Learning Microsoft Powerpoint 2007
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Guided Computer Tutorials
Learning ® Microsoft
PowerPoint 2007
By Greg Bowden
®
PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont, Victoria, 3216, Australia www.gct.com.au © Greg Bowden This product is available in Single or Multi User versions. Single-user versions are for single student or teacher use at any particular time, just as a single text book would be used. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Multi-user versions allow the school or institution to print as many copies as required, or to place the PDF files on the school network, intranet and staff laptops. A certificate of authentication is provided with multi-user versions. Bookmarks provide links to all headings and sub-headings, and individual chapters are provided.
First published 2008 ISBN: 1 921217 54 5 PDF document on CD-ROM
Every effort has been made to ensure that images used in this publication are free of copyright, but there may be instances where this has not been possible. Guided Computer Tutorials would welcome any information that would redress this situation.
Learning Microsoft PowerPoint 2007 Contents Chapter 1: Getting Started With PowerPoint Starting a Presentation..............................................................................................1-1 The Microsoft PowerPoint Screen.........................................................................1-2 The Office Button............................................................................................ 1-2 The Quick Access Toolbar............................................................................. 1-2 The Ribbon......................................................................................................... 1-3 Zoom Controls..............................................................................................................1-5 Creating the Title Slide...............................................................................................1-5 Entering the Company Name..................................................................... 1-5 Formatting Text Using the Mini-Toolbar................................................. 1-6 Formatting Text Using the Ribbon............................................................ 1-7 Moving the Placeholder................................................................................ 1-9 Entering the Sub-Title Text........................................................................... 1-9 Saving the Presentation..............................................................................1-11 Adding a Background to the Slide..........................................................1-11 Creating a Second Slide......................................................................................... 1-12 Inserting the New Slide...............................................................................1-12 Entering the Title...........................................................................................1-13 Entering the Points.......................................................................................1-14 Previewing the Presentation................................................................................ 1-16 Looking at the Slides....................................................................................1-16 Starting the Slide Show...............................................................................1-16 Slide Outlines............................................................................................................. 1-18 Other View Buttons.................................................................................................. 1-19 Presentations Assignment 1............................................................. 1-20
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Learning Microsoft PowerPoint 2007 Chapter 2: Using Graphics in Slides Loading the Presentation.........................................................................................2-1 Creating the New Slide..............................................................................................2-1 Selecting the Slide Layout........................................................................................2-2 Entering the Slide Title...............................................................................................2-2 Inserting a Clip Art Image........................................................................................2-3 Resizing the Image......................................................................................................2-4 Adding Text to the Slide............................................................................................2-5 Previewing the Presentation...................................................................................2-7 Adding Another Image to the Presentation......................................................2-7 Adding Lines to the Slide..........................................................................................2-8 Line Styles.......................................................................................................... 2-9 Line Colours....................................................................................................... 2-9 Three-Dimensional Effects.........................................................................2-10 Adding Photos to Slides......................................................................................... 2-11 Selecting the Slide Layout..........................................................................2-11 Entering the Title...........................................................................................2-12 Adding the Text..............................................................................................2-13 Adding a Photo..............................................................................................2-13 Inserting Another Photo.............................................................................2-15 Editing Text......................................................................................................2-16 Presentations Assignment 2............................................................. 2-17
Chapter 3: Using Transitions Loading the Presentation.........................................................................................3-1 Applying a Transition to One Slide........................................................................3-1 Slide Sorter View..........................................................................................................3-3 Altering the Order of Slides.....................................................................................3-3 Applying Transitions to Multiple Slides...............................................................3-4 Presentations Assignment 3............................................................... 3-6
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Contents Chapter 4: Animation Effects Loading the Presentation.........................................................................................4-1 Animating Text.............................................................................................................4-1 Text Entrance..................................................................................................... 4-1 Animating Just One Text Point................................................................... 4-4 Animating Words and Letters..................................................................... 4-6 Changing Animation Effects....................................................................................4-7 Removing Effects.........................................................................................................4-9 Animating Images.................................................................................................... 4-10 The First Image...............................................................................................4-10 The Second Image........................................................................................4-12 Exit Animations......................................................................................................... 4-14 Changing the Animation Order.......................................................................... 4-16 Looping Animations................................................................................................ 4-16 Exercise 4-1................................................................................................................. 4-17 Preset Animations.................................................................................................... 4-18 Adjusting Preset Animations................................................................................ 4-19 Presentations Assignment 4............................................................. 4-20
Chapter 5: Adding Movie Clips to Slides Loading the Presentation.........................................................................................5-1 Creating a New Slide..................................................................................................5-1 Selecting the Layout...................................................................................... 5-1 Entering the Slide Title................................................................................... 5-2 Adding the Text................................................................................................ 5-3 Inserting the Movie Clip................................................................................ 5-4 Adding a Movie Clip Message..................................................................... 5-5 Formatting the Movie Clip.......................................................................................5-7 Presentations Assignment 5............................................................... 5-9
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Learning Microsoft PowerPoint 2007 Chapter 6: Adding Diagrams to Slides Loading the Presentation.........................................................................................6-1 Creating a New Slide..................................................................................................6-1 Selecting the Layout...................................................................................... 6-1 Adding the Title................................................................................................ 6-2 Inserting the Diagram................................................................................................6-2 Entering the Chart Labels.........................................................................................6-3 Deleting Chart Boxes ................................................................................................6-4 Adding More Chart Boxes........................................................................................6-4 Formatting the Diagram...........................................................................................6-6 The Diagram Style........................................................................................... 6-6 Changing the Diagram’s Colours............................................................... 6-7 Adding Effects to the Diagram................................................................... 6-8 Formatting the Diagram’s Text.................................................................... 6-8 Changing the Diagram’s Layout................................................................. 6-9 Presentations Assignment 6............................................................. 6-10
Chapter 7: Formatting and Aligning Slide Content Loading the Presentation.........................................................................................7-1 Creating a New Slide..................................................................................................7-1 Selecting the Layout...................................................................................... 7-1 Entering the Slide Title................................................................................... 7-2 The First Photograph..................................................................................................7-2 Inserting the Photograph............................................................................. 7-2 Adjusting the Shape Height........................................................................ 7-3 Formatting the Photograph........................................................................ 7-3 The Second Photograph...........................................................................................7-4 Inserting the Photograph . .......................................................................... 7-4 The Format Painter Tool................................................................................ 7-5 Aligning the Photographs............................................................................ 7-5 The Third Photograph................................................................................................7-6 Inserting the Photograph............................................................................. 7-6 Formatting the Photograph........................................................................ 7-7 Aligning the Photographs............................................................................ 7-8
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Contents The Fourth Photograph.............................................................................................7-8 Inserting the Photograph............................................................................. 7-8 Formatting the Photograph........................................................................ 7-9 Aligning the Photographs..........................................................................7-10 Adjusting the Colour of Photographs............................................................... 7-12 Presentations Assignment 7............................................................. 7-14
Chapter 8: Inserting Tables in Slides Loading the Presentation.........................................................................................8-1 Selecting the Layout..................................................................................................8-1 Entering the Slide Title...............................................................................................8-2 Adding the Table..........................................................................................................8-2 Entering the Table Items...........................................................................................8-3 The Table Styles............................................................................................................8-3 Formatting the Text....................................................................................................8-4 Column Widths.............................................................................................................8-5 Deleting Rows...............................................................................................................8-7 Adding Cells to the Table..........................................................................................8-8 Borders and Shading..................................................................................................8-9 Changing the Cell Shading.......................................................................... 8-9 Changing the Border Colour.....................................................................8-10 Presentations Assignment 8............................................................. 8-11
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Learning Microsoft PowerPoint 2007 Chapter 9: Inserting Charts into Slides Loading the Presentation.........................................................................................9-1 Selecting the Slide Layout........................................................................................9-1 Entering the Slide Title...............................................................................................9-2 Inserting the Chart......................................................................................................9-2 Entering the Chart Data............................................................................................9-4 Editing the Chart.........................................................................................................9-6 Chart Layouts................................................................................................................9-8 Chart Styles....................................................................................................................9-9 Changing the Chart Labels......................................................................................9-9 Changing the Appearance of the Chart........................................................... 9-10 Changing the Colour of the Columns....................................................9-10 Changing the Back Wall Colour................................................................9-11 Changing the Scale of the Axes.......................................................................... 9-12 Other Chart Types.................................................................................................... 9-13 Animating Charts..................................................................................................... 9-14 Presentations Assignment 9............................................................. 9-16
Chapter 10: Action Buttons Loading the Presentation...................................................................................... 10-1 Navigation Buttons.................................................................................................. 10-1 The Previous Slide Button..........................................................................10-1 The Next Slide Button..................................................................................10-3 Buttons That Open Specific Slides...................................................................... 10-4 The Jungle Safaris Button...........................................................................10-4 The Wild River Rides Button.......................................................................10-7 The Other Slides.............................................................................................10-9 Text Buttons..............................................................................................................10-10 Buttons That Play Sounds....................................................................................10-11 Buttons That Open Other Presentations........................................................10-13 Loading the Presentation........................................................................ 10-13 Adding the Button..................................................................................... 10-13 Linking the Button..................................................................................... 10-16 Removing Action Buttons...................................................................................10-19 Presentations Assignment 10.........................................................10-20
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Contents Chapter 11: Text Formatting Loading the Presentation...................................................................................... 11-1 Creating Sub-Points................................................................................................. 11-1 Entering the Text............................................................................................11-1 Setting the Sub-Points.................................................................................11-2 Bullet Formats............................................................................................................ 11-3 Custom Bullets........................................................................................................... 11-5 Turning Bullets Off................................................................................................... 11-7 Looking at the Points in Outline View............................................................... 11-8 Paragraph Spacing.................................................................................................11-10 The Whole Text............................................................................................ 11-10 Individual Lines........................................................................................... 11-11 Bullet Spacing..........................................................................................................11-12 Turning on the Ruler.................................................................................. 11-12 Adjusting the Indents............................................................................... 11-13 Spell Checking.........................................................................................................11-14 The Format Painter Tool.......................................................................................11-15 Presentations Assignment 11.........................................................11-16
Chapter 12: Self-Running Shows Loading the Presentation...................................................................................... 12-1 Setting the PowerPoint Show.............................................................................. 12-1 Rehearsing the Timings...............................................................................12-1 Looking at the Timings................................................................................12-3 Making the Slide Show Continuous.................................................................. 12-4 Hiding a Slide . .......................................................................................................... 12-5 Adding a Narrative................................................................................................... 12-6 Saving the Presentation as a Show.................................................................... 12-7 Custom Shows........................................................................................................... 12-8 Turning Rehearse Timings Off.............................................................................. 12-9 Presentations Assignment 12.........................................................12-10
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Learning Microsoft PowerPoint 2007 Chapter 13: Delivering Presentations Loading the Presentation...................................................................................... 13-1 Screen Tools................................................................................................................ 13-1 Identifying the Screen Tools......................................................................13-2 Using the Pen Tools.......................................................................................13-2 The Eraser Tool................................................................................................13-4 The Arrow Options........................................................................................13-5 The Slide Options Tool.................................................................................13-6 Speaker Notes............................................................................................................ 13-7 Using the Notes Page View........................................................................13-7 Using the Notes Master View ...................................................................13-8 Entering the Speaker Notes.................................................................... 13-13 Printing Speaker Notes............................................................................. 13-14 Handout Notes........................................................................................................13-16 Sending Slide Text to a Word Processor.........................................................13-19 Presentations Assignment 13.........................................................13-20
Chapter 14: Slide Masters Loading the Presentation...................................................................................... 14-1 Opening the Slide Master View........................................................................... 14-1 Looking at the Slide Masters................................................................................ 14-2 Applying a Theme.................................................................................................... 14-4 Altering the Formats of Each Slide..................................................................... 14-4 The Title Text....................................................................................................14-4 The Text Content............................................................................................14-5 Adding Objects to Slide Masters......................................................................... 14-8 Footer Items............................................................................................................... 14-9 Presentations Assignment 14.........................................................14-12
Chapter 15: Useful Features Loading the Presentation...................................................................................... 15-1 Help Features............................................................................................................. 15-1 Adding a Music Sound Track................................................................................ 15-4 Inserting a Music File....................................................................................15-4 Formatting the Sound.................................................................................15-5 Adding Movie Clips.................................................................................................. 15-7 Presentations Assignment 15........................................................... 15-8 C-8
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Chapter
1
Getting Started With PowerPoint
Microsoft PowerPoint is a program that allows you to create Multimedia presentations. These include electronic slide shows and screen displays. For your first presentation you will create a slide show for the Wattle Valley Animal Park which is a make believe zoo that maintains animals in their natural habitat.
Starting a Presentation 1
Load Microsoft PowerPoint and you should receive the POWERPOINT screen.
2
Look at the labelled diagram below and refer to this diagram until you are fully familiar with the sections of the PowerPoint screen.
Office Button
Quick Access Toolbar
Ribbon
Slide with content Placeholders
Slides Pane
Status Bar
View Buttons
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Zoom Controls
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Learning Microsoft PowerPoint 2007
The Microsoft PowerPoint Screen The Microsoft PowerPoint 2007 screen is quite different to other programs.
A The Office Button
1 Click on the OFFICE BUTTON at the top left of the screen. It is basically a FILE menu with icons to save, open, print and close documents. 2 The POWERPOINT OPTIONS button has tools for controlling how Microsoft powerPoint operates and the EXIT POWERPOINT button is used to close the program. 3
Click outside the OFFICE BUTTON window to close the window.
B The Quick Access Toolbar The QUICK ACCESS TOOLBAR is next to the OFFICE BUTTON at the top of the screen. It has buttons to save or undo steps. You can add common command buttons to it.
Click on the arrow at the right of the QUICK ACCESS TOOLBAR and a list of command buttons will be displayed. Select buttons that you may need.
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Getting Started With PowerPoint
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C The Ribbon The RIBBON across the top of the screen contains most of the PowerPoint commands in a variety of command TABS. 1 When you first load Microsoft PowerPoint the HOME tab of the RIBBON is open. It is broken up into GROUPS.
2
Click on each command TAB in turn to see what groups of commands they contain.
Home Tab: Contains the most common commands for formatting and editing slides.
Insert Tab: Contains commands for adding items to slides, for example, tables, graphics, headers and footers, etc.
Design Tab: Contains tools that control how slides look on the screen or when printed. These include page setup, slide orientation, themes, background colours, etc.
Animations Tab: Contains tools for adding animations to slides. These include transition effects, animating objects within a slide, etc,
Slide Show Tab: Contains tools to run the presentation. These include adding narrations, rehearsing a presentation, etc.
Review Tab: Contains tools for checking presentations. These include spell checking and thesaurus.
View Tab: Contains tools to view documents on screen. These include zoom and presentation view commands.
NOTE:
Other tabs are added to the RIBBON when you select or add items to a presentation.
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Learning Microsoft PowerPoint 2007
3 Double click on the HOME tab of the RIBBON and the RIBBON is collapsed providing you with more screen space. 4
Double click on a TAB and the RIBBON is expanded.
NOTE:
5
If you click once on a tab of a collapsed RIBBON, the RIBBON will open until a command is selected then collapse again. You might like to try this.
There are more commands in the RIBBON. 6 Click in the top placeholder then click on the arrow next to the FONT group label in the RIBBON.
7 The FONT dialogue box is opened providing more detailed FONT commands than those displayed in the FONT group. Select CANCEL to return to the document.
8
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Look at the dialogue boxes available from the arrows next to the other group labels in the HOME tab of the RIBBON.
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Getting Started With PowerPoint
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Zoom Controls Microsoft PowerPoint provides extensive ways to quickly increase or decrease the zoom (or magnification) of the screen. The ZOOM CONTROLS are in the ZOOM group of the VIEW tab of the RIBBON and at the bottom right of the STATUS BAR. 1 Use the SLIDER bar in the ZOOM CONTROLS at the bottom right of the screen to increase and decrease the screen magnification.
2 Click on the - or + icons to decrease or increase the screen magnification. 3
Set the view to about 80%.
Creating the Title Slide The TITLE slide introduces your presentation. It usually contains the company’s name and the topic of the presentation. When you start PowerPoint the TITLE SLIDE layout is displayed.
A Entering the Company Name 1 Move the pointer into the CLICK TO ADD TITLE frame (or placeholder) and click the mouse button.
2 Enter the company name:
Wattle Valley Animal Park
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<enter>
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Learning Microsoft PowerPoint 2007
B Formatting Text Using the Mini-Toolbar When you highlight text in a slide the MINI-TOOLBAR is displayed above the text. The MINI-TOOLBAR provides the common text formatting tools. 1 Use the mouse to highlight: Wattle Valley and the Mini-Toolbar should be displayed.
2 Set the FONT box to ARIAL and the FONT SIZE box to 72 point.
3 Click on the BOLD and ITALIC icons to add those styles to the text.
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Getting Started With PowerPoint
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4 Click on the arrow next to the FONT COLOUR icon and select YELLOW.
C Formatting Text Using the Ribbon You can also format text using the HOME tab of the RIBBON. 1 Highlight the text: Animal Park and in the FONT group of the HOME tab set the FONT to ARIAL and the FONT SIZE to 66 point.
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Learning Microsoft PowerPoint 2007 2 Click on the BOLD icon in the HOME tab to set the text to bold.
3 Click on the FONT COLOUR icon to set the text to the same YELLOW that you used earlier.
NOTE:
You can click on the FONT COLOUR button rather that its arrow if the FONT COLOUR button is set to the required colour.
4 Highlight both lines of text and click on the TEXT SHADOW icon in the HOME tab.
NOTE:
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TEXT SHADOW places a shadowed outline around the letters. It makes text easier to read on coloured backgrounds, which we will be adding to the slide shortly.
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Getting Started With PowerPoint
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D Moving the Placeholder You can move placeholders around the slide. 1 Move the pointer over the border of the TITLE frame until it changes to a cross-hair with arrows.
2 Hold down the mouse button and drag the frame up about 2 cm.
E Entering the Sub-Title Text The SUB-TITLE is usually the subject of the presentation or the name of the presenter.
1 Move the pointer into the CLICK TO ADD SUBTITLE frame, click the mouse button and enter:
Exotic Animals On Display
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2 Highlight all the words in the frame and set the FONT to ARIAL, the FONT SIZE to 48 POINT and the STYLE to BOLD and TEXT SHADOW.
3 Click on the FONT COLOUR arrow and select a LIGHT GREEN.
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Getting Started With PowerPoint
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F Saving the Presentation 1 Click on the SAVE icon in the QUICK ACCESS TOOLBAR.
2 Access your STORAGE folder, call the presentation: Wattle Valley AP and click on SAVE.
G Adding a Background to the Slide There are a range of different backgrounds that can be added to the slide. 1 Open the DESIGN tab of the RIBBON.
2 Move the pointer over some of the THEME styles to see what they are like. They affect the text as well as the background. The arrows at the right of the group can be used to view more themes.
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Learning Microsoft PowerPoint 2007
3 Click on the BACKGROUND STYLES icon and select the bottom right style.
4
Resave the presentation by clicking on the SAVE icon in the QUICK ACCESS TOOLBAR or by pressing CTRL+S.
Creating a Second Slide The second slide will display information about the animal park. It will have a different layout to the first slide.
A Inserting the New Slide 1 Open the HOME tab of the RIBBON and click on the arrow at the base of the NEW SLIDE icon.
2 Select the second slide layout, TITLE AND CONTENT.
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Getting Started With PowerPoint
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3 The new slide is created with the same background and its icon is added to the SLIDES pane. 4 The slide layout allows you to enter a title in the top placeholder and content including text, tables, charts, SmartArt, Clip Art and movie files in the lower placeholder.
NOTE:
Different types of content will be inserted into slides over the next few chapters.
B Entering the Title 1
Click in the CLICK TO ADD TITLE frame and enter: Wattle Valley Offers 2 Highlight the text and set the FONT to ARIAL and the FONT SIZE to 54 POINT.
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Learning Microsoft PowerPoint 2007 3 Set the FONT COLOUR to the same shade of yellow as the heading in the previous slide and turn on BOLD, ITALIC and TEXT SHADOW.
C Entering the Points Highlights about the animal park will be entered as dot points,
1 Click in the CLICK TO ADD TEXT frame and enter the points shown, pressing <enter> after each line.
NOTE: i When you click in the background of the placeholder, text will be entered.
ii Bullets are inserted at the beginning of each line. They are a good way to highlight each point.
iii When you wish to insert different content, the icons at the centre of the placeholder can be used.
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Getting Started With PowerPoint
1
2 Highlight the points then set the FONT to ARIAL, the FONT SIZE to 36 POINT, the STYLE to BOLD and TEXT SHADOW, and the FONT COLOUR to the same light green as before.
3 Move the pointer over the border of the TEXT frame and drag it down and to the right a little to centre the points under the main heading.
4
Click on the SAVE button in the QUICK ACCESS TOOLBAR (or press CTRL+S) to resave the presentation.
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Learning Microsoft PowerPoint 2007
Previewing the Presentation A Looking at the Slides You can look through the slides in your presentation before playing the slide show.
1 Click on the FIRST SLIDE thumbnail in the SLIDES pane at the top left of the screen.
2 Click on the SECOND SLIDE thumbnail when you wish to return slide 2 to the screen.
NOTE:
You can also use the scroll arrows in the SCROLL BAR at the right of the screen to scroll through the slides or click on the NEXT SLIDE button or PREVIOUS SLIDE button .
B Starting the Slide Show
1 Open the VIEW tab in the RIBBON and click on the SLIDE SHOW icon.
NOTE:
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You can also press the F5 key or click on the SLIDE SHOW button in the VIEW buttons at the bottom right of the screen.
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Getting Started With PowerPoint
1
2 The whole screen should display the TITLE slide. 3 Click anywhere in the background and the next slide will be displayed.
4 Click anywhere in the background of this slide and you will be told that it is the end of the presentation.
5 Click again to return to the NORMAL view screen.
NOTE:
You can also press the ESC key to exit from a slide show. © Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
Slide Outlines You can look at the contents of slides in OUTLINE VIEW. 1 Click on the OUTLINE tab at the left of the screen and the contents of each slide is displayed.
2 You can drag the border of the SLIDES pane to the left to reduce its width.
3 Click on the SLIDES tab to return the slide view to the screen.
4 Click on the arrow at the top right of the SLIDES pane to collapse the pane.
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Getting Started With PowerPoint
1
Other View Buttons There are three view buttons at the bottom left of the screen that you will use regularly.
1 NORMAL view, which returns the screen to slide view.
2 SLIDE SORTER view, which shows larger thumbnails of slides.
3 SLIDE SHOW which runs the slide show from the current slide. It is a good button to use when you want to preview a slide you have just completed.
4
Click on the NORMAL view button to expand the SLIDES pane.
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Learning Microsoft PowerPoint 2007
Presentations Assignment 1 Create a title side and the first content slide for presentation on a topic set by your teacher. If you cannot think of anything to do the following slides for a travel agency can be created.
Slide 1
Tolman’s Travel World Wide Travel Services Slide 2
Tolman’s Tours
• Destinations
• International Airlines
• London Tours
• European Tours
• European Highlights
• Airline Information
• Air Fares from Melbourne
Ask your teacher to check your completed slides.
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© Guided Computer Tutorials 2008
Learning ® Microsoft
PowerPoint 2007
By Greg Bowden
®
PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont, Victoria, 3216, Australia www.gct.com.au © Greg Bowden This product is available in Single or Multi User versions. Single-user versions are for single student or teacher use at any particular time, just as a single text book would be used. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Multi-user versions allow the school or institution to print as many copies as required, or to place the PDF files on the school network, intranet and staff laptops. A certificate of authentication is provided with multi-user versions. Bookmarks provide links to all headings and sub-headings, and individual chapters are provided.
First published 2008 ISBN: 1 921217 54 5 PDF document on CD-ROM
Every effort has been made to ensure that images used in this publication are free of copyright, but there may be instances where this has not been possible. Guided Computer Tutorials would welcome any information that would redress this situation.
Learning Microsoft PowerPoint 2007 Contents Chapter 1: Getting Started With PowerPoint Starting a Presentation..............................................................................................1-1 The Microsoft PowerPoint Screen.........................................................................1-2 The Office Button............................................................................................ 1-2 The Quick Access Toolbar............................................................................. 1-2 The Ribbon......................................................................................................... 1-3 Zoom Controls..............................................................................................................1-5 Creating the Title Slide...............................................................................................1-5 Entering the Company Name..................................................................... 1-5 Formatting Text Using the Mini-Toolbar................................................. 1-6 Formatting Text Using the Ribbon............................................................ 1-7 Moving the Placeholder................................................................................ 1-9 Entering the Sub-Title Text........................................................................... 1-9 Saving the Presentation..............................................................................1-11 Adding a Background to the Slide..........................................................1-11 Creating a Second Slide......................................................................................... 1-12 Inserting the New Slide...............................................................................1-12 Entering the Title...........................................................................................1-13 Entering the Points.......................................................................................1-14 Previewing the Presentation................................................................................ 1-16 Looking at the Slides....................................................................................1-16 Starting the Slide Show...............................................................................1-16 Slide Outlines............................................................................................................. 1-18 Other View Buttons.................................................................................................. 1-19 Presentations Assignment 1............................................................. 1-20
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Learning Microsoft PowerPoint 2007 Chapter 2: Using Graphics in Slides Loading the Presentation.........................................................................................2-1 Creating the New Slide..............................................................................................2-1 Selecting the Slide Layout........................................................................................2-2 Entering the Slide Title...............................................................................................2-2 Inserting a Clip Art Image........................................................................................2-3 Resizing the Image......................................................................................................2-4 Adding Text to the Slide............................................................................................2-5 Previewing the Presentation...................................................................................2-7 Adding Another Image to the Presentation......................................................2-7 Adding Lines to the Slide..........................................................................................2-8 Line Styles.......................................................................................................... 2-9 Line Colours....................................................................................................... 2-9 Three-Dimensional Effects.........................................................................2-10 Adding Photos to Slides......................................................................................... 2-11 Selecting the Slide Layout..........................................................................2-11 Entering the Title...........................................................................................2-12 Adding the Text..............................................................................................2-13 Adding a Photo..............................................................................................2-13 Inserting Another Photo.............................................................................2-15 Editing Text......................................................................................................2-16 Presentations Assignment 2............................................................. 2-17
Chapter 3: Using Transitions Loading the Presentation.........................................................................................3-1 Applying a Transition to One Slide........................................................................3-1 Slide Sorter View..........................................................................................................3-3 Altering the Order of Slides.....................................................................................3-3 Applying Transitions to Multiple Slides...............................................................3-4 Presentations Assignment 3............................................................... 3-6
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Contents Chapter 4: Animation Effects Loading the Presentation.........................................................................................4-1 Animating Text.............................................................................................................4-1 Text Entrance..................................................................................................... 4-1 Animating Just One Text Point................................................................... 4-4 Animating Words and Letters..................................................................... 4-6 Changing Animation Effects....................................................................................4-7 Removing Effects.........................................................................................................4-9 Animating Images.................................................................................................... 4-10 The First Image...............................................................................................4-10 The Second Image........................................................................................4-12 Exit Animations......................................................................................................... 4-14 Changing the Animation Order.......................................................................... 4-16 Looping Animations................................................................................................ 4-16 Exercise 4-1................................................................................................................. 4-17 Preset Animations.................................................................................................... 4-18 Adjusting Preset Animations................................................................................ 4-19 Presentations Assignment 4............................................................. 4-20
Chapter 5: Adding Movie Clips to Slides Loading the Presentation.........................................................................................5-1 Creating a New Slide..................................................................................................5-1 Selecting the Layout...................................................................................... 5-1 Entering the Slide Title................................................................................... 5-2 Adding the Text................................................................................................ 5-3 Inserting the Movie Clip................................................................................ 5-4 Adding a Movie Clip Message..................................................................... 5-5 Formatting the Movie Clip.......................................................................................5-7 Presentations Assignment 5............................................................... 5-9
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Learning Microsoft PowerPoint 2007 Chapter 6: Adding Diagrams to Slides Loading the Presentation.........................................................................................6-1 Creating a New Slide..................................................................................................6-1 Selecting the Layout...................................................................................... 6-1 Adding the Title................................................................................................ 6-2 Inserting the Diagram................................................................................................6-2 Entering the Chart Labels.........................................................................................6-3 Deleting Chart Boxes ................................................................................................6-4 Adding More Chart Boxes........................................................................................6-4 Formatting the Diagram...........................................................................................6-6 The Diagram Style........................................................................................... 6-6 Changing the Diagram’s Colours............................................................... 6-7 Adding Effects to the Diagram................................................................... 6-8 Formatting the Diagram’s Text.................................................................... 6-8 Changing the Diagram’s Layout................................................................. 6-9 Presentations Assignment 6............................................................. 6-10
Chapter 7: Formatting and Aligning Slide Content Loading the Presentation.........................................................................................7-1 Creating a New Slide..................................................................................................7-1 Selecting the Layout...................................................................................... 7-1 Entering the Slide Title................................................................................... 7-2 The First Photograph..................................................................................................7-2 Inserting the Photograph............................................................................. 7-2 Adjusting the Shape Height........................................................................ 7-3 Formatting the Photograph........................................................................ 7-3 The Second Photograph...........................................................................................7-4 Inserting the Photograph . .......................................................................... 7-4 The Format Painter Tool................................................................................ 7-5 Aligning the Photographs............................................................................ 7-5 The Third Photograph................................................................................................7-6 Inserting the Photograph............................................................................. 7-6 Formatting the Photograph........................................................................ 7-7 Aligning the Photographs............................................................................ 7-8
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Contents The Fourth Photograph.............................................................................................7-8 Inserting the Photograph............................................................................. 7-8 Formatting the Photograph........................................................................ 7-9 Aligning the Photographs..........................................................................7-10 Adjusting the Colour of Photographs............................................................... 7-12 Presentations Assignment 7............................................................. 7-14
Chapter 8: Inserting Tables in Slides Loading the Presentation.........................................................................................8-1 Selecting the Layout..................................................................................................8-1 Entering the Slide Title...............................................................................................8-2 Adding the Table..........................................................................................................8-2 Entering the Table Items...........................................................................................8-3 The Table Styles............................................................................................................8-3 Formatting the Text....................................................................................................8-4 Column Widths.............................................................................................................8-5 Deleting Rows...............................................................................................................8-7 Adding Cells to the Table..........................................................................................8-8 Borders and Shading..................................................................................................8-9 Changing the Cell Shading.......................................................................... 8-9 Changing the Border Colour.....................................................................8-10 Presentations Assignment 8............................................................. 8-11
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007 Chapter 9: Inserting Charts into Slides Loading the Presentation.........................................................................................9-1 Selecting the Slide Layout........................................................................................9-1 Entering the Slide Title...............................................................................................9-2 Inserting the Chart......................................................................................................9-2 Entering the Chart Data............................................................................................9-4 Editing the Chart.........................................................................................................9-6 Chart Layouts................................................................................................................9-8 Chart Styles....................................................................................................................9-9 Changing the Chart Labels......................................................................................9-9 Changing the Appearance of the Chart........................................................... 9-10 Changing the Colour of the Columns....................................................9-10 Changing the Back Wall Colour................................................................9-11 Changing the Scale of the Axes.......................................................................... 9-12 Other Chart Types.................................................................................................... 9-13 Animating Charts..................................................................................................... 9-14 Presentations Assignment 9............................................................. 9-16
Chapter 10: Action Buttons Loading the Presentation...................................................................................... 10-1 Navigation Buttons.................................................................................................. 10-1 The Previous Slide Button..........................................................................10-1 The Next Slide Button..................................................................................10-3 Buttons That Open Specific Slides...................................................................... 10-4 The Jungle Safaris Button...........................................................................10-4 The Wild River Rides Button.......................................................................10-7 The Other Slides.............................................................................................10-9 Text Buttons..............................................................................................................10-10 Buttons That Play Sounds....................................................................................10-11 Buttons That Open Other Presentations........................................................10-13 Loading the Presentation........................................................................ 10-13 Adding the Button..................................................................................... 10-13 Linking the Button..................................................................................... 10-16 Removing Action Buttons...................................................................................10-19 Presentations Assignment 10.........................................................10-20
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Contents Chapter 11: Text Formatting Loading the Presentation...................................................................................... 11-1 Creating Sub-Points................................................................................................. 11-1 Entering the Text............................................................................................11-1 Setting the Sub-Points.................................................................................11-2 Bullet Formats............................................................................................................ 11-3 Custom Bullets........................................................................................................... 11-5 Turning Bullets Off................................................................................................... 11-7 Looking at the Points in Outline View............................................................... 11-8 Paragraph Spacing.................................................................................................11-10 The Whole Text............................................................................................ 11-10 Individual Lines........................................................................................... 11-11 Bullet Spacing..........................................................................................................11-12 Turning on the Ruler.................................................................................. 11-12 Adjusting the Indents............................................................................... 11-13 Spell Checking.........................................................................................................11-14 The Format Painter Tool.......................................................................................11-15 Presentations Assignment 11.........................................................11-16
Chapter 12: Self-Running Shows Loading the Presentation...................................................................................... 12-1 Setting the PowerPoint Show.............................................................................. 12-1 Rehearsing the Timings...............................................................................12-1 Looking at the Timings................................................................................12-3 Making the Slide Show Continuous.................................................................. 12-4 Hiding a Slide . .......................................................................................................... 12-5 Adding a Narrative................................................................................................... 12-6 Saving the Presentation as a Show.................................................................... 12-7 Custom Shows........................................................................................................... 12-8 Turning Rehearse Timings Off.............................................................................. 12-9 Presentations Assignment 12.........................................................12-10
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007 Chapter 13: Delivering Presentations Loading the Presentation...................................................................................... 13-1 Screen Tools................................................................................................................ 13-1 Identifying the Screen Tools......................................................................13-2 Using the Pen Tools.......................................................................................13-2 The Eraser Tool................................................................................................13-4 The Arrow Options........................................................................................13-5 The Slide Options Tool.................................................................................13-6 Speaker Notes............................................................................................................ 13-7 Using the Notes Page View........................................................................13-7 Using the Notes Master View ...................................................................13-8 Entering the Speaker Notes.................................................................... 13-13 Printing Speaker Notes............................................................................. 13-14 Handout Notes........................................................................................................13-16 Sending Slide Text to a Word Processor.........................................................13-19 Presentations Assignment 13.........................................................13-20
Chapter 14: Slide Masters Loading the Presentation...................................................................................... 14-1 Opening the Slide Master View........................................................................... 14-1 Looking at the Slide Masters................................................................................ 14-2 Applying a Theme.................................................................................................... 14-4 Altering the Formats of Each Slide..................................................................... 14-4 The Title Text....................................................................................................14-4 The Text Content............................................................................................14-5 Adding Objects to Slide Masters......................................................................... 14-8 Footer Items............................................................................................................... 14-9 Presentations Assignment 14.........................................................14-12
Chapter 15: Useful Features Loading the Presentation...................................................................................... 15-1 Help Features............................................................................................................. 15-1 Adding a Music Sound Track................................................................................ 15-4 Inserting a Music File....................................................................................15-4 Formatting the Sound.................................................................................15-5 Adding Movie Clips.................................................................................................. 15-7 Presentations Assignment 15........................................................... 15-8 C-8
© Guided Computer Tutorials, 2008
Chapter
1
Getting Started With PowerPoint
Microsoft PowerPoint is a program that allows you to create Multimedia presentations. These include electronic slide shows and screen displays. For your first presentation you will create a slide show for the Wattle Valley Animal Park which is a make believe zoo that maintains animals in their natural habitat.
Starting a Presentation 1
Load Microsoft PowerPoint and you should receive the POWERPOINT screen.
2
Look at the labelled diagram below and refer to this diagram until you are fully familiar with the sections of the PowerPoint screen.
Office Button
Quick Access Toolbar
Ribbon
Slide with content Placeholders
Slides Pane
Status Bar
View Buttons
© Guided Computer Tutorials 2008
Zoom Controls
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Learning Microsoft PowerPoint 2007
The Microsoft PowerPoint Screen The Microsoft PowerPoint 2007 screen is quite different to other programs.
A The Office Button
1 Click on the OFFICE BUTTON at the top left of the screen. It is basically a FILE menu with icons to save, open, print and close documents. 2 The POWERPOINT OPTIONS button has tools for controlling how Microsoft powerPoint operates and the EXIT POWERPOINT button is used to close the program. 3
Click outside the OFFICE BUTTON window to close the window.
B The Quick Access Toolbar The QUICK ACCESS TOOLBAR is next to the OFFICE BUTTON at the top of the screen. It has buttons to save or undo steps. You can add common command buttons to it.
Click on the arrow at the right of the QUICK ACCESS TOOLBAR and a list of command buttons will be displayed. Select buttons that you may need.
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Getting Started With PowerPoint
1
C The Ribbon The RIBBON across the top of the screen contains most of the PowerPoint commands in a variety of command TABS. 1 When you first load Microsoft PowerPoint the HOME tab of the RIBBON is open. It is broken up into GROUPS.
2
Click on each command TAB in turn to see what groups of commands they contain.
Home Tab: Contains the most common commands for formatting and editing slides.
Insert Tab: Contains commands for adding items to slides, for example, tables, graphics, headers and footers, etc.
Design Tab: Contains tools that control how slides look on the screen or when printed. These include page setup, slide orientation, themes, background colours, etc.
Animations Tab: Contains tools for adding animations to slides. These include transition effects, animating objects within a slide, etc,
Slide Show Tab: Contains tools to run the presentation. These include adding narrations, rehearsing a presentation, etc.
Review Tab: Contains tools for checking presentations. These include spell checking and thesaurus.
View Tab: Contains tools to view documents on screen. These include zoom and presentation view commands.
NOTE:
Other tabs are added to the RIBBON when you select or add items to a presentation.
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
3 Double click on the HOME tab of the RIBBON and the RIBBON is collapsed providing you with more screen space. 4
Double click on a TAB and the RIBBON is expanded.
NOTE:
5
If you click once on a tab of a collapsed RIBBON, the RIBBON will open until a command is selected then collapse again. You might like to try this.
There are more commands in the RIBBON. 6 Click in the top placeholder then click on the arrow next to the FONT group label in the RIBBON.
7 The FONT dialogue box is opened providing more detailed FONT commands than those displayed in the FONT group. Select CANCEL to return to the document.
8
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Look at the dialogue boxes available from the arrows next to the other group labels in the HOME tab of the RIBBON.
© Guided Computer Tutorials 2008
Getting Started With PowerPoint
1
Zoom Controls Microsoft PowerPoint provides extensive ways to quickly increase or decrease the zoom (or magnification) of the screen. The ZOOM CONTROLS are in the ZOOM group of the VIEW tab of the RIBBON and at the bottom right of the STATUS BAR. 1 Use the SLIDER bar in the ZOOM CONTROLS at the bottom right of the screen to increase and decrease the screen magnification.
2 Click on the - or + icons to decrease or increase the screen magnification. 3
Set the view to about 80%.
Creating the Title Slide The TITLE slide introduces your presentation. It usually contains the company’s name and the topic of the presentation. When you start PowerPoint the TITLE SLIDE layout is displayed.
A Entering the Company Name 1 Move the pointer into the CLICK TO ADD TITLE frame (or placeholder) and click the mouse button.
2 Enter the company name:
Wattle Valley Animal Park
© Guided Computer Tutorials 2008
<enter>
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Learning Microsoft PowerPoint 2007
B Formatting Text Using the Mini-Toolbar When you highlight text in a slide the MINI-TOOLBAR is displayed above the text. The MINI-TOOLBAR provides the common text formatting tools. 1 Use the mouse to highlight: Wattle Valley and the Mini-Toolbar should be displayed.
2 Set the FONT box to ARIAL and the FONT SIZE box to 72 point.
3 Click on the BOLD and ITALIC icons to add those styles to the text.
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Getting Started With PowerPoint
1
4 Click on the arrow next to the FONT COLOUR icon and select YELLOW.
C Formatting Text Using the Ribbon You can also format text using the HOME tab of the RIBBON. 1 Highlight the text: Animal Park and in the FONT group of the HOME tab set the FONT to ARIAL and the FONT SIZE to 66 point.
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Learning Microsoft PowerPoint 2007 2 Click on the BOLD icon in the HOME tab to set the text to bold.
3 Click on the FONT COLOUR icon to set the text to the same YELLOW that you used earlier.
NOTE:
You can click on the FONT COLOUR button rather that its arrow if the FONT COLOUR button is set to the required colour.
4 Highlight both lines of text and click on the TEXT SHADOW icon in the HOME tab.
NOTE:
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TEXT SHADOW places a shadowed outline around the letters. It makes text easier to read on coloured backgrounds, which we will be adding to the slide shortly.
© Guided Computer Tutorials 2008
Getting Started With PowerPoint
1
D Moving the Placeholder You can move placeholders around the slide. 1 Move the pointer over the border of the TITLE frame until it changes to a cross-hair with arrows.
2 Hold down the mouse button and drag the frame up about 2 cm.
E Entering the Sub-Title Text The SUB-TITLE is usually the subject of the presentation or the name of the presenter.
1 Move the pointer into the CLICK TO ADD SUBTITLE frame, click the mouse button and enter:
Exotic Animals On Display
© Guided Computer Tutorials 2008
<enter>
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Learning Microsoft PowerPoint 2007
2 Highlight all the words in the frame and set the FONT to ARIAL, the FONT SIZE to 48 POINT and the STYLE to BOLD and TEXT SHADOW.
3 Click on the FONT COLOUR arrow and select a LIGHT GREEN.
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Getting Started With PowerPoint
1
F Saving the Presentation 1 Click on the SAVE icon in the QUICK ACCESS TOOLBAR.
2 Access your STORAGE folder, call the presentation: Wattle Valley AP and click on SAVE.
G Adding a Background to the Slide There are a range of different backgrounds that can be added to the slide. 1 Open the DESIGN tab of the RIBBON.
2 Move the pointer over some of the THEME styles to see what they are like. They affect the text as well as the background. The arrows at the right of the group can be used to view more themes.
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
3 Click on the BACKGROUND STYLES icon and select the bottom right style.
4
Resave the presentation by clicking on the SAVE icon in the QUICK ACCESS TOOLBAR or by pressing CTRL+S.
Creating a Second Slide The second slide will display information about the animal park. It will have a different layout to the first slide.
A Inserting the New Slide 1 Open the HOME tab of the RIBBON and click on the arrow at the base of the NEW SLIDE icon.
2 Select the second slide layout, TITLE AND CONTENT.
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Getting Started With PowerPoint
1
3 The new slide is created with the same background and its icon is added to the SLIDES pane. 4 The slide layout allows you to enter a title in the top placeholder and content including text, tables, charts, SmartArt, Clip Art and movie files in the lower placeholder.
NOTE:
Different types of content will be inserted into slides over the next few chapters.
B Entering the Title 1
Click in the CLICK TO ADD TITLE frame and enter: Wattle Valley Offers 2 Highlight the text and set the FONT to ARIAL and the FONT SIZE to 54 POINT.
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007 3 Set the FONT COLOUR to the same shade of yellow as the heading in the previous slide and turn on BOLD, ITALIC and TEXT SHADOW.
C Entering the Points Highlights about the animal park will be entered as dot points,
1 Click in the CLICK TO ADD TEXT frame and enter the points shown, pressing <enter> after each line.
NOTE: i When you click in the background of the placeholder, text will be entered.
ii Bullets are inserted at the beginning of each line. They are a good way to highlight each point.
iii When you wish to insert different content, the icons at the centre of the placeholder can be used.
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© Guided Computer Tutorials 2008
Getting Started With PowerPoint
1
2 Highlight the points then set the FONT to ARIAL, the FONT SIZE to 36 POINT, the STYLE to BOLD and TEXT SHADOW, and the FONT COLOUR to the same light green as before.
3 Move the pointer over the border of the TEXT frame and drag it down and to the right a little to centre the points under the main heading.
4
Click on the SAVE button in the QUICK ACCESS TOOLBAR (or press CTRL+S) to resave the presentation.
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
Previewing the Presentation A Looking at the Slides You can look through the slides in your presentation before playing the slide show.
1 Click on the FIRST SLIDE thumbnail in the SLIDES pane at the top left of the screen.
2 Click on the SECOND SLIDE thumbnail when you wish to return slide 2 to the screen.
NOTE:
You can also use the scroll arrows in the SCROLL BAR at the right of the screen to scroll through the slides or click on the NEXT SLIDE button or PREVIOUS SLIDE button .
B Starting the Slide Show
1 Open the VIEW tab in the RIBBON and click on the SLIDE SHOW icon.
NOTE:
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You can also press the F5 key or click on the SLIDE SHOW button in the VIEW buttons at the bottom right of the screen.
© Guided Computer Tutorials 2008
Getting Started With PowerPoint
1
2 The whole screen should display the TITLE slide. 3 Click anywhere in the background and the next slide will be displayed.
4 Click anywhere in the background of this slide and you will be told that it is the end of the presentation.
5 Click again to return to the NORMAL view screen.
NOTE:
You can also press the ESC key to exit from a slide show. © Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
Slide Outlines You can look at the contents of slides in OUTLINE VIEW. 1 Click on the OUTLINE tab at the left of the screen and the contents of each slide is displayed.
2 You can drag the border of the SLIDES pane to the left to reduce its width.
3 Click on the SLIDES tab to return the slide view to the screen.
4 Click on the arrow at the top right of the SLIDES pane to collapse the pane.
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© Guided Computer Tutorials 2008
Getting Started With PowerPoint
1
Other View Buttons There are three view buttons at the bottom left of the screen that you will use regularly.
1 NORMAL view, which returns the screen to slide view.
2 SLIDE SORTER view, which shows larger thumbnails of slides.
3 SLIDE SHOW which runs the slide show from the current slide. It is a good button to use when you want to preview a slide you have just completed.
4
Click on the NORMAL view button to expand the SLIDES pane.
© Guided Computer Tutorials 2008
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Learning Microsoft PowerPoint 2007
Presentations Assignment 1 Create a title side and the first content slide for presentation on a topic set by your teacher. If you cannot think of anything to do the following slides for a travel agency can be created.
Slide 1
Tolman’s Travel World Wide Travel Services Slide 2
Tolman’s Tours
• Destinations
• International Airlines
• London Tours
• European Tours
• European Highlights
• Airline Information
• Air Fares from Melbourne
Ask your teacher to check your completed slides.
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© Guided Computer Tutorials 2008
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