learning microsoft powerpoint 2007

Guided Computer Tutorials

LearningMicrosoft®

PowerPoint®

2007

By Greg Bowden

PUBLISHED BY

GUIDED COMPUTER TUTORIALSPO Box 311Belmont, 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 5PDF 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.

© Guided Computer Tutorials, 2006 C-1

Chapter 1: Getting Started With PowerPointStarting a Presentation .............................................................................................1-1The Microsoft PowerPoint Screen ........................................................................1-2

The Office Button............................................................................................ 1-2The Quick Access Toolbar ............................................................................ 1-2The Ribbon ........................................................................................................ 1-3

Zoom Controls .............................................................................................................1-5Creating the Title Slide ..............................................................................................1-5

Entering the Company Name .................................................................... 1-5Formatting Text Using the Mini-Toolbar ................................................ 1-6Formatting Text Using the Ribbon ........................................................... 1-7Moving the Placeholder ............................................................................... 1-9Entering the Sub-Title Text .......................................................................... 1-9Saving the Presentation .............................................................................1-11Adding a Background to the Slide .........................................................1-11

Creating a Second Slide ........................................................................................ 1-12Inserting the New Slide ..............................................................................1-12Entering the Title ..........................................................................................1-13Entering the Points ......................................................................................1-14

Previewing the Presentation ............................................................................... 1-16Looking at the Slides ...................................................................................1-16Starting the Slide Show ..............................................................................1-16

Slide Outlines ............................................................................................................ 1-18Other View Buttons ................................................................................................. 1-19Presentations Assignment 1 ............................................................ 1-20

Learning Microsoft PowerPoint 2007

Contents

© Guided Computer Tutorials, 2008C-2


Chapter 2: Using Graphics in SlidesLoading the Presentation ........................................................................................2-1Creating the New Slide .............................................................................................2-1Selecting the Slide Layout .......................................................................................2-2Entering the Slide Title ..............................................................................................2-2Inserting a Clip Art Image........................................................................................2-3Resizing the Image .....................................................................................................2-4Adding Text to the Slide ...........................................................................................2-5Previewing the Presentation ..................................................................................2-7Adding Another Image to the Presentation .....................................................2-7Adding Lines to the Slide .........................................................................................2-8

Line Styles ......................................................................................................... 2-9Line Colours ...................................................................................................... 2-9Three-Dimensional Effects ........................................................................2-10

Adding Photos to Slides ........................................................................................ 2-11Selecting the Slide Layout .........................................................................2-11Entering the Title ..........................................................................................2-12Adding the Text .............................................................................................2-13Adding a Photo .............................................................................................2-13Inserting Another Photo ............................................................................2-15Editing Text .....................................................................................................2-16

Presentations Assignment 2 ............................................................ 2-17

Chapter 3: Using TransitionsLoading the Presentation ........................................................................................3-1Applying a Transition to One Slide .......................................................................3-1Slide Sorter View .........................................................................................................3-3Altering the Order of Slides ....................................................................................3-3Applying Transitions to Multiple Slides ..............................................................3-4Presentations Assignment 3 .............................................................. 3-6

© Guided Computer Tutorials 2008 C-3

Contents

Chapter 4: Animation EffectsLoading the Presentation ........................................................................................4-1Animating Text ............................................................................................................4-1

Text Entrance .................................................................................................... 4-1Animating Just One Text Point .................................................................. 4-4Animating Words and Letters .................................................................... 4-6

Changing Animation Effects ...................................................................................4-7Removing Effects ........................................................................................................4-9Animating Images ................................................................................................... 4-10

The First Image ..............................................................................................4-10The Second Image .......................................................................................4-12

Exit Animations ........................................................................................................ 4-14Changing the Animation Order.......................................................................... 4-16Looping Animations ............................................................................................... 4-16Exercise 4-1 ................................................................................................................ 4-17Preset Animations ................................................................................................... 4-18Adjusting Preset Animations ............................................................................... 4-19Presentations Assignment 4 ............................................................ 4-20

Chapter 5: Adding Movie Clips to SlidesLoading the Presentation ........................................................................................5-1Creating a New Slide .................................................................................................5-1

Selecting the Layout...................................................................................... 5-1Entering the Slide Title .................................................................................. 5-2Adding the Text ............................................................................................... 5-3Inserting the Movie Clip ............................................................................... 5-4Adding a Movie Clip Message .................................................................... 5-5

Formatting the Movie Clip ......................................................................................5-7Presentations Assignment 5 .............................................................. 5-9



Chapter 6: Adding Diagrams to SlidesLoading the Presentation ........................................................................................6-1Creating a New Slide .................................................................................................6-1

Selecting the Layout...................................................................................... 6-1Adding the Title ............................................................................................... 6-2

Inserting the Diagram ...............................................................................................6-2Entering the Chart Labels ........................................................................................6-3Deleting Chart Boxes ...............................................................................................6-4Adding More Chart Boxes .......................................................................................6-4Formatting the Diagram ..........................................................................................6-6

The Diagram Style .......................................................................................... 6-6Changing the Diagram’s Colours .............................................................. 6-7Adding Effects to the Diagram .................................................................. 6-8Formatting the Diagram’s Text ................................................................... 6-8Changing the Diagram’s Layout ................................................................ 6-9


Chapter 7: Formatting and Aligning Slide ContentLoading the Presentation ........................................................................................7-1Creating a New Slide .................................................................................................7-1

Selecting the Layout...................................................................................... 7-1Entering the Slide Title .................................................................................. 7-2

The First Photograph .................................................................................................7-2Inserting the Photograph ............................................................................ 7-2Adjusting the Shape Height ....................................................................... 7-3Formatting the Photograph ....................................................................... 7-3

The Second Photograph ..........................................................................................7-4Inserting the Photograph ........................................................................... 7-4The Format Painter Tool ............................................................................... 7-5Aligning the Photographs ........................................................................... 7-5

The Third Photograph ...............................................................................................7-6Inserting the Photograph ............................................................................ 7-6Formatting the Photograph ....................................................................... 7-7Aligning the Photographs ........................................................................... 7-8


Contents

The Fourth Photograph ............................................................................................7-8Inserting the Photograph ............................................................................ 7-8Formatting the Photograph ....................................................................... 7-9Aligning the Photographs .........................................................................7-10

Adjusting the Colour of Photographs .............................................................. 7-12Presentations Assignment 7 ............................................................ 7-14

Chapter 8: Inserting Tables in SlidesLoading the Presentation ........................................................................................8-1Selecting the Layout..................................................................................................8-1Entering the Slide Title ..............................................................................................8-2Adding the Table .........................................................................................................8-2Entering the Table Items ..........................................................................................8-3The Table Styles ...........................................................................................................8-3Formatting the Text ...................................................................................................8-4Column Widths ............................................................................................................8-5Deleting Rows ..............................................................................................................8-7Adding Cells to the Table .........................................................................................8-8Borders and Shading .................................................................................................8-9

Changing the Cell Shading ......................................................................... 8-9Changing the Border Colour ....................................................................8-10




Chapter 9: Inserting Charts into SlidesLoading the Presentation ........................................................................................9-1Selecting the Slide Layout .......................................................................................9-1Entering the Slide Title ..............................................................................................9-2Inserting the Chart .....................................................................................................9-2Entering the Chart Data ...........................................................................................9-4Editing the Chart.........................................................................................................9-6Chart Layouts ...............................................................................................................9-8Chart Styles ...................................................................................................................9-9Changing the Chart Labels .....................................................................................9-9Changing the Appearance of the Chart .......................................................... 9-10

Changing the Colour of the Columns ...................................................9-10Changing the Back Wall Colour ...............................................................9-11

Changing the Scale of the Axes.......................................................................... 9-12Other Chart Types.................................................................................................... 9-13Animating Charts .................................................................................................... 9-14Presentations Assignment 9 ............................................................ 9-16

Chapter 10: Action ButtonsLoading the Presentation ..................................................................................... 10-1Navigation Buttons ................................................................................................. 10-1

The Previous Slide Button .........................................................................10-1The Next Slide Button .................................................................................10-3

Buttons That Open Specific Slides ..................................................................... 10-4The Jungle Safaris Button ..........................................................................10-4The Wild River Rides Button ......................................................................10-7The Other Slides ............................................................................................10-9

Text Buttons .............................................................................................................10-10Buttons That Play Sounds ...................................................................................10-11Buttons That Open Other Presentations .......................................................10-13

Loading the Presentation ....................................................................... 10-13Adding the Button .................................................................................... 10-13Linking the Button .................................................................................... 10-16

Removing Action Buttons ..................................................................................10-19Presentations Assignment 10 ........................................................10-20


Contents

Chapter 11: Text FormattingLoading the Presentation ..................................................................................... 11-1Creating Sub-Points ................................................................................................ 11-1

Entering the Text ...........................................................................................11-1Setting the Sub-Points ................................................................................11-2

Bullet Formats ........................................................................................................... 11-3Custom Bullets .......................................................................................................... 11-5Turning Bullets Off .................................................................................................. 11-7Looking at the Points in Outline View .............................................................. 11-8Paragraph Spacing ................................................................................................11-10

The Whole Text ........................................................................................... 11-10Individual Lines .......................................................................................... 11-11

Bullet Spacing .........................................................................................................11-12Turning on the Ruler ................................................................................. 11-12Adjusting the Indents .............................................................................. 11-13

Spell Checking ........................................................................................................11-14The Format Painter Tool ......................................................................................11-15Presentations Assignment 11 ........................................................11-16

Chapter 12: Self-Running ShowsLoading the Presentation ..................................................................................... 12-1Setting the PowerPoint Show ............................................................................. 12-1

Rehearsing the Timings ..............................................................................12-1Looking at the Timings ...............................................................................12-3

Making the Slide Show Continuous ................................................................. 12-4Hiding a Slide ........................................................................................................... 12-5Adding a Narrative .................................................................................................. 12-6Saving the Presentation as a Show ................................................................... 12-7Custom Shows .......................................................................................................... 12-8Turning Rehearse Timings Off ............................................................................. 12-9Presentations Assignment 12 ........................................................12-10



Chapter 13: Delivering PresentationsLoading the Presentation ..................................................................................... 13-1Screen Tools ............................................................................................................... 13-1

Identifying the Screen Tools .....................................................................13-2Using the Pen Tools ......................................................................................13-2The Eraser Tool ...............................................................................................13-4The Arrow Options .......................................................................................13-5The Slide Options Tool ................................................................................13-6

Speaker Notes ........................................................................................................... 13-7Using the Notes Page View .......................................................................13-7Using the Notes Master View ..................................................................13-8Entering the Speaker Notes ................................................................... 13-13Printing Speaker Notes ............................................................................ 13-14

Handout Notes .......................................................................................................13-16Sending Slide Text to a Word Processor ........................................................13-19Presentations Assignment 13 ........................................................13-20

Chapter 14: Slide MastersLoading the Presentation ..................................................................................... 14-1Opening the Slide Master View .......................................................................... 14-1Looking at the Slide Masters ............................................................................... 14-2Applying a Theme ................................................................................................... 14-4Altering the Formats of Each Slide .................................................................... 14-4

The Title Text ...................................................................................................14-4The Text Content ...........................................................................................14-5

Adding Objects to Slide Masters ........................................................................ 14-8Footer Items .............................................................................................................. 14-9Presentations Assignment 14 ........................................................14-12

Chapter 15: Useful FeaturesLoading the Presentation ..................................................................................... 15-1Help Features ............................................................................................................ 15-1Adding a Music Sound Track ............................................................................... 15-4

Inserting a Music File ...................................................................................15-4Formatting the Sound ................................................................................15-5

Adding Movie Clips ................................................................................................. 15-7Presentations Assignment 15 .......................................................... 15-8

© Guided Computer Tutorials 2008 1-1

Chapter

1Getting 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.

Slide with content Placeholders

Quick Access Toolbar

Ribbon

Status Bar View Buttons Zoom Controls

Office Button

Slides Pane

© Guided Computer Tutorials 20081-2


The Microsoft PowerPoint Screen

The Microsoft PowerPoint 2007 screen is quite different to other programs.

A The Office Button

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.

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.

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.



C The Ribbon

The RIBBON across the top of the screen contains most of the PowerPoint commands in a variety of command TABS.

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.

1 When you first load Microsoft PowerPoint the HOME tab of the RIBBON is open. It is broken up into GROUPS.



4 Double click on a TAB and the RIBBON is expanded.

NOTE: 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.

5 There are more commands in the RIBBON.

8 Look at the dialogue boxes available from the arrows next to the other group labels in the HOME tab of the RIBBON.

3 Double click on the HOME tab of the RIBBON and the RIBBON is collapsed providing you with more screen space.

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.



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.

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 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.

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 <enter> Animal Park



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.



C Formatting Text Using the Ribbon

You can also format text using the HOME tab of the RIBBON.

4 Click on the arrow next to the FONT COLOUR icon and select YELLOW.

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.



NOTE: You can click on the FONT COLOUR button rather that its arrow if the FONT COLOUR button is set to the required colour.

NOTE: 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.

4 Highlight both lines of text and click on the TEXT SHADOW icon in the HOME tab.

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.



D Moving the Placeholder

You can move placeholders around the slide.

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 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.

1 Move the pointer into the CLICK TO ADD SUBTITLE frame, click the mouse button and enter:

Exotic Animals <enter> On Display



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.



F Saving the Presentation

G Adding a Background to the Slide

There are a range of different backgrounds that can be added to the slide.

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.

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.

1 Open the DESIGN tab of the RIBBON.



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.

3 Click on the BACKGROUND STYLES icon and select the bottom right style.



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

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.

3 The new slide is created with the same background and its icon is added to the SLIDES pane.

2 Highlight the text and set the FONT to ARIAL and the FONT SIZE to 54 POINT.



C Entering the Points

Highlights about the animal park will be entered as dot points,

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.

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.

1 Click in the CLICK TO ADD TEXT frame and enter the points shown, pressing <enter> after each line.



4 Click on the SAVE button in the QUICK ACCESS TOOLBAR (or press CTRL+S) to resave the presentation.

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.



Previewing the Presentation

A Looking at the Slides

You can look through the slides in your presentation before playing the slide show.

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

NOTE: 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.

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.

1 Open the VIEW tab in the RIBBON and click on the SLIDE SHOW icon.



NOTE: You can also press the ESC key to exit from a slide show.

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.



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.

3 Click on the SLIDES tab to return the slide view to the screen.

2 You can drag the border of the SLIDES pane to the left to reduce its width.

4 Click on the arrow at the top right of the SLIDES pane to collapse the pane.



Other View Buttons

There are three view buttons at the bottom left of the screen that you will use regularly.

4 Click on the NORMAL view button to expand the SLIDES pane.

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.



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

Slide 2

Ask your teacher to check your completed slides.

Tolman’s Travel

World WideTravel Services

Tolman’s Tours • Destinations

• InternationalAirlines

• LondonTours

• EuropeanTours

• EuropeanHighlights

• AirlineInformation

• AirFaresfromMelbourne

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