PowerPoint 2007

Welcome to PowerPoint Microsoft Office 2007 Presented by: ITSS August 2009 Contents The PowerPoint Environment 3 The Ribbon 3 Outline View 4 Creating a Presentation 5 Editing 8 Exercise 1 8 Click to Add Notes 9 Print 10 Print an Outline 10 Print Your Slides 12 Print Your Slides as a Handout 12 Print Your Slides With Notes 12 Graphics 13 Get Online 16 Roll it Out 17 Save, Save, Save! 17 Get Nifty! 18 Nifty Animations 18 Nifty Keyboard Shortcuts 18 Exercise 2 19 The PowerPoint Environment Microsoft Office has come a long way since 2003. If you’re familiar with Word 2007, you’ll fit right in with PowerPoint. Common features like the Ribbon, the Quick Access Toolbar, and the Office button all come standard with Microsoft Office 2007 software. Due to the nature of PowerPoint, however, some functions are different. Let’s go over them now… The Ribbon The Home Tab: Perhaps the most frequently used, the Home tab harbors basic functions like font size and type, copy and paste features, and offers drawing functions. Font: Similar to Microsoft Word, you can highlight text and adjust the font and size to your desired liking. Notice, though, the use of Live Preview - your font and size will change as you scroll through your options, giving you an idea of how your content will appear. This is a new feature with 2007 and has become quite helpful. Clipboard: Copy and paste features work very similar to Word. By highlighting text and selecting the Copy (CTRL+C) button from your Home tab, you can choose the location where you’d like to paste it. To paste select the Paste button (CTRL+V) from your Home tab. Viola! Paragraph: Use your Paragraph section as a tool to make adjustments to your content – left or right justified, centering, indentation, spacing, etc. The Insert Tab: The Insert tab allows users to insert necessary articles, from pictures, clip art, and sound to date and time. The Design Tab: Most users find this tab to be the most fun. The Design tab encourages creativity as users can select different background colors, designs, and images for the presentation. Designs vary widely – from shabby chic to professional and sharp. The Animations Tab: After you’ve got your presentation up and running – all content is ready to go, you may find it interesting to peruse through the Animations tab. These functions allow you to turn simple text into swinging letters of excitement, or even add a little swivel to your artwork. The Slide Show Tab: More than likely, you’ll find the Slide Show tab quite useful. As you begin to see your presentation pull together, you might find it helpful to view your presentation in the formal format. This tab will do just that! The Review Tab: Spell Check just might be the best invention since sliced bread. It can be found in the Review tab. The View Tab: The View tab is used when making adjustments to the way you see your presentation. Furthermore, if you decide to make changes to your master slide show, you’ll access that change from this tab. The Developer Tab: You may notice the Developer Tab is not a default option on your PowerPoint software. It must be added manually. However, you’ll become familiar with the Developer tab if you decide to add video (e.g. YouTube) to your presentation. Outline View As you begin working with PowerPoint, you’ll notice a sidebar just left to your open slide. This is your outline view. It will show the order of the slides as well as an outline of content. To modify your view – click on “Slides” or “Outline” to move back and forth. You may find yourself bouncing back and forth between views. You may decide it is necessary to move some slides around. From the outline view, simply click and hold on the slide you’d like to move. While holding the click on the selected slide, drag your slide to its desired home. Another great feature – you’ll always know what slide you’re working on by looking at your outline view. Right now, we’re editing slide 3. We know this because it is highlighted in our Outline View sidebar. Creating a Presentation Like writing a paper, perhaps getting started is the most difficult task. However, with PowerPoint, you know you’ll have a beginning and an end. By default, PowerPoint starts with a single blank page – your title page. To get the ball rolling, deciding on a design might be the best place to start. From the Design tab, click on the More (down arrow) button on the scroll bar. You will be presented with several different designs. You can always go back and make changes, but at least selecting a basic design will help you along. You’ll notice that as you start scrolling through some of the designs, your open slide will change accordingly. This is known as Live Preview. After selecting a design, you can begin to input information. You can certainly add additional slides as the information pours out. From the Home tab, select the New Slide button. You will be given several options of what type of slide you’d like to add. Maybe you have a comparison of two items in mind, or you would like to have just a blank slide so you can add art work or clip art. The slides will continue to be added to your presentation and can be seen on your outline view – just to the left of your open slide. Adding text is as easy as clicking. In the example to the right, we’d like to compare the differences between 2007 and 2003. We selected a slide with two columns. Now, we can add content. Editing As simply as content was added, it can be removed. Or edited. Changes can be made quite easily with PowerPoint. Highlighting text to make changes and adjusting the size of clip art is quite easy. Click on the end point of your text and drag to the start point – holding the click. Your text will become highlighted so that deletions and additions can be made. Exercise 1 Let’s try it. Choose a Design Theme with your first slide. Add three (3) additional slides to your presentation – any format you’d like. Give your presentation a title on the first slide. Add a little content – anything you’d like. Make your first slide your last slide using the Outline View sidebar and change your title to reflect an ending. Click to Add Notes Perhaps you have something you’d like to share in your presentation but it’s not something you’d like to add as content. You can always add additional information to the “Notes” section of your presentation. With this, the presentation can be printed in “Notes” style so that you may have a print-out reflecting the notes you’ve added in addition to each slide. Just as it says – click to add notes. Add as much information as you need. When you’re ready to print… Print PowerPoint provides you with many printing options. You can print a large view of your slides or you can print your slides as handouts with 1, 2, 3, 4, 6, or 9 slides per page. You can also print your Notes pages or the Outline view of your slides. Click the Microsoft Office button. A menu appears. Choose Print. Click Print Preview. Click the down arrow next to the Print What field in the Page Setup group and then select what you would like to print. A preview appears onscreen. Click the Print. The Print dialog box appears. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You will use less ink or toner. Click OK. Print an Outline Click the Microsoft Office button. A menu appears. Choose Print. Click Print Preview. The Print Preview tab appears. Click the down arrow next to the Print What field in the Page Setup group and then select Outline View. Click the Print button . The Print dialog box appears. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You will use less ink or toner. Set the other print settings. Click OK. Your outline prints. Print Your Slides Click the Microsoft Office button. A menu appears. Choose Print. Click Print Preview. The Print Preview tab appears. Click the down arrow next to the Print What field in the Page Setup group and then select Slides. Click the Print button . The Print dialog box appears. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You will use less ink or toner. Set the other print settings. Click OK. Your slides print. Print Your Slides as a Handout Click the Microsoft Office button. A menu appears. Choose Print. Click Print Preview. The Print Preview tab appears. Click the down arrow next to the Print What field in the Page Setup group and then select Handouts (4 slides per page). Click the Print button . The Print dialog box appears. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You will use less ink or toner. Set the other print settings. Click OK. Your handouts print. Print Your Slides With Notes Click the Microsoft Office button. A menu appears. Choose Print Click Print Preview. The Print Preview tab appears. Click the down arrow next to the Print What field in the Page Setup group and then select “Notes Pages” Click the Print button . The Print dialog box appears. Click the down arrow next to the Color/Grayscale field to select whether you want your slides to print in color, grayscale, or black and white. If you are using a black and white printer, choose black and white. You will use less ink or toner. Set the other print setting. Click OK. Your slides print with notes attached. Graphics Adding graphics can seriously improve the appearance of your presentation – adding a little “oomph” to the presentation as a whole. Many computers come pre-loaded with a variety of clip art. However, with the web at our fingertips, you are exposed to millions and millions of different images. From the Insert tab, select Clip Art. Immediately, a sidebar will pop up on the right hand side of your slide. Use the “Search For” bar to begin searching for clip-art. Again, depending on the clip-art available on the computer you’re using, your results will vary. In the example here, we conducted a search for “Computer” and returned quite a few results. When you’ve decided on an image, simply click on it. Notice: Since adding an image to your slide, we now have an additional tab – Picture Tools: Format. Microsoft Office found it valuable to add tabs only when they’re needed. Test this now. Click away from your image and notice the Picture Tools: Format tab disappears. If you click back on the image, the Picture Tools: Format tab returns. Smart, eh? Now you have your image and you’ve placed it where you’d like to have it. Perhaps you’d like to change the color – no problem! Be sure your image is selected (you can see the end-points around the image). From the Adjustment section of your Picture Tools: Format tab, select the Recolor button. A dropdown menu will appear giving you multiple options. Pick the color you’d like to use. A cool feature with images on PowerPoint is that you can have them “hide” behind existing text. Consider using the “Arrange” section of your Picture Tools: Format tab. As before, be sure the image is highlighted. Select “Send to Back.” See the difference? Get Online As mentioned, as long as you have an internet connection, you can access artwork online – by selecting “Clipart on Office Online.” Roll it Out Perhaps you’re ready to take a look at your slideshow and see how it’s progressing. You can do so by selecting the Slide Show tab from your ribbon. On the left side of your ribbon, you’ll see “From Beginning,” (F5) or “From Current Slide” (Shift + F5). Depending on where you’d like to start, make a selection. You’ll begin to view your PowerPoint from the PowerPoint viewer (The slides take up the entire screen.) When you get to the end of your slideshow, simply select ESC (Escape) on your keyboard. You will automatically return to your desktop. Save, Save, Save! It is wise to Save, Save, Save! PowerPoint Documents can be quite easily lost if saving procedures are lacking. If you save frequently, you’re less likely to lose your work. From the Microsoft Office button, scroll down to “Save As.” Select a name for your document and a location for the document to be saved. Microsoft 2007 documents are saved as “.pptx” documents. It is wise to save your document as a “.ppt” (Microsoft 2003-2007) document so that it can be opened in earlier versions of Microsoft PowerPoint. Select “Save.” Since naming your document, saving your document periodically throughout your work becomes much easier. Select the disk icon from your Quick Access Toolbar or the Microsoft Office button scroll down menu. Or, more simply, press “CTRL+S” on your keyboard. Get Nifty! Nifty Animations From the Animations, tab, select the “More” button (drop down arrow). You can test each animation and apply it to a specific slide. Be sure the slide you’d like to add the animation to is highlighted. After you have selected an animation, you’ll notice a “star streak” has been added to the outline view. You can view the appearance of the animation within the presentation as a whole by selecting the “Slide Show” tab from your ribbon, as described earlier. Nifty Keyboard Shortcuts Start from First Slide: F5 Start from current slide: Shift + F5 Display a black screen or return to the slide show: B or [period]. Navigating slides: Next Slide: [Right], [Down], N (for Next), [Spacebar] Previous Slide: [Left], [Up], P (for Previous), [Backspace] Go to a specific slide number: Press # and hit [Enter] Font Size Increase font size: CTRL+Shift+> Decrease font size: CTRL+Shift+< New slide: CTRL+M New Presentation: CTRL+N Put presentation in its own window: Shift+F5 (When using multiple presentations) Exercise 2 With any one of your open slides, use the “Click to Add Notes” features to add content not in your slide. Add a graphic to your title slide and adjust the color to match your design. Fiddle with placement and sizing while using the “Send to Back” feature for style. Add an animation to final slide, any animation you’d like. View your slideshow in its entirety by using the “Slide Show” tab from your ribbon. Happy with the results? Without printing, follow the steps to print your presentation with the notes you’ve added. 19 | PowerPoint [Type text] Page 1 “Click & Add” Feature 7 End-points By doing so, the image becomes part of the content on our slide. We can adjust the location by clicking and dragging to the desired home. You can also adjust the size by clicking and dragging any one of the end points on the image.