use the underline format to emphasise the phrase three flavours.

 In the third main bulleted point, select the text three
flavours.
 In the Font group, click the Underline button, or just
press Ctrl+U.
The underline format is applied.
 Click anywhere in the text placeholder to remove the
selection.
Take away the underling style. You can either use Undo (Ctrl+Z) to undo
your last action, or choose Underline again, which will turn off the
underline style as it is already on.
 In the third main bulleted point, select the text three
flavours.
press Ctrl+U.
Underline the phrase designer bottle.
 In the second bulleted point, select the text designer
bottle.

 Click the Underline button, or press Ctrl+U.
Apply the shadow effect to all the bulleted text on this slide.
 Select all the bulleted text - click anywhere in the text
placeholder for the bulleted text and then press Ctrl+A.
 In the Font group, click the Shadow button.
The shadow effect is applied to all the text - including the text that you
have just formatted as bold, italic and underline.
 Click anywhere outside the text placeholder to clear the
selection.
Task 3 ~ Change the font colour

In this task you will change the font colour of selected text.
When using the Font Color button, you have two choices:
 Click the button to apply the current colour shown on the
button
 Click the arrow to open a palette of colours to choose from
Apply a different colour to the title on slide 4 – Peelers Zingers.
 Make sure that you are viewing slide 4 – Peelers Zingers.
 Select the title Peelers Zingers.
 Click the Font Color button – note the colour shown in
the button.
The current colour is applied.
 Click anywhere on the text to remove the selection.
This colour doesn‘t suit the theme. Change it using

the theme colours.
 Click the arrow on the Font Color
button.
A palette of colours is displayed.
Theme colours can be chosen to keep colours within a colour scheme.

Standard colours are further down, and the More Colors option will open a
dialog box where you can choose an exact colour.
 Under Theme Colors, choose the fourth colour from the
right – Turquoise, Accent 3.

The text colour is changed. You will also see that the colour on the Font
Color button has changed to the colour that you just applied – Turquoise,
Accent 3.
Next apply colours to the three flavours in the bulleted list.
 In the bulleted list, select the word Elderflower –
double-click it.
 Click the arrow on the Font Color button.
 Under Theme Colors, choose the last green colour – Lime,
Accent 6.
The chosen colour is applied.
 On your own, apply the following Standard Colors to the
remaining two flavours:
Cranberry Dark Red
Ginger Orange
selection.
Next choose a standard colour that is not shown on the small colour
palette by choosing to display More Colors.
 In the bulleted text, select the phrase 25cl or 75cl.
 Click the arrow on the Font Color button, and then choose
More Colors.
The Colors dialog box is displayed.

 If necessary, click the Standard tab.
 Try clicking a few different colours
and notice the change in the New
Current box.
The selected colour will be shown as a New colour at the top of the box,
with the existing colour shown as the Current colour.
 Choose a bright-green colour.

 Click OK.
 Click anywhere on the slide to cancel the selection.
The text is coloured bright green. Assume that this colour is a little too
bright. You can change it easily by applying a custom colour.
 In the bulleted text, select the phrase 25cl or 75cl.
 Click the arrow on the Font Color button, and then choose
More Colors.
The Colors dialog box is displayed.

 Click the Custom tab.
Using the Custom options you can create your own colours. In this
example, you just need to tone down the existing green colour.
 On the small coloured strip to the

right of the multi-coloured block,
drag the small pointer down a little
to choose a darker green colour -
the result will be seen in the New
box in the bottom right-hand corner
of the dialog box.
Click OK to apply the darker green colour.
 Click anywhere outside the text

placeholder to clear the selection.
The text is coloured dark green.
Colour a phrase using the dark green colour that
you have just used.
 In the bulleted text, select the
phrase lightly sparkling.
 Click the arrow on the Font Color button.
The small palette of colours is displayed.
 Under Recent Colors, click the dark green colour that you
just applied.
The text is coloured the same dark green colour as you previously applied.
selection.
Task 4 ~ Clear formatting

In this task you will clear formats applied to text.
Try removing all formats applied to the bulleted text on slide 4.
 Make sure that you are viewing slide 4 – Peelers Zingers.
 Click anywhere on the bulleted text.
 Press Ctrl+A to select the whole text in the placeholder.
 In the Font group, click the Clear All Formatting button,
or press Ctrl+Spacebar.
selection.
All applied formats are cleared.

 Press Ctrl+Z.
The applied formatting is restored.
selection.
You can clear formats applied to individual words and phrases.
 In the last bulleted point, select the word Ginger.
 In the Font group, click the Clear All Formatting button,
or press Ctrl+Spacebar.
The bold, italic, shadow and colour styles are removed from the text.
selection.
If several different formats are applied, using Clear Formatting clears all of
them. If the text had bold, font and font size formatting applied to it; to
remove the bold, you would have to choose bold again to turn off the bold
style only.
Undo the clear formatting.
 Press Ctrl+Z.
The applied formatting is restored.
selection.
Task 5 ~ Use the Font dialog box

In this task you will use the Font dialog box to apply several style changes
at once.
Change the font and font size of text on a slide using the options in the
Font dialog box.
 Press Page Down twice to view slide 6 - Profit Margins.
 Select the title Profit Margins.
 In the Font group, click the Font dialog box launcher, or
right-click the selected text and choose Font in the
shortcut menu, or press Ctrl+T.
The Font dialog box is displayed.

 Open the Latin text font list box, and then choose Times
New Roman - or choose another font if you are unable to
find this one.
 Open the Font style list box, and then choose Bold
Italic.
 In the Size box, type 45.
 In the All text options, open the Underline style list
box, and then choose a double underline style.
 Open the Underline color list box, and then choose the
Turquoise – Accent, 3 colour.
 In the Effects options, click the Small Caps option so
that it is ticked.
 Click OK to apply the change and to close the Font dialog

box.
All the changes are applied to the title.
selection.

Change the font and font size of some text held in the speaker notes in
the Notes Page view. You could also apply the changes in the Notes pane
within the Normal view, but will not do so here.
 View slide 5 - The Market.
button.
The Notes Page view is opened. An image of the slide is displayed above
the speaker notes.
In order to see the text that you are about to format clearly, you should
make sure that you can read the text.
 If necessary, in the Status bar, use the Zoom slide
control to change the zoom to 100%.
Your notes should resemble the following picture.
 Select the text for all the notes.

Now change the font to Times New Roman and the font size to 15 pts via
the Font dialog box.
 Right-click the selected text and choose Font in the
shortcut menu, or just press Ctrl+T.

The Font dialog box is displayed.
 Open the Latin text font list box, and then choose Times
New Roman - or another font if you are unable to find
this one.
 In the Size box, type 15.
 Click OK to apply the change and to close the Font dialog

box.
 In the notes area of the page, select the text Pubs and
Clubs.
 Right-click the selected text and choose Font, or just
press Ctrl+T.
 Apply Bold, Italic and Small Caps.
 Click OK.
The bold, italic and small caps formats are applied to the word.
 On your own, format the notes text Restaurants, Hotels,
Cafes and Coffee shops with Bold, Italic and Small Caps.
You have now finished formatting the speaker notes.
 Click outside the text area to remove the selection.

Check that the new format for the notes appears in the Notes pane in the
Normal view.
 In the Presentation Views group, click the Normal button.
 Check the Notes pane at the bottom of the window – if
necessary, move the splitter bar up a little.
Task 6 ~ Use the Format Painter to copy formatting

In this task you will use the Format Painter feature to copy formatting
from one section of text to another.
The first step is to select the text that has the formatting that you want to
copy – it‘s enough to select a single word with the desired format.
 View slide 4 – Peelers Zingers.
 In the Ribbon, click the Home tab.
 In the Clipboard group, click the Format Painter button.
Now select the word or phrase that you want to format.
 Press Page Down to view slide 5 - The Market.
As you move the mouse pointer away from the Ribbon, you will see that it
has changed its appearance to an insertion point with a paintbrush.
 Select the title The Market.
The formatting is copied to the selected phrase.
 Click anywhere on the slide background to remove the
selection.
Task 7 ~ Format as you type

In this task you will apply formatting as you type rather than apply
formats to selected text.
Type text into slide 3 and format it as you do so.
 View slide 3.
Slide 3 is a blank slide with a title and text slide layout.
 Click the placeholder Click to add title.

You will see that the current font is set as Calibri. You will change this to
Arial Black - or another available font if this one is not installed on your
computer.
 In the Font group, open the Font list box, and then
choose Arial Black - or choose another font if you are
unable to find this one.
Now change the font size from 50 pts to 44 pts.
 In the Font group, open the Font Size list box, and then
choose 44.
Apply the underline style.
press Ctrl+U.
You are now ready to type the title text.
 Type:
Peelers Cordials
The title text is added with the chosen font and font size, and an
underline.
Now add some text to the next placeholder. This time, you will choose the
Arial font with a font size of 32.
 Click the placeholder Click to add text.
The first bulleted line is started.
choose Arial - or choose another font if you are unable
to find this one.
Now change the font size from 26 pts to 32 pts.
 In the Font group, open the Font Size list box, and then
choose 32.
 Type:
Concentrated cordial made from
Before continuing, change the font size to 36 pts and make the text bold.
 Open the Font Size list box, and then choose 36.
Ctrl+B.
 Type, starting with a space:
real fruit juice
Turn off bold, and turn on italics.
Ctrl+B.

 In the Font group, click the Italic button, or just press
Ctrl+I.
 Type, starting with a space:
with added fructose and glucose
 Click outside the text placeholder to remove the
selection.
Task 8 ~ Change the font of the entire presentation using

the Outline
In this task you will change the font of all text held in text placeholders for
the entire presentation. This is easily achieved by selecting all the text in
the Outline tab and then applying the change.
The presentation is currently made up of a mixture of fonts including
Calibri, Constantia, Arial and Arial Black. You will change the entire
presentation so that it has an Arial Narrow font.
 To the left of the Slide pane, click the Outline tab.
 Click anywhere on some text in the Outline tab.
 Press Ctrl+A to select all the text.
As the presentation is made up of a mixture of fonts, the Font list box will
currently be blank.
choose Arial Narrow - or choose another available font if
you are unable to find this one.
 On your own, look through the presentation to confirm
that the font has changed for all text that is held in
text placeholders.
You are now finished with the current presentation and can close it.
it.

Task 9 ~ Change the slide background
In this task you will change the

background colour of all slides in a
presentation.
 Open the presentation:
CentreOpeningTimes.
 Select Slide 1
 Click the Design tab.
 Click the arrow next to
Background Styles. Click Format
Background. Click More Colors.
We are going to define the colour by using

the RGB model:
 Click the Custom tab in the
Colors dialogue box.
 Type in the following values:

R=235, G=175, B=210, Click OK.
 Choose Apply to All.
Finishing off
 Close the current presentation - save it as:
ChangedBackground.

Illustrations and Drawing Tools
Objectives
Insert a picture, clip art and shapes in a presentation
Insert and edit SmartArt objects
Resize, move and align illustrations
Apply various formatting features to illustrations
About illustrations
Pictures, shapes and charts can be used to enhance presentations. A
complicated message can often be well expressed with the help of a
picture or two. In addition, pictures can liven up a presentation so that
your audience are not submerged in a sequence of words and bulleted
points.
Pictures, clip art, SmartArt, charts and shapes are often referred to as
objects. When you insert objects they are usually inserted in the centre of
the slide. However, the objects actually float and you can move them
anywhere on the slide, and resize them to your own requirements.
You can insert objects in the Slide pane or in the Notes Page view. Objects
are not shown in the Outline tab or in the Notes pane.
The Illustrations group

The Illustrations group has options that allow you to insert a picture,
clip art, photo album, shape, SmartArt or chart.
To show the Illustrations group:
 In the Ribbon, click the Insert tab
The Drawing group

The Drawing group has options that allow you to insert shapes, and
arrange and format those shapes.
To show the Drawing group:
Depending on the size of your program window the Drawing group will
either show some of the shapes that can be inserted and a larger buttons
for shape effects, or will just show a Shapes button and smaller buttons
for shape effects.

Content placeholders
When choosing slide layouts, you can choose layouts that have content
placeholders. Content placeholders offer a quick way of inserting tables,
charts, SmartArt, pictures, clip art and media clips into your presentation
slides.
The example shown here is the Title and Content slide layout. The icons in
the centre of the slide are used for adding tables, illustrations and media
clips.
To choose a slide layout with a content placeholder:

 On the Home tab, in the Slides group, click the Layout button,
and then choose one of the layouts that contains the word
Content in the description
You can also add a new slide and choose the content layout as you do so.
To add a new slide and choose a layout at the same time:
 On the Home tab, in the Slides group, click the arrow on the
New Slide button, and then choose the required new slide
layout
Inserting a picture
To insert a picture in a slide:
 Make sure that you are viewing the slide in which you want to
show the picture
 On the Insert tab, in the Illustrations group, click the Picture
button, or if you have a content placeholder, click the Insert
Picture from File icon
 Using the Insert Picture dialog box, locate and choose the file
that you require
Inserting clip art

To insert clip art in a slide:
display the clip art
 On the Insert tab, in the Illustrations group, click the Clip Art
button, or if you have a content placeholder, click the Clip Art
icon

The Clip Art task pane is displayed along the right-hand edge of the
document window.
The following options can help you search for Clip Art to insert:
 Use the Search for box and Search in list box to find a clip art
in your own collections, or web collections, etc.
 Click Organize clips to open the Microsoft Clip Organizer,
where you can browse through clip art collections using the tree
view
 Click Clip art on Office Online to open the Microsoft Office
Online Clip Art page on the Internet, and then choose clip art to
download into the Microsoft Clip Organizer for use in your
document
To insert an item displayed in the Clip Art task pane, choose one of the
following methods:
 Double-click the image
 Select the clip art image that you want to insert, then click the
arrow button that appears, and then choose Insert
To insert images using the Microsoft Clip Organizer, choose one of the
following methods:
 Drag the image from the Microsoft Clip Organizer to the
document
 Select the clip art image that you want to insert, then click the
arrow button that appears and choose Copy, and then paste
the image into your document

Inserting a shape
There are many shapes available in PowerPoint, and you can add text into
many of them. Shapes are often useful for building your own pictures, or
for displaying messages.
To insert a shape in a slide:

draw the shape
 On the Insert tab, in the
Illustrations group, click the
Shapes button, and choose a
shape
 Drag out the shape on the

slide
You can also insert shapes using the
options in the Drawing group.
To use the options in the Drawing group:
 Make sure that you are
viewing the slide in which you
want to draw the shape
 On the Home tab, in the
Drawing group, click the
required shape – if it is not
available, click the More
button or the Shapes button,
and then choose a shape
 Drag out the shape on the
slide
To add text to a shape:
 Select the shape
 Type the text
Formatting attributes are applied to the
shape and text independently.

Inserting SmartArt
The SmartArt option gives you access to a range of objects including
graphical lists, process diagrams, hierarchy charts (organisation charts)
and cycle diagrams.
To insert SmartArt:
draw the SmartArt
 On the Insert tab, in the Illustrations group, click the
SmartArt button, or if you have a content placeholder, click
the Insert SmartArt Graphic icon
The Choose a SmartArt Graphic dialog box will be displayed.
 Choose a diagram type

A new tab will appear on the Ribbon with options that allow you to update
various aspects of whichever diagram you have chosen. As an example, if
you insert a hierarchy organisation chart graphic, you will be able to add
the names of managers and subordinates, and will also be able to add or
remove boxes in order to create a chart structure that represents the
organisation.
Selecting illustrations
To select an illustration:
 Click the illustration so that the frame handles and/or object
borders - small circles and squares at the perimeter of the
illustration - appear
To select multiple illustrations:
 Hold down the Shift key while you click each illustration in turn
To select all the illustrations on a slide:
 Press Ctrl+A

Moving and resizing illustrations manually
You can resize and move an illustration using its frame handles or
borders.
To move an illustration:
 Select the object – frame handles and/or object borders will
appear – some examples are shown in the next picture
 Click and drag the frame of the object to the required position
To resize a text box or WordArt object:
 Select the object
 Drag any frame handle to resize the object
As you move the mouse pointer over a frame handle, the pointer changes
to a small double-headed arrow showing which way the object can be
resized using that handle.
Some objects have handles that allow you to rotate or adjust parts of the
object. The rotate handles are small green circles; the handles that allow
you to adjust parts of an object are small yellow diamonds.
To rotate an object using the rotate handle:
 Point the mouse at the small green handle, and drag around in
the direction that you want to rotate
In this picture the smiley has been rotated to the right.
To adjust an object using the adjust handle:

 Point the mouse at the small yellow diamond, and drag in the
direction that you want to adjust

In this picture the smiley has had the smile converted to first a neutral
smile, and then into an upside-down smile.
Formatting tools for illustrations

Illustrations have a wide variety of formatting features.
To access formatting features:
 Select the illustration
 In the Ribbon, click the Format tab
The Format tab and available options change depending on what you have
selected. Some illustrations also have additional Layout and Design tabs.
Not all formatting features are available for all illustrations. The most
common features are covered in this section.
Adjust
The Adjust group is available for pictures and clip art objects.
The following options are available:

 Brightness – change the brightness of the picture
 Contrast – change the contrast of the picture
 Recolor – colourise the picture, for example you can make the
picture black and white, or give it a hue of any colour
 Compress Pictures – reduces the file size of ALL pictures in
the document; compressing pictures reduces the quality, but
you can often find a compromise between quality and file size
 Change Picture – replace the current picture with a different
picture; the new picture will retain the current picture settings
 Reset Picture – reset the picture to its original settings

Styles
All types of illustration have a Styles group that allows you to choose a
different pre-defined style for an object. As an example, the Picture Styles
and Shape Styles groups are shown in the next picture.
The following options are available (these may vary according to the type
of illustration selected):
 Choose a new pre-defined style from the Style gallery
 Shape Fill – choose the colour with which to fill the shape
 Picture Shape/Change Shape – choose a shape for the
object; this allows you to choose some interesting shapes for
pictures
 Picture Border/Shape Outline – format the border around
the object
 Picture Effects – choose special pre-defined effects for
pictures such as shadows, reflections, glows, bevels and more
You can also change multiple settings at one time using the Format
Picture/Shape dialog box.
To format an illustration using the Format dialog box:
 In the Styles group, click the Format dialog box launcher
The Format dialog box will be displayed – it will be different for each type
of illustration.

Arrange
All types of illustration have an Arrange group.
All objects and text on a slide can overlap each other. If you have
overlapping objects you can select any of them and move it to the front or
back – this decides if the object will be on the top and shown in full, or on
the bottom and perhaps partially hidden.
 Bring to Front – click the Bring to Front button, or click the
arrow on the button, and then choose Bring Forward or Bring
in Front of Text
 Send to Back – click the Send to Back button, or click the
arrow on the button, and then choose Send Backward or
Send Behind Text
 Selection pane – lists all the objects on the current slide; and
is where you can choose to hide, show and reorder those
objects
 Text Wrapping – choose how normal text and other objects
wrap around the space an illustration takes up
 Align – select multiple objects and line them up with each
other; for a single object you can choose an alignment on the
slide or notes page
 Group – select multiple objects and group them; the objects
then act like a single object
 Rotate – rotate the object
The Arrange options can also be found in the Drawing group on the Home
tab.
Size
All types of illustration have a Size group. The Crop button is only
available for pictures and clip art objects.
The following options are available:

 Crop – trim the edges of a picture to make the picture smaller
as opposed to resizing the whole picture
 Height – set the exact height of the object
 Width – set the exact width of the object
If the Lock aspect ratio box setting in the Size and Position dialog box is
active, the scale for the height and width is fixed; changing one will
automatically change the other.

To resize an illustration using the Size and Position dialog box:
 In the Size group, click the Size and Position dialog box
launcher
The Size and Position dialog box will be displayed.
To resize an object keeping the height and width ratios:

 In the Scale options, make sure that the Lock aspect ratio
option is ticked
To resize an object to a fixed size:
 In the Size and rotate options, enter a Height and a Width – if
you have locked the aspect ratio, you only need to change one
of the settings
To resize an object as a percentage of its original size:
 In the Scale options, enter a Height and a Width percentage for
your object – if you have locked the aspect ratio, you only need
to change one of the settings
To reset an object to its original size:
 Click the Reset button
Shape Quick Styles

The Shape Quick Styles option allows you to apply a style to a shape
based on the current theme.
To use the Shape Quick Styles option:
 On the Home tab, in the Drawing group, click the
Quick Styles button
A gallery of Quick Styles that suit the presentation theme will be
displayed.

 In the gallery, choose the style that you require, or click Other
Theme Fills and choose a style from within the gallery shown
To change the effects applied to a shape, choose one of the following
methods:
 In the Drawing group, use the Shape Fill, Shape Outline and
Shape Effects buttons to change colours and effects
 Click the Format tab, and then use the options in the Styles
group to change colours and effects
 Right-click the shape and choose Format Shape, then use the
options in the Format Shape dialog box to change colours and
effects more precisely
Deleting an illustration
To delete an illustration:
 Select the illustration
 Press the Delete key
Use Undo if you regret the deletion.
Tasks ~ Illustrations and Drawing Tools

 Open the Illustrations presentation from your course
folder.

Task 1 ~ Insert a picture
In this task you will insert a picture into the presentation - there is one in
your course folder.
Insert a GIF picture file called IllustrationsPicture1 into the first slide. You
will find this picture file in your course folder.
 Make sure that you are viewing the first slide of the
presentation in the Normal view.
 In the Ribbon, click the Insert tab.
 In the Illustrations group, click the Picture button.
The Insert Picture dialog box is displayed.
 Navigate to your course folder, and then choose
IllustrationsPicture1.
 Click Insert.
The picture is inserted into the centre of the slide. It is rather large and
obscures the main title!

Task 2 ~ Resize a picture
In this task you will change the size of the picture. You can do this by
dragging the frame handles in and out, or set the size more exactly in the
Size group or Size dialog box.
 Make sure that the picture is selected.
 Drag the bottom right-hand frame handle in and up so that
the picture is about two-thirds its original size.
Set the width to exactly 12 cm.

 If necessary, in the Ribbon, click the Format tab.
 In the Size group, use the spin arrows to change the
Shape Width value to 12 cm – the Shape Height value will
change automatically to retain the same proportions.

Task 3 ~ Move a picture
In this task you will move the picture.
Move the picture first towards the top right-hand side of the slide, and
then back towards the centre of the slide.
 With the picture still selected, point to the centre of
the picture and drag the mouse pointer towards the top
right-hand side of the slide.
The picture is repositioned. Now position it in to the top centre of the
slide.
 Point to the centre of the picture and drag the mouse
pointer towards the centre of the slide – use the next
picture for guidance.
 Click the slide background to deselect the picture.
The slide should resemble the following picture.
Task 4 ~ Insert ClipArt

In this task you will insert a clip art image.
 View slide 2 – Peelers Drinks Limited.
 In the Illustrations group, click the
Clip Art button.
The Clip Art task pane is displayed along the right-
hand edge of the presentation window.
 In the Search for box, type:

nature
 Click Go.

At this point you may be asked if you want to include online images.
 If you see the above message, choose No for now.

PowerPoint will display items that match the search word nature in the
Clip Art task pane. You may see more or fewer items on your system.
 If you do not have any clip art

displayed, remove the word nature
from the Search for box and then
click Go.
 Point to any of the images, click the
arrow button that appears, and then
choose Insert.
The chosen clip art image is inserted in the slide.

You could also click Organize clips to open the Microsoft Clip Organizer
where you can browse through clip art collections using the tree view. If
you are connected to the Internet you can also choose to find Clip art on
Office online. You will not do this now.
 Close the Clip Art task pane.
Clip art can be moved and resized just like any other object.
 Move your clip art image to the bottom right-hand side of
the slide.
 If necessary, resize your image so that it does not
obscure the text on the slide.

Task 5 ~ Insert a shape
In this task you will insert a shape.
Insert a sun shape on slide 8.
 View slide 8 – To refresh.
 If necessary, in the Ribbon, click the
Insert tab.
 In the Illustrations group, click the
Shapes button.
A palette of shapes is displayed.
 In the Basic Shapes, click the Sun

button.
The mouse pointer changes its shape to a cross. You now have to drag out
the shape. Note that if you hold down the Shift key while you drag out
the sun shape, you will keep its height and width dimensions in
proportion.
 Hold down the Shift key, and then drag out a sun shape in
the bottom right-hand corner of the slide - approximately
7cm in diameter.
A new tab appears on the Ribbon, the Format tab.
 Click the Format tab.
The Format tab has tools that can be used to format the shape.

Apply a style to the shape.
 Make sure that the sun shape is selected – if necessary,
click the shape so that you see the frame handles.
 In the Shape Styles group, click the More button.
The Shape Quick Styles gallery is displayed. The colours in the gallery are
designed to match the current theme.
 Choose one of the yellow styles – fifth column from the

left, fourth row down - Subtle Effect – Accent 4.
 Click anywhere on the slide background to de-select the
shape.
Task 6 ~ Adjust and format a photograph

In this task you will insert a photograph and then adjust and format it in
different ways.
 View slide 5 – Profit Margins.

 On your own, insert the IllustrationsPicture2 picture
from your course folder.
 Resize the picture so that it is approximately 12 cm wide
and 8 cm high – you don’t have to be precise.
 Move the picture to the bottom centre of the slide.
Adjust the brightness and contrast.

 Make sure that the picture is selected.
 In the Adjust group, click the Brightness button, and
then choose +10%.
 In the Adjust group, click the Contrast button, and then
choose -10%.
Choose a different style.
 In the Picture Styles group, click the More button to
open the style gallery, and then choose Bevel
Perspective.
The picture is adjusted accordingly.

 Click outside the slide background to remove the
selection.

Try one last effect.
 Select the picture again.
 In the Picture Styles group,
click the Picture Shape button, and
then under Block Arrows choose Up
Arrow.
The effect is applied accordingly.

 Click outside the slide background to remove the
selection.
Task 7 ~ Delete objects

In this task you will delete the clip art picture.
 View slide 2 – Peelers Drinks Limited.
 Click the clip art picture, and then press the Delete
key.
The picture is deleted.
Finishing off
it.

Setting Slide Transitions
Objectives
Learn about slide transitions
Apply and remove slide transitions and transition sounds
Adjust the transition speed
Choose how to advance slides in a slide show
What is a slide transition?

Slide transitions are used to determine how a slide comes onto the screen,
for example, a slide can be faded in or can fly in from one side.
You can apply visual effects and sounds to a transition, and also choose a
speed for the transition.
Selecting slides
In order to apply a slide transition you have to select the slides to which
you want the transition applied. A transition can be applied either in the
Normal view - by selecting the slides in the Slides tab - or in the Slide
Sorter view.
To select a single slide:
 Click the slide thumbnail image
To select adjacent slides:
 Click the thumbnail image of the first required slide, hold down
the Shift key and then click the thumbnail for the last required
slide
To select non-adjacent slides:
 Hold down the Ctrl key and click each of the thumbnail images
for the required slides
To select all slides in the presentation:
 Click the thumbnail image of any slide
 Press Ctrl+A
The Transition to This Slide group

The Transition to This Slide group has options that allow you to apply slide
transitions.
To show the Transition to This Slide group:
 In the Ribbon, click the Animations tab

The Slide Transition gallery
There are five types of transition that you can apply to slides:
 Fades and Dissolves – will fade the old slide out while dissolving
the new slide into view
 Wipes – will wipe the new slide across the old slide
 Push and Cover – pushes the old slide out of the way and
brings the new slide into view
 Stripes and Bars – uses patterns of stripes and bars to remove
the old slide while building the new slide
 Random – a random transition taking any of the above
transition effects
To preview a slide transition:
 In the Transition to This Slide group, in the gallery of slide
transitions, point to a transition
The transition will be shown on the current slide.
To see the whole gallery:
 In the Transition to This Slide group, click the More button, or
if the PowerPoint window is small, click the Transition
Scheme button
The Slide Transition gallery will be displayed.

Applying a slide transition
To apply a slide transition:
 Select the slides to which you wish to apply a transition
 In the Transition to This Slide group, in the gallery, choose the
required transition – you may need to show the whole gallery
to find it
Transition sounds
There are several sounds that you can apply to a transition. You should
remember that in order to hear a sound effect, a sound card and speakers
(or equivalent media device) have to be installed on the computer on
which the presentation will be run.
To apply a sound to a transition:
 Select the slides to which you wish to apply a transition sound
 In the Transition to This Slide group, open the Transition Sound
list box, and then choose the required sound
To apply an imported a sound clip:

 Select the slides to which you wish to apply a transition sound
 Click Other Sound, and then in the Add Sound dialog box,
locate and open the sound file that you require
To have the sound play continuously while the slide is in view:
 Select the slides for which you wish to loop the transition sound
 Click the Loop Until Next Sound option so that it is ticked

Choosing a transition speed
You can choose the speed of a slide transition – the speed at which the
new slide is moved onto the screen. There are three speeds: Fast, Medium
and Slow.
To choose a transition speed:
 Select the slides for which you wish to change the transition
speed
 In the Transition to This Slide group, open the Transition Speed
list box, and then choose Slow, Medium or Fast
Choosing the method by which to advance slides

There are two ways in which you can advance the slides:
 On Mouse Click - the next slide is displayed when the
presenter clicks the mouse, presses Enter, or presses the
Spacebar
 Automatically After - allows you to set a time delay in
seconds before PowerPoint automatically advances to the next
slide
You can choose one of the methods or combine them; for example,
advance the slides automatically after 20 seconds unless the presenter
clicks or presses the Spacebar or Enter key.
To advance slides on a mouse click:
 In the Transition to This Slide group, click the On Mouse Click
option so that it is ticked
To advance slides automatically:
 In the Transition to This Slide group, click the Automatically
After option so that it is ticked
 In the Automatically After box, enter the number of minutes
and seconds delay required before moving on to the next slide
To use a combination of both methods:
 Make sure that the On Mouse Click and Automatically After
options are both ticked, and then enter the number of minutes
and seconds delay required before moving on to the next slide
Applying a transition to all slides in a presentation

To apply a single transition to all slides in a presentation:
 Using the options in the Transition to This Slide group, set up
the required transition
 In the Transition to This Slide group, click Apply To All
Viewing the slide transitions

To view the transition effect on a single slide:
 On the Animations tab, in the Preview group, click Preview

To see the effect of the transitions on all slides, you have to run a slide
show. To run a slide show, choose one of the following methods:
 On the View tab, in the Presentation Views group, click the
Slide Show button
 Press F5
 In the Status bar, click the Slide Show button
The first two methods will run the slide show from the beginning of the
presentation. The last method will run the slide show from the current
selected slide.
To view the transitions:
 If you have chosen to advance the slides on the mouse click,
you should click or press the Spacebar or Enter key to move
through the slides
 If you have chosen to advance the slides automatically, the
slide show will progress on its own
Removing a transition
To remove a transition from a single slide:
 Select the slide from which you wish to remove the transition
 In the Transition to This Slide group, in the Slide Transition
gallery, click No Transition
To remove transitions from all the slides in a presentation:
 Remove the transition from one slide, and then - with that slide
still selected - click Apply To All
Tasks ~ Setting Slide Transitions

 Open the SlideTransition presentation from your course
folder.
Task 1 ~ Choose a transition for a single slide

In this task you will choose a transition for a single slide.
Choose a transition for the first slide in the presentation.
presentation.
 In the Ribbon, click the Animations tab.
 In the Transition to This Slide group, next to the
gallery of slide images, click the More button, or click
the Transition Scheme button.

The Slide Transition gallery is displayed.
 In the Fades and Dissolves

transitions, choose the Dissolve
transition.
The effect is seen on the slide as it is
applied. Repeat the effect once more.
 In the Preview group, click the
Preview button.
Try a different transition.
 Open the Slide Transition
gallery, and then in the Wipes
transitions, choose the
Newsflash transition.
Again the effect is seen on the slide.
Repeat the effect.
 In the Preview group, click the Preview button.
Task 2 ~ Change the transition speed

In this task you will change the speed of a transition.
Change the speed of the transition that you set on the first slide in the
presentation. Change it first to Fast and then to Slow.
You should still be viewing the first slide in the presentation.
 In the Transition to This Slide group, open the
Transition Speed list box, and then choose Fast.
Repeat the effect.
Change the speed again so that it runs slowly.
Transition Speed list box, and then choose Slow.
Repeat the effect.
Task 3 ~ Set a sound to accompany the transition

In this task you will set a sound to accompany the transition. You will then
test the sound before replacing it with another sound.
If you do not have a sound card and speakers installed on your computer,
you should skip this task.
You should still be viewing the first slide in the presentation.
Transition Sound list box, and then choose Applause.
The sound effect is applied. Repeat the sound by playing the slide again.
Try another sound.

Transition Sound list box, and then choose Push.
The new sound is applied.
Task 4 ~ Remove the transition for the single slide

In this task you will remove a transition.
Remove the transition that you just set on the first slide. If you were able
to follow the last task, also remove the sound effect.
 In the Transition to This Slide group, next to the
gallery of slide images, click the More button, or click
the Transition Scheme button.
 Choose the first transition - No Transition.
If you were able to add a sound effect, remove it now.
Transition Sound list box, and then choose [No Sound].
The Preview button is now greyed out as there is no transition or sound to
play.
Task 5 ~ Apply a transition to slides selected in the Slides

tab
In this task you will apply a transition to slides that have been selected in
the Slides tab.
 In the Slides tab, select slides 1, 2 and 5 - click the
thumbnail for slide 1 to select it, then hold down the
Ctrl key while you click slides 2 and 5.
The selected slides can be seen in the Slides tab with an orange selection
background.
 If necessary, in the Ribbon, click the Animations tab.

 In the Slide Transition gallery, choose Dissolve.
 Open the Transition Speed list box, and then choose Slow.
 Open the Transition Sound list box, and then choose
Explosion.
Check the effect on the slides by running a slide show from the beginning
of the presentation.

 Start a slide show from the beginning – press F5.
The slide show is started and the transition on the first slide is run.
 Click, or press the Spacebar, to move forward through the
slides until you are returned to the Normal view.
Task 6 ~ Apply a transition to slides selected in the Slide

Sorter view
In this task you will apply a transition to slides in the Slide Sorter view.
Switch to the Slide Sorter view and then apply a transition to slides 3 and
4.
Notice that beneath the thumbnail images for slides 1, 2 and 5 you can
see a small icon . This indicates that a transition is present for the slide.
To view the transition effect on the thumbnail image:
 Click the small transition icon
Try this now.
 Click the transition icon for slide 2.
After a few seconds, the effect that you applied in the previous task is
shown.
Apply a transition to slides 3 and 4.
 Click the thumbnail image for slide 3 to select it.
 Hold down the Shift key and click slide 4.
Slides 3 and 4 should be selected.
Now add the transition using the options in the Animations tab.

 Open the Slide Transition gallery, and then under Wipes,
choose Wheel Clockwise, 8 Spokes.
 Open the Transition Speed list box, and then choose Fast.
 If you are able to apply sounds, open the Transition
Sound list box, and then choose Voltage.
Check the effect on the slides by running a slide show from the beginning
of the presentation.
The slide show is started and the transition on the first slide is run.
slides until you are returned to the Slide Sorter view.
Task 7 ~ Apply the transition to all slides

In this task you will apply a transition to all slides in the presentation.
 Make sure that you are in the Slide Sorter view, and that
the Animations tab is shown.
 Make sure that at least one slide is selected.
 Open the Slide Transition gallery, and then under Wipes,
choose Box Out.
 Open the Transition Speed list box, and then choose Slow.
 If you are able to apply sounds, open the Transition
Sound list box, and then choose Camera.
 In the Transition to This Slide group, click Apply To
All.
Run a slide show to check that the transition has been applied to all slides.
slides in the presentation - they should all have the
same transition.
Task 8 ~ Set the slides to advance automatically

In this task you will change the transition on all the slides so that each
slide will advance automatically after 2 seconds.
 Make sure that you are in the Slide Sorter view, and that
the Animations tab is shown.
 In the Transition to This Slide group, under Advance
Slide, click the Automatically After option so that it is
ticked.
 Change the entry in the Automatically After box to 00:02.
Apply the change to all the slides.
 Click Apply to All.

The slide timings are shown below each thumbnail image – 00:02.
Run a slide show to check that slides automatically advance using the
applied transition.
The slide show will run on its own - you don‘t have to click the mouse or
press the Spacebar in order to progress through the presentation.
 When the last screen is displayed, click or press the
Spacebar or Enter to exit the slide show.
Task 9 ~ Clear the transition for all slides

In this task you will clear the transition, sounds and timings for all the
slides in the presentation.
 Make sure that you are in the Slide Sorter view or the
Normal view, and that the Animations tab is shown.
 Open the Slide Transition gallery, and then click No
Transition.
 Open the Transition Sound list box, and then choose [No
Sound].
 In the Transition to This Slide group, under Advance
Slide, click the Automatically After option so that it is
not ticked.
The slide transition icon and the slide timings disappear for all slides.
Finish off by running a slide show to check that the transition has been
removed for all slides.
 Click the mouse, or press the Spacebar or Enter, to move
forward through the slides and to confirm that the
transition has been removed.
Finishing off
it.

Setting up a Slide Show
Objectives
Learn about different ways you can set up a slide show
Set up a slide show to be presented by a speaker with and without
animations
Set up a slide show so that it can be browsed by an individual or at a
kiosk
Options for setting up a slide show

Before running a slide show, there are various options that you might
want to set up, for example:
 Is the slide show to be presented by a speaker or browsed by
an individual
 Which slides do you want included in the slide show
 How do you want the slides to advance
 What do you want to happen once the last slide has been
displayed
The Set Up group

The Set Up group has options that allow you to set up a slide show, hide
slides, record narration and rehearse timings.
To show the Set Up group:
 In the Ribbon, click the Slide Show tab
In this section you will concentrate on the Set Up Slide Show options.
Using the Set Up Show dialog box

Before running a slide show, there are various options that you might
want to set up; for example, whether the show is to be presented by a
speaker or browsed by an individual, whether you want all the slides in
the presentation to be shown, what should happen once the last slide has
been displayed, etc. All these options can be set using the Set Up Show
dialog box.
To show the Set Up Show dialog box:
 In the Set Up group, click the Set Up Slide Show button
The Set Up Slide Show dialog box will be displayed.

There are six groups of options in the Set Up Show dialog box:
 Show type - whether the show is to be presented by a speaker,
browsed by an individual, or browsed at a kiosk
 Show slides - you can choose the slides that you want to have
included in the slide show
 Show options - you can choose to place the slide show in a
loop, and can also choose whether or not to include narration
and animation
 Advance slides - slides can be advanced manually or
automatically
 Multiple monitors - you can set various options where more
than one monitor or projection device is used
 Performance - set options to optimize the performance of the
slide show
Once you have chosen the required options:
 Click OK
Choosing a show type

There are three types of slide show:
 Presented by a speaker (full screen) - a full-screen slide
show where the presenter controls the slide show, advancing
the slides manually or by using any timings that have been set
 Browsed by an individual (window) - will run the slide show
in a window where an individual can browse the presentation (if
you choose Show scrollbar a scrollbar will also be displayed to
the right of the slide)
 Browsed at a kiosk (full screen) - will run a full-screen slide
show using the timings set on each slide, and will loop the slide
show continuously until you press Esc

To choose a show type:
 In the Show type options, choose one of the three types -
Presented by a speaker (full screen), Browsed by an
individual (window), Browsed at a kiosk (full screen)
Using the Show type options, choose the one that applies to your
presentation.
Choosing which slides to show

You can choose to show all slides in a presentation, or a range of slides
using the Show slides options. You can also choose to show a custom
show - a specific selection of slides taken from the current presentation.
To show all slides:
 In the Show slides options, click All
To show a range of slides, for example, slide 2 to slide 5:
 In the Show slides options, in the From box enter the starting
slide number, for example, 2
 In the To box, enter the ending slide number, for example, 5
Setting the show options

There are several Show options.
To make the slide show restart itself after the last slide in a presentation:
 In the Show options, click the Loop continuously until ‘Esc’
option so that it is ticked (if the show type is Browsed at a
kiosk (full screen), this option is automatically chosen and
cannot be turned off)
To run the slide show without playing any narration that you have
recorded using the Record Narration dialog box:
 In the Show options, click the Show without narration option
so that it is ticked
To display all the objects on each slide in full without playing any
animation effects:
 In the Show options, click the Show without animation
option so that it is ticked
To choose a colour for the pen that you can use to write on slides when a
slide show is running:
 In the Show options, open the Pen color list box, and then
choose a colour that will stand out on the slides
Choosing how to advance slides

The Advance slides options let you choose how to advance slides -
manually or automatically.
To advance slides manually, i.e. by clicking with the mouse or by pressing
the Spacebar or Enter:
 In the Advance slides options, choose Manually
To advance slides automatically using any timings that have been set:
 In the Advance slides options, choose Use timings, if present

Using multiple monitors
If you have set up your slide show to be displayed on multiple monitors or
projection systems, you can choose which monitor is used to display the
slide show. The use of multiple monitors is not covered here.
Setting up the Performance options

The Performance options allow you to optimize the performance of the
presentation. There are two choices:
 Use hardware graphics acceleration - select this option if
your computer has graphics acceleration capabilities
 Slide show resolution - by changing the screen resolution,
you can sometimes speed up your presentation, for example, a
screen resolution of 640 x 480 may display slides and
animations faster than a resolution of 800 x 600
Tasks ~ Setting up a Slide Show

 Open the SetUpSlideShow presentation from your course
folder.
Task 1 ~ Set up a slide show to be presented by a speaker

with animations
In this task you will set up a slide show that will be presented and
controlled manually by a speaker.
Start by opening the Set Up Show dialog box.
 In the Ribbon, click the Slide Show tab.
 In the Set Up group, click the Set Up Slide Show button.
The Set Up Show dialog box is displayed.

 In the Show type options,
choose Presented by a
speaker (full screen).
 In the Show slides
options, make sure that
the All option is chosen.
Include the animations that have been set up for the text and objects.
(Animations are similar to slide transitions; but they are applied to text
and objects as opposed to the whole slide.)
 In the Show options, make sure that none of the options
are ticked.
 In the Advance slides options, click the Manually option
so that it is chosen.
The Set Up Show dialog box should resemble the following picture.
 Click OK.
Now run the slide show from the beginning.
 On the Slide Show tab, in the Start Slide Show group,
click the From Beginning button, or just press F5.
The slide show is started.
 Once the first slide has been displayed, press the
Spacebar, or press Enter, to move to the next slide.
 On your own, move through the remainder of the slides –
click or press Enter or the Spacebar to progress to the
next slide.
When the slide show is finished you are returned to the Normal view.

Task 2 ~ Set up a slide show to be presented by a speaker
without animations
In this task you will set up a slide show that will be presented and
controlled by a speaker. The slide show will be shown without animations.
The Set Up Show dialog box is displayed. The options will be set as for the
previous task.
 In the Show type options, make sure that the Presented by
a speaker (full screen) option is chosen.
 In the Show slides options, make sure that the All option
is chosen.
 In the Show options, click the Show without animation
option so that it is ticked.
 In the Advance slides options, make sure that the
Manually option is chosen.
 Click OK.
 In the Start Slide Show group, click the From Beginning
button, or just press F5.
 Once the first slide has been displayed, click or press
the Spacebar or press Enter, to move to the next slide.
Notice that none of the animation effects are displayed - the text and
pictures no longer fade into view.
 On your own, move through the remainder of the slides –
click or press Enter or the Spacebar to progress to the
next slide.
When the slide show is finished you are returned to the Normal view.

Task 3 ~ Set up a slide show to be browsed by an individual
In this task you will set up a slide show that can be browsed by an
individual. Animations will be included in this slide show.
 In the Show type options, click the Browsed by an
individual (window) option so that it is chosen.
 Click the Show scrollbar option so that it is ticked.
 In the Show slides options, make sure that the All option
is chosen.
 In the Show options, click the Show without animation
option so that it is not ticked.
 In the Advance slides options, make sure that the
Manually option is chosen.
 Click OK.
 In the Start Slide Show group, click the From Beginning
button, or just press F5.

The slide show is started. However, this time the slide is shown within a
window complete with a scroll bar to the right of the slide.
To navigate the slides in this view, do one of the following:

 Click the Next Slide button or the Previous Slide button
 Press Page Down or Page Up
 Drag the scroll box down and up the scroll bar
View the second slide.
 Press Page Down to view the second slide.
The second slide is displayed and the animations are run.
 Press Page Down to view the third slide.
 Once all the objects on the third slide have been
displayed - including the picture - press Page Up.
A blank slide 3 is shown.
 Press Page Up once more to view slide 2 with the animated
objects already shown.
Exit the slide show now.
 Press Esc.
You are returned to the Normal view.

Task 4 ~ Set up a slide show to be browsed at a kiosk
In this task you will set up a slide show to be browsed at a kiosk.
Set up the show so that slides 1 to 7 can be browsed at a kiosk, and
include animations in this slide show.
 In the Show type options, click the Browsed at a kiosk
(full screen) option so that it is chosen.
In the Show options you will see that the Loop continuously until ‗Esc‘
option is ticked automatically and cannot be changed.
Next set up the range of slides that you wish to show – slides 1 to 7.
 In the Show slides options, in the From box, type:
1
 In the To box, type:
7
 In the Advance slides options, click the Using timings,
if present option so that it is chosen.
 Click OK.
 Run the slide show from the beginning.
The slide show is started. You do not have to do anything to advance the
slides - the slide show will run automatically. When the seventh slide has
been shown, PowerPoint will ‗loop‘ the presentation and will run the first
slide again.
 Watch the slide show run for at least one full ‘loop’ and
then press the Esc key to end the show.
Finishing off
it.

Printing Presentations and Handouts
Objectives
Use the Print dialog box to choose printing options
Print specific slides, outlines, handouts and notes pages
Use Print Preview to set up print options
Use QuickPrint to print a presentation
Using the Print dialog box

You can print your presentation slides, speaker‘s notes, audience
handouts and the presentation outline.
You can use the Print dialog box to control the printout, by choosing what
to print – slides, handouts or outline - how many copies, which printer to
use and other options.
To open the Print dialog box:
 Click the Office Button, and then click Print, or just press
Ctrl+P
The Print dialog box will be displayed.
The available options are:

 The printer shown in the Name box - if you have more than one
printer available, you will be able to open the Name list box,
and then choose which printer you want to use

 The Print range options - this is set to All by default and prints
all the slides, but you can also choose Current slide,
Selection (if you have selected slides before opening the
dialog box), Custom Show, or set a range of slides in the
Slides box
 The Number of copies option - this controls how many copies to
print
 The Print what options - choose Slides, Handouts, Notes
Pages or Outline View
 Color/Grayscale - choose to print the slides in Color,
Grayscale or Pure Black and White
 Handouts - if you choose to print handouts, you can select how
many slides you want printed on a page, and the order in which
the slides are printed
 Scale to fit paper - rescales the slides to fit the chosen paper
 Print hidden slides - prints any slides marked as hidden
 Frame slides - puts a frame around the printed slides
 High quality - prints shadows on text and images
 Print comments and ink markup - prints any annotations
made to slides
Printing handouts
When you print handouts for your audience you can choose to print 1, 2,
3, 4, 6 or 9 slides per page. When you print 4 or more slides per page, the
slides can be ordered horizontally or vertically on the page.
To print handouts:
 Open the Print dialog box
 In the Print dialog box, open the Print what list box, and then
choose Handouts
 In the Handouts options, open the Slides per page list box, and
then choose the number of slides that you wish to print per
page
 If you have chosen to print 4 or more slides per page,
choose the order - Horizontal (left to right before moving
down to the next line) or Vertical (from the top to the bottom
on the left-hand side of the page before filling the right-hand
side)
 Click OK to start the printout
If you choose to print 3 slides per page, a section for the audience to write
their own notes is also included.

Printing notes pages
When you print notes pages, a copy of the slide is printed above the notes
- as you would see them in the Notes Page view.
To print notes pages:
choose Notes Pages
The notes may be used by the speaker only, or you may wish to distribute
them to the audience in place of handouts.
Printing the outline

The presentation outline consists of the text from each slide. You can
choose to print the full presentation outline or just the slide titles by
displaying what you want to print before you open the Print dialog box.
To print the full outline:
 In the Outline tab, make sure that all lines of the text are
displayed - if they are not, right-click the outline, point to
Expand, and then choose Expand All
To print the slide titles only:
 In the Outline tab, make sure that only the slide titles are
displayed - if the remaining text is also displayed, right-click
the outline, point to Collapse, and then choose Collapse All
Having displayed the outline text that you wish to print:
choose Outline View
Using Print Preview

Print Preview offers a useful way of viewing your presentation before you
print it. There are also options that allow you to choose what you would
like to print.
To show the Print Preview, choose one of the following methods:
 Open the Print dialog box, and then click the Preview button
 Click the Microsoft Office button, point to the arrow beside
Print, and then choose Print Preview
The Print Preview will be displayed with a single Ribbon tab that has useful
printing options. If your default printer is a colour printer, the slide will be
previewed in colour; if your default printer is a black and white printer,
the slide will be previewed in greyscale.

The available options are:
 Print – to open the Print dialog box
 Options – various options for setting up the header and footer,
choosing colour or greyscale, scaling the paper, framing slides,
printing hidden slides and annotations, and setting the printing
order
 Print What – to choose to print slides, handouts, notes pages

or the outline view
 Orientation – to print on portrait or on landscape paper

 Zoom – to zoom in and out on the print preview
 Fit to Window – to fit the current slide/page to the window
 Next Page/Previous Page – to navigate between pages in
the printout
 Close Print Preview – to close the Print Preview
Quick Print
Quick Print prints one copy of presentation using the current print
settings, but without first opening the Print dialog box.
If the Quick Print button is not available on the Quick Access toolbar:
 In the Quick Access toolbar, click the Customize Quick
Access Toolbar button, and then choose Quick Print
To print one copy of each of the slides in the whole presentation using the
current printer, choose any of the following methods:
 In the Quick Access toolbar, click the Quick Print button
 Click the Microsoft Office button, point to the arrow beside
Print, and then choose Quick Print
Tasks ~ Printing Presentations and Handouts

 Open the Printing presentation from your course folder.
Task 1 ~ Check the current printer

In this task you will open the Print dialog box to check the current printer.
 Click the Office Button, and then click Print, or just
press Ctrl+P.
The Print dialog box is displayed. Note that the printer details will be
different on each system.
 Make sure that the printer that you want to use is
displayed in the Name box, otherwise open the Name list
box and choose it.
 Click Cancel, or Close (if you changed the printer) -
don’t click OK, which will start the printout.
Task 2 ~ Print the presentation slides using the current

printer
In this task you will print all three slides in the presentation.
press Ctrl+P.
The Print dialog box is displayed.
 In the Print range options, make sure that All is chosen.
 Make sure that the Print what box shows Slides.
 Click OK.
All three slides are printed - one per page - using the current printer.

Task 3 ~ Print the current slide only
In this task you will print the current slide only.
Print only the first slide of the presentation.
presentation - press Ctrl+Home.
press Ctrl+P.
 In the Print range options, click Current slide.
 Make sure that the Print what box shows Slides.
 Click OK.
The first slide is printed.
Task 4 ~ Print handouts for all slides

In this task you will print handouts for all the slides.
Choose to print all three slides of the presentation on one page.
press Ctrl+P.
 In the Print range options, click All.
 Open the Print what box, and then choose Handouts.
Notice that the Handouts options become available.
 In the Handouts options, open the Slides per page list
box, and then choose 3.
 Click OK.
The three slides are printed on one page and an area in which the
audience can enter notes is also printed.
Task 5 ~ Preview speaker notes for a specific slide

In this task you will preview speaker notes for a specific slide.
Preview the speaker notes on slide 2, then change the orientation of the
page to portrait and place a frame around the notes.
press Ctrl+P.
 In the Print range options, click Slides.
 In the Slides box, type:
2
 Open the Print what box, and then choose Notes Pages.

 In the Print dialog box, click the Preview button.
The preview of the notes page for slide 2 is shown in the Print Preview
window. If you are attached to a colour printer, the slide will be shown in
colour; if you are attached to a black and white printer, the slide will be
shown in greyscale. You will also see the Ribbon has just one tab – Print
Preview.
Change the orientation to landscape.
 In the Page Setup group, click the Orientation button,
and then choose Landscape.
The orientation of the page is changed. Now add a frame to the notes
page.
 In the Print group, click Options, and then choose Frame
Slides.
Now close the Print Preview and then open it again.
 In the Ribbon, click the Close Print Preview button.
 Click the Microsoft Office button, point to the arrow
beside Print, and then choose Print Preview.
The Print Preview is opened and slide 2 is shown with a landscape
orientation and a frame once again. Remove the frame.
 In the Print group, click Options, and then choose Frame
Slides.
The frame is removed. Now view the speaker notes for all the slides in
Print Preview.
 In the Print group, click the Print button.
 In the Print range options, choose All.
 In the Print dialog box, click Preview.
You will now be able to see the speaker notes that are applied to all the
slides.
 Scroll through the pages to look at the notes.
Close the Print Preview window.
 In the Preview group, click the Close Print Preview
button.
Task 6 ~ Print the outline

In this task you will preview and then print the outline view of just the
headings and then of all the outline text.
 Make sure that you are viewing the presentation in the
Normal view.
 Click the Outline tab.
View just the headings.
 Right-click the outline text, and then in the shortcut
menu, point to Collapse, and then choose Collapse All.
Preview the result.

The Print Preview is displayed. Change the orientation to portrait and
choose to print the Outline View.
and then choose Portrait.
 In the Page Setup group, open the Print What list box,
and then choose Outline View.
Just the slide headings will be shown.
 In the Quick Access toolbar, click the Quick Print

button.
Just the headings are printed.
Close the Print Preview, display all the text and then open Print Preview
again.
button.
View all the text.
 Right-click the outline text, and then in the shortcut
menu, point to Expand, and then choose Expand All.
Open the Print Preview.
This time all the text is displayed.
 In the Quick Access toolbar, click the Quick Print
button.
button.
Finishing off
If you added the Quick Print button to the Quick Access toolbar, you might
want to remove it now.
 If you want to remove the Quick Print button from the
Quick Access toolbar, right-click the Quick Print button
and choose Remove from Quick Access Toolbar.
Close the presentation.
it.

Text Boxes and WordArt
Objectives
Insert and modify text boxes
Insert and modify WordArt
Use guides to position objects on a slide
What are text boxes?

Text boxes are objects in which you can type text. You can use them to
hold captions, titles, or lists of bulleted text. They are also useful for
placing sections of text that you wish to display with a different orientation
to the remaining text on the slide.
Having created a text box you can enter text and place the text box where
you want the text to be shown on a slide. In general, it is often easiest to
choose a slide layout that already has text placeholders in place. However,
it is easy to insert your own text boxes on slides.
The text in a text box can be edited and formatted as for normal text.
You can create a text box so that it extends as you type in one of two
ways:
 The text box can extend horizontally as you type - the text box
will continue to extend width-wise until you press Enter to
create a new line
 The text box can extend vertically as you type - the text box
will retain its width, but will extend vertically as the text word
wraps within the text box
Inserting a text box that extends horizontally as you type

To insert a text box that will extend horizontally as you type:
 In the Text group, click the Text Box button
 Click anywhere on the slide
 Start typing your required text – the text box will extend
width-wise until you press Enter to create a new line
Inserting a text box that extends vertically as you type

To insert a text box that will extend vertically as you type:
 In the Text group, click the Text Box button
 Using the mouse, drag out a text box to the width that you
require
 Type your required text – the text will word wrap upon reaching
the width of the text box, and the text box will extend vertically

WordArt
WordArt is basically a picture made out of text. Some examples are shown
below.
Creating WordArt
You can create a blank WordArt object and
add text, or convert existing text.
To create a WordArt object:
 Make sure that no text is
selected
 In the Ribbon, click the Insert
tab
 In the Text group, click the
WordArt button
The WordArt gallery will be displayed.
 Click the style that is the closest
to what you want to achieve
The words Your Text Here will be inserted in the middle of the slide. The
WordArt is placed in a text box automatically.
 Replace Your Text Here with your own WordArt text – the
words that you want to use

To convert existing text to WordArt:
 Select the text
 In the WordArt Styles group, click the Quick Styles button or
the More button, and then choose a WordArt style
The text that you selected will be converted to WordArt.
To remove a WordArt style from selected text:
 On the Format tab, In the WordArt Styles group, click the
Quick Styles button or the More button, and then choose
Clear WordArt
Selecting a text box

A text box can be selected so that you can edit the box, or so that you can
edit the text or WordArt contained within the box.
To edit the text or WordArt within a text box:
 Click the text box once - a dashed frame will appear around the
box and an insertion point will be displayed
To edit the text box, i.e. to format or delete the text box itself and not the
text within the box:
 Click the text box once so that the dashed frame is displayed,
then click the border again so that it changes to a solid border
Moving and resizing text boxes or WordArt

Text boxes and WordArt objects can be moved within the presentation.
They can also be resized.
To move a text box or WordArt object:
 Select the object – frame handles will appear
 Click and drag the frame of the object to the required position
To resize a text box or WordArt object:
 Select the object – frame handles will appear
 Drag any frame handle to resize the object
As you move the mouse pointer over a frame handle, the pointer changes
to a small double-headed arrow showing which way the object can be
resized using that handle.

Note the following:
 If you drag one of the corner sizing handles, you can change
the height and width of the text box at the same time
 If you drag one of the middle sizing handles, you will change
either the height or the width of the box
 If you hold down the Ctrl key while you resize a text box, the
centre of the box remains in the same position
To set an exact size for a text box or WordArt object:
 In the Size group, enter the Shape Height and the Shape Width
You can also set an exact size, or set the scale of the object, by using the
Size and Position dialog box.
To set a size using the Size and Position dialog box:
 On the Format tab, in the Size group, click the Size and
Position dialog launcher button
The Size and Position dialog box will be displayed.
Choose one of the following methods:
 In the Size and rotate
options, enter a Height
and Width
 In the Scale options,
enter a Height and Width
percentage – if you wish
to retain the ratio of the
object, click the Lock
aspect ratio option so
that it is ticked (you then
only need enter a Height
or a Width)
When you have set the required
options:
 Click Close
To reset an object to its original
size:
 Open the Size and Position dialog box
 In the Original size options, click Reset
 Click Close

Making the text box fit the text
If text overflows a text box, you can resize the box so that it fits the size
of the text, or resize the text so that it fits the box.
To resize a text box so that it fits the size of the text or vice versa:
 Right-click the text box, and then choose Format Shape
The Format Shape dialog box will be displayed.
 Click the Text Box tab
 In the Autofit options, choose the Resize shape to fit text
option or the Shrink text on overflow option as required
 Click Close
You can then adjust the box size as required but the text will always fit
the box.
Formatting tools for text boxes and WordArt objects

You can change the format of text boxes and WordArt objects in many
ways. The process is the same for both types of objects.
 Select the text box or WordArt object

In the Format tab, there are five groups of formatting tools:
 Insert Shapes – tools to insert new shapes and text boxes into
your presentation
 Shape Styles – choose a QuickStyle from the gallery, apply fill
colour, outline colour, and apply shape effects
 WordArt Styles – choose a WordArt style from the gallery,
apply fill colour, outline colour, or change the shape of any
WordArt text
 Arrange – change the position of the object in relation to
surrounding text and objects in the document
 Size – set the exact size of the object
Shape Styles
The Shape Styles options allow you to apply colours, outlines and effects
to shapes.
To choose a different style for a text box or WordArt object:

 In the Shape Styles group, click the More button, and then
choose a style from the gallery
To set the fill colour for an object:
 In the Shape Styles group, click the Shape Fill button, and
then choose the required fill settings
To set the outline colour for an object:
 In the Shape Styles group, click the Shape Outline button,
and then choose the required outline settings
To set an effect for an object, for example, shadow, reflection or 3-D:
 In the Shape Styles group, click the Shape Effects button, and
then choose the required effect settings
WordArt Styles
The WordArt Styles options allow you to format the shape, colour and
effect of WordArt text.
To choose a different style for WordArt text:

 In the WordArt Styles group, click the Quick Styles button or
the More button, and then choose a style from the gallery

To set the fill colour for WordArt text:
 In the WordArt Styles group, click the arrow on the Text Fill
button, and then choose the required fill settings
To set the text outline colour for WordArt text:
 In the WordArt Styles group, click the arrow on the
Text Outline button, and then choose the required outline
settings
To set the effects for WordArt text, for example, shadow, reflection, glow
or 3-D:
 In the WordArt Styles group, click the Text Effects button and
then choose the required effects
Arrange
The Arrange options allow you to position the object, and define how it
reacts with the normal text around it.
All objects on a slide can overlap each other. If you have overlapping
objects you can select any of them and move it to the front or back – this
decides if the object will be on the top and shown in full, or on the bottom
and potentially partially hidden.
 Bring to Front – click the Bring to Front button, or click the
arrow on the button, and then choose Bring Forward or Bring
in Front of Text
 Send to Back – click the Send to Back button, or click the
arrow on the button, and then choose Send Backward or
Send Behind Text
 Selection pane – lists all the objects on the current slide; and
is where you can choose to hide, show and reorder those
objects
 Align – select multiple objects and line them up with each
other; for a single object you can choose an alignment on the
slide or notes page
 Group – select multiple objects and group them; the objects
then act like a single object
 Rotate – rotate the object
Grids and guides

PowerPoint has a background grid and guidelines that can be used to
position objects on a slide. If objects appear to jump to an invisible
position on a slide, this is usually due to the snap to grid option, which
makes objects align to the grid.
To show the gridlines:
 In the Arrange group, click the Align button, and then choose
View Gridlines
Faint grid markings will be shown on your slide.

To set the options for grids and guides:
Grid Settings
The Grid and Guides dialog box will be displayed.
 In the Snap to options, you can choose to Snap objects to

grid as well as Snap objects to other objects
 In the Grid settings options, set the Spacing for the grid, and
you can also choose to Display grid on screen
 In the Guide settings options, you can choose to Display
drawing guides on screen
To set the grid and guides options as the default that will be used when
you work with presentations:
 Click Set as Default
When you have set the grid and guides settings:
 Click OK
If you have chosen to display the drawing guides on screen, a horizontal
and a vertical line will be shown. If you drag the lines in any direction a
number will appear showing you the actual position on the slide. You can
use these guides to help you position objects.

Deleting a text object
When you delete a text box, WordArt object, or other text object, any text
it contains is also deleted.
To delete a text object:
 Select the text box - making sure that the box itself is selected
and not the text within
Use Undo if you regret the deletion.
Tasks ~ Text Boxes and WordArt

 Open the TextBoxesWordArt presentation from your course
folder.
Task 1 ~ Insert a text box that extends horizontally as you

type
In this task you will create a text box that will extend horizontally as you
type.
 View slide 3 – a blank slide.
 In the Text group, click the Text Box button.
Nothing happens immediately, but when you position the mouse pointer
over the slide it changes to a thin offset cross ready for you to drag out a
text box.
 Click the blank slide somewhere near the top left-hand
corner.

A text box is inserted ready for you to start typing.
 Type:
As I type, the text box extends horizontally until I
press Enter
 Press Enter, then continue by typing:
then a new line is created. This new line will also
continue to extend horizontally
 Click anywhere on the slide background to remove the text

box selection.
Task 2 ~ Insert a text box that extends vertically as you

type
In this task you will insert a text box that will extend vertically as you
type.
 In the Text group, click the Text Box button.
 Position the mouse pointer toward the bottom half of the
slide, hold down the left-hand mouse button and drag out
a text box about half the width of the slide, and then

 Type:
If I create a text box first and then start typing, the
text automatically wraps onto the next line. This feature
is known as word wrap. Using this method, the text box is
only extended downwards.
 Click anywhere on the slide background to remove the text

box selection.
Task 3 ~ Move and resize a text box

In this task you will resize a text box and will place the text box in an
exact position on the slide.
 Click anywhere on the text in the bottom text box - If I
create a text box first and then….
The text box is selected and you can edit the text if required. Notice that
small circles and squares are displayed around the edge of the box - these
are the sizing handles.
The green circle at the top of the text box is known as the rotate handle.
This allows you to rotate the box and the text contained within it.
 Point at the bottom right-hand sizing handle.
The mouse pointer will change its shape to a diagonal double-headed
arrow.
 Click and drag the mouse up and to the right slightly to
increase the width of the text box.
The width of the box is adjusted and the text moves to fit the box.
Try incorporating the use of the Ctrl key while you change the size of the
top text box.

 Click anywhere on the text held in the top text box so
that the box is selected.
 Hold down the Ctrl key and, keeping the Ctrl key held
down, point and drag the bottom right-hand sizing handle
inwards.
The text box changes shape but the centre of the box remains in the same
position. The length of the text box will adjust to fit the text.
Set an exact size for the bottom text box.
 Click anywhere on the text in the bottom text box.
 In the Ribbon, click the Format tab.
 In the Size group, in the Shape Height box, replace the
current entry with:
5
 In the Size group, in the Shape Width box, replace the
current entry with:
8
 If the insertion point is still positioned in the Shape
Width box, press Enter.
The bottom text box is adjusted to the size. However, you will notice now
that the text does not fit in the box - this is significant if you intend to
format the text box.
Make the text fit the box.

 Right-click the text, and then in the shortcut menu,
choose Format Shape.
The Format Shape dialog box is displayed.
 Click the Text Box tab.
 In the Autofit options, choose the Shrink text on
overflow option.

 Click Close.
You will see that the text now fits the box.
 On your own, make the text box slightly smaller – the
text should resize to stay within the box.
Task 4 ~ Add WordArt

In this task you will create a WordArt object.
Add a WordArt title to the first slide.
 View the first slide in the presentation.
 In the Text group, click the WordArt button.
The WordArt gallery is displayed.
 Choose the last style in the fourth row – Gradient Fill –

Accent 4, Reflection.

The words YOUR TEXT HERE appear in a text box in the middle of the
slide.
 Make sure that the WordArt text box is selected, and then
type:
tigers
The word appears in capital letters as defined by this WordArt style.
Next, move the text box to the top of the slide – use the grid and guides
to help you.
 Make sure that the WordArt text box is still selected.
 If necessary, click the Format tab.
 In the Arrange group, click the Align button, and then
choose Grid Settings.
The Grid and Guides dialog box is displayed.
 In the Grid settings options, click the Display grid on

screen option so that it is ticked.
 In the Guide settings options, click the Display drawing
guides on screen option so that it is ticked.
 Click OK, or press Enter.
The grid is displayed in the background of the slide, and the horizontal
and vertical guidelines cross through the slide. On your slide, they may be
shown in a different position from that shown in the following picture.

You are going to position the left-hand edge of the title at the point on the
slide measuring 11.40 left of centre. To do this, you need to position the
guideline in the correct place, and then move the WordArt text box to
meet the guideline.
 Point at the vertical guideline, and then drag it to the
left until you see the measurement 11.40 – or as close to
this measurement as you can manage.
The horizontal guideline should be 6.40 above the centre line.

 Point at the horizontal guideline, and then drag it up
until you see the measurement 6.40 – or as close to this
measurement as you can manage.
Now move the WordArt text box so that it is aligned with the guidelines.

 Select the WordArt text box, and then drag it up and to
the left, so that the outline of the text box fits within
the guidelines – see the next picture for guidance.
Turn off the grid and guides.

 Make sure that the WordArt text box is still selected.
 If necessary, click the Format tab.
choose Grid Settings.
The Grid and Guides dialog box is displayed.
 In the Grid settings options, click the Display grid on
screen option so that it is not ticked.
 In the Guide settings options, click the Display drawing
guides on screen option so that it is not ticked.
The grid and guides are removed from the slide.
 On your own, on slide 2, add a WordArt title:
Bengal Tigers
 Position the title immediately above the picture on slide
2.
Task 5 ~ Change the WordArt style

In this task you will change the WordArt style.
 Select the WordArt text box at the top of the slide.
 In the WordArt Styles group, click the arrow on the
Text Fill button, point to Gradient, and then choose More
Gradients.
The Format Text Effects dialog box is displayed. As well as fill colours you
will see that there are many tabs of options for detail formatting of the
outline, shadow and 3-D formats.

 If necessary, move the dialog box to one slide slightly
so that you can see the WordArt text as you make changes
– drag it to one side by its
title bar.
 Click the Preset colors
button, and then experiment by
choosing some of the colours –
you need to click the button
and choose each colour in
turn.
 When you are ready, click the
Preset colors button, and
choose the Brass colour.
The Brass colour is applied to the
WordArt text.
 Click Close.
Next, look at transforming the WordArt.
 In the WordArt Styles group, click the Text Effects
button, and then point to Transform.
Various effects are shown for the WordArt text.
 On your own, point at some of the Warp shapes and note

the change to the WordArt.
 When you are ready, under the Warp shapes, choose the
second effect in the top row – Stop.
selection.
The top of the slide should resemble the next picture.

Task 6 ~ Format text boxes
In this task you will format text boxes.
The list of points on the first slide is held in two text boxes. You will
format these text boxes so that they stand independant of one another.
presentation.
 In the phrase Siberian Tiger, click anywhere on the text
Tiger.
The top text box is selected.
 In the Shape Styles group, click the Shape Fill button,
point to Texture, and then choose Parchment.
The text box is filled with a parchment colour.
Add a border to the text box.
 In the Shape Styles group, click the Shape Outline
button, and then choose Black.
A black border appears around the box.
Next add an effect to the text box.
 In the Shape Styles group, click the Shape Effects
button, point to Bevel, and then choose Divot (the first
option in the last row).
The text box takes on a 3-D appearance. Change the 3-D rotation to a
perspective from above.
button, point to 3-D Rotation, and then under
Perspective, choose Perspective Above.
selection.
 On your own, apply the same or a similar effect to the
Bengal Tiger text box on the same slide.
Task 7 ~ Delete a text object

In this task you will delete a text box.
 View slide 3.
The text boxes that you created in an earlier task should be seen.
 Select the top text box – click anywhere on the text,
then click the text box boundary so as to make sure that
the box itself is selected – you should see a solid line
border with frame handles.
 Press the Delete key.
 On your own, delete the remaining text box on slide 3.
Finishing off
it.

Moving and Copying Slides
Objectives
Learn how to select single and multiple slides
Learn how to move and copy slides within a presentation
Duplicate slides in a presentation
Create slides from a text file
Slide order
The order in which slides are displayed in a slide show can be changed in
the Slides tab, the Outline tab or in the Slide Sorter view.
Using the Slide Sorter view is easiest as you have a better overall view of
the slides in the presentation.
Selecting slides
To select a single slide in the Slides tab or in the Slide Sorter view:
 Click the slide thumbnail image
To select more than one slide in the Slides tab or Slide Sorter view:
 Click the thumbnail image of the first slide to be moved
 Hold down the Ctrl key and, one at a time, click the
subsequent slide thumbnail images of the slides to be moved
Slides do not have to be adjacent to one another when you select them.
However, when you drag them to a new position in the presentation, they
will then be adjacent to one another.
Tasks ~ Moving and Copying Slides

 Open the MovingCopyingSlides presentation from your
course folder.
 If necessary, click the Slides tab so that you can see
the slide thumbnails.

Task 1 ~ Move a slide in the Slides tab
In this task you will move a slide using the slide thumbnails in the Slides
tab.
Assume that you want to move slide number 2 so that it becomes the
fourth slide in the presentation.
During the following steps, as you drag the mouse, you will notice that the
mouse pointer changes and a horizontal line appears to indicate where the
slide will be moved to when you release the mouse button. The thumbnail
itself will not move until you release the mouse button.
 In the Slides tab, click the thumbnail
for slide 2.
 Click and drag the mouse down, dragging
the horizontal move line so that it is
between slides 4 and 5 in the Slides
tab.
 Release the mouse button.
The slide is moved accordingly.
Task 2 ~ Move a slide in the Slide Sorter

view
In this task you will move a slide in the Slide Sorter view.
Move slide 9 so that it is shown between the slides currently numbered 6
and 7.
In this view you can check the order of the slides easily.
 Click slide 9 to select it.

 Drag the mouse so that a vertical move line appears
between slides 6 and 7.
 Release the mouse button.

The slide is moved to the new position.

Task 3 ~ Move multiple slides in the Slide Sorter view
In this task you will move multiple slides in the Slide Sorter view by
selecting them all and then moving them to a new position within the
presentation.
Move slides 5, 6, 7 and 8 so that they appear in third to sixth place in the
presentation.
 Click the thumbnail for slide 5 to select it.
You will now select additional slides.
 Hold down the Ctrl key and click the thumbnail for slide
6.
Slides 5 and 6 are selected.
 Hold down the Ctrl key and click the thumbnails for
slides 7 and 8 and then release the Ctrl key.
All four slides are selected. Now move all four slides up in the
presentation.
 Click and drag any of the selected slides so that the
horizontal move line is positioned between slides 2 and
3.
 When the move line is positioned correctly, release the
mouse button.
All four slides are moved and now appear in positions 3 to 6 in the
presentation.
Task 4 ~ Copy a slide using the right-hand mouse button

In this task you will copy a slide using the right-hand mouse button.
Copy slide 2 and put the copy just before the last slide in the
presentation.
You should note that when you use the right-hand mouse button to move
and copy a slide, you should right-click and hold the mouse button down
to drag – if you just right-click a slide a different menu is displayed.
 Right-click the thumbnail for slide 2, hold down the
mouse button, and drag the mouse so that the vertical
move bar is just before slide 10.

 When the move line is positioned correctly, release the
mouse button.
A small shortcut menu is displayed.
 Choose Copy.
A new copy of the slide is inserted at the chosen position.
Task 5 ~ Duplicate a slide

In this task you will duplicate slide 3.
 In the Slide Sorter view, click slide 3 to select it.
 On the Home tab, in the Slides group, click the arrow on
the New Slide button, and then choose Duplicate Selected
Slides, or just press Ctrl+D.
A copy of slide 3 is made and is positioned immediately after the original
slide.
 On your own, experiment with copying and duplicating

slides in the Slide Sorter view.
Finishing off
it.

Inserting Slides from Another
Presentation
Objectives
Learn how to insert slides from another presentation
Keep or discard existing formats when inserting slides
About inserting slides from another presentation

You can insert slides from another presentation into your current
presentation.
Using the Reuse Slides pane to insert slides

To insert slides from another presentation into your current presentation:
 Select a slide in the current presentation – the inserted slide
will placed after the selected slide, but you can move it
afterwards
 In the Slides group, click the arrow on the New Slide button,
and then choose Reuse Slides
The Reuse Slides pane will be displayed.
 Under the Insert slide from list box, click Browse and then
choose Browse File, or click the Open a PowerPoint File link
The Browse dialog box will be displayed.
 Choose the presentation file
 Click Open
The slides from within the chosen presentation are listed in the Reuse
Slides pane.

 If you wish to retain the look of the inserted slide, click the
Keep source formatting option so that it is ticked - otherwise
slides will take on the same formatting characteristics as those
displayed in the main presentation
 In the Reuse Slides pane, click the slide that you wish to insert,
or to insert all slides, right-click a slide and then choose
Insert All Slides
 When you have finished inserting the required slides, close the
Reuse Slides pane
Tasks ~ Inserting Slides from Another Presentation

 Open the InsertingSlides1 presentation from your course
folder.

Task 1 ~ Insert a slide from another presentation keeping
the existing format
In this task you will insert a slide from another presentation while keeping
the existing format.
Insert a slide from the InsertingSlides2 presentation and choose to keep
the existing format of the additional slide.
First view the slide that will appear immediately before the inserted slide.
Assume that you will insert the new slide between slides 2 and 3.
 Press Page Down so that you are viewing slide 2 -
Furniture.
 In the Slides group, click the arrow on the New Slide
button, and then choose Reuse Slides.
The Reuse Slides pane is displayed.
You will have to locate the InsertingSlides2 presentation in your course

folder.
 Under the Insert slide from list

box, click Browse, and then
choose Browse File.
The Browse dialog box is displayed.
 Locate and open your course
folder, and then select the
InsertingSlides2 presentation.
 Click Open.
Thumbnail images of the presentation slides
appear in the Reuse Slides pane.
Insert slide 2 but keep the existing format.

 Click the Keep source formatting
 In the Reuse Slides pane, click
slide 2. Furniture.
The beige Furniture slide is inserted immediately after the grey Furniture
slide. The InsertingSlides2 presentation remains unaffected.

 Close the Reuse Slides pane.
You could now edit this slide if you so wished, although you will not do so
now.
Task 2 ~ Insert all slides from another presentation without

keeping the existing format
In this task you will insert all the slides from another presentation, but will
not keep the existing format.
Copy additional slides from the InsertingSlides3 presentation. This time do
not keep the existing format of the additional slides; instead let them take
on the format of the main slides in your presentation.
You will insert the slides at the end of your existing presentation.
button, and then choose Reuse Slides.
The Reuse Slides pane is displayed. The slides from the InsertingSlides2
presentation are still shown. You have to locate the InsertingSlides3
presentation in your course folder.
 Under the Insert slide from list box, click Browse, and
then choose Browse File.
The Browse dialog box is displayed.
 Locate and open your course folder, and then select the
InsertingSlides3 presentation.
 Click Open.
Thumbnail images of the presentation slides are shown.

 Make sure that the Keep source formatting option is not
ticked.
 In the Reuse Slides pane, right-click any slide image,
and then choose Insert All Slides.
 Close the Reuse Slides pane.
 On your own, look through the slides in the presentation.
You will notice that the slides you have just inserted are now grey with
white titles to match the original slides in the InsertingSlides1
presentation.
Finishing off
it.

Create a presentation based on a Text File
Objectives
Create a presentation based on an existing text file
Copy text from an existing Document
A PowerPoint presentation can be based on an existing document. You can

use the outline structure from an existing document such as a Microsoft
Word document, a text file (.txt), or a rich text format (.rtf) file to create
slides within a presentation.
Task 1 – Create a new presentation based on a Text File
To create a PowerPoint presentation based on an existing document, you

can use the outline structure of the outlined document simply by inserting
the document into Microsoft Office PowerPoint 2007.
When you insert and use an outline from a Microsoft Word document, a
text file (.txt), or a rich text format (.rtf) file in a MS PowerPoint 2007
presentation, the text in the presentation is formatted based on heading
styles set in the original outlined document or file.
 Open PowerPoint 2007,

 Insert Your Name as the Title and Today’s Date as the
Subtitle.
 Go to the Home tab and in the Slides group, click the
arrow next to New Slide, and then click Slides from
Outline.

 Locate the text file LearningCentres.txt from your work
area and click Insert.
You will now have 4 slides in total
Copy Text from an existing document

Text can also be inserted into a slide by copying text from an existing
document.
 Locate and open the text file MablethorpeOpeningTimes.txt
 Select the text, right click using your mouse and choose
Copy
 Select slide 2. Paste the copied text into the Click to

add text place holder.
Finishing off
 Save the current presentation with the filename:
InsertText
 Close the presentation.

Copying, Moving & Inserting Text
Objectives
Learn about the Clipboard
Move and copy text within a presentation and between presentations
Use the Paste Options buttons
Drag-and-drop text
The Clipboard
As with other Microsoft Office applications, Microsoft PowerPoint has a
Clipboard for the temporary storage of text, tables, and pictures - in fact
almost any object in a PowerPoint presentation can be stored on the
Clipboard. The Clipboard commands are available in the Ribbon on the
Home tab.
There are three actions associated with the Clipboard:
 Cut - moves the current selection to the Clipboard and deletes
the original
 Copy - copies the current selection to the Clipboard and leaves
the original unchanged
 Paste - inserts the contents of the Clipboard into the
presentation at the insertion point
The selection that you copy to the Clipboard can be of any size - a word,
contents of a slide, pictures or drawing objects, or even the entire text
outline or the whole presentation.
The Clipboard also works across application programs. This means that
you can transfer information from one program to another. For example,
you can use the Clipboard to copy the result of a calculation from an Excel
worksheet into a PowerPoint presentation.
Clipboard buttons and shortcut keys

Clipboard options have buttons in the Clipboard group, and shortcut keys.
Feature Button Shortcut
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V

Cut, Copy and Paste are also available in a shortcut menu if you right-click
selected text or objects.
Note that this section concentrates on cutting, copying and pasting text,
but the Cut, Copy and Paste operations can also be used on other objects
in your presentations.
You use the same Clipboard when you are using other programs on your
computer. This means that you can transfer information from one
program to another. For example, you can use the Clipboard to copy text
from a Microsoft PowerPoint presentation into a Microsoft Word document
or even to a Lotus™ or Corel® application.
Moving and copying text

You can use the Clipboards to move and copy text within a presentation,
or between presentations. The same methods are used to copy objects
such as pictures or tables.
Moving text within a presentation

To move text within a presentation:
 Select the text to be moved
 In the Clipboard group, click the Cut button, or press Ctrl+X
 Move the insertion point to the new location
 In the Clipboard group, click the Paste button, or press Ctrl+V
Copying text within a presentation

To copy text within a presentation:
 Select the text to be copied or moved
 In the Clipboard group, click the Copy button, or press Ctrl+C
 Move the insertion point to the new location
Moving & copying text between presentations

To copy and move text between two presentations:
 Open both presentations
 Cut or Copy the text to be moved or copied
 Switch to the other presentation window
 Move the insertion point to the location in the presentation
where you want to insert the text, and then use Paste

The Office Clipboard task pane
You can view the Office Clipboard and choose items from it to paste into
your text.
To show the Office Clipboard task pane:
 In the Clipboard group, click the Office Clipboard dialog
launcher
To paste an item into your presentation:

 Move the insertion point to the desired position
 In the Office Clipboard task pane, click the desired item
To close the Office Clipboard task pane:
 In the top right-hand corner of the task pane, click the Close
button
Drag-and-drop
Drag-and-drop provides an easy way of moving text without using the
Clipboard. It is useful for moving text short distances, when it is simpler
than using the Clipboard. It will work for longer moves, but in a large
presentation you may find that the presentation scrolls too far or too fast
when you are dragging the selection to its new position.
Moving text using drag-and-drop

To move text using drag-and-drop:
 Position the mouse pointer over the selection, hold down the
left-hand mouse button and drag the mouse pointer to the new
location, and then release the mouse button to drop the text
A special drag-and-drop mouse pointer will be displayed as you drag the
text. The vertical line of the mouse pointer tells you where the text will be
inserted when you release the mouse button.
If you do drop the text in the wrong place, you can use the Undo button to
undo the move.

Copying text using drag-and-drop
To copy text using drag-and-drop:
 Hold down the Ctrl key and drag the selection to the new
location
The drag-and-drop mouse pointer will be displayed as you drag the
selection, with a + sign, to show that you are copying the text rather than
moving it.
If you do drop the text in the wrong place, you can use the Undo button to
undo the copy.
The Paste Options button

When you paste an item from the Clipboard, a Paste Options button may
be displayed in the presentation. This allows you to choose the formatting
of the pasted item. You can just ignore this button when it appears.
To see the available options after pasting:
 Click the Paste Options button
There are up to three options that will be offered by the Paste Options
button:
 Keep Source Formatting - the pasted item retains its original
formatting regardless of the formatting of the surrounding text
or the default for the text placeholder
 Use Destination Theme - the pasted item takes on the
formatting of the current theme - this is the default option
 Keep Text Only - makes the text match the formatting of the
text placeholder in which it has been pasted
Options for copying and pasting

The Advanced tab of the PowerPoint Options dialog box has options for
controlling various features when you copy and paste.
To show the PowerPoint Options dialog box:
 Click the Office Button, and then at the bottom of the menu,
click the PowerPoint Options button
The PowerPoint Options dialog box will be displayed.
To show the cut, copy and paste options:
 Click the Advanced tab

There are three options that control copying and pasting in PowerPoint:
 Allow text to be dragged and dropped – permits the use of
drag-and-drop with the mouse when editing text and other
objects
 Use smart cut and paste – will respace words when cutting
and pasting to make sure that any spaces appear in the right
place
 Show Paste Options buttons – will show the Paste Options
buttons when you paste text
To activate the options:
 Make sure that the appropriate options are ticked, and then
click OK
Tasks ~ Copying and Moving Text

 Open the CopyingMovingText1 presentation from your course
folder.

Before working through the tasks, make sure that the drag-and-drop
editing, smart cut and paste, and the Paste Options button are turned on.
 Click the Office Button, and then at the bottom of the
menu, click the PowerPoint Options button.
The PowerPoint Options dialog box is displayed.
 Click the Advanced tab.
 Under Editing options, make sure that the Allow text to
be dragged and dropped option is ticked.
 Under Cut, copy, and paste, make sure that the Use smart
cut and paste option is ticked.
 Under Cut, copy, and paste, make sure that the Show Paste
Options buttons option is ticked.
 Click OK.
Task 1 ~ Show the Clipboard task pane

In this task you will show the Office Clipboard task pane. The main reason
for doing this as the first task is so that you can see when items are saved
to the clipboard. You would not normally work with the Office Clipboard
showing!
 In the Clipboard group, click the Office Clipboard dialog
box launcher.
The Office Clipboard task pane is displayed down the left-hand side of the
window and - depending on whether or not you have recently copied or
cut items to the Clipboard - you may see a list of Clipboard items.

It is possible that there will already be some items to the Clipboard.
 If there are any items listed on the Clipboard, in the
Clipboard task pane, click Clear All.
Task 2 ~ Move text on the same slide using the Clipboard

In this task you will move text within a slide using the Cut feature in
association with the Clipboard.
 Press Page Down so that you are viewing slide 2 - Jack &
Jill Removals.
In this and the next task, you will change the order of the bulleted text to
the following:
To start, change the order of two of the points by using the Cut feature.
Start by moving the bottom point to the top of the list.
 Select the last bulleted point Supply packing cases,
Load, Move, Unload and Unpack.
 In the Clipboard group, click the Cut button, or press
Ctrl+X.
The text disappears from the presentation – you will see it stored on the
Clipboard ready for you to paste it where you want it seen.
 Position the insertion point just before the phrase Any

of the above with container storage of up to 1 month.
Now paste the text. You can do this by using the Paste button, shortcut
key combination, or by clicking the item in the Clipboard task pane. You
will not use the task pane here.
 In the Clipboard group, click the Paste button, or press
Ctrl+V.
 If necessary, press Enter to move the phrase Any of the
above with container storage of up to 1 month onto a new
line.

If the Paste Options button is displayed at any time, ignore it for now.
Next, using Cut once more, move the point Pack, Load, Move, Unload and
Unpack to the top of the list.
 Select the bulleted point Pack, Load, Move, Unload and
Unpack.
 Right-click the selection, and then choose Cut in the
shortcut menu.
Now Paste the point just before the phrase Supply packing cases, Load,
Move, Unload and Unpack.
 Right-click just before the S at the beginning of the
first bulleted point Supply packing cases, Load, Move,
Unload and Unpack, and then choose Paste in the shortcut
menu.
 If necessary, press Enter to move the point Supply
packing cases, Load, Move, Unload and Unpack onto a new
line.
Task 3 ~ Move text on the same slide using drag-and-drop

In this task you will move text using drag-and-drop.
Move two more bulleted points on slide 2 - Jack & Jill Removals.
 Select the bulleted point Supply packing cases, Load,
Move, Unload.
 Position the mouse pointer over the selection - the
pointer will change to an arrow when you are in the right
place.
 Hold down the left-hand mouse button.
The mouse pointer changes to a drag-and-drop pointer.

 Keeping the left-hand mouse button held down, drag the
mouse up so that the mouse pointer insertion point is
positioned immediately before the A in the phrase Any of
the above with container storage of up to 1 month.
 When the mouse pointer insertion point is in the correct

position, release the mouse button.
The bulleted point is moved.
Finally, use drag-and-drop to move the last bulleted point Load, Move and
Unload text to above the phrase Any of the above with container storage
of up to 1 month.
 Select the last bulleted point - Load, Move and Unload.
 Click the selection and - keeping the left-hand mouse
button held down - drag the mouse up so that the mouse
pointer insertion point is positioned immediately before
the A in the phrase Any of the above with container
storage of up to 1 month, then release the mouse button.
All of the points are now in the correct order on the slide.
 Click anywhere on the slide background - not on a picture
or text - to remove the selection highlight.

Task 4 ~ Copy text from a slide using the Clipboard
In this task you will copy the text on one slide and paste it in another
slide.
Copy text on slide 2 and paste it into slide 3 making use of the Copy and
Paste features and the Clipboard.
 Make sure that you are viewing slide 2 - Jack & Jill
Removals in the Normal view.
 Select all the bulleted text - click the bullet to the
left of the first point, Jack & Jill Removals offer the
following removal packages.
 In the Clipboard group, click the Copy button, or press
Ctrl+C.
The text is copied to the Clipboard.
 Press Page Down to move to slide 3 - M Hubbard Moving Co.
 Click the text placeholder Click to add text.
Now paste the text.
Ctrl+V.

To finish off this slide you just have to replace Jack & Jill Removals with
M Hubbard Moving Co. This can easily be accomplished by copying the
slide title, then selecting the unwanted words and pasting the title words
in their place.
 Select the title M Hubbard Moving Co.
Ctrl+C.
 Select the unwanted text Jack & Jill Removals.
Ctrl+V.
The unwanted text is replaced with the text that you copied from the title.
 If necessary, press the Spacebar to add a space.
 Click anywhere on the slide background - not on text or a
picture - to remove the selection.
Notice that PowerPoint has automatically changed the font style and size
of the copied text to match that used in the bulleted paragraph.
Task 5 ~ Copy text within the presentation outline

In this task you will copy text within the presentation outline.
Within the outline, you will copy most of the text held on slide 3 and place
it on slide 4 using the Copy and Paste features.
 Make sure that you are viewing slide 3 - M Hubbard Moving
Co - in the Normal view.
 To the left of the Slide pane, click the Outline tab.

 In the Outline tab, select the bulleted text from
M Hubbard Moving Co offer the following removal packages,
through to the end of the point Load, Move and Unload -
you will not copy the last paragraph.
Ctrl+C.
 In the Outline tab, click at the end of the slide title
Humpty Removals and press Ctrl+Enter to create your first
line of slide text.
Ctrl+V.
The text is pasted into slide 4.
You may see that the bulleted text is not indented exactly as it was with
slide 3.

 If the bulleted text is not indented correctly, in the
Outline, select the four bulleted points that relate to
the various packages.
 On the Home tab, in the Paragraph group, click the
Increase List Level button.
The bulleted points will now be indented correctly.
Finally for this slide, change the name of the company in the first line.
 On your own, on slide 4, use copy and paste to change the
unwanted company name M Hubbard Moving Co to Humpty
Removals.
Task 6 ~ Copy text within the outline using drag-and-drop

In this task you will copy text within the outline using drag-and-drop.
Copy text from slide 4 and place it on slide 5 using the drag-and-drop
feature within the presentation outline. When copying text using drag-
and-drop you have to remember to incorporate the Ctrl key.
 Make sure that you are viewing slide 4 - Humpty Removals
- in the Normal view and that the Outline tab is
displayed.
Before using drag-and-drop to copy the text from slide 4 to slide 5, you
should first prepare slide 5.
 In the Outline tab, click at the end of the slide title
Mother Goose Transport.
 Press Ctrl+Enter to create a bulleted line.

 In the Outline tab, select all the bulleted text that is
held on slide 4.
 Hold down the Ctrl key and click anywhere in the
selection.
The mouse pointer changes to the drag-and-drop copy pointer.
 Keeping the Ctrl key held down, drag the drag-and-drop
insertion point to the new line below the Mother Goose
Transport title.
 When in position, release the mouse button and then
release the Ctrl key.
The text is copied to slide 5. Notice that when you use drag-and-drop
nothing is copied to the Clipboard.

 Click anywhere in the outline text of slide 5 to remove
the selection highlight.
 On your own, use copy and paste to replace the title
Humpty Removals with Mother Goose Transport.
Task 7 ~ Move and copy text in the Notes Page view

In this task you will move and copy text in the Notes Page view.
There are appropriate notes for you to edit on the first slide in the
presentation.
 In the Outline tab, click the first slide title - Removal
Companies.
The Removal Companies slide is shown in the Slide pane.
button.
Zoom in on the notes.
 In the Zoom group, click the Zoom button.
The Zoom dialog box is displayed.
 Choose 100%, and then click OK.
 Scroll down the page so that you can read all the notes.

The notes need to be set in a different order. In addition it would be useful
to quote the company names next to the relevant reference numbers.
Start by moving the last five lines to the top of the notes area using cut
and paste.
 Select the text from the start of There are four removal
companies through to the name of the last company Mother
Goose Transport.
Cut the text.

 Press Ctrl+X.
The text is placed on the Clipboard.
 Position the insertion point just before the phrase
Removal fees will only be paid out to employees where one
of these companies is used.
Paste the text from the Clipboard.
 Press Ctrl+V.
 If necessary, press Enter to move the Removal fees
paragraph onto a new line.
Next, copy the company names and then paste them adjacent to their
appropriate reference numbers.

 Select the text Jack & Jill Removals – make sure that you
do not select the hidden paragraph character next to the
word Removals.
 Press Ctrl+C.
 Position the insertion point to the immediate left of the
reference JJR12ABC.
 Press Ctrl+V.
The company name is pasted.
Now do the same for the remaining three companies.

 Select the text M Hubbard Moving Co.
 Press Ctrl+C.
reference MHM12ABC.
 Press Ctrl+V.
 Select the text Humpty Removals.
 Press Ctrl+C.
reference HR12ABC.
 Press Ctrl+V.
 On your own, copy and paste the company name Mother Goose
Transport to the left of the reference MGT12ABC.
When you have finished the notes should resemble the following picture.


Task 8 ~ Copy text between presentations
In this task you will copy text between presentations by using Copy and
Paste and the Clipboard.
Copy text from the CopyingMovingText1 presentation that you currently
have open, into the seventh slide of the CopyingMovingText2
presentation.
 Make sure that the CopyingMovingText1 presentation is
open and displayed in the Normal view.
 Open the CopyingMovingText2 presentation from your course
folder.
 View slide 7 - Removal Costs.
You are now going to copy and paste the names of the four removal
companies that you have been working with in the CopyingMovingText1
presentation.
Having located the slide and position in which you want to paste the
company names, you can now switch back to the CopyingMovingText1
presentation to start copying the relevant text.
 Switch to the CopyingMovingText1 presentation – click the
button in the Taskbar or press Ctrl+F6.
 Press Page Down to view slide 2 - Jack & Jill Removals.
 In the first line of bulleted text, select the text Jack
& Jill Removals.
 On the Home tab, in the Clipboard group, click the Copy
button, or just press Ctrl+C.
 Switch back to the CopyingMovingText2 presentation.
 Click at the end of the word companies, and then press
Enter to create a new line.
 Press the Tab key to demote the bulleted point.
Ctrl+V.
 Press Enter to start the next bulleted point.
 Switch back to the CopyingMovingText1 presentation.
 On your own, one company at a time, copy the company
names and paste them into the CopyingMovingText2
presentation so that each company name appears as a
separate point on slide 7.

When you have finished, your Removal Costs slide should resemble the
following picture.
Task 9 ~ Show the paste options

In this task you will show the options available using the Paste Options
button.
Cut and paste the subtitle on the first slide.
 Make sure that you are still viewing the
CopyingMovingText2 presentation.
 Select the subtitle text Relocation Package –
triple-click the phrase so that the full line of text,
including the hidden end of paragraph marker, is
selected.
 In the Clipboard group, click the Cut button, or press

Ctrl+X.
Now paste the subtitle into the same text placeholder as the main title.
 Click to the immediate right of the word COMMUNICATIONS.
 Press Enter to create a new line within the main title.
The font size of the title decreases automatically from 50 pts to 46 pts to
accommodate the new line.
Ctrl+V.
The subtitle is pasted under the main title and the Paste Options button
is displayed. Notice that the words have taken on the formatting of the
main title placeholder - this is the default option.
 Move the mouse pointer over the Paste Options button, and
then click.

The paste options are shown. Note that the default option, Use
Destination Theme, has been chosen automatically.
 Click outside the menu to close it.
Task 10 ~ Use the Paste Options button to keep the text

only
In this task you will keep the text only when you carry out a paste
operation, i.e. you will take on the text format for where you paste the
text.
Copy a section of text from slide 2.
 Press Page Down to locate slide 2 - Summary of Relocation
Package.
 In the bulleted list, select the phrase Travel expenses
and subsistence while relocating - triple-click the
phrase so that the entire line is selected.
Note that the selected text is italic with a Tahoma font and font size 27.
Ctrl+C.
This text is to be pasted into slide 5.
 Press Page Down three times to locate slide 5 - Travel
Expenses & Subsistence.
 Click immediately after the first bulleted point and then
press Enter to create a new bulleted point.
The format being used here is TW Cen MT with a font size 29, and not
italic.
Paste the text to see what happens.
Ctrl+V.
The text is pasted with the format taken from its original source -
Tahoma, italic, font size 27.
 Click the Paste Options button.

 Choose Keep Text Only.
The text format now matches the text in the placeholder.
Task 11 ~ Keep the source formatting when pasting text

In this task you will choose to keep the source formatting when pasting
text.
Copy and paste the title on slide 5.
 Select the slide title Travel Expenses & Subsistence -
triple-click anywhere on the title.
Ctrl+C.
 Click to the immediate right of the last bulleted point
and press Enter to create a new bullet point.
Ctrl+V.
The text is pasted with the same format as shown in the bulleted points.
 Click the Paste Options button.
 In the Paste Options, choose Keep Source Formatting.
The text now looks the same as the title text.
Finishing off
Close the Clipboard task pane.
 In the Clipboard task pane, click the Close button.
 Close the two presentations that you have open - there is
no need to save them.

Find and Replace Text
Objectives
Learn how to find occurrences of words or phrases
Learn how to search for whole words and for words of specific case
Learn how to replace words
This section contains no tasks. If required Find and Replace can be

practised using any existing presentation. Close the presentations
used without saving changes.
What is Find?
The Find feature lets you search the current presentation - slides and
speaker notes - for occurrences of a particular word or phrase.
When you search for a word or phrase, the search starts from the
insertion point, or the current slide, and works through the whole
presentation - including all text placeholders and any notes pages, text
boxes, AutoShapes, WordArt, etc.
You should note that the Find feature will not search for words held in
embedded objects, for example, charts, or Excel and Word Tables.
Using the Find dialog box

You set the criteria for a search in the Find dialog box.
To start a search:
 Position the insertion point at the start of the presentation, or
at the start of a section of text that you want to search
To display the Find dialog box, choose one of the following methods:
 In the Ribbon, click the Home tab, and then in the Editing
group, click the Find button
 Press Ctrl+F
To set up a search:
 In the Find what box, enter the text that you want to find
 If required, choose
one of the Find
options - Match
case or Find whole
words only
 Click Find Next to move to the next occurrence

PowerPoint will inform you when it has finished searching the
presentation:

 Click OK to clear the message
To end a search at any time:
 Click the Close button in the Find dialog box, or press Esc
Find options
There are two Find options that can both be set in the Find dialog box:
 Match case – makes a search case dependent; searching for
Stock will find Stock but not stock or STOCK
 Find whole words only - makes the search look for a whole
word only; searching for stock will find stock but not
stockbroker or gunstock
The Replace button opens the Replace dialog box.
What is Replace?
The Replace feature lets you search the current presentation for a
particular word or phrase, and then replace some or all occurrences of this
item with another word or phrase. The part of the Replace feature that
carries out the search works in the same way as the Find feature and has
the same options - Match case and Find whole words only.
When you search for a word or phrase to be replaced, the search starts
from the insertion point, or the current slide, and works through the whole
presentation - including any notes pages, etc.
Note that the Replace feature cannot be used in embedded objects, for
example, charts, or Excel and Word Tables.
Using the Replace dialog box to replace text

You set the criteria for a replace in the Replace dialog box.
To display the Replace dialog box, choose one of the following methods:
 In the Ribbon, click the Home tab, and then in the Editing
group, click the Replace button
 Press Ctrl+H
 If the Find dialog box is already open, click Replace
To set up a replace:
 In the Find what box, enter the text that you want to replace
 In the Replace with box, enter the replacement text
 If required, click one or both of the Replace options - Match
case or Find whole words only

There are then two ways to proceed:
 Click Find Next to start the search, and then choose whether
or not to replace the occurrence; click Replace to do the
replacement, or Find Next to skip to the next occurrence
without doing the replacement
 Click Replace All to replace all occurrences in the presentation
Replace All should be used with caution as the same word can sometimes
be used in different contexts, for example, the word ―train‖ can be both a
noun and a verb in a completely different context. Replacing the word
―train‖ with the word ―locomotive‖ could convert a phase to complete
nonsense with ―We need to train the train operatives‖ becoming ―We need
to locomotive the locomotive operatives‖.
PowerPoint will inform you when it has finished searching the
presentation:
 Click OK to clear the message
To end a replace at any time:
 Click the Close button in the Replace dialog box, or press Esc
Replace options
As for Find, there are two Replace options:
 Match case - makes a search case dependant - searching for
TIDE will find TIDE but not tide or Tide
 Find whole words only - makes the search look for a whole
word only - searching for tide will find tide but not yuletide or
tidewater
Changing case with Replace

To change the case of text using Replace:
 In the Find what box, enter the text that you are replacing
 In the Replace with box, enter the replacement text in the case
that you require
 If you want to search for text with only the case shown in the
Find what box, click the Match case option so that it is ticked
Undoing a replacement
If you decide that you have made a mistake doing a replacement or by
using a Replace All, you can use Undo to reverse the action.
To undo your last action, choose one of the following methods:
 In the Quick Access toolbar, click the Undo button
 Press Ctrl+Z

The Spelling Checker
Objectives
Correct errors directly in the text
Use the Spelling dialog box
Using the Spelling Checker

PowerPoint checks the spelling in your presentation against a standard
dictionary, and also against one or more custom dictionaries to which you
can add names or other words that you use frequently. It checks the
spelling in the slides and the speaker notes. It will also identify when a
word has been repeated in succession.
PowerPoint does not check the spelling in embedded objects, i.e. charts,
or Excel and Word tables, etc.
You should already know about the automatic spelling checker that checks
your spelling as you type, and underlines potential errors with a red wavy
line.
To start a full spelling check, move the insertion point to the start of the
presentation, or select the text that you want to check, and then choose
one of the following methods:
 In the Status bar, click the Spell Check button – each time you
do this, PowerPoint find the next error in your text
 Click the Review tab, and then in the Proofing group, click the
Spelling button
 Press F7
If there are errors, PowerPoint displays the Spelling dialog box. An
example is shown in the next picture.
The Suggestions box lists possible replacement(s) for the misspelled word.
To correct an error, choose any of the following methods:
 Choose the correct replacement if it is offered, and then click
Change
 Correct the error in the Change to box, and then click Change
 Click in the presentation, make the change there, and then click
Resume – this button temporarily takes the place of the
Ignore button

The following options are also available:
Box/button Description
Ignore Ignores the error and carries on checking the presentation.
Ignore All Ignores all occurrences of this word. This is useful for proper
nouns or for technical terms which occur many times in the
presentation.
Change All Changes this and all occurrences of the incorrect word with the
one shown in the Change to box.
Add Adds the word to the custom dictionary. PowerPoint will no

longer interpret the word as an error in any of your
presentations.
Suggest Ask PowerPoint to suggest an alternative word.
AutoCorrect Corrects this occurrence and adds the replacement word to the
AutoCorrect list. The next time you misspell the word,
PowerPoint will correct it automatically.
Close Stops the spell check and closes the Spelling dialog box.
Delete This button is displayed if the spelling checker has identified a

word that has been repeated in succession. Click Delete to
remove the repetition.
Options Open the Proofing tab in the PowerPoint Options dialog box.
Spelling checker options

The options for the spelling checker are displayed in the Proofing tab of
the PowerPoint Options dialog box.
To show the spelling options:
 Click the Office Button, and then click the PowerPoint
Options button
 Click the Proofing tab

The main spelling options are described in the following table:
Option Description
Ignore words in Words all in uppercase letters will be ignored by the spell
UPPERCASE checker.
Ignore words that Words that include numbers, for example, postcodes, will be
contain numbers ignored by the spell checker.
Ignore Internet and Will ignore obvious internet and file addresses, for example:
file addresses www.myisp.com or c:\documents\myfile.
Flag repeated words Will inform you when a word is repeated in succession.
Suggest from main Will make suggestions only from the main dictionary; if not
dictionary only ticked it will also search the custom dictionaries.
Tasks ~ The Spelling Checker

 Open the SpellingChecker presentation from your course
folder.
There are several spelling mistakes in this presentation which you will now
correct. The first slide has a word that has been misspelt, for which you
may see a red wavy line.
You need to check that the automatic spell checker is turned on. Proceed
as follows:
 Click the Office Button, and then click the PowerPoint
Options button.
The PowerPoint Options dialog box is displayed.
 Click the Proofing tab.
 In the When correcting spelling in PowerPoint options,
make sure that the Check spelling as you type option is
ticked.

 Click OK.
Task 1 ~ Correct errors directly in the text

In this task you will go through some of the errors in the text one-by-one.
 Click anywhere in the main title placeholder.
The word Cousreware should be shown with a red wavy line.
 Right-click the word Cousreware.
A shortcut menu is displayed and the correct spelling is shown.
 In the menu, choose Courseware.

The error is corrected and the red wavy line disappears.
Task 2 ~ Use the Spelling dialog box

In this task you will check the remainder of the presentation using the
Spelling dialog box.
 In the Ribbon, click the Review tab.
 In the Proofing group, click the Spelling button.
PowerPoint highlights the word Torr and opens the Spelling dialog box.
The unrecognised word is displayed in the Not in Dictionary box. The
Change to box displays the an alternative spelling of the word - Torre –
and the Suggestions box displays other suggestions.
In this instance, the name Torr is correct. You have to tell PowerPoint to
ignore this and any other occurrences of the word in this presentation.
 Click Ignore All.

PowerPoint jumps to the next error. The name Aitken is highlighted as
PowerPoint cannot find this word in its dictionaries.
Again, you will have to tell PowerPoint to ignore this and any other
occurrences of the word in this presentation.
 Click Ignore All.
Next, PowerPoint jumps to a misspelled word in the speaker notes. In the
Notes pane, the word compny is highlighted. This should say ―company‖.
 Make sure that the Change to box shows the word company -
if it doesn’t, click the word company in the Suggestions
box.
 Click Change All.
 On your own, work through the remainder of the
presentation choosing appropriate spelling alternatives
where appropriate.
When PowerPoint has finished checking for errors, a message box is
displayed telling you that the spelling check is complete.
 Click OK to close the message box.
Finishing off
it.

Headers and Footers
Objectives
Add footer text to slides
Add header and footer text to handouts and notes pages
Include dates, times and page number on slides, handouts and notes
pages
Omit footer elements from title slides
About headers & footers

Headers and footers can be used for text that is repeated on all pages or
slides.
There are several elements that can be added as headers or footers:
 Header text
 Footer text
 Date and time
 Slide number/Page number
Footers are usually shown at the bottom of slides, whereas headers and
footers are usually shown at the top and bottom of notes and handouts.
The positioning of slide footers is set up on the relevant slide master or
layout; the positioning of notes and handout headers and footers is set up
on the relevant notes master and handout master.
The Text group

Options for adding headers and footers are found in the Text group.
To show the Text group:
There are three options that apply to headers and footers:

 Header & Footer
 Date & Time
 Slide Number
All three options open the Header and Footer dialog box.
Adding footer elements to slides

You can add footer text, slide numbers and the date and time to slides.
If you wish to add the header and footer element to a single slide, you
must make sure that you view the required slide in the Normal view. You
will then be able to apply the change to the single slide. If you are going
to apply the change to all slides in the presentation, you can view any
slide before opening the Header and Footer dialog box.

Adding footer text to slides
To add footer text to a slide or all the slides in your presentation:
 If you wish to add a footer to a single slide, in the Normal view,
display the slide to which you wish to add a slide number
 In the Text group, click the Header & Footer button
The Header and Footer dialog box will be displayed.
 Click the Slide tab
 In the Include on slide options, click the Footer option so that

it is ticked
 In the Footer box, enter the required footer text
To add the footer to the single chosen slide:
 Click Apply
To add the footer to all the slides in the presentation:
 Click Apply to All
Adding slide numbers to slides

Slide numbers can be added to a single slide or to all the slides in your
presentation. The slide master controls the position of the slide number on
the slide.
To add slide numbers to slides:
 Make sure that nothing is selected, and that you haven‘t clicked
inside a placeholder or text box
 In the Text group, click the Slide Number button
 In the Include on slide options, click the Slide number option
To add a slide number to the single chosen slide:
 Click Apply
To add a slide number to all the slides in the presentation:

Inserting dates and times into slide footers
Dates and times are usually inserted in the footer area of slides. The exact
position is controlled by the slide master.
To add a date and/or time to slides:
 Make sure that no objects or placeholders on the slides are
selected
 In the Text group, click the Date & Time button
 In the Include on slide options, click the Date and time option
 If you want to show a fixed date on the slide, click the Fixed
option and then, in the Fixed box, type the date and/or time
that you want displayed
 If you want the date and time to be updated automatically,
click the Update automatically option, then open the
Language list box and choose the language for the date format,
and then open the Update automatically list box and choose the
format for the date and time
If you choose Update automatically, PowerPoint will insert a date and time
field at the insertion point. A field is a special part of a presentation that
PowerPoint can update for you. Using this option, PowerPoint will update
the date and time whenever the presentation is opened, when a slide
show is run or whenever the slides are printed. The disadvantage of
choosing to update automatically is seen when you reopen a presentation
with a date in it. The current date will be shown and, other than looking at
the date you last saved the file, you will have no idea as to what date was
entered previously.
If you don‘t choose Update automatically, PowerPoint will insert the
current date and time as entered in the Fixed box. This date will not be
updated when you open a presentation on a different date.
To insert the date and time in the footer of the current slide:
 Click Apply

To insert the date and time in the footer of all the slides in the
presentation:
Omitting footer elements from title slides

To omit the footer text, slide number and date and time from any slides
with the Title Slide layout:
 Open the Header and Footer dialog box
 Click the Don’t show on title slide option so that it is ticked
 Click Apply, or Apply to All, as applicable
Removing footer elements from slides

To remove footer text, slide numbers or dates from slides:
 Open Header and Footer dialog box
 Click the appropriate option so that it is not ticked – Footer,
Slide number, Date and time
 Click Apply, or Apply to All, as applicable
Adding header and footer elements to notes and

handouts
You can add header and footer text, page numbers and dates and times to
your notes, handouts and printed outlines. The same header and footer
elements have to be used on all pages for the notes, handouts and
outlines. By default a page number is shown on notes, handouts and
outlines automatically.
The position of header and footer elements is controlled by the Notes
Master and the Handout Master.
Adding header and footer text to notes and handouts

To add a header and footer to notes and handouts:
 In the Text group, click the Header & Footer button
 Click the Notes and Handouts tab

To add a header:
 In the Include on page options, click the Header option so that
it is ticked
 In the Header box, enter the required header text
To add a footer:
 In the Include on page options, click the Footer option so that
it is ticked
 In the Footer box, enter the required footer text
To apply the change to all the handouts and notes pages:
Adding page numbers to notes and handouts

To add page numbers to all the notes and handout pages:
 Make sure that no text is selected and that you have not
positioned the insertion point inside a placeholder or text box
 In the Include on page options, click the Page number option
Inserting dates and times into notes pages

To insert a date and/or time on all the notes pages in a presentation:

 In the Include on page options, click the Date and time option
 If you want to show a fixed date on the slide, click the Fixed
option and then, in the Fixed box, type the date and/or time
you want displayed
 If you want the date and time to be updated automatically,
click the Update automatically option and then open the
Update automatically list box and choose the format for the
date and time
Removing header and footer elements from notes and

handouts
To remove headers, footers, page numbers and dates and times from
notes and handouts:
 Open Header and Footer dialog box
 Click the appropriate option so that it is not ticked – Header,
Footer, Slide number, Date and time
Inserting fields directly into placeholders and text

boxes
Fields such as slide numbers, page numbers, dates and times, can also be
inserted directly into placeholders or text boxes on your slides and notes
pages.
To insert a slide number or page number directly in a placeholder or text
box:
 Click in a placeholder or text box where you want the number
The slide or page number will appear in the placeholder.
To insert a date and/or time directly in a placeholder or text box:
 Click in a placeholder or text box where you want the date or
time
The Date and Time dialog box will be displayed.

 Open the Language list box, and then choose the required
language
 If applicable, open the Calendar type list box, and then choose
the calendar type
 In the Available formats list, choose a date and/or time format
 If you want the date and/or time to be updated automatically,
click the Update automatically option so that it is ticked
Changing the starting slide number

By default the first slide in a presentation will be numbered slide 1. You
can change this number using an option in the Page Setup dialog box.
To change the starting slide number:
 In the Ribbon, click the Design tab
 In the Page Setup group, click the Page Setup button
The Page Setup dialog box will be displayed.
 In the Number slides from box, enter the required starting slide
number
Note that if you want the second slide in the presentation to show the
number 1, enter the number 0 in the Number slides from box.

Tasks ~ Headers and Footers
 Open the HeadersFooters presentation from your course
folder.
Task 1 ~ Add footer text to a single slide

In this task you will add footer text to single slides.
To start with, add footer text to the second slide in the presentation.
 In the Normal view, display slide 2 - Agenda.
 In the Text group, click the Header & Footer button.
The Header and Footer dialog box is displayed.
 If necessary, click the Slide tab.
Add footer text.

 In the Include on slide options, click the Footer option
so that it is ticked.
The Footer box is opened up so that you can type your footer text.
 In the Footer box, type:
RAP Communications
 Click Apply.
The footer is applied to slide 2 only.
 On your own, check that the footer text does not appear
on any other slide in the presentation.
Add footer text to slide 3.
 In the Normal view, display slide 3 - Overview.
 On the Insert tab, in the Text group, click the Header &
Footer button.
Strictly Confidential
 Click Apply.
The footer is applied to slide 3 only.
 On your own, check that the footer text on slide 2 has

not been changed.
Task 2 ~ Add a footer to all slides in the presentation

In this task you will add footer text to all the slides in the presentation.
This will overwrite any existing footer text.
 In the Normal view, display slide 4 - Growth.

 On the Insert tab, in the Text group, click the Header &
Footer button.
RAP Communications – Confidential
The footer is applied to all the slides in the presentation.
 On your own, check that the RAP Communications -
Confidential footer text appears on all the slides -
including slides 2 and 3.
Task 3 ~ Add slide numbers to all the slides in the

presentation
In this task you will add slide numbers to all the slides in the presentation.
 View any slide in the Normal view.
 On the Insert tab, in the Text group, click the Slide
Number button.
The Header and Footer dialog box is displayed again.
The Header and Footer dialog box is displayed again.
 In the Include on slide options, click the Slide number
Apply the slide number to all the slides.
The slide number appears on all the slides in the presentation.
 On your own, check that the slides have been numbered
from 1 to 15.
Task 4 ~ Change the starting slide number

In this task you will change the starting slide number so that the first slide
starts with the number 0.
 View the first slide of the presentation in the Normal
view.
 In the Page Setup group, click the Page Setup button.
The Page Setup dialog box is displayed.

 In the Number slides from box, type:
0
The first slide is given the number 0. Notice in the Status bar PowerPoint
indicates that you are viewing Slide 0 of 14.
Task 5 ~ Add a slide number to a placeholder

In this task you will add a slide number to a placeholder.
Add the slide number to the title placeholder on slide 13.
 In the Normal view, display slide 13 - Conclusion.
 Click at the end of the text Conclusion, and then press
Enter to create a new line.
 Type - ending with a space:
Slide number
Now add the slide number.
 In the Text group, click the Slide Number button.
This time the Header and Footer dialog box is not displayed; instead, the
number 13 is inserted into the slide at the insertion point automatically.

Task 6 ~ Insert a fixed date and time on all slides
In this task you will insert a fixed date and time in the footer of all the
slides in the presentation.
 Click the slide background and make sure that no objects
or placeholders are selected.
 In the Text group, click the Date & Time button.
 In the Include on slide options, click the Date and time
 Make sure that the Fixed option is chosen.
 In the Fixed box, type tomorrow’s date - use the format
18 September 2008.
Apply the change to all the slides in the presentation.

The date appears in the bottom right-hand corner of all the slides. This
fixed date will continue to be shown irrespective of the date when the
presentation is opened, a slide show is run or the slides are printed.
 On your own, check the remaining slides in the
presentation to confirm that the date is present in the
footer area.
Task 7 ~ Change the date and time so that they update

automatically
In this task you will change the date and time in the footer so that they
will update automatically whenever the presentation is opened, printed or
when a slide show is run.
 Make sure that no objects or placeholders are selected.
 In the Text group, click the Date & Time button.

 In the Include on slide options, under Date and time,
click the Update automatically option so that it is
chosen.
Now choose the language for the date format.
 Open the Language list box, and then choose English
(United Kingdom).
Now choose the format for the date and time. In this case you will choose
to show the time, including seconds, so that you can quickly see the
automatic update.
 Open the Update automatically list box, and then choose
the date and time format that will show the date and the
time including seconds - for example, 21/07/2008
15:19:08.
The Header and Footer dialog box should resemble the following picture -
but showing the current date and time.
Apply the change to all slides.

The change is applied - you will see the date and time (including seconds)
in the slide footer.
The easiest way to check that the time updates automatically is to run a
slide show.
 Note the time on the title slide.
 In the Status bar, click the Slide Show button, or just
press F5.
As a few seconds should have elapsed between inserting the time and
running the slide show, the time will have changed.
 Press the Spacebar, or the Page Down key, a couple of
times to move through a few slides, and then press Esc to
end the slide show.
When in the Normal view, notice that the time shown is now the same as
that used when you ran the screen show.

 On your own, run a slide show again to notice the time
change.
Task 8 ~ Omit footer elements from title slides

In this task you will remove the footer elements – footer text, page
numbers and dates - from all title slides in the presentation.
Note that there are two title slides in this presentation - slides 1 and 12
(numbered 0 and 11).
 Click the Don’t show on title slide option so that it is
ticked.

The footer elements are omitted from the two title slides.
 On your own, check that the RAP Communications -
Confidential footer text, slide number and date has
disappeared from slides 1 and 12 (numbered 0 and 11), but
that the elements still appear on the rest.
Task 9 ~ Add header elements to the notes pages

In this task you will add the date and header text to the notes pages.
Start by viewing the notes pages.
 View the first page in the presentation.
button.
The notes for the first page are displayed.
Add header text and the date to the notes pages.

 If necessary, click the Notes and Handouts tab.
You will see that on the notes pages and handouts, as for slides, you can
add a date, page number and footer text. You can also add a header on
the notes and handouts.
Add a date.
 In the Include on page options, click the Date and time
 Under Date and time, click the Update automatically
option so that it is chosen.
(United Kingdom).
 Open the Update automatically list box and choose a date
format that only shows the date, for example, 21
September 2008.
Next add some header text.
 In the Include on page options, click the Header option
 In the Header box, type:
RAP Communications Plc
Apply the changes to the notes pages and handouts.

The header will be seen in the top left-hand corner of the notes page with
the date in the top right-hand corner.

 Press Page Down to check that the header text and date
appear in the top right-hand corner of the notes page for
slide 2.
Task 10 ~ Add footer text to the handouts

In this task you will add footer text to handouts. They will already have
the header text that you added in the previous task.
 If necessary, click the Notes and Handouts tab.
 In the Include on page options, click the Footer option
Strictly Confidential

The footer text appears in the bottom left-hand corner of the notes page.

The easiest way to check that the footer text appears on the handouts is
to view the handouts using Print Preview.
 Click the Office Button, choose Print, and then choose
Print Preview.
 On the Print Preview tab, in the Page Setup group, open
the Print What list box, and then choose Handouts (2
Slides Per Page).
The footer text will be seen in the bottom left-hand corner of the handout.
Notice also the header in the top left-hand corner.

button, or just press Esc.
Task 11 ~ Add page numbers to the notes pages and

handouts
In this task you will add page numbers to the presentation notes pages
and handouts.
You should still be viewing the notes pages.
 On the Insert tab, in the Text group, click the Slide
Number button.
The Header and Footer dialog box is displayed. The Notes and Handouts
options are shown automatically.
 In the Include on page options, click the Page number

The page number appears on the bottom right-hand corner of the page –
notice that the first notes page shows page number 0 to match the slide
numbering.
Check the page numbering for the handouts using Print Preview.
 On your own, use Print Preview to check that the page
numbering appears on the handouts – view 6 slides per
page.
The page number will be seen in the bottom right-hand corner of the
handouts. The handout pages will be numbered 1 to 3.
 On your own, check that the page numbers appear on all

three handout pages.
Finishing off
it.

Changing Orientation and Slide Size
Objectives
Change the orientation of slides, notes pages and handouts
Change the slide size
The Page Setup group

The Page Setup group has options that allow you to change the
orientation and size of slides and notes pages.
To show the Page Setup group:
 In the Ribbon, click the Design tab
About orientation
By default a slide is created using a landscape orientation - the longer
edges run horizontally. You may sometimes want to turn a slide so that
the longer edges of the slide are vertical - a portrait orientation. You can
also choose the orientation of pages for audience handouts, speaker notes
and the presentation outline.
Changing the orientation of slides

When you change the orientation of slides in a presentation, all the slides
are changed. You cannot change the orientation of a single slide in a
presentation.
The orientation of slides can be changes in two places:
 Using the Slide Orientation button in the Page Setup group
 Using the Page Setup dialog box

To change the orientation of slides using the Slide Orientation button:
 In the Page Setup group, click the Slide Orientation button,
and then choose Portrait or Landscape
To change the orientation of slides using the Page Setup dialog box:
 In the Orientation options, under Slides, choose Portrait or

Landscape
Changing the orientation of notes, handouts and outlines

When you change the orientation of a single page of notes, or of individual
pages of handouts or the outline, the change will be applied to all notes,
handouts and the outline for the presentation.
The orientation of presentation notes, handouts and the outline can be
changed in two places:
 Using the Page Setup dialog box
 Using the Orientation button in the Print Preview window
To change the orientation of presentation notes, handouts and the outline
using the Page Setup dialog box:

 In the Orientation options, under Notes, handouts & outline,
choose Portrait or Landscape
To change the orientation of notes, handouts and outlines via the Print
Preview window:
 Click the Office Button, choose Print, and then choose
Print Preview
 On the Print Preview tab, in the Page Setup group, open the
Print What list box and choose Handouts (X Slides Per
Page), Notes Pages, or Outline View
 In the Page Setup group, click the Orientation button, and
then choose Landscape or Portrait
 When you have finished setting the orientation, click Close
Print Preview, or press Esc
Changing the slide size

You can change the size of the slides in your presentation so that they can
be used for an on-screen slide show, or printed on various sizes of paper
or transparency media. Any change made to the size of a slide will be
applied to all slides in the presentation; you cannot change the size of a
single slide.
Using the preset sizes

PowerPoint provides various slide sizes that can be used. These are found
in the Page Setup dialog box.
To change the slide size using a preset size:
 Open the Slides sized for list box, and then choose the required
slide size

Setting a height and width manually

If the slide size that you require is not available in the Slides sized for list
box, you can use the options in the Page Setup dialog box to set a height
and width for slides manually.
To set a slide height and width manually:
 In the Width box, enter the slide width
 In the Height box, enter the slide height
When you have set the width and height, the Slides sized for list box will
show Custom.
Tasks ~ Changing Orientation and Slide Size

 Open the OrientationSlideSize presentation from your
course folder.
The slides are shown with a landscape orientation and the size of the
slides have been set for presenting an on-screen slide show.

Task 1 ~ Change the orientation of slides in a presentation
In this task you will change the orientation of the slides from landscape to
portrait.
 In the Page Setup group, click the Slide Orientation
button, and then choose Portrait.
 Click OK.
The orientation of all the slides in the presentation is changed. Notice also
how the background graphic is changed – the golf ball is no longer round!
Task 2 ~ Change the orientation of presentation handouts

In this task you will change the orientation of the presentation handouts
from portrait to landscape.
Use the Page Setup dialog box.
 On the Design tab, in the Page Setup group, click the
Page Setup button.
The Notes, handouts & outline option is currently set to Portrait

orientation; change this to Landscape.
 In the Orientation options, under Notes, handouts &
outline, choose Landscape.
Check the handouts using Print Preview.

 Click the Office Button, point to Print, and then choose
Print Preview.
The Print Preview window is displayed.
and then choose Handouts (2 slides per page).
Two portrait slides are shown on a landscape orientated handout page.
Next, change the orientation of the handouts to portrait and show three
slides per handout page.
and then choose Handouts (3 slides per page).
and then choose Portrait.
Change the orientation of the handout back to landscape.

and then choose Landscape.

Task 3 ~ Change the slide size using preset sizes

In this task you will change the slide size to A4.
 On the Design tab, in the Page Setup group, click the
Page Setup button.
 Open the Slides sized for list box, and then choose
A4 Paper (210x297 mm).

All the slides are changed to A4 and could now be printed onto A4 paper.
Task 4 ~ Change the height and width of slides

In this task you will set a size for the slides of 18cm wide x 25cm high -
i.e. thinner and shorter than A4 paper.
 In the Page Setup group, click the Page Setup button.
 In the Width box, type:
18
 In the Height box, type:
25
 Click OK.
All the slides in the presentation are changed to the new size.
Finishing off
it.

Paragraph Formatting
Objectives
Learn about different ways of formatting paragraphs
Use the ruler to set tabs
Increase and decrease list levels using indents
Align text in horizontally and vertically, and rotate text
Split text into columns
Working with text in a PowerPoint slide

When you want to insert text in a PowerPoint slide you do so by typing the
text into an object or placeholder, for example, a text box, text
placeholder, table or shape.
For most objects and placeholders, options will then be available to you to
format the text paragraphs. This includes changing the alignment, adding
bullets or numbers, or setting tab positions.
The Paragraph group

The Paragraph group has options that help you when working with text on
your slides or notes pages.
To display the Paragraph group:
There are several options available as outlined in the following table.
Example Button Button Name Description
Bullets Adds a bullet character to the left of a

paragraph.
Numbering Add a number or letter to the left of a

paragraph, and can be used to create
numbered lists.
Decrease List Level Used to increase and decrease paragraph

Increase List Level levels – indenting paragraphs to the left or the
right – so that they have more or less
prominence on the slide or notes.
Line Spacing Used to adjust the space between lines in a

paragraph.
Text Direction Adjust the text within a placeholder so that it is

horizontal, rotated or stacked.
Align Text Aligns text within a placeholder either to the top,

middle or bottom.

Example Button Button Name Description
Align Text Left / Aligns text to the left, right or centre of a

Center / Align Text placeholder. You can also justify the text so that
Right / Justify it extends across the width of the placeholder
with straight left and right margins.
Columns Splits text into a number of columns.
Convert to SmartArt Converts text to a SmartArt object.
Note that bullets and numbering are not covered within this section.
Displaying the ruler

When working with paragraph spacing, especially list levels, indents and
tabs, it is useful to show the ruler. This allows you to position indent
markers and tab stops and line up your text in accordance with the stops
shown on the ruler.
To show the ruler:
 In the Show/Hide group, click the Ruler option so that it is
ticked
When working with slides, the ruler will be shown in the Slide pane above
and to the left of the slide.

About tab stops
Tab stops can be used when working with text on slides or on notes
pages. You can use them to help you line up text in simple tables or
columns.
Within an object that holds text, PowerPoint automatically creates default
tab stops at approximately every 2.54 cm (1 inch). You can see them on
the horizontal ruler when the insertion point is positioned in a text
placeholder, text box, or other object that can hold text. They are
depicted by small faint marks on just below the ruler scale – four of them
are highlighted in the next picture.
To move to the next tab stop when typing text:

 Press the Tab key
To move back to the previous tab stop when typing text:
 Press the Backspace key
Using custom tabs

Custom tabs are far more flexible than default tabs. You can position them
wherever you want and there is a choice of four different tab alignments.
The tab alignments are described in the next table.
Alignment Appearance Appearance Effect

of tab button in ruler
Left Text is left aligned on the tab
Center Text is centred on the tab
Right Text is right aligned on the tab
Decimal Decimal points in numbers are aligned
The Tab button to the left of the ruler scale is used to determine the type
of tab when you set your own custom tab stops.
When you create custom tabs, default tabs still exist, but only to the right
of your custom tabs.
Setting custom tabs

Custom tabs are set using the ruler. To set tabs in selected paragraphs:
 Click the Tab button at the left-hand end of the ruler until the
type of tab you want to set is displayed
 Click on the lower half of the ruler in the position where you
want to set the tab
Clearing custom tabs

To clear custom tabs in selected paragraphs:
 Drag the custom tab stop off the ruler and drop it anywhere but
on the ruler

Moving a tab stops
Tab stops can be moved:
 Click and drag a small tab mark to a new position on the ruler -
new tab marks will appear
Setting and clearing tabs in the Tabs dialog box

The Tabs dialog box offers a more precise way of setting tab stops.
To open the Tabs dialog box:
 Click anywhere in the text object
 In the Paragraph group, click the Paragraph dialog launcher
button
 In the Paragraph dialog box, click the Tabs button
The Tabs dialog box will be displayed.
In the Tabs dialog box, you can add new tab stops and clear existing
ones. Note that there is no direct way of moving tabs in the Tabs dialog
box; you have to create a new tab stop and clear the old one.
To add a new tab stop:
 In the Tab stop position box, type a number for the position
where you wnat the tab
 In the Alignment options, choose whether you want a Left,
Center, Right or Decimal tab
 Click Set
 To create additional tab stops, repeat the steps
 When you have finished, click OK
To clear a tab:
 In the Tab stop position list, click the tab that you want to clear
 Click Clear
To clear all tabs:
 Click Clear All

Indents
Indents help you position text on a slide and on notes pages. PowerPoint
uses indents to promote and demote bulleted points on slides – decrease
and increase the list level, as well as for indenting body text or text that is
not bulleted or numbered.
PowerPoint has several preset indent values for paragraphs with and
without bullets and numbers.
There are three ways of setting indents:
 Using buttons and shortcut keys
 Using the indent markers on the horizontal ruler
 Using the Paragraph dialog box
The quickest way to set indents is to use the buttons and shortcut keys.
However, there are restrictions:
 The indentation can only be increased and decreased in set
increments
 You cannot indent text in certain types of placeholders, for
example, a title placeholder
Promoting and demoting bulleted lists using indents

Using indents you can promote and demote paragraphs in a bulleted list
so that a paragraph takes less or more predominance over another. Each
time you use indents to promote or demote a paragraph, the bullet will
change shape and/or size, and the font size and/or style will change using
one of the preset values as held on the slide master.
To promote a bulleted list using indents:
 Click the Decrease List Level button, or press Alt+Shift+
Note that when a bulleted list begins at the left-hand edge of a text
placeholder or text box, the Decrease Indent button has no effect.
You can demote a bulleted list by up to five indentations. To demote a
bulleted list using indents:
 Click the Increase List Level button, or press Alt+Shift+
About special indents

There are two types of special indents, first line and hanging.
Both can be set by using markers on the ruler or by using options in the
Paragraph dialog box. Hanging indents are often used for numbered or
bulleted paragraphs and appear automatically when you apply bullets or
numbers to a list.

Setting special indents using the ruler
To set special indents using the ruler:
 Drag the First Line Indent marker or Hanging Indent marker to
the required position
Dragging the special indent markers can be very fiddly - there are three
markers very close together, and you need to make sure that you get the
right one.
The location of the markers is shown in the following picture.
Setting special indents using the Pararaph dialog box

To set special indents using the Paragraph dialog box:
 Select the paragraphs for which you want to apply special
indents – if it is a single paragraph, just click somewhere in the
paragraph
button
The Paragraph dialog box will be displayed.
 In the Indentation options, open the Special list box and then
choose (none), First line or Hanging
 Set the required indentation in the Before text and By boxes

Text alignment and direction
You can align text horizontally within a placeholder, text box or shape, to
the left, right, centre or justified.
You can align text vertically within a placeholder, text box or shape, to the
top, middle or bottom.
You can also change the direction of text so that the letters within the
words are shown from left to right, rotated 90 degrees or 270 degrees, or
stacked one letter above the other.
To set the alignment and direction options:

paragraph
 Set the required alignment or direction required
To left-align a paragraph:
 In the Paragraph group, click the Align Text Left button, or
just press Ctrl+L

To centre a paragraph:
 In the Paragraph group, click the Center button, or just press
Ctrl+E
To right-align a paragraph:
 In the Paragraph group, click the Align Text Right button, or
just press Ctrl+R
To justify a paragraph:
 In the Paragraph group, click the Justify button, or just press
Ctrl+J
To align text vertically:
 In the Paragraph group, click the Align Text button, and then
choose Top, Middle or Bottom
To change the text direction:
 In the Paragraph group, click the Text Direction button, and
then choose Horizontal, Rotate all text 90°, Rotate all text
270°, or Stacked
The horizontal alignment options can also be found in the Paragraph
dialog box. The vertical alignment and text direction options, can also be
found on the Text Box tab of the Format Shape/Format Text Box dialog
boxes.
Line and paragraph spacing

Line spacing controls the amount of white space between the lines within
a paragraph. Paragraph spacing controls the amount of white space
between paragraphs.
To change the line spacing of the current or selected paragraphs:
 In the Paragraph group, click the Line spacing button, and
then choose the required setting
Spacing above and below paragraphs

You can adjust the spacing above and below paragraphs using the Spacing
options in the Paragraph dialog box.
To change the line spacing of the current or selected paragraphs:
paragraph
button
The Paragraph dialog box will be displayed. The Spacing options are found
at the bottom of the dialog box.

To set space before a paragraph:
 In the Spacing options, change the value in the Before box
To set space after a paragraph:
 In the Spacing options, change the value in the After box
When you have set the required spacing:
Splitting text into columns

To split text into columns:
 Select the text to be split
 In the Paragraph group, click the Columns button, and then
choose the required number of columns
For more column options:

 In the Paragraph group, click the Columns button, and then
choose More Columns
The Columns dialog box will be displayed.
 In the Number box, enter the required number of columns

 In the Spacing box, enter the space required between the
columns

Converting text to SmartArt
You can convert text to SmartArt easily. SmartArt provides a more
pictorial way of displaying your text, and can be used to enliven your
presentation.
To convert text to SmartArt:
 Click anywhere in the text placeholder, text box or shape
 In the Paragraph group, click the Convert to SmartArt button,
and then choose the required SmartArt, or click More
SmartArt Graphics and then choose the SmartArt from within
the Choose a SmartArt Graphic dialog box
Tasks ~ Paragraph Formatting

 Open the ParagraphFormatting presentation from your
course folder.

Task 1 ~ Display the ruler
In this task you will display the ruler if it is not already displayed.
If the ruler is not already displayed follow the next two instructions.
 In the Show/Hide group, click the Ruler option so that it
is ticked.
The ruler is displayed above and to the left of the slide.
Task 2 ~ Use the default tab stops

In this task you will use the default tab stops.
Use default tab stops to create a list showing the club opening times.
 View slide 5 - Opening Hours.
 Click at the end of the phrase The golf course is open to
members during the following hours.
Notice that the default tab marks appear on the ruler - the small faint
marks beneath the number scale. The First Line Indent, Hanging Indent
and Left Indent markers are set to allow for a hanging indent that is used
for the bulleted text.
 Press Enter to create a new paragraph.

A new bulleted list is started. If you tried to use the Tab key now,
PowerPoint would assume that you wanted to demote the bullet point, not
that you wished to use the default tabs. You need to remove the bullet in
order to use the default tabs effectively.

 In the Paragraph group, click the Bullets button.
The bullet is removed and you will now be able to use the default tab
settings.
 Type:
Months
 Press the Tab key to move the insertion point to the next
default tab setting – if you make a mistake and press the
Tab key too many times, just press the Backspace key to
reverse the action.
 Press the Tab key once more to move the insertion point
to the next default tab setting - at approximately 8 cm.
 Type:
Open
 Press the Tab key.
 Type:
Closed
 Press Enter to create a new line.
The top of the placeholder should resemble the next picture.
Now enter the times.

 Type:
Nov-Feb
 Press the Tab key twice.
 Type:
09:30
 Press the Tab key twice.
 Type:
16:30

 On your own, enter the remaining text, using the Tab key
to line up the columns:
Mar-Apr 09:00 18:30
May-Aug 08:00 19:30
Sep-Oct 09:00 18:00
selection.
When you have finished, the slide should resemble the next picture.
Task 3 ~ Set custom tabs and type columns of text

In this task you will set up four custom tabs - left, centre, decimal and
right - and will then type a list using these tab settings.
 View slide 6 - Club Shop.
 Click at the end of the phrase The following items are
available for sale from the club shop.
Now set the custom tabs using the Tab button and the ruler.
 To the left of the ruler scale, make sure that the Left
Tab button is shown - if not click the Tab button
repeatedly until it is shown.
 Click the ruler near 2 cm.
A small appears on the scale. Notice that the default tab marks to the
right of the new custom tab remain unchanged.
Next change the tab type to a centre tab.

 Click the Tab button so that the Center symbol
appears.
A small appears on the scale. The default tab marks to the left of the
new custom tab mark may disappear leaving only the default tab marks to
the right of the new custom tab.

Now change the tab type to a decimal tab.
 Click the Tab button twice so that the Decimal symbol
appears.
A small appears on the scale.
Finally, add a right tab at 21 cm.

 Click the Tab button three times so that the Right
symbol appears.
 Click the ruler near 21 cm mark.
A small appears on the scale and you are now ready to enter your
columns of text.
The insertion point should still be positioned at the start of the new line.
 Press Tab to move to the left tab position.
You are now ready to type a columnar price list.
 Type the following, pressing Tab to line up the columns:
Name Code Price Unit

 Type:
Golf balls GB1 £8.50 pk3

 On your own, enter the remainder of the table:
Golf balls GB2 £15.00 pk6
Hand Towel HT1 £7.99 each
Tees TE1 £2.99 pk8
selection.
Having entered all the text in the table, you may want to move the Name
and Code columns further apart. You can easily move the tab stops to do
this.
 Select all the lines in the table of prices.
 In the ruler, click the Left tab marker at 2 cm and
drag it to the left so that it is positioned at
approximately 1 cm, then release the mouse button.
As you move the tab marker, a dotted line will help you.

The entire column is moved to the left with the remaining columns
unchanged.
Task 4 ~ Increase and decrease paragraph indents

In this task you will increase and decrease the indent of a paragraph held
in a text placeholder.
You will notice that the subtitle needs to be given less prominence in
relation to the main title.
 Click anywhere in the subtitle Club Rules & Membership
Details.
 On the Home tab, in the Paragraph group, click the
Increase List Level button, or press Alt+Shift+.
Both lines of the subtitle text are indented and coloured grey.
Repeat the action.
 In the Paragraph group, click the Increase List Level
button, or press Alt+Shift+.
The text is moved further to the right and the font size is reduced from 48
points to 44 points. You will also notice that the indent markers have
moved on the ruler.

Increase the indent again.
 Make sure that the insertion point is still in the
subtitle text.
The paragraph is indented again.
Increase the indent twice more.
button twice, or press Alt+Shift+ three times.
You have now indented the text six times.
Now decrease the indent.

 Make sure that the insertion point is still in the
subtitle text.
 In the Paragraph group, click the Decrease List Level
button, or press Alt+Shift+.
The paragraph moves back one indent. Decrease the indent once more.
The paragraph is now indented four times. The text has a font size of
40 pts and is positioned neatly under the main title.
Task 5 ~ Promote and demote bulleted lists

In this task you will promote and demote text in a bulleted list. You will
also choose the bullet level prior to typing text into a new bulleted point.
 View slide 2 - Club Rules.
Items two and three in the bulleted list need to be demoted below the first
point.
 Click anywhere in the phrase When circumstances allow,
and on special open days, guests may be entitled to use
the Golf Course.
The bulleted paragraph is demoted - it is indented, the font size is reduced
to 24 pts from 28 pts, and the bullet is replaced with another.

Now demote the third point so that it has a lower level than the second.
 Click anywhere in the phrase There is a charge for this
provision that has to be made when the session is booked.
button three times, or press Alt+Shift+ three times.
The paragraph is indented and the font size is reduced.
Promote this paragraph by one indent.

The paragraph is promoted and the font size is increased.
Now add another bullet point below the last point.

 Click at the end of the phrase Any person using the
Course must wear appropriate clothing.
 Press Enter to create a new bullet point.
Demote the bullet point before you start typing.
button twice, or press Alt+Shift+ twice.
 Type:
Golf shoes may be hired at the club shop
 Press Enter to create a new bullet point.
The new bullet is created at the third level to match the line above. You
can demote or promote this point if you wish. Demote this point.
 Type:
There is a charge for this service
 Click the slide background to remove any selection.
Your slide should resemble the next picture.

Task 6 ~ Change line and paragraph spacing
In this task you will change line and paragraph spacing around some text.
 View slide 4 – Social Club Rules.
The text could do with being spaced out slightly to fit the slide better.
First adjust the line spacing so that there is a space of 1 between lines in
each paragraph – this is known as single line spacing.
 Select all the bulleted text on slide 4.
 In the Paragraph group, click the Line Spacing button,
and then choose 1.
The lines are spaced out more in each paragraph.
Next adjust the paragraph spacing so that the paragraphs are spread out
in the placeholder.
 In the Paragraph group, click the Paragraph dialog
launcher button.
The Paragraph dialog box is displayed.
 In the Spacing options, change the number in the Before
box to 4.
 In the Spacing options, change the number in the After
box to 12.

The paragraph spacing spreads the paragraphs out within the placeholder,
and makes each bulleted point easier to read.
Task 7 ~ Create a hanging indent

In this task you will create a hanging indent for existing text on a slide.
 View the last slide in the presentation - Termination of
Membership.
 Click anywhere in the phrase The club reserves the right
to terminate membership….
In the horizontal ruler you will see that there is no indent applied to the
phrase – the phrase is in line with the left-hand side of the placeholder.
Note the position of the indent markers in the left-hand side of the ruler.
Create a hanging indent.
 In the Paragraph group, click the Paragraph dialog
launcher button.
The Paragraph dialog box is displayed. You need to set up the options so
that the indentation starts at 2 cm before the main body of text, and so
that the hanging indent is also 2 cm.

 In the Indentation options, change the entry in the
Before text box to 2 cm.
 Open the Special list box, and then choose Hanging.
 In the By box, change the entry to 2 cm.

The text in the first paragraph is indented with a hanging indent. Notice
the change to the indent markers in the ruler. If you wanted, instead of
using the Paragraph dialog box, you could just drag the markers to the
required indent positions.
 On your own, indent the second and third paragraphs to

match the first paragraph.
When you have finished your slide should resemble the following picture.

Task 8 ~ Create a first line indent
In this task you will create a first line indent on some text in the
presentation notes pages.
 Make sure that you are viewing the last slide in the
presentation - Termination of Membership.
Display the notes page for this slide.
button.
 If necessary, zoom in on the notes so that you can see
them.
Create a first line indent for the notes text.
 Click anywhere in the notes text.
 In the ruler, click the First Line Indent marker – the
top marker in the ruler - and drag it to the right to
approximately 1 cm.
The first line indent is created for the paragraph.
 On your own, create a 1cm first line indent for the

second paragraph.

Task 9 ~ Change the horizontal and vertical alignment of
text
In this task you will change the horizontal and vertical alignment of text.
 View slide 4 – Social Club Rules.
 Click anywhere in the second paragraph Only smart
clothing….
If you look in the Paragraph group, at the alignment options, you will see
that this paragraph is left-aligned.
 Click anywhere in the third paragraph Only food and

drink….
 In the Paragraph group, click the Align Text Right
button.
The text is aligned to the right.
Align this text to the centre of the placeholder.

 Click anywhere in the third paragraph Only food and
drink….
 In the Paragraph group, click the Center button.
The text is now centred.
Justify the last paragraph.

 Click anywhere in the paragraph All golf clubs, bags and
balls….
 In the Paragraph group, click the Justify button.

The text is spread out from left to right across the placeholder so that
both the left-hand and the right-hand margins are straight.
Next change the vertical alignment of the title.

 Click anywhere in the title Social Club Rules.
 In the Paragraph group, click the Align Text button, and
then choose Top.
The title moves to the top of the title placeholder.
Task 10 ~ Change text direction

In this task you will change the direction of text.
 Click anywhere on the main title – The Golf Club.
You will notice that the text placeholder has been sized to fit the top half
of the slide. You will sometimes have to resize placeholders in order to
accommodate text that you wish to rotate.
Rotate the text through 270 degrees.
 In the Paragraph group, click the Text Direction button,
and then choose Rotate all text 270°.
The text is rotated but is aligned to the right of the slide.

The Align Text options will now allow you to place the rotated text to the
left, centre or right.
 In the Paragraph group, click the Align Text button, and
then choose Left.
The rotated text appears to the left of the slide.
Finishing off
Hide the ruler.
 In the Show/Hide group, click the Ruler option so that it
is not ticked.
You can now close the current presentation.
it.

Bullets and Numbering
Objectives
Apply bullets using the Bullets button
Create a numbered list using the Numbering button
Customise a bullet style
Change the starting number for a numbered list
Add bullets and numbers to a list automatically as you type
About bullets
A bulleted list puts a bullet such as ● before every paragraph and
automatically indents the body of the paragraph. The themes and design
templates supplied with PowerPoint have some default bullet styles ready
for use. However, you can change the default bullet style if you wish.
Bullets can be applied to existing lists of information, or can be applied as
you type. Most slide layouts for text will automatically include bulleted
lists.
There are two ways to apply bullets:
 Use the Bullets button
 Use the Bullets and Numbering dialog box
Using the Bullets button

To apply the default bullet style to the current paragraph(s):
 In the Paragraph group, click the Bullets button
To apply different bullet:
 On the Home tab, in the Paragraph group, click the arrow on
the Bullets button, and then choose the required bullet, or
choose None to remove an existing bullet

Using the Bullets button to add bullets to existing text
To add bullets to existing text using the Bullets button:
 Select the list - if you want to add a bullet to a single
paragraph, just position the insertion point anywhere in the
paragraph
 Click the Bullets button – not the arrow on the button
The Bullets button will either apply the default bullet style for the design
template or will apply the most recently used bullet style.
Adding bullets as you type

There are two ways to add bullets as you type:
 Click the Bullets button before you start to type
 Type * followed by a space or tab before the first item you are
listing
To end a bulleted list:
 Click the Bullets button, or on a new line, press the
Backspace key
Using the Bullets and Numbering dialog box

To change attributes of bullets, or use other bullet styles:
 In the Paragraph group, click the arrow on the Bullets button,
and then choose Bullets and Numbering
The Bullets and Numbering dialog box will be displayed.
 Click the Bulleted tab to choose bullet styles

 Choose a bullet or number style from the range offered
 In the Size box, enter the size required for the bullet – based
on a percentage of the text size
 Click the Color button, and then choose a colour for the bullet
or number

Customising bullet styles
The Bullets and Numbering dialog box offers you several bullet styles, but
you can customise these by choosing other symbols or pictures for your
bullets.
To create a customised bullet style:
 Open the Bullets and Numbering dialog box, and then display
the Bulleted tab
 Select a bullet style to customise - the existing bullet style will
be replaced by the new one that you choose
 Click the Customize button to open the Symbol dialog box, or
click the Picture button to open the Picture Bullet dialog box
 Choose a symbol, or a picture, and then click OK

 In the Bullets and Numbering dialog box, click OK to apply the
new bullet style
Note that if you wanted to change the bullet character for all the bullet
points at a particular level in a presentation, it would be quicker to change
the character of the appropriate bullet point on the Slide Master.
Resetting a custom bullet style

To reset a custom bullet style:
 Open the Bullets and Numbering dialog box, and then display
the Bulleted tab
 Click the customised bullet style, click Reset, and then click
Yes to confirm that you wish to reset the bullet style
About numbering
Numbering works in exactly the same way as bullets except that the
bullets are a number series.
A numbered list puts a number before every paragraph. A wide choice of
numbering styles is available:
 Ordinary (Arabic) numbers - 1, 2, 3, 4…
 Roman numerals - I, II, III, IV… or i, ii, iii, iv…
 Letters - A, B, C, D… or a, b, c, d…

There are two ways to number an existing list:
 Use the Numbering button
 Use the Bullets and Numbering dialog box
You can also automatically add numbers to lists as you type.
By default, PowerPoint will start numbering from 1, but you can change
this.
Using the Numbering button to add numbers to existing

text
To apply the numbering style to the current paragraph(s):
 On the Ribbon, click the Home tab
 In the Paragraph group, click the Numbering button
To apply different numbering style:
 On the Home tab, in the Paragraph group, click the arrow on
the Numbering button, and then choose the required
numbering, or None to remove existing numbering
Creating a numbered list as you type

There are two ways to create a numbered list as you type:
 Click the Numbering button before you start to type - this
method will use the most recently used number style
 Type a number followed by a space or tab before the first item
you are listing; PowerPoint will use your chosen number style -
you can start with 1) if you want your list to be numbered 1),
2), 3)…, a) for a), b), c)…, etc.
To end a numbered list:
 Click the Numbering button, or press the Backspace key
Choosing to start a list at a specified number

To choose the number from which to start a numbered list:
 In the Paragraph group, click the arrow on the Numbering
button, and then choose Bullets and Numbering

The Bullets and Numbering dialog box will be displayed.
 Click the Numbered tab
 In the Start at box, enter the start number for your list
Adding items to a bulleted or numbered list

It is straightforward to add to an existing bulleted or numbered list:
 To insert a new entry above an existing line, position the
insertion point at the beginning of the existing entry, and then
press Enter
 To insert a new entry below an existing line, position the
insertion point at the end of the existing entry, and then press
Enter
Tasks ~ Bullets and Numbering

 Open the BulletsNumbering presentation from your course
folder.

Task 1 ~ Apply bullets using the Bullets button
In this task you will use the Bullets button to add bullets to a single line
of text and then to several lines of text.
 Press Page Down twice to locate slide 3 - Venues.
 Click anywhere in the text Leisure centres & complexes.
The Bullets button is found on the Home tab, or in the mini toolbar. Use
the Ribbon here.
 Click the Bullets button – do not click the arrow on the
button.
The line is preceded by a bullet. The bullet style is determined by the
design template and theme attached to the presentation. In this case you
should see a small red square bullet.

Now apply bullets to the rest of the list.
 Select the remainder of the list, from Theatres to Civic
centres.
 Click the Bullets button – not the arrow on the button.
 Click anywhere on the slide background to cancel the
selection.
Task 2 ~ Add entries to a bulleted list

In this task you will add additional entries to a bulleted list.
On slide 3, add two additional venues to the list – ―Broadcasting studios‖
at the start of the list, and ―Village halls‖ after ―Town halls‖.
 Make sure that you are still viewing slide 3 – Venues.
 Move the insertion point to the start of the word
Leisure.
 Press Enter.
A new line is created at the top of the list.
 Press  to move the insertion point to the new line.
The bullet appears.
 On the new line, type:

Broadcasting studios
 Move the insertion point to the end of the text Town
halls.

Village halls
PowerPoint may resize the text automatically so that the new points fit
neatly in the placeholder. If it doesn‘t resize the text automatically, you
should do so by using the AutoFit Options button.
 If the text has not resized automatically to fit the text
placeholder, point at and then click the AutoFit Options
button.
You will be given some choices, including fitting the text to the
placeholder, splitting the text between two slides, and changing to two
columns.
 In the list, choose AutoFit Text to Placeholder.

The text now fits in the placeholder.
selection highlight.
Task 3 ~ Choose a different bullet style

In this task you will change to a different bullet style.
 Select the whole list - Broadcasting studios to Civic
centres.

 On the Home tab, in the Paragraph group, click the arrow
on the Bullets button.
A list of bullet styles is displayed.
 Choose the third option in the second row - the

symbol.
The style of the bullets is changed.
selection.
Task 4 ~ Customise a bullet style

In this task you will create a customised bullet style.
 Select the last three items in the list.
 In the Paragraph group, click the arrow on the Bullets
button, and then choose Bullets and Numbering.
The Bullets and Numbering dialog box is displayed.

You need to choose the bullet shape that you wish to customise.
 In the selection of bullet styles, select the bullet
style shown as a tick .
 Click Customize.
The Symbol dialog box is displayed. You can select any character in the
current font as a bullet character, or open the Font list box to switch to a
different font.
 If necessary, open the Font list box and choose
Wingdings. (If this font is not installed on your
computer, choose any other font for now.)
Choose the  symbol, or another character if this one isn‘t available.

Now change the colour for the bullet.
 In the Bullets and Numbering dialog box, click the Color
button, and then choose a Purple colour.

 Click OK to apply the new bullet.
 Click the slide background to cancel the selection.
You will now trying using a picture as a bullet.

 Select the first four items in the list - Broadcasting
studios to Exhibition halls.
 In the Paragraph group, click the arrow on the Bullets
Choose the bullet shape that you wish to customise.
 In the selection of bullet styles, select the bullet
style shown as a tick .
 Click Picture.
The Picture Bullet dialog box is displayed - you may have to wait a few
seconds for all the bullet pictures to be displayed.

 Choose any of the available pictures as a bullet.
The bullet style is applied to the selection.
selection.
Task 5 ~ Remove bullets

In this task you will remove the bullets from the list of venues.
 Select the whole list - Broadcasting studios to Civic
centres.
 Click the Bullets button – not the arrow on the button –
once or twice until the bullets are removed.
The bullets are removed from the list.
Task 6 ~ Number paragraphs using the Numbering button

In this task you will number paragraphs using the Numbering button.
 Press Page Down to view slide 4 - Locations.
First try adding a number to a single line of text.
 Click anywhere on the place name Aberdeen.
 In the Paragraph group, click the Numbering button – not
the arrow on the button.
You can see that the place name ―Aberdeen‖ is preceded by a number -
although you may see a different number style.
Now number the rest of the place names in the left-hand column.
 Select the remainder of the place names in the left-hand
column, from Belfast to Exeter.
 Click the Numbering button.
Notice that PowerPoint realised that there was already a paragraph
number 1, and has numbered the remaining selected paragraphs starting
from 2 to 8.

Task 7 ~ Add entries to a numbered list
In this task you will add entries to a numbered list to see how the list is
automatically renumbered.
 Make sure that you are still viewing slide 4 – Locations.
First, add the place name Aberaeron at the start of the list.
 Position the insertion point at the start of Aberdeen.
 Press Enter.
 Press  to move the insertion point to the new line.
A new number 1 appears.
Aberaeron
As soon as you start to type the new word, the remainder of the list is
renumbered.
 Position the insertion point at the end of the place name
Cardiff.
 Press Enter.
Carlisle
PowerPoint has taken care of the numbering for you; renumbering items
that appear lower down the list.

PowerPoint may resize the text automatically so that the new points fit
neatly in the placeholder. If it doesn‘t resize the text automatically, you
should do so by using the AutoFit Options button.
 If the text has not resized automatically to fit the text
placeholder, point at and then click the AutoFit Options
button, and then choose AutoFit Text to Placeholder.
The text now fits in the placeholder.
selection highlight.
Task 8 ~ Change the start number for the list

In this task you will change the start number for a list of numbered points.
Start by numbering the place names in the right-hand column of slide 4.
 Select the place names in the right-hand column, from
Glasgow to York.
 In the Paragraph group, click the Numbering button.
The place names are numbered from 1 to 8. However, they need to be
numbered from 11 to 18. This can be achieved via the Bullets and
Numbering dialog box.
 Make sure that the right-hand column of place names is
still selected.

 In the Paragraph group, click the arrow on the Numbering
 If necessary, click the Numbered tab.
Here you can choose different number styles as well as being able to
choose a starting number for the numbered list.
 Change the entry in the Start at box to 11.

The list is renumbered from 11 to 18.
selection.
Task 9 ~ Choose a different numbering style

In this task you will use the Bullets and Numbering dialog box to change
to a different numbering style
 Select the place names in the right-hand column, from
Glasgow to York.

 In the Paragraph group, click the arrow on the Numbering
button.
A list of numbering styles is displayed.
 Choose the middle option - K.L.M.

The place names are renumbered using the letters K to R.
selection.
Task 10 ~ Remove numbering

In this task you will remove the numbering from a list.
Remove the numbering from the left-hand list.
 Select the whole of the left-hand list - Aberaeron to
Exeter.
The numbering is removed from the list.

selection.
Task 11 ~ Add bullets as you type

In this task you will apply bullets automatically as you type.
 Press Page Down twice to view slide 6 - Celebrity Chefs.
 Click at the end of the phrase Cast includes: and then
press Enter to create a new line.
 In the Paragraph group, click the Bullets button to turn
the bullets feature on – do not click the arrow on the
button.
 Type:
Keith Rhodes
 Press Enter.
A new bulleted line is started.
 Type the following - pressing Enter after each:
Gary Turner
Brian Barry
Remove the bullet from the end of the list.

 In the Paragraph group, click the Bullets button – not
Now try typing a bulleted list by starting with an asterisk and a space.
 Press Enter to create some space.
 Type:
* Keith Harriott
 Press Enter.
Note that a small round red bullet appears at the start of the line, and that
a new small bullet is displayed on the new line.
Sophie Floyd
Michael Stein

 Press the Backspace key to remove the last bullet.
 If necessary, AutoFit the text to the placeholder.
Task 12 ~ Add numbers automatically as you type

In this task you will add numbers to a list as you type.
 Press Page Down to view slide 7 - The Show will take the
following format.
 Click the left-hand Click to add text placeholder.
 Type:
Audience quiz
 Press Enter.
A new numbered line is started.
Select 2 audience members
Introduce chefs
Cookery demonstration

the arrow on the button – to turn the feature off.
Now try typing a numbered list by starting with a number and a space.
 Click the right-hand Click to add text placeholder.
 Press the Backspace key to remove the existing bullet.
 Type:
5.
 Press the Tab key.
 Type:
Audience members cook - with help
 Press Enter.
The paragraph is indented and a number 6 appears at the start of the
second line.

3 different audience members judge
Prizes given
 Press the Backspace key to remove the bullet number 8.

Finishing off
it.

More on Drawing Objects
Objectives
Draw different types of lines and shapes
Change the order, grouping and alignment of shapes on a slide
Change shape styles and apply shadow effects
Copy and move illustrations within the presentation and between
presentations
Drawing different types of shapes

PowerPoint has a collection of tools to help you draw shapes and pictures
in your presentation, for example, lines, arrows, rectangles and circles.
You can type text into many of the shapes.
To draw a shape in a slide:
 View the slide in which you want to draw the shape
 On the Insert tab, in the Illustrations group, click the Shapes
button, or on the Home tab, in the Drawing group, click the
required shape – if it is not available, click the More button or
the Shapes button, and then choose a shape
 Click the required shape button, and then drag out the shape
on the slide
To add text to a shape:
 Type the text
All drawing objects can be formatted by changing their colour and by
adding 3D effects, etc.
Drawing circles and squares

To draw an oval shape:
 Click the Shapes button, and then click the Oval button
 Drag out the oval shape
To draw a rectangle:
 Click the Shapes button, and then click the Rectangle button
 Drag out the rectangle shape
To force an oval to be a circle, or a rectangle to be a square:
 Hold down the Shift key while you draw the object
Drawing lines and arrows

To draw a line:
 Click the Shapes button, and then click the Line button
 Click the slide in the position that you want the line to start,
and then drag the mouse pointer to the line‘s finish position
and release the mouse button

To force the line to be exactly horizontal or vertical or at an angle that is a
multiple of 45°:
 Hold down the Shift key while you draw the line
To draw a line with an arrowhead:
 Click the Shapes button, and then click the Arrow button
 Drag out the arrow on the slide
To change the style of a selected arrow line, or to add an arrow style to a
selected line:
 In the Shape Styles group, click the Shape Outline button,
point to Arrows, and then choose an Arrow style
Start and finish arrow styles can also be applied to a selected line or arrow
using the Format Shape dialog box.
To apply arrow styles using the Format Shape dialog box:
 Right-click the line or arrow line, and then choose
Format Shape
The Format Shape dialog box will be displayed.
 On the Line Style tab, under Arrow settings, choose the

Begin type, Begin size, End type and End size for the arrow
shape
 Click Close
A block arrow is different from a line arrow in that you can change the fill
colour of a block arrow, and can also insert text into the shape.

To draw a block arrow:
 Click the Shapes button, and then under Block Arrows, click
the required block arrow button
 Drag out the arrow shape on the slide – you can adjust the
height and width as you draw the shape
Drawing arcs
To draw an arc:
 Click the Shapes button, and then under Basic Shapes, click
the Arc button
 Click the slide to insert the arc, or click and drag out an arc
shape
Drawing curves
To draw a curve:
 Click the Shapes button, and then under Lines, click the Curve
button
 Click once on the slide for the starting position, click again for
the second point of the curve, then click again for the third
point of the curve and so on
To finish drawing a curve:
 To close a curve drawing, click the starting point
 For an open curve, double-click the finishing point, or press Esc
Freeform drawing
The Freeform drawing tool can be used to draw irregular shapes, polygons
or lines. The shape is made up of a series of lines by clicking the slide.
To create a freeform drawing:
 Click the Shapes button, and then under Lines, click the
Freeform button
 Click once on the slide for the starting position, click again for
the second position, click again for the third position and so on
To finish freeform drawing:
 For a closed shape, click the starting point
 For an open shape, double-click the finishing point, or press
Esc
Using the Scribble tool

The scribble tool has the effect of converting your mouse into an
electronic equivalent of a pencil, allowing you to draw irregular shapes,
objects and words.
To use the Scribble tool:
 Click the Shapes button, and then under Lines, click the
Scribble button
 Draw on the slide as required – when you release the mouse
button the scribble tool will finish

The Drawing Mode
You can draw an object repeatedly by turning on the drawing mode.
To turn on the drawing mode:
 Right-click the required shape button, for example the Line
button, and then choose Lock Drawing Mode, to turn the
drawing mode on
 Draw the shape as many times as required
To turn off the drawing mode, choose one of the following methods:
 Click the same shape button
 Press Esc
 Draw another type of shape
Selecting drawn objects

To select a drawn object:
 Click the object so that the sizing handles - small circles and
squares at the perimeter of the object - appear
To select multiple objects:
 Hold down the Shift key while you click each object in turn
To select all the objects on a slide:
 Press Ctrl+A
Resizing objects
To resize selected objects, choose one of the following methods:
 Drag the object frame handles in the direction that you want to
resize
 On the Format tab, in the Size group, enter the Shape Height
and Shape Width
 Right-click the object, choose Size and Position, and then in
the Size and Position dialog box enter a Height and Width

Adjustment handles
Adjustment handles are available on some drawn objects. They are
displayed as small yellow diamonds and allow you to adjust parts of that
object, for example, the depth of a cube, or the size of a block arrowhead.
To adjust an object:
 Point at the adjustment handle, and drag it to change the
shape of the object
Arranging objects
Objects can be ordered, grouped, aligned and rotated, so that they appear
where you require them on a slide, and so that they are displayed with
other objects appropriately.
Changing the order of objects

Objects in PowerPoint are stacked in layers. If you lay one object on top of
another it will partly, or fully, hide the object underneath. You can choose
the order in which to stack the objects by using the Order options.
To move a selected object, to the front or back of the layers of objects:
 On the Format tab, in the Arrange group, click Bring to Front
or Send to Back as appropriate
To move an object up or down the layers of objects:

 On the Format tab, in the Arrange group, click the arrow on
either the Bring to Front button or the arrow on the Send to
Back button, and choose Bring to Front, Bring Forward,
Send to Back, or Send Backward as appropriate
You can also change the order of a selected object using the shortcut
menu. To use the shortcut menu:
 Right-click the object, and then choose either the Bring to
Front button or Send to Back, or point at one of these
options and choose Bring to Front, Bring Forward, Send to
Back, or Send Backward as appropriate

Grouping and ungrouping objects
You can select a number of objects and then group them together to form
one single object. The new object can then be changed.
To group objects:
 Select the objects to be grouped
 On the Format tab, in the Arrange group, click the Group
button, and then choose Group, or right-click the selection,
point to Group and then choose Group
To ungroup grouped objects:
 On the Format tab, in the Arrange group, click the Group
button, and then choose Ungroup, or right-click the selection,
point to Group and then choose Ungroup
Aligning objects
Objects can be aligned on a slide - left, centre or right, and top, middle or
bottom, or to one another. In order to align objects to a slide, the Align to
Slide option must be chosen; to align objects to one another, the Align
Selected Objects option must be chosen.
To turn on the Align to Slide option:
 Select an object
Align to Slide
To turn on the Align Selected Objects option:
 Select more than one object
Align Selected Objects
To align objects to a slide or to one another –

depending on the option that you have chosen:
 Select the object(s) to be aligned
 In the Arrange group, click the Align
button, and then choose the required
alignment

Rotating drawn objects
To rotate selected objects, or flip them horizontally or vertically, choose
one of the following methods:
 Point the mouse at the rotate handle – small green circle – and
drag the mouse in the direction that you want to rotate the
object(s)
 On the Format tab, in the Arrange group, click the Rotate
button, and then choose the required rotation
 Right-click the selected object(s), choose Size and Position to

open the Size and Position dialog box, and then set the
required Rotation angle
Formatting drawn objects

Drawn objects can be formatted in various ways. The fill colour of a shape
can be changed and a border can be placed around the shape. You can
add shadows to drawn objects, and can also apply 3-D effects. (Using 3-D
effects is not covered here.)
Filling a shape with colour

To fill a selected shape with colour, choose one of the following methods:
 On the Format tab, in the Shape Styles group, choose one of
the Shape Quick Styles
 On the Format tab, in the Shape Styles group, click the main
part of the Shape Fill button – not the arrow on the button, to
fill the shape with the colour shown on the button

 On the Format tab, in the Shape Styles group, click the arrow
on the Shape Fill button, and then choose one of the Theme
Colors, Standard Colors or Recent Colors, or choose a Picture,
Gradient or Texture fill
 Right-click the shape, choose Format Shape to open the

Format Shape dialog box, then use the options on the Fill tab
to apply a Solid fill, Gradient fill, or Picture or texture fill,
and to set any required Transparency for the object – choose
the fill and transparency and then click Close
Note that the Slide background fill option will use a colour that is used on
the slide background, and for certain backgrounds will simply make the
shape transparent.
To choose a colour that is not shown in the Theme Colors or Standard
Colors:
on the Shape Fill button, and then choose More Fill Colors
The Colors dialog box will be displayed.

The Colors dialog box has two tabs:
 Standard – a palette of standard colours –click the required
colour, and then click OK
 Custom – a colour palette in which you can create your own
colour by dragging the small cross-hair pointer to the required
colour, or by using the RGB or HSL colour models – locate or
define your colour, and then click OK
In both tabs, a level of transparency may also be set.
Removing a fill colour

To remove a fill colour from a selected shape choose one of the following
methods:
on the Shape Fill button, and then choose No Fill
Format Shape dialog box, then on the Fill tab, choose No fill,
and then click Close
Adding outlines to drawn objects

Border lines – outlines – can be added to shapes. You can choose a colour
for the line, and you can also choose a style and weight (thickness) for the
line. These options can also be applied to lines and line arrows.
To add or change the outline for a selected shape, or to change the line
attributes for a selected line or line arrow, choose one of the following
methods:
 On the Format tab, in the Shape
Styles group, click the arrow on the
Shape Outline button, and then
choose one of the Theme Colors,
Standard Colors or Recent Colors, or
choose Weight, Dashes or Arrows to
change the line thickness, line style or
arrow options

 Right-click the shape or line, choose Format Shape to open
the Format Shape dialog box, then use the options on the Line
Color tab to apply a Solid line or Gradient line, and on the
Line Style tab to choose the line Width, Compound type, Dash
type, Cap type and Join type – choose the line attributes and
then click Close
Removing an outline
To remove an outline from a selected shape, choose one of the following
methods:
on the Shape Outline button, and then choose No Outline
Format Shape dialog box, then on the Line Color tab, choose
No line, and then click Close
Applying a shadow to a drawn object

To apply a shadow to a selected drawn object, choose one of the following
methods:
 On the Format tab, in the Shape Styles group, click the Shape
Effects button, then choose Shadow, and then choose one of
the shadow effects

 Right-click the drawn object, choose Format Shape to open
the Format Shape dialog box, then on the Shadow tab, set the
shadow Presets style, Color, Transparency, Size, Blur, Angle
and Distance, and then click Close
Deleting drawn objects

To delete drawn objects:
 Select the drawn object(s)
Note that if you delete a shape that holds text, the text will also be
deleted.
Moving and copying drawn objects

You can move and copy drawn objects within a presentation, or between
presentations. The same methods are used to copy text.
Moving objects within a presentation

To move a drawn object on the same slide:
 Select the object to be moved
 Drag it to its new position on the slide
To move an object to another slide within a presentation:
 Select the object to be moved
 On the Home tab, in the Clipboard group, click the Cut button,
or press Ctrl+X
 View the slide in which you want to paste the object
Copying objects within a presentation

To copy a drawn object within a presentation:
 Select the object to be copied
 On the Home tab, in the Clipboard group, click the Copy
button, or press Ctrl+C
 View the slide in which you want to paste the object

Moving and copying objects between presentations
To copy and move a drawn object between two presentations:
 Open both presentations
 Cut or Copy the object to be moved or copied
 Switch to the other presentation window
 Move the insertion point to the location in the presentation
where you want to insert the object, and then use Paste
Tasks ~ More on Drawing Objects

 Create a new blank presentation with a single Blank slide
layout.
Task 1 ~ Draw lines, arrows, arcs and curves

In this task you will draw some lines, arrows, arcs and curves. You will
also change a line weight and an arrow style.
Start by drawing a single horizontal line.
 In the Illustrations group, click the Shapes button, and
then click the Line button.
As you move the mouse pointer over the slide, the mouse pointer changes
its shape to a cross.
 Position the mouse pointer somewhere near the top left-
hand corner of the slide, then hold down the mouse button
and drag out a line to towards the right-hand edge, then
On your screen the line may appear stepped, but on paper it will be
printed as a straight line.
Next draw several more lines incorporating the use of the Shift key as
instructed. Turn on the drawing mode for drawing lines.
 In the Illustrations group, click the Shapes button, then
right-click the Line button, and then choose Lock Drawing
Mode.
 Position the mouse pointer somewhere near the middle of
the left-hand edge of the slide, then hold down the Shift
key and drag a line out to the right - the line should
stay exactly horizontal even if you don’t drag exactly
horizontally.
 Position the mouse pointer near the middle of the slide,
and then hold down the Shift key and drag out a line -
now move the pointer round in a circle.
Note how the line snaps to different angles.
 Release the mouse button to draw the line.
 Press Esc, to turn off the drawing mode.

Next, change the style of the second line that you created.
 Select the second line that you created - the line that
runs horizontally across the slide.
 In the Shape Styles group, click the arrow on the Shape
Outline button, and then point to Weight.
You can choose one of the line weights in the list, or click More Lines to
open the Format Shape dialog box where you can choose other options for
your line format.
 Choose the last style in the list – 6 pt.
The line style is changed.
Next draw an arrow.

 On the Format tab, in the Insert Shapes group, click the
Arrow button – if the Arrow button is not visible, click
the More button and then click the Arrow button in the
Shapes gallery.
 Position the mouse pointer somewhere near the bottom
left-hand corner of the slide, then hold down the mouse
button and drag out a line to towards the right-hand
edge, then release the mouse button.
Change the style of the selected arrow.
 In the Shape Styles group, click the arrow on the Shape
Outline button, and then point to Arrows.
Different arrow styles are displayed. You can either choose one from the
list or you can click More Arrows and then define your arrow style using
the options in the Format Shape dialog box.

 Choose the seventh arrow style in the list - Arrow Style
7.
 On your own, draw some more arrows and incorporate the
use of the Shift key - change the arrow styles also.
Next draw some arcs and curves.
then under Basic Shapes, click the Arc button.
 Drag out an arc on the slide.
then under Basic Shapes, click the Arc button.
 Click the slide to place an arc on the slide.
Draw some curves.
then under Lines, click the Curve button.
 Click once on the slide for the starting position of the
curve.
 Click again, to the right of the first point, for the
second point of your curve.
 Click a third time - above the line between the two
points - and note how your curve starts to take shape.
 On your own, click two or three other places on the

slide.
 When you are ready, double-click the last point for the
curve, or press Esc.
Task 2 ~ Delete drawn objects

In this task you will delete the objects that you have drawn.
Delete all the lines, arrows, arcs and curves that you have drawn on the
slide.
 Select one of the arrows that you created.

The arrow is deleted. Now delete all the remaining objects on the slide.
 Press Ctrl+A to select all the drawn objects on the
slide.
You now have a blank slide ready for the next task.
Task 3 ~ Draw, resize and apply shadows to rectangles and

squares
In this task you will draw a rectangle and two squares. You will then resize
the objects before applying a shadow.
then under Rectangles, click the Rectangle button.
 Draw out a rectangle anywhere on the slide, allowing for
room to draw two more objects.
The rectangle is created and is filled with the automatic fill colour.
Draw a square.
 Click the Shapes button, and then click the Rectangle
button again.
 Hold down the Shift key and drag out a square.
 On your own, draw another square.
Resize the rectangle.
 Select the rectangle.
Small circles and squares - frame handles - appear around the sides of the
object.
The small green circle at the top of the object is known as the rotate
handle. This allows you to rotate the rectangle.
 Point at the bottom right-hand sizing handle.
The mouse pointer will change its shape to a diagonal double-headed
arrow.
 Click and drag the mouse up and to the right slightly to
increase the width of the rectangle while also reducing
its height.
Next resize one of the squares.
 Select one of the squares.
 Point at the top left-hand sizing handle.
 Click and drag the mouse down and to the left slightly to
change the square to a rectangle.

Finally, resize the remaining square but keep it as a square by
incorporating the Shift key.
 Select the remaining square.
 Point at one of the corner sizing handles, hold down the
Shift key and then drag the mouse outwards to make the
square larger.
Now apply a shadow to square that you just resized.
 Make sure that the square is still selected.
button, and then point to Shadow.
A palette of shadow styles is displayed.
 Under Outer, choose the first shadow style.

A shadow is applied behind the square.
 On your own, experiment with drawing squares and

rectangles, and then resizing them and applying shadows.
Finish off by deleting all the objects on the slide.

 Press Ctrl+A to select all the rectangles and squares on
the slide.
You again have a blank slide ready for the next task.
Task 4 ~ Draw ovals and circles and change colours

In this task you will draw ovals and circles and change the line and fill
colours of those objects.
then under Basic Shapes, right-click the Oval button, and
then choose Lock Drawing Mode.
 Draw out an oval anywhere on the slide, allowing for room
to draw at least two more objects.
The oval is created and is filled with the automatic fill colour.
 Hold down the Shift key and drag out a circle.
 Hold down Shift key and drag out another circle.
 Press Esc to turn the drawing mode off.
Resize one of the circles.
 Select one of the circles.
 Point at one of the corner frame handles, hold down the
Shift key and then drag the mouse inwards to make the
circle smaller.
Recolour one of the circles and change the circle border colour.
 With one of the circles selected, in the Ribbon, click
the Format tab.
and then choose a light-purple colour.
The fill colour in the shape is changed to light-purple.
 In the Shape Styles group, click the Shape Outline
button, and then choose the Aqua colour.
The shape outline changes to an Aqua colour.
Now change the colour in the other circle so that it has a fill effect.
 Select the other circle.
and then choose Gradient.

A palette of various gradient patterns is displayed.
 Under Dark Variations, choose the first gradient style.

Further gradient options are available via the Format Shape dialog box.
 Right-click the circle, and then choose Format Shape.
The Format Shape dialog box is displayed and the Fill options are shown.
 If necessary, move the Format Shape dialog box to one
side slightly so that you can see the effects on the
shape.
 Make sure that the Gradient fill option is chosen.
 Click the Preset Colors button, and then choose the first
colour set – Early Sunset.
 Open the Type list box, and then choose Radial.
 Click the Direction button, and then choose From Center.
The gradient colours are built from a series of stop positions. Change the
position of stop 1.
 Under Gradient stops, move the Stop position slider over
to 35% and note the change on the circle shape as you do
so.
Set a level of transparency for this shape.
 Move the Transparency slider over to 50%.

 Click Close.
 Click the slide background to deselect the circle.
 On your own, experiment with drawing ovals and circles,

and then resizing them and recolouring them.
 Press Ctrl+A to select all the ovals and circles on the
slide, and then press the Delete key.
Task 5 ~ Draw shapes with adjustment handles

In this task you will draw some shapes, enter text into shapes, and then
use the adjustment handle to adjust the proportions of the shapes.
 First draw some shapes.
 On your own, use the tools in the Shapes palette to draw
a diamond shape, a cube shape and a smiley face shape.
Next, type some text into the diamond shape.

 Select the diamond shape, and then type:
Shape #1

 If necessary, resize the shape so that the text fits over
2 lines.
 Click the slide background to deselect the object.
 Select the cube shape.

The cube has an adjustment handle - the small diamond near to one of
the frame handles. This can be used to adjust the shape of the cube.
 Drag the adjustment handle downwards a little.

The cube is adjusted to a longer and thinner cuboid shape. Type some
text into this shape.
 Make sure that the cuboid shape is still selected, and
then type:
Shape #2
 Select the smiley face object.

This too has an adjustment handle that allows you to adjust the ―smile‖.

 Drag the adjustment handle up so that the face has a sad
expression.

 Press Ctrl+A to select all the objects on the slide, and
then press the Delete key.
Task 6 ~ Rotate and flip drawn objects

In this task you will rotate and flip drawn objects.
 On your own, use the tools in the Shapes palette to draw
a right-angled triangle and to its right a 5-point star.
Start by flipping the triangle horizontally and the star vertically.

 Select the triangle.
 In the Arrange group, click the Rotate button, and then
choose Flip Horizontal.
The triangle is flipped horizontally.
 Select the star.
choose Flip Vertical.
The star is flipped upside down.
Next try one of the rotate options.

 Select the triangle.
choose Rotate Left 90°.

The triangle is rotated.
Rotate the triangle using the rotate handle - the small green circle above
the object.
 Make sure that the triangle is still selected.
 Position the mouse pointer over the small rotate handle
at the top of the triangle.
The mouse pointer changes its appearance.
 Click the circle and drag the mouse around in a circular
motion to see how the shape rotates.
 Finish off by rotating the shapes so that they resemble
those shown in the following picture.
Task 7 ~ Align objects

In this task you will align objects on a slide.
First you will align the star shape to the top left-hand side of the slide, and
then you will align the triangle to the bottom right-hand side of the slide.
First make sure that the Align to Slide option is turned on.
 Select the star shape.
choose Align to Slide.
You are now ready to align the star.
choose Align Left.
The star is aligned to the left of the slide.
Now align it to the top also.

choose Align Top.
The star is now aligned to the top left-hand corner of the slide.

 On your own, align the triangle to the bottom right-hand
corner of the slide.
Task 8 ~ Copy a drawn object in a presentation

In this task you will copy a drawn object in a presentation.
 Select the star shape.
 Right-click the star shape and choose Copy, or press
Ctrl+C.
Paste a copy of the object on the same slide.
 Right-click a blank area on the slide and choose Paste,
or press Ctrl+V.
A copy of the star object is pasted partially over the existing star shape.
 Drag the new star object down towards the middle of the
slide.
The copied object is still on the clipboard, so you can paste it again.
 Right-click a blank area on the slide and choose Paste,
or press Ctrl+V.
Another copy of the star is pasted.
Paste the star shape onto a new slide.
 Press Ctrl+M to insert a new slide.
 Right-click the new slide and choose Paste, or press
Ctrl+V.
The star shape is copied to the top left-hand corner of the new slide.
Finish off by deleting two of the new stars on the first slide.
 Delete the two new star shapes.
Finishing off
it.

Slide, Handout and Notes Masters
Objectives
Learn about masters – slide masters, the notes master, the handout
master
Add illustrations to masters showing them on some layouts but not others
Edit placeholders on masters
Change the master background
What is a master?
A master forms part of the design template. It stores information about
the design template including the theme – colours, fonts and effects – and
the slide layouts that can be used with the template. On the various slide
layouts, the master controls the object styles, bullet styles, placeholders
and also holds any background design.
There are three types of master:
 Slide master
 Handout master
 Notes master
PowerPoint creates masters automatically based on the template and
theme(s) that you use in your presentation.
Why add a graphic image to a master?

If you want a graphic image to appear on every slide, handout and/or
notes page, for example, a company logo, you should add it to each of the
masters – slide, handout and notes. This saves you adding the image to
each individual slide in your presentation, and the image will appear in a
consistent position on every slide, handout or notes page in your
presentation.
You can insert photo images, clip art and drawings, as well as movie clips
into a master slide. You can insert clip art and pictures that are installed
with the program or that have been provided on file. You can also import
photos or scanned images directly into your presentation masters.
The slide master

Every presentation has at least one slide master. The slide master stores
information about the positions and sizes of placeholders - where titles,
text, page numbers, headers, footers and other objects will be placed - as
well as the theme fonts and font styles, bullet styles, etc., for items that
can be seen on a slide.
Each slide master has a number of layouts associated with it. Each
associated layout can be set up independent of the main slide master
layout, but it must use the same theme as that of the main slide master.
When you require more than one theme in a presentation, an additional
slide master and associated layouts will be created for that theme.
An example of the Concourse theme slide master is shown in the following
picture. The layouts associated with the master are shown in the left-hand
pane.

When to use the slide master
You should use the slide master when you want to make global changes to
all the slides in a presentation. In some instances you need to change the
slide master itself, but for specific changes to individual slide layouts you
may need to make the changes to the appropriate layout listed under the
master layout.
If you are going to make changes to the slide master, it is advisable to do
this before you start working on the presentation itself, as changes you
make to the master may affect your presentation adversely.
Viewing the slide master

To view the slide master:
 In the Presentation Views group, click the Slide Master button
Editing in the Slide Master view

When in the Slide Master view, the Slide Master tab will be shown in the
Ribbon. This tab has options for editing the master, the master layout,
theme, background, and page setup and orientation.
You edit the master as you would for any normal slide. You can change
font sizes, colours, add pictures, backgrounds, etc., using the options in
the Slide Master tab, as well as the options in the remaining tabs in the
Ribbon – Home, Insert, Animations, etc.

Changes that you make to the master will be reflected in all the slides in
your presentation.
There are two things to note:
 Changes that you make to the top level Master Layout will
affect the associated slide layouts
 Changes that you make to the lower level layouts will affect
that slides that have that slide layout only
As an example, if you change the Master Layout title style, that change
will be reflected in the title of some of the other slide layouts; if you
change the bullet style, the bullet style will change for all other slide
layouts that have bullets.
Editing placeholders on slide masters

You can edit, remove and add placeholders on slide masters.
To edit placeholders on slide masters:
 Select the top level Master Layout, or if you want the change
made to an individual layout, select the master for just that
layout
 Make the change to the placeholder – change its size, shape or
position, etc.
To remove placeholders from the slide master:
 Select the top level Master Layout, or if you want the change
made to an individual layout, select the master for just that
layout
 Select the placeholder that you wish to remove
To add placeholders to the top level Master Layout:
 Select the top level Master Layout
 In the Master Layout group, click the Master Layout button
The Master Layout dialog box will be displayed.
 Select the placeholders that you want to appear on the master

To add placeholders to a lower level layout:
 Select the individual layout that you want to change

You then have three choices:
 Add the Title and Footer placeholders
 Add a content placeholder
 Choose the type of placeholder that you wish to add
To add the Title and/or Footer placeholders:
 In the Master Layout group, click the Title and/or Footer
options so that each one you require is ticked
To add a content placeholder:
 In the Master Layout group, click the Insert Placeholder
button – not the arrow on the button
 Position the mouse over the slide – the mouse pointer will
change its shape to a small cross – and then drag out the size
and position of the content placeholder
To add a placeholder and choose the type of placeholder:
 In the Master Layout group, click the arrow on the Insert
Placeholder button
A list of placeholder types will be shown.
 In the list, choose the placeholder type

 Position the mouse over the slide – the mouse pointer will
change its shape to a small cross – and then drag out the size
and position of the chosen placeholder

Using two or more themes
If you choose to use two or more themes in a presentation or presentation
template, each theme has to have its own set of masters.
An example where two themes have been used is shown in the following
picture. The Concourse theme is used for the first master layout and four
lower level layouts; the Metro theme is used for the next master layout
and remaining lower level layouts. Each themed set of masters is edited
independant of one another.
To insert an additional theme:

 On the Slide Master tab, in the Edit Master group, click the
Insert Slide Master button
A new slide master layout with a set of additional layouts will be inserted.
 Select the new slide master – the top level master layout
 In the Edit Master group, make sure that the Preserve option is
not chosen – if necessary click the Preserve button so that it is
not chosen
If the masters you have chosen not to preserve are not used by any slide
in the current presentation, you will be asked if you want to delete the
masters.
 If this message is shown, click No so as to keep the new

masters
 In the Edit Theme group, click the Themes button, and then
choose the theme
The theme will be applied to all the slides in the master set.

To preserve the new set of masters so that they are kept even if they are
not used:
 In the Edit Master group, click the Preserve button
The handout master

The handout master stores information about the positions and sizes of
placeholders that are shown on the handouts that you will give to your
audience.
You can view the various handout layouts that are available, and can also
add a background fill and graphics to the handout pages. Placeholders for
the header, date, footer and page number can be resized and moved, but
placeholders for the slide positions cannot be edited.
Viewing the handout master

To view the handout master:
 In the Presentation Views group, click the Handout Master
button
Editing in the Handout Master view

When in the Handout Master view, the Handout Master tab will be shown
in the Ribbon. This tab has options for changing the page setup,
placeholders, theme and background.
There are various handout formats that allow you to show 1, 2, 3, 4, 6 or

9 slides per page.

When you make changes to any one of the handout format masters, the
change will be reflected in all the handout formats. As an example, if you
choose to remove the footer placeholder on the 6 slides per page handout
format, the footer placeholder will be removed from all the other handout
formats; format the header with a fill colour, and that change will also be
reflected in all the other handouts.
You can make changes to all the placeholders on the handouts, and to the
handout background; you cannot change the format or number of slide
placeholders.
Note that if you change the page setup or orientation of the slides on the
handouts, the change will be applied to the slide master and the slides
themselves – not just the slides on the handout master.
The notes master

The notes master stores information about the positions and sizes of
placeholders that make up your speaker notes. You should use the notes
master if you want to make global changes to the format of all your notes
text. You can also change the size and position of all the placeholders that
will appear on the notes pages, including the slide image itself.
Viewing the notes master

To view the notes master:
 In the Presentation Views group, click the Notes Master
button
Editing in the Notes Master view

When in the Notes Master view, the Notes Master tab will be shown in the
Ribbon. This tab has options for changing the page setup, placeholders,
theme and background.

As for the handout master, if you change the page setup or orientation of
the slides on the notes pages, the change will be applied to the slide
master and the slides themselves – not just the slides on the notes
master.
Closing the master views

To close any of the master views, choose one of the following methods:
 On the Slide Master, Handout Master or Notes Master tab,
click the Close Master View button
 Click the View tab, and then in the Presentation Views group,
choose another view
 In the Status bar, click one of the view buttons
Tasks ~ Slide, Handouts, and Notes Masters

 Open the SlideMaster presentation from your course
folder.
If you look in the Status bar, you will see that the Flow theme has been
applied to this presentation.

Task 1 ~ View the slide master
In this task you will view the slide master.
 In the Presentation Views group, click the Slide Master
button.
The Slide Master view is opened and the Slide Master tab appears in the
Ribbon.
The title slide layout master is displayed in the Slide pane, and thumbnail
images of the master layout and the remaining slide layouts are displayed
in the left-hand pane.
The position of placeholders - title, subtitle, date area, footer area and
slide number area - can be seen on the title master. The placeholders can
be moved and resized. The font style for the text in each placeholder is
also shown using sample text. This can be changed. You can also add
background colours or graphics.
 In the left-hand pane, point at the slide image for the
currently selected slide – the Title Slide Layout.
A ScreenTip is displayed telling you that this is the Title Slide Layout and
that it is used in the current presentation by slide 1.

 In the left-hand pane, point at the top slide thumbnail
image – the Flow Slide Master.
This is the overall controlling master and the ScreenTip indicates that it is
used by all five slides in the presentation.
Changes that you make to this Slide Master will affect all the slides in the
presentation.
 On your own, point to some of the other slide layout
images to check whether or not those particular layouts
are used in the presentation.
Look at the Flow Slide Master.
 In the left-hand pane, click the top slide image – the
Flow Slide Master layout.
The overall controlling Master Layout slide master is shown in the slide
pane. Samples of placeholder positions, text styles and bullet styles are
shown.
As well as changing placeholder positions and sizes and text styles, you
can also make changes to the default bullet styles. Background colours
and graphics can also be changed or added to the slide master.
Close the Slide Master view.
 On the Slide Master tab, click the Close Master View
button.

Task 2 ~ Add a picture file to the slide master
In this task you will add a picture file to the slide master.
button.
The Slide Master view is opened and the Title Master is displayed.
 In the left-hand pane, click the thumbnail for the Flow
Slide Master.
You will now insert the SlideMasterLogo.tif picture file. This file can be
found your course folder.
The Insert Picture dialog box is displayed.
 Locate and open your course folder.
You should see a list of picture files that are used in this course.
 Select the SlideMasterLogo.tif file.
 Click Insert.
The picture is inserted in the centre of the slide master.
 Using one of the corner sizing handles, resize the

picture so that it is approximately half its current size
- click one of the small circles at the corner of the
picture and drag it in towards the picture to make the
picture smaller.

 Drag the picture down to the bottom right-hand corner of
the slide master - point at the centre of the picture
then click and drag it down to the bottom right-hand
corner.
Take a look at the slides by running a slide show.

 In the Status bar, click the Slide Show button.
Notice that the picture appears on all the slides in the presentation.
 When the last slide has been displayed, press Esc to end
the show.
You will have noticed that on the title slide the image is shown with a
white background. You can change this so that the image background is
transparent.
 Make sure that you are viewing the Master Slide layout.
 Select the picture.
 In the Adjust group, click the Recolor button, and then
choose Set Transparent Color.
The mouse pointer changes its shape to show the transparency pointer.
 In the picture frame, click anywhere on the white
background.
The background should now be set to transparent.
 On your own, run a slide show to check that the logo
background is now transparent on the title slide.
Task 3 ~ Remove an image from a slide layout

In this task you will remove an image from an individual slide layout.
Remove the logo that you just added from just the Title Slide layout.
There are two ways of doing this:

 Hide the background graphics on just the title slide – this will
remove the logo and will also remove the wave effect
 Remove the logo from the Slide Master, and then add it to just
the Title and Content Layout master (and any other layouts on
which you wish to show the graphics)
You will hide all background graphics on the title slide.
 In the left-hand pane, click the thumbnail for the Title
Slide Layout.
 If necessary, in the Ribbon, click the Slide Master tab.
Graphics option so that it is ticked.
All graphics are hidden on the title slide.
 Run a slide show to check that the logo and wave image
does not appear on the title slide, but that both appear
on the remaining slides.
Task 4 ~ Add a clip art image to the Title Slide layout

In this task you will use the Clip Organizer to add a clip art image to the
Title Slide layout.
The Slide Master view should still be open. You need to view the Title Slide
Layout.
 If necessary, in the left-hand pane, click the thumbnail
for the Title Slide Layout.
Insert a clip art image.
 In the Illustrations group, click the Clip Art button.
The Clip Art task pane is displayed to the right of the slide pane – the clip
art you see will be different on your screen.

 Towards the bottom of the Clip Art task pane, click
Organize clips – if a message is displayed asking if you
want to catelog the clips, choose Later.
The Microsoft Clip Organizer is opened.
 Open the Office Collections folder - in the

My Collections list, double-click Office Collections.
The tree expands and you can see different folders for different categories
of clip art.

 Scroll down the list, and then open the Technology
folder.
 Open the Computing folder.
Note that your collection of clip art may differ from that shown here.
 Select one of the clip art images that show a computer

screen - or select an image of your own choice.
An arrow button will appear on the selected image.
 Click the arrow button, and then choose Copy.
 Right-click the title master, and then choose Paste.

The picture is inserted in the Title Slide Layout and the Microsoft Clip
Organizer is hidden from view.
 Press Alt+Tab to display the Microsoft Clip Organizer

again.
 Close the Microsoft Clip Organizer.
 Close the Clip Art task pane.
 Move the clip art picture to the top right-hand corner of
the Title Slide Layout.
 Click the slide background to remove the selection
highlight.
Take a look at the slides by running a slide show.
Notice that the clip art picture appears on only the title slide with the
PCPress picture appearing on all other slides.
the show – or press Esc if you want to end the show at
any time.
Task 5 ~ Insert a shape in the Title Slide Layout

In this task you will insert a shape in the Title Slide Layout and will then
type some text into the shape.
The Slide Master view should still be open.
 If necessary, in the left-hand pane, click the thumbnail
for the Title Slide Layout.
Insert the Vertical Scroll shape in the Title Slide Layout.
 In the Illustrations group, click the Shapes button.
A palette of shapes is displayed.
 Under Stars and Banners, click the Vertical Scroll
button.

 Click and drag out the Vertical Scroll shape in the
bottom left-hand corner of the title master.
 With the shape still selected, type:

PC Press
 Click the slide background to remove the selection
highlight.
Again take a look at the slides by running a slide show.
The scroll picture will appear on only the title slide.
the show – or press Esc if you want to end the show at
any time.
Task 6 ~ Edit placeholders on a master

In this task you will edit placeholders on the Slide Master.
Start by removing the slide number placeholder and the date placeholder.
The Slide Master view should still be displayed.
 In the left-hand pane, click the thumbnail for the Flow
Slide Master.
 In the bottom right-hand corner of the slide master,
select the placeholder for the slide number – it
currently contains <#>.

Remove the date placeholder.
 In the bottom left-hand corner of the slide master,
select the placeholder for the date – it currently
contains Date.

Add the slide number placeholder again.
 In the Master Layout group, click the Master Layout
button.
The Master Layout dialog box is displayed. The two placeholders that you
have deleted – Date and Slide number – are both available for selection.
 Click the Slide number option so that it is ticked.

The slide number placeholder reappears in the bottom right-hand corner
of the slide.
Move the footer placeholder to the left-hand side of the slide.

 Select the footer placeholder – it currently contains
PC Press Presentation for Review.
 Drag the placeholder to the bottom left-hand side of the
slide – in the place where the Date placeholder was
positioned.

Once more, take a look at the slides by running a slide show.
No dates will appear on the slides, the footer text will appear to the left
and the slide number to the right.
the show - or press Esc if you want to end the show at
any time.
Close the Slide Master view.
 On the Slide Master tab, click the Close Master View
button.
Task 7 ~ Add slides to a presentation

In this task you will add a content slide and a title slide to the
presentation to check that the master attributes are applied.
button.
The various slide layouts are shown and you will see the logo, clip art and
shape that you added to appropriate slides.
 Choose the Title and Content slide layout.

A new Title and Content slide layout slide is inserted. You will see the logo
in the bottom right-hand corner.
 On your own, add a new Title Slide.
The new title slide holds the shape and the clip art image.
Task 8 ~ View and edit the handout master

In this task you will view and edit the handout master.
Before viewing the handout master, check the format of the handouts by
using Print Preview.
 Click the Office Button, choose Print, and then choose
Print Preview.
 On the Print Preview tab, in the Page Setup group, open
the Print What list box, and then choose Handouts (3
Slides Per Page).
You will see that the slides appear on a plain white background, and that
the page number is shown in the bottom right-hand corner.
Close the Print Preview.
 In the Print Preview tab, in the Preview group, click the
Close Print Preview button, or just press Esc.
View the handout master.
 In the Presentation Views group, click the Handout Master
button.
A single sheet showing the layout of the handout master is displayed.
Handouts can be printed as 2, 3, 4, 6 or 9 slides per page - dotted lines
are used to represent the position of the slides. You will also see the
Handout Master tab in the Ribbon.
 If necessary, zoom the view so that you can see the
entire page – in the Status bar, click the Fit slide to
current window button.

View the handout master showing 3 slides per page.
 On the Handout Master tab, in the Page Setup group, click
the Slides Per Page button, and then choose 3 Slides.
Add some header text to the handouts.

 If necessary, zoom in on the header area so that you can
see what you are typing – use the zoom control buttons in
the Status bar.
 Select the Header placeholder.
Move the insertion point down and across slightly in the header area.
 With the insertion point in the header area, press Enter.
 Press Tab to move the insertion point to the right by one
tab stop.
 Type:
PC Press Presention
 Select the text you have just typed.
 Right-click the selection, and then in the mini toolbar,
open the Font Size list box and choose 14.
Zoom the view so that you can see the entire page.
 In the Status bar, click the Fit slide to current window
button.

The header text will now appear on all handouts. Check that it appears
when you view 6 slides per page.
 On the Handout Master tab, in the Page Setup group, click
the Slides Per Page button, and then choose 6 Slides.
The header text should still be present.
Add a background to the handout master.
button, and then choose Format Background.
The Format Background dialog box is displayed.
 In the Fill options, choose Picture or texture fill.
 Open the Texture list box, and then choose the Parchment
texture.
 Click Close to close the Format Background dialog box.

The Parchment texture is shown on the handout master.
 On your own, check the other handout layouts – 1, 2, 3
slides per page, etc.
Finally, remove the Page Number placeholder from the handout master.
 On the Handout Master tab, in the Placeholders group,
click the Page Number option so that it is not ticked.
 On your own, use Print Preview to check the result of the
changes you have made to the handouts; when you have
finished, close the Print Preview.
Finishing off
it.

Creating PowerPoint Templates
Objectives
Create a new template
Edit and add images to slide masters associated with the template
Delete a template
What is a PowerPoint template?

A PowerPoint template is a special kind of presentation that is used as the
starting point for new presentations. All templates have an associated
theme and one or more slide masters. They can contain various slide
layouts, text and other content such as images on the slides or the
masters.
When you start a new presentation it is always based on a template. A
copy of the template is created and all the text, slides, slide master
layouts, themes, effects and other features of the template are copied to
the new presentation. When you edit and save the new presentation, the
original template is left unchanged and can be used again.
Templates are very useful for creating presentations that follow the same
format or pattern of slides and handouts, etc. If for example you have
your own company branding or in-house style, you can create a template
with a set of slides and slide masters that hold that style for you to use
with all your presentations.
The Blank Presentation template and your own templates

The default template is the Blank Presentation template. When you create
a new blank presentation, it is based on the Blank Presentation template.
This template has its own set of slide masters and by default uses the
Office Theme. If you edit the Blank Presentation template – change the
slides, slide masters or theme, etc., and then save the template – the
changes will affect all new blank presentations that you create.
You can create your own templates containing standard text, pictures,
effects and other content, and any formatting or themes that you require.
File types
Templates have a different file extension to normal presentations:
 .potx – the file type of a normal PowerPoint template
 .potm – the file type of a PowerPoint macro-enabled template,
i.e. a template that includes one or more macros
Where to save templates

If you want a template to be available via the New Presentation dialog
box, you must save it in your default templates folder. However, you can
save your templates in any folder.

Creating a PowerPoint template
Saving a presentation as a PowerPoint template
To save a presentation as a PowerPoint template:
 Click the Office Button, and then choose Save As , or just
press F12
The Save As dialog box will be displayed.
 In the File name box, type the name for the template file
 Open the Save as type list box, and then choose PowerPoint
Template – the Templates folder will be displayed
 Click Save, or press Enter
Modifying templates
You can modify a PowerPoint template just like you would edit an ordinary
presentation.
To modify a PowerPoint template:
 Open the PowerPoint template that you want to modify
 Modify the template as necessary, and then save it and close it
Example ~ Creating a presentation template for an in-house

style
To create a presentation template for an in-house style:
 Open a new blank presentation, or one of the new templates
provided by PowerPoint, or an existing presentation on which
you want to base your new template
 Save the presentation as a PowerPoint template in the
Templates folder
 Set required slide size depending on what type of output you
intend for the presentation, for example, on-screen show or
printed
 View the slide master and then set up any changes that you
want to make to all the slides,
 Add any required footer components such as date and time
fields, page number fields and company name
 Create basic starting slides for a presentation, making sure to
include appropriate slide layouts, and add text or prompts that
you will want to use repeatedly in your presentations
 Run the spell checker and proof the presentation template to
ensure that there are no errors
 Save the presentation template

Using a template
To use a template stored in the Templates folder:
 Click the Office Button, and then choose New to open the
New Presentation dialog box
If the template is available:
 Choose the required template, and then click Create
If the template is not available, under Recently Used Templates:

 Click My templates to open a second New Presentation dialog
box
 Choose the required template
 Click OK
PowerPoint opens a copy of the template as a new presentation.
 Edit the new presentation as required for the actual
presentation you are creating at that time
 Save the file as a PowerPoint Presentation

Templates not stored in the default Templates folder
If the required template is not stored in the default Templates folder, it
will not be shown in the New Presentation dialog boxes. In this case use
the Open dialog box.
To use a template not stored in the Templates folder:
 Press Ctrl+O to open the Open dialog box
 If necessary, change the file type list box to All PowerPoint
Presentations
 Navigate and locate the required PowerPoint template file, and
then select it
 Click the arrow on the Open button, and then choose Open as
Copy
PowerPoint opens a copy of the template as a new presentation.

 Edit the new presentation as required
 Save the presentation making sure to save it as a PowerPoint
Presentation and not a template
Deleting templates
When you no longer require a particular template, you should delete it.
This is easily done in the New Presentation dialog box.
To delete a PowerPoint template:
 Click the Office Button, and then choose New to open the
New Presentation dialog box
 Click My templates to open a second New Presentation dialog
box
 Right-click the icon for the template that you want to delete,
and then choose Delete
 Click Yes to send the template to the Recycle Bin
 For each dialog box that is open, click Cancel, or press Esc, to
close the dialog box
To delete a template not stored in the Templates folder, you can use the
Open dialog box:
 Press Ctrl+O to open the Open dialog box
 If necessary, change the file type list box to All PowerPoint
Presentations
 Right-click the icon for the template that you want to delete,
and then choose Delete
 Click Yes to send the template to the Recycle Bin
 Click Cancel, or press Esc, to close the dialog box

Tasks ~ Creating PowerPoint Templates
You should start with a new blank presentation.
 If necessary, press Ctrl+N.
You should have a blank presentation with a single Title slide.
Task 1 ~ Create and save a presentation template

In this task you will create and save a basic presentation template.
First add a title.
 Click the Click to add title placeholder, and then type:
Project Status Report
 Click the Click to add subtitle placeholder, and then
type – including the square brackets:
[Project Name]
Next choose a theme.

 In the Themes group, open the Themes gallery and choose
the Oriel theme – or choose another theme if the Oriel
theme is not available on your system.
Note that if you have chosen a theme other than Oriel, you will have to
adapt the remaining instructions as appropriate for the theme that you
have chosen.
You have now created a basic slide for the start of a presentation. Before
moving on to edit the slide masters and add additional slides, save this as
a PowerPoint template.
 Click the Office Button, and then choose Save As, or just
press F12.
The Save As dialog box is displayed.
 In the File name box, type:
My Project Template
 Open the Save as type list box, and then choose
PowerPoint Template.
The Templates folder is opened.
 Click Save, or press Enter.
The basic template is saved. You could now use this very basic template
for the starting point of other presentations. However, you will now go on
to edit the template by changing the slide masters and then adding some
additional slides.

Task 2 ~ Edit the slide master
In this task you will edit the slide master by adding a company logo,
moving a text placeholder and changing the font colour.
button.
The Slide Master view is opened and the Slide Master tab appears in the
Ribbon.
The Title layout master is displayed in the Slide pane. You are going to
change the overall controlling Master Layout.
 In the left-hand pane, click the top slide image, the
Oriel Slide Master layout – if you chose a different
theme, click the top slide image for that master.
The overall controlling master layout slide is shown in the slide pane.
Insert a company logo into the top right-hand corner of the slide master.
 Locate and open your course folder.
You should see a list of picture files that are used in this course.
 Select the TemplateLogo.jpeg file.
 Click Insert.
The picture is inserted in the centre of the slide master.

 Resize the picture so that it approximately one third of
its current size – hold down the Shift key and use a
corner sizing handle so as to keep the picture size in
proportion.
 Reposition the picture at the top right-hand corner of
the slide master.
As the logo obscures part of the slide design, you will make the
background colour of the logo transparent.
 Make sure that the picture is still selected.
 In the Adjust group, click the Recolor button, and then
choose Set Transparent Color.
The mouse pointer changes its shape to show the transparency pointer.
 In the picture frame, click anywhere on the white
background.
The background should now be set to transparent and the top of your
slide master should resemble the following picture.
If you check the slide images in the left-hand pane, you will see that all
the slides accept for the Title slide layouts now have the logo present. Add
the logo to the Title Slide layout by showing the background graphics.
 In the left-hand pane, click the image for the Title
Slide Layout.
Graphics option so that it is not ticked.
The logo appears on the title slide master.
Switch back to the main Master Layout.
 In the left-hand pane, click the top slide image, the
Oriel Slide Master layout.
Next change the size of the text and content placeholders.
 Select the text placeholder CLICK TO EDIT MASTER TITLE
STYLE.
 Drag the right-hand frame handle to the left so that the
right-hand edge of the title placeholder is clear of the
logo.

The current footers are set to the right of the slide; you will place the
footers at the bottom.
 Select the main text and content placeholder.
 Drag the bottom frame handle up so that there is room at
the bottom of the slide for a footer.
Delete the existing footers.
 Select the Footer placeholder, and then press Delete.
 Select the Date placeholder, and then press Delete.
Add them again using the Master Layout dialog box.
 On the Slide Master tab, in the Master Layout group,
click the Master Layout button.
The Master Layout dialog box is displayed.
 Click the Date and the Footer options so that they are
both ticked.
 Click OK.
The footer and date placeholders are added to the bottom of the slide
master.
Change the title text colour to orange.
 Select the text placeholder CLICK TO EDIT MASTER TITLE
STYLE.
 In the Font group, click the arrow on the Font Color
button, and then at the top of the palette of colours,
choose Orange.
The titles on all slides change to orange text.
Next change the slide background colour.
 In the Ribbon, click the Slide Master tab.

button, and then choose Style 5 – white at the top with
grey towards the bottom.
All the slide masters are changed to the new background colour.
Change the footer positions on the Title Master.

 In the left-hand pane, click the image for the Title
Slide Layout.
Delete the existing footers.
 Select the Footer placeholder, and then press Delete.
 Select the Date placeholder, and then press Delete.
 In the Master Layout group, click the Footers option – if
the footers do not appear, click the option again until
they do appear.
The footers appear at the bottom of the title slide layout.
 On your own, change the Title and Content Layout so that
the footers appear at the bottom of the slide master –
delete the placeholders on the right, and then add them
again using the Footers option.

 On your own, change the Two Content Layout so that the
footers appear at the bottom of the slide master.
You have now finished editing the master slides.
 On the Slide Master tab, in the Close group, click the
Close Master View button.
Task 3 ~ Add sample slides

In this task you will add additional slides to the template. The additional
slides will have headings and text prompts to assist when the time comes
to using the template.
 Insert a new Title and Content slide.
 Using the Title Placeholder and the Title and Content
Placeholder, add the text shown in the following picture:
 Insert a new Two Content slide.

 Using the Title Placeholder and the Two Content
placeholders, add the text shown in the following
picture:
 Insert another new Title and Content Slide.

 Add the title and create a table as shown in the
following picture:
Add a final slide.

 Insert a new Title and Content slide.
 Using the Title Placeholder and the Title and Content
Placeholder, add the text shown in the following picture:
Task 4 ~ Add slide footer information

In this task you will add footer information showing the slide number and
date of presentation.
The footer placeholders have been positioned on the slide masters. You
now have to insert your required footer information.
 Make sure that you are viewing the Slide tab.
To all the slides, add a date that will update automatically, the slide
number and a footer text.

 In the Include on slide options, click the Date and time
 Make sure that the Update automatically option is chosen.
(United Kingdom).
 Open the Update automatically date list box, and then
choose a format similar to 07 November 2008.
 Click the Slide number option so that it is ticked.
 Click the Footer option so that it is ticked.
 In the Footer box type:
Confidential - Zinnia Acrylics PLC

The date, footer text and slide numbers appear on all the slides.
You have now finished creating this template and can save and close it. As
you have already saved this presentation as a template, you can simply
save it without having to open the Save As dialog box.
 Press Ctrl+S.
Close the template.
 Press Ctrl+W.
Task 5 ~ Create a new presentation using a template

In this task you will create a presentation using the template that you just
created.
In the instructions that follow you will look in the New Presentation dialog
box for your template. If you chose to save your template elsewhere, you
will have to find it using the Open dialog box – refer to the information
section if you need guidance for this.
 In the left-hand list, under Templates, click
My templates.

 Choose the template you just created – My Project

Template.
 Click OK.
The template is opened in a new presentation. The title will be
Presentation2 or similar.
Make a few changes to the text.

 Make sure that you are viewing the title slide.
 Select the text [Project Name].
 Type:
Wendy’s Warehouse
 View the second slide in the presentation.

 Change the existing text to the following:
There is no need to change any further text now.

 Save the presentation to your course folder with the
filename My Warehouse Project – make sure that you save
the presentation as a normal PowerPoint Presentation.
Task 6 ~ Delete a template

In this task you will delete the template that you have created so as to
remove this training presentation from your main templates folder.
Again, in the instructions that follow you will look in the New Presentation
dialog box for your template. If you chose to save your template
elsewhere, you will have to find it using the Open dialog box.
 In the left hand list, under Templates, click
My templates.
 Right-click the icon for the My Project Template, and
then choose Delete.
A message box is displayed asking you to confirm the deletion.
Make sure that you are going to delete the correct template.
 When you are sure, click Yes.
 For each dialog box that you have open, click Cancel, or
press Esc, to close the dialog boxes.
Finishing off
 Close Microsoft PowerPoint 2007

Animation Effects
Objectives
Apply animation effects to text and objects on slides
Add sounds to animation effects
Learn how to advance animation effects automatically
Remove animation effects
What are animation effects?

Animation effects help to add pizzazz to your presentations. They are used
to determine how objects and text, etc. appear on a slide during a slide
show, and also the appearance of the object once it has been displayed.
As an example, you could make bulleted text appear one line at a time,
flying in from one side of the slide; once one bulleted point has appeared
it can then be dimmed to allow another point to appear on the slide and
take precedence.
There are many animation effects provided with PowerPoint. They range
from subtle, through moderate to what are listed as exciting. By choosing
an animation effect, PowerPoint will animate objects on a slide based on
the scheme that you have chosen.
The Animations group

The Animations group has options that allow you to apply animation
effects to objects on your slide.
To show the Animations group:
Applying basic animation effects

To apply basic animation effects:
 In the Slide pane, select the placeholder or object to which you
want to apply animation effects
 In the Animations group, open the Animate list box, and then
choose an effect – Fade, Wipe or Fly In
If the effect is being applied to an object that is made up of more than
one paragraph or component, you will be given additional choices, for
example, to animate All At Once or By 1st Level Paragraphs.
Examples are shown in the next picture for a single object, a text
placeholder with first level paragraphs, and a chart object.

Custom animation effects
You can change any animation effects, or add new effects, using the
Custom Animation task pane.
To show the Custom Animation task pane:
 In the Animations group, click the Custom Animation button
The Custom Animation task pane will be displayed,
probably to the right of the slide pane.
 Select the object for which you wish to
add or change the animation - text,
picture, chart, etc.
 Click the Add Effect button, point to the
type of effect you want – Entrance,
Emphasis, Exit or Motion Path – and
then choose an effect for that object
Using the Add Effect dialog boxes

Additional effects are available in the Add Effect dialog boxes. Each type of
effect, Entrance, Emphasis and Exit, has its own set of Basic, Subtle,
Moderate and Exciting effects. The Motion Path effect has a set of Basic,
Lines and Curves, and Special effects.
To apply one of the effects not shown in the Add Effect list:
 Make sure that the object to which you wish to apply an effect
is selected
 Click the Add Effect button, point to the type of effect you
want – Entrance, Emphasis, Exit or Motion Path – and then
choose More Effects

The Add Effect dialog box will be displayed. The dialog box will be named
according to the type of effect chosen: Add Entrance Effect, Add Emphasis
Effect, Add Exit Effect or Add Motion Path Effect.
The Add Entrance Effect and Add Emphasis Effect dialog boxes are shown
here.
 If you wish to see the effect as you apply it, make sure that the
Preview Effect option is ticked
 Choose the effect that you require
 When you are ready, click OK
Additional options for animation effects

There are options that allow you to control timing, sounds, and how and
when you would like an object to appear following the previous object.
When you have applied effects, the Custom Animation task pane will list
the details of the objects with effects and the order in which they will be
played.
In the example in the next picture, the title is labelled 1, and has the first
effect applied. The bulleted list is labelled from 2 to 10 to show the order
in which the items will appear on the slide.

Changing the start method, direction and speed
You can change the default settings for any objects that have a custom
animation. Basic settings are shown under the Modify option at the top of
the Custom Animation task pane:
 Start – when the item will appear on screen, for example, On
Click, With Previous, or After Previous (to which you can
apply a time delay)
 Direction – the direction from where the item should appear on
the screen, for example, Horizontal, Vertical, From Bottom,
Left-Right, etc.
 Speed – the speed of the animation, for example, Very Slow,
Slow, Medium, Fast or Very Fast
To change any of the basic settings:
 In the Custom Animation pane, select the item with the
animation setting that you wish to change
 In the Modify options, use the Start, Direction and Speed list
boxes, to set your requirements
Effect options – sounds, timings and grouping text

There are individual effect options that allow you to add sounds, set
timings and choose how to animate groups of text.
To access the effect options:
 In the Custom Animation pane, select the item with the
animation setting that you wish to change – a small
downward-pointing arrow will appear on the right of the item
 Click the downward-pointing arrow, and then choose Effect
Options
A dialog box will be displayed with options that can be used for the type of
effect that has been applied. The Fly In and Blinds effect dialog boxes are
shown here. The options will vary depending on the type of animation
effect that has been applied to the object.

 On the Effect tab, in the Settings options, choose the Direction
and if applicable, if you would like a Smooth start and/or a
Smooth end to the transition
 In the Enhancements options, you can choose a Sound, what
you would like to happen After animation, and how you would
like to Animate text
 On the Timing tab, you can choose how to start the animation,
set any delay time, the speed of the animation, and can also
choose to repeat the animation
 On the Text Animation tab, you can choose how to group
text, for example, show by 1st level paragraphs, or by 2nd
level paragraphs, or all at once
When you have set the required effect options:
 Click OK
Viewing animation effects

When you apply an animation effect to an object, the effect is shown
immediately on the slide in the Slide pane. You can replay the effect.
To replay the effect for the current slide, choose one of the following
methods:
 In the Custom Animation task pane, click the Play button
 On the Animations tab, in the Preview group, click the
Preview button
To view run a slide show from the current slide in order to view the
effects:
 In the Custom Animation task pane, click the Slide Show
button
Removing animations effects

To remove an effect from an object:
 Select the object, or select the item in the Custom Animation
task pane
 In the Custom Animation task pane, click the Remove button

Tasks ~ Animation Effects
 Open the Animations presentation from your course folder.
Task 1 ~ Apply a basic animation effect to text

In this task you will apply a basic animation effect to text.
 Click anywhere in the main title, Financial Report.
 In the Ribbon, click the Animations tab.
If you look in the Animations group, you will see that there is no
animation applied to this text object.
 In the Animations group, open the Animate list box, and

then choose Fade.
The main title will disappear and will then fade in on the slide.
Add the fly in animation to the subtitle.
 Click anywhere in the subtitle, IM Director….
 In the Animations group, open the Animate list box.
This time, as there is more than one line of text in the subtitle text
placeholder, you will be given the choice to apply the effect all at once or
by first level paragraphs.

 Under Fly In, choose By 1st Level Paragraphs.
The animation effect is applied and a preview is shown of the title and
subtitle effects.
Preview the effects again.
 On the Animations tab, in the Preview group, click the
Preview button.
The effects are shown once more.
Task 2 ~ Apply a custom animation effect to text

In this task you will apply a custom animation effect to text.
 View slide 2 – Agenda.
 In the Animations group, click the Custom Animation
button.
The Custom Animation task pane is displayed.
 Click anywhere in the title on the slide – Agenda.
 In the Custom Animation task pane, click the Add Effect
button, point to Entrance, and then choose Fly In.
The effect is added to the title. You will also see that options have become
available to modify the effect.
Modify the effect so that the title will fly in at a medium speed from the
top left-hand corner.
 Open the Direction list box, and then choose From Top-
Left.

 Open the Speed list box, and then choose Medium.
 Click the Play button to view the overall effect on the
slide.
You will see that the title flys in from the top left-hand corner.
Apply a custom animation to the bulleted points on the slide.
 Click anywhere on the word Overview.
 In the Custom Animation task pane, click the Add Effect
button, point to Entrance, and then choose Blinds.
The effect is demonstrated on all the bulleted points in the placeholder.
You will also see all the bulleted points labelled with a number from 2 to
10, indicating the order in which they will be displayed.
In the Custom Animation task pane, you will probably just see items listed
for animations 1 and 2. You can expand this to see all the items.
 If you cannot see all the items in the Custom Animation
task pane, click the More button that appears underneath
item 2.
Task 3 ~ Apply sounds and make changes to a custom

animation
In this task you will apply sounds and make changes to the custom
animation settings that control what happens once an item has been
displayed.
 Make sure that you are still viewing slide 2 and that the
bulleted list placeholder is selected.
Apply a sound effect to the animations for the bulleted list items on slide
2. Also change the animations so that one point is faded as another
appears.
 In the Custom Animation task pane, click the arrow next
to item 2 – Overview, and then choose Effect Options.
As it is the Blinds effect that has been applied, the Blinds dialog box is
displayed.

Add a sound.
 In the Enhancements options, open the Sound list box, and
then choose Push.
 Open the After animation list box, and then choose the
first dark blue colour.
Using the Animate text options you can choose to animate the letters or
words in the paragraph one-by-one. You will not do this here.
The effect is demonstrated on all the bulleted points in the placeholder.
 On your own, apply a custom animation effect to the
bulleted list on slide 3 - dim the items as the next item
is displayed.
Task 4 ~ Apply a custom animation effect to chart

components
In this task you will apply a custom animation effect to chart components,
making the chart categories appear on the screen one at a time.
 View slide 6 – Turnover Years 1 to 4.
 Click anywhere on the chart object to select it.
 In the Animations group, open the Animate list box.
This time you are given a choice as to how you would

like to animate chart components: As One Object, By
Series, By Category, By Element in Series or By Element
in Category.
 In the list, under Wipe, choose By
Category.
The effect is demonstrated in the slide. First the chart
background and axis are built; then the columns appear
one-by-one.
Preview the effects again.

Preview button.
The effects are shown once more.
 On your own, apply a custom animation effect to the
category bars in the chart on slide 7.
Task 5 ~ Advance animations automatically

In this task you will advance animations automatically.
Before setting the option to advance animations automatically, run a slide
show to check the animation effects that you have applied.
press F5.
 Click or press the Spacebar to move through each slide
and every animation that has been set on a slide.
Notice how each animation appear on a click or press of the Spacebar.
 When you have finished working your way through the slide
show, press Esc to end the show.
Using custom animations you can choose to advance an item with the
previous item, or after the previous item.
 View slide 2 – Agenda.
 Click the word Overview.
 In the Custom Animation task pane, open the Start list
box, and then choose After Previous.
 Click the Play button to view the overall effect on the
slide.
In the Custom Animation pane a time line is displayed as the items appear
on the slide.

If required you could change the timings for each animation effect using
the Timing tab in the appropriate effect options dialog box.
 On your own, on slide 3, change the Start option so that
the list of items is shown With Previous.
Run a slide show from the beginning.
press F5.
 Click, or press the Spacebar, only where you need to in
order to show the next slide or animation.
Task 6 ~ Remove animation effects

In this task you will remove animation effects from the title slide.
presentation.
Preview the effects.
Preview button.
You will now remove the animation from the two placeholders on this
slide.
 In the Custom Animation task pane, select item 2 – the
subtitle.
 Click the Remove button.
The effect is removed.
 In the Custom Animation task pane, select item 1 – the
main title.
 Click the Remove button.
The effect is removed.
As there are no effects applied you will not be able to preview the
animations.
Finishing off
 In the Custom Animation task pane, click the Close
button.
it.

Insert Sound into a Presentation
Objectives
Learn how to insert sound from file
Learn how to insert sound from the Clip Organizer
Sound effects, such as music and voice recordings, can be used to

enhance a slide presentation. Music is an effective way to begin or end a
presentation and can also be set to run throughout the presentation to
give your audience something to listen to.
You can find sound files in several places — in the Clip Organizer, stored
on you computer, on the Internet, or from a network folder. Two common
sound file formats are: wave files (with the .wav filename extension) and
MIDI files (with the .mid, .midi filename extension).
When you add a sound to a slide, you‘ll see a Sound icon.
To add a sound from file:

To add sound from file:
 Select the slide to which you want to add sound.
 Click the Insert tab, in the Media Clips group click on Sounds,
choose Sound from File.
The Insert Sound dialog box will appear. Select the sound file that
you want, and then click the OK button.
To add Sound from the Clip Organizer

To add Sound from the Clip Organizer
 Select the slide to which you want to add sound.
 Click the Insert tab, in the Media Clips group click on Sounds,
choose Sound from Clip Organizer.

PowerPoint will display the Clip Art task pane. You can use the Clip
Art task pane to locate a sound clip stored on your computer or on
the Office Online Web site.
 To record your own sound clip (you must have a microphone

attached to your computer) and add it to the slide, on the Insert
menu, in the Media Clips group, click on Sounds, and then click
Record Sound.
 PowerPoint will display the Record Sound dialog box. Use the
controls in this dialog box to record your sound and then click the
OK button.
If you inserted a sound clip from the Clip Organizer or from a sound
file, PowerPoint will display a message box letting you choose when
the sound clip will play.
Modify how the sound clip plays during a slide show
To modify the way the sound clip plays during a slide show
 ,Click the sound icon for the file that you wish to modify
 Click the Animations tab. Click Custom Animations.
 Use the controls in the Custom Animation task pane to modify
how the sound file is played during a slide show.
 To modify the sounds Effect, Timings and Sound settings,

click on Effect Options
 The Play Sound dialogue box will open, select the required
options using the Effect, Timing and Sound Settings tabs.

Tasks ~ Insert Sound into a Presentation
 Open the CentreOpeningTimes presentation from your course
folder.
Task 1 ~ Insert a sound from the Clip Organizer

In this task you will insert a sound into a presentation from the
clip organizer.
Insert sound file
 Make sure slide 1 is selected and click on the Insert
tab.
 In the Media Clips group click on Sound, click on Sound
from Clip Organizer.
The Clip Art task pane will appear:
 In the Search for: box type circus and

click Go.
 Insert the sound clip: Circus Underscore.
 Choose for the clip to play

automatically.
Task 2 ~ Modify how a sound will play in a

presentation slideshow
In this task you will modify the way the sound clip plays during a slide
show so that it plays for the duration of all 4 slides.
 Click on the Sound icon for the sound file that you have
just inserted onto slide 1.
 Click the Animations tab. Click Custom Animations.

 In the Custom Animation task pane, click on the arrow to
the right of the sound clip and click on Effect Options.
 In the Play Sound dialogue box, in the Stop Playing

section, using the arrows in the After: box, select 4
slides. Click Ok.
 Run the presentation as a Slideshow to check that the

sound has been modified correctly.
The sound should start automatically. You will need to click through each
of the slides and the sound should stop after the 4th slide.
Finishing off
 Save the presentation with the filename: SoundInserted

Consolidation Exercise
Set up:
This exercise is made up of 6 tasks
 Task 1 – Set up presentation

 Task 2 – Create presentation
 Task 3 – Edit presentation and insertion of graphics
 Task 4 – Animate presentation
 Task 5 – Rearrange, give presentations and provide printouts
Scenario
You work as a Manager for a supermarket and have decided to create a
presentation for weekly offers which will be played on an interactive
display to customers in the store.
Read all of the instructions carefully and complete the tasks in the given
order.
Task 1
 In your user area or on removable media make a

directory/folder called Weekly Offers.
 Open a new word processing document and save this with
the filename Evidence with a suitable extension in your
directory/folder. Where required any screen captures
should be inserted into this document and the document
saved frequently using suitable version control, you will
not be reminded to do this.
 Start a Presentation Graphics application and open a new
blank template.
 View the Master Slide and modify the Title style to use a
sans serif font that is 48 point and emboldened. Modify
the master text styles for the first 5 sub text styles in
descending font sizes of 28, 26, 24, 22 and 20 using sans
serif, which differs from that used in the title style.
Modify the colour of all text in the master slide to use
a colour of R231 G250 B88. Modify the background colour
of the master slide to colour R136 G77 B181.
 Insert the following footer on all slides in 3 separate
boxes – date in the format dd-mmm-yy which automatically
updates, your name and a slide number.
 Save the presentation as a template in your work area
with the name Offers Template. Close the template when
saved.

Task 2
 Open a new blank presentation based on the template you

created with a master slide. Change the first slide to a
title slide. Input the title This Week’s Offers with
your name as a subtitle.
 In outline view, insert slides from files and using the
text file offers 5 Nov 07 to 11 Nov 07.txt (during this
insertion do a screen capture as evidence). Import the
text, creating 9 slides in total. Keep the text
formatting based on the Slide Master styles you created.
 Using application tools insert the text from the text
file Special Offers.txt into the subtitle area on Slide
2. Increase the size of the text to 36 point. Bullet
point all products. Modify the bullets to use a picture,
use the file titled FIRE.gif.
 Use a spell check facility to check the inserted text for
errors. Correct as necessary.
 Save the presentation with the file name Offers using a
suitable extension.
 Insert a new title and text slide after Slide 1. Type
the heading Having a Firework Display?
 Remove the auto-bullets and or indents applied to the
text area and type We have all you need for your night to
go with a bang. Change this text to Centre aligned and
re-size to 72 point.
 Duplicate Slide 2. Replace the heading ‘Having a
Firework Display?’ with Company Policy
 Replace the body of the text with No one under 18 can
purchase fireworks from our Store.
 Save the presentation as Offers with suitable version
control.
Task 3
 In Slide 4 change the title to read BONFIRE BARGAINS you

will not want to miss. Reduce the size of the title to
fit on one line.
 Change Slides 5-11 to a layout which will allow a title,
text on the left hand side and a picture on the right
hand side.
 From your work area or removable media insert the picture
of each product into the right hand box on the
appropriate slide.
 Where auto processing does not fit the image to the box,
using the ruler and guides ensure that each photo is
positioned centrally (both vertically and horizontally)
within the right hand box of each slide, and resize each
picture so that they are at approximately 10cm high.

 Format all text inserted in left hand pane as centre
aligned. Ensure text is not bulleted or indented and
resize to 54 point. Insert a return before and after
each quantity.
 Add the following text to the left hand side of Slide 5:
Ourbrand 2 for 1 Selection Box £40
(remember to insert a return just before the 2 and after
the 1)
Format all text inserted in left hand pane as centre
resize to 54 point.
Ourbrand 5 x 2kg Bags for £5
(remember to insert a return just before the 5 and after
the 2kg)
resize to 54 point.
Ourbrand 50 x 30g Bags for £7
resize to 54 point.
 Add the following text to the left hand side of Slide 8.
Ourbrand 50 x ¼lb Burgers for £10
resize to 54 point.
Ourbrand 4 x 800g Tins for £2.50
resize to 54 point.
Ourbrand 3 x 1kg Bags for £4
resize to 54 point.
Ourbrand 3 x 2ltr Bottles for 1.50
resize to 54 point.

Task 4
 Apply an automatic, medium speed Box Out or Appear

transition between all slides timed for 10 seconds.
 Apply animation to each slide so that all the text on
each slide flys in from the bottom at medium speed one
paragraph at a time.
 On slides 5-11 ensure that the image on the right hand
side flys in from the bottom after the text at medium
speed.
 Insert the sound file Beethoven’s Symphony No. 9
(Scherzo) provided on the first slide and format the icon
to 0 x 0 pixels. Set the sound file to play for the
duration of the presentation.
 Save the presentation as a slideshow type file with the
name OffersSS and close the file.
Task 5
 Open the slideshow OffersSS for editing. Move Slide 3 to

become Slide 11 and evidence this by using a screen
capture.
 Adjust the setting to size the presentation for overhead
projection.
 Set the Slide 1 to print in greyscale and print Slide 1
to a monochrome printer and write Printout 1 and sign
your name on each printout.
 Adapt the Master Title slide so that the presentation
background and font text are reversed. On the first
slide, insert the image named special offer.gif above the
title (resize to a suitable size), set the images
background to be transparent and capture a screen print
of the first slide.
 Print the whole presentation as handouts with 6 slides
per page, in black and white. Write Printout 2 and sign
your name on each printout.
 Save the presentation as a slideshow with the filename:
OffersSSv2. Evidence your directory in the Evidence
document. Close the presentation and close the
application.

Consolidation Exercise Worked Examples
Printout 1
Printout 2

G
A
Greyscale, 23, 24, 114, 115, 118, 330
Aligning objects, 255
Grid and Guidelines, 126
Animation effects, 310
Grid and Guides, 26
Animations tab, 93
Gridlines, 26
Arrange group, 82
Groups, 13
B H
Background, 56
Handout master, 274
Bold, 49
Handouts, 113
Brightness, 80
Header and Footer, 181
Bullets and Numbering, 230
Headers and footers, 179
C I
Change Case, 54
Illustrations, 79
Character spacing, 53
Illustrations group, 78, 264
Clip Art, 76
Indents, 209
Clipboard, 150
Insert a picture, 74
Clipboard options, 150
Insert Picture, 75
Color/Grayscale group, 23
Insert slides, 142
Columns, 213
Insert Sound, 321
Command buttons, 13
Insert Text File, 147
Compress Pictures, 80
Italic, 49
Content placeholders, 75
Contrast, 80
Copy, 151 L
Copy text, 148, 153
Create, 41 Landscape, 198
Custom Animation, 311 Layout, 28
Custom tabs, 207 Line spacing, 212
Cut, 151
M
D
Maximise, 19
Dates and times, 181 Microsoft Clip Organizer, 76
Design tab, 36 Mini toolbar, 50
Dialog box, 14 Minimise, 19
Drag-and-drop, 152 Minimize, 14
Drawing group, 77 Move text, 152
Drawing Objects, 250
Duplicate slides, 141
N
E Navigate, 44
New Slide, 28
Effect options, 313 Normal view, 22
Exit PowerPoint, 18 Notes master, 274
Notes Master, 280
Notes Page, 23
F Notes pane, 22
Filenames, 33
Find & Replace, 171 O
Find dialog box, 171
Fit to Window, 25 Objects, 253
Font dialog box, 51 Office Button, 15
Font group, 50 Open dialog box, 35
Font size, 49 Organisation chart, 78
Font sizes, 51 Outline tab, 22, 138
Footer, 179
Format Painter, 70
Slide Transition gallery, 97
P Slide transitions, 93
Slides group, 27
Page Setup group, 197
Slides tab, 22
Paragraph group, 205
Small Caps, 51
Paste Options, 153
SmartArt, 74, 214
Pictures, 74
Sounds, 321
Placeholders, 28
Speaker notes, 117
Portrait, 198
Spelling Checker, 174
PowerPoint Options, 16
Spelling dialog box, 174
Print, 112
Status bar, 17
Print dialog box, 114
Strikethrough, 52
Print Preview, 112
Style gallery, 81
Styles group, 81
Q subscript, 52
superscript, 52
Quick Access, 16
Quick Access toolbar, 16
Quick Styles, 83
T
QuickPrint, 112
Tab stops, 207
Tabs, 14
R Templates, 296
Text alignment, 211
Recent Documents, 35 Text Animation, 314
Recolor, 80 Text Box, 120
Replace feature, 172 Text group, 179
Reset Slide, 29 Theme colour, 54
Resize, 19 Themes, 36
Reuse Slides, 142 Timing tab, 314
Ribbon, 13 Title Slide layout, 27
Rulers, 25 Transition Scheme, 94
Transition sound, 95
Transition speed, 96
S
Save, 33 U
Save As dialog box, 33
Scroll, 44 Underline, 49
Select Text, 49
Set Up Show dialog box, 103
Shadow effect, 52
V
Shape Styles, 125
View tab, 20
Shortcut menus, 18
Show options, 105
Size group, 82 W
Slide master, 274
Slide Master view, 275 window, 13
Slide numbers, 180 Windows, 19
Slide Orientation, 197 WordArt, 121
Slide pane, 22
Slide Show, 103
Slide Show tab, 21 Z
Slide Sorter, 23, 138
Slide Sorter view, 29 Zoom feature, 24

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Presentation Software Level 2

It is assumed that you already have the basic skills learnt at

Adapted for the Learning Centres by Laura Nicholls

You are not allowed to copy any part of this

Shortcut key combinations

Multiple methods for choosing features and options

Screen shots throughout this course

How to produce a Screen Print

Step by Step Guide:

(Nothing visual will indicate that you have successfully captured a

 Open a new document in Microsoft Word 2007.

Option 2: Capture Active Window only

 To capture the Active Window, press ALT, (usually bottom left of

(Nothing visual will indicate that you have successfully captured a

Starting PowerPoint in Windows 7™

 In the Programs list, click Microsoft Office PowerPoint 2007

12 All materials © copyright 2010 - all rights reserved.

The Ribbon is composed of tabs, groups and command buttons.

Command buttons are organised in groups. For example, buttons for

All materials © copyright 2010 - all rights reserved. 13

Context related tools and tabs

Dialog box launchers

To open a dialog box from a group:

14 All materials © copyright 2010 - all rights reserved.

ScreenTips and Shortcut key combinations

Some example shortcut key combinations are:

Ctrl+N New presentation Ctrl+X Cut

Ctrl+O Open presentation Ctrl+C Copy

Ctrl+S Save Ctrl+V Paste

Ctrl+P Print Ctrl+Z Undo

F1 Help F7 Spelling Checker

Ctrl+B Bold Ctrl+I Italics

The Office Button

To access presentation tools such as New, Open, Save and Print:

 In the top left-hand corner of the

 Click the relevant button, or press the key corresponding to the

All materials © copyright 2010 - all rights reserved. 15

The Quick Access toolbar

To access any of the tools on the Quick Access toolbar:

Customising the Quick Access toolbar

The PowerPoint Options dialog box will be displayed showing the

16 All materials © copyright 2010 - all rights reserved.

 In the left-hand list,

The Status bar

Some of the items on the Status bar

All materials © copyright 2010 - all rights reserved. 17

When you get used to them, shortcut menus

Once the menu is displayed you can just click

 Choose Yes to save the presentation and exit PowerPoint

18 All materials © copyright 2010 - all rights reserved.

Resizing and moving presentation windows

Showing multiple presentation windows

All materials © copyright 2010 - all rights reserved. 19

In order to make a presentation window active, you need to switch to that

20 All materials © copyright 2010 - all rights reserved.

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The different areas are used as follows:

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The Notes Page view

The Color/Grayscale option

To show the Color/Grayscale group:

To apply greyscale to your presentation:

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