Microsoft Office PowerPoint 2003

Transcription

1 Microsoft Office PowerPoint 2003 Designs, Masters and Graphics to Remember Anjal Smidt Computing Services

2 Table of Contents GETTING STARTED WITH TEMPLATES AND MASTERS... 1 USING A DESIGN TEMPLATE... 1 Creating a New Presentation with a Template... 1 Applying a Design Template to an Existing Presentation... 2 MASTER SLIDES... 2 Title and Slide Masters... 2 Multiple Slide Masters... 2 CREATE OR MODIFY A TEMPLATE... 3 Bullets... 3 Fonts... 3 Customizing the Color Scheme... 5 SAVING THE TEMPLATE... 6 ADDING GRAPHICS TO YOUR PRESENTATION... 7 EQUATIONS... 7 DRAWINGS... 7 PICTURES... 8 CLIPART... 9 DIAGRAMS... 9 WORDART...10 WORKING WITH GRAPHICS...11 POSITIONING GRAPHICS ON THE SLIDE...11 Aligning Objects Stacking Objects Using Connectors Grouping Objects GRAYSCALE VIEW FOR PRINTING...12 USING A GRAPHIC AS A BACKGROUND...12

3 Getting Started With Templates and Masters Using a Design Template Templates are used to maintain a consistent appearance in text, color and graphics throughout a presentation. PowerPoint comes with many templates to choose from, or you can create your own. Creating a New Presentation with a Template When opening PowerPoint, you will notice a task pane on the right-hand side with options for creating a new presentation. You can begin working with a blank presentation or choose a template. When you choose to create a presentation with a template, the Slide Design task pane opens. You can choose one of PowerPoint s templates, or click Browse to locate a template on your computer. Page 1

4 Applying a Design Template to an Existing Presentation Choose Slide Design from either the Format menu or the task pane dropdown list. Click the thumbnail of the design template to apply it to the entire presentation. To apply the design template to only the current slide, click the gray dropdown box next to the thumbnail. Master Slides Title and Slide Masters A presentation typically has a Title Master and a Slide Master. The Slide Master controls the appearance of all slide layouts except a title slide. If your new presentation only has a Slide Master, create the Title Master by selecting Insert New Title Master from the Insert menu. Multiple Slide Masters PowerPoint (XP and 2003) allows the use of multiple slide designs in one presentation. To create additional Slide Masters to be used in a presentation, select Insert New Slide Master from the Insert menu. The new Slide Master will be available to apply to individual slides. Page 2

5 Create or Modify a Template Bullets You can use any symbol, or even a small picture, as bullets. In the Slide Master view, place the cursor in the first level placement and choose Bullets and Numbering from the Format menu or the right-click shortcut menu. Choose one of the choices offered or click the Picture or Customize button. Fonts Changing the font on the master Open the Slide Master from the View menu. Select the text box and choose the font from the toolbar. Page 3

6 Changing the default font Changing the fonts on the Slide Master does not change the default font, which is used for all new objects (i.e. text boxes, AutoShapes, WordArt). To change the default font, select Font from the Format menu and change the font. If you did not select any text area on the slide, PowerPoint will use these settings for all new text objects. If you have selected any text, you will need to select the Default for new objects box. Replacing fonts If you are working with an existing presentation, you do not need to highlight the text and change it on each slide. From the Format menu, choose Replace Fonts. Select the font that is currently being used and replace it with one of the branded fonts. Embedding the fonts for sharing the presentation Opening your presentation on a computer that does not have these fonts installed may generate an error and PowerPoint will replace the fonts in your presentation. Likewise, if you need to share this file for review and revisions, others will be unable to maintain your fonts while editing the document. To save the fonts with your presentation, choose Save As from the File menu. Next, choose Save Options from the Tools menu of the Save dialogue window. Enable font embedding and select whether to embed all characters of the fonts or only those characters in use. To save the font for viewing, embed only those characters in use. If your presentation is being sent for review and editing, choose to embed all fonts. When ready for presenting, you can reduce the file size by changing your embedding options to only those characters in use. Page 4

7 Customizing the Color Scheme Changing the colors on individual items is tedious and time-consuming. Changing the color scheme not only changes the colors of all items presently in your presentation (i.e. text, background, graph elements), it sets to colors for new items in your presentation. Color schemes are found on the Design Layout task pane. To set your custom color scheme, which will be attached to your presentation, select Edit Color Schemes at the bottom of the color scheme pane. Choose an element and click change color. You can choose from the Standard tab, or switch to the Custom tab for more choices. Select a color by clicking in the window or enter the Red/Green/Blue (RGB) numbers for a specific color. Page 5

8 Repeat for each element in the Color Scheme. Your colors are now available so you can easily change the color of any object or text. Saving the Template Once your Presentation Design is complete, save it as a template so it can be used on other presentations. Simply choose Save as from the file menu and select Design Template from the Save As Type dropdown. Page 6

9 Adding Graphics to Your Presentation Equations Microsoft Office comes with a program called Equation Editor, which can be used to create complex equations in Office applications. To insert an equation in PowerPoint, choose Object from the Insert menu, then select Equation Editor. Once in equation mode, you will get a toolbar that contains various mathematical elements to build your equation. Drawings Drawn objects begin as AutoShapes. The AutoShapes toolbar is found on the Drawing toolbar and can be dragged to become a standalone toolbar. Page 7

10 To create a perfect square or circle, hold the Shift key while drawing the shape. When resizing a graphic, use the corner handle to maintain the dimensions of the drawing. To resize and change the dimensions, use one of the side handles. Some of the AutoShapes can be adjusted. Use the yellow handle to customize the shape. Pictures You can insert pictures on a slide using one of the content layouts, from the Insert menu, or from the Drawing toolbar at the bottom of the screen. Many different formats can be applied, such as shadows and 3D effects. Page 8

11 Clipart Insert clipart from the Drawing toolbar at the bottom of the screen. A task pane will open that will allow you to search for clipart based on keywords. Selecting a clipart will place it on the current slide. Diagrams Rather than creating a diagram using drawing tools, use one of the auto-formatted diagrams included in PowerPoint. The Diagram Gallery can be opened from the Insert menu. Begin by choosing one of the layouts. A basic template will be inserted on your PowerPoint slide. Fill in text in the available boxes. Use the Diagram toolbar to add shapes, or use the delete key on your keyboard to remove shapes. Page 9

12 Organization Charts are much easier than using the drawing tools, yet you can maintain control of the chart layout. WordArt WordArt creates a graphic made out of text. Insert WordArt from the Toolbar or the Insert Menu. You must first choose a style then enter the text. You now have a WordArt graphic. You can customize the graphic using the WordArt toolbar. Page 10

13 Working with Graphics Positioning Graphics on the Slide Tool to position graphics can be found on the right-click shortcut menu or the Drawing toolbar. To select multiple items for grouping, etc. use the Shift key as you click on each object. Aligning Objects The Align or Distribute submenu contains tools to position objects in relation to each other or the slide itself. Select multiple items, and then choose the type of alignment, such as aligning the bottoms of the objects. Stacking Objects The Order submenu allows you to adjust the order of stacked items, creating overlaps. You can also use the Alignment tools to create overlapped drawings. For example, to create a bullseye, draw a number of circles of different sizes. Select them all then use the Order menu items to stack them with the smallest on top and the largest on the bottom. Use the Align tools to center them vertically and horizontally. Using Connectors When creating flowcharts and handmade diagrams, you need to use lines to connect the drawn elements. If you use only standard lines and arrows, you will need to fix these connections every time you need to move one of the elements. Instead use connectors. Connectors attach themselves to the individual shapes and will move and adjust as along with the shape. When working with a connector, a red circle at the end indicates the line is connected to a shape. A green circle is unconnected. Unconnected lines and arrows will not adjust themselves with the shape. Page 11

14 Grouping Objects When you layer and align shapes and objects, you will want to group them into one item. Otherwise, every time you move the objects, you will have to fix the drawing, unless you remember to select all of the objects to be moved. To adjust individual elements, use Ungroup once the adjustments have been made, use Regroup to recreate the grouping without having to select the items again. Grayscale View for Printing Graphics can add interest to the screen presentation, but may be distracting in printed handouts. To change how graphic elements will print, first switch to Grayscale view from the toolbar or the View menu. Select the object then choose a setting from Grayscale settings on the Grayscale toolbar or the right-click shortcut menu. Note that PowerPoint views equations as graphics, so you will need to format the grayscale and color settings like other graphics. Using a Graphic as a Background You can use a picture as the background to your presentation. One way is to insert the picture on the slide master then resize it to fill the slide. Hold the shift key down as you resize the picture to maintain its proportions. The background picture will show on printed handouts using this method, unless you adjust the Grayscale settings. Page 12

15 The other way is to format the background as a picture. Select Background from the Format menu or the right-click shortcut menu. From the dropdown, choose Fill Effects. Go to the Picture tab and click the Select Picture button. The picture will not print on handouts unless you have Background Printing selected in the PowerPoint options. Page 13