Basic Microsoft PowerPoint 2007

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1 Topics covered in this session: Basic Microsoft PowerPoint 2007 Creating a Presentation using Templates Opening an Existing Presentation Saving a Presentation Applying a Design Template Changing Color Schemes of Design Templates Adding Slides to Presentation Using Background Styles/Changing Background Changing Text Formats/Using WordArt Using Bulleted Lists Inserting Graphics Recoloring Graphics Viewing a Slide Presentation Print Preview Print General Notes: In Office 2007, there are no menus, standard or formatting toolbars. The toolbars that exist are actually tabs at the top and are referred to as ribbons. The commands on each tab are organized into groups. The commands that are available are based upon the tab you click at the top. Each ribbon has several buttons that are indicated by an icon. Some buttons have menus and some do not. A menu is indicated by the down arrow below the button. Other contextual tabs may be available when you select certain items in a file, i.e., drawing objects or clipart. These tabs usually appear on the title bar above the regular tabs. An office button exists to replace the File menu in 2003, and a Quick Access toolbar also exists to replace such options as save, undo, and redo. Additional items can be added to the Quick Access toolbar. A zoom slider exists at the bottom right of your screen to zoom in or out on a page. The different ways to view a presentation on the screen are also located at the bottom right of the screen to the left of the zoom slider, i.e., normal, slide sorter, slide show, etc. Documents in PowerPoint are called Presentations. Presentations are usually shown to an audience using a projector on a screen. Presentations can include text, drawn graphics, clipart, photographs, tables, charts, Flash animation files, animated clipart, links to Websites, sound, or movie clips. Since PowerPoint is a Microsoft Office product, many of the formatting functions are the same in PowerPoint as they are in Word. The work area of a presentation is divided into three parts: the Slides tab, the Outline tab, and the Slide pane. The main section of the window if the Slide pane. Beneath the Slide pane is the Notes pane where you can enter speaker notes to be used while delivering a presentation.

2 Create a New Presentation 1. Click Office Button, New. The following screen will appear. 2. Select the type of document you wish to open. If you want to choose a template (document partially completed for you), choose the type of document you want, then click create. If the document is a template from the Microsoft Office Online section/category, the computer may ask you to download. If so, click Download. The Microsoft Office Online templates are only available if you are connected to the Internet and are on-line. The Blank, Installed Templates, and My Templates are available without Internet access. 3. Double-click on Blank Presentation to open a new blank document for editing. 4. To key information into a placeholder, click in the placeholder and type the information. Open an Existing Presentation 1. Click Office Button, Open ( ). The following screen will appear. 2. To open an existing file, enter the name of the file or browse through the files to locate the file to open and edit. After finding the correct file, double-click on the file name or click on the document once to highlight, and then click Open.

3 Save a Presentation 1. Click Office Button, Save (if existing document with same filename) or Save As (if a new filename is needed). Save As gives you the following options: PowerPoint Presentation (2007 version adds an x on the end of the file extension), PowerPoint Show (saves as a presentation that always opens in Slide Show view), PowerPoint Workbook (compatible with previous versions of Office), PDF or XPS (saves as a PDF document), Other Formats (used for saving in other formats not listed; i.e., as a web page, rich text format, etc.). 2. If you do not have PDF as an option, you will need to download that from the Microsoft website. Click the Find Add-ins for other file format option. This will take you the PowerPoint Help screen. Scroll down and click the Install and use the Save As PDF option. Follow the on-screen prompts to install. Once installed, you do not have to install this feature again; it will be added to your list of Save As options. Add Items to Quick Access Toolbar 1. Click the down arrow to the right of the Quick Access Toolbar. Click on More Commands. The following screen will appear. 2. Click the command on the left side that you wish to add to the toolbar and click the Add button in the middle, then click OK. This will add the command to the Quick Access Toolbar. This will only need to be done once. Add Design Template to Blank Presentation 1. Click the Design Tab, choose the design template you wish to apply to the slides and click on it. To get a preview of the design on your actual slide, roll the mouse over the design thumbnail in the ribbon.

4 Change Color Scheme of Design Template 1. Apply the design template you wish to use. Click on the down arrow to the right of the colors icon in the Themes group of the Design tab. 2. Click a Built-in Theme color combination or create your own. Add Slides to Presentation 1. Click on the slide where you want to insert a slide. Click the Home tab, click the down arrow on the New Slide icon in the Slides group. Click on the layout you wish to apply to the slide. 2. The layout of a slide may be changed once it has been added to a document. Click on the down arrow to the right of the Layout button in the Slides group of the Home tab. 3. You may also select to reset the layout or delete the slide entirely. Background Styles/Changing Background 1. Background colors, pictures, and styles may be changed if you do not wish to use one of the design templates already created. Click the Design tab, and then click the down arrow to the right of the Background Styles button in the Background group. 2. Click on the style you wish to use. You may also select other options by clicking on the Format Background option. Here you can choose various fill options, preset color combinations, put a

5 picture in the background, etc. Choose the option you want and then select Apply to All then Close. Text Formats/WordArt 1. Text formats can be changed by clicking on the placeholder, then selecting the appropriate font, font size, color, justification, etc you wish to use in the Home tab. You may also change the direction of the text, alignment and convert text to a SmartArt graphic if you wish. 2. WordArt may be added by clicking on the Insert tab, then clicking the down arrow below the WordArt icon. Select the design you wish to use, then key in the text. 3. Various WordArt styles can be applied to any text in any placeholder on any slide.

6 Using Bulleted Lists 1. Choose the Slide Layout that has a bulleted list. To add a bullet to the list, press Enter at the end of the previous line or click the bullets icon in the Paragraph group on the Home tab. 2. To move in a level, press Tab. To move out a level, press Shift+Tab. 3. NEVER SPACE ITEMS OVER TO GET THEM TO LINE UP! This will only cause major work if you have to edit the information and the fonts will NEVER line up correctly they are proportional fonts. Graphics 1. To insert a clipart, click the Clipart icon in the Illustrations group of the Insert tab. Inserting ClipArt/Images 1. Click the Insert tab; click the ClipArt icon in the Illustrations group. 2. In the search for box, key in words that describe what type of clipart you are looking for and press Enter. Numerous images should appear. To insert a specific clipart, double-click the image you wish to add or click the down arrow and choose Insert. The images with the world icon in the corner are located on the Microsoft website. If you are not connected to the Internet, these will not show up. 2. To insert a saved image, click the Insert tab; click the Image icon in the Illustrations group. Find the picture in the list, then click the Insert button. Recoloring Graphics 1. Some graphics may allow you to recolor them. Click on the graphic, then click the down arrow to the right of the Recolor icon in the Adjust group of the Format tab.

7 2. Various coloring options will be displayed. To get a preview of the items, roll the mouse over the icons. Using Picture Styles/Tools 1. Click on the image in your document. If the Picture tools ribbon is not showing, click on the Picture Tools icon located on the Title bar. 2. Numerous options are available to enhance the appearance of the picture. a. Brightness/Contrast/Recolor alter the image by making it brighter, changing the contrast, and recoloring using various color options. b. Compress Pictures makes image smaller in saving size; helpful when you are sending a file with lots of pictures by e- mail. c. Change Picture allows you to change the picture without going back to Insert, Picture/ClipArt. d. Reset Picture sets the image back to its original setting. e. Picture Styles many options for displaying image; i.e., in a frame, alter shape, add a border, or add special effects such as beveled edges and shadows to it. f. Arrange changes the place image is put. Can put image in front/behind text, close to text, on a line by itself, align it to a specific spot on the page, etc. Can group objects together; can rotate image. g. Size can crop parts of the image out. Can set the height and width of the image. Viewing a Slide Presentation 1. Click the Slide Show tab, then click the From Beginning or From Current Slide icons in the Start Slide Show group. You may stop the presentation at any time by pressing the Escape key.

8 Print Preview 1. Click the Office button, scroll over the Print button and click Print Preview. 2. While in Print Preview, you have options: h. Print print the document. i. Options allows you to add a header/footer, frame the slides, scale to fit the paper, etc. j. Print What choose whether to print slides, handouts, notes pages, etc. k. Zoom l. Next Page/Previous Page views the next or previous pages. Print 1. Click the Office button, click Print. 2. Choose which printer to print to as well as selected slides, the current slide, or the entire presentation. The number of copies can also be indicated.

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