pass ecdl5 for office 2007 module 6 presentation chapter 37 the basics © pearson education ltd 2009...

Pass ECDL5 for Office 2007Module 6 PresentationChapter 37 The basics© Pearson Education Ltd 2009

Presentation

Microsoft® PowerPoint ®

Chapter 1 – The basics


What is Microsoft® PowerPoint ®? Microsoft® PowerPoint ® is a widely used

graphics presentation package You can use it to create, design and

organise professional presentations quickly and easily


Planning a presentation

To deliver an effective presentation you need to consider who your audience is, and prepare your slides to suit them

Start with a title screen showing what the presentation is about

Use lists – do not put more than four or five bulleted or numbered list items on each slide

Keep each point short and simple Sound, graphics and animation

effects can add interest, but too many can distract from the message you are conveying


Getting started

Either double-click the PowerPoint® icon (if it is on your desktop)

Or click Start, All Programs, then click Microsoft Office PowerPoint 2007. (Note: depending on how your computer is set up, you might need to click Start, All Programs, Microsoft Office, Microsoft Office PowerPoint 2007.)


The opening screen

The ribbon

Title barQuick Access Toolbar

Office button

Ribbon tabs

Status bar

Slide area

Outline/Slides pane


Starting a blank presentation

Click the New button on the Office button menu to display the New Presentation window

Click Blank and recent from the Templates list

Click Blank Presentation from the Blank and recent templates that are displayed

Click the Create button

PowerPoint automatically selects the Title Slide layout


Minimising and restoringthe ribbon

Right-click anywhere in the line containing the ribbon tabs, on the Office button, on the Quick Access Toolbar, or on a ribbon group name

Click Minimize the Ribbon on the shortcut menu that is displayed

To restore the ribbon, right-click in one of the same places as before to un-tick Minimize the Ribbon on the shortcut menu

Defaults and preferences

Click the Office button, and then click PowerPoint Options on the window that appears

Click the option you require in the panel on the left-hand side of the PowerPoint Options dialogue box


Getting help

Click the Help icon that is located near the top right of the PowerPoint screen (or simply press the F1 function key on the keyboard) to open the PowerPoint Help window

Type some appropriate words as a search criterion in the search text box

Click the Search button to display a list of items related to the search topic



Adding text to the title slide

Click in the placeholder box marked Click to add title and type the title text you want

Click in the placeholder box marked Click to add subtitle and type the subtitle text you want


Moving, formatting andediting text

Click and drag the placeholder boxes to move them

Format the text in each text box just as you would in Microsoft® Word

Most of the commands for this are in the Font and Paragraph groups on the Home ribbon

To format or edit text, select the placeholder box by clicking its border – when the border has changed to a solid line you can start formatting or editing the text

Drag the handles resize a placeholder box


Changing the presentation view You can change between various

views of a presentation by clicking on the icons to the right of the Status bar at the bottom of the PowerPoint® screen Normal View Slide Show

Slide Sorter View


Normal View This is the most useful view

It lets you view the structure of your presentation

down the left of the screen the current slide you are working on the Notes pane for the current slide


Slide Sorter View This view helps you to organise

your slides when you have more than one

Click the Slide Show view iconto view your presentation so far

Exit the presentation by pressing the Esc key

Using Zoom

Click the Zoom button in the Zoom group on the View ribbon to display the Zoom dialogue box

Set the magnification to display your document at



Undo and Redo

Click the Undo button on the Quick Access Toolbar to undo the last action

Click the arrow next to the button to see which actions can be ‘undone’

Click the Redo button to redo the last action that you undid

Undo Redo

Saving and closing a presentation

Click the Office button, and then click Save on the menu that appears

On the Save As dialogue box, type a name for your file in the File name: text box

In the Save in: list box, select a folder to save your file in

Click the Save button

To close your presentation, click the Office button, then click Close

To close PowerPoint, click the Office button, then click the Exit PowerPoint button


Chapter 2 – Editing a show

Pass ECDL5 for Office 2007Module 6 Presentation

Chapter 38 Editing a show© Pearson Education Ltd 2009



Opening an existing presentation

Load PowerPoint®

Click the Office button, then click Open to display the Open dialogue box

Navigate to where you saved the presentation you want

Click to select it, then click the Open button

Make sure you are in Normal View by clicking the Normal View button at the bottom right of the screen – your presentation title slide will be displayed



Starting a new slide

Click the New Slide button in the Slides group on the Home ribbon to place a new slide immediately after the title slide

By default, PowerPoint® chooses the Title and Content slide which is automatically laid out for a title (in the top placeholder), and a bullet list and content (in the bottom placeholder)

Type the text you want and format it



Changing text size and line spacing

To change text size

Select the text

Click either the Increase FontSize button or the Decrease Font Size button

You can set the font size precisely using the Font Size box in the Font group on the Home ribbon

To change line spacing

Select the text

Click the Line Spacing buttonin the Paragraph group on the Home ribbon



Checking spelling By default, PowerPoint® checks

spelling as you type – any words that it does not recognise will be underlined in red

Check spelling by clicking the Spelling button in the Proofing group on the Review ribbon

PowerPoint® will try to suggest corrections to all the words it has underlined

Click Close to exit the spell-checker at any time. It will tell you when it has checked all the words

Click the correct spelling in the Suggestions: box and then click Change (If the correct spelling does not appear you can type it into the Change to: box)

Click Delete to delete the repeated word

If the spell-checker finds a word that is actually correct (e.g. a name), then click Ignore



Adding more slidesMake sure the Slides tab is selected in the Slides/Outline pane, then click a slide

Click the New Slide button in the Slides group on the Home ribbon to add a slide – PowerPoint® adds a new slide after the one that is selected

Adding titles

Click the Outline tab in the Slides/Outline pane, then click the icon for a new slide so that it appears in the main window

Type the text you want either on the slide where it says to add the title, or if you start typing while the slide icon is selected you can type it straight into the Outline pane





Changing the order of slides

Display the Slide Sorter view

Click the slide to be moved and hold down the mouse button – drag the slide so that a vertical line appears

Drop the slide in its new position



Customising bullets You can change the style and

colour of bullets to increase the visual impact

Select the text of the bullets to be changed

Right-click the highlighted text, then move the mouse pointer over Bullets on the menu that is displayed – a selection of commonly used bullets appears

Select a new shape for your bullets



Moving text lines

Click the Outline tab in the Slides/Outline pane

Click to the left of the text line to be moved (where it changes to a four-headed arrow)

Hold down the mouse button and drag the text – a line will appear across the text

Release the mouse button when the text is in the new position

Checking the presentation

Always check your presentation

Look at it first in Slide Sorter view

Click the Slide Show button to start the presentation

Click the Forward button or press the Space bar to move to the next slide

Click the Back button or press the Backspace key to go back one slide

Exit a presentation at any time by pressing the Esc key



Chapter 3 – Applying designs


Chapter 39 Applying designs© Pearson Education Ltd 2009



Designing a Master Slide The Master Slide is a slide that sets

the appearance of every other slide in your presentation

Click the Slide Master button in the Presentation Views group on the View ribbon



Design templates

Click the Themes button in the Edit Theme group on the Slide Master ribbon – a gallery of designsis shown

Choose a design that you like, then click to select it



Changing the slide background colour

Display the Slide Master

Click the Colors button in the Themes group on the Design ribbon to display a menu of colour schemes

Click the scheme you wish to apply to the slides



Adding slide numbers You can add slide numbers to just

one slide, some slides or all the slides

You can also choose to have them only on the Notes pages and not on the actual slides

You can add page numbers whilst you are in Normal View or in the Slide Master

Open the Master Slide

Click the Header & Footer button in the Text group on the Insert ribbon to display the Header and Footer dialogue box

Click to tick the Slide number tick box – you have the option to apply these settings only to the slide that is selected, or to all of them



Adding text to the footerOpen the Header and Footer window

Select the Slide tab

Click in the Footer tick box to activate the footer

Type the text footer text into the text box

Click Apply to All

Adding a date to slides

Open the Header and Footer window, then select the Slide tab

Click the tick box next to Date and time, then set the radio button so that the date updates automatically

Make sure that the language is set to English (U.K.)

Click the Apply to All button





Changing the layout of a slide You can change the layout of a slide

at any time, even if you have already entered text

Click the Layout button in the Slides group on the Home ribbon to display a gallery of slide layouts

Click the layout you want



Creating an organisation chart

View a new slide in Normal view

Click the Insert SmartArt Graphic icon on the content placeholder to display the Choose a SmartArt Graphic dialogue box

Click Hierarchy in the panel on the left-hand side of the dialogue box, and then choose the Organization Chart option in the middle pane

Click the OK button

Type the organisation chart text in the text boxes



Modifying organisation charts

Inserting managers, co-workers and subordinates

Right-click a chart box to display a shortcut menu

Select Add Shape and choose from the menu to insert a new box in the to the position you want

Type the text you want into the box

Delete a box by selecting it and pressing the Delete key

Chapter 4 – Adding objects and tables


Chapter 40 Adding objects and tables© Pearson Education Ltd 2009



Adding objects You can add objects such as

graphics, photographs and graphs to slides

PowerPoint® slide layouts are designed to help you easily add graphics



Inserting a clip art image

Click the clip art icon in the slide placeholder to display the Clip Art task pane

Search for a picture by typing the subject into the Search for: box and clicking the Go button

Click a picture to select it – the picture will now appear on the slide

Close the task pane by clicking the close cross at the top right of the pane



Selecting and changing the size of a graphic object

Click any inside an object to select it – little circles (handles) show the object is selected

The Picture Tools Format ribbon appears when an object is selected

Click away from an object and the handles will disappear

Drag any of the corner handles to make an object bigger or smaller without changing the width-to-height ratio



Copy or move an objectWithin a presentation

Click the object to be moved or copied to select it

Click either Copy or Cut in the Clipboard group on the Home ribbon

Go to the slide on which you want to place the copied or moved object and click Paste in the Clipboard group on the Home ribbon – the object will appear on the slide

Between presentations

Open both presentations

Display the source presentation slide and click the object to be moved or copied to select it

Click either Copy or Cut in the Clipboard group on the Home ribbon

Display the destination presentation slide and click Paste in the Clipboard group on the Home ribbon



Inserting an object into theMaster Slide

Display the Slide Master

Click the Picture button in the Illustrations group on the Insert ribbon to display the Insert Picture dialogue box

Locate and select a picture to insert, then click the Insert button

Resize and position the graphic as necessary

Note, you could instead insert any object into the master slide, for example:

to insert clip art, click the Clip Art button in the Illustrations group on the Insert ribbon to show the Clip Art task pane

to insert a drawn object (such as a shape or a line), click the Shapes button in the Illustrations group on the Insert ribbon

Adding a table

Click the Insert Table iconin a blank slide placeholder to display the Insert Table dialogue box

Select the number of columns and the number of rows, then click OK – a table grid will be displayed





Inserting table rows and columns

Right-click in any cell adjacent to where you want to insert a row or column to display a shortcut menu

Click Insert, and then click the option for the row or column insert position



Adding a column chart

Click the Insert Chart iconin a blank slide placeholder to display the Insert Chart dialogue box

Select the Column chart type in the left-hand list, then select the format in the gallery on the right-hand side of the dialogue box

Click the OK button – a sample datasheet in Excel® format is shown with a bar graph for the sample data

Edit the sample data as necessary



Sizing, editing and formatting a chart

To adjust the chart size, click it and drag a corner handle inwards to make it smaller and outwards to make it larger

To delete a chart, click to select it and press the Delete key

To edit the chart data, select the chart, then click the Edit Data button in the Data group on the Chart Tools Design ribbon to open the datasheet – edit the data as necessary

You can apply formatting to all the different parts of a chart – you can see what the chart parts are called by pausing the mouse pointer over a feature to display a screen tip

Right-click a feature to display a shortcut menu, then select the Format… option for the feature

Select from the formatting option on the Format… dialogue box that is displayed



Adding a pie chart

Click the Insert Chart iconin a blank slide placeholder to display the Insert Chart dialogue box

Select the Pie chart type in the left-hand list, then select the format in the gallery on the right-hand side of the dialogue box

Click the OK button – a sample datasheet in Excel® format is shown with a bar graph for the sample data

Edit the sample data as necessary



Adding slide transitions

Display the Slide Sorter view

Click a slide that you want to apply a transition to

Click the Animations ribbon tab and select a transition from the gallery in the Transitions to This Slide group – the transition is previewed in the Slide Sorter view

Modify the transition by adding a sound and changing its speed

If you want the same transition between all the slides, click the Apply to All button



Adding special effects to text

Show the Normal view and select the slide containing the text you want to add the effect to

Select the text placeholder containing the text you want

Click the down-arrow on the Animate list box in the Animations group on the Animations ribbon and select an option from the list that appears



Adding lines to a slide

Click a Line shape in the Drawing group on the Home ribbon – you can also display the gallery of shapes by clicking the Shapes button in the Illustrations group on the Insert ribbon

Whilst holding down the Shift key, click and hold the mouse button to drag out a horizontal line

Release the mouse button when you are happy with the line



Formatting a lineClick the line to select it

Changing line colour

Click the Shape Outline button in the Drawing group on the Home ribbon to display a menu

Click to select a colour from the palette

Changing line width

Click the Shape Outline button again, click Weight and then select a width

Changing line style

Click the Shape Outline button, click Dashes and then select a style



Adding an arrowClick an Arrow shape in the Drawing group on the Home ribbon

Drag the mouse to draw the arrow on the slide – an arrowhead will appear when you release the mouse button

Format the arrow by right-clicking it and selecting Format Shape... from the shortcut menu – the Format Shape dialogue box is displayed

Adding a table

Click the Insert Table iconin a blank slide placeholder to display the Insert Table dialogue box

Select the number of columns and the number of rows, then click OK – a table grid will be displayed





Rotating or flipping an object

Select the object

Click the Rotate buttonin the Arrange group on the Picture Tools Format ribbon

Choose an option from the displayed menu



Adding text to a shape

Right-click a shape, such as a block arrow, rectangle, square, oval or circle, to show a shortcut menu

Select Edit Text and type the text you want included



Selecting and grouping drawn objects

Grouping objects is useful if you want all the separate objects to be treated as one object

Select more than one object by clicking the first object, holding down the Shift key, then clicking other objects

With the objects selected, right-click any one of the objects to display a shortcut menu

Click Group and then select Group from the list of options



Sending objects to thefront or back

When two objects overlap, PowerPoint® automatically places the most recent object on top – you may need to change this by either sending one of the objects to the back or bringing one to the front

Right-click an object and select Send to Back or Bring to Front as required from the shortcut menu



Adding and formatting shapesSelect a slide

Click the shape in the Shapes gallery in the Drawing group on the Home ribbon

Click and drag the mouse pointer to draw the shape

To delete a shape, select it, then press the Delete key

To copy or move a shape, right-click it, then select Copy or Cut on the shortcut menu and paste it into a new position

Fill colour

Select a shape and click the Shape Fill button in the Drawing group on the Home ribbon, then select a colour from the palette

Border colour

Select a shape and click the Shape Outline button, then select a colour from the palette

Shadow

Select a shape and click the Shape Effects button and choose one of the shadow options



Aligning a line or shape on a slideTo align a drawn object on a slide, click the object and then click the Arrange button in the Drawing group on the Home ribbon

Select Align on the shortcut menu and then make sure Align to Slide is ticked

Click the Arrange button again and Align, and now select how you want the shape to be aligned (e.g. left, right, centre etc)



Adding and modifying a text boxSelect a slide and click the Text Box button in the Text group on the Insert ribbon

Click and hold the mouse button to drag out a text box on the slide

Type the text in the text box

Resizing

Click and drag the text box handles until the box is the size you want


Starting a show on any slide

Open the presentation

In the Outline pane, click the slide that you want to start from

Click the Slide Show buttonto start the show from the selected slide


Navigating a presentation

Select the Slide Show mode, then right-click a slide to display a shortcut menu of navigation options

To find your way around a presentation you can click the Next and Previous options

If you want to move to a particular slide, click Go to Slide, then select the slide by its title

Alternatively you can click the controls that appear at the bottom left of the slide


Hiding a slide

In Normal view, in the Slides pane, right-click the slide to be hidden

Select Hide Slide from the shortcut menu


Using NotesTo help you in your presentation you can make additional notes about each slide to prompt you

Select a slide

Type the notes in the Notes pane below the slide


Slide setupClick the Page Setup button in the Page Setup group on the Design ribbon to display the Page Setup dialogue box

Select either the Portrait or Landscape orientation option in the Slides section

Choose an appropriate output format using the Slides sized for: list

On-screen show

Overhead

35mm Slides

Click OK

PrintingTo print anything, click Print on the Office button menu to display the Print dialogue box

The Print dialogue box is similar to those in other Microsoft® Office applications


Select what you want to print in the Print what: section – the options displayed on the Print dialogue box will change depending on this selection

Click OK to print


Copying slides

Open the source and destination presentations

In Slide Sorter view, select the slide(s) you want to copy

Right-click the selected slides and click Copy on the shortcut menu

Display the destination presentation and right-click the slide next to where you want the copied slide

Select Paste from the shortcut menu


Saving in different file formats

Click the Office button, move the mouse pointer over Save As on the menu and click the Other Formats option to open the Save As dialogue box

Navigate to a folder where you want to save to

Type the filename in the File name box

Click the down arrow to the right of the Save as type: list box to see a large selection of different file types

Select PowerPoint Template (*.potx) to save as a template

Select Web Page to save the presentation for a website

Select Outline/RTF to save a presentation in Rich Text Format

You can choose to save a single slide or all slides in a presentation as a graphic

You can also choose to save the presentation for use in a different version of PowerPoint®

pass ecdl5 for office 2007 module 6 presentation chapter 37 the basics © pearson education ltd 2009...

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