PowerPoint 101: Introduction PowerPoint 2007 Series The University of Akron. Table of Contents COURSE OVERVIEW... 3

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1 Table of Contents COURSE OVERVIEW... 3 DISCUSSION... 3 COURSE TOPICS... 3 CONVENTIONS USED IN THIS MANUAL... 4 LESSON 1: THE POWERPOINT WINDOWS... 5 DISCUSSION... 5 TOPICS... 5 OFFICE 2007 ELEMENTS... 6 The Windows... 6 The Ribbon... 7 NORMAL VIEW... 8 OPEN AND REVIEW A PRESENTATION... 9 Tip Open a File... 9 Tip Display Normal View OTHER VIEWS RUN A SLIDESHOW Tip Make Slide 1 Active LESSON 2: USE HELP LESSON 3: CREATE A PRESENTATION DISCUSSION TOPICS BEGIN A NEW, BLANK PRESENTATION BEGIN A NEW PRESENTATION WITH A DESIGN TEMPLATE Discussion Steps BEGIN A NEW PRESENTATION WITH AN EXISTING PRESENTATION USE SLIDE LAYOUTS Discussion Exercise 1 Add Text Add a New Slide and Select a Layout Change an Existing Slide Layout The Title and Content Layout Exercise 2 Add Text with Bullets WORK WITH PLACEHOLDERS Resize a Placeholder Move a Placeholder Delete a Placeholder SAVE A PRESENTATION Susan McKibben Al Herbert Pam Rodehaver Dean Shultz Sara Wyszynski Software Training Services Excel and Word Microsoft Office Specialist Excel Microsoft Office Specialist Microsoft Certified Trainer Microsoft Certified Trainer Microsoft Certified Trainer Ver Page 1

2 LESSON 4: EDIT A SLIDE DISCUSSION TOPICS MODIFY TEXT Enter New Text Tip AutoFit Move Bulleted Text Delete a Bullet and Its Text Format All of a Placeholder s Text Tip Hide the Mini Toolbar INSERT OBJECTS IN A CONTENT PLACEHOLDER Discussion Insert Clip Art Tip Display the Ruler Exercise 2 Insert Clip Art Tip Nudge an Object Insert a Picture from File DUPLICATE A SLIDE DELETE A SLIDE REUSE SLIDES REORDER SLIDES RUN THE SLIDE SHOW LESSON 5: SLIDE TRANSITIONS SET A TRANSITION FOR AN INDIVIDUAL OR GROUP OF SLIDES Tip Apply a Transition to All Slides EXERCISE 3 RUN THE SLIDE SHOW Tip Remove Black Slide at End of Presentation LESSON 6: SPELL CHECK LESSON 7: PRINTING PRINTING CHOICES APPENDIX A: PICTURES AND SCREENSHOTS APPENDIX B: SOUND FILES Ver Page 2

3 Course Overview Discussion This is the first course in the PowerPoint 2007 series. It is designed to show you specific techniques that allow you to create a well-designed and professional-looking slide show presentation. You learn to: Create a new presentation. Work with different slide layouts, such as a title page and a title with content. Insert a picture or clip art. Select a slide transition. Edit a slide. Print handouts. Run a slideshow. In this course, you learn the basics of creating a presentation in PowerPoint. Hands on exercises and instructor-led presentation and demonstration are utilized. Course Topics The PowerPoint Windows - Normal View Open and Review a Presentation Other Views Run a Slideshow Use Help Create a Presentation - Begin a New, Blank Presentation Begin a New Presentation with a Design Template or with an Existing Presentation Use Slide Layouts Work with Placeholders Save a Presentation Edit a Slide - Modify Text Insert Objects in a Content Placeholder Duplicate, Delete or Reuse a Slide Reorder Slides Run the Slide Show Slide Transition - Set a Transition Run the Slide Show Spell Check Printing Ver Page 3

4 Conventions Used in This Manual In each lesson, there can be: A list of topics A general discussion of the lesson topics A review of several topics One or more exercises One or more tips One or more notes A triangular bullet is used for the list of lesson topics. An Exercise heading is denoted by the Runner graphic. These classroom exercises provide practice and more detailed information about the topic(s) being covered. Tip Open a File The shortcut CTRL + O will display the Open dialog box. A Tip box is available to offer a helpful hint or a caution about the topic that is being reviewed. A Note provides supplementary information about the current topic. Ver Page 4

5 Lesson 1: The PowerPoint Windows Discussion When creating or modifying a PowerPoint presentation, you may work in several different views. A view is a way of looking at a presentation. PowerPoint has these views: Normal Slide Sorter Notes Slide Show Masters Slide Master, Handout Master, Notes Master Topics Office 2007 Elements Normal View Open a Presentation Other Views Run a Slideshow Ver Page 5

6 Office 2007 Elements The Windows Office button Quick Access toolbar Ribbon Mini toolbar View tools and Zoom Slider The Office Button contains the commands that affect the entire document or program. The open, save, save as, print, close and exit commands are here. The Quick Access toolbar is used to access some of the most frequently-used commands Save, Undo and Redo. This toolbar can be customized at. The Ribbon replaces menu items and toolbars from earlier version of PowerPoint. The View tools allow a change in the way the presentation looks on the screen. The Zoom Slider changes the magnification of the View. The Mini toolbar only appears when text has been selected in the document. This toolbar contains the frequently-used formatting commands such as bold and italics. Ver Page 6

7 The Ribbon In PowerPoint, the Ribbon has seven tabs: Home, Insert, Design, Animations, Slide Show, Review and View. Each tab has many tools and commands to help create a presentation. The most frequently-used tools and commands are on the Home tab. To minimize the Ribbon, double click on the active tab. Only the tab names display and the tools are hidden. This allows more room in the window for your work. To display all the tools on the Ribbon, again, double click on any tab name. Ver Page 7

8 Normal View Open PowerPoint at Start > All Programs > Microsoft Office > Microsoft Office PowerPoint When PowerPoint 2007 is opened, a new presentation is started with a blank title slide. The blank slide is shown in the Normal view. The window is divided into three panes: Overview Slide Notes In the Normal view, the Overview pane displays on the left side of the work window. The Overview pane has two tabs, Outline and Slides. The Outline tab displays only the text on each slide. The Slides tab displays thumbnails of each slide. The Slide pane is the largest pane in size. It displays the current slide. At the bottom of the Normal view window, there is a Notes pane. The Notes pane is used to enter and display speaker s notes for the current slide. Overview pane Slide pane To resize one of the three panes, place the mouse pointer on a pane s border. With the mouse pointer as a doubleheaded arrow, drag the border. Notes pane Ver Page 8

9 Open and Review a Presentation 1. Click on the Office Button. A list of commands display. Tip Open a File The shortcut CTRL + O will display the Open dialog box. 2. Select Open. The Open dialog box displays. 3. Navigate to the drive and folder for the file to open. Double click on the icon for the file to open it. In class, follow the instructor s directions to locate and open PowerPoint 101. The presentation opens in Normal view. Ver Page 9

10 4. In the Overview pane, click on the thumbnail for slide 4 (coffee and weather report). Slide 4 displays in the Slide pane. Scroll box Previous Slide and Next Slide buttons 5. To navigate to other slides in the presentation, when in Normal view: a. Click on the Previous Slide button or Next Slide button, which are located on the scroll bar for the Slide pane. b. Click on one of the thumbnail slides in the Overview pane. c. Drag the scroll box on the Slide pane s scroll bar. Tip Display d. Press the Page Up or Page Down keys on the keyboard. 6. In the Overview pane, click on the tab. The text in placeholders displays for all the slides. 7. Click on the icon or the text for a slide. The slide displays in the Slide pane. Normal View If the PowerPoint window is not in the Normal view, click on the View tab of the Ribbon. Click on the Normal tool. View tools Ver Page 10

11 Other Views 1. To switch to the Slide Sorter view: a. Use the Slide Sorter view tool, which is located in the View tools area. -OR- b. Use the tool on the tab of the Ribbon. In Slide Sorter view, all the slides are visible as thumbnails. In this view, it is easy to select and work with several slides at once or to reorder slides. Ver Page 11

12 2. On the tab of the ribbon, click on the tool. The Notes Page view displays. In this view, the speaker enters notes for each slide. The notes are reminders for the speaker about what to say about a particular slide. The Notes may be printed. View tools 3. To return to Normal view: a. Click on the tool on the tab of the Ribbon. -OR- b. Click on the Normal view tool in the View tools. Ver Page 12

13 Run a Slideshow 1. To run a slideshow beginning with slide 1: Tip Make Slide 1 a. Make slide 1 the active slide. Active Then, click on the tool on the tab of the Hold down the CTRL key and tap the HOME key on the keyboard. This Ribbon or on the Slideshow tool in the View tools. usually is written as CTRL + HOME. -OR- b. Press F5 on the keyboard. The slideshow begins. 2. Advance to the next slide or animation by: a. Clicking the mouse button -OR- b. Pressing the space bar. 3. Move back one slide or animation by pressing the backspace key on the keyboard. 4. Stop the slide show and return to the previous view by pressing the ESCape key on the keyboard. Ver Page 13

14 Lesson 2: Use Help 1. Click on the Help tool in the upper right corner of the PowerPoint window or press the F1 key on the keyboard. The PowerPoint help window displays on top of the other PowerPoint windows. Type a key word and click on the Search tool. -OR- Select a topic from the links displayed. Ver Page 14

15 2. In class, type the key word template and click on the Search tool. The Search results display. To close the Help window, use the X on the Help title bar. Help window toolbar 3. If applicable, select a topic in the Search results. If no topic is applicable, search again. 4. Use the Help window s toolbar to: Increase or decrease the font size in the Help window with the Change Font Size tool. Print a help topic that is displayed with the Print tool. Go back a page in help with the Back tool. 5. Close the Help window by clicking on its X. 6. In class, close the open, blank presentation. a. Click on the Office Button. b. Click on Close. c. If you are prompted to save, choose No. Ver Page 15

16 Lesson 3: Create a Presentation Discussion When PowerPoint is started, a new, blank presentation is opened. The first slide of the presentation displays. It uses the title slide layout. You may begin to create your presentation immediately. There are several options for creating a new presentation: Begin with a blank presentation Use a design template Use an existing presentation No matter which of these three options is used, a new presentation is started by selecting the Office Button > New. In the New Presentation window, you may choose a blank presentation, a design template or to use an existing presentation. Topics Begin a New Presentation - Blank - With a Design Template - With an Existing Presentation Choose Slide Layouts Work with Placeholders Save a Presentation Ver Page 16

17 Begin a New, Blank Presentation 1. Click on the Office Button and select New. The New Presentation window displays In the Templates area, select Blank and recent. 3. In the center pane of the window, select Blank Presentation. 4. Click on Create in the lower right corner of the window. A new, blank presentation opens in PowerPoint. The first slide with a Title layout displays. Ver Page 17

18 5. OPTIONAL: Select a theme for the presentation. A theme establishes the design of the entire presentation. It is the basis for the appearance of all the slides and slide elements. The theme determines: Background design Slide colors Placeholder layout Text positioning Font styles a. Select the tab of the Ribbon. More tool b. Click on the More tool of the Themes Gallery to display the available themes. Office Theme is the default theme. c. Use Live Preview to select a theme. Point to a theme s thumbnail to preview it. Click on a theme s thumbnail to apply it. In class, select Civic. Ver Page 18

19 6. OPTIONAL: Modify the theme by using the Colors, Fonts or Effects tools. Use the Colors tool to modify the colors of the slide by selecting a new set of theme colors. a. In class, select the tool. A list of available themes displays. The current theme (Civic) is highlighted with a thick border. b. From the list of built-in themes, select new theme colors. Live Preview is available. Point to a theme s name to preview it. Click on a theme s name to apply it. Ver Page 19

20 Begin a New Presentation with a Design Template Discussion The advantage to using a template, other than the blank template, is all formatting is done for you. All you need to do is to enter the information on the slides. Templates can contain layouts, theme colors, theme fonts, theme effects, background styles or content. To select a template to use for the presentation, select the Office Button and then New. In the New Presentation window that displays, choose: A Blank template (as you did previously in this lesson) One of the installed templates A Microsoft Online template Steps 1. Click on the Office Button and select New. The New Presentation window displays. 2. In the Templates area, select Installed templates, My templates or one of the Microsoft Online categories. In class, select Design slides, which is one of the Microsoft Online categories. Ver Page 20

21 3. Select a template from those displayed. In class, select Abstract > Lines > Contemporary Blue from the list of Design Slides in the center pane. 4. Click on Create or Download. Note: If you select a template from Microsoft Online, you may need to Accept the licensing agreement that appears. Also, a message box may appear to advise that a check will be made to confirm that you have an authorized copy of Microsoft Office. Click on Continue, if this message displays. Note: In class, it may be necessary to change the Zoom level for the view of the Slide, in order to see the entire slide. One method is to click on the Fit slide to current window tool side.. This tool is located in the View tools at the bottom of the window on the right. Ver Page 21

22 Begin a New Presentation with an Existing Presentation 1. Click on the Office Button and select New. The New Presentation window displays. 2. In the Templates area, select New from existing The dialog box that appears is similar to the Open dialog box. Locate and select the presentation to be copied and click on Create New. In class, select Ua template The original presentation is not opened. A copy is made and opened. 4. In class, click on the Office Button and select Close. Do not save the changes. Note: To obtain a copy of this template for your use: Open up a web browser, such as Internet Explorer, and go to Click on the link for this new PowerPoint template. In the File Download box, click on the Save button. Save the PowerPoint file. To use the template, follow steps 1 through 3 above. Ver Page 22

23 Use Slide Layouts Discussion A slide layout contains placeholders that help arrange the slide s content. The placeholders act as guidelines for entering information and help to maintain consistency. There are placeholders to contain text, tables, charts, graphics and other objects. The placeholders display as boxes with a dotted border. When a new presentation is started, the first slide will have the Title layout. It has two placeholders, one for the title and one for the subtitle. The most frequently used slide layouts are: Title Slide Title and Content Ver Page 23

24 Exercise 1 Add Text 1. To add text in a placeholder, click inside the placeholder and type. In class, type the title The Morning. 2. Type your name as the subtitle. The Design Template used in this example was selected in the New Presentation window at Design Slides > Abstract > Lines > Contemporary Blue. Ver Page 24

25 Add a New Slide and Select a Layout A new Slide is added after the active slide. 1. On the tab of the Ribbon, click on the down arrow of the tool. A gallery of options displays. If a template is in use, the gallery may display differently than shown here. If you click on the top half of the New Slide tool, either: A new slide is created with the same layout as the active slide. You are not asked to choose a layout. -OR- If the first slide (Title layout) is active, the second slide is created with a Title and Content layout. Use the Undo tool an action you took. to reverse 2. Select a Slide layout from the gallery. In class, select Title and Content. A new slide with the selected layout is created after the active slide. Ver Page 25

26 Change an Existing Slide Layout 1. Select the slide to change. 2. On the Home tab of the Ribbon, click on the tool. A gallery of options displays. If a template is in use, the gallery may display differently than shown on this page. 3. Scroll through the gallery of Slide Layout options and select an option. In class, select Title Only. 4. Note the change in the placeholders. 5. Click on the Undo tool in the Quick Access toolbar to reverse the last action and return to the Title and Content layout. To insert a new slide after the active slide, use the New Slide tool. To change the layout of the active slide, use the Slide Layout tool. Ver Page 26

27 The Title and Content Layout This slide layout is the most frequently used layout. There are two placeholders, one for title and one for content. In the content placeholder, you can click and enter text that automatically will become a bulleted list. Also, in this placeholder, there are 6 icons to help you to add other types of content, specifically: a table, a chart, SmartArt, a picture from a file, clip art or a movie. Ver Page 27

28 Exercise 2 Add Text with Bullets 1. On slide 2, enter the title Schedule. 2. Click on the first bullet and type your first event of your day. 3. Press Enter and type your second event. 4. Press Enter and type your third event. Ver Page 28

29 Work with Placeholders Resize a Placeholder 1. Click inside the placeholder. The file handles display on the borders. The file handles are small circles or squares. File handle 2. Place the mouse pointer on a file handle. The mouse pointer will be a doubleheaded arrow. 3. Drag to resize the placeholder. Ver Page 29

30 Move a Placeholder 1. Click inside the placeholder. The file handles display on the dashed lines of the borders. 2. Place the mouse pointer on the border of the placeholder. Do not place the pointer on a file holder. 3. With the mouse pointer appearing as a four-pronged arrow, drag the placeholder to a new location on the slide. Ver Page 30

31 Delete a Placeholder 1. Click inside the placeholder. The file handles display on the dashed lines of the borders. When the placeholder s borders are dashed lines, PowerPoint thinks that you are editing the contents of the placeholder. 2. Click on the border. The dashed lines change to a solid line. PowerPoint thinks that you will modify the entire placeholder in some way. 3. Press the Delete key on the keyboard. The placeholder is deleted. Note: The original placeholder remains in the slide layout. The original placeholder can be deleted by following steps 1-3 above. 4. In class, click on the Undo tool to reverse this action. Ver Page 31

32 Save a Presentation 1. Click on the Save tool in the Quick Access toolbar to: Save changes to an existing presentation under the same file name and in the same format. Save a new, unnamed presentation in the PowerPoint 2007 format. 2. Click on the Office Button to: Save a presentation with a different file name. Save a presentation in a different format. 3. From the Office Button menu, point to Save As. Select PowerPoint Presentation to name the file and save it in the new PowerPoint 2007 file format, pptx. Select PowerPoint Show to name the file and save it in the new PowerPoint 2007 file format, ppsx. In this format, the presentation opens in slide show view rather than normal view. This is very helpful when you are distributing a file for others to view only. Select PowerPoint Presentation to name the file and save it in the old PowerPoint 2003 file format, ppt. Select PDF or XPS to name the file and save it as an Adobe Reader file (PDF) or in the new XPS format. Select Other Formats to name the file and save it in various formats, such as web page, rich text file or a series of JPEG files. 4. In class, save the presentation as a PowerPoint Presentation. Name the file The Morning. Ver Page 32

33 If you opened an existing presentation and want to save changes that you made: 1. Look at the title bar. If the presentation was saved previously in the PowerPoint 2003 format, the title bar will indicate Compatibility Mode. 2. To save the changes with the same filename and in PowerPoint 2003 format, click on the Save tool in the Quick Access toolbar. If you save in the 2003 format, any new 2007 features will not be saved in the document. 3. To save the changes with a different filename and/or in a different format, click on the Office Button and follow the instructions in Step 3 on the previous page. Ver Page 33

34 Lesson 4: Edit a Slide Discussion This lesson reviews basic editing techniques. Topics Modify Text Duplicate Slides Reuse Slides Reorder Slides Delete Objects Ver Page 34

35 Modify Text Enter New Text 1. Make slide 1 the active slide. 2. Click to place the cursor before the M in Morning. 3. Enter the text Workday. 4. Make slide 2 the active slide. 5. Click to place the cursor at the end of the text for the last bullet. 6. Press Enter to create a new bullet. Type the text about the next event of your day. In class, enter the text Work at UA. If the added text does not fit inside the placeholder, PowerPoint uses AutoFit to adjust the font size and fit the text within the placeholder. Ver Page 35

36 7. OPTIONAL: If the AutoFit tool displays next to a placeholder, point to the tool and click on the down arrow that displays. Select an option. Tip AutoFit If AutoFit changes the size of the text, resize the placeholder to be larger, as shown on page 29. Ver Page 36

37 Move Bulleted Text 1. Point to one of the bullets. The mouse pointer looks like a four-pronged arrow. 2. Drag to the new location for the text. A horizontal line appears as you drag. 3. Release the mouse button when the horizontal line is where the text is to be placed. Delete a Bullet and Its Text 1. Click on one of the bullets. The bullet and its text are selected.. 2. Press the Delete key on the keyboard. Tip Hide the Mini Toolbar The Mini Toolbar displays automatically when text is selected. This may not match the way you work. To hide this toolbar, click on the Office Button and choose PowerPoint Options. In the Popular options, click to unmark the box for Show Mini Toolbar on selection. Click OK. In class, use the Undo tool in the Quick Access toolbar to reverse the deletion. Format All of a Placeholder s Text 1. Click once on any of the text. In class make slide 1 active and click on your name. The Placeholder displays with a dashed border. 2. Click on the Placeholder s border. The border changes to a solid line. 3. Make the formatting changes. In class, click on the Home tab of the Ribbon. Select a new font style at the down arrow. Ver Page 37

38 Insert Objects in a Content Placeholder Discussion The Title and Content slide layout includes a placeholder for content. Title Placeholder Content Placeholder The icons in the content placeholder can be used to insert objects on the slide. The types of objects include: Table Chart SmartArt Picture from File Clip Art Media Clip Ver Page 38

39 Insert Clip Art To prepare for this lesson: Make slide 2 the active slide. It has the bulleted list. Click on the Home tab of the Ribbon. Use the New Slide tool to insert a new Title and Content slide. Click in the Title placeholder and type the text from the first bullet on slide In the Content placeholder of the slide, click on the Clip Art icon. The Clip Art task pane displays on the right side of the window. 2. Make selections in the three edit or list boxes. a. Search for box Enter a keyword that matches the slide s title. b. Search in Click on the down arrow to select where PowerPoint should search for the Clip Art. c. Results should be Click on the down arrow to select for which media types PowerPoint should search. 3. Click on. The search results display in the task pane. Ver Page 39

40 4. To select the picture and insert it on the slide, click on the picture in the Clip Art results. 5. To modify the picture, use the Picture Tools Format tab of the Ribbon. If this tab of the Ribbon is not displayed, click once on the picture to select it. The picture must be selected in order for the Picture Tools Format tab to display. a. Use the Size group to change either the picture s height or width. The other measurement automatically changes to maintain the existing ratio of height to width. b. Click on the More tool of the Picture Styles gallery. Use Live Preview to select a style. c. Click on the tool. Select a shape. d. Click on to return the picture to its original format. e. OPTIONAL: Click on the Undo tool, if you prefer to keep the changes. Tip Display the Ruler A ruler can help you to place objects on the slide. To display the ruler, click on the View tab of the Ribbon. Click to mark the checkbox. Ver Page 40

41 Exercise 2 Insert Clip Art 1. Add a Title and Content slide after slide In the Title placeholder, enter the text of the second bullet on slide Use the Clip Art task pane to insert a picture that illustrates the text. 4. Save the changes. Tip Nudge an Object Select the item (object). The file handles must display. Use the up, down, right and left arrow keys on the keyboard to move the object in small increments. Ver Page 41

42 Insert a Picture from File Follow these steps to place a saved picture/photo on a slide. To prepare for this lesson: Click on the Home tab of the Ribbon. Use the New Slide tool to insert a new Title and Content slide after slide Click in the Title placeholder and enter Work at UA. 2. In the Content placeholder of the slide, click on the Picture from File icon. The Insert Pictures dialog box displays. 3. Navigate to the location of the picture to insert. In class, follow your instructor s directions to insert the picture titled cats with a dog spy. 4. Double click on the picture s icon to place it on the slide. 5. Click on the Save tool in the Quick Access toolbar to save the changes to the presentation. Ver Page 42

43 Duplicate a Slide 1. In the Overview pane, click on the tab. 2. Right click on the slide to duplicate. In class, right click on slide 2. A shortcut menu displays. 3. Select Duplicate Slide. The duplicate slide is placed after the original slide. It is the active slide. Ver Page 43

44 Delete a Slide 1. In the Overview pane, click on the tab. 2. Click to select the slide to be deleted. In class, select the duplicate slide, slide Press the Delete key on the keyboard. Reuse Slides To use slides from an existing presentation in a new show, follow these steps. 1. When a new slide is added to the presentation, it is inserted after the active slide. Make the appropriate slide active. In class, make slide 2 active. 2. On the Home tab of the Ribbon, click on the arrow for New Slide. A gallery of options displays. 3. Select Reuse Slides, which is in the list of options that are below the gallery. The Reuse Slides task pane displays. Ver Page 44

45 4. Click on. A short list displays. 5. Make a selection from the list. In class, select Browse File and follow the instructor s directions to navigate to the presentation named Zips. 6. Open the Zips presentation. It displays in the Reuse Slides task pane. 7. Click once to select the slide I am a Zip. The slide is inserted into your presentation as slide 3. If this box is marked, the slide will keep its original formatting. In general, you may prefer to leave this box unmarked and to have the slide share the appearance of your new presentation. 8. Close the Reuse Slides task pane by clicking on its X. Ver Page 45

46 Reorder Slides One method for changing the order of the slides is to use the Slide Sorter view. 1. Switch to Slide Sorter view: Click on the Slide Sorter tool in the view tools located in the lower right corner of the window. -OR- Click on the tab of the Ribbon and select the Slide Sorter tool. The Slide Sorter view displays. 2. Place the mouse pointer on the slide to move and drag it to its new location. As the slide is dragged, a vertical line appears to indicate where the slide will be dropped when you release the mouse button. In class, drag slide 3 to be the last slide. Ver Page 46

47 Run the Slide Show 1. To run a slideshow beginning with slide 1: Make slide 1 the active slide. Then, click on the tool on the tab of the Ribbon or on the Slideshow tool -OR- Press F5 on the keyboard. The slideshow begins. in the View tools. 2. Advance to the next slide or animation by: Clicking the mouse button -OR- Pressing the space bar. 3. Move back one slide or animation by pressing the backspace key on the keyboard. 4. Stop the slide show and return to the previous view by pressing the ESCape key on the keyboard. Ver Page 47

48 Lesson 5: Slide Transitions Transitions specify how each slide displays as the presentation moves from one slide to the next. Transitions are special visual effects that are applied to a particular slide or group of slides. Use Normal view or Slide Sorter view to select the type of transition and specify: The sound The speed When the transition occurs Set a Transition for an Individual or Group of Slides 1. In Normal or Slide Sorter view, make the appropriate slide active. To select a group of slides, CTRL + click on each particular slide in the Slide Sorter view or in the Overview pane of Normal View. In class, make slide 2 active. It has the bulleted list. 2. On the Animations tab of the Ribbon, in the Transition to This Slide group, click on the More tool. A gallery of transitions displays. There are six groups of transitions: - No transition - Fades and Dissolves - Wipes - Push and Cover - Stripes and Bars - Random 3. Use Live Preview to select a transition. 4. Select a Transition Speed: Click on the down arrow for. A list displays. Tip Apply a Transition to All Slides Click on the tool on the Animation tab after all the transition selections are made. Select a speed. In class, select Slow. Ver Page 48

49 5. Make a selection in the Advance Slide area. In class, be sure that only the Advance Slide setting of On Mouse Click is marked. 6. Click on the Preview tool to review your choices. On the Slide tab of the Overview pane or in the Slide Sorter view, note the transition symbol next to slide OPTIONAL: To use this transition on all the slides in this slide show, click on. Note the transition symbol appears next to each slide. 8. To select a sound, click on the down arrow at. A list of sounds display. Keep in mind that for many presentations, it is best practice to have no sound. Sometimes a sound is useful to call attention to a particular slide. This sound will be applied only to the active slide, unless you select the Apply to All tool, again. 9. Save the changes. A saved sound file may be selected here. Ver Page 49

50 Exercise 3 Run the Slide Show 1. Delete the slide I am a Zip. 2. Save the changes. 3. Run the slide show from slide 1. a. Make slide 1 the active slide and click on the Slide Show tool. -ORb. Press F5. 4. Use a mouse click or press the space bar on the keyboard to advance to the next slide. Tip Remove Black Slide at End of Presentation By default the last slide of a presentation is a black slide. If you do not want this, click on the Office Button. Select the PowerPoint Options button and the Advanced category. In the Slide Show options, unmark End with black slide. Ver Page 50

51 Lesson 6: Spell Check A misspelled word or typographical error makes a presentation look less than professional. Make use of the spell check function to help you look good. By default, there are two dictionaries that are used by PowerPoint. One dictionary is the standard dictionary that you cannot edit. The second dictionary is a custom dictionary named custom.dic. When you choose to add a word to the dictionary, it is added to custom.dic. To learn more about creating additional custom dictionaries, look up the term dictionaries in Help. 1. In class, create a new slide with a Title and Content layout. Type one bulleted item that reads I canot spelle worth a toote. 2. Right click on the word canot, which is underlined with a red, wavy line to indicate that it is not in the dictionaries. A list of suggested spellings and options displays. 3. Select the correct spelling, cannot. 4. On the Review tab, click on. The Spelling Checker starts and stops on the first word that is not in its dictionaries. Ver Page 51

52 5. You may: Select a word in the Suggestions list and click on Change. Type a word in the Change to edit box and click on Change. Ignore the suggestion, because the word is correctly spelled (but is not in the dictionaries.) Add the word to the dictionary, because it is spelled correctly and you use the word in documents. Close Spell Check. 6. If you select an option but do not select Close, Spell Check moves to the next word that is not in its dictionaries and you make one of the options in step When Spell Check is completed, the following message displays. Click on OK. 8. Delete this slide from the presentation. Ver Page 52

53 Lesson 7: Printing Printing Choices Click the Office Button and click on Print. The Print dialog box displays. 2 1 To preview the different options under Print what: Click on the Office Button. Point to Print. Click on Print Preview. On the Print Preview tab, make a selection from the list at Print What Select the printer at the down arrow. 2. Indicate a print range. 3. Select the items to print at Print what. To create a Word document of the 3 slide per page handout: Click on the Office Button. Point to Publish. Click on Create Handouts in Microsoft Office Word. Click OK in the Send to Microsoft Office Word box. Suggestion: Delete the lines and enter notes for your audience. Other options become available based on what is selected here. One of the frequently-selected choices is Handouts. Usually, slides per page is set to 3 so blank lines for taking notes also are available next to each slide. Preview 4. Make other changes in the options. 5. Select Color, grayscale or black and white. 6. Click on the Preview button to review your choices before you print. Use the Close Print Preview tool to return to the prior view in PowerPoint. Ver Page 53

54 Appendix A: Pictures and Screenshots To save a picture that is on a web page: 1. Right click on the picture. 2. From the list that appears, select Save Picture As. 3. In the Save Picture dialog box, navigate to the appropriate disk and folder to save the picture to your computer. In PowerPoint, insert a picture in a content placeholder by clicking on the Insert a picture from file icon. In Word, Excel and PowerPoint, the Insert > Picture command is available. For photos of Zippy: Go to Be sure to enter the uppercase P in Photos. To copy and paste a screenshot of the entire screen: Press the PrintScreen key on the keyboard. This creates a picture of the screen and stores the picture temporarily in the Clipboard. In a document, place the cursor where the screenshot is to be pasted. Click on the Paste tool on the Home tab of the Ribbon. To copy and paste a screenshot of the active window: While holding down the Alt key, tap the PrintScreen key. This creates a picture of the screen and stores the picture temporarily in the Clipboard. In a document, place the cursor where the screenshot is to be pasted. Click on the Paste tool on the Home tab of the Ribbon. To resize or crop the screenshot: In the document, click on the screenshot to select it. The Picture Tools Format tab of the Ribbon displays. Use the Crop tool to remove any edges of the screenshot that are not wanted. Use the Size tools to change the height and/or width of the screenshot. Ver Page 54

55 Appendix B: Sound Files There are numerous web sites that allow the download of sound files without a cost. There may be copyrights involved. Be cautious at these sites. It is a best practice not to download software or agree to free trials of services. One web site is Search for a sound. From the search results that display, select a sound. On the sound s web page, play the sound by clicking on the Play/Copy link. (If it prompts you to download Adobe s Shockwave player, be aware that you do not need it. The Windows Media Player, which already is installed on a PC, will play the sound.) Save the sound by right clicking on the Play/Copy link and selecting Save Target As from the list that displays. Some examples of other web sites are: Ver Page 55

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