Starting PowerPoint 97 as a Beginnerconsilr.info.uaic.ro/uploads_lt4el/resources/docengMS... · Web viewStarting PowerPoint 97 as a Beginner What you will learn from this lesson With

Starting PowerPoint 97 as a Beginner

W h a t y o u w i l l l e a r n f r o m th i s l e s s o nWith PowerPoint 97 you will:

Explore the PowerPoint 97 start-up dialog box.

Work and become familiar with Office Assistant.

Create a new presentation.

Create and edit slides.

Create and view slides in different formats.

Print a presentation, including slides and handouts.

Save a presentation as a new or existing presentation or in a different file format.

Close the file and quit the program.

Create a school activity flyer.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nStarting PowerPoint 97

1. Click the Start button in the lower-left corner.

2. On the Start menu, position the insertion point on Programs, and click Microsoft PowerPoint.

E x p lo r i n g t h e l e s s o n

In and Out of the Classroom with Microsoft PowerPoint 97

This lesson introduces you to many of the basic concepts used through PowerPoint 97 and this book. If you have not used PowerPoint 97 before or are just starting to use it, this chapter will orient you to the software package.

Exploring the PowerPoint 97 dialog boxWhen you first open the program, the PowerPoint dialog box presents four ways to create a presentation: AutoContent wizard creates a slide set within the theme you select, Template creates slides from predesigned slide sets for standard presentations, Blank presentation creates slides that you design from scratch, and Open an existing presentation allows you to modify a presentation that you or someone else has already created.

Starting a presentation from the PowerPoint start-up window

1. Click Blank Presentation and click OK.2. On New Slide click OK.

Here is the dialog box you see when you first open PowerPoint 97.

Using Office AssistantMicrosoft PowerPoint in Office 97 has an Office Assistant that can answer your questions and give tips to help you improve your productivity. Wherever you are doing your task, your Office Assistant is available. Use it to learn more about and to discover faster and easier ways to use PowerPoint 97.

When you first install PowerPoint 97, Office Assistant looks like an expressive paper clip looking over your work.

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Working with Office Assistant optionsBefore you begin this lesson, make sure you are in a new PowerPoint 97 presentation. If your Office Assistant is not visible, click the question mark button on the Standard toolbar, and Office Assistant appears.

Presetting topics for assistance

1. Click anywhere in the Office Assistant image box to display the Office Assistant dialog box.

2. Click Options, and click the boxes next to the options you want to preset.

3. Click Reset my tips, and click OK.

Working with Office Assistant questionsAsking a specific question

1. Click in the Office Assistant image box.

2. Type new slide.

3. Click Search.4. Click Make a new slide, and read the suggestions.

5. Close the Microsoft PowerPoint Help window by clicking the Close button in the upper-right corner.

Selecting a different imageAlthough the paper clip is the default image for Office Assistant in PowerPoint 97, you can choose other images as your Assistant. There is a cat, a bouncing ball, a kindly genius, and several others.

Choosing a different image1. Insert the program’s CD-ROM in your CD-ROM drive.

2. Right-mouse click the Office Assistant image box.

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NoteThe Office Assistant light bulb signals a tip about how a PowerPoint 97 feature could help you perform your current task.


3. Click Choose Assistant.4. Click the Next button until you find the image you want for your

Office Assistant.

5. Click OK when you have made your selection.

6. Click File, and then click Close to close the window.

Creating a new presentationYou can create a new presentation at any time even if you have others open. You can use a wizard or template when you create a new presentation to save time. Wizards help you design meeting planners, project updates, personal home pages, and other presentations. You can also select from more than 25 presentation styles.

Viewing PresentationsThere are five different ways to view your presentations in PowerPoint. As you become familiar with the PowerPoint 97 views, you can customize the menus and add buttons to the toolbar to make it even easier and quicker to create presentations. The views are accessed by buttons (shown below) , which are located in the lower-left corner of your screen.

Slide view is the easiest to use when you are designing your presentation slide by slide.

Outline view helps you organize your presentation in outline format.

Slide Sorter view shows your entire set of slides on-screen, so that you can check the order and completeness of your presentation.

Notes Page view presents the slides in miniature so you can add notes to each one for your presentation.

Slide Show view puts your presentation together so you can view it complete with sound and animation.

Designing the first slideCreating a title slide

1. On the File menu, click New.2. On the General tab, click Blank presentation, and click OK.3. In the New Slide dialog box, click the upper-left page layout that

shows two lines of text in the box, and click OK.4. Close the presentation.

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Creating a document using a template1. On the File menu, click New.2. Click each tab to view presentation design templates and

presentation wizards.

3. On the Presentation Designs tab, click high voltage.pot, and view the presentation template in the Preview window.

4. Click OK.

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Slide number

Menu barToolbars

Scroll bars


5. On the New Slide tab, click the Bulleted List AutoLayout (top row, second column), and click OK.

6. Close the presentation.

Using templates to create presentations in PowerPoint 97 saves time. You can create a series of slides or presentations with a common look, or you can create different designs to distinguish one set of concepts from another.

Using the AutoContent WizardThe AutoContent Wizard is an easy-to-use wizard that helps you create a presentation by leading you through some basic questions. From your answers to the questions, PowerPoint 97 selects the best style and built-in outline to suit your presentation. The wizard asks you to respond to questions and then uses your answers to automatically lay out and format your presentation.

Using the AutoContent Wizard to create a presentation1. On the File menu, click New.2. On the Presentations tab, click AutoContent Wizard.pwz, and

click OK.3. Click the Next button to move to Presentation type on the

flowchart.

4. In the Select the type of presentation you’re going to give list, click Generic.

5. Click Next to move to Output options on the flowchart.

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NoteThe AutoContent Wizard has many different types of presentations and options. After you complete the lesson, experiment with different types to see what you like best.

Bulleted list


6. To the How will this presentation be used? question, click Presentations, informal meetings, handouts, and then click Next to move to Presentation style on the flowchart.

7. To the What type of output will you use? question, click On-screen presentation.

8. To the Will you print handouts? question, click No, and then click Next to move to Presentation options on the flowchart.

9. In the Presentation title box, type Welcome to Fall Open House.

10. In the Your name box, type Pat Kirkland.

11. In the Additional information box, type Music Class, click Next, and then click Finish.

Your presentation is now in outline view.

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NoteIf you exit the wizard before you finish creating your presentation, you will not be able to save your work.


Closing a new presentation without saving it1. On the File menu, click Close.2. Click No to the question Do you want to save the changes you

made to Presentationx?

Creating and editing slidesEditing and creating slides in PowerPoint 97 is easy. PowerPoint 97 identifies the slide areas that you can fill by placing sample text in them.

Creating a slide1. On the File menu, click New.2. On the Presentation Designs tab, click high voltage.pot, and then

click OK.3. On the New Slide dialog box, click Bulleted List, and click OK.4. Click Click to add title, and type This is the title.

5. Click Click to add text, and type This is text. Then press ENTER to add the next bullet.

6. Type This is text, too! to match the screen shot.

You can edit slides at any time by clicking the text you want to change. Then you can delete text, add text, or change text.

Editing a slide1. Click in front of h in the in the title you just typed.

2. Press BACKSPACE until you see the word The.

3. Press the RIGHT ARROW key to move the insertion point to the end of the line in front of the period.

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NoteEach presentation is numbered consecutively until it is saved with a specific name. The x used at right is a placeholder because the number will vary from user to user.

NotePress BACKSPACE to delete text in front of the insertion point.

Press DELETE to delete text after the insertion point.


4. Add one space, and type is good.

5. Position the insertion point in front of good, press DELETE to remove the word good, and then type short. to create The title is short.

Creating and viewing slides in different formatsPowerPoint 97 provides several ways to create and view slides within your presentation. You can create master slide styles or default slide formats. The formats include bullets, two columns, tables, charts, clip art, and blank slides. These formats make it easy to quickly make slides that support your classroom instruction.

Creating a new slide from the menu bar1. On the Insert menu, click New Slide.2. Double-click the 2 Column Text AutoLayout.

3. Repeat step 1, and then double-click the Text & Chart AutoLayout.

Saving your workWhen you create a presentation you must save your work in a logical place on the computer. Just like filing a document in a file drawer, storing a computer document requires some attention to how you name it and where you place it, in order for you to be able to find it again. Once you have saved the presentation, the file name is displayed in the blue title bar at the top of the presentation. Saving files can be accomplished in many ways. If you forget to save, don’t worry: Office Assistant will remind you.

Saving for the first timeWhen you save the file for the first time, you should name the file as descriptively, but as briefly, as possible. Sometimes, you will want to name it as a particular version or as a type of presentation (i.e., Fall Open House or Technology Grant).

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NoteUse the vertical scroll bar to move from slide to slide in your presentation: Click once above or

below the shaded portion (i.e., the scroll box) of the scroll box.– or –

Drag the scroll box up and down.– or –

Click the up or down arrow on the scroll bar.

NoteBe sure to save to a location that makes sense and is easy to find.


Saving a new document1. On the File menu, click Save.2. In the File name box, enter a relevant and specific name, to make it

easy to identify the memo again.

3. Click Save.4. – or –

Press ENTER to save the file.

Saving to a different locationSaving with a different name or to a different folder or disk drive

1. On the File menu, click Save As to save the document with a new name.

2. In the Save in box, select a folder or drive.

3. Enter a different name in the File name box.

4. Click Save.– or –

Press ENTER to save the file.

Unless you specify otherwise, the program saves all files to a default folder on your computer called My Documents.

Saving your document as another file typeIf you are saving your document to share with others who may have a version of PowerPoint that is different from yours or other kinds of presentation software or files, you may need to select a different file type. By saving your file as a specific type, you make it possible for others to read and download your presentation on their computer systems and software.

Saving to other PowerPoint file types

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You may want to save your presentation in a different file type. Using PowerPoint 97 you can create a slide show presentation and present it on a computer that does not have PowerPoint installed. With the Pack and Go Wizard, you can take the presentation on a disk and run the slide show using only the PowerPoint viewer (instead of the entire software program) that the wizard copies on your disk or laptop computer.

Saving to earlier versions of PowerPoint1. On the File menu, click Save As.2. Click the Save as type down arrow to see format types.

3. Click PowerPoint Show (*.pps) to save as another PowerPoint program file type.

4. Click Save.

Saving to other Presentation programsIf you want to share a file with someone who has different presentation software or transfer the file to another computer that has different software, you can save your presentation in the file format used by another program.

Saving to another presentation program1. On the File menu, click Save As.2. Click the Save as type down arrow to see format types.

3. Click Outline/RTF (*.rtf) to sel*ect a generic file format.

4. Click Cancel.

Printing your presentationPowerPoint 97 offers several print options to help you prepare your presentation. Using PowerPoint 97, you can print transparencies, slides, handouts, and notes to support your lessons.

Printing presentation slides1. On the File menu, click Print.

– or –

Press CTRL + P.

2. In the Print what drop-down list box at the bottom, click Slides (without animations).

3. Click OK.

Printing other outputYou can print other types of presentation output using the Print what list. Handouts print two, three, or six slides per page. You may use Handouts to provide an outline of your presentation to your class. Notes pages print one slide per page and have room for your presentation notes. Outline view allows you to print the outline you used to develop your presentation.

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NoteWhen you print transparencies, make sure that film appropriate to your printer type is in the paper tray.


Quitting PowerPoint 97There are several ways to quit PowerPoint 97. Always follow proper procedures. All Office 97 applications prompt you to save changes if you try to quit a program with unsaved documents.

Quitting PowerPoint 97 with the Standard toolbarQuitting PowerPoint 97 on the Standard toolbar

1. On the File menu, click Exit.2. Click Yes to save your document and you want to quit Word now.

3. Click No if you do not want to save the document for future use, and you want to quit PowerPoint 97 now.

H o w y o u c a n u se w h at y o u l ea r n e dUse PowerPoint 97 to create presentations of your classroom material. PowerPoint 97 offers you and your students dynamic ways—using graphics, text, movies, sounds, and the Internet—to share information on any topic.

E x t en s i o n sUsing PowerPoint 97 templates you can quickly and easily create presentations for many purposes, including meeting handouts and agendas, speaker introductions, academic content, and informational or invitational flyers.

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NoteAlways quit the program before you turn off your computer.


Using a template to create a flyerCreating a school activity flyer

1. Open PowerPoint 97.

2. Click Templates, and click OK.3. Click the Presentations tab, and then double-click Flyer

(standard).4. On slide 1, click Click to add title, and type French Club Meeting.

5. Click Click to add sub-title, and type Tuesday.

6. Position the insertion point before the T in Tuesday, and press ENTER.

7. Click the double-down arrow on the vertical scroll bar to move to the next slide.

After you create the title on one side of your handout, you need to include all of the necessary information about the meeting on the other side. The PowerPoint 97 wizard helps you cover all the important items.

Adding key information to a flyer wizard1. Click in front of the E in Event Name!!!, and press DELETE until Event

Name!!! is erased.

2. Type French Club.

3. Click in front of the T in Time of Day, and press DELETE until Time of Day is erased.

4. Type After School.

5. Repeat step 3 to delete the template text and add the rest of the information about the meeting, as shown in the screenshot which follows.

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6. After you have entered all the information, you can print the flyer.

7. Close the file without saving it, and quit PowerPoint.

For extra effect, you can copy the flyers onto colored paper to attract more attention.

S u m m a r i z i n g w h a t yo u l e a r n e dIn this chapter you have explored and practiced:

Using the PowerPoint 97 start-up dialog box. Working and becoming familiar with Office Assistant. Creating a new presentation. Creating and editing slides. Creating and viewing slides in different formats. Printing slides and handouts for a presentation. Saving a presentation as a new or existing presentation or in a

different file format. Closing the file and quitting the program. Creating a school activity flyer.

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Organizing a Presentation with PowerPoint 97


Create a presentation.

Develop a presentation outline.

Use the spelling checker to proof a presentation.

Use Style Checker to proof the format of a presentation.

Change a presentation to fit your outline.

Modify the slide layout.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nUsing PowerPoint 97 to develop a presentation

1. Click the Start button.2. Click New Office Document.

3. In the New Office Document dialog box, on the General tab, click Blank Presentation, and click OK.

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NoteIf your Start menu does not have New Office Document, use the procedure that you learned in the last lesson to open a new presentation.


– or –

Double-click Blank Presentation.4. On the New Slide dialog box, click Title Slide, and then click OK.

E x p lo r i n g t h e l e s s o nPowerPoint 97 helps you create and organize presentations by assisting in the development of presentation outlines and selecting various slide layouts. The outline features of PowerPoint 97 allow you to organize the information you want to present in the slide layouts. Using the PowerPoint 97 outlining tool you can quickly and easily organize and present your ideas.

In this lesson you create a presentation on how a bill becomes a law in the United States, which you will use in subsequent lessons. Text for these presentations is excerpted from the Library of Congress Internet Resource Page at http://thomas.loc.gov/home/lawsmade.toc.html.

Creating a presentationBecause the purpose of a presentation determines its look, it is important to know how to customize PowerPoint presentations. The steps below use the new presentation you opened in the previous lesson.

Customizing your presentation1. On the Format menu, click Apply Design.2. Double-click Notebook.pot.3. On the View menu, click Header and Footer.4. On the Slide tab, select Date and time, and then click Update

automatically.5. Select the Slide number check box to print a number on each slide.

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NoteKeep the new PowerPoint presentation open for use in subsequent lessons.


6. Select Footer, and type How Our Laws Are Made in the Footer text box.

7. Click Apply to All to make these changes throughout your presentation.

8. On the File menu, click Save.9. In the File name box, type How a Bill Becomes a Law.

10. Click Save.

Developing a presentation outlineThe outline feature offers another way to look at all the information included in a presentation. Outlining allows you to quickly enter most of the text used in a presentation, using some basic word-processing skills.

Creating a basic outline1. On the View menu, click Outline.2. Type Introduction, and press ENTER.

3. Type The Congress, and press ENTER.

4. Type Forms of Congressional Action, and press ENTER.

5. Type Sources of Legislation, and press ENTER.

6. Type Introduction and Reference to Committee, and press ENTER.

7. Type Consideration by Committee.

8. On the File menu, click Save.

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NoteYou can access the five views in PowerPoint on the toolbar at the bottom of the screen.


Adding to your outlineEach time you press ENTER, PowerPoint 97 creates a new slide, indicated by the number to the left of the new line. As you click a slide, the slide appears in the upper-right corner of your screen. After you create the basic presentation, you are ready to start filling in some details.

When you use the outline feature to create a presentation, each time you enter a new topic the program automatically updates the numbering.

Expanding your outline1. Click after the words The Congress, and press ENTER.

2. Press TAB to indent one level of the outline.

3. Type Purpose of Congress, and press ENTER.

4. Type Senate, and press ENTER.

5. On the Outlining toolbar, click the right arrow to indent one level of the outline.

6. Type Members, and press ENTER.

7. Type Qualifications, and press ENTER.

8. On the Outlining toolbar, click the left arrow to move back one level on the outline.– or –Press SHIFT-TAB.

9. Type House, and press ENTER.


11. Type Members, and press ENTER.

12. Type Qualifications.

13. Click after Forms of Congressional Action, and press ENTER.

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NoteAlthough the Outlining toolbar is usually on the left side, it may be placed on the top or bottom or allowed to “float.”



15. Type Introduction of Proposed Law, and press ENTER.

16. Type About Legislation, and press ENTER.


18. Type Bill, and press ENTER.

19. Type Joint Resolution, and presses enter.

20. Type Concurrent and Simple Resolutions.


Using the spelling checker to proof a presentationThe spelling checker checks every word in your presentation for spelling errors. There are basically two modes: in one the program checks your spelling as you type, and the other is activated when you request.

Activating the automatic spelling checker

1. On the Tools menu, click Options.2. Click the Spelling tab. Under Check spelling as you type, select

Spelling.3. Click OK.

Using the spelling checker feature1. On your outline, change the word Introduction in slide 1 to

Introdduction.

2. Press the DOWN ARROW key. A red wavy line appears.

3. Right-click the word Introdduction, and then click the correct spelling of Introduction.

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NoteThe spelling feature indicates a misspelled word with a red wavy underline.


If you want to enter all your text at one time and then check for spelling errors, you can turn off the automatic spelling checker while you are typing.

Using the spelling checker after a presentation is typed

1. On the Tools menu, click Options.2. Click the Spelling tab. Confirm that under Check spelling as you

type the Spelling option is not checked, and then click OK.3. Again change the word Introduction to Introdduction in each of the

places the word appears.

4. Change the word House to Housse.

5. On the Tools menu, click Spelling.6. In the Spelling dialog box, click the correct words (House or

Introduction) in the Suggestions box, and click Change or Change All to correct the misspelled words.

7. After completing the spelling check, click OK.

Using Style Checker to proof the formatIn addition to using the spelling checker, you can use the PowerPoint 97 Style Checker to ensure visual consistency across a presentation. The style can be set to fit the requirements of your presentation. Style Checker is an easy-to-use, powerful feature of PowerPoint 97.

Activating Style Checker1. On the Tools menu, click Style Checker, and then click Options.2. On the Case and End Punctuation tab, select the Slide title style

box, and click Title Case in its drop-down list box.

3. Select the Body text style box, and click UPPERCASE in its drop-down list box.

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NoteTo reset automatic spelling checking, on the Tools menu, click Options. On the Spelling tab, click Spelling in the Check spelling as you type box.


4. Click the Visual Clarity tab to view other types of style checking, and then click OK.

5. In the Style Checker box, click Start, and then click OK.6. Click OK to ignore the message that there are too many bullets in

placeholder 1 on Slide 2.

7. On the Edit menu, click Undo typing.

Changing a presentation to fit your outlineOnce you have created the outline, you are ready to revise and modify the presentation. Anything in an outline can be changed, including order, content, or slide creation.

Modifying your outlinePowerPoint 97 allows you several ways to modify your presentation to reorganize your ideas around a point or concept. At any stage of your presentation’s development, you can change the order of the slides, and promote and demote parts of the outline.

Moving slides1. In Slide Sorter View, click and drag Slide 4, Sources of Legislation

in front of Slide 3, Forms of Congressional Action.

2. In Outline View, click the check mark by Introduction of Proposed Law and drag it below About Legislation and its subheadings.

Modifying slide contentModifying a presentation by adding new slides is easy in PowerPoint 97.

Adding new slides in Outline view1. Click the check mark before Senate, and on the Outline toolbar click

the left arrow.

2. Click the check mark before House, and on the Outline toolbar click the left arrow.

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3. Click Bill under Forms of Congressional Action, and on the Outline toolbar click the left arrow twice.

4. Double-click Joint, press BACKSPACE, and on the Outline toolbar click the left arrow twice, and type s after the word Resolution.

5. Click Concurrent and Simple Resolutions, and on the Outline toolbar click the left arrow once.

6. Position the insertion point after Simple, and press DELETE repeatedly to remove Resolutions.

7. Press ENTER, type Joint, and then on the Outline toolbar click the up arrow.

8. On the File menu, click Save.There should now be a total of 10 slides in your presentation.

After you have revised the outline, you may want to check the outline for legibility and logic. The collapse function allows you to view only the slide titles to check the organization of the presentation.

Using the Collapse All and Expand All buttons1. On the Outline toolbar, click Collapse All.2. Click Slide 6, Forms of Congressional Action. On the Outline

toolbar, click Expand, and then click Collapse.

3. On the Outline toolbar, click the Expand All.A line underneath a slide indicates that more text is available by expanding the view. After editing and reorganizing the slides, you are ready to choose the right slide layout.

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NoteUse these buttons to collapse and expand all the levels on your outline.


Modifying slide layoutsThere are many different slide layouts from which to choose. Each layout is used for a different purpose and to convey different types of information. The following slide layouts are available on the New Slide dialog box:

Title Slide Bulleted List 2 Column Text Table Text & Chart Chart & Text Organization Chart Chart Text & Clip Art Clip Art & Text Title Only Blank

Changing the slide layout1. In Outline view, double-click Slide 2, The Congress.

2. On the Format menu, click Slide Layout.3. Click Text & Clip Art (first column, third row), and click Apply.4. Double-click Double click to add clip art.5. On the Clip Art tab, click People at Work.6. Double-click a picture of people shaking hands.

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NoteIf you are in Slide View and would like to have access to a wider variety of clip art, insert the program’s CD-ROM prior to double-clicking on the Clip Art area.


Printing your presentation

1. On the File menu, click Print.2. In the Print what box, click Slides.3. Select Scale to fit paper, and click OK.

H o w y o u c a n u se w h at y o u l ea r n e dPowerPoint 97 outline features offer easy ways to quickly build an outline. You can use PowerPoint 97 to organize your lesson plans on a daily or unit basis, develop presentations for faculty, or promote student use of outlines and logical presentation of their ideas.

E x t en s i o n sWhile in Outline view, brainstorm a list of your ideas for an upcoming presentation or classroom lesson. Using the outline features of promotion and demotion, organize your thoughts to ensure that your main point is clear. Use clip art to enhance your presentation. PowerPoint 97 offers clip art and drawing tools for use in your presentations.

S u m m a r i z i n g w h a t yo u l e a r n e d Creating a presentation.

Developing a presentation outline.

Using the spelling checker to proof a presentation.

Using Style Checker to proof the format.

Changing a presentation to fit your outline.

Modifying the slide layout.

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NoteYou may want to try different printing options in the Print what box, such as Outline View or Handouts.


Developing a Presentation Style with PowerPoint 97


Select a presentation style. Customize the background. Select colors and fonts. Create headers and footers. Change the slide master. Create your own presentation style.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nDeveloping a presentation look with PowerPoint 97

1. Start PowerPoint 97.

3. Open a new presentation.

E x p lo r i n g t h e l e s s o nUsing PowerPoint 97 you can customize presentations to fit classroom lessons or professional reports to colleagues. By adding a consistent, professional look to your material, you can give effective, organized presentations.

Selecting a presentation stylePowerPoint 97 has many different presentation styles from which to choose. Depending on what you are creating, different presentation styles may fit your needs. First, you have to select an overall look for your presentation.

Creating a presentation style with PowerPoint 971. On the Format menu, click Apply Design.2. Under Presentation Designs, click and preview several designs.

3. Click Notebook.pot, and click Apply.

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NoteIf you created How a Bill Becomes a Law in the previous lesson, open it for this lesson, and skip to the next topic.

NoteUsing the six slides you created in the last lesson will make it easy to see the effect of changes you make in this chapter.


Changing the presentation styleUsing PowerPoint 97 it is easy to change presentation styles. Depending on the material and audience you are addressing, you may want to select specific styles or keep a consistent style for a topic or series of lessons.

Changing an existing presentation style

1. On the View menu, click Slide Sorter.2. On the Format menu, click Apply Design.3. Double-click Contemporary.pot.

If at any time you select a style that you do not want to use for your presentation, you can easily and quickly change to another style. Or you can try several different styles to find one that fits your presentation.

Undoing or redoing a design choice1. On the Edit menu, click Undo Apply Design.2. On the Format menu, click Apply Design.3. Double-click Zesty.pot.4. On the Edit menu, click Undo Apply Design, click Redo Apply

Design, and then click Undo Apply Design.

Customizing the backgroundDepending on how you use your presentation, a change in the background may make it easier to see and read your information. Customizing the background allows you to change the color behind every slide.

Changing the background color for each slide1. On the Format menu, click Background.

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NoteA shortcut to a different view is to use the buttons on the View toolbar.

NoteUse the following buttons to Undo or Redo.


2. In the Background dialog box, click the down arrow, and the click the red square.

3. Click Preview to see how the color change will look in your slide.

4. Click Apply to all to make the change to your entire presentation.

Selecting colors and fontsChanging the color scheme is more dramatic than changing the background color. Completing your color selection is the next step in customizing your presentation. There are two ways to change colors: use a preset color scheme, or customize your own. You can make changes to almost all parts of a presentation including notes and handouts.

Changing the color scheme for all slides1. On the Format menu, click Slide Color Scheme.2. Click the standard color scheme in the second row.

3. Click Apply to All to make the change to your entire presentation.

Customizing the color scheme1. On the Format menu, click Slide Color Scheme.2. Click the Custom tab, and then click the Background color scheme

box.

3. Click Change Color, click a blue spot at the top of the hexagon, and then click OK.

4. Click Preview to see how the color will look.

5. Change the rest of the options under Scheme colors as desired.

6. Click Apply to All to make the color changes to the entire document.

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Replacing fonts in a presentationThe second step in customizing your presentation is to choose appropriate fonts. Whether you have completed a presentation or are working on one, you can easily change some or all of the fonts. With PowerPoint 97, it is easy to make comprehensive changes.

Replacing fonts in your presentation1. On the Format menu, click Replace Fonts.2. In the With drop-down box, click Arial Black.3. Click Replace.4. Repeat steps 1–3 until you have selected the most effective fonts

for your presentation.

5. Click Close when you have finished.

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Creating headers and footers in your presentationAs you create presentations, you may go through several drafts or be one of several people working on a presentation. Using the headers and footers is an easy way to ensure that versions and authors do not get mixed up.

Adding page numbers, authors, and creation dates to a presentation1. On the View menu, click Header and Footer.2. On the Slide tab, under Include on slide, select Date and time and

Update automatically.3. Select Slide number to print a number on each slide.

4. Select Footer, and type How a Bill Becomes a Law in the Footer text box.

5. Select Don’t show on title slide.6. Click Apply to All to make these changes throughout the

presentation.

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PowerPoint 97 gives you two choices of dates: Update automatically and Fixed. The Update automatically option inserts the current date and then updates the date every time the presentation is opened. The Fixed option freezes the date to whatever date you type. Use Update automatically as you create and modify your presentation to keep track of the most current version. Add the time if you are printing more than one copy of your presentation in a day. Once your presentation is complete, switch over to fixed so you always know when you completed your presentation.

Customizing your slides using the slide masterThe slide master allows you to customize the look of each slide and ensure consistency across your presentation. In the slide master, you can change fonts, bullets, and header and footer information.

Changing master text and title styles1. On the View menu, position the mouse pointer on Master, and click

Slide Master.2. Click anywhere in the Click to edit Master title styles text block.

3. On the Standard toolbar, click the Font down arrow, and click Arial.4. On the Standard toolbar, click the Font Size down arrow, and click

36.5. Right-mouse click anywhere on Click to edit Master text styles,

and click Bullet.6. In the Bullets from list box, click the down arrow, and click

Monotype Sorts.7. Click the arrow in the first column of the last row, and click OK.8. On the View menu, click Slide to return to your presentation.

9. On the File menu, click Save.10. On the File menu, click Close.

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The date, footer, and number areas can all be changed in the same way. Experiment to see which combinations you like best. Remember that the slide master changes every slide in your presentation.

H o w y o u c a n u se w h at y o u l ea r n e dPowerPoint 97 offers you many choices of colors, backgrounds, styles, fonts, formats, bullets, headers, and footers. Using PowerPoint 97, you can easily create styles for different types of lessons, handouts, and lectures. When you use the slide master features, you can customize a series of presentations or handouts for an entire course or a single presentation.

E x t en s i o n sIn addition to the presentation styles that are part of PowerPoint 97, you can use styles that you created yourself easily and quickly. You may want to incorporate pictures, clip art, or other graphics.

Creating your own presentation styleOpening a new blank presentation

1. On the File menu, select New.2. On the General tab, double-click Blank Presentation.3. In the New Slide dialog box, click OK to create a title slide.

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Creating a slide master1. On the View menu, click Master, and then click Slide Master.2. On the Insert menu, position the mouse pointer on Picture, and

then click Clip Art.

3. On the Clip Art tab, click Academic.4. Click the magnifying glass, and click Insert to place the graphic on

the slide master.

5. Drag the magnifying glass to the bottom right of the slide master.

6. Right-mouse click the magnifying glass, and click Format Picture.7. Click the Picture tab, click the Color down arrow, click Watermark,

and then click OK.8. On the Slide Master toolbar, click Close.

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Slide Master toolbar


You can add text, lines, and other graphics to a master. Be careful not to put too much on the slide, or your presentation will have a crowded appearance and be difficult to read.


Selecting a presentation style.

Customizing the background.

Selecting colors and fonts.

Creating headers and footers.

Changing the slide master.

Creating your own presentation style.

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Using Charts and Tables with PowerPoint 97


Create slide layouts for tables and charts.

Create an organization chart.

Use a table to display information.

Change the size of a chart.

Create a pie chart.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nDeveloping a presentation look with PowerPoint 977. 1. Open PowerPoint 97.

4. Start a new presentation.

E x p lo r i n g t h e l e s s o nUsing PowerPoint 97, you present your ideas with pictures, graphs, and charts to emphasize your important points. This lesson uses a sample presentation on how a law is made within the framework of Congress. The text for these presentations is taken from a publication available on the Internet at http://thomas.loc.gov/home/lawsmade.toc.html, created by the Parliamentarian of the U.S. House of Representatives.

Creating slide layouts for tables and chartsThe built-in slide layouts make it easy to combine text with charts and tables in your presentations.

Creating a new title slide1. On New Slide, click OK to open Title Slide.

2. Click Click to add title, and type Congressional Information.

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http://thomas.loc.gov/home/lawsmade.toc.html


3. Click Click to add sub-title, press ENTER

4. Type Based on the 105th Congress.

5. On the Format menu, click Apply Design.6. On the Presentation Designs tab, click Notebook.pot, and then

click Apply.7. On the File menu, click Save, and type House Organization.

Creating an organization chartUsing the organization chart template you can quickly and easily create one.

Creating a new slide for an organization chart

11. On the Insert menu, click New Slide.12. Double-click the Organization Chart AutoLayout.

13. Click Click to add title. 14. Type House Organization Chart.

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Creating an organization chart

1. Double-click Double click to add org chart.2. In the Microsoft Organization Chart window, click the Manager

button.

3. Type Speaker, press ENTER, and type Office of the Speaker.

4. Click the Select button.

5. Click the leftmost chart box on the bottom row. The mouse pointer becomes an I-beam.

6. Select the text Type name here, and press BACKSPACE.

7. When <Name> appears, press ENTER, and type Inspector General.

8. Select the text Type name here in the middle chart box on the bottom row, and press BACKSPACE.

9. When <Name> appears, press ENTER, and type House Oversight.

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10. Select the text Type name here in the rightmost chart box on the bottom row, and press BACKSPACE.

11. When <Name> appears, press ENTER, and type Cong. Compliance.

8.

12. Click the Inspector General chart box, and on the Styles menu, click the Assistant option.

13. Click the House Oversight chart box, and on the Styles menu, click the Assistant option.

14. Click the Cong. Compliance chart box, and on the Styles menu, click the Assistant option.

15. Click the Subordinate button, and click the Speaker chart box.

16. Click the new box, press ENTER, and in the <Title> field type Parliamentarian.

17. Click the Right Co-worker button, and click the Parliamentarian chart box.

18. Click the new blank box, press TAB, and type Chief Admin Officer.

19. Click the Left Co-worker button, and click the Chief Admin Officer chart box.

20. Click the new blank box, press TAB, and type Sergeant at Arms.

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9. Select Chart Title, and press BACKSPACE.

10. On the File menu, select Close and Return to House Organization. (If PowerPoint asks whether you want to update the object, click Yes.)


Sizing your presentationYou can change the size of charts and tables as they will appear in your presentations.

Changing the size of the organization chart1. Right-click one of the organization chart boxes, and click

Format Object on the menu, and click the Size tab.

2. Select Lock aspect ratio and Relative to original picture size.

3. In the Scale Height window, click the up arrow to 125%, or type 125% in the box. Note that the Width value also changes.

4. Click OK, and click and drag the organization chart to center the chart on the notebook page.

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Organization charts help you show more information than just people and positions. These charts can be used to show decision trees and options. PowerPoint 97 makes it easy to present information in charts. Teachers and students can use charts to show experiment results, surveys, or research.

Using a table to display informationCreating a new slide with a table

1. On the Insert menu, click New Slide.2. Double-click the Table AutoLayout.

Creating a table1. Double-click Double click to add table.2. Under Number of columns, click the up arrow to 3.

3. Under Number of rows, click the up arrow to 5, and then click OK.

The table appears with rulers on the top and left. The rulers show column separators and allow you to place tabs. Once you have created a basic table, you can place your data on it.

Adding data to a table1. Click in the second cell of the first column, and type Bill.

2. Press the DOWN ARROW key, and type Joint Resolution.

3. Press the DOWN ARROW key, and type Concurrent Resolution.

4. Press the DOWN ARROW key, and type Simple Resolution.

5. Click in the first cell of the second column, and type Number of:

6. Press the DOWN ARROW key, and type 6543.

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NotePress TAB to move one column at a time to the right. Press the UP or DOWN ARROW to move from row to row.

NoteTo change a number in a box:

Click the arrow. – or –Select the number already in the box, and type the new number in its place.





You can modify the table fonts, font size, and styles to fit your information.

Changing the font size of a table

1. To select the entire first column, position the mouse pointer above the first column, slowly move it down until it turns into a solid down arrow , and click.

2. On the Format menu, click Font. Under Size, type 24, and click OK.

3. Repeat steps 1–2 on the second column.

4. Repeat steps 1–2 on the third column, only change the font size to 14.

5. Click the first cell of the third column, and type Description.

6. Select Description, and change the font to 24.

7. Press the DOWN ARROW key, and type Used for most legislation, whether permanent or temporary, general or special, public or private.

8. Press the DOWN ARROW key, and type Joint resolutions may originate either in the House of Representatives or in the Senate.

9. Press the DOWN ARROW key, and type Matters affecting the operations of both Houses are usually initiated by means of concurrent resolutions.

10. Press the DOWN ARROW key, and type A matter concerning the rules, the operation or the opinion of either House alone is initiated by a simple resolution.

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11. Click outside the table to return to the slide.


Adding a title to the chartAdding titles to your slides is easy. Titles help make sure that your students understand the point you are trying to make clearly and easily. Titles can be added at any time.

Adding a title to your slide

1. Click Click to add title, and type Forms of Congressional Action.

2. Select the title, and on the Formatting toolbar, click the Center button.

Modifying the column sizeWith PowerPoint 97, you can easily change column sizes and rows to make the slide look appealing and to fit all of your information on it.

Changing the column size to fit your text

1. Double-click the table you have created.

2. Click anywhere in column 1.

3. On the Table menu, click Cell Height and Width.4. On the Column tab, change Width of column 1 to 2.0, and then

click OK.5. Click anywhere in column 2.

6. On the Table menu, click Cell Height and Width.7. In the Column tab, click AutoFit to automatically set the width of

the column.

8. Repeat steps 6–7 for column 3.


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NoteBecause row and column size may vary with computer and monitor resolution, you may have to change columns when manually changing specifications.

NoteCenter button:


Selecting an AutoFormatThe Table AutoFormat feature makes it easy to customize a table.

Using Table AutoFormat1. Double-click the table.

2. On the Table menu, click Table AutoFormat.3. Under Formats, click Colorful 2, and click OK.4. On the File menu, click Save.

12.

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NoteRemember that you click outside the table to see the effect of Table AutoFormat on your chart.


Creating a pie chartPowerPoint 97 integrates easily with other Microsoft Office 97 software. One way to make use of this connectivity is to use Microsoft Excel 97 to create charts for your presentation.

Creating a new chart for a presentationCreating a new slide for a chartPowerPoint 97 makes it quick and easy to create a slide layout with a chart.

13. On the Insert menu, select New Slide.14. Double-click the Text & Chart AutoLayout.

15. Click Click to add title, and type 105th Congress.

4. Click Click to add text, type Forms of Congressional Action, and then press ENTER.

5. Press TAB, type Bills, and then press ENTER.

6. Type Joint Resolutions, and press ENTER.

7. Type Concurrent Resolutions, and press ENTER.

8. Type Simple Resolutions.

Now that your slide has a title and some explanatory text, you are ready to create the chart.

Creating a chart in PowerPoint 97

1. Double-click Double click to add chart.2. In the House Organization—Datasheet window, click the first row in

the first column.

3. On the Edit menu, position the pointer on Clear, and then click All.4. Click the first cell in column A, and type Bill.

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5. Press TAB to move to column B, and type Joint.

6. Press TAB to move to column C, and type Concurrent.

7. Press TAB to move to column D, and type Simple.

8. Click the cell to the left of cell A1, and type Number of.

9. Press TAB to move to cell A1, and type 6543.

10. Press TAB to move to cell B1, and type 263.

11. Press TAB to move to cell C1, and type 4344.

12. Press TAB to move to cell D1, type 198.

13. Position the mouse pointer between the top of columns A and B until it changes to a double arrow, and double-click to automatically set spacing.

14. Repeat Step 13 between columns B and C, C and D, and D and E.

15. Where the chart appears on the slide, right-click Bill, and click Format Axis.

16. On the Alignment tab, move the red diamond to the top of the box, and click OK.


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Changing chart typePowerPoint 97 offers a variety of chart types to use in presentations: column, bar, line, pie, XY (scatter), area, doughnut, radar, surface, bubble, stock, cylinder, cone and pyramid. You can change the chart type before or after you have entered the data.

1. Double-click the chart.

2. On the Chart menu, click Chart Type.3. On the Standard Types tab, click Pie, and then click and hold

Press and hold to view sample.4. Click and view other chart types, then click Pie, and click OK.5. Click outside the table to return to the slide.

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NoteWhen Lock Aspect Ratio is checked, Scale Height and Width remain equal.


Changing chart size

1. Double-click the pie chart.

2. On the Chart menu, click Chart Options.3. On the Legend tab, click Show legend to cancel the selection.

4. On the Data Labels tab, click Show label and percent, and click OK.

5. Click the text you previously entered to the left of the chart.

6. Right-click the chart, and click Format Object.7. On the Size tab, in the Scale Height box type 165, and then click

OK.8. On the chart, click Bill.9. On the Format menu, click Selected Data Labels.10. On the Font tab, change font size to 10, and click OK.11. Click outside the table to return to the slide.

12. Click and drag the chart to fit its space on the slide.


You can customize charts in many ways, depending on the type of information you are presenting. Using PowerPoint 97, you can quickly and easily change the font, color, orientation, chart type, and patterns to present your lessons effectively and engagingly.

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H o w y o u c a n u se w h at y o u l ea r n e dExcel 97 and PowerPoint 97 work together to help you express your ideas powerfully. Tasks such as research projects and summarizing data especially benefit from using the fully functional Excel 97 spreadsheet program in your PowerPoint presentations. Choose the data that supports the ideas being presented, and use the information to create meaningful tables and charts. Students can use a combination of Excel 97 and Word 97 to collect information, and use PowerPoint 97 to share their efforts in and out of the classroom.

E x t en s i o n sExplore ways to use PowerPoint 97 to present information to different audiences. For instance, the course information you present to parents at an open house is similar, but not the same as, the information you present to students. You may want to create a set of slides in PowerPoint 97 that show parents an overview of content, grade procedures, important dates, and your approach to working with students. Some of that information is important to students. However, you may also want to go into more detail with students on a fairly regular basis, or you may want to create handouts to support your lessons.


Creating slide layouts for tables and charts.

Creating an organization chart.

Using a table to display information.

Changing the size of a chart.

Creating a pie chart.

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Adding Pizzazz with PowerPoint 97

W h a t y o u w i l l l e a r n f r o m th i s l e s s o n

With PowerPoint 97, you will:

Add AutoShapes to standard objects.

Use WordArt to enhance titles.

Animate text to add impact.

Place video in your presentations.

Use and record sounds to enhance your presentations.

Add slide transitions to your slide show.

Highlight parts of your slide show.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nDeveloping pizzazz in your presentation with PowerPoint 97

1. Start PowerPoint 97.

2. Open the saved presentation House Organization.ppt.

E x p lo r i n g t h e l e s s o n sUsing PowerPoint 97, you can add pictures, sounds, videos, and text to a presentation. Some of the features are set up with the program, and some require the program’s CD-ROM. Adding sound, video, and art to your presentations can add interest and excitement to your lessons.

Using AutoShapes to add standard objectsPowerPoint 97 has many standard objects that can be added to presentations, including objects with and without text.

Adding an AutoShape to a presentation

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1. On the Insert menu, position the pointer on Picture, and click AutoShapes.

2. Click the Stars and Banners button, and click the 5-Point Star.

3. Click in the upper-right corner of the slide, and drag the object down diagonally about an inch.

4. Click 5-Point Star again, and place another star in the lower-left corner of the slide.

5. Repeat steps 1–2, and place other stars on the slide.

6. Click an AutoShape you want to delete, and then press BACKSPACE.

With some AutoShapes you can add text, and with others you can create a flowchart. Flowcharts are handy for such topics as how a bill becomes a law. The AutoShapes toolbar stays on your screen until you close it.

Adding an AutoShape with text to a presentation1. On the AutoShapes toolbar, click Callouts.

2. Click the Rounded Rectangular Callout. Click and drag the star or other object to make it big enough to type in some words.

3. Type How the House, press ENTER, and then type Is Organized.

4. Select the text you have just typed.

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NoteTo resize the star, click it, and drag a corner.

To move the star, click it, and drag it to its new location.

NoteTo become familiar with AutoShapes, try using different objects with the text.


5. Right-click the Callout box, click Font, change the Font Size to 36, and then click OK.

6. Click and drag the upper-right corner of the Callout box until all the text fits within it.

7. Close the AutoShapes toolbar.


Using WordArt to add creative textWith WordArt you take plain text and add some pizzazz. PowerPoint 97 gives you 30 different ways to make your text stand out. WordArt is easy to use and, unlike graphics, WordArt allows you to use the Formatting toolbar to change the appearance of the text after you have created it. WordArt has many uses, especially when combined with other graphics. You can add excitement to your presentations with banners, seals, and logos that contain dynamic WordArt effects.

Using WordArt to make your slides more effective

1. Move to the House Organization Chart slide.

2. On the Insert menu, position the pointer on Picture, and click WordArt.

3. Double-click the WordArt in the third column, first row.

4. Type Office of the Speaker, and click OK.5. Click and drag Office of the Speaker to the top of the slide.

6. Close the WordArt toolbar.


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Animating slides to add impactUsing animation in an electronic slide show heightens interest and attention.

Animating the title of a slide1. Move to the Forms of Congressional Action slide, and click the title.

2. On the View menu, position the pointer on Toolbars, and click Animation Effects.– or –

On the Formatting toolbar, click the Animation Effects button (the yellow star on the far right).

3. On the Animation Effects toolbar, click Animate Title button.

4. Click the Drive-In Effect button.

5. On the Slide Show menu, click Animation Preview.

The order box automatically displays 1 to indicate that this is the first animation on the slide.

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NoteYou can also add animation to a slide from the Slide Show menu.


Animating the body of a slide1. On the Forms of Congressional Action slide, click the text.

2. Click the Animate Slide Text button.

3. Click the Flying Effect button.

4. On the Slide Show menu, click Animation Preview. Click the Camera Effect button, and on the Slide Show menu, click Animation Preview.

5. Close the Color box.

Placing video clips into your presentationYou can add video into a presentation quickly and easily with PowerPoint 97. A video clip, such as a tour of Congress, increases the effectiveness of a presentation on congressional information.

Adding a video clip to a presentation

1. Put the program’s CD-ROM into your CD-ROM drive.

2. Move to your last slide.

3. On the Insert menu, click New Slide.4. Double-click the Title Only AutoLayout.

5. Click Click to add title, and type International Affairs Committee.

6. On the Insert menu, position the pointer on Picture, and click Clip Art.

7. On the Videos tab, double-click GLOBE.8. On the slide, double-click the globe to test the animated video.

Now is a good time to save your work.

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NoteYou will need the program’s CD-ROM to insert video into your presentation and to show any presentation with video inserted in it. Be sure the CD is in the CD-ROM drive before you select Clip Art.


Using sounds to enhance your presentationSounds can be selected and added to your presentation quickly. Sounds can be in the form of voice recordings or actions.

Adding action sounds to your presentation1. Click the Slide Sorter View button.

2. Double-click the Forms of Congressional Action slide.

3. Right-click the chart area, and click Action Settings.4. On the Mouse Click tab, select Play sound, select Whoosh from

the drop-down list, and then click OK.5. On the Slide Show menu, click Animation Preview.

These steps activate a sound when you click specified text during a slide show. If time permits, try out several different sounds for your presentations.

Besides action sounds on clicking, you can also add sounds when you pass over text with the pointer.

Activating action sounds in your presentation1. Move to the next slide showing the Pie Chart (Slide 4).

2. Right-click the title, and click Action Settings.3. Click the Mouse Over tab.

4. Select Play sound, and in the drop-down box click Camera.5. Select the Highlight when mouse over check box, and click OK.

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NoteUsing the Action Settings dialog box, sounds can be set to activate by a mouse click or by positioning the mouse on an element of your slides (called a “mouse over”).

NoteMove the mouse over the pie chart as the slide show is playing to hear the effects of the previous lessons.


Reviewing your slide showThe Slide Show feature allows you to preview your presentation on your computer. You can use the Slide Show to check a presentation before printing it or to prepare to show it electronically. By adding transitions to your presentation, you can help emphasize topic changes.

Using the Slide Show

1. On the Slide Show menu, click View Show.2. After the first slide appears, click to move through the presentation.

3. At the last slide, click to end the slide show.

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Using slide transitions with sound and visual effectsAdding a slide transition

1. Move to the first slide.

2. On the Slide Show menu, click Slide Transition.3. In the Effect area, click Checkerboard Across.4. In the Sound area, click Laser, and then click Apply.5. On the Slide Show menu, click Animation Preview.

By setting the time to move from slide to slide, you can give your presentation at your own pace. You can also use the Slide Show to highlight parts of a slide. Each slide can have a different transition, or the entire show can have the same one. In addition to manually moving between slides, you can have PowerPoint 97 automatically advance forward after a set time. This helps you give a hands-free presentation.

Highlighting parts of the slide showHighlighting a slide during a slide show

1. On the Slide Show menu, click View Show.2. Click the right-mouse button, and click Pen. The mouse pointer

becomes a pen.

3. Click and hold the pen on the slide. Drag the pen around the words 105th Congress until a line encircles the text.

4. Click the right-mouse button, and click Arrow. The pen changes back to the mouse pointer.

5. Click to advance to the next slide.


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NotePress the PAGE UP key to return to a previous slide.


H o w y o u c a n u se w h at y o u l ea r n e dAutoShapes, WordArt, Clip Art, videos, and sounds can all be used to enhance your presentation. AutoShapes, WordArt, and clip art all help in the design of a creative, dynamic presentation. You can use recordings of actual speeches to bring history, literature, science, or current events to life. With these tools your students and you can put together multimedia slide shows that bring life and action to any subject.

E x t en s i o n sSearch the World Wide Web for the topic you or your students are studying. By downloading videos, sounds, and pictures you can bring the world right into your classroom. You can also record sounds directly into your slide show if your computer has a microphone.

Recording sounds as part of your presentationAdding sounds to your presentation

1. On the Insert menu, position the mouse pointer on Movies and Sounds, and then click Record Sound.

2. Click the red circle to start recording.

3. Click the black square to stop recording.

4. Click the triangle to listen to what you have recorded.

5. Click OK.6. Double-click the sound speaker to hear the sound embedded

in your presentation.


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NoteA sound speaker indicates that your recording is in your presentation.



Adding AutoShapes to standard objects.

Using WordArt to enhance titles.

Animating text to add impact.

Placing video in your presentations.

Using and recording sounds to enhance your presentations.

Adding slide transitions to your slide show.

Highlighting parts of your slide show.

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Putting It All Together with PowerPoint 97

W h a t y o u w i l l l e a r n f r o m th i s l e s s o n

With PowerPoint 97 you will:

Create an outline in Word 97.

Import an outline into a PowerPoint 97 presentation.

Create a data table and a chart in Excel 97.

Import a chart into a PowerPoint 97 presentation.

Modify an Excel 97 chart in a PowerPoint 97 presentation.

W h a t y o u sh o u l d d o b e f o r e y o u s t a r t th i s l e s s o nUsing Word 97 to create a presentation with PowerPoint 97

1. Start Word 97.

2. Open a new document.

Using Word 97 to create an outline to importThroughout this book you have been building one skill upon another to create a presentation using PowerPoint 97. You can apply these skills to tasks in and out of the classroom. This chapter incorporates an outline created in Word 97 and a chart created with Excel 97 into a PowerPoint 97 presentation.

Word 97 can be used as a first step in creating a presentation. Using the Outline feature in Word 97 can be an excellent way to organize your ideas.

Creating an outline in Word 971. On the View menu, click Outline.2. Type the list that appears in the next screenshot.

3. On the File menu, click Save.4. In the File name box, type Outline, and click Save.5. Close the document, and quit Word 97.

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Importing a Word 97 outline into PowerPoint 97Using Word 97 document into a PowerPoint 97 presentation is quick and easy. You can add text, graphics, and charts to add value to your concepts and visually reinforce your presentation.

Moving a Word 97 chart to PowerPoint 971. Start PowerPoint 97.

2. Click Open an Existing Presentation, and click OK.3. In the Open dialog box, click the Files of Type down arrow, and

then click All Outlines.4. Double-click Outline.doc to open the file.

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NoteOffice 97 documents, including those created in Word, Excel, and PowerPoint, are saved to the My Documents folder.


PowerPoint 97 automatically imports your outline into your presentation. Then you can include the details in the rest of your presentation.

Using Excel 97 to create a chartYou may want to use Excel 97 to create a chart, especially if the chart will be complex. Excel 97 has more advanced and flexible chart and graphing capabilities. Also, you can select specific parts of an Excel 97 data file to create a PowerPoint 97 chart.

Moving slides via the outline and changing slide layouts1. Double-click the slide icon to the left of slide 5, Percent by Forms.

2. On the Format menu, click Slide Layout.3. Click the Title Only AutoLayout, and click Apply.

This page features only a title, leaving the rest of the page to your own imagination. Using Excel 97 you can create a graph to use in a presentation. This section assumes that you have either completed In and Out of the Classroom with Excel 97 or you are familiar with the program. If you do not have Excel 97 or you are not familiar with the program, go to “How you can use what you learned.”

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Creating a chart with Excel 971. Press the Windows logo key on your keyboard.

2. On the Start menu, click New Office Document.3. On the General tab, double-click Blank Workbook.4. Type the following data.

5. Create a doughnut chart from the data on a new sheet.

6. On the File menu, click Save.7. In the File name box, type Chart.xls, and click Save.8. Quit Excel 97.

Importing an Excel 97 chart into PowerPoint 97If PowerPoint 97 is the only other application running, it will automatically appear. Otherwise, press ALT +TAB until the PowerPoint 97 graphic is selected, and release the keys. Slide 5, Percent by Forms is on-screen.

1. On the Insert menu, click Object.2. In the Insert Object dialog box, click Create from File, and then

click Browse.3. Locate the Chart.xls document, and click OK.

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NoteIf you need help creating the doughnut chart, select the data and labels, and on the Standard toolbar, click the Chart Wizard button.

NoteIf your keyboard does not have the Windows logo key, or you need help bringing an Excel 97 chart into PowerPoint 97, ask Office Assistant how to import an Excel worksheet or chart.


Now that the chart is in your presentation, you can edit and change it like any other object.

Modifying an Excel 97 chart in PowerPoint 97Editing an Excel 97 object in PowerPoint 97

1. In PowerPoint 97, double-click the chart, click the chart title (“Number Of:”), and press DELETE.

2. On the Chart toolbar, click the Format Data Series button, click the Data Labels tab, click Show label and percent, and then click OK.

3. On the Chart toolbar, click the Legend button.

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NotePowerPoint 97 will show a sign that identifies each element of the chart.


The size of the object and font size can be changed just as you changed the chart in the previous slide. When you have finished modifying the chart, save it, and review it in the Slide Sorter view. Close the PowerPoint presentation without saving (unless you made changes in the review).

H o w y o u c a n u se w h at y o u l ea r n e dPowerPoint 97 can be used to take the key elements of Word 97 and Excel 97 and combine them in your presentations. Using the Word 97 capacity for powerful text editing and the dramatic charts in Excel 97, you can produce dynamic presentations and lessons for use in and out of the classroom.

E x t en s i o n sBoth the outlining and chart features of Word 97 and Excel 97 expand the use of PowerPoint 97 features. Outlines can help you and your students organize ideas. Charts help turn lists of numbers into very understandable information.

Experiment with the different software packages to see what helps you most. In the case of charts, sometimes it will help to take the same data and look at in different chart types to help get your point across. For instance, try using a bar chart instead of a pie chart to present information on congressional actions.


Creating an outline in Word 97.

Importing an outline into a PowerPoint 97 presentation.

Creating a data table and a chart in Excel 97.

Importing a chart into a PowerPoint 97 presentation.

Modifying an Excel 97 chart in a PowerPoint 97 presentation.

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