power point_2007

MODULE
1
DASH DESIGNS CONSULTING
Technology Training and Consulting Services
MicrosoftMicrosoft
PowerPoint 2007PowerPoint 2007
Efficient PresentationEfficient Presentation
TechniquesTechniques
ForFor

PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

Microsoft PowerPoint 2007
Efficient Presentation Techniques
For
The Haas School of Business,
University of California
Copyrights and Trademarks
 2007, Dash Designs Consulting, Jerry Maletsky
San Rafael, CA 94903
email: jerry@dashdesignsconsulting.com
web site: www.dashdesignsconsulting.com
fax (415) 491-1490
Any mention or use of Microsoft®, University of California, or any
third party products is hereby acknowledged by Dash Designs
Consulting to be for the sole purpose of editorial and educational
use of this training manual and for the benefit of the mentioned
Dash Designs Consulting gives permission to the Haas School of
Business of the University of California at Berkeley to reprint this
training manual for internal use only. No re-sale of this material or
renunciation of copyrights are granted by this author.
Revised: July 18, 2007

Table of Contents
Overview of PowerPoint 2007 ................................... 2
Creating a Presentation
 Starting a Presentation....................................12
 Adding New Slides ..........................................14
 Inserting Images ............................................20
 Applying Design Themes..................................24
Exploring PowerPoint 2007 Views
 Normal View ..................................................28
 Notes Pages ...................................................30
 Slide Sorter....................................................32
 Outline View ..................................................34
Working With Text In PowerPoint 2007
 Formatting Text..............................................38
 Customizing Bullet Lists...................................42
 Applying Line Spacing .....................................50
 Copy and Paste Techniques..............................52
 Use Find and Replace ......................................51
 Proofing The Presentation ................................56
Creating Tables in PowerPoint 2007 ...................60
Printing Presentations ................................... 62
Addendum...........................................................74
Reference Presentation: UC PowerPoint 2007-New Products Division.pptx

CHAPTER
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
1
MMICROSOFTICROSOFT
PPOWEROWERPPOINTOINT 20072007
EEFFICIENTFFICIENT PPRESENTATIONRESENTATION
TTECHNIQUESECHNIQUES
FFOROR
Jerry Maletsky
Dash Designs Consulting
Technology Training And Consulting

CHAPTER
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting2
POWERPOINT 2007 INTERFACE
Normal View
Microsoft Office Button
View Buttons and Zoom Slider
Ruler
Ribbon Commands
1
Overview Of PowerPoint 2007
Quick Access Toolbar

CHAPTER
1
OFFICE 2007 QUICK ACCESS TOOLBAR
Quick Access Toolbar
Quick Access Customize Button
More Commands—Additional
Commands That Can Be Added to
the Quick Access toolbar
Customize Quick Access Toolbar
Dialog Box

CHAPTER
1
POWERPOINT 2007 COMMAND RIBBONS
Home Tab
Insert Tab
Design Tab
Animations Tab

CHAPTER
1
POWERPOINT 2007 COMMAND RIBBONS
Slide Show Tab
Review Tab
View Tab

CHAPTER
HOW TO GET HELP
If you need help during your Microsoft PowerPoint session, simply press
the <F1> key. The Question Mark icon will also activate the Help
system. If you are in a Dialog Box, PowerPoint will display the help
screen for that specific command or dialog box.
1
Help Button in Main Power-
Point Screen
Help Button in Dialog Box

CHAPTER
Microsoft PowerPoint Help System
1
HOW TO GET HELP

CHAPTER
OPEN A POWERPOINT 2007 PRESENTATION
You can open an existing PowerPoint presentation through the Microsoft
Office Button: Open command.
In addition, you can access a file using the Recent Files list on the right
side of the Office Button menu.
Steps:
 Click Office Button menu: Open command
-- Or --
 Click the Filename from the Recent Documents list
 Navigate to the appropriate drive and folder
 Double-Click the file to open it
1 Reference File: New Products Division.pptx
Recent Documents List

CHAPTER
OPEN A POWERPOINT PRESENTATION
1
Open File Dialog Box

CHAPTER
NAVIGATING A POWERPOINT PRESENTATION
You can navigate a PowerPoint presentation using a variety of different
mouse and keyboard methods.
Method Action
Ctrl+Home Moves to the First Slide
Ctrl+End Moves to the Last Slide
Page Down Moves to the Next Slide
Page Up Moves to the Previous Slide
Keyboard Methods
Previous Slide
Next Slide
Drag Scroll Box To Change Slides
Lower Right of Screen
Mouse Methods
1

CHAPTER
NAVIGATING A POWERPOINT PRESENTATION
You can also use the Slides tab to navigate to a specific slide
1

CHAPTER
Creating A Presentation
2
STARTING A PRESENTATION IN POWERPOINT 2007
You can start a new presentation through the Office Button: New
command.
You can start with a Blank Presentation, Installed Templates,
Installed Themes, or Templates From Microsoft Online. Design
Themes apply color and graphics to a presentation. They give your
presentation a consistent and professional look.
Choosing New From Existing... opens a copy of an existing presentation.
Changes made to this new presentation do not effect the original file.
Steps:
 Click Office Button: New command
 Click an option under Templates
 Blank And Recent
 Installed Templates
 My Templates
 New From Existing
 Microsoft Office Online
Reference File: Start New Blank Presentation

CHAPTER
2
STARTING A PRESENTATION IN POWERPOINT 2007
Microsoft Office Online Templates in the New Presentation Dialog Box

CHAPTER
ADDING NEW SLIDES
Every slide you create is based on a slide layout. There are a variety of
slide layouts that contain text or graphics and combinations of both.
A slide layout is a “template” for a slide with placeholders to place text,
charts, and graphics on a slide. It’s important to remember that a slide
layout, although it contains specific placeholders, can be customized to fit
your specific needs. That is, placeholders can be moved, sized, as well as
deleted from a particular slide.
When you start a presentation, the default starting slide is the Title
layout. The Slide Layout Task Pane allows you to select the layout you
want to use. You can change the layout of a slide at any time.
2
Steps:
 On the Home Tab, do one of the following:
 Click the Top of the New Slide command
(This will insert a new slide automatically)
 Click the Bottom of the New Slide command (This will
open a gallery of slide layout
choices)
 Click in the proper placeholder and
fill in your content
-Or-

CHAPTER
ADDING NEW SLIDES
Types of PowerPoint 2007 Slide Layouts
2
Slide Layout Contains
Title Slide Placeholders to enter a Title and Subtitle
Title and Content Placeholders to enter a Title and either Text
(i.e. bullet items) or Graphic Content (i.e.
Charts, Images)
Section Header Placeholders to enter a Title and Text for a
different area of the presentation
Two Content Placeholders to enter a Title and Two
Content Areas such as a Bullet List and a
Chart
Comparison Similar to Two Content Layout but with place-
holders for Subtitles for each content area
Title Only Placeholder for Title only
Blank A Slide layout without any placeholders
Content With Caption 3 Placeholders… Title, Subtitle, Text, and
Content
Picture With Caption Placeholders for Graphic Content and Caption
text box

CHAPTER
ADDING NEW SLIDES
2
New Slide Layout Gallery

CHAPTER
ADDING NEW SLIDES
Examples of PowerPoint 2007 Slide Layouts
2
Two Content Slide LayoutTitle and Content Slide Layout
Content With Caption Slide LayoutSection Header Slide Layout

CHAPTER
USING THE AUTOFIT SMART TAG
Microsoft Office uses a variety of icons called Smart Tags. They offer
additional options as you work in all the Office programs. One of the
PowerPoint smart tags is the AutoFit tag. It “pops up” automatically
when you enter text into a placeholder (i.e., a Sub-Title) and the text is
larger than the boundary of that placeholder. By default, PowerPoint
will shrink the text to fit the boundary. PowerPoint does offer you an
option to revert back to the original text size in the AutoFit Smart Tag.
The Control
AutoCorrect Options
command opens a
dialog box that allows
you to permanently turn
off the AutoFit option.
Just uncheck either of
both of the AutoFit
check boxes.
2

CHAPTER
2
Practice Exercise:
1. Click Office Button: New menu command
2. Select Blank Presentation
3. Create the following Slides
STARTING A NEW PRESENTATION

CHAPTER
INSERTING IMAGES
You can insert photos as well as clipart images onto a slide. You can use a
pre-defined slide layout such as the Title And Content layout. You can
also insert images onto any slide with or without a “content” placeholder.
Steps:
 Click the Picture or ClipArt icon in the “Content” place-
holder
— OR —
 Click Insert Tab: Picture: (or ClipArt) command
 Browse to the folder that contains the picture
 Select the Picture or ClipArt
 Click OK
2
Picture Button ClipArt Button

CHAPTER
Insert Tab: Picture dialog box
Picture inserted onto a slide
2
INSERTING IMAGES

CHAPTER
Picture Tools,
Format Tab,
Picture Style
Gallery
POWERPOINT 2007 IMAGE FORMATTING GALLERY
PowerPoint 2007 includes several new image formatting tools. These include the
Picture Styles gallery in the Picture Tools group. This gallery provides some
high quality image presentation formatting such as beveled edges, rotation, and
shadows. As with other Office 2007 programs, additional command ribbons
(such as Picture Tools) display when that type of object is selected.
2

CHAPTER
Before
Applying
Picture Style
POWERPOINT 2007 IMAGE FORMATTING GALLERY
2
After
Applying
Picture Style

CHAPTER
APPLYING DESIGN THEMES
PowerPoint includes a group of design templates, called Themes, that can
be used to automatically format a presentation with background graphics
and colors, coordinated fonts, text colors and sizes, fill colors, as well as
customized bullets and master slides. Themes are applied from the
Themes Gallery in the Design Tab. Themes can be applied to all slides
or selected slides only. This makes for a very efficient method of
customizing presentations. Design Themes can also be applied from
existing presentations so that if you or a colleague have created a
presentation, it can be used as the basis for the formatting of a new
presentation.
Steps:
 Click Design Tab
 Click to Open the Theme Gallery
 Select one of the Themes to apply
2
Themes Gallery

CHAPTER
APPLYING DESIGN THEMES
Before Applying A Design Theme
After Applying A Design Theme
2

CHAPTER
SAVING PRESENTATIONS
Just as with all programs, the first time you save your presentation, you
can use the Save or the Save As commands. After the file has been
saved, future updates can be accomplished efficiently with the Save
command.
It is important to note that, as do all the Microsoft Office programs,
PowerPoint 2007 has a feature called AutoRecover that saves your
presentation automatically. It is set to activate every 10 minutes. This
will help prevent accidental loss of a majority of your work. It is just as
important to remember to save your presentation as often as you can.
Remember: Save Early! Save Often!
Steps:
 Click Office Button: Save (or Save As) command
 Type the appropriate filename
 Navigate to the appropriate drive and folder (if necessary)
 Click Save
2

CHAPTER
2
Great Tip!
SAVING PRESENTATIONS
It is important to note that Office 2007 uses a new file format for its files.
The new format is called XML (Xtensible Markup Language) which is a
web-based format that should provide some benefits to users. These
include smaller file sizes, more compatibility with other operating system
platforms, and being more recoverable from file corruptions.
Office 2007 files are not directly compatible with older versions.
That means these files may not be readable in older versions. However,
one of the options that Office 2007 provides is the ability to save the file
as a “97-2003” file format. There will be some features and formatting
from the 2007 version that will not be able to be edited in the older
versions.
Former versions of PowerPoint applied a .ppt extension to its files.
PowerPoint 2007 applies an extension of .pptx.
Save As - PowerPoint Presenta-
tion is the 2007 file format
Save As - PowerPoint 97-2003
Presentation is the older file format

CHAPTER
NORMAL VIEW
There are several views in which to work in PowerPoint. Each view allows
you to perform some specific work. The primary view in PowerPoint is the
Normal View. It actually contains several views but its primary purpose
is to allow you to create and work on the detail of a slide.
The Normal View allows you to access the Notes Pages view as well as
the Outline view and the Slide Tab view. As discussed previously, the
Slide Tab view provides an efficient method of navigating between slides.
Each pane can be adjusted in size by dragging the edge of the pane
window with your mouse.
Other views such as Slide Sorter view and Slide Show view can be
accessed through the View menu or by clicking the View Buttons on the
bottom left of the screen. All these views are discussed in upcoming
pages.
The Outline and Slides
tabs change to display an
icon when the pane
becomes narrow, and, if
you only want to see the
current slide in the
window as you edit, you
can close the tabs with a
Close box in the right
corner.
Great Tip!
PowerPoint View Tab
Adjust area
with your
3 Reference File: New Employee Orientation.pptx

CHAPTER
Normal View
Slide Sorter View
Slide Show View
NORMAL VIEW
Area can be adjusted by dragging the
splitter bars that border the panes.
3

CHAPTER
NOTES PAGES VIEW
Notes Pages View, also known as Speaker Notes, allows you to add
notes that can be used by the presenter during the presentation. This is
an excellent method to remind the presenter of important items to discuss
during the presentation that are not displayed on the slides. They can
also be used as handouts to the audience, if preferred.
You can format the text in Note Pages view just as you would text in the
slide. PowerPoint also allows you to print the slides with their notes. It is
important to note that you can only view the actual formatted text
when you print or preview your presentation.
In addition, you can display the notes during the slide show.
Steps:
 Click into the Notes Pages pane
 Adjust the size of the Notes Pages pane as needed using the
Splitter Bar
 Type the preferred content
 Select the text and format as preferred (i.e., font size, bul-
lets, etc.)
3

CHAPTER
Notes Pages
Area in Normal
View
Notes Pages Printed
You will not see
the actual
formatting (font,
bullets, etc.) of
the notes until
you print or
preview the slide.
They will display
in the Notes
Pages window as
plain text.
If you wish to see
the actual
formatting switch
the screen to
View menu:
Notes Pages
Great Tip!
NOTES PAGES VIEW
Adjust the size
of the Notes
Pages pane with
the Splitter Bar
View Tab: Notes Pages
3

CHAPTER
SLIDE SORTER VIEW
Slide Sorter view provides some key “file management” options that you can’t
perform in the other views as efficiently.
They include:
Re-Arrange Slides
Duplicate Slides
Delete Slides
Hide Slides (Hidden Slides do not show in a Slide Show or Print)
Copy Slides From Other Presentations
Set Slide Show Effects
Time Your Presentation
3

CHAPTER
Steps:
 To Re-Arrange the Order of the Slides
 Drag Slides to new location between slides
 To Duplicate Slides
 Click on the slide
 Press <Ctrl+D> (shortcut key to duplicate a slide)
 To Delete Slides (You can undo the deletion of a slide)
 Press the <Del> key
 To Hide Slides (Same command to Un-Hide Slides)
 Click the Slide Show Tab: Hide Slide command
 To Copy Slides From Another Presentation
 Open the other presentation and switch to Slide Sorter View
 Select the Slides you want to copy
(use the Shift key or the Control key for multiple slides)
 Click Edit menu: Copy (or the Copy toolbar button)
 Switch to the original presentation and
 Click where you want to place the slide(s)
 Click Edit menu: Paste (or the Paste toolbar button)
 To Set Slide Show Effects
 Select the Slide(s)
 Click the Animations Tab: Transitions To This
Slide command
 Select the transition you prefer
 To Time Your Presentation
 Click the Slide Show Tab: Rehearse Timings command
 The Slide Show will begin to run
 As you practice your presentation, PowerPoint will record how much
time each slide was on the screen
 At end of presentation the timings can be assigned to the slides
 You can then run the slide show automatically from those timings
3
SLIDE SORTER VIEW

CHAPTER
OUTLINE VIEW
Outline View allows you to edit the text of the presentation in a “text
only” environment. Without the graphics of the slide, it provides a more
efficient method of editing the text. The Outline View is an excellent
method to create your presentation.
In addition, you can print the Outline View of your presentation.
3 Reference File: New Employee Orientation.ppt

CHAPTER
OUTLINE VIEW
Steps:
 To Demote or Promote A Bullet
 Click on the line in the Outline panel
 Click Decrease or Increase List Level Buttons on Home Tab
 Right-Click on the line and select Demote or Promote command
 To Re-Arrange the Order of the Bullets On A Slide
 Click on the line in the Outline panel you want to move
 Right-Click on the line and select Move Up or Move Down
 To Hide or Show the Detail of a Slide
 Click on the title of a slide in the Outline View panel
 Right-Click on the line and select Collapse or Expand
 To Hide or Show the Detail of All the Slides
 Click on the title of a slide in the Outline View panel
 Right-Click on the line and select Collapse All or Expand All
3
-Or -
Right-Click Menu
In Outline View

CHAPTER
Steps:
 Click into the Outline View panel
 Type your text
 Press the <Enter> key
 If the next line needs to be Promoted, press <Shift+Tab>
key
 If the next line needs to be Demoted, press <Tab> key
 If a new slide is preferred, press <Control+Enter>
 Repeat the previous 3 steps as needed
Great Tip!
CREATING A PRESENTATION IN OUTLINE VIEW
One of the more efficient methods of creating a presentation is by using
the Outline View. In this view, the user can enter the text content of the
presentation without have to interact with the mouse. As the user types
the text it appears on the slide as well as in the Outline View. Just by us-
ing the keyboard, new lines can be created, demoting and promoting of
bullets can be performed, and new slides can be started.
It is important to note that any or all of the text and levels can be
changed at any time in the future.
Outline View Keystrokes Purpose
Enter Creates New Line
Control + Enter Creates New Slide
Tab Demotes Line 1 Level
Shift + Tab Promotes Line 1 Level

CHAPTER
OUTLINE VIEW
3

CHAPTER
Working With Text in PowerPoint 2007
4
FORMATTING TEXT AND PARAGRAPHS
PowerPoint 2007 includes a variety of ways to quickly and professionally
format text in a presentation. There are formatting options on the Home
Tab including font, size, font style, shadowing, embossing, text color,
bullets, alignment, line spacing, indenting, and setting tabs.
The Format Tab under the Drawing Group contain commands for
applying formatting styles to text and paragraphs. These commands
include Shape Styles and WordArt Styles.
Reference File: New Employee Orientation.pptx

CHAPTER
4
SELECTING TEXT IN “TEXT MODE” OR “GRAPHIC MODE”
In PowerPoint, all elements are considered graphic objects. Text
however, can be formatted in Text mode or Graphic mode. In “Text
mode,” just the text you have selected will be effected by the formatting
you apply. In “Graphic mode,” all the text within the placeholder will be
effected by the formatting you apply.
In “Text mode,” you will see a text cursor (blinking bar) within the
placeholder you have activated. The border of the placeholder will appear
as dashed lines.
In “Graphic mode,” no cursor will be visible. The border of the
placeholder will appear as a solid border.
One method to enter the Graphics mode in a text placeholder is to click
into it and press the <Esc> key.
Placeholder in Text Mode
Placeholder in Graphic Mode
Text Mode:
Border is made
up of dashes.
Cursor is visible
in placeholder.
Only the
selected text
will be effected
by formatting
changes.
Graphic Mode:
Border is solid.
Cursor is not
visible in
placeholder. All
the text will be
effected by
formatting
changes.

CHAPTER
Font Group :Dialog Box
Steps:
 Select the text (or Select the Placeholder in Graphic mode)
 Click Home Tab: Font Group dialog box launcher
(or click the appropriate button in the Font Group)
 Select the appropriate options
 Click OK
FORMATTING TEXT
The Home Tab: Font Group contains text attribute options. These
include Font, Style, Size, Effects, and Color.
You can also set font attributes by using the dialog box options. The
dialog box can be opened by clicking the bottom right corner of the group.
Remember if
you want to
apply the
formatting to
the entire text
placeholder,
you must select
the placeholder
in graphic
mode.
Great Tip!
4
Dialog Box Launcher

CHAPTER
CHANGING CASE OF TEXT
Text can be displayed in UPPERCASE or lowercase. Sometimes while
entering text on to a slide, you might accidentally mistype the case.
Instead of deleting and re-typing the text, the Home Tab: Font Group:
Change Case command provides you with options to change the case to
one that you prefer. These include the following:
Case Result
Sentence case This is text in sentence case
UPPERCASE THIS IS TEXT IN UPPERCASE
lowercase this is text in lowercase
Capitalize Each Word This Is Text In Title Case
Steps:
 Select the text (or Select the Placeholder in Graphic mode)
 Click Home Tab: Font Group: Change Case command
 Select the appropriate option
 Click OK
Microsoft
Word has the
same
command!
Great Tip!
4

CHAPTER
Great Tip!
FORMATTING BULLETS / NUMBERING
Each Design Theme decides what bullets are displayed on a slide. You
can turn bullets on or off with the Bullets command button.
You can change bullets by using the Home Tab: Bullets (or Numbering)
command. Within the dialog box you can use the Picture button to use
ClipArt images or the Customize button to use graphic bullets based
on fonts (i.e., Wingdings) as bullets.
Remember if
you want to
apply the
formatting to
the entire text
placeholder,
you must select
the placeholder
in graphic
mode.
Great Tip!
4
Note:
If you want to change the bullets for the entire presentation, you need to do
so in the Master View.

CHAPTER
FORMATTING BULLETS / NUMBERING
Bullets
Picture dialog
box. ClipArt
images that
can be used as
bullets.
Bullet
Customize
dialog box.
Bullets are
based on Fonts
such as
Wingdings.
4

CHAPTER
SETTING INDENTS ON A SLIDE
Setting indents allows you to customize how paragraphs are placed within
a placeholder. There are three types of indents. They are the First Line
Indent, Hanging Indent, and Left Indent. The indents are
represented on the ruler as small “triangular” shapes. To set indents,
simply drag the appropriate indent marker across the ruler.
Note: You must be in “Text mode” to activate the indent markers. All of
the text within that placeholder must be selected to be effected by moving
the indent markers across the ruler. Also, the ruler needs to be
“turned on.” This is done by activating the
View Tab: Ruler Checkbox.
PowerPoint RulerFirst Line Indent Marker
Hanging Indent Marker
Left Indent Marker
Great Tip!
Note: there will be
a set of indent
markers for each
bullet level that is
used in the text
placeholder.
There can be up
to 5 levels of
bullets in
PowerPoint.
Great Tip!
4

CHAPTER
Indent Marker Results
Now is the time for all good
paragraphs to be indented.
Now is the time for all
good paragraphs to be
indented.
paragraphs to be
indented.
 Now is the time for all
indented.
Now is the time for all
indented.
SETTING INDENTS ON A SLIDE
Steps:
 Click into the text placeholder
 Click and Drag the appropriate indent marker to the loca-
tion on the ruler
1st Line Indent
Hanging Indent
Full Left Indent
No Indent
4

CHAPTER
APPLYING TABS ON A SLIDE
Setting tabs allows you to create custom spaced lists on a slide. There
are four types of tabs. They are the Left Aligned, Right Aligned,
Centered Aligned, and Decimal tabs. The tabs are placed from the
Tab box at the far left of the ruler.
Note: You must be in “Text mode” to activate the indent markers. All of
the text within that placeholder must be selected to be effected by moving
the indent markers across the ruler. Also, the ruler needs to be
“turned on.” This is done by activating the
View Tab: Ruler Checkbox.
Tabs Set On A PowerPoint Slide
Great Tip!
4

CHAPTER
Steps:
 Click into the text placeholder
 Click into the Tab Box until the preferred tab is visible
 Click onto the Ruler at the measurement in which you want to
place that tab
 Repeat the process until all the tabs are placed
APPLYING TABS ON A SLIDE
Steps:
 Click onto the tab you want to move
 Drag the tab horizontally across the ruler to move the location setting
To Change the Location of a Tab
Steps:
 Click onto the tab you want to delete
 Drag the tab vertically down from the ruler to delete it
To Delete a Tab
To Place a Tab
Examples of Tab Settings
Cat Cat Cat 123.45
Dog Dog Dog 1025.65
Horse Horse Horse 1.85
Left RightCente
r
Decimal
4

CHAPTER
ALIGNING TEXT
The Home Tab: Paragraph Group: Alignment command contains
attributes to align paragraphs. These include Align Left, Center, Align
Right, and Justify.
Alignment Command Buttons in the Paragraph Group
Steps:
 Select the text (or Select the placeholder in Graphics mode)
 Click Home Tab: Paragraph Group: Alignment command
 Select the appropriate option
4
Paragraph Group Dialog Box
Paragraph Dialog Box
Launcher

CHAPTER
REPLACING PRESENTATION FONTS
The Home Tab: Editing Group: Clear command: Replace Fonts
option allows you to “globally” change the fonts in the presentation.
Steps:
 Click on any slide in the presentation
 Click Home Tab: Editing Group: Replace: Replace Fonts
 Select the current font (if necessary) you want to replace
 Select the new font you want to display in your presentation
 Click Replace
4

CHAPTER
CHANGING THE LINE SPACING
An important aspect of designing presentations is to have enough
balanced “empty space” in your presentation. This aids the viewers in
reading the content on the screen. PowerPoint provides you with Line
Spacing options.
The options include Line Spacing, Before Paragraph, and After
Paragraph.
Steps:
 Click into the text placeholder (or Select the placeholder in
Graphics mode)
 Click Home Tab: Paragraph Group: Line Spacing button
 Select the appropriate options from list or click line Spacing
Options
 Click OK
4

CHAPTER
Line Spacing Option Result
Line Spacing Now is the time for all good
paragraphs to have line spacing so
that text becomes easier to view.
Before Paragraph Now is the time for all good
After Paragraph Now is the time for all good
CHANGING THE LINE SPACING
(Extra spacing appears between
each line in a paragraph)
(Extra spacing appears at the top
of each paragraph)
(Extra spacing appears at the end
of each paragraph)
4

CHAPTER
COPY AND MOVE TEXT
Microsoft Windows provides you with several methods of copying or
moving text. These methods include Copy and Paste, Cut and Paste,
as well as the Drag-and-Drop method.
You can also set font attributes by using the appropriate toolbar buttons.
Steps:
 Select the text or graphic object
 Choose Home Tab: Clipboard Group: Copy
-- OR --
 Choose Home Tab: Clipboard Group: Cut (move)
 Click onto the presentation where you want to paste
 Click Home Tab: Clipboard Group: Paste command
4

CHAPTER
4
Dragging text to move to another location
USING DRAG-AND-DROP TO COPY OR MOVE TEXT
A shortcut to copying or moving text is to “drag” the selection to a new
location on the slide.
Drag-And-Drop is very efficient when moving or copying text to another
location on the same slide. When copying or moving text to another slide,
the Copy or Cut command is preferable.
Moving the selection is accomplished simply by dragging it. Copying the
selection is done by holding the Control key and dragging . Remember,
when you are holding a key down while “mousing,” always
release the mouse first and then the keyboard.
Steps:
 Select the text or graphic object
 To Move the selection, drag to another location on the
slide
-- OR --
 To Copy the selection, hold the <Ctrl> key and drag to an-
other location on the slide
Ctrl+Dragging text to copy to another location
Great Tip!

CHAPTER
FINDING AND REPLACING TEXT
If you need to find and/or replace text in a presentation, the most efficient
method could be the Home Tab: Editing Group: Find Command or
Replace command. In this way, you could replace several occurrences of
text in a presentation at one time.
Home Tab: Editing Group: Find Command
4
Home Tab: Editing Group: Replace Command

CHAPTER
4
Great Tip!
USING THE FORMAT PAINTER TO COPY FORMATTING
The Format Painter button allows you to copy formatting
from one object to another. This includes font formatting, cell
formatting, and graphic formatting such as fill color.
Steps:
 Click the object whose formatting you wish to copy
 Click the Home Tab: Clipboard Group: Format
Painter command
 Click the object to which you want to copy the formatting
 If you wish to apply that formatting to several objects,
double-click the Format Painter toolbar button instead of
single-clicking. Then turn off the button when you complete
the process
This command is available in all of the Microsoft Office
applications.

CHAPTER
CHECKING THE SPELLING OF A PRESENTATION
All Microsoft Office products, including PowerPoint, check your spelling as
you work, by default. When a word is not recognized or misspelled, a red
wavy line will appear below the text. You can spell check the text right
then by right-clicking on the selection and using the spell checking menu
that appears.
You can also spell check your entire presentation by using the
Spell Check command that can be found on Review Tab: Proofing
Group.
Wavy-Lined
misspelled word on
a slide
4
Spell Check
Dialog Box

CHAPTER
Steps:
 Click anywhere in the presentation
 Click the Review Tab: Proofing Group: Spell Check command
 Click the appropriate button...
Ignore Ignore this occurrence or the word and leave as is
Ignore All Ignore all occurrences and leave as is
Change Change this occurrence to one of the suggested corrections
Change All Change all occurrences to one of the suggested corrections
Add Leave this occurrence and add the word to the dictionary
Suggest Suggest some words to replace selection
(this option is on by default)
AutoCorrect Add this word to the AutoCorrect options list
 Repeat the process until the Spell Check is complete
To Spell Check the entire presentation
CHECKING THE SPELLING OF A PRESENTATION
Steps:
 Right-Click the Red-Wavy lined word
 In the short-cut menu, click the appropriate option
Suggestions Choose one of the suggested corrections
Ignore All Ignore all occurrences and leave as is
Add Leave this occurrence and add the word to the
dictionary
Spelling Activate the Spell Check dialog box
 Repeat the process until the Spell Check is complete
To Spell Check As You Type
4

CHAPTER
USING AUTOCORRECT IN PRESENTATIONS
PowerPoint automatically fixes commonly misspelled words as you type.
Each time you press the Space Bar, the AutoCorrect feature checks the
entered text in its list and fixes the “typo” instantly.
You can enter additional words to the AutoCorrect list. The AutoCorrect
feature is also an excellent method to insert repetitive text entries while
only having to type few characters.
The Office Button menu: PowerPoint Options button displays the
options dialog box. In the Proofing Category is AutoCorrect Options.
Steps:
 Click Office Button menu: PowerPoint Options button
 Click the Proofing Category (on the left side)
 Click the AutoCorrect Options button (on the right side)
 Click into the Replace Box and enter the “typo” or “shortcut”
 Click into the With Box and enter the properly spelled word(s)
 Click the Add button, and then click the OK button
Great Tip!
4

CHAPTER
4
USING AUTOCORRECT IN PRESENTATIONS
LOOKING FOR SYNONYMS IN PRESENTATIONS
 Right-click on preferred text
 Select Synonyms
 Choose an option or click The-
saurus to see more options

CHAPTER
5 Creating Tables in PowerPoint 2007
CREATING POWERPOINT 2007 TABLES
In PowerPoint 2007, tables allow the presentation of data in an organized
and professional format. Any of the Content type slide layouts can be
used to create a table.
Steps:
 Click the Home Tab: Slides Group: New Slide button
 Select the preferred layout from the gallery
 To start the table, click the icon representing a Table
 In the Insert Table box, enter the number of columns and rows
you with which you want to start the table
 Enter your content into each cell, pressing Tab to move to the next
cell
 If you press Tab in the last cell of the table, a new row will
appear
Reference File: New Employee Orientation.ppt
Insert Table button

CHAPTER
5
Creating PowerPoint 2007 Tables
USING THE TABLE SLIDE LAYOUT

CHAPTER
Printing in PowerPoint 2007
PRINTING OPTIONS IN POWERPOINT 2007
PowerPoint provides a variety of options when printing your presentation.
These options include different printing in a specific view, framing slides,
black and white, and the number of copies. The print command resides in
the Microsoft Office Button.
PowerPoint provides a Print Preview screen as well as a Page Setup
dialog box to make some custom settings to your presentation. In
addition, you can create Footers on your slides in the Header and Footer
dialog box.
The different views include:
 Slide
 Note Pages
 Handouts
 Outline
PAGE SETUP DIALOG BOX
Options Include:
Slides Sized For (setting the overall size of the page)
Width and Height (setting the margin area)
Number Slides From (setting the starting page number)
Orientation (setting the orientation of the available print options)

CHAPTER
PRINTING OPTIONS IN POWERPOINT 2007
6

CHAPTER
PREVIEWING SLIDES IN POWERPOINT 2007

CHAPTER
6
PREVIEWING SLIDES IN POWERPOINT 2007
Options Button in Print Preview
Print What Options in Print Preview

CHAPTER
6
COLOR/GRAYSCALE VIEW
The Color/Grayscale view provides a way to control how your
presentation will print in black and white. In this view, you can preview
how your presentation will print from a black and white printer, as well as
customize the “grayscale” level of the presentation.
The Color/Grayscale Setting menu provides a list of options to choose
the level of grayscale applied to the presentation.
It’s important to note that not every option will be effective in the
presentation. Some options will not have any effect, while some might
not have an effective result.
Great Tip!

CHAPTER
6
COLOR/GRAYSCALE VIEW
Slide In
Normal
Color
Slide In Pure
Black and
White View
Slide In
Color/
Grayscale
View With
Light

CHAPTER
PRINTING HANDOUTS
One of the options PowerPoint offers in printing is handouts. The options
for this view include the following:
 Handouts (1 per page)
These options can be set in the Print Preview screen or the Print
dialog box.
6

CHAPTER
INSERT HEADERS AND FOOTERS
You can create Footers for the slides in the View menu: Header and
Footer command. PowerPoint does not allow for Headers in a
presentation. The Footer can include the Date, the Slide Number,
and some Custom Text. Use the Master View if you want to
format the Footer.
You can also add both Headers and Footers to the Notes Pages, Handouts,
and Outline views for printing.
6

CHAPTER
6
PRINTING NOTES PAGES

CHAPTER
6
PRINTING OUTLINE PAGES

CHAPTER
6
INSERT HEADERS AND FOOTERS
Slide With Footer

CHAPTER
POWERPOINT PRINT DIALOG BOX
File menu: Print Dialog box
6

CHAPTER
7
POWERPOINT GLOSSARY
PowerPoint
Term
Description
Presentation PowerPoint file
Slide PowerPoint page
Layout The makeup of a slide. Every slide is based on a
layout.
Placeholder A pre-set boundary to contain Titles, Text, or
Graphic objects. Placeholders can be moved, sized,
and formatted.
Design Template PowerPoint file that contains color, formatting, and
graphics. Design Templates give a presentation a
consistent and professional look.
Slide Show The animated part of PowerPoint. Slides are
displayed in their full size on the screen. Special
effects (animations) can be added to the slides and/
or elements on a slide.
Slide Master The slide master is an element of the design
template that stores information about the template,
including font styles, placeholder sizes and positions,
background design, and color schemes
The slide master's purpose is to let you make a
global change — such as replacing the font style —
and have that change reflected on all the slides in
your presentation.
Office Clipboard The Microsoft Office Clipboard allows you to collect
up to 24 text and graphic items from any Office
documents or other programs and then paste them
Drag-And-Drop Windows shortcut process to move or copy text or
graphics. This is accomplished by selecting the item
and dragging it with your mouse. The Control key
Addendum

CHAPTER
Addendum
7
POWERPOINT USES
 Visual Presentation
 Printed Report
 Report Cover
 Graphs
 Handouts
 Speaker Notes
 35mm Slides
POWERPOINT VIEWS
 Normal
 Outline
 Slide Sorter
 Notes Pages
 Slide Show
 Master
 Color/Grayscale

CHAPTER
7
IMPROVING SLIDE SHOW PERFORMANCE
There are several methods you can instigate in order to improve slide show
performance . They include:
Screen Resolution Change the settings to 640x480. Use Slide
Show menu: Set Up Show command
Color Depth Set the color range to 16 bit. Use Control Panel
Reduce Animations Reduce the number of animations applied to
slides
Speed Up Animations Don’t use By-Word or By-Letter animations
Constrain Animations Don’t use animations that include fading, rotating,
or scaling
Reduce Picture Size Reduce picture sizes that have animations
Restrict Color Fill Don’t use gradients, use solid colors
 Plan Your Presentation
 Use Company Standards and Practices
 Balance The “Empty Space”
 Make Bullets “Short” And “To the Point”
 Don’t Use Too Many Fonts
 Use Readable Font Sizes
 Use Consistent Formatting On All Slides
 Keep “Special Effects” To A Minimum
PRESENTATION GUIDELINES
Addendum

CHAPTER
Addendum
7

power point_2007

Recomendados

Recomendados

Mais conteúdo relacionado

Destaque

Destaque (9)

Semelhante a power point_2007

Semelhante a power point_2007 (20)

Último

Último (20)

power point_2007