eBook Module 6 Presentation (Using PowerPoint)

7/27/2019 eBook Module 6 Presentation (Using PowerPoint)

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Module 6:

Presentation(using PowerPoint)

alignmedia


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Module 6: Presentation (using PowerPoint). Copyright 19922006 Align Media Inc. This documentation

cannot be reproduced in full or in part by any means without the prior written consent of Align Media Inc.

Align Media Inc. provides this documentation as is without warranty of any kind, expressed or implied,

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This training, which has been approved by the ECDL Foundation, includes exercise items intended to assist

ECDL/ICDL Candidates in their training for ECDL/ICDL. These exercises are not ECDL/ICDL certification

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of approval of this courseware publication.

Module 6: Presentation (using PowerPoint)

Copyright 19922006 Align Media Inc.

All rights reserved

060713

alignmediawww.alignmedia.com


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Page i

Tableof contents

1 Managingfiles

Chapter objectives 1

Launching PowerPoint 1

Saving for the first time 2

Saving updated files 3

Saving under a different filename or path 3

Opening existing presentations 3

Creating presentations based on existing presentations 5

Creating blank presentations 5

Creating presentations based on templates 8

Switching presentations 8

Closing files 9

Exiting PowerPoint 9

Modifying basic options and preferences 9

Review exercises 10

2 Generalstructure


Pulldown menus 13

Task pane 14

Displaying or hiding buttons 15

Presentations 16

Templates 17

Colour schemes 17

Speaker notes 17

Audience handouts 17

Creating a slide master 18

Returning to slide view 18

Creating a title master 18Presentation subtitles 18

Viewing several slides 19

Viewing the current slide 19

Outliner 19

Zoom 20

Going to a slide 20

Selecting slides 20


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Page i i Table of contents

Using the Microsoft PowerPoint Help function 21

Review exercises 22

3 Edit ing

text


Slide titles 27

Bulleted text 27

Indent levels 28

Inserting and removing bullets 28

Line spacing after and before bulleted paragraphs 28

Floating text 29

Entering text in Outline view 29

Undoing and redoing the last command 30

Review exercises 30

4 Pr in tingpresentations


Changing page setup 33

Printing entire presentations 34

Printing slide ranges 34

Printing the current slide 35

Notes slides 35

Handouts 35

Printing to transparencies 35

Printing in colour 36

Review exercises 37

5 Edit ingpresentations


Slide layouts 39

Inserting slides 40

Changing slide layouts 40

Moving slides 42

Copying slides 42

Deleting slides 43Speaker notes 43

Generating summary slides 45

Finding text 46

Replacing text 47

Spell checker 48

Using the spell checker 49

Review exercises 50


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Table of contents Page i i i

6 Formattingtext


Boldface and italics 55

Fonts 56

Sizes 57Colours 57

Applying case changes to text 57

Alignment 58

Bullets 58

Setting tabs 59

Modifying tabs 59

Deleting tabs 60

Review exercises 60

7 Creatingtables


Inserting tables 65

Inserting text in tables 66

Selecting cells 66

Selecting rows 67

Selecting columns 67

Review exercises 68

8 Edit ingtables


Column width 71

Row height 71

Inserting rows 71

Inserting columns 72

Deleting rows 72

Deleting columns 72

Appending rows 72

Appending columns 73

Merging cells 73

Splitting cells 73

Deleting cell contents 73

Deleting tables 74

Review exercises 74

9 Formattingtables


Table formats 79

Aligning cell contents 79

Vertical alignment 80


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Page iv Table of contents

Border styles 80

Individual borders 81

Shading 82

Review exercises 85

10 Creatingcharts


Data series 89

Legends 89

Categories 90

Selecting charts 90

Creating charts 90

Editing data 91

Including and excluding data series 92

Chart titles 92

Inserting and positioning legends 93

Deleting legends 94

Category Axis title 95

Value Axis titles 95

Chart types 96

Deleting charts 96

Review exercises 97

11 Formattingcharts

Data series colours and patterns 101

Formatting line chart data series 103

Fonts, attributes, sizes and colours 104

Border lines 105

Patterns and colours 106

Text alignment 107

Text orientation 108

Review exercises 109

12 Clip art, picturesand drawings

Chapter objectives 111Inserting clip art 111

Inserting pictures 112

Deleting, clipart images and pictures from slides 113

Resizing clipart images and pictures 113

Copying clipart images and pictures 113

Moving clipart images and pictures 114

Rectangles and squares 114

Ellipses 114


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Table of contents Page v

Straight lines 115

Polylines 115

Geometrical shapes 116

Freehand drawings 116Arcs 117

Flowchart symbols 117

Stars and banners 118

Callouts 119

Arrows 120

Action buttons 121


13 Manipulatingobjects


Objects 127

Selecting objects 127

Deselecting objects 128

Moving objects 128

Copying objects 129

Sizing objects 130

Deleting objects 130

Rotating objects 130

Arranging objects 131

Grouping objects 132

Ungrouping objects 132

Flipping objects 132

Aligning objects 132Review exercises 133

14 Formattingobjects


Border lines 137

Arrows 138

Colours 139

Shades with one or two colours 140

Patterns 141

Shadows 142

Coloured shadows 143


15 Objectanimation


Animating objects and text 147


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Page v i Table of contents

Ordering animated objects and text 149

Dimming or hiding objects 150


16 Sl ideshows


Playing slide shows using the Menu bar 153

Playing slide shows using the Slide Show button 154

Saving presentations as slide shows 154

Renaming presentations as slide shows 154

Playing slide shows by doubleclicking 155

Playing slide shows using the RIGHTMOUSEBUTTON 155

Showing slide ranges 155

Hiding and showing slides 156

Continuous slide shows 156

Interrupting slide shows 157

Slide transition effects 157

Timing slides 159

Drawing on slide shows 159

Pen colour 160

Navigating through slide shows 160

Rehearsing slide shows 161


17 Indexof terms


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Page 1

1 Managingfiles

Chapter objectives By the end of this chapter you will be familiar with the following topics:

Launching PowerPoint

Saving for the first time

Saving updated files

Saving under a different filename or path

Opening existing presentations

Creating presentations based on existing presentations

Creating blank presentations

Creating presentations based on templates

Switching presentations

Closing files

Exiting PowerPoint

Modifying basic options and preferences

LaunchingPowerPoint

PowerPoint can be launched in several ways. One of the most common ways of launching

PowerPoint is outlined below.

1 Click the Start button in the Windows Taskbar

2 Selec t Al l Programs

3 Select the menu entry under which the entry for PowerPoint is located

Normally, this menu entry is Microsoft Office XP, or Office XP, etc.

4 Select the menu entry for PowerPoint

Normally, this menu entry is PowerPoint XP, or PowerPoint XP for Windows 95, etc.


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Page 2 1 Managing f iles

Saving for the firsttime

1 Select File

2 Select Save

3 Type the name of the file to be saved, under File Name

4 Select the location to save the file, under Save In

If the folder you wish to save to is not displayed, select the parent of the folder to display.

All items in the folder will be displayed in the main display area. You can then select to

open a folder and view its contents.

5 Click Save

If another file with the same filename already exists in the destination folder, PowerPoint

asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different filename or path.

or

1 Click the Save button on the Standard toolbar






4 Click Save


asks you if you want to replace it with the file to be saved. If so, click Yes. If not, click No

and type a different filename or path.

You may need to explain the

different directories available


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1 Managing f iles Page 3

Saving updated files 1 Select File

2 Select Save

or

1 Click the Save button on the Standard toolbar

Saving under adifferent filename or

path

1 Select File

2 Select Save As






5 Click Save




Opening existing

presentations

1 Select File

2 Select Open

Also explain how to create a

folder in the Save dialog box.

You may wish to also show

the Preview button in theOpen dialog box.


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3 Select the location of the fi le to open, under Look In

If the folder you wish to see is not displayed, select the parent of the folder to display. All

items in the folder will be displayed in the main display area. You can then select to open

a folder and view its contents.

4 Type, or select, the name of the presentation to be opened, under File Name

5 Click Open

or

1 Click the Open button on the Standard toolbar

2 Select the location of the fi le to open, under Look In

If the folder you wish to see is not displayed, select the parent of the folder to display. All

items in the folder will be displayed in the main display area. You can then select to open

a folder and view its contents.

3 Type, or select, the name of the presentation to be opened, under File Name

4 Click Open

PowerPoint lists in the Filemenu the presentations which have been opened most recently.

You can open any of these presentations by selecting it from the menu.

1 Select File

2 Select the presentation to be opened


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Creatingpresentations based

on existing

presentations

Since PowerPoint allows you to save presentations under new names, using the Save As

command, you can open presentations which have been created in the past and save them as

new presentations. Ensure that the presentation is saved with a new name prior to making

changes such as adding or removing slides, changing graphical or text entries and so on.1 Select File

2 Select Open

3 Select the f ile to open

4 Click Open

5 Select File

6 Select Save As





8 Type the name of the f ile

9 Click Save




10 Modify the document as required

11 Select Fi le

12 Select Save

Creating blankpresentations

1 Select File

2 Select New

Reinforce the idea that you

should always save a

presentation with a new name

before making any changes to

the existing presentation.


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3 Click General Templates, under New From Templates in the New Presentation Task

pane

4 Cl ick the General tab

5 Select Blank Presentat ion

6 Click OK


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7 Select the desired slide layout for the first page to be created in the presentation,

under Apply Slide Layout from the Slide Layout Task Pane

8 Cl ick the down arrow but ton

9 Select Apply To Selected Slides


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Creatingpresentations based

on templates

1 Select File

2 Select New

3 Click General Templates, under New From Templates in the New Presentation Task

pane

4 Click Design Templates or Presentations tab

5 Select a design

6 Click OK

7 Select the desired slide layout for the first page to be created in the presentation

from the Slide Layout Task Pane



Switchingpresentations

PowerPoint allows you to have several presentations simultaneously in the memory of your

computer. The presentation you are in is the current presentation. You can make any other

presentation the current presentation, as outlined in the steps below.

1 Select Window

2 Select the presentation which is to become the current presentation

To become familiar with allthe presentation designs,

have the students view each

presentation design before

selecting the one they will use

Note the active presentation

has a checkmark next to the

presentation's name.


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Closing files 1 Select File

2 Select Close

If the file being closed has not been saved since the last time it was edited, PowerPoint

asks you whether you want to save it before closing it. If so, click Yes. If not, click No. Ifyou click Yesand the presentation has not been saved previously, PowerPoint asks you to

supply a filename and a path for the presentation to be saved. If another file with the

same filename already exists in the destination folder, PowerPoint asks you if you want

to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different

filename or path.

Exiting PowerPoint Upon exiting, PowerPoint closes all the presentations and returns you to where you werebefore PowerPoint became the current application.

1 Select File

2 Select Exit

For each file that has not been saved since the last time it was edited, PowerPoint asks

you whether you want to save it before closing it. If so, click Yes. If not, click No. If you

click Yesand the presentation has not been saved previously, PowerPoint asks you to

supply a filename and a path for the presentation to be saved. If another file with the

same filename already exists in the destination folder, PowerPoint asks you if you want

to replace it with the file to be saved. If so, click Yes. If not, click Noand type a different

filename or path.

Modifying basicoptions andpreferences

When saving presentations for the very first time, and without modifying any defaults,

PowerPoint saves them in the My Documents folder located in the hard drive of your

computer. You can change that default folder to any desired folder in your hard drive, as

illustrated in the following steps.

1 Select Tools

2 Select Op tions


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3 Cl ick the Save tab

4 Type the new default folder into which presentations will be saved, under Default

File Location

5 Click OK

By default, presentations will now be saved in the specified folder.

R E V I E W E X E R C I S E S

Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system. Then, use


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the resulting copies in My Documentsto complete the exercises whenever required, unless

otherwise indicated.

Exercise one Launch PowerPoint. Create a blank new presentation based on the default look. Leave thepresentation blank. Exit PowerPoint.

Exercise two Launch PowerPoint. Create a blank new presentation based on the Title Slidelook. Click theTitlebox in the slide. Type December Sales. Click the Subtitlebox. Type Marketing Department.

Save the presentation in C:\My Documentswith the name Marketing.ppt. Close the presentation.

Exercise three Open the presentation Electronics.ppt. Open the presentationAutomotive.ppt. MakeElectronics.pptthe current presentation. Switch toAutomotive.ppt. Close both presentations.

Exercise four Open the presentationAutomotive.ppt. Save it in C:\My Documentswith the filenameVehicles.ppt. Change the title on the title slide to read Vehicle trends. Save the presentation.

Close the presentation.

Exercise five Create a blank new presentation based on the Title Slidelook. Simply typeABC Ltd.as its titleand January-Marchas its subtitle. Save it in C:\My Documentswith the name Marketing.pptand

replace the existing presentation Marketing.pptwhich is in the disk. Close the presentation.

Exercise six Create a new presentation based on the template Ribbons. Close the presentation withoutsaving it.


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Exercise seven Create a blank presentation based on the Title Slidelook. TypeAutumn Fashionas its title andDepartment Storesas its subtitle. Save it first as Autumn.pptand then as Fall.ppt, in

C:\My Documents. Close the presentation.

Exercise eight Open the presentation Fall.ppt. Change its title to read Fashion Shows. Close the presentationbut do not save it when the program prompts you whether the presentation is to be saved.

Exercise nine Open all the presentations listed in the Filemenu. Close all open presentations.

Exercise ten Open the presentation Fall.ppt. Change its main title to read Fall Fashion Shows. ExitPowerPoint and save the presentation when the program prompts you whether the

presentation is to be saved.


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Page 13

2 Generalstructure


Pulldown menus

Task pane

Displaying or hiding buttons

Presentations

Templates

Colour schemes

Speaker notes

Audience handouts

Creating a slide master

Returning to slide view

Creating a title master

Presentation subtitles

Viewing several slides

Viewing the current slide

Outliner

Zoom

Going to a slide

Selecting slides

Using the Microsoft PowerPoint Help function

Pulldown menus PowerPoint pulldown menus display by default the most commonly used commands,while omitting others less frequently used. If you keep a pulldown menu open for a few

seconds, the program believes that you are looking for one of the commands which is notdisplayed, and proceeds to display all the commands that belong to the pulldown menu.

You can also make the program display all hidden menu choices without having to wait a


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Page 14 2 General s tructure

few seconds by clicking the double arrow heads pointing downwards at the end of the

pulldown menu.

Task pane PowerPoints Task Paneis a new feature that facilitates the way you work on yourpresentation. As you work on your presentation, a different Task Panemight appear

allowing you to modify your presentation. For example, if you wanted to add a clipart

image into your document, you will need to display the Clipart Task Pane, whereby you

will have the option of inserting and searching for clipart images found in your computer

or on the Internet.

Furthermore, you can use PowerPoints Search Task Paneto help you in your search for

specific data, if that data is in other presentation elsewhere on your computer or on a

networked computer. The Search Task Panefurther allows you to search for email

messages.

By default, the Task Paneappears on the right side of your PowerPoint presentation. The

Task Panecan be moved elsewhere, as toolbars can be moved, to appear anywhere on

your presentation. To move the Task Paneto, say, the middle of your presentation, simply

take the MOUSEPOINTERto the top of the Task Paneand hold down the LEFTMOUSE

BUTTON(a four arrow cross will appear) and drag the Task Paneto the middle of the

presentation. The Task Panecan be hidden from view if you feel that it distracts you as

you work on your presentation. To close the Task Pane, click the Closebutton on the

upper right corner of the Task Pane.To display the Task Pane, follow the following steps.


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2 General s tructure Page 15

1 Select View

2 Selec t Task Pane

Displaying or hidingbuttons

By default, PowerPoint does not display all the available buttons on the toolbars. You can

display the desired buttons as outlined in the steps below.

1 Click the More Buttons button on the toolbar

2 Select or deselect the button to be added to or to be removed from the toolbar

If the desired button is not displayed, then select Add Or Remove Buttons. This

displays a list of all available buttons. Select the desired button. A check mark


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appears next to your selection thus indicating that the button will be displayed on the

toolbar.

Presentations A presentation consists of one or several slides of the same or different types (e.g., aparticular slides layout may be designed to contain bulleted text whereas another ones

layout may be designed to contain a chart).

Each slide in a presentation is independent from the other slides in the sense that text

which does not fit in a slide will not flow onto the next slide. Each slide in a presentation

is selfcontained.

However, all the slides in a presentation are part of the presentation in questionwhen

the presentation is saved, closed, opened or deleted as a file, all of its slides are saved,

closed, opened or deleted.


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Templates The general appearance of a presentation is determined by the template that it uses andwhich you specify.

PowerPoint comes equipped with a number of predefined templates from which you can

choose when creating a presentation. For example, by choosing a particular template,your presentation may acquire, blue slides with coloured background symbols (such as

stripes or some other objects), yellow text in specific fonts and sizes for different kinds of

text (e.g., main title, subtitle, bulleted text, etc.), etc. A different template may furnish

your presentation with, for example, white slides with black and white background

objects, red text and yet different fonts and sizes for different kinds of text, etc.

Once a presentation has been started, its template set can be changed at any time.

Colour schemes PowerPoint comes equipped with a library of colours from which you can choose tochange the default colour of text, bullets, slices in pie charts, columns in bar graphs,

rectangles, arrows, lines or other objects.

Each template comes with a particular colour scheme. This scheme consists of several

colours which are taken from the colour library and which are recommended for use in

presentations using the template in question. For example, if the template being used

furnishes the presentation with white slides, its colour scheme will recommend several

dark colours for textit will not recommend white or very pale yellow.

However, this is only a recommendationif, for some reason, you want to display white

or very pale yellow text over a white background, you can do so by simply choosing any

of these colours. Likewise, if your presentation uses a template which provides you with

blue slides, the colour scheme associated with such a template may contain yellow and

white as recommended colours for textit will not contain as a recommended colour thesame blue used as background for the slides. But, again, you can ignore the

recommendations and choose any colour you want.

Speaker notes PowerPoint allows you to include speaker notes in your slides. In the notes pages youwill see a smaller version of your slide and below the slide you can type in supporting

information. You can then use the notes as speaker notes when you give your slide show.

Audience handouts You can create handouts of slides for your audience. PowerPoint provides three differentlayouts for handouts. When you print, you choose one of the Handout options to create

paper versions of your slides. You can ask the program for two slides per page, three

slides per page or six slides per page.


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Creating a slidemaster

There are two slide masters. The Title Master determines the appearance of the special

title slides which you usually use at the beginning of a presentation or when wound to

begin a new section of the presentation. The standard Slide Master controls the

appearance of all other slides in your presentation. The text and graphics that you includeon the masters will appear on every slide.

1 Select View

2 Select Master

3 Select Sl ide Master

Use the drawing tools to add any text or graphics that you want to have appear on all

your slides. For example, a company logo. Use the format menu commands to

change the formatting of the text on the slide master.

Returning to slideview

1 Select View

2 Select Normal

Creating a titlemaster

You can create the title master while you are in the slide master.

1 Select View

2 Select Master

3 Select Ti tle Master

Use the drawing tools to add any text or graphics that you want to have appear onyour slide or delete text or graphics that you do not want to have appear on the title

slide. Use the format menu commands to change the formatting of the text on the

title master.

Presentationsubtitles

1 Go to the title slide in which the presentation subtitle is to be inserted

2 Click the text box containing the message Click To Add Subtitle

PowerPoint produces a text block where text can be typed.

3 Type the desired text for the presentation subtit le

Pressing Enterinserts additional lines.

4 Cl ick outs ide the text block

It is important that students

understand why they shoulduse the slide master: (1) to

avoid repetitive formatting of

the title and text, (2) to

ensure consistency on every

slide in the presentation by

adding art, objects, logos,

etc.

The title master may be

different than the slide

master. The title master can

be used more than just for thefirst slide of the presentation.

Whenever you select the Title

Slide autolayout, it is based

on the title master.

Note: you can move from the

title to the subtitle by holdingdown the Ctrl key and

pressing Enter on the

keyboard.


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Viewing severalslides

The Slide Sorterallows you to view on the screen the slides sorted in the order in which

they have been inserted in the presentation.

1 Select View

2 Select Sl ide Sorter

or

1 Click the Sl ide Sorter View button

Viewing the currentslide

1 Select View

2 Select Normal

or

1 Cl ick the Normal button

or, if the slides are being displayed with the Slide Sorter,

1 Doubleclick the slide to be viewed in full size

Outliner You can view the slides of your presentation in an Outlineview. This will display thetitles and text from the first text column, if available. No graphics, free floating text,

charts, etc. will be displayed in the Outlineview. You can also reorganize information

very quickly between multiple slides in Outlineview.

1 Cl ick the Outl ine tab

2 Select the slide to be reorganized

3 Drag the slide to the desired location

4 Release the LEFTMOUSEBUTTON

Click the Show Formatting

button to see only the titles ofeach slide. Click the Show

Formatting button again to

see all of the slides' content.

Click the Collapse All button

in Outline view to display

only the title of each slide.

Click the Eand All button in

Outline view to display the

title and all the body text of

each slide.


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Zoom You can increase or decrease the size of the slide displayed on the screen as needed.

1 Select View

2 Select Zoom

3 Select or specify the desired zoom percentage, in Zoom To, under Percent

4 Click OK

Going to a slide When you go to a slide, such a slide becomes the current slideit can then be deleted, ora new slide can be inserted after it. A selected slide is referred to as the current slide.

Clicking the Next Slidebutton makes current the next slide

Clicking the Previous Slidebutton makes current the previous slide

Pressing PageDownmakes current the next slide

Pressing PageUpmakes current the previous slide

Pressing CtrlHomemakes current the first slide

Pressing CtrlEndmakes current the last slide

Selecting slides When viewing one slide in the Slide View, that slide is selected. You may, however, needto select slides while in different views.

If the slides are displayed with the Slide Sorter,

Clicking a slide with the LEFTMOUSEBUTTONselects it


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Holding the Ctrlkey while clicking on subsequent slides selects multiple non

continuous slides. Therefore, select the first slide by clicking it and then hold Ctrland

click each additional slide you need to select. This way you can select slides, for

example,1,

2,

514and

43

Finally, if the slides are being displayed in outline mode,

Clicking the icon of a slide selects such a slide

Holding the Shiftkey while clicking subsequent slides selects multiple continuous

slides. Therefore, select the first slide by clicking it and then hold Shiftand click the

last slide you need to select. All slides between these two, inclusive, become

selected. This way you can select slides, for example, 114or slides 2943

Using the MicrosoftPowerPoint Help

function

The following steps illustrate how to use the Microsoft PowerPoint Help function.

1 Select Help

2 Select Microsoft PowerPoint Help

The Microsoft PowerPoint Help is displayed providing three ways of seeking help.

You can use theAnswer Wizard, the Index, or the Contentstabs to search for topics

you need help with.

3 Type the desired question or a keyword, What Would You Like to Do?


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4 Click Search

Microsoft PowerPoint Help displays a list of topics that meet the search criterion,

under Select Topic To Display.

5 Select the desired topic, under Select Topic to DisplayMicrosoft PowerPoint Help displays the result of the search in the right pane of the

Microsoft PowerPoint Help window.

You can also use the Indextab to search for topics you need help with.

1 Type the desired keyword, under Type Keywords

2 Click Search

Microsoft PowerPoint Help displays a list of topics that meet the search criterion,

under Choose A Topic

3 Select the desired topic, under Choose A Topic

Microsoft PowerPoint Help displays the result of the search in the right pane of the

Microsoft PowerPoint Help window.


Remarks Make sure that copies of any files needed to complete the following exercises have beensaved to the folder My Documents(or to some other suitable folder) in your system.

Then, use the resulting copies in My Documentsto complete the exercises whenever

required, unless otherwise indicated.


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Exercise one Write below the three types of views that PowerPoint features so that you can edit andformat presentations.

Exercise two Briefly explain below the purpose of the slide sorter.

Exercise three Briefly explain below the purpose of the Outline View.


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Exercise four Briefly explain below the purpose of the Normal View.

Exercise five Open the presentation New Markets.ppt. Display all the slides with the Slide Sorter. Then,display slide 3with the Normal View. Next, display the presentation in outline form with

the Outline View. Finally, close the presentation.

Exercise six Open the presentation New Markets.ppt. Make sure that the presentation is displayed in theNormal View(i.e., one slide at a time). View the presentation, in succession, at 50%, Fit,

and finally at65%.

Exercise seven Make sure New Markets.pptis the current presentation. Display slide 1in the Normal View.Then go directly to slide 4and then to slide 2. Use the Slide Sorter Viewto go to slide 1,

slide 4and, finally, slide 6.

Exercise eight Display the presentation New Markets.pptwith the Outline View and select slide 3. Thenselect slide 4. Finally, double click the icon of slide 1and display it in the Normal View.

Exercise nine Display the presentation New Markets.pptwith the Slide Sorter View. Then, selectsimultaneously slides 2through 4. Next, select simultaneously slides 2, 4, 6and 7. Close

the presentation without saving it.


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Page 27

3 Editingtext


Slide titles

Bulleted text

Indent levels

Inserting and removing bullets

Floating text

Entering text in Outline view

Undoing and redoing the last command

Slide titles 1 Go to the slide in which a title is to be inserted

2 Click the text box containing the message Click To Add Title

PowerPoint produces a text block where text can be typed.

3 Type the desired text for the ti t le



Bulleted text 1 Go to the slide in which the bulleted text is to be inserted and whose layoutincludes bulleted text boxes

2 Click the text box containing the message Click To Add Text

PowerPoint produces a text block where the text can be typed. Each paragraph which

is created appears with a default bullet.

3 Type the desired text for the paragraph

4 Repeat the last step as many times as desired



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Page 28 3 Ed it ing tex t

Indent levels Pressing Tabwhile the INSERTIONPOINTis before the text of the paragraph shifts thecurrent paragraph to the next level of indentation to a total of five levels.

Pressing ShiftTabwhile the INSERTIONPOINTis before the text of the paragraph shifts

the current paragraph back to the previous level of indentation.

Pressing Enterstarts a new paragraph at the same level of indentation as that of the

previous paragraph.

Clicking the Promotebutton on the Formattingtoolbar while in slide view increases

the indent level of the currently selected paragraphs.

Clicking the Demotebutton on the Formattingtoolbar while in slide view decreases

the indent level of the currently selected paragraphs.

Inserting andremoving bullets

1 Select the paragraphs in or from which bullets are to be inserted or removed

2 Select or deselect the Bullet On/Off button on the Formatting toolbar

Line spacing after

and before bulleted

paragraphs

The following steps illustrate how to adjust the line spacing before and after bulleted

paragraphs.

1 Take the insertion point to the paragraph whose line spacing is to be changed

2 Select Format

3 Select L ine Spacing

4 Select the desired number of line spacing to be applied before the bulleted

paragraphs, under Before Paragraph


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3 Ed it ing tex t Page 29

5 Select the desired number of line spacing to be applied after the bulleted

paragraphs, under After Paragraph

6 Click OK

Floating text Floating text is text which can be positioned anywhere in a page.

1 Click the Text Box tool button on the Drawing toolbar

2 Take the MOUSEPOINTERto where the floating text is to appear

3 Click the LEFTBUTTON

PowerPoint produces a text block in which text can be typed.

4 Type the des ired text


5 Repeat the last step as many times as desired


Entering text in

Outline view

You can create a PowerPoint presentation while in Outline View. The following steps

illustrate how to enter text while in Outline view.


2 Take the MOUSEPOINTERto the desired location where text is to be added



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Undoing andredoing the last

command

The effect of some commands can be reversed by executing the Undo command. This

applies to the insertion or deletion of images, deletion of text, etc. The following steps

illustrate how to undo and redo the last command.

1 Make the desired changes

2 Select Edit

3 Select Undo





Exercise one Create a blank new presentation based on the Blankdefault look. Type Yearly Salesas thetitle and Forecastas the subtitle. Close the presentation without saving it.

Exercise two Create a blank new presentation based on theBlankdefault look. Create a text box andtype in it the text

New markets present new opportunities to be taken advantage of

Save the presentation in C:\My Documentswith the name Opportunities.ppt.

Exercise three Make sure that the presentation Opportunities.pptis the current presentation. Create abulleted text box with the following bulleted text:


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3 Ed it ing tex t Page 31

North America

Europe

South America

Asia

Save the presentation.

Exercise four Make sure that the presentation Opportunities.pptis the current presentation. Create afloating text line with the text Proposed Expansion. Save the presentation

Exercise five Make sure that the presentation Opportunities.pptis the current presentation. Select thetext in the title of slide 1. Select the text in the subtitle.

Exercise six Make sure that the presentation Opportunities.pptis the current presentation. Selectsimultaneously the two bulleted paragraphs

Europe

South America

Exercise seven Make sure that the presentation Opportunities.pptis the current presentation. Create threefloating text lines reading, respectively:

Market penetration

Market presence

Market dominance


Exercise eight Make sure that the presentation Opportunities.pptis the current presentation. Edit the text

New markets present new opportunities to be taken advantage of

in the text box so that it reads

New markets present new opportunities to be exploited


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Exercise nine Make sure that the presentation Opportunities.pptis the current presentation. Delete all thebulleted paragraphs in the bulleted text box. Close the presentation without saving it.

Exercise ten Make sure that the presentation Opportunities.pptis the current presentation. Create afloating text line reading Market Expansion Plansand make sure it overlaps the text of the

title. Close the presentation without saving it.


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Page 33

4 Printingpresentations


Changing page setup

Printing entire presentations

Printing slide ranges

Printing the current slide

Notes slides

Handouts

Printing to transparencies

Printing in colour

Changing pagesetup

You can change the layout of how a presentation is printed or viewed on screen. For

example, a presentation can be printed or viewed in portrait, landscape, on 8.5 X 11

paper, legal size paper etc.

1 Select File

2 Select Page Setup

3 Select the desired layout

4 Select Portrait or Landscape

5 Click OK


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Page 34 4 Print ing presentations

Printing entirepresentations

1 Select File

2 Select Print

3 Select Slides, under Print What

4 Select Al l, under Print Range

5 Click OK

Printing slideranges

PowerPoint allows you to print a specified range of slides in a presentation. If the first

and last slides of the range to be printed are the same, only that one slide will be printed.

1 Select File

2 Select Print

3 Select Slides, under Print Range

4 Specify the range of slides to be printed, under Slides, under Print Range

You can specify what slides are to be printed by typing their slide numbers separated

by commas (as in 3,7,18,32), hyphens (as in 312) or a combination of these (as in

3,411,16,2333,41).

If you print a colour

presentation on a Black andWhite printer, select the

Black and white check box.

To hide all shades of gray

and print in pure black and

white, select the Pure black

and white check box.


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4 Printing presentations Page 35

5 Select Slides, under Print What

6 Click OK

Printing the currentslide

1 Select File

2 Select Print

3 Select Current Slide, under Print Range

4 Click OK

Notes slides If you print your presentation as notes slides, each slide will be printed in reduced size onpaper, so that there is enough room under it to take notes.

1 Select File

2 Select Print

3 Select Notes Pages, under Print What

4 Click OK

Handouts You can ask PowerPoint to print more than one slide on each page of the printout.

1 Select File

2 Select Print

3 Select Handou ts

4 Select 2, 3, 4, 6, or 9 slides per page, under Slides Per Page, in Handouts

5 Select Horizontal or Vertical, under Order

Selecting Horizontalwill print the slides in horizontal order; that is, the slides will be

printed in order starting with the first row at the top and continue on subsequent

rows. Selecting Verticalwill print the slides in vertical order; that is, the slides will be

printed in order starting with the first column on the left and continue on subsequent

columns.

6 Click OK

Printing totransparencies

If a slide show is to be presented via an overhead projector, it should be printed on

transparencies. Ensure that prior to printing, transparencies are inserted in the printer.

You may also wish to print

out the outline of a

presentation.


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1 Select File

2 Select Print

3 Select from the available options, under Print What

4 Select the range to print, under Slides, under Print Range

5 Click OK

Printing in colour PowerPoint allows you to print in colour if the printer you are printing from supportscolour.

1 Select File

2 Select Print

3 Clic k Proper ties

4 Click the Paper/Quali ty tab

5 Select Color, under Color

6 Click OK

7 Click OK


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4 Printing presentations Page 37





Exercise one Open the presentation New Markets.ppt. Print the entire presentation.

Exercise two Print slides 2through 5from the presentation New Markets.ppt.

Exercise three Go to slide 2in the presentation New Markets.pptand print only this slide.

Exercise four Open the presentation New Markets.ppt. Make sure that you are in Normal View. Go toslide 1. Type, in the speaker notes section(where it saysClick to Add Notes) that appears at

the bottom of the current slide, the text

First of all, thank the audience for taking the time to come to the presentation

Then, print only slide 1along with its speaker notes. Close the presentation without

saving it.

Exercise five Print the presentation New Markets.pptas a handout that includes room for audience notes

Exercise six Preview the presentation New Markets.pptas it would look when printed in full.


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Exercise seven Preview the presentation New Markets.pptas it would look when printed with speakernotes. Then, preview it as it would look when printed with room for audience notes.

Exercise eight Preview the presentation New Markets.pptas it would look when printed in full whileincluding slide numbers.

Exercise nine Print the presentation New Markets.pptas handouts with two slides per page.

Exercise ten Print the presentation New Markets.pptas handouts with six slides per page, with the pageordering set to horizontal ordering, and including slide number under each slide. Close

the presentation without saving it.


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Page 39

5 Editingpresentations


Slide layouts

Inserting slides

Changing slide layouts

Moving slides

Copying slides

Deleting slides

Speaker notes

Generating summary slides

Finding text

Replacing text

Spell checker

Using the spell checker

Slide layouts A presentation can contain slides of the following different layouts.

When creating a new slide, you specify what particular layout you want for the slide.

After a slide has been created, you can change its layout at anytime.

There are 24 slide layouts in

PowerPoint 97. Have the

students view each one.

Reinforce the idea that you

rarely need to start with a

blank slide.

Title Slide Bulleted List 2 Column Text Table

Text & Chart Chart & Text Organization Chart Chart

Text & ClipArt ClipArt & Text Title Only Blank

Text & Object Object & Text Large Object Object

Text & Media Clip Media Clip & Text Object Over Text Text Over Object

Text & 2 Objects 2 Objects & Text 2 Object Over Text 4 Objects


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Page 40 5 Editing presentations

Inserting slides PowerPoint allows you to insert new slides anywhere in a presentation.

1 Select the slide after which the new slide is to be inserted

2 Select Insert

3 Select New Sl ide

PowerPoint will automatically insert a new slide with the same layout as that of the

slide currently selected.

4 Click OK

or


2 Click the New Slide button from the Formatting toolbar

3 Select the desired layout for the new slide

4 Click OK

Changing slidelayouts

Once a slide has been created, you can change its layout any time you need to.

1 Select the slide whose layout is to be changed

2 Select Format

3 Selec t Sl ide Layout

When you change a slide's

layout you won't lose the

information. All objects

remain on the slide, but you

might need to rearrange themto fit the new layout.


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5 Editing presentations Page 41

4 Select the desired layout for the slide from the Slide Layout Task Pane




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Moving slides 1 Click the Sl ide Sorter View button

2 Take the MOUSEPOINTERto the slide to be moved

3 Hold down the LEFTMOUSEBUTTON

4 Take the MOUSEPOINTERto where the slide is to be moved

A vertical line indicates where the slide will be moved once the LEFTMOUSEBUTTON

is released.


or


2 Take the MOUSEPOINTERto the icon o f the slide to be moved

3 Hold down the LEFTMOUSEBUTTONThe contents of the slide are selected.

4 Take the MOUSEPOINTERto where the slide is to be moved

A horizontal line indicates where the slide will be moved once the LEFTMOUSE

BUTTONis released.


Copying slides If a slide to be created is similar in layout, contents or format to an existing slide, you can

create a duplicate of the latter instead of creating the new slide from scratch.1 Click the Sl ide Sorter View button

2 Select the slide of which a copy is to be made

3 Select Edit

4 Selec t Dupl icate

PowerPoint inserts the copy immediately after the original slide.

or


2 Select the slide of which a copy is to be made

3 Select Edit

4 Select Copy


In Outline view it is easier to

move slides if the students

have used the Collapse Allbutton first to view only the

titles of each slide.

In Slide Sorter View, you canshow how to copy slides from

one presentation to another.


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6 Select Edit

7 Select Paste

Deleting slides You can delete slides from a presentation any time as outlined in the steps below.

1 Select the slide to be deleted

2 Select Edit

3 Select Delete Sl ide

or


2 Select the slides to be deleted

3 Press Delete

Speaker notes You can include speaker notes to refer to during a presentation. Speaker notes can also beprinted if needed.

1 Select the slide to which speaker notes are to be added

2 Select View


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3 Selec t Notes Page

4 Cl ick in the notes box

5 Type the desired text for the notes

or

While in Normalview or Outlineview,

1 Click where it says Click To Add Notes



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Under Outlineview

Under Normalview

Generatingsummary slides

You can generate a summary slide with a table of contents out of the titles of other slides

in a presentation.


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2 Select the slides whose titles are to be used to generate the table of contents

3 Click the Summary Slide button on the Slide Sorter toolbar

A slide with the title Summary Slideis inserted before the selected slides, with their

respective titles as its contents.

4 Doubleclick the summary slide

5 Edit the tit le of the summary slide as desired

By default, PowerPoint inserts the title Summary Slidein the generated slide. You can

change it to, for example, Table Of Contents, orAgenda, or Todays Topics, etc.

Finding text The steps below outline how to find specific strings of characters in presentations. Thesestrings can be independent strings or part of longer strings.

For example, suppose that you want to find all the occurrences of the word capital. You

can find each occurrence when it is a word on its own, as in Ottawa is the capital of

Canada, or Linda has enough capital to open a business. You can also find each occurrence

when it is a word on its own or part of another word, as in Peter was happy that venture

capitalists were interested.

You may wish to use the Find

command to locate a specific

slide title.


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1 Select Edit

2 Select Find

3 Type the text to be found, under Find What

4 Select or deselect Find Whole Words Only

Selecting Find Whole Words Onlywill make PowerPoint find only those occurrences

of the text which are not part of other words. Deselecting Find Whole Words Only

will make PowerPoint find all occurrences of the text, whether they are part of other

words or not.

5 Select or deselect Match Case

Selecting Match Casewill make PowerPoint find only those occurrences of the text

whose use of upper or lower case matches that of the text specified under Find What.

Deselecting Match Casewill make PowerPoint find all occurrences of the text

regardless of their use of upper or lower case.

6 Click Find Next as many times as desired

7 Click Close

Replacing text PowerPoint allows you to replace text with other text. For example, you may want toreplace all or some of the occurrences of capitalwith governmental seat.

1 Select Edit

2 Select Rep lace

3 Type the text to be replaced, under Find What

4 Select or deselect Find Whole Words Only

Selecting Find Whole Words Onlywill make PowerPoint find only those occurrences

of the text which are not part of other words. Deselecting Find Whole Words Only


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will make PowerPoint find all occurrences of the text, whether they are part of other

words or not.

5 Select or deselect Match Case

Selecting Match Casewill make PowerPoint find only those occurrences of the textwhose use of upper or lower case matches that of the text specified under Find What.

Deselecting Match Casewill make PowerPoint find all occurrences of the text

regardless of their use of upper or lower case.

6 Type, under Replace With the replacement text

7 Select Find Next, Replace or Replace All

Selecting Find Nextfinds the next occurrence of the string. Replacereplaces the most

recently found occurrence of the string. Replace Allreplaces all the occurrences of the

string.

8 Click Close

Spell checker When checking the spelling of a presentation, PowerPoint checks the spelling from thecurrent slide onwards. After reaching the end of the slides, the program asks if you want

to continue checking the spelling at the beginning of the slides until the entire

presentation is checked.

If a word is not found in the dictionary that comes with PowerPoint, the program treats it

as a misspelling and waits for your instructions.

While in the spell checking window,

Clicking Ignoremakes PowerPoint continue checking the spelling without changing

the selected occurrence

Clicking Ignore Allmakes PowerPoint continue checking the spelling without

changing the selected occurrence of the expression in question and makes it ignore

subsequent occurrences of that expression

Clicking Changereplaces the selected expression with the current suggestion, underChange To

Selecting one of the expressions listed under Suggestionsreplaces the current

suggestion in Change Towith the selected one

Editing the expression under Change Toreplaces it with the edited expression

Clicking Change Allreplaces all occurrences of the expression in question with the

current suggestion, under Change To

ClickingAddincludes the expression in question to a custom dictionary so that it is

not questioned in future spellchecks

Clicking Suggestdisplays expressions suggested as replacement of the expression in

question

Clicking Cancelinterrupts the spell checking process

Reinforce the idea of adding

proper names, product

names, acronyms, etc. to the

custom dictionary.


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Using the spellchecker

1 Select Tools

2 Select Spelli ng

If no errors are found in the presentation, PowerPoint will automatically prompt you

that the spell check is complete.

3 Make the necessary changes

That is, if the word that is misspelled needs to be corrected, click Change. Or if the

word that the program thinks is misspelled (e.g., a persons name) is fine, click

Ignoreor Ignore All(clicking Ignore Allwill instruct the program that any occurrence

of the word in question should be ignored and regarded as a properly spelled word).

Should a word (e.g., a persons name) be added to the fault dictionary of PowerPoint,

clickAdd.

or

1 Click the Spelling button on the Standard toolbar

If no errors are found in the slide show, PowerPoint will automatically prompt you

that the spell check is complete.

2 Make the necessary changes

That is, if the word that is misspelled needs to be corrected, click Change. Or if the

word that the program thinks is misspelled (e.g., a persons name) is fine, clickIgnoreor Ignore All(clicking Ignore Allwill instruct the program that any occurrence

of the word in question should be ignored and regarded as a properly spelled word).

Should a word (e.g., a persons name) be added to the fault dictionary of PowerPoint,

clickAdd.


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Exercise one Write below the six types of default layouts available when working with a presentation.

Exercise two Open the presentationAutomotive.ppt. Insert a new slide after slide 2 with the layoutTitle and Text. Type the following text as the title of the slide:

Automotive trends New Demographics

Type the following bullets in the bulleted text box of the slide:

Women buy convertibles

Seniors like minivan comfort

Baby boomers demand luxury SUVs



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Exercise three Make sure the presentationAutomotive.pptis the current presentation. Edit the bulletedtext box by adding the following as a fourth bulleted paragraph:

Women outsmart men in their choice of sports cars


Exercise four Make sure the presentationAutomotive.pptis the current presentation. Change the layoutof slide 2from Title and Textto Title and 2 Column Text. Then, change it back to

Title and Text. Save the presentation. Close the presentation.

Exercise five Open the presentation New Markets.ppt. Display the presentation with the Slide SorterView. Move the slide titled Europeafter the slide titledAsia. Then, move the slide titled

Africabefore the slide titled North America. Finally, rearrange the slides so that they

appear once again in their original order: Electronics 2005, North America, Europe, South

America,Asia,Africaand Oceania. Save the presentation.

Exercise six Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Outline View. Move the slide titled Europebefore the slide titled

North America. Then, move the slide titled South Americabefore the slide titledAfrica.Finally, rearrange the slides so that they appear once again in their original order:

Electronics 2005, North America, Europe, South America,Asia,Africaand Oceania. Save the

presentation.

Exercise seven Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Slide Sorter View. Make a copy of the slide titled North Americaand

paste the resulting copy after the slide titledAfrica. Then, make a copy of the slide titled

Europeand paste the resulting copy after the slide titled Asia. Then, delete the copies you

just made of the slides titled North Americaand Europe. Make sure that the slides in the

presentation are back in their original order: Electronics 2005, North America, Europe,

South America,Asia,Africaand Oceania. Save the presentation.

Exercise eight Make sure the presentation New Markets.pptis the current presentation. Display thepresentation with the Slide Sorter View. Insert a new slide with the layout Title and Text


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after the slide titledAfrica. Then, delete the new slide while in the Slide Sorter View. Save

the presentation.

Exercise nine Make sure that the presentation New Markets.pptis the current presentation. Insert the text

After the customary introductions, remember to thank the people in London for theirassistance in preparing this presentation.

as speaker notes for the title slide of the presentation. Preview the first slide to check that

the speaker notes have been inserted properly. Save the presentation. Close the

presentation.

Exercise ten Make sure that the presentation Subsidiaries.pptis open. Generate a summary slide with atable of contents out of all the slides in the presentation except the title slide. Change the

title of the summary slide so that it reads

Todays Agenda

Save the presentation in the folder My Documentswith the filename Franchises.ppt.

Exercise eleven Open the presentationAutomotive.ppt. Insert a new slide with the layout Title Slide afterslide 1. Type the text

Automotive trends Abstract


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Type the text shown in the illustration below, including the spelling mistakes (highlighted

with underline), as the text in the subtitle text box of the slide.

Next, check the spelling of the main text box in the slide and correct all the spelling

mistakes. Close the presentation without saving it.


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Page 55

6 Formattingtext


Boldface and italics

Fonts

Sizes

Colours

Applying case changes to text

Alignment

Bullets

Setting tabs

Modifying tabs

Deleting tabs

Boldface and italics 1 Select the text whose boldface or italics attribute is to be changed

2 Select Format

3 Select Font

You may wish to show the

buttons on the Formatting

Toolbar first and then show

the Font command as the

"one-stop shopping" dialog

box.


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Page 56 6 Format ting text

4 Select Regular, Bold, Italic or Bold Italic, under Font Style

Selecting Regularremoves the boldface or italics attribute. Selecting Boldor Italic

applies the boldface or italics attribute, respectively. Selecting Bold Italicapplies both

the boldface and italics attributes.

5 Click OK

or

1 Select the text whose boldface or italics attribute is to be changed

2 Click the Bold button or the Italic button on the Formatting toolbar

Fonts 1 Select the text whose font is to be changed

2 Select Format

3 Select Font

4 Select the desired font, under Font

5 Click OK

or

1 Select the text whose font is to be changed

2 Click the Font button on the Formatting toolbar

3 Select the desired font type


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6 Format ting text Page 57

Sizes 1 Select the text whose size is to be changed

2 Select Format

3 Select Font

4 Select the desired size, under Size

5 Click OK

or

1 Select the text whose size is to be changed

2 Click the Font Size button on the Formatting toolbar

3 Select the desired font s ize

Colours 1 Select the text whose colour is to be changed

2 Select Format

3 Select Font

4 Select the desired colour, under Color

5 Click OK

or

1 Select the text whose colour is to be changed

2 Click the Font Color button on the Formatting toolbar

3 Select the desired text colour

Applying casechanges to text

You can change the case of any text in a presentation at any time.


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1 Select the text whose case is to be changed

2 Select Format

3 Select Change Case

4 Select the desired type of case

5 Click OK

Al ignment 1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whosealignment is to be changed

2 Select Format

3 Selec t A lignment

4 Select Left, Right, Center or Justified

or

1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whose

alignment is to be changed

2 Click the Align Left button, the Center button, or the Align Right button on the

Formatting toolbar

Bullets 1 Position the INSERTIONPOINTin the paragraph or select the paragraphs whosebullet is to be changed

2 Select FormatShow students how they cansave time if they change the

bullet marker on the slide

master. All the slides in the

presentation will then be

consistent. When choosing a

bullet, go into Monotype

Sorts or Wingdings to select

interesting graphics.


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3 Select Bul let And Numbering

4 Select the desired format of bullets

5 Select the desired colour for the bullet from the Color dropdown list

6 Specify the desired size for the bullet as a percentage of the text size from the

Size dropdown list

7 Click OK

Setting tabs 1 Select View

2 Select Ruler

3 Click the Tab button at the left of the Horizontal ruler

This allows you to select left indented tabs, right indented tabs, centered tabs, or

decimal tabs.

4 Click the location where the tab is to be inserted on the ruler

Modifying tabs 1 Take the MOUSEPOINTER, on the Horizontal ru ler, to the tab to be moved



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3 Take the MOUSEPOINTERto the new location within the Horizontal ruler


Deleting tabs 1 Take the MOUSEPOINTER, on the Horizontal rul er, to the tab to be deleted


3 Take the MOUSEPOINTERoutside the Horizontal ruler

This drags the tab icon off the Horizontalruler.


The tab icon disappears and the tab is deleted.






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Exercise one Open the presentationAutomotive.ppt. Insert a new slide with the layout Title Slide andtype a title, and the paragraph of text, as shown below.

Apply boldface to the word unprecedented. Apply italics to the word and. Then, remove

the boldface and italics from both words. Save the presentation.

Exercise two Make sure that the presentationAutomotive.pptis the current presentation. Change the fontof the word growthin slide 2to Arial. Then, change it back to Times New Roman. save

the presentation.

Exercise three Make sure that the presentationAutomotive.pptis the current presentation. Change the fontsize of the word growthin slide 2to 48points. Then, change it back to 32points. Save the

presentation.

Exercise four Make sure that the presentationAutomotive.pptis the current presentation. Change thecolour of the word growthin slide 2to red. Then, change it back to white. Save the

presentation.


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Exercise five Make sure that the presentationAutomotive.pptis the current presentation. Change thejustification of the paragraph in the subtitle text box of slide 2to right justification. Then,

change it back to center justification. Save the presentation.

Exercise six Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 3.Change the bullets of the bulleted list to arrows. Then, change them to squares. Save the

presentation.

Exercise seven Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.

Set a left indented tab stop at 2 inches. Tab the first line of the paragraph to 2 inches.Then, change its indentation back to its original level. Save the presentation.

Exercise eight Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Delete the left indented tab stop. Save the presentation.

Exercise nine Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Change the font size of all the text in the subtitle text box to 24 points Close the

presentation without saving it.

Exercise ten Make sure that the presentationAutomotive.pptis the current presentation. Go to slide 2.Change the font colour of the word domesticto red. Save the presentation. Close the

presentation.


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Page 65

7 Creatingtables


Inserting tables

Inserting text in tables

Selecting cells

Selecting rows

Selecting columns

Inserting tables 1 Select the slide where the table is to be inserted and whose layout includestable boxes

2 Doubleclick the table box containing the message Doubleclick To Add Table

3 Type the desired number of columns, under Number Of Columns

-

4 Type the desired number of rows, under Number Of Rows

5 Click OK

6 Insert the desired data in the corresponding cells

7 Cl ick outs ide the table box

or

1 Select the slide where the table is to be inserted

2 Select Insert

3 Select Table

4 Type the desired number of columns, under Number Of Columns

In PowerPoint when you

insert a table, it is best to

indicate as close as possible

how many columns and rows

the finished table will have.


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Page 66 7 Creat ing tables

5 Type the desired number of rows, under Number Of Rows

6 Click OK

Inserting text intables

1 Click on the table to be edited

2 Take the INSERTIONPOINTto the desired cell in the table

3 Insert the des ired text

Text wraps around automatically when it reaches the end of the column. Pressing

Enterallows you to insert additional lines inside the current cell. Pressing the arrow

keys moves the INSERTIONPOINTwithin the text or from cell to cell.

Selecting cells 1 Click on the table to be edited

2 Position the MOUSEPOINTERon the lefthand side of the firs t cell of the range of

cells to be selected

The MOUSEPOINTERbecomes an arrowhead.


4 Take the MOUSEPOINTERto the last cell of the range of cells to be selected


You can also hold down the

Alt key and single-click in a

column to select the column.


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7 Creat ing tables Page 67

Selecting rows 1 Click on the table to be edited

2 Take the MOUSEPOINTERoutside and to the left of the first row to be selected

The MOUSEPOINTERbecomes an arrowhead


4 Take the MOUSEPOINTERoutside and to the left of the last row to be selected


Selecting columns 1 Click on the table to be edited

2 Take the MOUSEPOINTERoutside and immediately above the first column to be

selected

The MOUSEPOINTERbecomes an arrowhead.


4 Take the MOUSEPOINTERoutside and immediately above the last column to be

selected



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Page 68 7 Creat ing tables





Exercise one In a blank new presentation, insert a table with eight rows and four columns. Close the

presentation without saving.

Exercise two In a blank new presentation, insert a table with three rows and six columns. Close thepresentation without saving.

Exercise three In a blank new presentation, insert a table with five rows and five columns. Save thepresentation with the name Tables.ppt.

Exercise four In a blank new presentation, insert a table with three rows and three columns. Select thefirst cell in the first row. Then, select the first row in two different ways. Next, select the

cell in the second row, third column. Finally, select the middle column in two different

ways.

Close the presentation without saving.

Exercise five In a blank new presentation, insert a fourrow, twocolumn table. Select the entire tablein two different ways.

Close the presentation without saving.

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