Fundamentals of PowerPoint 2007 · Fundamentals of PowerPoint 2007 ©2010 2 Open button Save button Normal: default view showing outline, slide, and notes panes Slide Sorter: shows

Fundamentals of PowerPoint 2007 Instructor: Elizabeth-Latta Brother

Getting to know PowerPoint ........................................................................................ 1 What happens when you open PowerPoint ............................................................................ 1 Understanding the presentation window ................................................................................. 1 Customizing the presentation window .................................................................................... 2

Basic operations in PowerPoint................................................................................... 2 Open an existing presentation ................................................................................................ 2 Saving your presentation ........................................................................................................ 2 Closing presentations ............................................................................................................. 3 Exiting PowerPoint ................................................................................................................. 3

Getting started in PowerPoint ...................................................................................... 3 What to do before you open PowerPoint ................................................................................ 3 How to write a successful presentation .................................................................................. 3 Other design considerations ................................................................................................... 4

Methods for creating presentations ............................................................................ 4 Creating a new presentation from a template ......................................................................... 4 Copying an existing presentation ........................................................................................... 4 Creating text-heavy presentations in Microsoft Word ............................................................. 5 Using the Outline pane ........................................................................................................... 6 Understanding the Outline pane‟s shortcut menu ................................................................... 6 Creating image-heavy presentations using the “New Photo Album” command ....................... 6 Creating presentations slide by slide ...................................................................................... 8

Organizing the presentation ......................................................................................... 8 Working in Slide Sorter view .................................................................................................. 8 Reordering slides ................................................................................................................... 8 Deleting slides in Outline or Slide Sorter view ........................................................................ 9 Duplicate a slide in Outline or Slide Sorter view ..................................................................... 9 Hide slides ............................................................................................................................. 9 Reveal a hidden slide ............................................................................................................. 9

Working with text .......................................................................................................... 9 Add text directly to a slide ...................................................................................................... 9 Changing the position of text on a slide .................................................................................10 Formatting text ......................................................................................................................10 Formatting bullets ..................................................................................................................12 Further customizing your bullets ............................................................................................12 Creating bullets from your own images .................................................................................13

Formatting slides ........................................................................................................ 13 Understanding themes ..........................................................................................................13 Accessing more themes ........................................................................................................14 Applying multiple themes within a presentation .....................................................................15 Modifying an existing theme ..................................................................................................16 Applying a different color scheme to a presentation ..............................................................16 Applying different color schemes to different parts of a presentation .....................................16 Creating a custom color scheme ...........................................................................................16 Modifying a custom color scheme .........................................................................................17 Deleting a custom color scheme ...........................................................................................17 Applying a different font set to a presentation ........................................................................18 Applying different fonts to different parts of a presentation ....................................................18 Creating a custom font set ....................................................................................................18 Modifying custom font sets ....................................................................................................18 Deleting custom font sets ......................................................................................................19

Fundamentals of PowerPoint 2007 Instructor: Elizabeth-Latta Brother

Applying different effects to a presentation ............................................................................19 Applying different effects to different parts of a presentation .................................................19 Modifying the background .....................................................................................................19 Creating a solid fill background .............................................................................................20 Creating a gradient fill background ........................................................................................20 Creating a picture or texture fill ..............................................................................................21 Creating your own custom theme ..........................................................................................21 Accessing your custom theme ...............................................................................................21

Inserting and working with graphics ......................................................................... 22 Inserting a picture from your computer ..................................................................................22 Pulling pictures from the Internet ...........................................................................................22 Inserting clip art .....................................................................................................................22 Working with graphics in PowerPoint ....................................................................................22 Turning on the grid and drawing guides ................................................................................23 Modifying a graphic ...............................................................................................................24

Final steps ................................................................................................................... 25 Creating slide transitions .......................................................................................................25 Remove slide transitions .......................................................................................................25 Change transition settings .....................................................................................................25 Automating slide transitions ..................................................................................................25 Animating slide text ...............................................................................................................25 Removing slide animations ...................................................................................................26 Running Spell Check .............................................................................................................26 Creating handouts .................................................................................................................27 Print slides ............................................................................................................................27 Creating and printing Notes ...................................................................................................28 Setting up your slide show to run in a continuous loop ..........................................................28 Running the presentation ......................................................................................................28 Stopping the presentation .....................................................................................................28 Shortcut keys for controlling the presentation ........................................................................29 Making your PowerPoint more portable .................................................................................29 Size of PowerPoint presentations ..........................................................................................29

Fundamentals of PowerPoint 2007 ©2010 1

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Getting to know PowerPoint

What happens when you open PowerPoint

When you open the application, the main PowerPoint window appears with a blank slide. You can start your new presentation right away by entering a title for your first slide.

Understanding the presentation window

Office Button: replaces the File menu used in previous versions; click here for common operations such as saving and printing. Ribbons: ribbons have replaced the toolbars as the location of all command buttons. Quick access toolbar: shortcut buttons to commonly-used formatting operations Title bar: includes the name of the file (if any) and the name of the application Outline pane: shows text of each slide in outline form Slide pane: shows the actual appearance of each slide Status bar: contains useful information such as the number of the slide and the theme applied

to it, if any Notes pane: space to record speaker notes for each slide Zoom: shrink or enlarge your view of the slide (does not affect the actual size of anything on the slide, just how you look at it) View options: allow you to change the way the presentation is viewed on screen

Status bar

Title bar Ribbons

Office button

Quick Access toolbar

Outline pane

Slides pane

Notes pane View options

Zoom


Open button

Save button

Normal: default view showing outline, slide, and notes panes

Slide Sorter: shows all slides and allows you to reorder by dragging and dropping

Slide Show: previews slides as they will appear in a presentation

Customizing the presentation window

Depending on the type of work you‟re doing, you may find it useful to increase or decrease the size of sections of the presentation window. If you hover over the border between two parts of the window—for example, between the Notes pane and the Slide pane—the cursor turns into a double-sided arrow. Click and drag to make a section larger or smaller.

Basic operations in PowerPoint

Open an existing presentation

Use one of these options:

Click on the Office button and select Open

Use the keyboard shortcut: Ctrl + O

Click on the Open button on the Quick Access toolbar (if it‟s not already on your Quick Access toolbar, click on its dropdown button and select it from the list of available commands)

The Open window appears; be sure to navigate to the correct folder or drive.

Choose the file you want to open from the File Name list. Once you‟ve selected the file, click on the Open button.

Saving your presentation

Use one of these options:

Click on the Office button and select Save

Use the keyboard shortcut: Ctrl + S

Click on the Save button on the Quick Access toolbar (if it‟s not already on your Quick Access toolbar, click on the dropdown button and select it from the list of available commands)

The Save As window appears; navigate to the appropriate drive and/or folder. Note: pay attention to the “File of type” information below the File name box at the bottom of the window. If you want to save to the older version, be sure to select “PowerPoint 97-2003 Presentation.” If you want to take advantage of the new features of PowerPoint 2007, be sure to select “PowerPoint Presentation.”

Click on the dropdown arrow here to choose a different folder or drive.


Enter a name for the workbook in the “File name” box.

Click on the Save button. Note: to save a copy of the presentation, click on the Office button and select Save As. Give the presentation a new name in the “File name” box and, if necessary, save to another drive/folder.

Closing presentations

Closing a presentation is not the same thing as closing PowerPoint; you are just closing out of that particular presentation rather than the whole application. Click on the Office button and select Close. If you have made changes to the presentation since you last saved it, a dialogue box appears asking if you want to save changes. Click on the Yes button to save changes, or click on the No button to close without saving.

Exiting PowerPoint

Click on the Office button and select Exit PowerPoint, or click on the X in the upper-right corner of the window. If you have made changes to any open presentation since you last saved it, a dialogue box appears asking if you want to save changes. Click on the Yes button to save changes, or click on the No button to close without saving.

Getting started in PowerPoint

What to do before you open PowerPoint

The more preparation you do beforehand, the more quickly your actual presentation will come together. If you know before you create a single slide exactly what you want to say, you will be amazed at how little time it takes to build your presentation! It‟s very easy to get distracted by all the bells and whistles of PowerPoint and completely lose track of your presentation‟s actual point. Start by writing the presentation‟s text in whatever format you are most comfortable: Microsoft Word, the back of a napkin, a series of email exchanges with colleagues.

How to write a successful presentation

The rules for building a good PowerPoint are shockingly similar to the rules for writing a good paper.

Start from the end: if you know where you are going to end up, the way there will be easier to find



State your main point (thesis) at the beginning

Reiterate main points as you move through the presentation

When you‟re done, tell them what you‟ve told them

Other design considerations

Don‟t forget the audience when choosing your presentation‟s design

Follow the one-slide-per-minute rule

Don‟t get carried away with bullet points

Use graphics and charts to make your point visually

Don‟t fall in love with animations and transitions (more on this later)

Well-told stories/anecdotes can‟t be put on a slide, but they will add a lot to your presentation

Methods for creating presentations

PowerPoint 2007 offers the user a wide variety of ways to create new presentations:

Start from a template

Copy an existing presentation

Create the presentation from scratch o Use Microsoft Word for text-heavy presentations o Use the “New Photo Album” command for image-heavy presentations

Creating a new presentation from a template

Click on the Office button and select New. In the New Presentation window that appears, you will see several relevant options:

Installed Templates: shows any templates that are currently available on your machine

My Templates: opens the My Templates window where any templates you have created and saved will be listed.

Microsoft Office Online: below this heading are a number of categories; click on the relevant category to see all of the options available there.

Once you have found the template you want to use, click on the Create button. An empty slide appears with the Title Slide layout. From here, you can proceed to add and format new slides.

Copying an existing presentation

If you have already created one presentation whose content or look and feel would provide a good starting point for your new presentation, you can use the “New from Existing” option. Click on the Office button and select New. In the Templates area on the left side of the new Presentation window, click on the link for New from Existing…. In the New from Existing Presentation window, navigate to the location of the presentation you want to copy. Click on the filename to select it, and then click on the Create New button. A new presentation with a generic filename (Presentation1, Presentation2, etc.) appears. It is a copy of the original presentation. From here, you can proceed to add and format new slides.


Creating text-heavy presentations in Microsoft Word

If your presentation will consist primarily of text, you may want to start drafting the content in Word. This approach has the advantage of allowing you to focus on the content as a whole, rather than potentially getting distracted by all the bells and whistles inherent in PowerPoint. Once you have created your draft in Word, you can use Word‟s built-in styles to format the titles and bullet points of each slide and then import the end result into PowerPoint.

1. Enter all of the text into a Word document as a long, unformatted list. 2. Highlight the line of text that will be the title of your first slide. 3. Format the text as Heading 1 style: open the Home ribbon and then select Heading 1

from the Styles group.

4. Highlight all of the text that will be bullet points on the first slide. 5. Format the text as Heading 2 style: open the Home ribbon and then select Heading 2

from the Styles group. 6. Repeat this process for each of your slides.

Note: Rather than going through each slide as described above, it may be more efficient to format ALL of the text as either Heading 1 or Heading 2, and then go through and apply the different formatting to differentiate titles/bullet points as necessary.

7. Once the formatting is complete, save and close the Word document. 8. Open PowerPoint. 9. Click on the Office button, choose Open, and in the “Files of type” box, click on the

dropdown arrow and choose All Outlines.

10. Navigate to the Word document and select it. Click on the Open button. The text will be imported into PowerPoint; depending on the length of the presentation, this operation may take a few minutes. Each piece of text that was formatted as Heading 1 will be the title of a separate slide. Use the Outlining pane (see more below) to organize text into bullet points, sub-bullet points, etc.


Using the Outline pane

The Outline pane shows only the text in your presentation; as such, it is an excellent place for revising individual slides and making sure the overall message of the presentation is correct. Open the Outline pane by clicking on its header on the left side of the screen. Each slide is numbered and has an icon beside it, with the title in bold and bullet points listed below the title. Here are a few things you do in the Outline pane:

Enter new text by positioning your cursor in the correct spot, typing in the new information, and then hitting the enter key.

Move slides around in this view by clicking on the slide‟s icon and dragging it to its new location.

Delete a slide by clicking on its icon to select it and then hitting the Delete key.

Copy a slide by selecting its icon and then using your preferred method to copy and paste it (ribbon commands, right-clicking, keyboard shortcuts).

Understanding the Outline pane’s shortcut menu

The most efficient way to promote and demote information on individual slides is to use the options available on the Outline pane‟s shortcut menu. Highlight the text, right-click, and then use one of the relevant options available on the shortcut menu:

Collapse: condenses a slide so that Outline view only shows the first line of text (all text is still on the slide and can be seen there). If you click on the submenu and select Collapse All, all bullet points on all slides will be hidden.

Expand: opens a slide to show all text. If you click on the submenu and select Expand All, it will show all bullet points on all slides.

New Slide: inserts a new slide.

Delete Slide: deletes the currently-selected slide.

Promote: moves selected text up a level—if it is currently a bullet point, it will be made into a title of a new slide. Note: Promote is not an available option when a slide title is selected.

Demote: converts selected text into a subsidiary point. Use the Demote command to create bulleted lists.

Move Up: moves selected text up a line within the slide. If it is the first line in a slide, it moves to the previous slide.

Move Down: moves selected text down a line. If it is the last line in a slide, it moves into the next slide.

Show Text Formatting: text in Outline view shows the formatting applied to slides.

Creating image-heavy presentations using the “New Photo Album” command

Before beginning this process, organize all of the images you want to use in the presentation. They should all be stored in a single folder. Any image editing you do beforehand (rotating, cropping, adjusting brightness, etc.) will decrease the amount of work you need to do in PowerPoint. Create a new, blank presentation. Click on the Insert ribbon and select Photo Album from the Illustrations group.


Note: if you select New Photo Album from the dropdown menu, it will create a separate new presentation. In the Album Content section of the Photo Album window, click on the File/Disk button.

The Insert New Pictures window appears; navigate to where you stored all of your images and open that folder. Click on one of the pictures in that folder to select it, use the Select All keyboard shortcut (Ctrl + A) to select all of the images stored in that folder, and then click on the Insert button. The “Album Content” area now lists each photo in the presentation. At this point you have several options:

Add additional images by clicking on the File/Disk button again

Reorder or edit pictures by using the commands available under the preview picture and list of pictures in this album Note: I recommend looking at all of your pictures to make sure they are oriented

correctly—it is much easier to change the orientation here by using the Rotate Image buttons. If you wait to adjust the orientation inside PowerPoint, you will also have to resize pictures.

Change the number of images appearing on each slide by clicking on the Picture layout dropdown arrow (in the “Album Layout” area).

If you change the picture layout option from “Fit to slide” to one or more pictures per slide, you can then apply a frame shape to each image. Click on the dropdown arrow beside “Frame shape” and select from the available options. Note: you will have to apply the same frame shape to all of the images.

Once all of your images have been correctly oriented, you can hit the Create button and then use PowerPoint‟s slide sorter view to rearrange your slides.

Rotate Image buttons


A new presentation appears on the screen, with each picture on its own slide. A generic title slide is also created during this process; you can edit that slide using the regular text editing techniques. See the “Inserting and Working with Graphics” section for more information on how to resize and modify images in your presentation.

Creating presentations slide by slide

If your presentation is a fairly even mix of pictures and text, you may want to build your presentation slide by slide. There are a variety of methods for inserting new slides. These two methods create a new blank slide without any sort of specified layout:

Keyboard shortcut: Ctrl + M

Click on the New Slide button on the Quick Access toolbar (if it‟s not already on your Quick Access toolbar, right-click on the New Slide button on the Home ribbon and select Add to Quick Access toolbar from the shortcut menu)

To copy an existing slide’s layout:

In the Slide pane, click on the last slide so that it is highlighted and then hit the Enter key. This method creates a new slide with the same layout as the last slide.

To choose a specific layout type:

On the Home ribbon‟s Slides group, click on the dropdown arrow for the New Slide button, and select a layout from the dropdown list (shown at right).

The number of layout options has been dramatically reduced from PowerPoint 2003 by combining the text layouts with the content layouts. The slide options that include the word “Content” allow you to enter a bulleted list or to insert pictures, charts, diagrams, or other sorts of content.

Organizing the presentation

Working in Slide Sorter view

Once you‟ve created the basic set of slides for your presentation, Slide Sorter view is the place to fine tune its organization. Slide Sorter view shows miniature versions of all the slides in a presentation. You cannot edit the slides in this view, but this is definitely the most efficient view for the following:

Rearranging slides

Hiding slides

Deleting slides

Adding slides

Setting transition effects

Applying animations Move to Slide Sorter view by clicking on the Slide Sorter button or by clicking on the Slide Sorter command on the View ribbon.

Reordering slides

Open Slide Sorter view by clicking on the Slide Sorter view button. Select the slide you want to move so that it is highlighted; a thick black line appears around the slide.

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Click on the slide and drag it to its new location; notice that a vertical red line between slides indicates where the slide is positioned. Note: to reorder multiple slides, hold down the Ctrl key as you click on all of the slides you want to move. Release the Ctrl key, and then click and drag the group of slides to the new location.

Deleting slides in Outline or Slide Sorter view

Click on the slide icon to select the slide and all its contents and use one of the following methods to delete it:

Right-click and select Delete Slide from the shortcut menu.

Click on the Delete key on your keyboard.

Open the Home ribbon and click on the Delete command in the Slides group The slide is deleted and the following slides are automatically renumbered.

Duplicate a slide in Outline or Slide Sorter view

Click on the slide(s) to select the one(s) you want to copy. Open the Home ribbon, click on the New Slide dropdown command, and select Duplicate Selected Slides. The new slide(s) will be inserted after the slides that are currently selected.

Hide slides

Open Slide Sorter view by clicking on the Slide Sorter view button. Select the slide you want to hide. Use one of these methods to hide the slide:

Right-click on the slide(s) and select Hide Slide from the shortcut menu.

Open the Slide Show ribbon and click on the Hide Slide command on the Set Up ribbon.

The slide number is crossed out to indicate that the slide is now hidden. It will still be visible in Slide Sorter view, but will not appear when you run the presentation.

Reveal a hidden slide

Open Slide Sorter view by clicking on the Slide Sorter view button. Select the slide you want to reveal.

Right-click on the slide(s) and select Hide Slide from the shortcut menu.

Open the Slide Show ribbon and click on the Hide Slide command on the Set Up ribbon.

The slide now returns to its normal, visible state.

Working with text

Add text directly to a slide

To take full advantage of PowerPoint‟s functionality, it is best to add text to placeholders, those spots on a slide that say “Click to add text” or “Click to add title.” That way you ensure that features such as animation work successfully. If you have selected an layout that includes content (as opposed to a blank slide): The slide contains placeholder text instructing you where to click to add text. If you have selected a blank slide:


Turn it into a placeholder by clicking on the New Slide‟s dropdown arrow and selecting a format. To add your own text box: Open the Insert ribbon and select Text Box from the Text group.

The cursor changes to a crosshairs; click and drag on the slide to draw a textbox where you want to position the text. Click into the textbox and begin typing. To move the textbox: Click on the textbox to select it. A solid border and selection dots on the sides and corners indicate that the textbox has been selected, and the cursor changes to a four-sided arrow. Click and drag the textbox to its new location. Note: to move multiple textboxes at once, hold down the Ctrl key and click on each textbox. Once they are all selected, release the Ctrl key and you can move all of them together (usually most effective when using the arrow keys). To resize the textbox: Click on the textbox to select it. A solid line indicates that the textbox has been selected. Click on one of the dots in the corners or sides and drag to resize the textbox. If you have existing text in another application: Copy the text from the original source. Create a new text box in the approximate location where you want the text to appear on the slide and then paste the text into the text box. This method saves you from retyping text, but it may require additional formatting work.

Changing the position of text on a slide

If you select an autolayout the text will be positioned in a specific place on the slide. However, you still have the ability to move the text around. Click on the block of text; a solid line appears to indicate the outlines of the text box. Click on the solid line and drag the text box to its desired new position. When you‟ve got the text box positioned correctly on the slide, release the mouse button. Note: once you‟ve selected the textbox, you can also use the arrow keys to move it; these keys give a greater degree of control over the textbox‟s positioning.

Formatting text

When you apply a theme to your presentation, it will automatically apply the same fonts and font sizes to all of the text in your presentation. See the “Formatting slides” section for more information on themes. If you want to format text differently on specific slides, it will be a process similar to that used in Word: Remember to highlight the text and then apply the necessary formatting. You can format text using three different techniques:

Text Box command


Commands in the Font and Paragraph groups of the Home ribbon

Right-click on selected text and use options on the Mini Toolbar

Use the dialog launcher icon for the Font and/or Paragraph group on the Home ribbon To apply the same formatting to all of the text in a textbox: Click on the textbox to select it, and then make your formatting changes. To apply formatting to only some of the text: Click and drag across the text to highlight it, then make your formatting choices.

Line Color

Shading

Font Size

Font Color

Decrease Indent

Increase Indent

Bullets

Format Painter

Center Align Left

Align Right

Shrink Font

Increase Font

Font

Bold

Italic

Bold

Italic

Underline

Strikethrough

Text Shadow Character Spacing

Change Case

Font Color

Clear All Formatting

Shrink Font

Increase Font

Font Size

Font

Dialog launcher icon: use to open Font window where you can make all font formatting changes in one spot.

Numbering

Center

Align Left

Bullets

Justify Align Right

Decrease Indent Increase Indent Line Spacing

Columns Dialog launcher icon: use to open Paragraph window where you can make all paragraph formatting changes in one spot.

Text Direction (within a text box)

Align Text (within a text box)

Change selected text to a piece of SmartArt


Note: you can select text and make formatting changes on the slide or in Outline view.

Formatting bullets

To change the appearance of bullets, select the text and use one of these methods to modify the bullets:

Right-click, select Bullets from the shortcut menu, and then select an option from the dropdown menu shown below.

If the Mini Toolbar appears, click on the Bullets command and select an option from the shortcut menu.

Open the Home ribbon and click on the dropdown arrow beside the Bullets command in the Paragraph group.

When using any of these options, you will see a Bullets and Numbering… command at bottom of the short list of preset bullet styles. When you select that command it opens the In the Bullets and Numbering window, where you can further customize your bullets as described below.

Further customizing your bullets

In the Bullets and Numbering window, you can apply additional formatting:

To resize the bullets, adjust the percentage in the Size box in the lower-left corner.

To change the color, click on the dropdown arrow beside Color in the lower-left corner. The Picture command allows you to choose among the bullet styles available through clipart; click on a bullet style and it will be applied to all selected bullets. The Customize button opens the Symbol window, where you can choose from a variety of icons.


Click on the Font dropdown list to choose a different font. Webdings or Wingdings have a lot of fun icons from which you can choose. Once you have found an icon that you like, click on the OK button to close the Symbol window.

Once you have finished adjusting the size and color of your new bullet style, click on the OK button.

Creating bullets from your own images

Create your bulleted list. Highlight all of the bullets, and then select the Bullets and Numbering… command using one of the options listed above. When the Bullets and Numbering window appears, click on the Picture button on the right-hand side. In the Picture Bullet window, click on the Import button in the lower-left corner. The Add Clips to Organizer window appears, where you can navigate to the image you want to use for your bullets. Click on the image to select it and then click on the Add button. The Picture Bullet window reappears, with your image highlighted. Click on the OK button to complete the process of creating bullets from your own images.

Formatting slides

PowerPoint includes many shortcuts designed to give your presentation a consistent, professional appearance. If you need to create a presentation quickly, themes, which have more or less replaced design templates, can be a useful tool.

Understanding themes

Themes are collections of color, font, and graphic choices that allow you to create a presentation with a consistent look and feel. Unlike the design templates used in previous versions of PowerPoint, themes are also available in Microsoft Word and Excel, so that you can achieve graphic coherence in all three applications. To review the list of themes available to you, click on the Design ribbon. Depending on your

Click on the More button (the bottom dropdown arrow) to see all themes.

Click on the relevant dropdown arrow to modify an individual component of a theme.


screen size and resolution, you will see buttons for eight or more themes in the Themes group. To apply one of these to your presentation, click on its button and it will be applied. A theme has three parts: colors, fonts, and effects.

Colors: Each theme has twelve colors assigned to different parts of the presentation, such as different levels of headings, accents, and hyperlinks.

Fonts: each theme has two possible fonts, one for headings and one for body text.

Effects: each theme uses one of Word‟s pre-designed graphic effects, which will be applied to graphic objects, such as tables, diagrams, shapes, SmartArt and charts.

To identify and possibly change the specific elements of each theme, click on the appropriate dropdown arrow beside each part (Colors, Fonts, Effects) in the Themes group. For more specific information on customizing these elements, see the following sections on working with colors, fonts, and effects.

Accessing more themes

If you want a slightly different look from the 20 themes available by default, click on the More dropdown arrow for the Themes gallery and select the More Themes on Microsoft Office Online link at the bottom of the gallery. Internet Explorer (or whatever browser you are using) opens to the Microsoft Office Online site where additional themes are available for download. Because Office 2010 is now the latest release, you will probably get some sort of search error when you first open the Office Online


page. Type the phrase “Office 2007 themes” into the search box near the top of the page and then hit the Search button or the Enter key on your keyboard. When the search results page appears, hover over a theme that you like; a popup window appears where you can click on a Download button to start the process of adding it to your list of available themes.

Once the theme has downloaded, a Help window may appear explaining how to find the theme. You can close the Help window and follow the directions below. Click on the More dropdown arrow for the Themes gallery and select your new theme from the Custom section.

Applying multiple themes within a presentation

Switch to Slide Sorter view, if you are not already there. Hold down the Ctrl key and click on the slides to which you want to apply a different different theme. Right-click the appropriate theme and select Apply to Selected Slides from the shortcut menu.

Use this search box to look for Office 2007 themes.

When you find a theme you like, hover over it and click on the Download button.


Modifying an existing theme

If you like certain aspects of a theme, you can modify the remaining parts to achieve the theme of your dreams. The following sections walk you through how to modify each of the following:

Colors

Fonts

Effects

Applying a different color scheme to a presentation

If you don‟t like the color scheme that comes with a particular theme, you can easily change to another. Click on the dropdown arrow beside the Colors button and select from the list. All the colors on all the slides will be updated to reflect the new color scheme.

Applying different color schemes to different parts of a presentation

In addition to modifying the overall color scheme as described above, you can specify different color schemes for different parts of a presentation. Note: be very careful with this level of customization—it‟s easy to get carried away and create a mess! Switch to Slide Sorter view, if you are not already there. Hold down the Ctrl key and click on the slides to which you want to apply a different color scheme. Click on the Colors dropdown arrow and then right-click on the color scheme you want to apply. Select Apply to Selected Slides from the shortcut menu. If you want to apply the same color scheme to all slides that already have a particular theme applied, right-click on the appropriate color scheme and select Apply to Matching Slides from the shortcut menu.

Creating a custom color scheme

To create your own set of colors, click on the Colors dropdown arrow and select Create New Theme Colors at the bottom of the dropdown menu. In the Create New Theme Colors window, there is a button and dropdown arrow for each piece

of the color scheme, along with a preview window so that you can see what your proposed scheme will look like. To change a piece of the color scheme, click on the appropriate dropdown arrow. A range of color choices appear; these choices are based on the existing scheme.


To see more color choices click on the More Colors link at the bottom of the window, which opens the Colors palette. Here you can select options from the Standard or Custom tabs.

Once you have modified all the pieces of the color scheme to your satisfaction, give the new scheme a name and then click on the Save button. Note: I suggest a naming convention that starts with your initials so that all your custom color schemes will be grouped together. Your custom color scheme will be listed in the Custom category at the top of the list of color schemes; it can be applied to an entire presentation or to selected slides just like any other color scheme.

Modifying a custom color scheme

To make any changes to a color scheme, click on the dropdown arrow for the Colors button, right-click on the name of your custom scheme, and then select Edit… from the shortcut menu. A window like that used to create the custom scheme appears; make the necessary changes and then click on the Save button.

Deleting a custom color scheme

To delete a color scheme, click on the dropdown arrow for the Colors button, right-click on the name of your custom scheme, and then select Delete… from the shortcut menu. A warning window appears; click on the Yes button to finalize the deletion.


Applying a different font set to a presentation

If you don‟t like the fonts that come with a particular theme, you can easily change to another set. Click on the dropdown arrow beside the Fonts button and select from the list. All the text on all the slides will be updated to reflect the new heading and body text fonts.

Applying different fonts to different parts of a presentation

In addition to modifying the fonts as described above, you can specify different font sets for different parts of a presentation. Note: be very careful with this level of customization—it‟s easy to get carried away and create a mess! Switch to Slide Sorter view, if you are not already there. Hold down the Ctrl key and click on the slides to which you want to apply a different font set. Click on the Fonts dropdown arrow and then right-click on the font you want to apply. Select Apply to Matching Slides from the shortcut menu.

Creating a custom font set

To create your own collection(s) of fonts, click on the Fonts dropdown arrow and select Create New Theme Fonts at the bottom of the menu. In the Create New Theme Fonts window, click on the appropriate dropdown arrows to define a new font for use with headings and body text. Give your new theme font a name and then click on the Save button. Note: I suggest a naming convention that starts with your initials so that all your custom color schemes will be grouped together. To access your theme fonts, click on the Fonts dropdown arrow; all custom fonts (whether defined by you or imported as part of a custom theme) are grouped together in the Custom category at the top of the list.

Modifying custom font sets

To change any of the custom font sets, right-click on its name in the Fonts dropdown list and select Edit from the shortcut menu. The Edit Theme Fonts window appears, where you can make any necessary changes. Click on the Save button after making changes.


Deleting custom font sets

To delete a custom font set, right-click on its name in the Fonts dropdown list and select Delete… from the shortcut menu. A warning window appears; click on the Yes button to proceed.

Applying different effects to a presentation

If you don‟t like the effects that come with a particular theme, you can easily change to another set. Click on the dropdown arrow beside the Effects button and select from the list. All the objects on all the slides will be updated to reflect the new effect specifications.

Applying different effects to different parts of a presentation

As with colors and fonts, you can specify different effects for different parts of a presentation. Note: be very careful with this level of customization—it‟s easy to get carried away and create a mess! Switch to Slide Sorter view, if you are not already there. Hold down the Ctrl key and click on the slides to which you want to apply different effects. Click on the Effects dropdown arrow and then right-click on the effect you want to apply. Select Apply to Matching Slides from the shortcut menu.

Modifying the background

A good way to customize the look of your presentation is to modify the background. You can change the background color or add effects such as textures, shading, and patterns. Open the Design ribbon and click on the Background Styles command in the Background group. You will see a gallery of twelve different background styles—the exact appearance depends on the theme currently applied to your presentation. If none of these options appeal to you, click on the Format Background… command at the bottom of the gallery for additional customization options.


Note: you can also right-click on a slide and select Format Background… from the shortcut menu.

Creating a solid fill background

You may find that you like the graphics used in the background of a certain theme, but you want to modify the background colors. Microsoft offers both a solid and gradient fill option for this situation. In the Format Background window, click on the Solid fill button. Click on the Color dropdown button to select from the available themes. If you want to use a color that is not shown there, click on the More Colors… command to open the Colors window. If desired, you can modify the transparency of your selected color by using the slider or percentage box. Once you‟ve achieved the desired fill effect, click on the Apply to All button. Otherwise, your changes will only be applied to the current slide. Note: if you forget to click on the Apply to All button, you can always click on the Format Background… command and select it again.

Creating a gradient fill background

You can create a gradient that uses Microsoft‟s preset colors, or you can create your own with up to three different colors. Open the Format Background window and click on the Gradient fill button. To use one of Microsoft‟s color combinations, click on the “Preset colors” dropdown arrow and select from the available choices. You will see your choice applied to the slide behind the Format Background window. You can change the direction in which the gradient fill moves by clicking on the dropdown arrow beside Type. To create your own gradient fill, you must specify the type and possibly direction of the fill, color, amount of the screen for that color, and degree of transparency for each of up to three colors. As you make changes you will see them applied to the current slide. Note: to make sure that you‟re starting from scratch, it‟s a good idea to click on the Reset Background button to clear any previous fill effects. Select a type from the Type dropdown arrow. Click on the Direction dropdown for additional choices, if desired. For some types, you can also set the angle. Click on the Color dropdown arrow to select the first color. If desired, modify the percentages for Stop position and Transparency. Once the first color is set, click on the Add button. You will notice that the dropdown list under Gradient stops changes to Stop 2. Select the second color and specify its stop position and transparency. If you want to add a third color, click on the Add button and repeat that process. Once you‟ve achieved the desired gradient fill effect, click on the Apply to All button. Otherwise, your changes will only be applied to the current slide. Note: if you forget to click on the Apply to All button, you can always click on the Format Background… command and select it again.


Creating a picture or texture fill

In the Format Background window, click on the Picture or texture fill button. To use a texture, click on the Texture dropdown arrow and select from the available list. To use a piece of clip art, click on the Clip Art… button to open the Select Picture window, where you can search for and then insert the desired piece of clip art. To use a picture from your computer, click on the File… button to open the Insert Picture window. Navigate to the location where the picture is stored, select it, and then click on the Insert button. For all of these options, you will be able to do some additional modifications, such as specifying a degree of transparency, how to stretch the image, tiling (repeating an image multiple times to fill the screen), and positioning. As with the other fill options discussed above, click on the Apply to All button when done to apply to all slides. Otherwise, click on Close to apply only to the current slide.

Creating your own custom theme

If you go to all the work of creating your own custom colors, fonts, and effects, you may want to save all these design choices so that they can be quickly applied to other presentations. Once you have made all the necessary changes, click on the dropdown arrow on the right side of the list of available themes on the Themes group. Select Save Current Theme from the dropdown menu. In the Save Current Theme window, enter a name for this theme (remember to follow your naming convention so that all of your themes will be grouped together) and then click on the Save button. Note: themes are saved as a different type of file; they have a .thmx extension. They are stored on your computer‟s hard drive in the Document Themes folder.

Accessing your custom theme

Just like the custom themes that you download from the Internet, custom themes that you create yourself will be stored in the Custom category, which can be accessed by clicking on the dropdown arrow on the right side of the list of themes.


Inserting and working with graphics

Inserting a picture from your computer

Open the slide where you want the picture to appear. Open the Insert ribbon and click on the Picture command. In the Insert Picture window, navigate to the folder containing the picture you want to insert. Select the picture and then click on the Insert button.

The picture appears on the slide; you can click on the picture and drag it to the correct location. Note: once you‟ve selected the picture, you can also use the arrow keys to move it; these keys give a greater degree of control over the image‟s positioning.

Pulling pictures from the Internet

On a web page, find a picture you want to use. Right-click on the picture and select Save Image As. . . In the Save As dialogue box, navigate to the folder where you want to save the picture; make sure you remember where you put it so you can find it later! Give the picture a file name and click on Save. After saving the picture, you can insert it in your presentation by following the regular directions for inserting pictures as described above. Special note: many objects on web pages are free for anyone‟s use, but some people do copyright the contents of their pages. Please be respectful of other people‟s intellectual property and do not use copyrighted works without proper acknowledgements.

Inserting clip art

Open the slide where you want the clip art to appear. Open the Insert ribbon and click on the Clip Art command. The Clip Art pane appears on the right side of the screen. Type a search term into the “Search for” box and then click on Go. You can also view the contents of a collection by clicking on the dropdown arrow beside “Selected collections” and checking the box beside the desired collection. When you have found the image you want to use, click on it to insert it in the current slide. If you click on the dropdown selection arrow beside the image, you can access an additional menu of choices. To close the Clip Art pane, click on the X in the upper-right corner.

Working with graphics in PowerPoint

Once you‟ve inserted an image, piece of clip art, or WordArt, all can be modified using the same techniques. To reposition a graphic:


Click on the Insert button once you‟ve selected your image.


Click on the image to select it and then drag to the appropriate location on the slide. Note: use the arrow keys for greater control over the position of the graphic. To delete a graphic: Click on the image to select it and then hit the Delete key on your keyboard. To move a graphic to another slide: Right-click on the image and select Cut. Move to the slide where the image will be placed. Right-click on the slide and select Paste. To copy a graphic to another slide: Right-click on the image and select Copy. Move to the slide where the image will be placed. Right-click on the slide and select Paste.

Turning on the grid and drawing guides

If you‟re having difficulty getting your objects to line up with one another, you can choose to display the hidden grid of horizontal and vertical lines to which objects automatically align themselves.

Open the View ribbon and check the Gridlines box in the Show/Hide group.

Hold down the Shift and F9 keys

Right-click on a blank area of the slide and select Grid and Guides… from the shortcut menu.

If you choose the third option, the Grid and Guides window appears. Here you can do the following:

Snap or unsnap objects from the drawing grid

Allow objects to line up precisely with each other

Modify the spacing of the grid

Choose to display the drawing guides Note: even if you leave the “Snap objects to grid” option checked, you can override it by holding down the Alt key as you drag an object.


Modifying a graphic

Once you have inserted a picture or piece of clip art, they are both considered images, so you will follow the same processes for modifying them. Selecting an image automatically adds the Picture Tools Format ribbon at the end of the standard group of ribbon tabs. The many commands available there are briefly described below.

Use this command to insert a different picture in place of the one currently selected.

Restore the currently-selected picture to its original condition (size, orientation, coloring, etc.).

Apply compression settings to the currently-selected picture

Click on the dropdown arrow and hover over the preset options to change the color options.

Click on the dropdown arrow and hover over the preset options to change the contrast options.

Click on the dropdown arrow and hover over one of the preset options to see it applied to your picture, or hover over the More Variations command to apply a specific color to your picture.

Click on the dropdown arrow to apply a special effect to your image.

Click on the dropdown arrow to apply a border to your image.

Click on the dropdown arrow to apply a shape to your image.

Hover over one of the preformatted frame options to see it applied to your image.

Click on the dropdown arrow to rotate the selected picture to the left or right. You can also flip an image vertically or horizontally from here. Click on the More Rotation Options… command to open the Size window, where you can rotate by a specific amount of degrees other than 90.

When available, this option lets you “glue” objects together so they can be treated as a single object for purposes of alignment, text wrapping, etc.

Click on the dropdown arrow to modify how the picture is aligned in relation to other objects on the page.

Open the Selection Pane to select and arrange individual objects.

Click on the dropdown arrow to layer the currently-selected picture in relation to other graphics or text on the page.

Click on the dropdown arrow to layer the currently-selected picture in relation to other graphics or text on the page.

Once you click on the Crop command, crop handles show up on the corners and sides of the selected picture. Click and drag to trim away unwanted parts of the picture.

Height and Width: enter in specific measurements to resize your picture, or use the up and down arrows to adjust incrementally. Note: the height and width commands are linked, so that if you change one of the measurements, the other changes also in an amount relative to the change.


Final steps

Creating slide transitions

Slide transitions are the effects that occur when you move from one slide to another; these transition effects can be applied to selected slides or the entire presentation. As with many things in PowerPoint, slide transitions are ripe for abuse, so don‟t get carried away with them! First, switch into Slide Sorter view, because it is easier to keep track of which slides have had transitions applied there than in any other view. Open the Animations ribbon; all of the transition-related options are found in the Transition to This Slide group. Remember that you can click on the up and down scroll arrows to see additional options, or click on the More arrow to expand the gallery into a dropdown window that shows all the transition options at once. Select the slide to which you want the transition applied, and then click on the transition you want to use.

Note: to use the same transition throughout the presentation, click on the Apply to All command.

Remove slide transitions

Select the slide(s) whose transition you want to remove. Click on the No Transition option—the first option on the transitions gallery.

Change transition settings

You can modify the speed at which transitions occur and set the slides to advance automatically. Select the slide(s) whose transition you want to modify. Note: to modify the transition on all slides, select all of the slides by using the keyboard shortcut Ctrl + A. Click on the dropdown arrow beside Transition Speed and select either Medium or Slow. To add a sound, click on the dropdown arrow beside Transition Sound and select from the list of available sounds. Note: you can have the sound repeat until advancing to the next slide by selecting Loop Until Next Sound at the bottom of the dropdown list.

Automating slide transitions

If you want the presentation slides to advance automatically, select the checkbox beside “Automatically After” and enter a time amount in the box. You can automate the time for all slides at once by selecting all of the slides using the keyboard shortcut: Ctrl + A.

Animating slide text

Animations are similar in concept to slide transitions; the difference between them is that slide animations pertain only to the text and objects on the slide, for example, allowing you to format slide text so that it appears on the screen incrementally. As with slide transitions, be careful not

Click on the More arrow to see all the transition options at once.

No Transition Use the options here to create a slide show that runs automatically.


to get so creative that your audience is more interested in the presentation‟s tricks than in the substance of what you‟re saying. Less is still more. Note: to apply the same animation to all slides, select all of the slides by using the keyboard shortcut Ctrl + A. Open the Animation ribbon and select the item(s) you want to animate. Click on the dropdown arrow beside Animate in the Animations group. Depending on the type of object you selected, you will see a slightly different list of choices—when animating text boxes, you must decide whether to apply the animation all at once or line by line.

Removing slide animations

To take away animation, select the slide object in question and then select No Animation from the top of the Animate dropdown list.

Running Spell Check

Just like other Microsoft Office applications, PowerPoint contains a built-in spell-check function. To run spell check, do one of the following:

Click on the Spelling command on the Review ribbon

Click on the F7 key on your keyboard PowerPoint scans your presentation for any spelling errors. When it encounters what it thinks is an error, it brings up the Spelling window.

In this window you can choose from the buttons on the right to perform several different actions:

Ignore: ignores this instance of a perceived error

Ignore All: ignores all occurrences

Change: corrects this spelling error. You can click on any of the options in the Suggestions list to change to that word.

Change All: makes the change you specify every time this spelling error occurs.

Add: puts the word in Microsoft‟s dictionary—a very useful feature! Adding a word to the dictionary means that Microsoft will no longer flag it as incorrect.

Suggest: offer additional spelling suggestions.

These are the animation options available when selecting a text box or frame.

These are the animation options available when selecting a graphic or slide title.

Spelling command


AutoCorrect: adds the misspelled word and its corrected version to the list of corrections that are made automatically.

When the spell check finishes, a window appears telling you that it is complete. Click on OK to end the spell check process.

Creating handouts

Depending on the type of presentation you are creating, you may find it helpful to create handouts for the viewing audience. These handouts can, depending on the format you choose, contain snapshots of slides, additional space for taking notes, or an outline version of the presentation. Click on the Office button and select Print. In the “Print what” area, click on the dropdown arrow and make the appropriate selection:

Slides: prints one slide per page. This option is useful for proofing, but otherwise represents a big waste of paper!

Handouts: if you choose this option, you can also determine how many slides appear on a page (1, 2, 3, 4, 6, or 9). The three-per-page option also includes space for taking notes. If you choose four, six, or nine slides per page, click on Horizontal or Vertical to specify the order in which you want the slides to appear.

Notes: any information you have entered into the Notes pane (can be for your use or that of your audience)

Outline View: the most efficient use of paper, since it only includes the slide text.

Click on the Preview button in the lower-left corner to see what your handouts will look like before printing. Click on the OK button to print. Note: To change the paper orientation, open the Design ribbon and click on the Page Setup command. In the “Notes, handouts, & outline” area, choose either Portrait or Landscape.

Print slides

Click on the Office button and select Print. In the “Print what” area, click on the dropdown arrow and choose Slides. If your presentation includes hidden slides or comments, you can choose to print them by clicking in the appropriate check boxes. Click on the OK button to print. Note: To change the paper orientation, open the Design ribbon and click on the Page Setup command. In the “Slides” area, choose either Portrait or Landscape.


Creating and printing Notes

Each slide in a presentation can have notes associated with it. These can be notes for the speaker or notes intended for the audience. To create notes: Click into the Notes pane and begin typing. To resize the Notes pane, click on the gray line separating the slide and notes panes and drag it up until the pane is the desired size. To print notes: Click on the Office button and select Print. In the “Print what” area, click on the dropdown arrow and choose Notes. Click on the OK button to print. Note: Each slide prints on a separate page so that you have a small image of the slide to accompany your notes.

Setting up your slide show to run in a continuous loop

Open the Slide Show ribbon and select the Set Up Slide Show command. In the “Show type” area, select the third option, “Browsed at a kiosk (full screen).”

In the “Show options” area, check the box beside “Loop continuously until „Esc.‟” Click on the OK button to close the Set Up Show window.

Running the presentation

Open the Slide Show ribbon and click on the From Beginning or From Current Slide command. You can also hit the F5 key to have the presentation start from the first slide, no matter what slide is currently selected.

Stopping the presentation

If you need to stop a presentation before its end, use one of these methods:

Hit the Esc key

Right-click on the screen and select End Show from the shortcut menu

Hit the Hyphen key

Hold down the Ctrl + Break keys

If you want to create a self-running slide show, select this option


Shortcut keys for controlling the presentation

To Press

Perform the next animation or advance to the next slide

N, Enter, Page Down, Right Arrow, Down Arrow, or the Spacebar (or click the mouse)

Perform the previous animation or return to the previous slide

P, Page Up, Left Arrow, Up Arrow, or Backspace

Go to slide <number> <number>+Enter

Display a black screen, or return to the slide show from a black screen

B or Period

Display a white screen, or return to the slide show from a white screen

W or Comma

Stop or restart an automatic slide show S or Plus Sign

End a slide show ESC, Ctrl+Break, or Hyphen

Display the shortcut menu Shift+F10 (or right-click)

Making your PowerPoint more portable

PowerPoint now includes an option to save as a show, which creates a version that runs automatically once you open it. Use this option if you are creating a presentation that will be used by someone who is not familiar with PowerPoint. Open the Office button and hover over Save As. Select PowerPoint Show from the submenu. To avoid confusion, you might want to modify the filename to make it clear that this is an autorun version. It will have a different file extension, but not everyone pays attention to that.

Size of PowerPoint presentations

Please be aware of the overall file size of your presentation, which can grow quite large, especially if it includes a large number of images. Generally speaking, do not try to send a presentation as an attachment. Your best bet is to burn it to CD or copy it onto a USB memory stick.

Documents

Fundamentals of PowerPoint 2007 · Fundamentals of PowerPoint 2007 ©2010 2 Open button Save button Normal: default view showing outline, slide, and notes panes Slide Sorter: shows