Textbook

Microsoft
PowerPoint 2010
Microsoft Office Specialist 2010 Series

COURSEWARE 32461 EXAM 77 883
Achieve more
PowerPoint
Core Certification
Courseware 3246-1
Microsoft
2010
Exam 77-883 December 2010 CCI Learning Solutions Inc.
Preface
About This Courseware
MicrosoftOfficePowerPoint2010 CoursewareDeveloper:JonathanJacobsen MicrositeDeveloper:LorinLedger Editors:LynneMelcombe,LorinLedger CCIPublishingTeam:KellyHegedus,SueWong,KevinYulo This courseware is one in a series prepared by CCI Learning Solutions Inc. for use by students and instructors in courses on computer software applications. CCI designed these materials to assist students and instructors in making the learning process both effective and enjoyable. This training manual is copyrighted and all rights are reserved by CCI Learning Solutions, Inc. No part of this publication may be reproduced, transmitted, stored in a retrieval system, modified, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise without written permission of CCI Learning Solutions, Canada: 1-800-668-1669. The information in this courseware is distributed on an as is basis, without warranty. While every precaution has been taken in the preparation of this courseware, neither the author nor CCI Learning Solutions Inc. shall have any liability to any person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by the instructions contained in this courseware or by the computer software and hardware products described therein. CCI Learning Solutions Inc. would like to acknowledge the financial support of the Government of Canada through the Book Publishing Industry Development Program for our publishing activities. 2010 CCI Learning Solutions Inc. All rights reserved. ISBN: 978-1-55332-295-5 Printed in Canada
Working With the Data Files

The exercises in this courseware require you to use the data files provided for the book. Follow the instructions shown to download the data files for this courseware. 1 2 3 4 5 5 Launch your browser and navigate to the CCI Web site location http://www.ccilearning.com/data. Enter: 3246 in the Courseware # box and click .
Click Run in the File Download Security Warning window. (Alternatively, you can choose to Save the file to a location on your computer.) In the Internet Explorer Security Warning window click Run again. In the WinZip Self-Extractor dialog box, use the Browse button to specify the Windows Desktop as the location to unzip the file and then click Unzip. The 3246 Student Files folder containing the required student work files has now been downloaded to your desktop. It is recommended that you rename the folder using your own name before starting the exercises in this courseware. You can reinstall and use the work files as many times as you like.
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3246-1 v1.00 CCI Learning Solutions Inc.
Preface
What is the Microsoft Office Specialist Program?

The Microsoft Office Specialist Program enables candidates to show that they have something exceptional to offer proven expertise in certain Microsoft programs. Recognized by businesses and schools around the world, over 4 million certifications have been obtained in over 100 different countries. The Microsoft Office Specialist Program is the only Microsoft-approved certification program of its kind.
What is the Microsoft Office Specialist Certification?
The Microsoft Office Specialist certification validates through the use of exams that you have obtained specific skill sets within the applicable Microsoft Office programs and other Microsoft programs included in the Microsoft Office Specialist Program. The candidate can choose which exam(s) they want to take according to which skills they want to validate. The available Microsoft Office Specialist Program exams include*: Using Windows Vista Using Microsoft Office Word 2007 Using Microsoft Office Word 2007 - Expert Using Microsoft Office Excel 2007 Using Microsoft Office Excel 2007 - Expert Using Microsoft Office PowerPoint 2007 Using Microsoft Office Access 2007 Using Microsoft Office Outlook 2007 Using Microsoft SharePoint 2007
The Microsoft Office Specialist Program 2010 exams will include*: Microsoft Word 2010 Microsoft Word 2010 Expert Microsoft Excel 2010 Microsoft Excel 2010 Expert Microsoft PowerPoint 2010 Microsoft Access 2010 Microsoft Outlook 2010 Microsoft SharePoint 2010
What does the Microsoft Office Specialist Approved Courseware logo represent?
The logo indicates that this courseware has been approved by Microsoft to cover the course objectives that will be included in the relevant exam. It also means that after utilizing this courseware, you may be better prepared to pass the exams required to become a certified Microsoft Office Specialist.
For more information: To learn more about Microsoft Office Specialist exams, visit www.microsoft.com/learning/en/us/certification/mos.aspx To learn about other Microsoft approved courseware from CCI Learning Solutions, visit http://mos.ccilearning.com
The availability of Microsoft Office Specialist certification exams varies by Microsoft program, program version and language. Visit www.microsoft.com/learning for exam availability. Microsoft, Access, Excel, the Office Logo, Outlook, PowerPoint, SharePoint, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The Microsoft Office Specialist logo and the Microsoft Office Specialist Approved Courseware logo are used under license from Microsoft Corporation.
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Preface
Table of Contents
Table of Contents
Courseware Description ......................................................................................................................................................................... viii Course Series............................................................................................................................................................................. viii Course Prerequisites............................................................................................................................................................... viii System Requirements .............................................................................................................................................................. ix Classroom Setup ........................................................................................................................................................................ ix Course Design............................................................................................................................................................................................... x Course Objectives ...................................................................................................................................................................................... xi Conventions and Graphics ..................................................................................................................................................................... xii
Lesson 1: Getting Started

Lesson Objectives........................................................................................................................................................................................ 1 Looking at the Screen ................................................................................................................................................................................ 2 Viewing Screen Tips .................................................................................................................................................................. 3 Using the Quick Access Toolbar ............................................................................................................................................ 4 Using the Ribbon ........................................................................................................................................................................ 4 Creating New Presentations .................................................................................................................................................................... 6 Moving Around in Presentations ........................................................................................................................................................... 8 Managing Presentations ......................................................................................................................................................................... 10 Saving Presentations............................................................................................................................................................... 10 Working with the Compatibility Mode ............................................................................................................................. 12 Switching Between Presentations ...................................................................................................................................... 12 Closing a Presentation ............................................................................................................................................................ 14 Opening a Presentation ......................................................................................................................................................... 16 Creating and Formatting Slides ............................................................................................................................................................ 17 Inserting New Slides ................................................................................................................................................................ 17 Duplicating Slides .................................................................................................................................................................... 17 Inserting Slides from Existing Presentations ................................................................................................................... 18 Inserting Slides from an Outline .......................................................................................................................................... 18 Deleting Slides .......................................................................................................................................................................... 18 Changing the Slide Layout .................................................................................................................................................... 19 Adding a Slide Header or Footer ......................................................................................................................................... 23 Using Themes ............................................................................................................................................................................ 23 Modifying Slide Backgrounds .............................................................................................................................................. 24 Changing the Presentation Page Setup ........................................................................................................................... 27 Organizing Slides....................................................................................................................................................................................... 28 Using the Slide Sorter ............................................................................................................................................................. 28 Using Sections ........................................................................................................................................................................... 29 Review Questions ...................................................................................................................................................................................... 32 Lesson Summary........................................................................................................................................................................................ 32
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Preface
Lesson 2: Working with Text

Lesson Objectives...................................................................................................................................................................................... 33 Adding Text ................................................................................................................................................................................................. 34 Using the Spelling Checker ................................................................................................................................................... 35 Using the Thesaurus ................................................................................................................................................................ 37 Using Bullets and Numbering ............................................................................................................................................................... 40 Applying Bullets ........................................................................................................................................................................ 40 Applying Numbering .............................................................................................................................................................. 41 Promoting and Demoting Lists ........................................................................................................................................... 42 Formatting Text ......................................................................................................................................................................................... 45 Formatting Text Characters .................................................................................................................................................. 45 Using the Format Painter....................................................................................................................................................... 46 Clearing Formatting ................................................................................................................................................................ 46 Formatting Paragraphs .......................................................................................................................................................... 47 Indenting Text ........................................................................................................................................................................... 48 Cutting, Copying and Pasting Text...................................................................................................................................................... 50 Using the Office Clipboard .................................................................................................................................................... 51 Using Drag and Drop .............................................................................................................................................................. 52 Formatting Placeholders ....................................................................................................................................................... 53 Using Text Boxes........................................................................................................................................................................................ 55 Sizing and Positioning Text Boxes ...................................................................................................................................... 56 Formatting Text Boxes............................................................................................................................................................ 58 Using the Selection Pane ....................................................................................................................................................... 59 Changing the Order, Alignment, Orientation and Rotation ...................................................................................... 60 Rotating a Text Box .................................................................................................................................................................. 62 Reusing Formatting ................................................................................................................................................................. 62 Setting Tabs Inside a Text Box ............................................................................................................................................. 64 Creating Columns .................................................................................................................................................................... 66 Using WordArt ............................................................................................................................................................................................ 67 Inserting, Modifying, and Deleting WordArt................................................................................................................... 67 Changing the WordArt Shape .............................................................................................................................................. 67 Formatting WordArt ................................................................................................................................................................ 67 Review Questions ...................................................................................................................................................................................... 69 Lesson Summary........................................................................................................................................................................................ 69
Lesson 3: Working with Illustrations and Other Media

Lesson Objectives...................................................................................................................................................................................... 71 Using Pictures ............................................................................................................................................................................................. 72 Inserting Pictures from Files ................................................................................................................................................. 72 Modifying Pictures .................................................................................................................................................................................... 74 Crop a Picture ............................................................................................................................................................................ 77 Change a Picture ...................................................................................................................................................................... 78 Compressing Pictures ............................................................................................................................................................. 78 Inserting Clip Art ....................................................................................................................................................................... 80 Inserting Shapes ........................................................................................................................................................................................ 81 Selecting Illustrations and Shapes...................................................................................................................................... 81 Modifying Illustrations and Shapes .................................................................................................................................... 83 Applying Quick Styles ............................................................................................................................................................. 84
Preface
Table of Contents
Inserting Hyperlinks.................................................................................................................................................................................. 85 Arranging Illustrations and Shapes ..................................................................................................................................................... 86 Using the Ruler .......................................................................................................................................................................... 87 Using Gridlines and Guides ................................................................................................................................................... 87 Sizing, Scaling, and Rotating Content ............................................................................................................................... 88 Changing the Order of Content .......................................................................................................................................... 91 Grouping and Ungrouping Content .................................................................................................................................. 91 Aligning Content ...................................................................................................................................................................... 91 Inserting a Photo Album ......................................................................................................................................................................... 93 Working with SmartArt ............................................................................................................................................................................ 94 Using the Text Pane ................................................................................................................................................................. 95 Modifying SmartArt Diagrams .............................................................................................................................................................. 97 Using SmartArt Styles ............................................................................................................................................................. 97 Changing the Diagram Type ................................................................................................................................................ 98 Changing the Orientation ..................................................................................................................................................... 99 Adding or Removing Shapes ............................................................................................................................................. 100 Converting Text to SmartArt ............................................................................................................................................. 101 Converting SmartArt to Text or Shapes ......................................................................................................................... 102 Inserting Media Clips ............................................................................................................................................................................. 103 Using Sounds .......................................................................................................................................................................... 103 Using Movies........................................................................................................................................................................... 105 Review Questions ................................................................................................................................................................................... 107 Lesson Summary..................................................................................................................................................................................... 107
Lesson 4: Working with Charts and Tables

Lesson Objectives................................................................................................................................................................................... 109 Inserting Charts ....................................................................................................................................................................................... 110 Changing the Chart Type ................................................................................................................................................... 111 Selecting and Editing Chart Data ..................................................................................................................................... 114 Changing the Chart Style.................................................................................................................................................... 114 Formatting the Chart Shape .............................................................................................................................................. 115 Changing the Size and Position of a Chart ................................................................................................................... 116 Adding Chart Elements ....................................................................................................................................................... 117 Formatting Chart Elements................................................................................................................................................ 118 Using Tables ............................................................................................................................................................................................. 121 Inserting Tables ...................................................................................................................................................................... 121 Drawing Tables ...................................................................................................................................................................... 121 Working with Text in Tables .............................................................................................................................................. 122 Formatting a Table................................................................................................................................................................ 124 Changing the Alignment or Orientation ....................................................................................................................... 125 Changing Row and Column Size ...................................................................................................................................... 127 Using Table Styles ................................................................................................................................................................. 127 Inserting Tables from Microsoft Word or Microsoft Excel ....................................................................................... 129 Lesson Summary..................................................................................................................................................................................... 130 Review Questions ................................................................................................................................................................................... 130
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Preface
Lesson 5: Enhancing Presentations

Lesson Objectives................................................................................................................................................................................... 131 Using Animation ..................................................................................................................................................................................... 132 Applying, Changing, or Removing Animations .......................................................................................................... 132 Changing Animation Settings........................................................................................................................................... 137 Removing Animations ......................................................................................................................................................... 140 Using the Animation Painter ............................................................................................................................................. 140 Inserting and Modifying Action Buttons ....................................................................................................................... 141 Using Slide Transitions ......................................................................................................................................................................... 142 Using Slide Masters ................................................................................................................................................................................ 144 Formatting a Slide Master .................................................................................................................................................. 145 Formatting a Notes or Handout Master......................................................................................................................... 145 Adding Presenter Notes ....................................................................................................................................................................... 146 Review Questions ................................................................................................................................................................................... 147 Lesson Summary..................................................................................................................................................................................... 147
Lesson 6: Reviewing Presentations

Lesson Objectives................................................................................................................................................................................... 149 Reviewing Presentations ..................................................................................................................................................................... 150 Inserting Comments............................................................................................................................................................. 150 Modifying Comments .......................................................................................................................................................... 150 Compare and Combine Presentations ........................................................................................................................... 152 Protecting a Presentation .................................................................................................................................................................... 153 Setting Passwords ................................................................................................................................................................. 153 Marking a Presentation as Final........................................................................................................................................ 154 Using Document Properties ............................................................................................................................................................... 156 Using the Document Inspector ........................................................................................................................................ 156 Printing Presentation Items ................................................................................................................................................................ 157 Sending a Presentation to Microsoft Word .................................................................................................................. 159 Review Questions ................................................................................................................................................................................... 160 Lesson Summary..................................................................................................................................................................................... 160
Lesson 7: Delivering a Presentation

Lesson Objectives................................................................................................................................................................................... 161 Sharing a Presentation ......................................................................................................................................................................... 162 Packaging Presentations for a CD.................................................................................................................................... 163 Broadcasting a Presentation.............................................................................................................................................. 164 Using E-mail ............................................................................................................................................................................ 165 Saving to the Web ................................................................................................................................................................. 166 Using SharePoint ................................................................................................................................................................... 167 Publishing Presentations .................................................................................................................................................... 169 Saving in Other Formats ...................................................................................................................................................................... 169 Save in an Earlier PowerPoint Format ............................................................................................................................ 169 Creating PowerPoint Shows .............................................................................................................................................. 170 Save a Presentation as a PDF or XPS File ....................................................................................................................... 170 Save a Presentation as Images .......................................................................................................................................... 172 Save a Presentation as a Video ......................................................................................................................................... 172 Save a Presentation as an Outline ................................................................................................................................... 173 Save a Presentation as an OpenDocument .................................................................................................................. 174
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Preface
Table of Contents
Running the Slide Show ....................................................................................................................................................................... 174 Customizing the Slide Show ............................................................................................................................................................... 176 Setting Slide Show Options ............................................................................................................................................... 176 Hiding One or More Slides ................................................................................................................................................. 177 Using Custom Shows ........................................................................................................................................................... 178 Using Presentation Tools ..................................................................................................................................................................... 179 Rehearsing a Presentation................................................................................................................................................................... 180 Customizing Rehearsed Timings...................................................................................................................................... 180 Recording a Presentation .................................................................................................................................................................... 181 Using Presenter View ............................................................................................................................................................................ 182 Review Questions ................................................................................................................................................................................... 182 Lesson Summary..................................................................................................................................................................................... 183
Appendices
Appendix A: Courseware Mapping ................................................................................................................................................... A 2 Appendix B: Glossary of Terms ........................................................................................................................................................... A 4 Appendix C: Index ................................................................................................................................................................................... A 6
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Preface
Course Description
Microsoft PowerPoint 2010 Core teaches the information worker how to create and manage presentations using a variety of core and intermediate features. Some topics may appear to be basic skill sets but are discussed in more detail, exploring at a higher level different options that can be chosen or applied for that skill set. Students who complete this course will have reviewed all of the exam objectives and be on their way to preparing for Microsoft PowerPoint 2010 Core Exam #77-883.
Course Series
This Microsoft PowerPoint 2010 courseware is one of seven courses in CCIs Microsoft Office Specialist 2010 series. Other courses available in the series include: Word 2010 Core Excel 2010 Core Outlook 2010 Access 2010 Word 2010 Expert Excel 2010 Expert
The Microsoft Office Specialist 2010 Series contains exercises that students can use to learn each of the features discussed. Additional resources to practice and apply the skill sets are available from the CCI Office 2010 Microsite. Students are encouraged to register at http://2010.ccilearning.com in order access these additional activities both during and after completing the course. Instructor Resources are available and are produced specifically to help and assist an instructor in preparing to deliver the course using the CCI materials. Contact your coordinator or administrator, or call your CCI Account Manager for information on how to access these resources.
Course Prerequisites
This course is designed for students who are familiar with personal computers, using a keyboard and using a mouse. The course assumes that students have completed the Microsoft Windows course or have equivalent Microsoft Windows knowledge and experience.

start and run Windows use the taskbar use the Start button use the Help feature
use Minimize, Restore Down/Maximize, or Close use the left and right mouse buttons appropriately understand file management techniques navigate between files, folders, or drives
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Preface
System Requirements
According to the Microsoft Office System Users Guide, you must have the following in place prior to using the program: personal computer with a 500 megahertz (MHz) processor or higher 1 gigabyte (GB) hard disk drive to save the files used in this courseware 256 megabytes (MB) RAM or higher 1024x 768 or higher resolution monitor Windows XP with Service Pack (SP) 3 (32-bit), Windows Vista with SP1 (32-bit or 64-bit), Windows Server 2003 R2 (32-bit or 64-bit) with MSXML 6.0 installed, Windows Server 2008 with SP2 (32-bit or 64-bit), Windows 7 (32-bit or 64-bit) mouse or other pointing device compatible with Windows
In the materials contained in this courseware, we assume that you have met these criteria, and that you have successfully installed both Windows and Excel on your computer.
Classroom Setup
The features and exercises shown in this courseware were developed using the standard installation of Microsoft Office 2010 on a system with Windows 7.0. If your computers have Windows Vista installed, you will need to adjust accordingly to accommodate for the differences in dialog boxes when saving or opening files. It is likely your instructor set up the classroom computers based on the system requirements to run the software for this course. Most software configurations on your computer are identical to those on your instructors computer. However, your instructor may use additional software to demonstrate network interaction or related technologies.
MMM
More Materials on the Microsite!
The Microsoft Office Specialist Series contains exercises that students can use to learn each of the features discussed. More materials to practice and apply the skill sets are available from the CCI Office 2010 Microsite. Students are encouraged to register at http://2010.ccilearning.com in order access these additional activities both during and after completing the course.
Preface
Course Design
This course book was developed for instructor-led training and will assist you during class. Together with comprehensive instructional text and objectives checklists, this course book provides easy-to-follow hands-on lab exercises and a glossary of course-specific terms. This course book is organized in the following manner:
Microsoft PowerPoint 2010

Table of Contents Lessons Lesson Objectives Narrative Text
Graphics Tips and Tricks Tech Notes
Exercises
Graphics Tips and Tricks Tech Notes
Lesson Summary Lesson Review Appendices Software Setup Courseware Mapping Exam Preparation Glossary of Terms Index
When you return to your home or office, you will find this course book to be a valuable resource for reviewing exercises and applying the skills you have learned. Each lesson concludes with questions that review the material. Lesson review questions are provided as a study resource only and in no way guarantee a passing score on a certification exam. Appendices in the back of this course book provide additional information.
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Preface
Course Objectives
This course book teaches the skills you will need to successfully complete the PowerPoint 2010 Core exam. These skill sets are introduced using a fictional company named Tolano Adventures, a travel service that is a department within Tolano Environmental Consulting. Tolano Adventures offers tours to the public that are friendly to the environment. You will use PowerPoint to create and edit professional-looking presentations for a variety of purposes and situations, as well as explore different ways to share the information with internal and external customers. After completing this course, you will be able to:
understand and describe the concept of

electronic presentations
identify the basic components of

PowerPoint identify screen symbols use the Quick Access Toolbar use the Ribbon create a presentation use Backstage to save, open, close, and create new presentations switch between presentations move around a presentation insert, rearrange, and delete slides organize slides into sections change slide layouts and backgrounds apply and modify presentation themes insert and modify text in placeholders create and format bulleted and numbered lists format text cut, copy, and paste text indent text insert, modify, and delete text boxes create, modify, and delete WordArt add graphics from a variety of sources manipulate graphics insert and modify shapes and illustrations insert and modify SmartArt insert and modify audio and video create a chart
manipulate chart elements create a table format and enhance a table animate slide elements adjust animation timing apply slide transitions edit a slide master enter presenter notes insert, modify and delete comments view and hide comments compare and combine presentations prevent changes to your presentation mark a presentation as final review and edit document properties print a presentation create handouts compress images use the Package for CD feature broadcast a presentation share a presentation via email save in a different file formats set up and run a slide show create custom shows rehearse a slide show hide slides use slide show presentation tools record a presentation use presenter view
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Preface
Conventions and Graphics

The following conventions are used in CCI learning materials. File Names or Database Field Names Exercise Text Procedures Features or Command Options File names or database field names are indicated in italic font style.
Content to be entered by the student during an exercise appears in Consolas font. Procedures and commands you are instructed to activate are indicated in bold font style. Menu options and features are listed in the left hand column and corresponding descriptions are in the right hand column.
The following graphics are used in CCI learning materials. Specific Keyboard Graphics to easily identify the key to press on the keyboard.
1.3
This icon indicates the numbered objective from the Microsoft Office Specialist exam being covered in this topic. Refer to the Appendix for a complete listing of exam objectives.
Notes, tips or tricks or alternative ways to accomplish a task are shown as memo notes.
Technical Notes point out exceptions or special circumstances that you may find when working with a particular procedure, or may indicate there is another method to complete the task.
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See: Understanding Basic Terminology
Whenever you see this icon, navigate to http://2010.ccilearning.com for More Materials on the Microsite. These additional activities include online exercises, creative application exercises, fun activities and additional review. Theyre designed to give you more practice using Excel 2010. Use the microsite in class or at home to practice some of the skills you are having trouble mastering, or to try your skills using different materials.
Learn the Skill

In this exercise, you will learn how to insert text in the Slide pane.
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Preface
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Microsoft
PowerPoint
2010
Core Certification
Lesson 1: Getting Started

Lesson Objectives
In this lesson, you will be introduced to PowerPoint screen elements and you will learn to use these to assist in creating new presentations. You will also look at some file management tools available in PowerPoint. Upon completion of this lesson, you should be able to:

identify elements on the screen use the Quick Access Toolbar use the Ribbon identify screen symbols create a presentation use Backstage to save, open, close, and create new presentations
switch between presentations move around a presentation save in different file formats insert, rearrange, and delete slides organize slides into sections change slide layouts and backgrounds apply and modify presentation themes
Lesson 1
Getting Started
Looking at the Screen

When PowerPoint starts, a new document opens and the screen displays as follows: 1.3
Control Icon File Tab Quick Access Toolbar Ribbon Tab Help Minimize the Ribbon Ribbon Title Bar
Previous Slide
Group
Next Slide
Status Bar
Split Bar
Notes Pane
View Buttons
Zoom Slider
Control Icon Quick Access Toolbar Title Bar
This enables you to perform important functions, such as sizing, moving, and closing application windows. Located above the Ribbon, this provides direct access to frequently used commands. You can customize the toolbar to contain commands you use regularly. Located at the top of the screen, the title bar displays the contents of the window (for example, Presentation2 Microsoft PowerPoint, Staff Retreat 2011 - Microsoft PowerPoint). If more than one window is open on the screen, the one with a title bar that is a different color or intensity is the active window. Clicking on this displays the Help window; Microsofts Help option links to the Microsoft Web site for the latest information. You can also use the help topics installed with Office. Minimizing the Ribbon displays the Ribbon Tabs only, enabling you to see more lines of text in the document on screen. This collection of tabs provides quick access to commands organized into groups according to the type of function, such as File, Home, Insert, and Design.
Microsoft PowerPoint Help Minimize the Ribbon Ribbon
Getting Started Ribbon Tab
Lesson 1 Each tab represents a group of commands for specific purposes, such as editing, inserting graphics, viewing options, and doing page layout. The area shown when the File tab is selected is called Backstage, as it doesnt show a presentation. Each tab contains groups of related commands to edit, format, or enhance items in your documents. Some groups have a Dialog box launcher button at the bottom right that displays a dialog box or window with more commands and options. This pane allows you to switch from the Outline Pane (where you can view miniatures of each slide in the presentation) to the slide itself (where you can enter text). You can use this to increase or decrease the size of the Slides/Outline pane. This pane allows you to view or enter contents of a slide. The vertical scroll bar allows you to move up and down within the presentation. The horizontal scroll bar only appears if the presentation is wider than the screen display; you can use it when you want to move sideways within the presentation. These buttons allow you to move from one slide forward to the next or back to the previous one in the presentation. Use this pane to enter notes about the slide, such as speaker notes, reminders, or extra information. In this view of PowerPoint, you can only enter text, not graphics. The status bar displays document information, such as current page, total number of words, proofing errors, and language. It also displays the View buttons and the Zoom slider at the far right. These buttons enable you to alternate quickly between different views of a presentation. Use Normal to view and edit slides; Slide Sorter to view and organize all the slides in a presentation; Reading to view the presentation as if it were a show; and Slide Show to view the presentation as if you were delivering it to an audience. Click the buttons at either side of the slider to increase or decrease the zoom percentage by 10%, or drag the slider button to choose a particular zoom percentage. PowerPoint displays the current zoom percentage in the Zoom level button, which is at the right of the View buttons. You can also click this button to set a custom or specific zoom percentage. Click the button to the far right of the zoom buttons to fit the slide within the PowerPoint window.
Ribbon Group
Slides/Outline Pane Split Bar Slide Pane Scroll Bars
Previous Slide/ Next Slide Notes Pane Status Bar
View Buttons
Zoom Slider
The previous screen displays commonly used areas of the PowerPoint screen. However, because you can customize the screens appearance, not all the parts described above always appear. For instance, you can choose to turn the ruler on if you want to set a tab to align specific information on the slide, and then turn it off again to maximize the workspace on your screen. You can also set up or turn off defaults, such as the Mini toolbar or Live Preview, for each new presentation.
Viewing Screen Tips

ScreenTips help identify buttons or elements on the tabs of the Ribbon and the screen. To view a ScreenTip, position the mouse cursor over the item. A tip then displays the name of the button along with a description of its purpose. For some items, a keyboard shortcut may also display as an alternative way to activate this feature.
Lesson 1
Getting Started
You can choose to show or hide a number of the elements shown in this section. In most cases, set items by clicking the File tab, clicking Options and then clicking the General or Advanced categories.
Using the Quick Access Toolbar

The Quick Access Toolbar, at the left of the title bar above the Ribbon, includes buttons for frequently used commands. By default, this toolbar contains the PowerPoint control icon, and the Save, Undo, Redo, and Customize Quick Access Toolbar buttons. Use the last button to customize or display those commands you use frequently, such as new blank document, print, or spell check.
PowerPoint control icon
Undo
Redo
Save
Customize Quick Access Toolbar
To customize the Quick Access Toolbar, use one of the following methods: Click Customize Quick Access Toolbar and click a button from the displayed list, or click More Commands; or click File, click Options, and then click Quick Access Toolbar; or right-click anywhere on the Ribbon, click Customize Quick Access Toolbar, and either click a button from the list or click More Commands. To move the Quick Access Toolbar to below the Ribbon: Click Customize Quick Access Toolbar and then click Show Below the Ribbon; or right-click the Ribbon, click Customize Quick Access Toolbar, and then click Show Quick Access Toolbar Below the Ribbon.
Using the Ribbon

The Ribbon can help you find the commands you require quickly. Commands are grouped on tabs with each tab relating to a type of activity, such as adding images to a slide, changing a slides design, or adding animation and slide transitions. You can customize the Ribbon to display those commands you use most often in a particular order, or to add or remove commands for a Ribbon tab (not covered in this course). To reduce screen clutter, contextual tabs (such as Drawing Tools, Picture Tools, and Table Tools) appear only when they are applicable to the task or selected object.
Getting Started
Lesson 1
A button that appears in a different color or has an outline is active; many buttons deactivate when you click the same button again or click another choice. For instance, the Bold command can be applied to selected text by clicking that button. While active, it has a different color and outline. To turn off the boldface, click the same button again. Each tab on the Ribbon contains groups with similar commands. For example, the Home tab includes a group called Font, which contains buttons for formatting text characters; the Insert tab includes a group with different types of graphics or illustrations that can be inserted into a document. If a group shows a feature with a scroll bar, it also has a More button below the bottom scroll button that you can click to display the full list or gallery of options for that feature.
As you point the mouse cursor at an option in the gallery, PowerPoint displays a Live Preview showing what the selected item will look like if you apply this feature. You can turn off this feature in the Options.
You can click the dialog box launcher button at the lower right of any group to display a dialog box, window, or task pane offering more options for this group of features.
Dialog Box
Window/Task Pane
With a dialog box, you can change options for the selected feature, click a button to apply them, and then close the dialog box. However, a task pane remains open on the screen so that you can make ongoing changes; for example, the Office Clipboard task pane shows items that have been cut or copied to the clipboard and are available for pasting into one or more slides. You can minimize the Ribbon to show more of a presentation on the screen. To minimize the Ribbon: Use the button at the far right of the top of the Ribbon; or double-click any of the ribbon tabs; or right-click anywhere on the Ribbon and then click Minimize the Ribbon; or press + . 5
Lesson 1
Getting Started
You can also access commands on the Ribbon using keyboard shortcuts. Windows programs use many of the same keyboard shortcuts; for example, you can press + to copy, + to save, and + to print. To display the keyboard buttons for the commands in the Ribbon, press or .
When you press the key for the appropriate tab, Word displays that tab with all the keyboard shortcuts you need to select a command or feature from that group. For example, pressing displays the Home tab with the keyboard shortcuts you need to execute any action on that tab.
If you then press L, you will access the Slide Layout command, which will display a gallery of options. You can also use the keyboard to: Access another tab; with the Ribbon active, press or to move to the appropriate tab. Change the highlight or focus from the active tab, the status bar, or your document by pressing . For example, press to switch view modes from the document to the status bar; then press to move to the Full Screen Reading button and, when it is highlighted, press . Display a shortcut menu for the selected command by pressing + . Move from the tab to the command in the first group. Press to move to the next command or + to move to the previous command. Note that you can only do this after you have pressed or to display the keyboard shortcuts on the Ribbon. Activate the selected command by pressing Exit or cancel a selection at any time by pressing once to return to your document. . . Note that you may need to press more than
Creating New Presentations

When you start PowerPoint, a new blank presentation screen appears. You can begin entering information immediately or choose a different presentation layout from a variety of pre-designed templates. There are no restrictions to how many presentations you can create and work on at one time; the only limitation may be the amount of memory your system has to display numerous presentations at once. To create a new blank presentation, use one of the following methods: Click File, click New, click Blank presentation, and then click Create; or press ; or to use a template, click File, click New click a template, and then click Create. +
Getting Started
Lesson 1
Blank Presentation
This creates a blank presentation, similar to the one PowerPoint displays when you start the program. It contains only the title slide with no colors or design elements, ready for you to enter text. You can then create your own content and apply your own choice of colors, backgrounds, images, and so on. This displays a list of templates used recently so you dont have to search for the one you want in the Office.com Templates area. In this area, you can select a sample template pre-designed with suggestions for text, colors, backgrounds, images, and so on. You type the text and make the design changes that you want. These are pre-designed themes with specific backgrounds and colors; all you need to do is add slides and text. Create a presentation using an existing template designed by you or a colleague, which may include suggestions for text on your slides and application of colors, backgrounds, and images; you simply type in the text you want. Use a presentation that is already written and designed, and apply new content and design components. This list of templates can include those that came with the software and those you have previously downloaded from Microsofts Office templates Web site.
Recent Templates Sample Templates Themes My templates
New from existing Office.com Templates
Lesson 1
Getting Started
Moving Around in Presentations

When you have a presentation open with multiple slides, small pictures of each slide appear in the Slides/Outline pane on the left of the screen. You can move through the presentation or select a specific slide using one of the following methods: Click a slide in the Slides/Outline pane; or use the scroll bar on the right of the screen; or press press press press or or or or to move forward one slide; or to move backward one slide; or
to move to the first slide; or to move to the last slide.
Learn the Skill

In this exercise, you will create a presentation using one of the Office.com templates and then another one from a sample template.
1 2 3
Start PowerPoint, if it is not already active. Click the File tab and then click New. In the Office.com Templates area, click Presentations.
Click Business for the category and then click Teamwork presentation. Click Download.
Getting Started
Lesson 1
You can also double-click the presentation name to download it.
You have successfully created a new presentation using a template provided by Microsoft. 5 6 Click File and then click New. In the Available Templates and Themes area, click Sample templates.
Click Project Status Report and then click Create.
Lesson 1
Getting Started
8 9
Press first slide.
to navigate to the next slides in the presentation and then press
to return to the
Leave both presentations active on the screen (you will learn how to save these in the next section).
Managing Presentations
1.1 1.2 As you begin working with presentations, you need to consider how to organize your files for easy access. File organization includes how you name the file, where you save it, what specific file types are, and whether you want to add or change the properties of a file to make it easier to find later. The Save commands are located in Backstage via the File tab.
Saving Presentations
It is important to save your files as you work on them so that you will be able to use them again. To save your file, you must name it. When choosing a name, consider the following: The file name can be a maximum of 255 characters (including the drive and folder path), and may not include these characters: / \ : * ? < > | Give the file a name that will help you identify its contents quickly. PowerPoint automatically assigns a .pptx extension or file type at the end of the file name. You only have to type in the name for the presentation. When the file name appears in a shaded box, begin typing the new file name to insert the new file name for this presentation. Use the arrow direction keys to move anywhere in the existing file name to add or delete characters. The first time you save a new presentation, you will see the Save As dialog box. The next time you want to save changes to the existing presentation, you can use one of the Save methods. To save an existing presentation with a new name, click File and then click Save As.
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Getting Started
Lesson 1
To save a presentation as a different file type, such as an earlier version of PowerPoint, use Save as type in the Save As dialog box and select the appropriate file format.
By default, Windows sets up the Documents folder to store files, and PowerPoint draws on this. However, you are not restricted to this folder. You can: Create your own folders to help organize files by clicking New folder on the command bar in the Save As dialog box. Save in any location that you can access, such as the hard drive, a flash disk, or a network drive.
If you are unsure whether you have saved a file previously, check the title bar or use Save As to give the file a different name, thereby ensuring you have a copy of the current document on screen. If the file already exists in one location, you can save the same file to another location. Be careful with files that have the same name in different locations, as you may need to use other tools to help you and others determine which one is the most current or valid version. To view the file type or extension, turn on this option using Windows Explorer. Click Organize, Folder and search options and then, on the View tab, deselect the Hide extensions for known file types. Showing file types is helpful when determining which file you want to use (that is, where two files have the same name and one shows the PowerPoint 2010 and 2007 formats [.pptx] while the other shows the PowerPoint 2003 format [.ppt]). To save changes made to the current document using the same file name, use one of the following methods: Click File and then Save; or on the Quick Access Toolbar, click press + . Save; or
You can use Views in the Save As dialog box to change the display of folders and files to suit your personal preferences. You can change some of the default save options in the PowerPoint options. For example, you can change the default format in which presentations are saved to an earlier version of PowerPoint, and change the default location to another folder. These options are accessed by clicking the File tab, then Options, then Save.
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Lesson 1
Getting Started
Working with the Compatibility Mode

Occasionally, when working with documents saved in a different format than PowerPoint 2010, you may find there are difficulties working with the file, such as formatting options or diagrams that cannot be changed. PowerPoint provides tools to check the document to ensure it is compatible with earlier versions, or to convert the document automatically to PowerPoint 2010. These tools are available in Backstage via the File tab and the Info category.
If PowerPoint detects any errors between the versions, you will be notified of these and may need to convert the entire file. For instance, the SmartArt illustration is a feature that does not exist in versions prior to PowerPoint 2007. If you continue with the conversion, this diagram changes to a drawing object and cannot be modified or ungrouped. To run the compatibility checker, click File and, with Info selected, click Check for Issue and then click Run Compatibility Checker. Power Point then lists any features in your presentation that are not supported by an earlier version of the program, as well as the number of occurrences in the presentation. You can then click Help to find a solution that will allow you to resolve the incompatibility manually. To convert a document saved in another file format to the PowerPoint 2010 format (.pptx), click File, click Info, and then click Convert. PowerPoint asks you to save the file, preferrably with a different name than the original. A list appears, itemizing changes between the versions that can be converted to PowerPoint 2010. This does not change the original document; rather, it creates a new document in which old features are updated to PowerPoint 2010 features and format. Note that not all elements created in another format can convert or are compatible with PowerPoint 2010.
Switching Between Presentations

When you have multiple presentations open at one time, you can switch between these quickly and easily using one of the following methods: On the View tab, in the Window group, click Switch Windows; or
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Getting Started
Lesson 1
click the PowerPoint button or presentation on the taskbar to display a preview or switch to that presentation (depending on your version of Windows).
Learn the Skill

In this exercise, you will save two of the three active presentations you have available. You will also save one of these presentations in an earlier version of PowerPoint so someone in a branch office can access it, as they do not have PowerPoint 2010 as yet. 1 With the Project Status Report presentation active (it should be the last one you created from the previous exercise), click File and then click Save.
Hint: The default location is the desktop folder where the student data files are stored. Please refer to the Preface to this courseware if you do not have the student data files, or check with your instructor for the location to use. Notice that PowerPoint displays the Save As dialog box even though you clicked the Save command. PowerPoint has identified that this is the first time you are saving this file. 2 In the File name field, type: Student at the end of the existing name. Then click Save. 13
Lesson 1 The title bar should have changed to show the new name of this presentation.
Getting Started
Now save the file in a different format for a colleague in another branch. You will also create a new folder to organize files not saved in 2010 format. 3 4 5 6 Click File and then click Save As. On the Windows Organize Bar, click New Folder. Type: AU Office and press once more to open this folder. . Press
In the Save as type field, click the arrow and then click PowerPoint 97-2003 Presentation. Keep the same file name and then click Save.
This window indicates that there are items in the presentation that may not work the same with the earlier version of PowerPoint. The colleague will need to have at least Office 2007 installed before he or she can make full changes to the presentation. 7 For the purpose of this exercise, click Continue. PowerPoint saves the file and shows that it was saved in Compatibility Mode, which means that it will still be possible for other users to modify aspects of the presentation in earlier versions of PowerPoint. 8 9 Point at the PowerPoint icon in the Windows taskbar and then click the Teamwork presentation created earlier. On the Quick Access toolbar, click Save.
10 In the File name field, type: TeamworkStudent and then click Save. The title bar should also reflect the new file name.
Closing a Presentation
Once you have finished editing or revising a presentation, you should close it to clear the screen and memory so that you can start or open another presentation without leaving old files on your screen. Although you can have multiple presentations open at one time, close those you do not currently need saves on memory and processing time. PowerPoint displays each document in its own window; with this in mind, use one of the following methods to close a presentation and the PowerPoint application: Click Close for the PowerPoint application; or click File and then Close; or press + or + ; or
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Getting Started
Lesson 1
point at the PowerPoint button in the taskbar and then, in the window with the presentations, click the button for that file. Using the last two methods to close all files keeps the PowerPoint application open after you close the last presentation on screen. The first method displays the Windows desktop once all presentations and the application are closed; this option can be changed using Show all windows in the Taskbar in the Options command of the File tab. If you add or change something in a new or existing presentation that has not been saved yet, PowerPoint always prompts with the option of saving the document.
When you close all presentations in PowerPoint, the application remains open. Without any presentations open (not even a new blank one), the screen looks similar to the following:
Notice that no options are available to you other than the File tab; this is a reminder that there are no presentations active, and you must either create a new presentation or open an existing one before the features become available.
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Lesson 1
Getting Started
Learn the Skill

In this exercise you will close all the presentations currently active on the screen.
1 2
Click File and then Close. Press + to close the remaining presentation.
The application program is still active but no files are open on the screen. To verify this, notice that no buttons on the ribbons are available to you.
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Opening a Presentation
You can open a presentation from any location to work on it. You can open as many presentations as needed; the only limitation is the amount of memory available on your system. Use one of the following methods to open a presentation: Click File, click Recent, and then click the file from the list of recent presentations; or
Opening, Saving and Closing a Presentation Online Exercise
Note: PowerPoint displays the recent presentations in the same order as you opened them, with the most recent at the top of the list. As you reach the maximum number of files that show in this list, the oldest drops from the list. You can click the pin icon to the right of the file name to ensure that this file remains in the list until it is unpinned. By default, you can see up to 20 recent presentations at a time, but you can customize this number to suit your needs. click File and then click Open; or press + or + . Once the Open dialog box displays, you can navigate using the mouse or keyboard to display the files or folders and then use one of the following methods to open a presentation: Click the file name; or point on the file name to select it, and then click Open or press ; or if the file is stored in a different location, navigate to the location and then use one of the above methods to open a file.
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Getting Started
Lesson 1
Learn the Skill

In this exercise, you will open some presentations.
Your screen may show files in the list created by other users on this computer.
1 2 3
Click File and notice the files in the list. Click Open. In the Open dialog box, click the Teamwork Student file and then click Open. This presentation should now appear on your screen.
Press
and in the list, double-click on Project Status Report Student.
This presentation should now appear on your screen. 5 Point at the PowerPoint button on the Windows taskbar to preview the two open presentations.
Creating and Formatting Slides

Inserting New Slides
2.2 2.3 2.4 A presentation often requires more than one slide. You can insert as many slides into a presentation as you require, and you can insert a slide in any location in the presentation, not just at the end. To insert a new slide with the default Title and Content slide layout, use one of the following methods: On the Home tab, in the Slides group, click New Slide; or press + ; or right-click a slide on the Slides tab and click New Slide; or right-click a slide on the Outline tab and click New Slide; or from the last placeholder on a slide, press + . To insert a slide using a different slide layout, on the Home tab, in the Slides group, click the arrow for New Slide and choose a slide layout that suits the content for that slide.
Duplicating Slides
You can insert new slides that are duplicates of existing slides. By doing so, you can save time you would otherwise spend adding text and objects, and formatting a new slide. To duplicate a slide, move to the slide you want to duplicate and then use one of the following methods: On the Home tab, in the Slides group, click the arrow for New Slide and then click Duplicate Selected Slides; or right-click the slide in the Slides tab and click Duplicate Slide; or click the slide in the Slides tab and press + .
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Lesson 1
Getting Started
Inserting Slides from Existing Presentations

You can incorporate slides from other presentations that include information that is similar to what you want for the current presentation. This saves you time because you do not have to recreate the slides and it also ensures consistency between the two presentations. To reuse slides from an existing presentation, on the Home tab, in the Slides group, click the New Slide arrow and click Reuse Slides. You can choose to insert and reuse slides from individual presentations or from a Microsoft SharePoint Slide Library. When you open an individual presentation, the slides from that presentation appear in a list in the task pane. You can then click a slide to insert it immediately into your current presentation. If you want the slide that you are adding to the destination presentation to maintain the formatting of the original presentation, select Keep source formatting at the bottom of the pane before you insert the slide. If you want to apply the theme from the source presentation to the presentation you are working on, you can right-click a slide and choose either of the last two options.
Inserting Slides from an Outline

If you have a Word document or similar text file with an outline of your presentation, you can use that outline to create slides. This feature works best when the document contains only the headings you want to use as slide titles. If the document also contains content, the headings will need to be formatted with heading styles. On the Home tab, click the arrow for New Slide and click Slides from Outline to browse and select a document containing an outline of a presentation.
Deleting Slides
As you build your presentation, you may decide you do not want a particular slide if it is no longer required or it is incorrect. In this case, you can simply delete that slide. To delete a slide, move to the slide and then use one of the following methods: Click the slide in the Slides tab and press ; or ; or
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Insert Slides from an Outline Creative Application Exercise
right-click the slide in the Slides tab and click Delete Slide; or click the slide symbol in the Outline tab and press right-click the slide in the Outline tab and click Delete Slide.
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Getting Started
Lesson 1
Changing the Slide Layout

You use slide layouts to arrange objects and text on a slide. Layouts contain placeholders to hold title and body text or objects such as charts, tables, and pictures. You can choose a different slide layout for existing slides and when creating new slides. To change the layout of an existing slide, use one of the following methods: On the Home tab, in the Slides group, click Layout, and then click a slide layout; or
right-click a slide in the Slide pane, click Layout and click a slide layout; or
right-click the slide in the Slides tab, click Layout and click a slide layout.
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Lesson 1
Getting Started
Learn the Skill

In this exercise, you will practice inserting, duplicating, and deleting slides, and changing slide layouts.
1 2
Press
to create a new blank presentation.
Click the Home tab, and in the Slides group, click New Slide.
PowerPoint has inserted a new slide after the first one using the default Title and Content layout. Since the first slide is a Title slide that you can use to introduce the whole presentation, a second slide that uses the Title and Content layout allows you to list topics to be covered in the rest of the presentation. 3 Click the Home tab, in the Slides group, click the arrow for New Slide and then click Two Content. A third slide is created after the second, using the same theme, but with the layout you selected. All new slides you create in this presentation will continue to use the selected theme (though you may change the theme).
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Getting Started
Lesson 1
In the Slides tab, with slide 3 selected (as shown above), press You now have two slides that are exactly the same.
to duplicate this slide.
Suppose you now decide you want this new slide to have the Title and Content layout. 5 With slide 4 selected, on the Home tab, in the Slides group, click Layout.
Click Title and Content. The slide layout has now changed.
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Lesson 1
Getting Started
You have a slide in the Project Status Report Student presentation you would like to reuse in this new presentation. 7 On the Home tab, in the Slides group, click the arrow for New Slide and select Reuse Slides to display the Reuse Slides task pane.
Click Browse, then Browse File. In the Open dialog box, click the Project Status Report Student file and then click Open. The slides from the Project Status Report Student presentation appear in the Reuse Slides task pane.
Click the fourth slide in the list, called Issues and Resolution. The content of this slide is immediately inserted into your presentation.
Suppose you have a Word document containing an outline of more content for this presentation. 10 On the Home tab, in the Slides group, click the arrow for New Slide and select Slides from Outline. 11 In the Open dialog box, browse to the location where the student data files are stored and select the Corporate Profile Word document and then click Insert.
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Getting Started
Lesson 1
Notice that several new slides are added to your presentation, one for every main heading in the Word document. Suppose you no longer need slide 5 with the content from the Project Status Report presentation. 12 Click on slide 5 in the Slides tab and press to remove it.
If you do not wish to include the slides created from the outline in your presentation, you can delete them all at once. 13 Click on slide 5, then while holding the key, click on slide 9 to select all the slides from 5 to 9. Then press , to remove all of them at once. 14 On the Quick Access toolbar, click Save. 15 In the File name field, type: Draft Template for Review Student and then click Save. Leave the presentation open.
Adding a Slide Header or Footer

A slide header is an area at the top of a slide while a slide footer is an area at the bottom of a slide. You can place additional information in headers and footers that you prefer to keep outside of the main content of a slide. For example, you can include the date the presentation was created, the name of the presenter, the slide number, and a copyright statement.
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Insert a Footer Creative Application Exercise
Using Themes
You can quickly format an entire presentation to give it a professional and modern look by applying a theme. A theme is a set of unified design elements, such as colors, fonts, and graphics, which provides a consistent look for all slides in a presentation. To apply a theme, on the Design tab, in the Themes group, click Theme.
To view a theme before applying it, point to the theme thumbnail; this will display its effect on the presentation. You can also customize individual aspects of a theme, such as the colors and fonts, while still retaining the other design elements.
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Lesson 1
Getting Started
To change only the theme colors, on the Design tab, in the Themes group, click Colors. A list of preselected color palettes is shown. Point the mouse at the color palettes to preview the effect on the presentation. To change only the theme fonts, on the Design tab, in the Themes group, click Fonts. A list of pre-selected font groups is shown. Point the mouse at the font groups to preview the effect on the presentation.
Modifying Slide Backgrounds

One of the design elements included in a theme is the slide background the area of the slide behind the headings, text and other content you add. You can format the slide background with colors, patterns, textures, and pictures. To format a slide background, use one of the following methods: On the Design tab, in the Background group, click Background Styles to view a list of pre-created background styles.
On the Design tab, in the Background group, click Background Styles, then click Format Background to display the Format Background dialog. On the Design tab, in the Background group, click the dialog box launcher to display the Format Background dialog.
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Getting Started
Lesson 1
Learn the Skill

In this exercise, you will practice adding a slide header and footer, applying and modifying a theme, and formatting a slide background.
1 2
With the Draft Template for Review Student presentation open, click the Insert tab, then click Header & Footer. Select the Slide Number, Footer and Dont show on title slide check boxes, and type: Copyright TolanoAdventures in the field under the Footer check box.
3 4
Click Apply to All. Notice that all slides except the first one now have a number and the copyright statement in the footer. Click the Design tab and, in the Themes group, click More to display the full gallery.
5 6
Point at each of the themes to preview the colors and fonts used with the theme. Then click Austin. Notice that PowerPoint has applied this theme to all the slides.
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Lesson 1
Getting Started
7 8 9
On the Design tab, in the Themes group, click Colors to display a list of pre-created color palettes. Point at different entries in the list to see their effects on the presentation, and notice that the names match those of the complete themes. Select the Elemental color palette to change the colors in the presentation, but not the fonts or other design elements from the initial theme.
10 On the Design tab, in the Background group, click Background Styles to view a list of pre-created background styles. 11 Select Style 9 to change the background of all styles in the presentation. 12 On the Design tab, in the Background group, click Background Styles, then click Format Background to display the Format Background dialog box. 13 Select the Solid Fill option, then use the color picker to select Teal, Accent 5 from the Theme Colors. Notice that background is immediately changed in the selected slide. 14 Click Apply to All to apply the change to all slides in the presentation, then click Close. 15 Press + to save the presentation, then + to close it.
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Getting Started
Lesson 1
Changing the Presentation Page Setup

Page setup refers to the process of changing the size of the slides, the width or height of the slide, and the orientation style for slides, notes, handouts, or an outline. You can change the size of all your slide layouts to fit a specific paper or screen size by selecting the size from the slide size drop-down list or you can create your own custom slide height and width. To change the page setup of a presentation, on the Design tab, in the Page Setup group, click Page Setup.
By default, the slide layouts have a landscape page orientation. There may be circumstances when length is more appropriate for your presentation than width, in which case you can change your slide layout to use a portrait page orientation.
Portrait Page Orientation
Landscape Page Orientation
To change the slide orientation for the presentation, use one of the following methods: On the Design tab, in the Page Setup group, click Page Setup. This displays the Page Setup dialog box where you can then change the orientation; or
on the Design tab, in the Page Setup group, click Slide Orientation.
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Lesson 1
Getting Started
Learn the Skill

In this exercise, you will practice creating a new presentation for an event that Tolano Adventures will be sponsoring. You will also change the orientation of the slides in this presentation. 1 2 3 4 5 Click File and then click New. In the Office.com Templates area, click Award certificates. Click Other certificates and then click Happy Earth award certificate. Click Download. Click the Design tab and in the Page Setup group, click Page Setup. In the slide size area, change the width to 8 inches and the height to 6 inches and then click OK. The page is now sized for a smaller sheet of paper. On the Design tab, in the Page Setup group, click Slide Orientation and then click Portrait. Notice that the award has changed orientation; but, also, some elements on the slide appear distorted. This is the result of changing the orientation from landscape, where elements were sized and arranged for that size and format, to portrait. This is an example of how changing something in a presentation may require a bit of work to correct certain elements and it illustrates why you should review each slide before finalizing a presentation. 6 Close the presentation without saving.
Organizing Slides
Using the Slide Sorter
1.1 2.3 2.4 After you create several slides, you must be sure that the overall flow of your presentation makes sense. The best place to organize your slides is in the Slide Sorter view. This view gives you thumbnails, which are little pictures of all your slides, so you can easily reorganize If you double-click a slide in this view, your slides by moving, deleting, or duplicating them. To view the Slide Sorter view, use one of the following methods: On the View tab, in the Presentation Views group, click Slide Sorter; or click Slide Sorter on the status bar.
you switch to Normal view with the slide displayed in the Slide pane.
Rearranging Slides
To build a presentation, you must create a sequence of ideas that leads your viewer through a logical progression. When creating a presentation, you often have to reorganize slides to get the sequence right. To rearrange a slide in a presentation, in Slide Sorter view, click and drag a slide to a new position. As you drag it on screen, a line appears to indicate the new slide position. You can also cut or copy a slide to the clipboard.
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Getting Started
Lesson 1
You can also organize your slides in Normal view using the Slides tab. As the slides are shown in miniature view here, you can use the same methods described in the following section to rearrange the slides; that is, you can drag a slide to a new position in the presentation, copy and paste a new slide in a different location, and so on.
Using Sections
If you have many slides in a presentation, it can be helpful to group them into Sections. Sections of slides can be collapsed, hiding some slides from view, so that you can focus only on the slides you are currently working on, or to allow different people to work on different parts of the same presentation. Whole sections of slides can be rearranged, just as individual slides can be rearranged.
Learn the Skill

In this exercise, you will practice duplicating and rearrange slides and sections.
With the Teamwork - Student presentation displayed, click the View tab and, in the Presentation Views group, click Slide Sorter. Depending on the size of your screen and the zoom factor, you will see all or most of the slides in this presentation at once. You can use the zoom slider to show more or fewer slides on screen.
Click slide 3 and then drag it between slides 6 and 7.
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Lesson 1
Getting Started Moving this slide to this location provides a new title page for a new section of the presentation.
Click slide 11 and drag it to be placed after slide 16.
4 5
On the Status bar, click Normal to return to this view. In the Slides tab, scroll until you can see slide 2; press slide. + to create a duplicate of the Agenda
You can also reorganize slides in the Slides tab in Normal View. 6 In the Slides tab, drag the duplicate of the Agenda slide until it is between slides 22 and 23.
7 8
On the Status bar, click Slide Sorter to return to this view. Select slide 6. On the Home tab, in the Slides group, click Section, and then Add Section.
An Untitled Section heading appears between slides 5 and 6. 30

Getting Started 9 Select slide 22 and, on the Home tab, click Section, then Add Section again.
Lesson 1
The presentation is now divided into three sections, representing a beginning, a middle, and an end.
10 Click on the bar above the top section (labeled Default Section). On the Home tab, in the Slides group, click Section, then Rename Section. Change the name of this section to Beginning and click Rename. 11 Double-click on the bar above the middle section labeled Untitled Section to collapse it. 12 Double-click on the bar above the bottom section labeled Untitled Section to collapse it as well. The screen show shows the top section labeled Beginning and only the slides within it, ready for further work. 13 Press 14 Press + + to save the presentation. to close this presentation.
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Lesson 1
Getting Started
Lesson Summary
Now that you have completed this lesson, you should be able to: identify elements on the screen use the Quick Access Toolbar use the Ribbon identify screen symbols create a presentation use Backstage to save, open, close, and create new presentations switch between presentations move around a presentation save in different file formats insert, rearrange, and delete slides organize slides into sections change slide layouts and backgrounds apply and modify presentation themes
Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. What are the five different ways you can create a presentation in PowerPoint? What are the benefits of using templates to create a presentation? How do you change the slide orientation? How do you insert a new slide using a keyboard shortcut? How do you change the slide layout? What are themes? How do you add a footer to a slide? What view do you use to organize the order of slides in a presentation? What are the benefits of sections?
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Go online for Additional Review and Activities
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Microsoft
PowerPoint 2010
Core Certification
Lesson 2: Working with Text

Lesson Objectives
In this lesson, you will examine the features that you can use to create, modify, and format text in a presentation. Upon successful completion of this lesson, you should be able to:

insert and modify text in placeholders insert and modify text in placeholders create and format bulleted and numbered lists format text
cut, copy, and paste text indent text insert, modify, and delete text boxes create, modify, and delete WordArt
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Lesson 2
Working with Text
Adding Text
Most of the text you type on a slide will be in content placeholders. There are three types of text placeholders title, subtitle, and text as well as placeholders for pictures, charts and other media. 1.4 2.5 6.2 To insert text on a slide, click in a placeholder to display the blinking cursor, type your text, and click outside of the placeholder when you have finished. If you have just created the slide, you can begin typing without selecting a placeholder to have text automatically inserted into the topmost left text placeholder. To delete text on a slide, place the blinking cursor at the appropriate place to delete text, and then use or to delete the text. You can also click and drag to select the text and then press or .
You can also press CTRL+ENTER to move between placeholders on a slide. If you are on the last placeholder of the slide, pressing CTRL+ENTER creates a new slide.
To delete all the text in the text placeholder, click the border of the placeholder, and then press To modify text on a slide, click in the text placeholder to display the blinking cursor, select the text you want to modify and then type your text to replace the selection. If you do not click a placeholder to add text, neither the placeholder nor the text Click to add text will print or appear when you run the slide show. The placeholder text is simply an instruction to let you know that this placeholder has no text entered.
To select all the text in a placeholder for changes, click the placeholder border.
Learn the Skill

In this exercise, you will learn how to insert text in the Slide pane.
1 2 3 4 5 6 7 8 9
Create a new blank presentation and save it as HauntedToursStudent. If necessary, click the first text placeholder on the title slide and type: NewTours. Click the second placeholder on the title slide and type: TolanoAdventures. Click the Home tab and in the Slides group, click New Slide. If necessary, click the title text placeholder and type: ListofNewTours. Press + to move to the content placeholder quickly. . . . . .
Type: HauntedTours and press Type: SafariTours and press Type: CamelTours and press
10 Type: AncestralHomes and press 11 Type: ReforestationSitesand press
12 Type: ShepherdingTours as the last bullet point. 13 Press + to create a new Title and Content slide.
14 Save the presentation.
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Working with Text
Lesson 2
Using the Spelling Checker

When you type text in a presentation, you should check that text for spelling accuracy. PowerPoint offers a spelling checker to make this simple. The spelling checker is there to help you with common types of errors; however, you should still take the time to read your presentation thoroughly to ensure you have used the correct spelling, grammar, tense, and tone with the text. Whenever possible, have others review your presentation to provide an objective opinion on how the information flows and to catch any errors that you missed. To run the spelling checker, use one of the following methods: On the Review tab, in the Proofing group, click Spelling, or press , or right-click a misspelled word and click Spelling, or double-click Spell Check on the status bar. If you are unable to see Spell Check on your status bar, right-click the status bar and click Spell Check on the shortcut menu.
When the spelling checker finds a word in your presentation that is not in the dictionary, PowerPoint displays the Spelling dialog box:
Ignore Ignore All Change Change All
Leave this occurrence of the word unchanged. Leave all occurrences of this word in the presentation unchanged. Replace the misspelled word with a selection in the Suggestions list, or replace the misspelled word with the text you type in the Change to box. Replace all occurrences of the misspelled word in the presentation with a selection in the Suggestions list, or replace the misspelled word with the text you type in the Change to box. Add the misspelled word to the dictionary so that it is no longer a misspelled word. Update the Suggestions list. Automatically correct spelling of the misspelled word to a selected suggestion in the Suggestions list, or to the text you type in the Change to box. Finish the spelling checker.
Add Suggest AutoCorrect Close
PowerPoint automatically checks spelling as you type, flagging misspelled words with a red wavy underline so that you can easily identify them.
You can right-click the misspelled word to see suggested corrections at the top of the shortcut menu and left-click a suggestion to replace the misspelled word.
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Lesson 2
Working with Text
Right-click a word to display other options such as adding the word to your dictionary. The automatic spelling checker will not check grammar or check if you are using the word in the correct context. For example, if you use its in a point on a slide, did you mean to use its, which is a possessive form of the word it, or its, which is a contraction for it is? These types of errors are known as contextual errors and they can be found during the spell check by activating this option in PowerPoint Options. To apply or change any of the default options that PowerPoint provides for the spelling feature, click File, click Options, click Proofing, and then select the appropriate check boxes, as shown in the following sample:
You can quickly select all the slides in a presentation by selecting any one of them in the Slide Outline pane and then pressing CTRL+A to select all the others.
The language used by the spelling checker is set for each presentation file. It is important to change the language to English (United States) if the presentation is to be viewed by an audience in the United States, or to English (United Kingdom) if the presentation is to be viewed by an audience in the United Kingdom. The language influences the spelling checker and the identification of misspelled words. The language used by a presentation displays at the left of the status bar. To change the presentations language, select all the slides in the presentation and then use one of the following methods: Double-click the language shown on the status bar. If you are unable to see the language on your status bar, right-click the status bar and click Language; or on the Review tab, in the Proofing group, click Language.
36
Working with Text
Lesson 2
Using the Thesaurus

In PowerPoint, you can use the thesaurus to quickly look up a word and its synonyms (different words with the same meaning) and antonyms (words with the opposite meaning). To access the thesaurus, use one of the following methods: Click a word, phrase, or placeholder in your presentation and, on the Review tab, in the Proofing group, click Thesaurus; or click a word, phrase, or placeholder in your presentation and, on the Review tab, in the Proofing group, click Research; or click a word, phrase, or placeholder in your presentation and press right-click a word, phrase, or placeholder in your presentation and click Synonyms; or + ; or
on the Review tab, in the Proofing group, click Research to display the Research pane, type a word or phrase in the Search for box, and then press or click Start Searching.
To use one of the words in the Research pane list of results or to search for more words, do one of the following: click the words arrow and click either Insert or Copy; or to look up additional related words, click a word in the list of results.
37
Lesson 2
Working with Text
Learn the Skill

In this exercise, you will learn how to use the proofing tools using the New Proposals Draft - Student file.
1 2
Click the File tab and then click Options. On the Proofing tab, check that Check spelling as you type is ticked and that Hide spelling errors is not ticked. These steps ensure PowerPoint will check your spelling and show you errors as you type text into slides.
3 4 5 6 7
Click OK to save the options. In the new slide you created in the previous exercise, click in the title placeholder and type: Haunted
Tours.
Press Press
, type: HauntedSites and press
. .
to indent the text and type: BorleyRectory,Britain. Press
Continue entering the rest of the slide:
8 9
Save the presentation. Click the Review tab and, in the Proofing group, click Spelling.
38
Working with Text
Lesson 2
10 As this is a proper name for a building, click Ignore All so PowerPoint no longer includes this word when checking spelling. 11 Repeat step 9 for each of the proper names as they appear in the spell check. 12 Click OK when the spelling check is complete. 13 Click the Home tab and, in the Slides group, click the arrow for New Slide, then click Two Content. 14 Click the title placeholder and type: HantedTours. 15 Right-click the word Haunted, and then click the correct spelling from the displayed menu. 16 Enter the text for the rest of the slide, including all the spelling errors as shown in the following:
17 Save the presentation. 18 Click the Review tab, and in the Proofing group, click Spelling. 19 As the correct spelling is highlighted in the Suggestions box, click Change. 20 For the word cemetery, notice that there is another occurrence of this incorrect spelling. In this case, click Change All. 21 Continue with the rest of the spelling check. 22 Click OK when the spelling check is complete. 23 Save the presentation.
39
Lesson 2
Working with Text
Using Bullets and Numbering

2.5 Bulleted and numbered lists contain key points the presenter wants to make. Numbered lists are used when there is an order or sequence to the list of key points, and bullets are used when no particular sequence is required. For example, you might use bullets to describe the features a particular flower or tree in a presentation for a gardening business, or use a numbered list to show a series of actions to be taken in a project timeline.
Applying Bullets
To create a bulleted list, use one of the following methods: On the Home tab, in the Paragraph group, click Bullets; or on the Home tab, in the Paragraph group, click the arrow for Bullets and click a bullet style; or
right-click anywhere on the slide and click Bullets; or use a Title and Content slide layout. Bullets are pre-formatted, and when you press of the paragraph, another bullet will automatically appear; or at the end
on the Outline tab, type the title for the slide and press + . Type text for the first bullet point and press . Bullets are pre-formatted and generate a new bullet paragraph each time you press .
Apply bullets to existing text by selecting the text and using one of the methods listed above. Alternatively, if you want every paragraph in the placeholder to show bullets, click the placeholder and then use of the methods previously listed to apply the desired bullets. To remove or turn off a bullet applied to a point in the list, use one of the following methods: Position the cursor at the beginning of the point and press ; or
Bullets appear at the beginning of each paragraph, not each line.
click in the paragraph with the bullet applied, and then on the Home tab; in the Paragraph group, click Bullets; or right-click the selected text for the single point and click Bullets.
Once you apply bullets to your text, you can format the bullets using different effects, such as size, color, or style. You can apply bullet styles to all bulleted text placeholders in the presentation, individual placeholders or on specific paragraphs. To format bullets, select one or more paragraphs and use one of the following methods: On the Home tab, in the Paragraph group, click the arrow for Bullets and click Bullets and Numbering; or right-click, click Bullets, and then click Bullets and Numbering.
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Working with Text
Lesson 2
Size Color Picture Customize
Type a number or use the incremental buttons to set the size of the bullet against the size of the text; the larger the number the larger the bullet size and vice versa. Click the arrow to select a color for the bullets. Change the standard bullet to a picture. Choose a different character as your bullet.
Applying Numbering
To add numbering to a list, select one or more paragraphs and use one of the following methods: On the Home tab, in the Paragraph group, click Numbering; or on the Home tab, in the Paragraph group, click the arrow for Numbering and click a number style; or right-click and click Numbering.
If you want to change bullets to numbers, use one of the above methods to activate the Numbering feature and then type your text.
To remove or turn off numbering, select one or more paragraphs and use one of the following methods: On the Home tab, in the Paragraph group, click Numbering; or on the Home tab, in the Paragraph group, click the arrow for Numbering, and click None; or right-click, click Numbering and click None; or position the cursor at the beginning of the paragraph and press .
Once you apply numbering to your text, you can format the numbering using different numbering styles, including uppercase and lowercase Roman numerals; and effects, such as size, color, or style. You can apply number styles to all numbered text placeholders in the presentation, individual placeholders, or on specific paragraphs. To format numbering, select one or more paragraphs and use one of the following methods: On the Home tab, in the Paragraph group, click the arrow for Numbering, and click Bullets and Numbering; or right-click, point to Numbering, and then click Bullets and Numbering. 41
Lesson 2
Working with Text
Size Color Start at
Type a number or use the incremental buttons to set the size of the number against the size of the text; the larger the number the larger the numbering size and vice versa. Click the arrow to choose a color for the numbers. Type a number or use the incremental buttons to select a starting number. For instance, you may be creating the third slide of a set of points and the numbering on this slide should begin with 7 instead of 1.
Promoting and Demoting Lists

You can promote and demote bullet and numbering levels, up a maximum of nine levels.
To demote items in a list, use one of the following methods: On the Home tab, in the Paragraph group, click Increase List Level; or position the cursor at the beginning of the numbered paragraph and press position the cursor at the beginning of the numbered paragraph and press ; or + + .
To promote items in a list, use one of the following methods: On the Home tab, in the Paragraph group, click Decrease List Level; or position the cursor at the beginning of the numbered paragraph and press position the cursor at the beginning of the numbered paragraph and press + + ; or + .
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Working with Text
Lesson 2
Learn the Skill

In this exercise, you will learn how to format bullets in the current presentation.
1 2 3 4
In the Slides tab, click slide 2 (List of New Tours) to make that slide active. Select all the text in the bulleted list. Click the Home tab and, in the Paragraph group, click the arrow for Bullets. Click the square bullets (checkboxes) to change the bullet symbol.
5 6
Click the Home tab and, in the Paragraph group, click the arrow for Bullets and then click Bullets and Numbering. Click Customize to choose a different symbol than the default ones.
7 8 9
Click the arrow for Font and click Webdings. Scroll in the list until near the bottom of the list and click one of the world symbols there. Then click OK. Change the size of the bullet to be 70% of the text.
Press W to move quickly to the fonts that begin with this letter.
10 Click Color and then click Olive Green, Accent 3. 11 Click OK.
43
Lesson 2 Your bullet points should then look similar to the following:
Working with Text
12 Save the presentation. Now try combining bullets and numbering formats for text on a slide. 13 Move to slide 3 (Haunted Tours) and then click in the Haunted Sites bullet point. 14 Click the Home tab and, in the Paragraph group, click Numbering. This bullet point has now changed to a numbered point. 15 Select the remaining sub points. 16 Click the Home tab and, in the Paragraph group, click the arrow Numbering. Point at the a. b. c. option. Notice that PowerPoint previews how this numbering option will appear if you click to select it. 17 Point at the a) b) c) option. PowerPoint continues to preview the options so that you can decide which one you want to use. 18 Click the a. b. c. option to match the numeric style in the previous line.
19 Go to slide 4 and change the numbering to match the styles used on slide 3. 20 Notice that the numbering on this slide starts at 1, but should continue as 2. To change this, position the cursor in the Celebrity line and then, on the Home tab, in the Paragraph group, click the arrow for Numbering and click Bullets and Numbering. 21 In the Start At field, change the number to 2 and click OK. 22 Repeat these two steps for the next content box, ensuring that number is 3.
23 Save the presentation. 44

Working with Text
Lesson 2
Formatting Text
2.5 Words form the basis of your presentation; taking the time to format text effectively can pay off in many ways. Effectively formatted text is easier to read and helps make the slides in your presentation more professional and eye-catching. There are numerous features available for changing the appearance of text on the slide. You can apply any formatting feature to text as you type or after it is typed. If you choose to apply the formatting as you type, turn on the formatting (bold, for example), type the text, and then turn the formatting off. However, it may be easier to format text after you type it, because PowerPoint continues to keep the selection active so you can apply or remove one or more formatting features. For example, select the text once and then apply one or more formatting features, such as bold and a different color.
Formatting Text Characters

You can easily change the format of selected text or all text in a placeholder in a variety of ways. In designing your slides, text formatting should be attractive to the eye and, most importantly, readable. You can apply text-formatting features using one of the following methods: On the Home tab, in the Font group, click the appropriate button. Some of these are toggle buttons, meaning you can click the button once to turn it on and click the button again to turn it off; or
select the text and, on the Mini toolbar, click the appropriate formatting feature; or
on the Home tab, in the Font group, click the Font Dialog box launcher.
You can also press CTRL+T, CTRL+SHIFT+F, CTRL+SHIFT+P,, or rightclick the text and then click Font to display the Font dialog box.
PowerPoint provides a few additional formatting tools that can help enhance the look of text. For example, you can change the letter casing, such as from all uppercase to title case or all lowercase. To change the case for text, use one of the following methods: On the Home tab, in the Font group, click Change Case and select one of the options; or Press + .
You can use character spacing to adjust the amount of space between characters. This can be useful when the width of the text placeholder creates a line of text that appears too crowded or when there is too much space between the words.
45
Lesson 2 To change character spacing, use one of the following methods: On the Home tab, in the Font group, click Character Spacing; or
Working with Text
use one of the methods to display the Font dialog box and then click the Character Spacing tab.
Using the Format Painter

When you have formatted some text to suit your needs and want to format other text to match, the quickest way to do so is by using the Format Painter . The Format Painter copies the formatting of selected text, but not the text itself, from one selection to another.
Clearing Formatting
If you want to remove all of the formatting applied to specific text, PowerPoint provides a tool for you to do so quickly and easily. To clear all the formatting at one time, on the Home tab, in the Font group, click Clear All Formatting .
Learn the Skill

In this exercise, you will learn to apply different format options to text placeholders and to use the Format Painter, in the current presentation.
1 2 3 4 5
In the Slides tab, click slide 4 to make that slide active. Select the Celebrity Burial Sites text. On the Home tab, in the Font group, click Underline, then click Font Color and select Red, Accent 2. On the Home tab, in the Clipboard group, click Format Painter. The cursor changes to an insertion point with a paintbrush. Select Halloween Theme/Haunted Tours in the second placeholder to paint the formatting from the previously selected text onto this text. Notice that the list numbering also changes when you copy the formatting. You can change this by customizing the numbering to start at 3 again.
6 7 8 9
Select the Haunted Tours text in the title placeholder. On the Home tab, in the Font group, click Character Spacing, then click Very Loose. With the text still selected, in the Font group, click Increase Font Size, until size 60 is reached. To return to the original formatting for this text, in the Font group, click Clear All Formatting.

Working with Text
Lesson 2
Formatting Paragraphs
When you type paragraphs of text on a slide, they are formatted with the alignment, line spacing, indentation, paragraph spacing, and text direction determined by the theme and slide layout you applied. You can easily change the format of entire paragraphs in a variety of ways. In designing your slides, paragraph formatting should be pleasing to the eye and clear to read. Alignment refers to whether the text is flush with the left or right edge of the placeholder, centered in the placeholder, or spread out to the full width of the placeholder (justified). You can change the horizontal alignment using one of the following methods: On the Home tab, in the Paragraph group, click the appropriate button; or
select the text and on the Mini toolbar, click the appropriate formatting feature; or
on the Home tab, in the Paragraph group, click the Paragraph Dialog box launcher.
Line spacing refers to the amount of vertical space between each line of text in a paragraph. This can be useful to adjust when you want to spread out a few lines over a whole slide without increasing the size of the text. To change line spacing, use one of the following methods: On the Home tab, in the Paragraph group, click Line Spacing; or
on the Home tab, in the Paragraph group, click the Paragraph Dialog box launcher, and in the Spacing area, click the arrow for Line Spacing; or
right-click and click Paragraph, and, in the Spacing area, click the arrow for Line Spacing.
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Lesson 2
Working with Text
Paragraph spacing refers to the amount of space before or after each paragraph. This is useful to adjust when you want to more clearly separate one paragraph from the next with more white space. To change spacing before or after a paragraph, use one of the following methods: On the Home tab, in the Paragraph group, click Line Spacing, and click Line Spacing Options. In the spacing area, click the incremental buttons for Before or After; or on the Home tab, in the Paragraph group, click the Paragraph Dialog box launcher. In the spacing area, click the incremental buttons for Before or After; or right-click and click Paragraph and, in the spacing area, click the incremental buttons for Before or After.
You can also type the number into the Before or After fields to set the paragraph spacing.
Indenting Text
Setting and adjusting text indents in PowerPoint is quick and easy, and is especially useful for managing bulleted and numbered lists. An indent occurs when a paragraph is offset from the regular margin. To work effectively with indentation you must view the PowerPoint ruler. To display the Ruler, on the View tab, in the Show/Hide group, click Ruler. The Indent Marker resides to the left of the horizontal ruler and indicates the indentation applied to the currently selected paragraph. The indent markers on the horizontal ruler are not active until you click in a text placeholder.
First Line Hanging
Left
There are three types of indent markers: First Line Hanging Left This indicates on the ruler how much the first line in the paragraph is indented. This indicates where all lines in the paragraph, other than the first line, are indented; this is commonly used for bulleted and numbered lists. This indicates where the paragraph is indented from the left.
You can set the position of the indent markers using one of the following methods: Set the indentation options in the Paragraph dialog box (on the Home tab, in the Paragraph group); or
on the Home tab, in the Paragraph group, click Increase List Level or Decrease List Level; or
drag the indent marker to the right or left of the horizontal ruler.
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Working with Text
Lesson 2
Learn the Skill

In this exercise, you will adjust the alignment, line spacing, paragraph spacing, and indents of text in the current presentation.
1 2 3
In the Slides tab, select the last slide and then, on the Home tab, in the Slides group, click New Slide and select Title and Content. Start typing HauntedTours and notice that the text automatically appears in the title placeholder. Press + to move to the content placeholder and continue entering the rest of the slide.
4 5 6 7 8
Select all three bullet points and then, on the Home tab in the Paragraph group, click Bullets to remove the bullets from the list. Select the last two paragraphs and then, on the Home tab, in the Paragraph group, click Justify. With the text still selected, on the Home tab, in the Paragraph group, click Increase List Level to indent the text. With the text still selected, on the Home tab, in the Paragraph group, click the Paragraph dialog box launcher. Set the paragraph spacing to 48 pt before and 0 pt after, and then click OK.
Notice that the text on the slide now fills the full width of the slide, with enough space between each paragraph for each to clearly stand out from the others.
Save the presentation. 49
Lesson 2
Working with Text
Cutting, Copying and Pasting Text

As you are editing your presentation you may want to move text from one slide to another. You can do this using the Cut, Copy and Paste functions. Cut removes text from one place, Copy makes a copy of the text, and Paste places either cut or copied text into another location. To cut text, select the text you want to cut and use one of the following methods: On the Home tab, in the Clipboard group, click Cut; or press + ; or right-click on the selected text and click Cut.
To copy text, select the text you want to copy and use one of the following methods: On the Home tab, in the Clipboard group, click Copy; or press + ; or right-click on the selected text and click Copy.
To paste text, click the destination, and then use one of the following methods: On the Home tab, in the Clipboard group, click Paste; or press + ; or right-click and click Paste.
To paste an item with special options, click the destination, click the arrow for Paste, and then click Paste Special. Use this command when you want to paste an item in its original format or file type, such as a picture or formatted text. Once you paste an item, you will see the Paste Options button appear at the bottom right of the pasted item. When you point at this item, the button displays an arrow that you can click to preview how the pasted item will appear in this location. The number and type of options vary based on what item was pasted (for example, text only, formatted text, or pictures). Use Destination Theme (H) Keep Source Formatting (K) Picture (U) Use Destination Styles (S) Keep Text Only (T) Set Default Paste Apply the paragraph and text formatting in the destination to the pasted text. Keep the formatting for this item as it was set in the original document. Paste the text as a picture. Use a style that exists in this presentation on the pasted item. Remove any formatting that existed with the original item and keep the text only. Set how you want all pasted items of this type to appear.
Learn the Skill

In this exercise, you will copy and paste text in the current presentation.
1 2 3 50
Select slide 5, then select the Customer Survey Comments text in the content placeholder. On the Home tab, in the Clipboard group, click Copy. Press + to create a new slide.
Working with Text 4 5 6 Click in the title placeholder and type: HauntedTours.
Lesson 2
Click in the content placholder, then on the Home tab, in the Clipboard group, click Paste to paste the copied Customer survey results text. Click the Paste Special button that appears below the pasted text and choose Keep Source Formatting. This slide is now ready for you to type additional customer survey results about Haunted Tours.
Using the Office Clipboard

You can use the Office Clipboard to cut and/or copy multiple items. You select the items to be cut and copied, and paste them to the Clipboard for later use. You can collect up to 24 items in any order onto the Clipboard, as long as the Clipboard pane is visible (otherwise only a single item is saved at any one time). To view the Office Clipboard, on the Home tab, in the Clipboard group, click the Clipboard Dialog box launcher. You can cut and copy any item to the Clipboard. As you cut and copy items to the Clipboard, they are put into the Clipboard in the same order as they were collected. From the Clipboard, you can paste any item into any location on any slide. For instance, you can copy an item from slide 4 of a presentation and paste it into slide 7 of another presentation. You can also copy an item from slide 4 of a presentation and paste it into slide 12 of the same presentation. Once items are on the Clipboard, you can choose to clear all the items at once by using Clear All. Click the arrow on the right of an item on the Clipboard and then click Paste to paste this item in the current location; or click Delete to delete the item from the Clipboard. You can also paste all items in the same order as they were collected by clicking Paste All at the top of the Clipboard. For instance, you can create the contents for a slide by pasting everything in the Clipboard at the same time in the same order. Use Options to set how the Clipboard works so that, for example, it automatically appears when you press + twice, shows the status near the taskbar when copying, and so on. To close the Clipboard, click Close on the top right-hand side of the Clipboard window.
Learn the Skill

In this exercise, you will use the Office Clipboard in the current presentation.
On the Home tab, in the Clipboard group, click the Office Clipboard dialog box launcher. The Clipboard appears showing only the copied Customer survey results text.
2 3
Select slide 2, then select the Shepherding Tours bullet point. On the Home tab, in the Clipboard group, click Cut. The selected text is removed from the slide, but appears in the Office Clipboard.
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Lesson 2 4 5 6 7
Working with Text Select the Safari Tours bullet point in slide 2 (try to select only the words and not the whole paragraph). On the Home tab, in the Clipboard group, click Copy. The selected text appears in the Office Clipboard. Select the Camel Tours text in slide 2. On the Home tab, in the Clipboard group, click Copy. The selected text appears in the Office Clipboard.
8 9
Select slide 6, then on the Home tab, in the Slides group, click New Slide, then Two Content. Click in the title place holder, then in the Office Clipboard click Safari Tours. + for a new slide.
10 Press
11 Click in the title place holder and then, in the Office Clipboard, click Camel Tours. 12 Save the presentation.
Using Drag and Drop

Using a drag-and-drop operation, you can move and rearrange slide text. As you drag or move the selected text to another location, the mouse cursor changes to the arrow shown at the left. At the new location, release the mouse button to drop the text in place. You can copy text using a drag-and-drop operation to duplicate and rearrange slide text and items. Press the key as you drag the selected text to a new location, and release the mouse button to drop a duplicate in place. Take note that if you see the symbol at the right, you are actually dragging an object to another location. In most cases, this is a placeholder or an object such as a picture, shape, or table.
Learn the Skill

In this exercise, you will learn how to use the drag-and-drop operation to move text on a slide.
1 2 3 52
Select slide 4, then select the Pere Lachaise item in the left content placeholder. Click again to drag the text and move up until the cursor is before the first bullet and drop the text there. Select the entire Forest Lawns Hollywood Hills bullet point in the left content placeholder.
Working with Text 4
Lesson 2
Press the key and click to drag and copy the selected text to the right content placeholder, dropping it before Haunted Hollywood Tours.
If you make a mistake and drop text in the wrong place, press CTRL+Z to Undo the operation and try again.
Save the presentation.
Formatting Placeholders
Changing formatting of the whole placeholder, not just the text within it, can add visual appeal or make it easier to see against the background of your slide. You can format placeholders in a variety of ways. For example, you can add an outline, fill, or shadow, change the thickness or color of the lines that define the shape of the text box, and add three-dimensional effects to text in a placeholder. When filling a placeholder with color or changing line color, try to pick colors that complement your presentations color scheme. Quick Styles are combinations of different formatting options; they display in a thumbnail in the various Quick Style galleries. To apply a Quick Style to a placeholder, use one of the following methods: on the Home tab, in the Drawing group, click Quick Styles. under Drawing Tools, on the Format tab, in the Shape Styles group, click Quick Styles.
The Quick Styles available to you depend on the theme selected.
You can then point the cursor over the options in the Quick Styles gallery to see a live preview of how the Quick Style affects your slide, if selected. 53
Lesson 2
Working with Text
While a Quick Style bundles several design elements together, you can also change the fill, outline, and other aspects of a text box independently. If you want to change the outline of a placeholder on a slide, use one of the following methods: on the Home tab, in the Drawing group, click Shape Outline; or under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Outline; or under Drawing Tools, on the Format tab, in the Shape Styles group, click the Shape Styles dialog box launcher, then select the Line Color and Line Style tab.
If you want to change the fill of a placeholder on a slide, use one of the following methods: on the Home tab, in the Drawing group, click Shape Fill; or under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Fill; or under Drawing Tools, on the Format tab, in the Shape Styles group, click the Shape Styles Dialog box launcher, and then select the Fill tab.
If you want to apply an effect to a placeholder on a slide, use one of the following methods: on the Home tab, in the Drawing group, click Shape Effects; or under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Effects; or under Drawing Tools, on the Format tab, in the Shape Styles group, click the Shape Styles dialog box launcher, then select one of the effects tabs, such as Shadow or Reflection.
Learn the Skill

In this exercise, you will learn how to apply Quick Styles to a placeholder, change the outline and fill of a placeholder, and apply other effects in the current presentation.
1 2 3 4 5 6 7 8 9
Select slide 2 and click the List of New Tours title placeholder. On the Home tab, in the Drawing group, click Quick Styles and select Subtle Effect Blue, Accent 1. Click the border of the text placeholder containing the list of tours to select the entire placeholder. On the Home tab, in the Drawing group, click Shape Outline, and then click Blue, Accent 1. On the Home tab, in the Drawing group, click Shape Fill; click Texture and then click Parchment. Select slide 5 and click the Haunted Tours title placeholder. On the Home tab, in the Drawing group, click Quick Styles and select Subtle Effect Black, Dark 1. Click the text placeholder containing the customer survey comments. On the Home tab, in the Drawing group, click Shape Outline, and then click Black, Text 1, Lighter 50%.
10 On the Home tab, in the Drawing group, click Shape Fill, click Gradient and then click Linear Down. 11 Save the presentation and then close it.
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Working with Text
Lesson 2
Using Text Boxes

2.6 Slides have a predetermined number of text placeholders, based on the selected slide layout. Sometimes you may want to add more text than there are placeholders, or add text in a different position. Drawing a text box is an easy way to do this. A text box is a drawing object that automatically enlarges or shrinks depending on the amount of text you type and includes a text wrap feature that places text on consecutive lines. Use text boxes to place text anywhere on a slide, such as outside a text placeholder. For example, you can add a caption to a picture by creating a text box and positioning it near the picture.
Text Placeholder
Text Box
You can insert as many text boxes as you want on a slide and remove text boxes when they are no longer required. To insert a text box, use one of the following methods: On the Insert tab, in the Text group, click Text Box; or on the Insert tab, in the Illustrations group, click Shapes, and then click Text Box; or under Drawing Tools , on the Format tab, in the Insert Shapes group, click Draw Text Box.
To select a text box, click its border. To select multiple text boxes, press or and click each text box. If the border around the text box is a solid line, you have selected the text box. However, if the border is a dashed line, and a blinking cursor appears, you are editing the text inside the box but not the box itself.
To delete a text box, click the text box border to select it and press To move a selected text box, use one of the following methods: Drag the text box placeholder; or press arrow keys or hold
and press arrow keys to make smaller movements.
Learn the Skill

In this exercise, you will learn how to insert and remove text boxes in a new presentation.
1 2 3
Click the File tab and click New. Click Blank Presentation and click Create. Save the presentation as ExperiencingAntarcticaStudent. In the title placeholder on the first slide, type: ExperiencingAntarctica. 55
Lesson 2 4 5 6 7 8 9 In the subtitle placeholder, type: TolanoAdventures. On the Home tab, click New Slide, and select Title Only. In the title placeholder on the new slide, type: Itinerary.
Working with Text
On the Insert tab, click Text Box, and then draw a text box in the top left of the slide, under the title, that is square in shape. Type: BuenosAires,Argentina in the text box. Complete the slide as shown below in the same manner, drawing additional text boxes. Dont worry about their exact size or position yet.
10 Click the last text box and then press 11 Save the presentation.
to delete it.
Sizing and Positioning Text Boxes

When you a draw a text box, it may not appear in the place or with the size you prefer. In this case, you can resize the text box to fit better on your slide and then move it wherever you want. You resize text boxes using handles. These small squares and circles surround the text box when you click it. You can drag these handles to make a text box larger or smaller. Dragging corner circular handles retains the text boxes original proportions; dragging square handles distorts the original proportions so that, for example, a square text box may turn into a rectangle text box.
If you want the text box to have a specific height and width, use one of the following methods: Under Drawing Tools, on the Format tab, in the Size group, click Shape Height or Shape Width. Then click or type in a height or width and press ; or right-click the text box and click Size and Position; or under Drawing Tools, on the Format tab, in the Size group, click the Size Dialog box launcher.
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Working with Text
Lesson 2
When you type into a text box, by default, it will resize the text box to fit the amount of text. To change this, in the Format Shape dialog box, click Text Box, and choose one of these options: Do not Autofit Shrink text on overflow Resize shape to fit text If you type more text in a text box than will fit, not all the text will be visible but the box and text will not change size. As you type more text in a text box than will fit, the size of the text will shrink to fit it all in the box. As you type more text in a text box than will fit, the box will grow longer to accommodate the text.
Text within a text box is, by default, placed a short distance away from the border of the box. This space is known as the internal margin and may be adjusted to change the visual appeal of the box. To change this, in the Format shape dialog box, click Text Box and change the internal margin values. By default, text within a text box wraps to the next line as it reaches the right margin of the box. To disable this and display all the text on one line, clear Wrap text in shape.
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Lesson 2
Working with Text
If you want to change the position of a text box on a slide, use one of the following methods: Click the border of the text box to select it, then drag it to a new position on the slide; or right-click the text box and click Size and Position; or under Drawing Tools, on the Format tab, in the Size group, click the Size Dialog box launcher, and then select the Position tab.
Formatting Text Boxes

Text boxes and the text within them may be formatted using the same tools as placeholders, including Quick Styles and Shape Fill, Outline, and Effects.
Learn the Skill

In this exercise, you will learn how to change the size and position of text boxes on a slide, apply formatting, and use the format painter to copy formatting from one box to another. 1 2 3 4 5 6 Click the top text box to select it. Click the right middle handle and drag it across the slide to stretch the text box to the full width of the slide. Under Drawing Tools, on the Format tab, in the Size group, look at the Shape Height and Shape Width, and make a note of these dimensions. Press and then click each of the other four text boxes on the slide to select all of them.
On the Format tab, in the Size group, enter the same dimensions for these boxes as for the top one in the Shape Height and Shape Width. Click on a blank space on the slide and then click the top text box again to select it.
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Working with Text 7 8
Lesson 2
On the Format tab, in the Size group, click the Size Dialog box launcher and then click the Text Box tab. Change the internal margins to the following and then click Close. Left: Right: 0.4 0.4 Top: Bottom: 0.2 0.2
On the Home tab, in the Drawing group, click Shape Fill and then click Olive Green, Accent 3, Lighter 60%.
10 On the Home tab, in the Drawing group, click Shape Outline, and then click Tan, Background 2, Darker 50%. 11 On the Home tab, in the Drawing group, click Shape Effects; click Shadow and then click Offset Diagonal Bottom Right. 12 With the top text box still selected, click the Home tab, and then double-click Format Painter. 13 Click each of the other four text boxes on the slide to apply the formatting from the top text box. 14 Click Format Painter to stop applying formatting. 15 Save the presentation.
Using the Selection Pane

The Selection pane lists all the text boxes and other objects on a slide, allowing you to select, show, hide, and modify one or more of them easily. This can be handy when the boxes overlap and are hard to click in the slide, and when you want to make the same change to several boxes at once. To view the Selection pane, use one of the following methods: On the Home tab, in the Editing group, click Select, and click Selection Pane; or on the Home tab, in the Drawing group, click Arrange, and click Selection Pane; or under Drawing Tools, on the Format tab, in the Arrange group, click Selection Pane.
Use the following methods to select and use text boxes in the Selection pane: To select a single text box, click the text box. To select a group of text boxes, press and hold box. , and click each text ,
To add a helpful name to a text box, click a text box twice; or press type a name, and press .
To hide a text box, click the Eye at the right of the text box name to work on other of text boxes on the screen without interference of this text box. Click the Eye again to make the text box visible. To hide all text boxes on a slide, click Hide All. 59
Lesson 2 To show all text boxes on a slide, click Show All.
Working with Text
To re-order text boxes, click a text box, and click Bring Forward or Send Backward. Click Close to close the pane.
Changing the Order, Alignment, Orientation and Rotation

Changing the Order
As you draw text boxes on a slide, they may overlap each other, with one on top of another, and that one on top of yet another. You may need to change the order in which the boxes overlap, moving them forwards and backwards on the slide to achieve the desired effect. PowerPoint offers you the following choices for changing the order of a text box: Bring Forward Bring to Front Send Backward Send to Back Moves the selected text box one layer up, closer to the viewer. Moves the selected text box to the top layer, closest to the viewer. Moves the selected text box one layer back, away from the viewer. Moves the selected text box to the bottom layer, farthest from the viewer.
To change the order of selected text boxes, use one of the following methods: Under Drawing Tools, on the Format tab, in the Arrange group, click Bring Forward or Send Backward; or on the Home tab, in the Drawing group, click Arrange, and click Bring to Front, Send to Back, Bring Forward, or Send Backward.
Aligning Text Boxes

When you add text boxes to a slide, it is difficult to align the text boxes evenly by clicking or dragging. When your text boxes misalign, it can be distracting to the viewer and make the slide design look unprofessional. PowerPoint provides you with a variety of options to align text: Align Left Align Center Align Right Align Top Align Middle Align Bottom Distribute Horizontally Distribute Vertically Align all text boxes with the text box furthest left on the slide. Center all boxes based on the center point of each text box. Align all text boxes with the text box furthest right on the slide. Align all text boxes with the text box at the highest point on the slide. Align all text boxes at the middle of the slide. Align all text boxes with the text box at the lowest point on the slide. Arrange the text boxes from left to right on the slide with equal space between each. Arrange the text boxes from top to bottom on the slide with equal space between each.
To change the alignment of two or more selected text boxes, use one of the following methods: Under Drawing Tools, on the Format tab, in the Arrange group, and click Align; or on the Home tab, in the Drawing group, click Arrange, and click Align.
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Working with Text
Lesson 2
Changing the Vertical Position of Text within a Box

When you type text in a text box, you can modify the vertical position or alignment of text in a text box. There are six types of vertical alignment: Top Middle Bottom Top Centered Middle Centered Bottom Centered Aligns text within the box to the top and left margins. Aligns text within the box to the middle, vertically. Aligns text within the box to the bottom and left margin. Aligns text within the box to the top margin, centered horizontally. Aligns text within the box to the middle vertically and horizontally (the center of the box). Aligns text within the box to the bottom margin, centered horizontally.
To change the text alignment in a selected text box, use one of the following methods: On the Home tab, in the Paragraph group, click Align Text; or
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Align Text Boxes Online Exercise
on the Home tab, in the Paragraph group, click Align Text, and click More Options.
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Lesson 2
Working with Text
Changing the Direction of Text within a Box

You can add impact to text in a text box by changing the orientation of the text using Text Direction. There are four text direction types, as shown in this image:
To change the text direction in a selected text box, use one of the following methods: On the Home tab, in the Paragraph group, click Text Direction; or right-click the text box, click Format Shape; then, in the Format Shape dialog box, click Text Box; or on the Home tab, in the Paragraph group, click Text Direction; and click More Options.
Rotating a Text Box

Sometimes when you create a text box, you may want to rotate it. PowerPoint enables you to rotate an object up to 360 degrees; alternatively, you can use the Flip feature to flip or reverse the text box from left to right or right to left. To change text box rotation, use one of the following methods: On the Home tab, in the Drawing group, click Arrange, click Rotate, and click one of the options there; or
drag the rotation handle (green circular handle) in a circular movement; or
under Drawing Tools, on the Format tab, in the Arrange group; click Rotate.
Reusing Formatting
After formatting a text box, you may wish to set its design as the default for future text boxes you create. To set the format of the current text box as the default for following ones, right click on the text box and select Set as Default Text Box.
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Working with Text
Lesson 2
Learn the Skill

In this exercise, you will learn how to change the order, alignment, orientation, and rotation of text boxes in the current presentation.
1 2 3 4 5 6 7 8 9
On the Home tab, in the Editing group, click Select, and click Selection Pane. Press and then click each of the text boxes listed in the Selection pane until all five are selected.
On the Home tab, in the Drawing group, click Arrange, click Align and then click Align Left. On the Home tab, in the Drawing group, click Arrange, click Align and then click Distribute Vertically. On the Insert tab, click Text Box. Draw a text box in the middle of the screen over top of the existing text boxes and enter the text
Draft.
Select the text and then, on the Home tab, in the Font group, click the Font Size arrow, and select 96. With the text still selected, on the Home tab, in the Font group, click the Font Color arrow, and select Red. Click the text box border to select the entire text box rather than the text inside it.
10 Click and drag the rotation handle (green circular handle) in a circular movement until the text box is angled upwards at about 45 degrees. 11 Under Drawing Tools, on the Format tab, in the Arrange group, click the Send Backward arrow, and select Send to Back. Notice that the Draft text box is now behind the others and harder to read. 12 Under Drawing Tools, on the Format tab, in the Arrange group, click the Bring Forward arrow, and select Bring to Front. 13 Right-click on any one of the five identical text boxes on the slide and select Set as Default Text Box. 14 On the Insert tab, click Text Box. 15 Draw a sixth text box at the bottom of the slide that is the same size as the four above and type the text: DisembarkinUshuaia.
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Lesson 2
Working with Text
Setting Tabs Inside a Text Box

Every slide in a presentation has tab stops. By default, there is a tab position at every inch in PowerPoint. You must view your ruler to see the default tabs and to guide you when creating new tab positions. To view the Ruler, on the View tab, in the Show group, click Ruler. With the cursor positioned in some text, when you look just below each inch on the horizontal ruler, you will see a gray bar indicating the default tabs. To change the default tab position, on the Home tab, in the Paragraph group, click the Dialog box launcher. Click Tabs to set a value for a tab stop position or type in Default tab stops. Setting and adjusting tabs in PowerPoint is quick and easy. When you want to line up columns of text in a text box, you can set new tabs. When you create a new tab, the default tab marker to the left of your new tab will be removed.
Creating Tabs with the Tab Selector

You can create tabs using the Tab Selector on the left side of the horizontal ruler.
Tab Selector
When you click the Tab Selector, you are selecting the type of tab and the tab alignment you want. To set the tab, you then click on the horizontal ruler to create a new tab position. Notice the four types of tab alignments available in the following screen and how they align based on the tab position.
Left Center Right Decimal
All text and characters begin at the left and shift to the right as you type. This is the default alignment type. Text is centered at the tab position. Text and characters begin at the right and shift to the left as you type. Align numbers or text at the decimal point. Characters shift to the left until you type the decimal character, and then the type shifts to the right of the decimal point.
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Working with Text
Lesson 2
Once you have selected the type of tab you want for the tab position, you must click on the horizontal ruler to create the tab position. The tab character appearing on the ruler indicates this. To adjust a tab setting after it has been set, make sure the cursor is somewhere in the line of text with the tab settings or, if there is more than one line of text, ensure all lines are selected and then drag the tab character on the horizontal ruler to the right or left to the new measurement. If you want to delete a tab setting, click the tab character on the horizontal ruler and drag it down off the ruler.
Creating Tabs with the Tabs Dialog Box

To create tabs using the Tabs dialog box, on the Home tab, in the Paragraph group, click the Paragraph Dialog box launcher, and click Tabs.
Tab stop position Default tab stops Tab stops to be cleared Alignment Set Clear Clear All
Enter the value for the new tab stop. Enter the value for where the default tab stops will be. Display a list of tab stops that may already exist for this text box. Click a tab stop to modify it. Choose the type of alignment for this tab stop. Set this tab stop with its chosen options in the list of tab stops. Clear the selected tab stop from the list of tab stops. Clear all tab stops in the list.
Learn the Skill

In this exercise, you will learn how to set and use tabs in text boxes in the current presentation.
1 2 3 4 5 6
Press
to create a new slide.
Type: Bookings in the title placeholder. On the Insert tab, click Text Box, then draw a large text box in the middle of the slide that spans the full width of the slide. Type: Date, then press , type: Ship and press , then type: Passengers.
On the View tab, click Ruler if it is not already ticked to make the ruler visible. Click in the ruler at the 2 and 5 marks to set a left tab stop at these points. 65
Lesson 2 The text you typed in this line is now aligned with the tab stops you set. 7
Working with Text
Press at the end of the row of text and type the remaining rows as shown below using the same tab stops.
Date June1 June15 July1 Ship OceanPrincess OceanJewel OceanDancer Passengers 164 187 145
8 9
Select all four lines of text. On the Home tab, in the Paragraph group, click the Paragraph Dialog box launcher, and click Tabs.
10 Click the 5 tab stop and click Clear to remove it. 11 Type: 6 in the Tab stop position, click the Alignment Right option, and click Set. 12 Click OK twice to return to the slide. 13 Save the presentation.
Creating Columns
While tabs are handy for lining up multiple columns of figures, PowerPoints columns feature is best for creating two or more columns of text or bullet points. To format text in a text box in multiple columns, on the Home tab, in the Paragraph group, click Columns.
Learn the Skill

In this exercise, you will learn how to create columns in text boxes.
1 2 3 4
Press
Type: Wildlife in the title placeholder. On the Insert tab, click Text Box, then draw a small text box in the middle of the slide. Type the following list of wildlife into this text box. Penguins Albatrosses Petrels Skuas Terns Sea lions Elephant seals Fur seals Minke whales Squid On the Home tab, in the Paragraph group, click Columns, and select Two Columns. Click the drag handle in the bottom right corner of the text box and adjust the size of the box until it is a wide rectangle with two columns of text.
5 6
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Working with Text
Lesson 2
Using WordArt
2.5 3.3 WordArt is a feature in PowerPoint that allows you to create three-dimensional text. For example, using WordArt, you can create text in a circle or text that appears stretched. You can also use WordArt to place emphasis on a very important word or phrase or to design a simple logo.
Inserting, Modifying, and Deleting WordArt

To insert WordArt, on the Insert tab, in the Text group, click WordArt. To modify WordArt, use one of the following methods: Click the WordArt object; or right-click the WordArt placeholder and click Edit Text; or press .
To delete WordArt, use one of the following methods: Click the WordArt placeholder and press ; or click the WordArt placeholder and cut it from the slide.
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Using WordArt Creative Application Exercise
Changing the WordArt Shape

You can change the WordArt shape from a flat horizontal shape to a shape that adds visual impact to the words in your presentation. To change the shape of your WordArt object, click the WordArt and then, under Drawing Tools, on the Format tab, in the WordArt Styles group, click Text Effects, click Transform, and then click an effect.
Formatting WordArt
You can format WordArt in a variety of ways to add visual appeal. For example, you can add fill, outline, and text effects that define the WordArt. Select the format for the text box using one of the following methods: Under Drawing Tools, on the Format tab, in the WordArt Styles group, click the arrow for the text format you want to use; or under Drawing Tools, on the Format tab, in the WordArt Styles group, click the Format Text Effects: Text Box Dialog box launcher.
You can apply effects to WordArt objects just as you would to text boxes. Similarly, you should also be careful about the selection of colors, fills, or effects for the text box shape, or in combination with formatted text.
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Lesson 2 To apply a shape format, use one of the following methods:
Working with Text
Under Drawing Tools, on the Format tab, in the Shape Styles group, click the arrow for the shape format you want to use; or on the Home tab, in the Drawing group, click the arrow for Shape Outline; or under Drawing Tools, on the Format tab, in the Shapes Styles group, click the Format Shape Dialog box launcher.
To change the WordArt style, under Drawing Tools, on the Format tab, in the WordArt Styles group, click a WordArt Style.
Learn the Skill

In this exercise, you will learn how to create WordArt.
1 2 3 4 5 6
Press
Type: SpecialOffersin the title placeholder. On the Insert tab, Text group, click Word Art, then click Fill Red, Accent 2, Matte Bevel. In the Word Art box, type: 50%offcompanionfare. Under Drawing Tools, on the Format tab, click Text Effects, click Transform and then click Wave 1. Save the presentation and close it.
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Working with Text
Lesson 2
Lesson Summary
After completing this lesson, you should be able to: insert and modify text in placeholders understand select and edit mode create and format bulleted and numbered lists format text cut, copy, and paste text indent text insert, modify, and delete text boxes create, modify, and delete WordArt
Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. How do you demote a bullet? List the four types of text alignment in PowerPoint. What are Quick Styles? How do you copy formatting from one paragraph to another? How do you cut or copy multiple items and paste them all later? How do you move items from one slide to another slide? How do you adjust the spacing between characters in a title? How do you add text anywhere on a slide in addition to the slide layout placeholders? How can you select all objects on a slide?
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10. How can you select some but not all objects on a slide? 11. How do you set the height and width of a text box to exactly 2"? 12. How do you align a group of text boxes to the left? 13. When aligning text in text boxes what are the six types of alignment available in PowerPoint? 14. How do you rotate a text box to an angle? 15. How do you increase the internal margins of a text box? 16. How do you format a text box with two columns of text? 17. How do you add an effect to a WordArt object? 18. How can you create a link in your presentation to a Web site?
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Working with Text
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Microsoft
PowerPoint
2010
Core Certification
Lesson 3: Working with Illustrations and

Other Media
Lesson Objectives
In this lesson, you will learn how to work with illustrations and shapes in a presentation. Upon successful completion of this lesson, you should be able to:

add graphics from a variety of sources manipulate graphics insert and modify shapes and illustrations
format illustrations, graphics, and shapes insert and modify SmartArt insert and modify audio and video
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Lesson 3
Working with Illustrations and Other Media
Using Pictures
A picture is an external graphic object that you can add to a slide to illustrate a point. Adding pictures to a presentation is the easiest way to liven it up and add visual appeal. Pictures can often enhance points presented in text form, making them easier to understand and making slides more attractive. When you add a picture to a slide, PowerPoint displays the Pictures Tools tab with options to modify the picture:
Many of these items are discussed later in this lesson.
Inserting Pictures from Files

There are two common ways to add a picture to a slide. When you create slides, some slides provide a placeholder for pictures, including Title and Content, Two Content, Comparison, Content with Caption, and Picture with Caption. However, you can create a new slide with any layout and then add a picture to the slide. To add a picture to a slide with a picture placeholder, click Insert Picture from File in the placeholder. To add a picture to a slide with no picture placeholder, on the Insert tab, in the Images group, click Picture.
You can then navigate to where the picture file is located and click the picture to insert it. Alternatively, click Insert for other options.
When you use Insert to insert a picture, you have three options: 72 Insert (embedded) Link to File Insert and Link
Lesson 3
The Insert option means the picture is embedded in the presentation. Once embedded, the picture becomes part of the presentation file. Changes you make to the picture in the presentation are reflected in the presentation only. If the picture is linked, a connection exists between the presentation and the picture file. The picture file can be updated and the changes will be reflected in the linked picture in the presentation. Inserted pictures are stored within the presentation and linked pictures are stored outside the presentation. Linked pictures are updated when changes are made to their source picture file but embedded pictures do not change if you change their source picture file. When your presentation contains linked pictures, you must copy both the linked pictures and the presentation if you plan to deliver the presentation on another computer or send it to someone by e-mail. To help you decide whether to insert or link to pictures, consider the following: Use Insert for the picture when: Your files are under 100 KB each. You can insert files that are up to 50 megabytes (MB), but it may slow down the delivery of the presentation. You want all picture files to be contained within your presentation rather than linked to it. You do not plan to change the source files.
Use Link to File for the picture when: Your picture files are 100 KB or more each. You plan to change the picture source files. You plan to use the Package for CD feature to package your presentation to a CD, or to a different folder or computer.
Learn the Skill

In this exercise, you will learn how to insert a picture file in a new presentation.
1 2 3 4 5 6 7 8 9
Create a new blank presentation and save it as BikingToursStudent. On the Home tab, in the Slides group, click Layout, and click Title and Content. In the title placeholder, enter: BikingTours. On the Home tab, in the Drawing group, click Quick Styles, and then click Colored Fill, Olive Green, Accent 3. In the content placeholder, click Insert Picture from File. In the Insert dialog box, browse to the location where the student data files are stored, click the Biking Tours file, and then click Insert. Press + to insert a new slide.
In the title placeholder, type: Dublin. On the Insert tab, click Picture.
10 Select the Dublin file and click Insert. 11 Repeat steps 7 to 10 to create one more new slide with the title SanFrancisco and the picture Golden Gate Bridge on it. 12 On the Home tab, click the New Slide arrow and select Blank.
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Lesson 3 13 On the Insert tab, click Picture.
14 Select the Tolano Adventures Logo file, click the insert options arrow, and select Insert and Link. This will allow you to easily update your presentation if the logo changes.
Modifying Pictures
3.1 3.2 You can make a picture more subdued so that it blends with its surroundings, or intensify the picture to bring attention to it. PowerPoint provides a number of tools in the Adjust group on the Format tab of the Picture Tools ribbon.
To remove the background of a picture, click Remove Background.
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Working with Illustrations and Other Media To correct the brightness or contrast by making the picture sharper or softer, click Corrections.
Lesson 3
To adjust the color applied with the picture, click Color.
To add an artistic effect to the picture, click Artistic Effects.
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You can also apply a shape to the picture by using an option in the Picture Styles group.
To change the border for a picture, click Picture Border.
To change the picture effects, click Picture Effects.
To change the style for a picture, click a picture style.
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Working with Illustrations and Other Media To change the layout style of the picture, click Picture Layout.
Lesson 3
To remove illustration effects from a picture, under Picture Tools, on the Format tab, in the Adjust group, click Reset Picture.
You can also modify the brightness, contrast, or colors using the Format Picture dialog box. To display this dialog box, use one of the following methods: Right-click the picture and click Format Picture; or under Picture Tools, on the Format tab, in the Picture Styles group, click the Format Shape Dialog box launcher.
Crop a Picture
If a picture you insert contains more than you want to display, you can crop away part of the picture using one these methods: Right-click the picture and click Format Picture; or under Picture Tools, on the Format tab, in the Size group, click Crop.
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Change a Picture
If you like the formatting you have applied to a picture but want to change the picture itself to a different one, you can easily change the picture but keep the formatting. To change a picture, use one of the following methods: Right-click the picture and click Change Picture; or under Picture Tools, on the Format tab, in the Reset group, click Change Picture.
Compressing Pictures
Images you add to slides may have come from large, high resolution files, but may not need to be that large in the presentation, or you may have cropped away parts of the images. You can compress the images inside the files to save space, making the presentation easier to share with others. To compress pictures, with one or more pictures selected, under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures.
Learn the Skill

In this exercise, you will learn how to add, change, and remove illustration effects in the current presentation.
1 2 3 4 5 6 7 8 9
With the Biking Tours Student presentation open, select the photo on slide 1. Under Picture Tools, on the Format tab, in the Adjust group, click Corrections, and then click Brightness 0% (Normal), Contrast -40%. Under Picture Tools, on the Format tab, in the Adjust group, click Color; hold your mouse over the various color options to see the effect on the picture and then select Temperature 7200 K. Under Picture Tools, on the Format tab, in the Picture Styles group, click Picture Border, and then click Olive Green, Accent 3, Darker 25%. Under Picture Tools, on the Format tab, in the Picture Styles group, click Picture Border, click Weight, and then click 2 pt. Select slide 2 and then select the picture on this slide. Under Picture Tools, on the Format tab, in the Adjust group, click Artistic Effects; hold your mouse over the various effects to see the change to the picture and then select Cutout. Under Picture Tools, on the Format tab, in the Picture Styles group, click More Styles. Hold your mouse over the various styles to see the effect on the picture and then select Metal Frame. Select slide 3 and then select the picture on this slide.
10 Under Picture Tools, on the Format tab, in the Picture Styles group, click Drop Shadow Rectangle. 11 Under Picture Tools, on the Format tab, in the Adjust group, click Change Picture. Select the Golden Gate Bridge file. Notice that, although the picture is changed, the drop shadow effect remains. 12 Under Picture Tools, on the Format tab, in the Size group, and click the Crop tool. 13 Drag the top middle crop handle down until the picture is focused on the couple more than on the bridge.
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14 Under Picture Tools, on the Format tab, in the Adjust group, click Remove Background. Notice that PowerPoint identifies almost perfectly which part of the picture is in the foreground and which the background. 15 On the Background Removal tab, in the Close group, click Discard All Changes.
16 Under Picture Tools, on the Format tab, in the Adjust group, click Compress Pictures. 17 Clear Apply only to this picture but accept all other default options and then click OK.
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Lesson 3
Inserting Clip Art

The Microsoft Clip Organizer contains drawings, photographs, sounds, videos, and other media files (also called clips) that you can easily insert into your presentation to add impact and illustrate specific concepts. To insert Clip Art, on the Insert tab, in the Illustrations group, click Clip Art. Search for Go Results should be Results list Enter the search criteria for the clip art image you want to insert on the slide. Click this button to begin the search or press entering the search criteria. after
Indicate which file types are to be shown in the results list. View matches for the search criteria. The number of images shown here depends on the size of the Clip Art window. Go to the Microsoft Office Online Web site to find more clip art images. Get ideas for different ways to find clips that match your criteria.
Find more at Office Online Hints for finding images
When PowerPoint has found matches for the search criteria, the results are shown in the list. To insert these into the slide, use one of the following methods: Click the picture to insert it into the slide. If you selected a content placeholder prior to inserting the clip art, the image sizes itself to the placeholder size; or click the arrow on the right of the clip art image to display more options, such as copying this image to the Office Clipboard, so that you can search for and collect other images to insert into the presentation.
Learn the Skill

In this exercise, you will learn how to insert clip art into the current presentation.
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Select slide 4 with the Tolano Adventures logo. On the Insert tab, in the Images group, Clip Art. In the Clip Art pane, enter: bicycle as the search term and click Go. Click one of the clip art illustrations that you like to insert it on this slide. Click and drag the clip art to the right so it does not overlap the Tolano Adventures logo. Save the presentation.
Lesson 3
Inserting Shapes
You can insert shapes to create a diagram or illustration that visually displays data and key points or graphically illustrates complicated ideas. 2.6 3.1 3.4 To insert shapes, use one of the following methods: On the Home tab, in the Drawing group, click a shape and drag the mouse cursor on the slide to form the shape; or on the Insert tab, in the Illustrations group, click Shapes, click a shape, and drag the mouse cursor on the slide to form the shape; or under Drawing Tools, on the Format tab, in the Insert Shapes group, click a shape, and drag the mouse cursor on the slide to form the shape.
Consider the following when sizing or creating shapes: When you click a shape, PowerPoint displays a crosshair to indicate you are in Draw mode. Click at the beginning where you want the shape to start and drag to the desired height and width for the shape. Press Press Press as you drag to draw a straight line or arrow. as you drag to draw a perfect square or circle. as you drag to draw a line, box, or oval from its center point.
You can add text to a shape simply by typing it after creating the shape. Alternatively, select the shape and begin typing. As soon as you create or select a shape, PowerPoint displays the Drawing Tools tab for modifying the shape (discussed later in this lesson).
Selecting Illustrations and Shapes

You can use the Selection pane to select individual objects, including shapes, and change their order, name, and visibility. To move a shape, use one of the following methods: Drag the shape using the mouse pointer as shown in the following example; or
press arrow keys; or hold and press arrow keys to move in smaller movements.
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Learn the Skill

In this exercise, you will learn how to insert shapes into the current presentation.
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Select slide 3 and then, on the Home tab, click the New Slide arrow, and select Blank. On the Insert tab, in the Illustrations group, click Shapes, and choose Oval. Press and then click and drag a circle, approximately 1.5 across, in the slide.
With the shape still selected, type: Dublin. Repeat steps 2 to 4 to draw two more circles on the slide with the text: SanFrancisco and Perth. Click and drag the circles to arrange them on the slide as shown here:
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On the Home tab, click New Slide and select Title Only. In the new slide, type: SanFranciscoItineraryin the title placeholder. On the Insert tab, click Shapes and choose Rounded Rectangle.
10 Draw a rounded rectangle shape across the top of the content area below the title. 11 Type: FortMason in this shape. 12 Repeat steps 9 and 10 to draw three more rounded rectangle shapes, with the text:
PresidioNationalPark GoldenGateBridge Sausalito
Dont worry if your boxes arent all the same size or aligned or distributed evenly.

Lesson 3
Modifying Illustrations and Shapes

You can format shapes, and text within shapes, in a variety of ways. Changing shapes and shape text formatting can add visual appeal and make a shape easier to see against the background of your slide. For example, you can add an outline, fill, or shadow, change the thickness or color of the lines that define the shape, and add text effects to the text inside a shape. When formatting a shape and shape text with color or when changing line color, try to pick colors that complement your presentations color scheme. To add or modify text in a shape, use one of the following methods: Click the shape to add text and type the text; or double-click the shape and type to replace selected text; or click the shape placeholder and press ; or right-click the shape placeholder and click Edit Text.
To apply formatting to the text in a shape, use one of the following options in the WordArt Styles group:
To apply effects to a shape, use one of the following options in the Shape Styles group:
You can also apply formatting to a shape using the Format Shape dialog box:
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If you want to create an illustration with a number of similar shapes, you can either duplicate a shape, or copy and paste it. To duplicate a selected shape: Press + , then move the shape and modify it, if necessary. To copy and paste a selected shape, use one of the following methods: On the Home tab, in the Clipboard group, click Copy. Then on the Home tab, in the Clipboard group, click Paste; or right-click the shape, click Copy, and then right-click, and click Paste; or press + and + .
Applying Quick Styles

A Quick Style is a collection of formatting options that make formatting your shapes easier. You can add a designer-quality look and polish to your shape by applying a Quick Style. When you point to a Quick Style thumbnail, you can see how the Quick Style affects your shape. To add a quick style to a shape, click the shape and then, on the Home tab, in the Drawing group, click Quick Styles.
The Quick Styles that are available depend on the theme selected.
Learn the Skill

In this exercise, you will learn how to change shapes, add and modify shape text, and apply Quick Styles in the current presentation.
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Select slide 4 with the three circles. Select the circle with Dublin in it and then, under Drawing Tools, on the Format tab, in the Shape Styles group, select Subtle Effect, Orange, Accent 6. Select the circle with San Francisco in it and then, under Drawing Tools, on the Format tab, in the Shape Styles group, select Subtle Effect, Olive Green, Accent 3. Select the circle with Perth in it and then, under Drawing Tools, on the Format tab, in the Shape Styles group, select Subtle Effect, Aqua, Accent 5.
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Select slide 5 with the four rounded rectangles on it. Press and click each of the four rectangles to select all of them.
Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Fill, click Texture and then click Papyrus. Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Effects, click Shadow and then click Offset Diagonal Bottom Right. Under Drawing Tools, on the Format tab, in the WordArt Styles group, click Text Fill, and then click Black.
10 On the Home tab, click the Font Size arrow and select 24.
Inserting Hyperlinks
3.1 A hyperlink is simply text or an object, such as a picture, graph, shape, or WordArt, that you can click when viewing a slide to jump to another slide, another presentation, or perhaps a Word document or Excel worksheet. The hyperlink may also lead to an Internet Web page, open an e-mail message, or create a new file. To use a hyperlink you must be in Slide Show view. To create a hyperlink, select the text or the object that you want to use as a hyperlink and then use one of the following methods: On the Insert tab, in the Links group, click Hyperlink; or press + ; or right-click and click Hyperlink.
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In the Link to box, you can choose to link to an existing file or Web page or a place in the current presentation; you can also create a new file or open a new e-mail message with a specific address. To edit a hyperlink, select the text or the object and then use one of the following methods: On the Insert tab, in the Links group, click Hyperlink; or on the Insert tab, in the Links group, click Action; or press + ; or right-click and click Edit Hyperlink. On the Insert tab, in the Links group, click Hyperlink and click Remove Link; or on the Insert tab, in the Links group, click Action and click None; or press + and click Remove Link; or right-click and click Remove Hyperlink.
To remove a hyperlink, select the text or the object and then use one of the following methods:
Learn the Skill

In this exercise, you will learn how to create hyperlinks.
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Select the Presidio National Park rectangle on slide 5. On the Insert tab, in the Links group, click Hyperlink. Select the Existing File or Web Page tab. Type: http://www.nps.gov/prsf/in the Address field and then click OK. Save the presentation.
Arranging Illustrations and Shapes

3.1 Arranging illustrations and shapes manually can be very difficult, but illustrations and shapes that are not aligned can be very distracting to the audience and look unprofessional. Fortunately, you can use various features provided by PowerPoint to assist with the arrangement of shapes and objects in a presentation.
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Using the Ruler

You will probably want to use your ruler as a guide when you align objects on your slide. To view the ruler, on the View tab, in the Show/Hide group, click Ruler. PowerPoint displays horizontal and vertical rulers for precise placements. The units of measurement in the ruler are determined by the regional settings in Windows.
Using Gridlines and Guides

Guides are nonprinting horizontal and vertical lines you can use to align objects on your slides. Use one or more guides to arrange objects evenly, with or without the grid turned on. Gridlines are a set of intersecting lines that you can display to make it easier for you to align shapes and other objects. Use the gridlines to help align objects more precisely, particularly in relation to each other. You can view gridlines and guides in PowerPoint to give you a visual cue in relation to the objects in your presentation. You can show or hide both guides and gridlines, and you can add or delete guides. You can drag guides to adjust them and you can choose from a range of preset measurements to set the spacing between gridlines. Guides and gridlines are not visible when you deliver your presentation to your audience and they are not printed. To turn guides or gridlines on or off, use one of the following methods: On the Home tab, in the Drawing group, click Arrange, click Align, and click View Gridlines or Grid Settings; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Align, and click View Gridlines or Grid Settings; or right-click outside the slide objects and click Grid and Guides; or
on the View tab, in the Show group, click Gridlines or Guides; or
press press
+ +
for guides; or for gridlines.
Using the mouse to move shapes to a particular position on a slide can be difficult, as the shape will snap to the grid. To stop your shapes snapping to the grid, clear the Snap objects to grid check box or press when you are dragging a shape so that it moves freely. You can press arrow keys to move objects on a slide or press +arrow keys to move objects by small increments.
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Sizing, Scaling, and Rotating Content

When you a draw a shape, it may not appear in the place or at the size you prefer. You can resize the shape to fit better on your slide and move it wherever you want. You resize shapes using handles in the same way you have learned to resize text boxes. These small squares and circles surround the shape when you select it. You can drag these handles to make a shape larger or smaller. Dragging corner circular handles retains the shapes original proportions; dragging square handles distorts the original proportions, so that, for example, a square may become a rectangle. If you want the shape to have a specific height and width, use one of the following methods: Under Drawing Tools or Picture Tools, on the Format tab, in the Size group, click Shape Height or Shape Width, enter the measurement, and press ; or right-click the shape and click Size and Position; or under Drawing Tools or Picture Tools, on the Format tab, in the Size group, click the Dialog box launcher.
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Resizing Shapes Online Exercise
By default, when you type into a shape, the shape will not resize to fit the amount of text you type. This feature is called AutoFit. To change AutoFit, use one of the following methods: Right-click the shape and click Format Shape; or on the Home tab, in the Paragraph group, click Text Direction, and click More Options; or on the Home tab, in the Paragraph group, click Align Text, and click More Options; or under Drawing Tools, on the Format tab, in the WordArt Styles group, click the Dialog box launcher; then, in the Format Text Effects dialog box, click Text Box.
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By default, a text box will not resize to fit text, but you can click Shrink text on overflow if you do not want the text font size to shrink and fit the shape, or click Resize shape to fit text if you want the shape to resize to fit all the text typed. If you want to increase or decrease the shape to scale by using a percentage, use one of the following methods: Right-click the shape and click Size and Position; or under Drawing Tools or Picture Tools, on the Format tab, in the Size group, click the Dialog box launcher; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Rotate, and click More Rotation Options. Then: type or click a Scale Height percentage. type or click a Scale Width percentage. to avoid distorting the shape, click Lock aspect ratio.
Sometimes when you create a shape you may want to rotate it. PowerPoint enables you to rotate a shape up to 360 degrees; alternatively, you can use Flip to flip or reverse the shape from left to right or right to left. To change shape rotation, use one of the following methods: On the Home tab, in the Drawing group, click Arrange, and click Rotate; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Rotate; or
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Working with Illustrations and Other Media drag the Rotation handle (green circular handle) in a circular movement.
Learn the Skill

In this exercise, you will learn how to use gridlines, guides, and the rulers to size, scale, and rotate shapes in the current presentation.
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Select slide 4 with the three circles. Press and click each circle to select all three.
Under Drawing Tools, on the Format tab, click the Size Dialog box launcher. Set the height and width to 2 and click Close. Click the View tab and then, in the Show group, select Gridlines. Select the Dublin circle and press the arrow keys on the keyboard to nudge it into alignment with the grid. On the Insert tab, click Shapes, and select Right Arrow. Draw an arrow from the left of the slide pointing at the Perth circle. Type: New in the arrow.
10 On the Home tab, in the Drawing group, click Quick Styles, and then click Colored Fill Red, Accent 2. 11 Click the shape border to select the arrow, and then click the green rotation handle and drag it to rotate the arrow until it is pointing at a downward angle towards the Perth circle.
12 Click the View tab and then, in the Show group, select Gridlines to turn them off. 13 Save the presentation.
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Changing the Order of Content

When you have created an illustration with several shapes, you may find that the shapes overlap each other but not in the right order. You may want some shapes to appear in front and the others to appear behind them. PowerPoint allows you to change the order of overlapping shapes by moving them as follows: Bring to the Front Bring Forward Send to the Back Send Backward Bring the shape to the front of all the shapes. Bring the shape from behind the shape that is directly in front of it. Send the shape to the back of all the shapes. Send the shape to behind the shape that is directly behind it.
To change the order of shapes, use one of the following methods: On the Home tab, in the Drawing group, click Arrange, and click Bring to Front or Send to Back; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Bring to Front or Send to Back; or right-click the shape and click Bring to Front or Send to Back.
Grouping and Ungrouping Content

When you create a diagram or a shape that is a collection of shapes, you must group all the shapes to easily resize and move the entire group. If you want to make a change to the group, you must ungroup the shapes to make a change, and then you will probably want to regroup or group the shapes. To group shapes, use one of the following methods: On the Home tab, in the Drawing group, click Arrange, and click Group; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Group; or right-click the shape and click Group. On the Home tab, in the Drawing group, click Arrange, and click Ungroup; or under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Group, and click Ungroup; or right-click the shape, click Group, and click Ungroup.
To ungroup shapes, use one of the following methods:
Aligning Content
When you add shapes to a slide, it can be difficult to align the shapes evenly. When the shapes are misaligned, it can be distracting to the viewer and make the slide design look unprofessional. To change the alignment of two or more selected shapes, use one of the following methods: Under Drawing Tools, on the Format tab, in the Arrange group, click Align; or on the Home tab, in the Drawing group, click Arrange, and click Align.
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Align Left Align Center Align Right Align Top Align Middle Align Bottom
Align all text boxes with the text box furthest to the left on the slide. Center all boxes based on the center point of each text box. Align all text boxes with the text box furthest to the right on the slide. Align all text boxes with the text box at the highest point on the slide. Align all text boxes at the middle of the slide. Align all text boxes with the text box at the lowest point on the slide.
Learn the Skill

In this exercise, you will learn how to align shapes, group and ungroup shapes, and change the order of shapes on a slide in the current presentation.
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Select slide 4 with the three circles. Click the Dublin circle and drag it until it is slightly underneath the Perth circle. Click the San Francisco circle and drag it until it is slightly over top of the Dublin circle, and underneath the Perth circle. Press and click each circle to select all three, as well as the red arrow.
Under Drawing Tools, on the Format tab, in the Arrange group, click Group.
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Click and drag the group of shapes to the right. Under Drawing Tools, on the Format tab, in the Arrange group, click Ungroup.
Working with Illustrations and Other Media 8 9 Click the circle containing the San Francisco text.
Lesson 3
Under Drawing Tools, on the Format tab, in the Arrange group, click the Send Backward arrow, then click Send to Back.
10 Under Drawing Tools, on the Format tab, in the Arrange group, click Regroup. 11 Select slide 5 with the four rounded rectangles on it. 12 Press and click each rectangle to select all four.
13 On the Home tab, in the Drawing group, click Arrange, click Align and then click Align Left. 14 On the Home tab, in the Drawing group, click Arrange, click Align and then click Distribute Vertically. 15 Under Drawing Tools, on the Format tab, in the Arrange group, click Group. 16 Save the presentation.
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Working with Clip Art Online Exercise
Inserting a Photo Album

2.1
A PowerPoint photo album is a presentation that you can create to display your photographs. As with any type of presentation, you can also add effects, such as transitions, backgrounds, themes, and layouts, to your photo album. You can add captions to your pictures, adjust the order and layout, add frames around the pictures, and even apply a theme to customize the look of your album. To share your photo album with others, you can send it as an attachment to an e-mail message, publish it to the Web, or print it. To create a photo album, on the Insert tab, in the Illustrations group, click Photo Album.
Insert picture from Insert text Pictures in album Preview
Use File/Disk to navigate to where the picture files are located. Create a new text box to enter text or information about this picture. Lists the files included in the photo album. Use the Up or Down buttons below this list to reorder the file list or use Remove to delete a file from the list. Display a preview of each file selected in the Pictures in album list. Use the buttons across the bottom of the preview box to adjust the rotation, contrast, or brightness of the picture.
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Lesson 3 Picture Options
Working with Illustrations and Other Media Choose whether to have caption boxes below the pictures, such as names of people or product identifiers, or to show the pictures in black and white for a different effect. Choose how you want the pictures laid out in the photo album. Choose the shape for the frame around each picture. This field is available when you choose any option other than Fit to slide. Add a theme for the photo album.
Picture layout Frame shape Theme
Learn the Skill

In this exercise, you will learn how to insert and edit a photo album.
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Create a new blank presentation. On the Insert tab, in the Images group, click Photo Album. Click File/Disk and browse to the location where the student data files are stored. Press and click the files Biking Tours, Dublin, Golden Gate Bridge and Tire to select all four images, and then click Insert. Select the 4 pictures layout and then click Create. On slide 1, change the title to: BikingTours. On the Insert tab, click the Photo Album arrow, and then click Edit Photo Album. Click ALL pictures black and white. Click Captions below ALL Pictures. Click New Text Box to add a text box to the photo album.
10 Click the up arrow to move the text box above the pictures in the list. 11 Select the last picture in the list and click Remove to remove it from the album. 12 Change the frame shape to Simple Frame, Black. 13 Click Browse next to the theme box and select the Adjacency theme. 14 Click Update to apply the new settings to the photo album. 15 Select slide 2 and, in the text box, type: PopularLocations. 16 Save the presentation as Bike Tours Photo Album Student and then close it.
Working with SmartArt

3.4 Illustrations and graphics help your audience understand and recall information better than large amounts of text. Creating quality illustrations can be challenging; you can spend a lot of time making shapes, sizing and aligning them, and manually formatting them. All the time you spend manually creating diagrams takes your attention away from the presentation content. Fortunately, PowerPoint provides a feature called SmartArt graphics that you can use to create designerquality illustrations quickly. You can do this easily by selecting from a collection of different layouts. When you create a SmartArt graphic, you are prompted to choose a diagram type, such as Process, Hierarchy, Cycle, or Relationship. Each type contains several different layouts.
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There are two main ways you can insert a SmartArt graphic into a slide. When you create slides, some slides provide placeholders for SmartArt graphics. These slides are Title and Content, Two Content, Comparison, Content with Caption, and Picture with Caption. However, you can also create a Title Slide, Title Only, Section Header, or Blank slide, and then add a SmartArt graphic to the slide. To insert a SmartArt graphic, use one of the following: To add a SmartArt graphic to a slide with a SmartArt graphic placeholder, click Insert SmartArt Graphic; or to add a SmartArt graphic to a slide without a SmartArt graphic placeholder, on the Insert tab, in the Illustrations group, click SmartArt.
When you select a layout, placeholder text appears. Placeholder text is not printed and does not appear during the presentation. You can replace the placeholder text with your own text. When a SmartArt diagram appears on a slide, the SmartArt Tools ribbon appears with two tabs (Design and Format) and with tools to manipulate the diagram:
Using the Text Pane

Instead of clicking each shape in the SmartArt graphic to add text, you can use the Text pane to enter and edit the text that appears in your SmartArt graphic. The Text pane appears to the left of your SmartArt graphic. As you add and edit your text in the Text pane, your SmartArt graphic is automatically updated. When you first create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with placeholders that display as [Text]; you can replace these placeholders with your own text. At the top of the Text pane, you can edit the text that appears in your SmartArt graphic. At the bottom of the Text pane, you can view additional information about the SmartArt graphic.
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The Text pane works like a bulleted list that associates text to a SmartArt shape. You can promote or demote text levels in a similar manner to entering text in the Outline tab. To move forward to a shape, press To move backward to a shape, press . .
To create a subpoint, select the line that you want to indent and then, under SmartArt Tools, on the Design tab, in the Create Graphic group, click Demote. Alternatively, press . To return to a higher level in the Text pane, select the line and then, under SmartArt Tools, on the Design tab, in the Create Graphic group, click Promote. Alternatively, press + . To create a new line of bulleted text at the same level in the Text pane, press SmartArt Tools, on the Design tab, in the Create Graphic group, click Add Bullet. . Alternatively, under
Any of these manipulations updates the mapping between the bullets in the Text pane and the shapes in the layout for the SmartArt graphic.
Learn the Skill

In this exercise, you will learn how to create a cycle SmartArt graphic using bullet points in the current presentation.
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Select slide 5 and then, on the Home tab, click New Slide and select Title Only. Type: DublinTourRoute in the title placeholder. On the Insert tab, click SmartArt, click Block Cycle, and click OK. In the top text placeholder in the Text Pane, type: GrandCanal. In the next text placeholder, type: LansdownRoadStadium. Continue typing: RiverLiffey, Docklands, and U2TributeWall. Press after the last entry, then type MerrionSquare in the text pane so that the SmartArt looks like the following:
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Modifying SmartArt Diagrams

3.4 When you create your SmartArt diagram, it may not appear exactly as you would like it. Using the SmartArt tools, you can easily modify SmartArt graphics and quickly format SmartArt with Quick Styles, change the colors, and apply other effects so that it looks exactly the way you want.
Using SmartArt Styles

If you think your SmartArt graphic looks uninteresting, apply a different SmartArt Style or color variation. Use options on the Design tab of the SmartArt Tools ribbon. The Change Colors feature provides a range of different color options for a SmartArt graphic, each one applying one or more colors in different ways to the shapes in your SmartArt graphic. When you point to a Change Color thumbnail, you can see how a SmartArt Style or color variation affects your SmartArt graphic without actually applying it. The colors offered are determined by the theme applied to the presentation. A quick and easy way to add a professionally designed combination of effects to your SmartArt graphics is to apply a SmartArt Style. SmartArt Styles include shape fills, edges, shadows, line styles, gradients, and three-dimensional (3D) perspectives, and are applied to the entire SmartArt graphic. You can also apply an individual Shape style to one or more shapes in your SmartArt graphic.
Even after you customize your SmartArt graphic, you can change to a different layout and most of your customizations will remain in place. You can also click Reset Graphic on the Design tab to remove all of your formatting changes and start over.
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You can change the look of your SmartArt graphic by changing the fill of its shape or text, by adding effects, such as shadows, reflections, glows, or soft edges, or by adding three-dimensional (3-D) effects, such as bevels or rotations. To change SmartArt colors, under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colors. To change the SmartArt Style, under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click More to view all the styles and click a style to apply. The number and types of styles vary based on the SmartArt diagram created. To remove all formatting changes, under SmartArt Tools, on the Design tab, in the Reset group, click Reset Graphic.
Changing the Diagram Type

When you select a layout, you must ask yourself what you want to convey and if you want your content to look a specific way. After you choose a layout, you can point to any of the different layouts displayed on the Design tab in the Layout group to see how your content will look with that layout applied. If you think your SmartArt graphic looks dull, switch to a different layout. When you switch layouts, most of your text and other content, colors, styles, and effects are automatically carried over to the new layout. Experiment with different layouts. List Process Cycle Hierarchy Hierarchy Relationship Matrix Pyramid Show nonsequential information. Show steps in a process or timeline. Show a continual process. Create an organization chart. Show a decision tree. Illustrate connections. Show how parts relate to a whole. Show proportional relationships with the largest component on the top or bottom.
To change the SmartArt graphic layout, under SmartArt Tools, on the Design tab, in the Layouts group, click More.
The number and style of layouts will differ from the SmartArt graphic chosen originally. You can also click More Layouts to view the Choose a SmartArt Graphic dialog box.
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Learn the Skill

In this exercise, you will learn how to change the colors, styles, and layout of a SmartArt graphic in the current presentation.
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Click the Dublin Tour Route SmartArt graphic to select it. Under SmartArt Tools, on the Design tab, click Change Colors, and then click Colorful Range Accent Colors 3 to 4. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, and then click the Subtle Effect style. Under SmartArt Tools, on the Design tab, in the Reset group, click Reset Graphic. Under SmartArt Tools, on the Design tab, in the Layouts group, click Segmented Cycle. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click Right to Left.
Save the presentation
Changing the Orientation

Sometimes, when you create a SmartArt graphic, you may want to rotate it. PowerPoint enables you to easily rotate a SmartArt graphic using one of the following methods: On the Home tab, in the Drawing group, click Shape Effects, click 3-D Rotation, and then click a rotation or click 3-D Rotation Options; or under SmartArt Tools, on the Format tab, in the Shape Styles group, click Shape Effects, click 3-D Rotation, and then click a rotation or click 3-D Rotation Options.
When you click 3-D Rotation Options, you can customize the rotation of the SmartArt graphic.
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Presets provide a number of predefined rotation types. The X, Y, and Z axes define the orientation (rotation) and position of the camera (view) that displays the shapes. X is the horizontal axis, Y is the vertical axis, and Z is the third dimension of depth. Values for these axes are additive; that is, the camera is first rotated by the X value, then the Y value, and finally the Z value. Using Keeping text flat ensures that the text stays flat and readable if you rotate the shape.
Adding or Removing Shapes

If you cannot find the exact layout that you want, you can add and remove shapes in your SmartArt graphic to adjust the structure of the diagram. For example, the Basic Process layout in the Process type appears with three shapes, but your process may require only two shapes, or it may require five shapes. As you add or remove shapes and edit your text, the arrangement of the shapes and the amount of text within those shapes is updated automatically, maintaining the original design and border of the layout for your SmartArt graphic. To add a shape to a SmartArt graphic, use one of the following methods: Under SmartArt Tools, on the Design tab, in the Create Graphic group, click Add Shape to add a shape to the right of the selected shape; or under SmartArt Tools, on the Design tab, in the Create Graphic group, click the Add Shape arrow, and click either Add Shape After or Add Shape Before; or right-click a shape, click Add Shape, and click either Add Shape After or Add Shape Before.
To remove a shape from a SmartArt graphic, click the shape and use one of the following methods: Press ; or use one of the methods to cut the shape from the SmartArt diagram.
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Learn the Skill

In this exercise, you will learn how to add a shape to a SmartArt graphic in the current presentation.
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Click the Dublin tour route SmartArt graphic to select it. Under SmartArt Tools, on the Design tab, in the Layouts group, click More, and click More Layouts. Click Process and then click Vertical Process and click OK. Click the Docklands shape. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click Add Shape. In the new shape, type: FinancialServicesDistrict.
Converting Text to SmartArt

If you think a text message will be conveyed to the audience better if you use an illustration, you can convert your text to a SmartArt graphic. PowerPoint enables you to quickly convert existing slides into professionally designed SmartArt graphics. You can use this method with regular text and WordArt. To convert text into a SmartArt graphic, click the text placeholder and then, on the Home tab, in the Paragraph group, click Convert to SmartArt Graphic.
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Learn the Skill

In this exercise, you will learn how to convert text to a SmartArt graphic in the current presentation.
1 2 3
With the Dublin Tour Route slide selected, on the Home tab, click New Slide, and then click Title and Content. Type: FutureTours in the title placeholder. Type the following bullet points in the text placeholder:
RockyMountainOffroadTour AmsterdamCityTour ProvenceFarmTour PacificCoastTour
On the Home tab, in the Paragraph group, click Convert to SmartArt Graphic, and then click Basic Matrix.
Converting SmartArt to Text or Shapes

Just as you can convert text to SmartArt, you can convert SmartArt back into text or individual shapes. If you convert it to shapes, you can then adjust the individual shapes or remove them from the slide without affecting the layout of the remaining shapes in order to achieve a design not available in the SmartArt graphic. To convert a SmartArt graphic to shapes, select the graphic and, under SmartArt Tools, on the Design tab, in the Reset group, click Convert, and then click Convert to Shapes. To convert a SmartArt graphic to shapes, select the graphic and, under SmartArt Tools, on the Design tab, in the Reset group, click Convert, and then click Convert to Shapes.
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Learn the Skill

In this exercise, you will learn how to convert a SmartArt graphic to text and shapes in the current presentation.
1 2 3 4 5 6 7 8 9
Select the SmartArt graphic listing the four future bicycle tours. Under SmartArt Tools, on the Design tab, in the Reset group, click the Convert arrow, and then click Convert to Text. Review the results and then press graphic. + to undo the change and revert the text back to a SmartArt
Under SmartArt Tools, on the Design tab, in the Reset group, click the Convert arrow, and then click Convert to Shapes. Click the Pacific Coast Tour shape to select it. Under Drawing Tools, on the Format tab, click Shape Fill, and then click Olive Green, Accent 3, Darker 25%. Click the Provence Farm Tour shape to select it. Under Drawing Tools, on the Format tab, click Shape Fill, and then click Red, Accent 2, Darker 25%. Click the Amsterdam City Tour shape and then press to remove it.
Inserting Media Clips

3.5 You can enhance a slide by adding a video or sound clip. Inserting a video clip (also called a movie clip or file) or adding sound to a slide can add interest to your presentation. However, relying too heavily on multimedia effects to carry your presentation can backfire. Too much sound and motion during a presentation can be confusing to your audience. Used thoughtfully, however, video and sound effects can quickly catch your viewers attention.
Using Sounds
Audio effects, such as music and voice recordings, can add another level of professionalism to your slide presentations. Music is an effective way to introduce or end a presentation and it gives your audience something to listen to as they enter and leave the presentation room. You can play a movie theme song as background music for several slides or play a voice recording of advertising slogans, for example.
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To prevent possible problems with links, it is a good idea to copy the sounds into the same folder as your presentation before you add the sounds to your presentation.
To insert a sound from a file, on the Insert tab, in the Media group, click Audio. Choose the location for the sound file or, if necessary, record the sound at this time. You can preview a sound clip before you add it to your presentation. In the Clip Art task pane, in the Results box that displays the available clips, move your mouse pointer over the clip's thumbnail, click the arrow that appears, and then click Preview/Properties. Once you have inserted a sound file on a slide, the Audio Tools group of tabs appears.
The Format tab allows you to adjust the icon inserted with the audio clip. The Playback tab allows you to adjust the audio clip itself, such as to adjust the volume, have the clip fade in or out, or trim the beginning or ending of the clip to focus on a particular part.
Learn the Skill

In this exercise you will learn how to insert a sound from the Office.com audio clip art collection into the current presentation.
1 2 3 4 5
Select slide 1. On the Insert tab, in the Media group, click the Audio arrow and click Clip Art Audio. In the Search for box, type: bicycle and then click Go. Click the Built for 2 audio clip to insert it into the slide. Under Audio Tools, click the Playback tab, and then click Play to listen to the clip. As the clip is over one minute long, click Pause when you have heard enough to give you a sense of the clip. To trim the clip so that its just long enough to play as background to the first slide, on the Playback tab, click Trim Audio. Change the end time to 00:10 (10 seconds) either by dragging the red handle or entering the numbers and then click OK.
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6 7 8 9
Select the last slide in the presentation. In the Clip Art pane, click Bicycle Bell to add this sound to this slide. Drag the audio clip icon to the bottom left of the slide so that its not obscuring the Tolano Adventures logo. Under Audio Tools, click the Playback tab, and then click Play to listen to the clip.
10 On the Playback tab, click Start: Automatically so that the sound plays when the slide appears in the presentation. 11 On the Slide Show tab, in the Start Slide Show group, click From Beginning to view the presentation you have created. 12 Click the left mouse button or press 13 Press or arrow to advance from one slide to the next.
to exit the slide show when you reach the last slide.
14 Save the presentation and close it.
Using Movies
You can insert one or more video clips into any slide. You might want to play a video quote from your product manager, for example, or run a short documentary movie for a fundraising event. A typical movie clip can include a speaker talking, such as an executive who cannot attend the actual presentation. You can use a movie to train others or to perform a demonstration, or you can even create a video for product tutorials and educational materials. Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg, and .mpeg. To prevent possible problems with links, it is a good idea to copy the movies into the same folder as your presentation before you add the movies to your presentation. To insert a movie from a file, on the Insert tab, in the Media group, click Video.
You can choose whether to insert the movie from a file or from the Clip Organizer. You can preview a clip before you add it to your presentation. In the Clip Art task pane, in the Results box that displays the available clips, move your mouse pointer over the clip's thumbnail. Click the arrow that appears and then click Preview/Properties.
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When you have inserted a movie file on the slide, the Video Tools group of tabs appears:
The Format tab allows you to adjust the frame in which the video clip plays. The Playback tab allows you to adjust the video clip itself so that you can adjust the volume, have the clip fade in or out, or trim the beginning or ending of the clip to focus on a particular part.
Learn the Skill

In this exercise you will learn how to insert a movie from a file, format the movie, and adjust playback options.
1 2 3 4 5 6 7 8 9
With slide 3 selected, press
to add a new slide.
Type: SanFrancisco in the title placeholder. On the Insert tab, in the Media group, click Video. In the file browser window, browse to the student data files location and select the Bicycling Video movie file. With the movie file inserted and selected, under Video Tools, click the Format tab. Click Video Style and then click Soft Edge Rectangle. Under Video Tools, click the Playback tab, and then click Trim Video. In the Trim Video window, set the End Time to 00:06.000 and click OK On the Playback tab, click Play to preview the trimmed video.
10 Save and close the presentation.
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Lesson Summary
After completing this lesson, you should be able to: add graphics from a variety of sources manipulate graphics insert and modify shapes and illustrations manipulate illustrations, graphics, and shapes format illustrations, graphics and shapes insert and modify SmartArt insert and modify audio and video
Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. What is a benefit of linking to a picture rather than inserting a picture on a slide? How do you change a shape from an oval to a rectangle without removing the oval and inserting a rectangle? How do you quickly remove all illustration effects from a picture? How do you remove parts of a picture? How do you hide or show the guides? How do you insert clip art? What is the difference between Bring to the Front and Bring Forward? What is a benefit of grouping shapes? Why are SmartArt graphics used in presentations?
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10. How do you demote bulleted text in the Text pane? 11. How do you convert text to a SmartArt graphic? 12. How do you quickly remove SmartArt graphic formatting? 13. How do you change the layout of SmartArt graphics? 14. How do you add a shape before another shape in a SmartArt graphic? 15. How do you delete a shape in a SmartArt graphic? 16. How do you quickly change the colors of a SmartArt graphic? 17. How do you insert a sound from the clip organizer? 18. How do you modify a sound to play across all slides?
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Microsoft
PowerPoint
2010
Core Certification
Lesson 4: Working with Charts and Tables

Lesson Objectives
The objectives of this lesson are to focus on how to work with charts and tables in a presentation. Upon successful completion of this lesson, you should be able to:

create a chart manipulate chart elements
create a table format and enhance a table
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Working with Charts and Tables
Inserting Charts
Charts are a great way to present information in a visual way. They give an instant impression of trends, proportions or comparisons between sets of data, such as sales growth, over time. 4.2 4.3 4.4 4.5 In PowerPoint, you can easily create dynamic charts or graphs (both refer to the same feature). When you work with a PowerPoint chart, a separate Microsoft Excel window opens with the Microsoft Excel tabs and command buttons. When you first insert a chart, PowerPoint inserts a sample chart with sample data. You replace the data in the spreadsheet with your own data. You can also change the chart type to a different one that conveys the content more effectively. For example, pie or donut charts are appropriate to illustrate proportions, line charts are best used to display trends, and bar or column charts are most effective for displaying comparisons. To insert a chart, use one of the following: Using the content placeholder, in the Click to add text placeholder, click Insert Chart; or without a content placeholder, on the Insert tab, in the Illustrations group, click Chart.
Once you click a chart type, PowerPoint changes the screen to display the following:
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Notice that Excel opens with confirmation in the title bar that you are entering data for a chart in PowerPoint. There is a link between the two programs, enabling you to take advantage of the features in Excel. Focus on entering data in the area within the blue border. As you enter the data, PowerPoint updates the chart to reflect the data series. When you are finished entering the data and no longer require the Excel worksheet, close Excel to return to the chart in PowerPoint. You will then see the Chart Tools ribbon with three tabs to manipulate the chart:
Changing the Chart Type

Later, it may become apparent that the chart you chose is not the most appropriate type to illustrate the data effectively. For example, if the data are showing a trend, a line chart would be more appropriate. Column Line Pie Bar Area XY (Scatter) Stock Surface Doughnut Bubble Radar Compare values over time or categories in a vertical presentation. The column shapes can be rectangular, cylindrical, conical, or pyramid-shaped. Compare continuous trends. Compare series that make up the whole. Compare values over time or categories in a horizontal presentation. As with the column chart type, you can select various bar shapes. Compare a continuous change in volume. Determine data patterns. Display high-low-close data. To use this display, you must have at least three sets of data. Display trends in values with a 3-D presentation and a continuous surface. Similar to the pie chart, but for more than one set of data points. Compare three values. The values are displayed like a scatter chart, with the points presented by bubbles. Determine patterns or trends with points matched up by lines.
To change the chart type, use one of the following methods: Under Chart Tools, on the Design tab, in the Type group, click Change Chart Type, and click a chart type; or right-click the chart and click Change Chart Type.
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Learn the Skill

In this exercise, you will practice creating a new presentation for an event that Tolano Adventures will be sponsoring. You will also change the orientation of the slides in this presentation. 1 2 3 4 5 6 Create a new blank presentation and save it asTourRegistrationsStudent. On the Home tab, in the Slides group, click Layout, and click Title and Content. Type:HauntedToursin the title placeholder. On the Insert tab, in the Illustrations group, click Chart. Select Clustered Column as the chart type and then click OK. In the Excel window that opens, enter the information shown in the following table: Haunted Sites 2008 2009 2010 2011 7 1845 1957 2145 2328 Celebrity Burial Sites 945 1011 844 901 Halloween Tours 1211 1315 1211 845
Close the Excel window and review the chart youve created on the PowerPoint slide. This clustered column chart allows you to compare the total registrations per type of tour over four years.
Click the chart to select it and then, under Chart Tools, on the Design tab, click Change Chart Type, click Line, and click OK. This line chart more clearly shows the increase and decrease in tour registrations over time, for the three types of tours.
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Click the chart to select it and then, under Chart Tools, on the Design tab, click Change Chart Type, and click Stacked Column. Notice how a stacked column chart more clearly shows total registrations per year, as well as the individual registrations for the three types of tours.
10 Press
to insert a new slide.
11 Type: BicycleToursin the title placeholder. 12 On the Insert tab, in the Illustrations group, click Chart. 13 Select 3-D Cylinder as the chart type. 14 In the Excel window that opens, enter the information shown in the following table: Dublin Tours Spring Summer Fall Winter 278 546 202 97 San Francisco Tours 345 511 244 123 Perth Tours 145 235 202 76
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15 Close the Excel window and review the chart created on the PowerPoint slide.
16 Click the chart to select it and then, under Chart Tools, on the Design tab, click Change Chart Type, and click 3-D Clustered Column. 17 Save the presentation.
Selecting and Editing Chart Data

After creating a chart, you may find an error in the data or you choose not to include as much data as you initially entered. You can edit data in the Excel worksheet or include only some of the data you entered. To edit data, choose one of the following methods: Click a chart to select it and then, under Chart Tools, on the Design tab, click Edit Data; or right-click on a chart and click Edit Data.
To select data to include in the chart, click a chart to select it and then, under Chart Tools, on the Design tab, click Select Data. You may find that a chart can communicate information better if the horizontal and vertical axes are reversed. You can switch the row or column position easily by using one of the following methods: Click a chart to select it and then, under Chart Tools, on the Design tab, click Switch Row/Column; or Click a chart to select it and then, under Chart Tools, on the Design tab, click Select Data, then click Switch Row/Column.
Changing the Chart Style

PowerPoint includes several pre-created Chart stylesselections of colors and designs that enhance the visual appeal of a chart and are quickly and easily applied. To change the chart style, under Chart Tools, on the Design tab, in the Chart Styles group, select a quick style.
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Formatting the Chart Shape

As with other shapes on a slide, you can format the border and fill of a chart, separately from the chart itself. You can use pre-created quick styles, or make your own selection for fill, outline and effects. To apply a quick style, under Chart Tools, on the Format tab, in the Shape Styles group, select a quick style. To change the outline or border of a chart, under Chart Tools, on the Format tab, in the Shape Styles group, select Shape Outline, then select one of the options. To change the fill or interior space of a chart, under Chart Tools, on the Format tab, in the Shape Styles group, select Shape Fill, then select one of the options. To apply an effect to a chart, under Chart Tools, on the Format tab, in the Shape Styles group, select Shape Effects, then select one of the options.
Learn the Skill

In this exercise, you will learn how to change the chart style, and how to select and edit data in the current presentation.
1 2 3 4 5 6 7
On slide 1, click the Haunted Tours chart to select it and then, under Chart Tools, on the Design tab, in the Chart Styles group, select Style 18. Under Chart Tools, on the Design tab, click Edit Data. In the Excel window, change the number for Halloween Tours in 2010 from 1211 to 1097. Close the Excel window and review the changes to the chart. Under Chart Tools, on the Design tab, click Select Data. In the Select Data Source dialog window in Excel, change the Chart data range to =Sheet1!$B$1:$D$4. Click Edit under Horizontal Axis Labels and change the Axis label range to =Sheet1!$A$2:$A$4.
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Click OK and then close the Excel sheet. The chart should now include data from three years only.
With the chart selected, under Chart Tools, on the Format tab, click Shape Outline, then click White Background 1, Darker 50%.
10 Under Chart Tools, on the Format tab, click Shape Outline again, click Weight, and click 3pt. 11 On slide 2, click the Bicycle Tours chart to select it and then, under Chart Tools, on the Design tab, in the Data group, click Select Data. 12 In the Select Data Source dialog, click Switch Row/Column, then click OK and close the Excel sheet. The three tours now form the horizontal axis. 13 Save the presentation.
Changing the Size and Position of a Chart

Depending in the layout of your slide, you may wish to move the chart to a new position, or make it larger or smaller. To change the position of a chart, use one of the following methods: Click the chart and drag it to a new position on the slide; or under Chart Tools, on the Format tab, in the Size group, click the Dialog box launcher, select the Position tab, and enter a precise location on the slide.
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Working with Charts and Tables To change the size of a chart, use one of the following methods: Click the chart to select it, then click one of the handles and drag it to adjust the size;
Lesson 4
under Chart Tools, on the Format tab, in the Size group, enter dimensions for Height and Width; or under Chart Tools, on the Format tab, in the Size group, click the Dialog box launcher and enter dimensions for Height and Width.
Learn the Skill

In this exercise, you will learn how to change the size and position of a chart.
1 2 3
On slide 2, click the Bicycle Tours chart to select it and then, under Chart Tools, on the Format tab, in the Size group, enter 5.0 as the Height. Under Chart Tools, on the Format tab, in the Size group, click the Dialog box launcher, select the Position tab, and enter a vertical position of 2.0 from Top Left Corner. Save the presentation.
Adding Chart Elements

Chart elements include embellishments such as: A chart title that describes what the chart represents (e.g. Budgeted Sales Figures). Vertical and horizontal axis titles that describe the values being plotted (e.g. Locations is the horizontal axis title and Thousands is the vertical axis title). A legend that describes the nature of the data represented on the chart (e.g. years 2011, 2012, 2013 and 2014). A data table that appears below the chart and displays the values being charted. The data labels are the values that appear on the chart.
The chart layout determines the overall placement of these elements on the chart. To change the chart layout, click the chart and then, under Chart Tools, on the Design tab, in the Chart Layouts group, click a layout.
You can also add, remove, and change the location of each of the individual elements. To add a chart title, click the chart and then, under Chart Tools, on the Layout tab, in the Labels group, click Chart Title.
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Working with Charts and Tables To add axis titles, click the chart and then, under Chart Tools, on the Layout tab, in the Labels group, click Axis Titles. To add, remove, or specify legend placement, click the chart and then, under Chart Tools, on the Layout tab, in the Labels group, click Legend. To add data labels, click the chart and then, under Chart Tools, on the Layout tab, in the Labels group, click Data Labels. To add or remove a data table, click the chart and then, under Chart Tools, on the Layout tab, in the Labels group, click Data Table. To add or remove gridlines, click the chart and then, under Chart Tools, on the Layout tab, in the Axes group, click Gridlines.
Learn the Skill

In this exercise, you will learn how to change the layout and add chart elements to a chart.
1 2 3 4 5 6
Select the Haunted Tours chart on slide 1 and then, under Chart Tools, on the Design tab, in the Chart Layouts group, select Layout 4. Under Chart Tools, on the Layout tab, in the Labels group, click Data Table, and then click Show Data Table with Legend Keys. Under Chart Tools, on the Layout tab, in the Labels group, click Legend, and then click None. Under Chart Tools, on the Layout tab, in the Labels group, click Chart Title, and then click Above Chart. Click the Chart Title element at the top of the chart and type: Registrations. Select the Bicycle Tours chart on slide 2 and then, under Chart Tools, on the Layout tab, in the Labels group, click Legend, and then click Show Legend at Bottom. Save the presentation.
Formatting Chart Elements

You may wish to change the appearance of chart elements to make them more or less prominent. To easily select chart elements, under Chart Tools, on the Format tab, in the Current Selection group, click the Chart Elements arrow, and click a chart element. You have a variety of formatting options to improve the appearance of the chart and its elements. For example, you can apply a Quick Style, add an outline, fill, or shadow, or change the thickness or color of the lines that define the chart elements. You can also resize and reposition chart elements, and add hyperlinks to other slides, files or web sites. To apply an effect to a chart text element, under Chart Tools, on the Format tab, in the WordArt Styles group, click the desired option.
Alternatively, under Chart Tools, on the Format tab, in the WordArt Styles group, click the Format Text Effects: Text Box Dialog box launcher.
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Working with Charts Online Exercises
To apply an effect to a chart shape element, use one of the following methods: Under Chart Tools, on the Format tab, in the Shape Styles group, click a pre-created Shape Style, or use the Shape Fill, Shape Outline and Shape Effects options; or on the Home tab, in the Drawing group, click the option required; or
under Chart Tools, on the Format tab, in the Shape Styles group, click the Format Shape Dialog box launcher.
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To change the position of a chart element, use one of the following methods: Click on the chart element to select it, then drag it to a new position; or under Chart Tools, on the Layout tab, in the Labels group, click the button for the element and select one of the position options; or under Chart Tools, on the Layout tab, in the Labels group, click the button for the element, then click More options and select a position option.
Note that not all chart elements offer position choices. To change the size of a chart element, click the element to select it, then click and drag one of the handles that appear around the outside of the element, in the same way that you resize other shapes on slides. To create a hyperlink, select the chart that you want to use as a hyperlink and then use one of the following methods: On the Insert tab, in the Links group, click Hyperlink; or press + .
Learn the Skill

In this exercise, you will learn how to format chart elements in a presentation.
1 2 3 4
In the Haunted Tours chart on slide 1, select the Chart Title Registrations, then under Chart Tools, on the Format tab, in the WordArt Styles group, click Text Fill, then click Red, Accent 2, Darker 25%. Under Chart Tools, on the Format tab, in the WordArt Styles group, click Text Effects, click Shadow, then click Offset Diagonal Bottom Right. Select the Bicycle Tours chart on slide 2, then under Chart Tools, on the Layout tab, in the Background group, click Chart Wall, then click More Walls Options. On the Fill tab, select Pattern fill, and then select 20%. Click Close to apply this change to the chart walls.
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Under Chart Tools, on the Layout tab, in the Current Selection group, choose Series Spring. Under Chart Tools, on the Format tab, in the Shape Styles group, choose Shape Fill, and then choose Orange, Accent 6. Click the Legend to select it, then, under Chart Tools, on the Format tab, in the Shape Styles group, choose Shape Outline, and then choose Black, Text 1. Select the Bicycle Tours chart on slide 2, then on the Insert tab, in the Links group, click Hyperlink. Select the Existing File or Web Page tab.
10 Select the Biking Tours - Student.pptx file and then click OK. 11 Save the presentation and then close it.
Using Tables
4.1 Tables enable you to organize information into rows and columns to easily show the relationship among sets of data. For example, you might list regions of a country in the left column followed by several columns of data for sales by year for each region.
Inserting Tables
Creating tables is easy in PowerPoint. On the Insert tab, in the Tables group, click the Table arrow, click Insert Table, specify the number of rows and columns you want, and then fill in the data. That is all there is to it! Of course, thinking about what data to include is up to you. You can insert a table with a content placeholder and then type labels and data in the table cells, or insert a table into a slide that does not have a content placeholder. To insert a table, use one of the following:
To add a table to a slide with a content placeholder, in the Click to add text placeholder, click Insert Table; or on the Insert tab, in the Tables group, click Insert Table; or to add a table to a slide without a content placeholder, on the Insert tab, in the Tables group, click Table.
This option provides an instant confirmation of the number of columns and rows for the table as well as displaying this information in the title bar of this grid.
Drawing Tables
You can draw your own tables in PowerPoint, giving you the flexibility to create a unique or complex table structure. To draw a table, on the Insert tab, in the Tables group, click Table, and click Draw Table. When the pointer changes to a pencil, you can define the outer table borders by dragging to the size that you want.
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When drawing a table, draw the outer table boundaries first.
Next, draw horizontal borders to create as many rows as you need.
Then, draw vertical borders to create as many columns as you need.
As you draw the borders, PowerPoint displays a dashed line to show the length of the border. When you draw the first border, PowerPoint always draws this to its full length. As you begin to draw a border where it may intersect with another border, PowerPoint enables you to draw a partial border to set up different size boxes in the table. You can also draw a diagonal line within one or more boxes in the table.
To erase a border, under Table Tools, on the Design tab, in the Draw Borders group, click Eraser. When the mouse cursor changes to an eraser, you can click an existing border to erase it from the table. Erase the borders in a similar way to the way you drew them. For instance, in the following example, if you no longer want the border for the first row, position the eraser on the border, and then click and drag across to select this border and erase it. If you want to remove the last border for rows 2 and 3, you only have to drag down this border to the bottom of row 2 to mark it for removal.
Working with Text in Tables

Text is the most common type of information inserted into a table. Inserting text is as simple as moving to the box or cell for the text and beginning to type. To move to the next cell for text entry, press or press + to move to the previous cell. Once you have entered your text, you can format or delete it in the same manner as you do with text in other placeholders. If, at the last cell in the table, you find you need another row for data entry, press You can also click in the cell instead of using the keyboard. If you type more than one line of information in a cell or press within the cell, the height of the cell automatically increases. When you enter more text than can fit on one line in the cell, the text wraps to the next line. Regardless of which method you use to create a table, once the table displays on the screen, PowerPoint displays the Table Tools ribbon so that you can manipulate text or other objects in the table. to create a new row.
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Learn the Skill

In this exercise, you will learn how to insert and draw tables in a new presentation.
1 2 3 4 5
Create a new blank presentation and save it as EcoTourDemographicsStudent. Change the slide layout of the first slide to Title and Content. Type: EcoTourDemographics in the title placeholder. Click Insert Table in the content placeholder and enter 5 columns and 5 rows. Enter the information shown below into the table Under 19 2007 2008 2009 2010 342 497 553 401 + 19 to 34 553 876 932 774 35 to 49 567 634 753 612 50+ 921 1,214 1,445 1,011
6 7 8 9
Press
to create a new slide and then type: EcoTourDemographics in the title placeholder.
On the Home tab, click Layout, and then click Title Only. On the Insert tab, click Table, and then click Draw Table. Draw the outside box of the table as a rectangle that fills most of the width and height of the slide.
10 With the outside box drawn, under Table Tools, on the Design tab, click Draw Table to change the cursor to a pen and continue drawing the interior lines.
11 Enter the following data into the table:
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Formatting a Table
You can format a table in the same way as you format a text box or a shape. You can format the table data; specific rows, columns, or cells; or the entire table. Before you can change any part of the table, you must select the appropriate cell, column, row, or content in the table. Under Table Tools, on the Layout tab, in the Table group, click Select to select a row, a column, or the entire table. To modify the height or width of the table, under Table Tools, on the Layout tab, in the Table Size group, click the appropriate box.
Optionally,, to prevent the table scale from distorting, under Table Tools, on the Layout tab, in the Table Size group, select the Lock Aspect Ratio check box.
To insert a row or a column, under Table Tools, on the Layout tab, in the Rows & Columns group, click the appropriate option.
To delete a row, column, or the entire table, under Table Tools, on the Layout tab, in the Rows & Columns group, click Delete and then click the appropriate option.
To merge or split cells, under Table Tools, on the Layout tab, in the Merge group, click the appropriate option; or right-click the row, column, or cell, and then click the appropriate command.
If you choose to split cells, PowerPoint displays a dialog box asking you how you want to split the cells, as follows:
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Creating a Table Creative Application Exercise
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Changing the Alignment or Orientation

When adding text to a table, PowerPoint offers various vertical and horizontal alignment settings to enable you to format table text so that it is consistently aligned and therefore easy for your audience to read. To align text to the left, use one of the following methods: Under Table Tools, on the Layout tab, in the Alignment group, click the appropriate alignment button; or
on the Mini toolbar, click the alignment type you want to use; or
press the appropriate shortcut keystroke for the alignment type, as follows: Left Center Right + + +
You can also set the vertical alignment for the cell contents, using one of the following methods: Under Table Tools, on the Layout tab, in the Alignment group, click the vertical alignment type you want to use; or
on the Home tab, in Paragraph group, click Align Text; or
right-click the mouse, and click Format Shape. Then, in the Format Shape dialog box, click Text Box; or
under Table Tools, on the Layout tab, in the Alignment group, click Cell Margins, and then click Custom Margins.
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To change the text direction, use one of the following methods: Under Table Tools, on the Layout tab, in the Alignment group, click Text Direction; or on the Home tab, in the Paragraph group, click Text Direction; or
right-click the mouse and click Format Shape. Then, in the Format Shape dialog box, click Text Box; or under Table Tools, on the Layout tab, in the Alignment group, click Cell Margins, and then click Custom Margins.
To change the cell margins, use one of the following methods: Under Table Tools, on the Layout tab, in the Alignment group, click Cell Margins; or
right-click the mouse and click Format Shape. Then, in the Format Shape dialog box, click Text Box.
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Changing Row and Column Size

As you add text to cells, the row height will increase to accommodate the text. You may find you wish to adjust the height of rows and width of columns to better fit all the table content on one slide. To modify the height or width of rows or columns, use one of the following methods: Under Table Tools, on the Layout tab, in the Cell Size group, enter the desired number in the appropriate box; or position the cursor on the line dividing two rows or columns, then click and drag to a new position.
You can also adjust the height and width of all cells in a row or column so they are all the same. To distribute selected rows or columns evenly, under Table Tools, on the Layout tab, in the Cell Size group, click the appropriate option to the right.
Using Table Styles

A table style (or Quick Style) is a combination of different formatting options including color combinations derived from the theme colors of the presentation. Any table that you add in PowerPoint has a table style applied to it automatically. Thumbnails of the available styles can be found under Table Tools, on the Design tab, in the Table Styles group. When you point to a table style thumbnail, you can see how the table style affects your table. To add or modify a table style, under Table Tools, on the Design tab, in the Table Styles group, click a Table Style, or click More to display the gallery.
You can also choose options on these styles. Under Table Tools, on the Design tab, in the Table Style Options group, click one or more options.
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To delete a table style, under Table Tools, on the Design tab, in the Table Styles group, click More and click Clear Table. To apply or modify shading, borders, or effects on a table, under Table Tools, on the Design tab, in the Table Styles group, click the appropriate option.
You can also right-click the table and click the formatting preference.
Learn the Skill

In this exercise, you will learn how to format a table and apply styles in the current presentation.
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On slide 1, click anywhere in the second row, which begins with 2007. Under Table Tools, on the Layout tab, in the Rows and Columns group, click Delete, and then click Delete Rows. Click anywhere in the top row to position the cursor in it. Under Table Tools, on the Layout tab, in the Rows and Columns group, click Insert Above to add a row above the top row. Under Table Tools, on the Layout tab, in the Table group, click Select, and then click Select Row. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells. The five cells of the new top row are now merged into a single cell as wide as the table.
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Type: AgeRanges in the top row cell. Under Table Tools, on the Layout tab, in the Alignment group, click Center. Under Table Tools, on the Design tab, in the Table Styles group, click Medium Style 1 Accent 5.
10 Select the second row of the table and then, under Table Tools, on the Design tab, in the Table Styles group, click Shading, and then click Blue, Accent 1, Lighter 60%.
11 Position the cursor anywhere in the first row and then, under Table Tools, on the Layout tab, in the Cell Size group, enter 1.0 in the Width. Notice that the left column decreases in width, and the overall table width also decreases. 12 Under Table Tools, on the Layout tab, in the Cell Size group, click Distribute Columns to resize all columns to the same width. 128
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13 On slide 2, click anywhere in the table and then, under Table Tools, on the Design tab, in the Table Styles group, click Themed Style 1 Accent 5. 14 Click in the top row and then, under Table Tools, on the Layout tab, in the Alignment group, click Center. 15 Select Gender in the top row and then, under Table Tools, on the Design tab, in the WordArt Styles group, click Quick Styles, and then click Gradient Fill - Purple, Accent 4, Reflection. 16 Select all the cells except the top row by clicking in the leftmost cell in the second row and dragging down and right to the last cell. Then, on the Home tab, in the Font group, click the Font Size arrow, and then click 24. 17 Select the first column and then, on the Home tab, in the Font group, click Bold. 18 Select the second row, containing Male and Female, and then, on the Home tab, in the Font group, click Bold. 19 To insert a column to the left, click any of the cells in the left column and then, under Table Tools, on the Layout tab, in the Rows and Columns group, click Insert Left. 20 With the new column still selected, under Table Tools, on the Layout tab, in the Merge group, click Merge Cells. 21 Type: Years in the left column and under Table Tools, on the Layout tab, in the Alignment group, click Center. Then click Center Vertically, click Text Direction, and click Rotate all text 270.
Inserting Tables from Microsoft Word or Microsoft Excel

You can reuse tables from Microsoft Office Word or Microsoft Office Excel in a PowerPoint presentation. After you create and format a table in Word or Excel, you can paste the table into a PowerPoint presentation without having to adjust the table's look or formatting. After you add the table to your presentation, you can use the table features in PowerPoint to quickly change the table style or add an effect. To copy a table from Word or Excel, select the table and use the copy feature. Switch to PowerPoint, go to the slide for the table, and then paste it into your presentation. You can also insert a new Excel table into your presentation and then take advantage of the functionality of Excel tables. To insert an Excel table directly into a slide, on the Insert tab, in the Tables group, click the arrow for Table, and click Excel Spreadsheet.
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Insert a Table Creative Application Exercise
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Learn the Skill

In this exercise, you will learn how to insert an Excel 2007 spreadsheet into the current presentation.
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Press
to add a new slide to the presentation.
On the Insert tab, click Table, and then click Excel Spreadsheet. Click the grab handles around the outside of the spreadsheet object to expand it to fill most of the slide. You are now working with an Excel spreadsheet embedded in this slide. The tools on the Ribbon are now tools from Excel.
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When you are finished constructing your Excel spreadsheet, click anywhere outside of it to close the spreadsheet and return to PowerPoint. The regular PowerPoint Ribbon returns. Save the presentation and then close it.
Lesson Summary
After completing this lesson, you should be able to: create a chart manipulate chart elements create a table format and enhance a table
Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. What type of chart is most appropriate to display a trend? How do you add a primary horizontal axis title to a chart? How do you hide a chart legend? How do you add a table of data to a chart? What is the benefit of displaying gridlines on a chart? How do you edit chart data? How do you merge table cells vertically? How do you rotate the text in a cell table 90? How do you apply a table style to a table?
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Core Certification
Lesson 5: Enhancing Presentations

Lesson Objectives
In this lesson, you will learn how to enhance a presentation by animating objects and applying transitions between slides. You will also learn how to make global formatting changes using slide masters and how to enter presenter notes. Upon successful completion of this lesson, you should be able to:

animate slide elements adjust animation timing apply slide transitions
edit a slide master enter presenter notes
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Enhancing Presentations
Using Animation
5.1 5.2 5.3 Successful presenting entails focusing on important points, controlling the flow of information, and holding the audience's interest in your presentation. Animation is a way of moving text and objects around on your slides, to capture the audiences interest. For example, you might animate a set of bullet points by making each one fly in from the left, one at a time. You can also animate objects such as charts, tables, and graphics so that they move across your screen from top to bottom, or you could use animation to cause a slide title or your company logo to spin around on the slide. Animations enable you to add emphasis to text or objects on your slides. They also help your audience follow your presentation by leading them through important points in your presentation. You should avoid overusing animations as they can make your presentation too busy, distracting the audience from your message and content. Using animation sparingly will grab your viewers attention and guide them through your presentation more effectively.
Applying, Changing, or Removing Animations

PowerPoint contains a collection of built-in animations that you can apply to objects on a slide. These animations are grouped into four broad types: entrance effects, emphasis effects, exit effects, and motion paths. To apply animation, select a placeholder or object and, on the Animations tab, in the Animation group, click the animation style required.
Click More to display the full gallery of animations and options available.
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As you add an animation effect to an object, a box appears on the slide with a number. This number represents the order in which a sequence of animations will occur. You can adjust the order in which the animated objects appear using the Animation Pane.
Adding Entrance Effects

Entrance effects animate objects as they enter during the slide show. The application of an entrance effect is indicated on the Animation Pane with a green icon. If you want more effects than shown in the gallery, click More Entrance Effects.
The Preview Effect check box is selected by default so that, as soon as you click an effect, you will see what it looks like in the Slide pane. As previewing an effect does not close the window, you can quickly try a variety of effects to see which one you like. When you are satisfied with an effect, click OK. As you select more effects from the dialog box, PowerPoint will include more effects in the short list.
Learn the Skill

In this exercise, you will learn how to add entrance effects to a new presentation.
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Create a new blank presentation and save it as HikingToursStudent. Change the layout of the first slide to Title and Content. Type: Hiking Tours in the title placeholder and then, on the Home tab, in the Drawing group, click Quick Styles. Then click Colored Fill Orange, Accent 6. Type the following bullet points in the content placeholder and then change the bullets to arrows.
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Click the title placeholder and then click the Animations tab. Click More in the Animation group to review the animations. Then click Zoom. Click the first bullet point in the content placeholder and then, on the Animations tab, click Fade. On the Animations tab, click Preview to view all the animations on this slide. Press + to add a new slide.
Type: Hiking Tours in the title placeholder and then, on the Home tab, in the Drawing group, click Quick Styles. Then click Colored Fill Orange, Accent 6.
10 In the content placeholder, click Clip Art. 11 In the Clip Art pane, enter: hiking in the search box. Check the media file types drop-down list to ensure that Illustrations is selected and then click Go. Click one of the clip art or photo images related to hiking to insert it into the slide. 12 With the clip art or photo selected, on the Animations tab, click the Float In animation. 13 On the Animations tab, click Preview to view all the animations on this slide. 14 Save the presentation.
Adding Emphasis Effects

Emphasis effects animate objects on the spot during your slide show. The application of an emphasis effect appears on the Animation Pane with a yellow icon. If you want more effects than are shown in the gallery, click More Emphasis Effects.
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Adding Exit Effects

Exit effects enable objects to leave the slide show with animations. The application of an exit effect is indicated on the Custom Animation pane with a red icon. If you want more effects than are shown in the gallery, click More Exit Effects.
Learn the Skill

In this exercise, you will learn how to add emphasis and exit effects in the current presentation.
1 2 3
Press
to add a new slide.
Type: West Coast Trail in the title placeholder and then, on the Home tab, in the Drawing group, click Quick Styles. Then click Colored Fill Olive Green, Accent 3. Type the following points in the content placeholder. part of Pacific Rim National Park built in 1907 to rescue shipwrecked sailors 75 km (47 mi) long approx. 7 days open May 1 until September 30 wildlife: cougars, black bears, wolves, orcas and gray whales, seals, sea lions, and eagles
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On the Animations tab, click More Animations, and then click Pulse to add an emphasis effect to this content placeholder. On the Animations tab, click Add Animation, and then click Disappear to add an exit effect to this content placeholder. On the Animations tab, click Preview to view the animation on this slide. Select the image you added to slide 2. On the Animations tab, click More Animations, and then click Random Bars. On the Animations tab, click Preview to view the animation on this slide.
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Adding Motion Paths

Motion Paths enable objects to move around the slide show. This may involve something as simple as having the object move from one side of the slide to the other or as complicated as following curves or paths. Once you have attached a motion path to an object, moving the object will also move the path. The application of a motion path effect is indicated on the Animation Pane with a grey line.
To view more motion paths, click More Effects.
Unlike the other effects, once you have selected the motion path there are some changes you can make that immediately alter how the effect works: The green arrow is the start of a motion path. The red arrow is the end of a motion path. The green circle is the rotation handle. The dashed line is the motion path along which the object travels during the animation. The handles enable you to alter the size of motion path. In the case of a predefined shape, the green arrow will be both the start and end point of that shape. The gallery in the Animation group provides additional motion paths for you to choose from.
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Learn the Skill

In this exercise, you will learn how to add a motion path animation to a slide in the current presentation.
1 2 3 4 5 6 7
Select slide 3, then press
to add a new slide. + + to copy it to the Office clipboard. to paste the title from slide 2.
Select slide 2 and click the title placeholder, then press Select slide 4 and click the title placeholder, then press
If the Clip Art pane is still visible with hiking images, select one to insert. With the image selected, on the Animations tab, click More Animations, and then click Loops. On the Animations tab, click Preview to view the animation on this slide. Save the presentation.
Changing Animation Settings

Each animation you apply has its own set of default options that you can adjust to suit the presentation. Not all animations have the same settings, although there may be similar options for different effects. For instance, you can set bullet points to appear (or disappear) all at once or one point at a time,; you can set each point to dim when the next point appears; or you can set all points to dim once all points have appeared on the slide. To change the settings for an animation, use one of the following methods: On the Animations tab, in the Advanced Animation group, click Animation Pane to display a list of animations on the current slide; or
click the appropriate option from the Animations tab.
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Changing the Timing

The exact settings and the default values you see in the Animation pane will vary with the effects applied, but most of the time there is a Start and a Speed drop-down menu. The Start option lets you set when the effect will happen. The default is usually On Click. This means that the presentation will halt at this point and wait for a mouse click before running this particular effect. If you have a group of objects, each with this Start setting, you can use the mouse to control when each effect occurs. Other common settings include With Previous (the object appears at the same time as the previous effect) and After Previous (the object begins to appear automatically as soon as the previous effect has finished). The Speed option controls how fast the object moves along. On the Animations tab, in the Timing group, click the option to change; or
right-click the animation in the Animation pane and then click one of the options for Start; or
right-click the animation in the Animation Pane and then click Timing.
Changing the Order of Animation Items

You can rearrange the order of the animations using the Reorder buttons at the bottom of the Animation pane or use the options in the Timing group of the Animations tab.
Be sure to test the order of the animations to match what you envision during the presentation of this slide.
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Applying Effect Options

Each item in the Animation pane has a drop-down menu that provides a variety of effects. To change the effect, use one of the following methods: Select the animation and then, on the Animations tab, in the Animation group, click Effect Options; or
right-click the animation item in the Animation pane and then click Effect Options.
Note that the second option displays a dialog box with more options to change the effect. The Effect options vary depending on the animation; these options are listed in the top portion of the dialog box. The Enhancements area always displays the option to add sound, add an effect after the animation, or animate any text with this object.
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When animating text for the object, once you change the option to Word or Letter, you will have access to the last field to set the delay interval between words or letters. This can have a big impact if you want to emphasize some text but it can also be a distraction as your audience begins to guess the words and wants the presentation to move on.
Previewing the Animation

Whether you make changes to the animation settings or use them with the default settings, you should always view the animations to ensure they occur in the order you want and with the animation you expect. To view your animation effects and settings, use one of the following methods: On the Animations tab, in the Preview group, click Preview; or click Play at the top of the Animation pane.
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Animate Text Online Exercise
Removing Animations
To remove an animation applied to an object, use one of the following methods: Click the animation in the Animation pane and press Delete; or right-click the animated item in the Animation pane and click Remove.
Learn the Skill

In this exercise, you will learn how to change animation speed, effect, and sound options in the current presentation.
1 2 3 4 5 6 7 8 9
Select slide 1 and then, on the Animations tab, in the Advanced Animation group, click Animation Pane. In the Animation pane, select the first animation for the title placeholder. On the Animation tab, in the Timing group, change the Duration to 02.00 and the Start to With Previous. In the Animation pane, click the arrow for the second animation, which is for the first bullet point. On the Animations tab, in the Timing group, choose Start and then After Previous. On the Animations tab, click Preview to view the animation on this slide. Select slide 2 and then click the photo. On the Animation tab, in the Animations group, click Effect Options, and then click Vertical. On the Animation tab, in the Timing group, change the Duration to 02:00. Right-click the animation item in the Animation pane and then click Effect Options.
10 Under Enhancements, in the Sound field, select Wind, and then click OK. 11 On the Animations tab, click Preview to view the animation on this slide. 12 Select slide 3 and then right-click the first animation item in the Animation pane. Click Effect Options. 13 Under Enhancements, in the Sound field, select Arrow, and then click OK. 14 On the Animations tab, click Preview to view the animation on this slide. 15 Save the presentation. 140
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Using the Animation Painter

You can quickly and easily copy animations from one object to another using the Animation Painter. To copy animation from one object to another, select the object with the animations that you want to copy and then, on the Animations tab, in the Advanced Animation group, click Animation Painter.
Learn the Skill

In this exercise, you will learn how to use the animation painter to copy an animation in the current presentation.
1 2 3 4 5
Select slide 2 and then click the image on it. On the Animations tab, in the Advanced Animation group, click Animation Painter. Select slide 4 and then click the image to apply the animation. On the Animations tab, click Preview to view the animation on this slide. Save the presentation.
Inserting and Modifying Action Buttons

Action buttons allow you to navigate quickly and efficiently within a slide show. You can also use action buttons to activate hyperlinks, enabling you or others to jump outside of the show to visit useful Web sites, another presentation, or an Office file. To create an action button, add an action to a selected object to specify what should happen if you click it or point to it with your mouse. Action buttons contain shapes, such as arrows, as well as commonly understood symbols for moving to the next, previous, first, or last slide, or for playing movies or sounds. Action buttons are most commonly used in self-running presentations. To use an action button, you must be in Slide Show view. To create an action button, use one of the following methods: Select an object and, on the Insert tab, in the Links group, click Action; or on the Insert tab, click Shapes, and then select one of the shapes under Action Buttons.
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Add Action Buttons Creative Application Exercise
You then create the action settings depending on whether you want to click your mouse or point to an object. The action will be either to hyperlink, run a program, or play a sound.
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To edit an action, select the text or the object and then use one of the following methods: On the Insert tab, in the Links group, click Action; or on the Insert tab, in the Links group, click Hyperlink; or press + ; or right-click and click Edit Hyperlink in the shortcut menu.
To remove an action, select the text or the object and then use one of the following methods: On the Insert tab, in the Links group, click Hyperlink, and click None; or on the Insert tab, in the Links group, click Hyperlink, and click None; or press + and click None; or right-click, click Remove Hyperlink in the shortcut menu, and click None.
Learn the Skill

In this exercise, you will learn how to insert and modify action buttons in the current presentation.
1 2 3 4 5 6 7 8 9
Select slide 3 and then select the title placeholder. On the Insert tab, in the Links group, click Action. In the Action Settings dialog, select the Mouse Over tab, select Play Sound and Applause, and then click OK. Click the Slide Show button in the status bar to view this slide as it will appear in the slide show and then move the mouse over the title placeholder to hear the sound. Press to exit the slide show.
Select slide 4 and then, on the Insert tab, in the Illustrations group, click Shapes. Click Action Button: Home. Draw an action button in the bottom right corner of the slide. In the Action Settings dialog, select Hyperlink to: First Slide. Click the Slide Show button in the status bar to view this slide as it will appear in the slide show. Click the Home action button to return to the first slide in the presentation. Press to exit the slide show.
Using Slide Transitions

5.4 You have transitions that control how each slide replaces the previous one. The default is a simple cut from one slide to the next but, for reasons of content or aesthetics, you may want the change from one slide to another to have a different look. Transitions are attached to slides. To change the transition between two slides, you must add the transition to the second slide (that is, the slide that is appearing, not the one that is disappearing). Transitions add impact; however, you should be careful that you do not add so many different and dramatic transitions that it takes away from the content of the presentation. To add or modify a transition, on the Transitions tab, in the Transition to This Slide group, click a transition from the gallery.
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Apply Slide Transitions Online Exercise
The transition applies on the current slide. To apply the transition to all slides in the presentation, on the Transitions tab, in the Timing group, click Apply To All. To apply the transition to a group of slides, press and select a number of slides on the Slides tab or in Slide Sorter view prior to clicking a transition. To remove a transition, on the Transitions tab, in the Transition to This Slide group, click None. To add or adjust options for the transition, on the Transitions tab, in the Timing group, click the option:
Learn the Skill

In this exercise, you will practice creating a new presentation for an event that Tolano Adventures will be sponsoring. You will also change the orientation of the slides in this presentation.
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Select slide 1 and then, on the Transitions tab, in the Transition to This Slide group, click Uncover. Select slides 2, 3, and 4 in the slide pane and then, on the Transitions tab, in the Transition to This Slide group, click Push. With the three slides still selected, on the Transitions tab, in the Timing group, set the Duration to 02.00. Select all four slides in the Slides pane and then on the Transitions tab, in the Timing group, change Advance Slide to After 00:05.00. Press to view the presentation as a slide show. The slides will advance automatically after 5 seconds each. Press to exit the slide show.
Save the presentation and then close it.
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Using Slide Masters

PowerPoint uses slide and layout masters to establish a common look throughout the presentation. You use masters to format those aspects that you want presented consistently throughout the presentation, such as logo placement, title and footer placement, fonts, and colors. Working with masters enables you to change a presentation globally. PowerPoint provides three types of masters: the Slide Master controls the slides and title slide in your presentation; the Note Master controls the global aspects of notes; and the Handout Master controls the handouts. The slide master enables you to set up the basic infrastructure of your presentation to save you making those settings on every slide. You work with the Slide Master when you want to apply global settings such as text formats, bullet styles, and master graphics. To activate the Slide Master view, on the View tab, in the Presentation Views group, click Slide Master.
Slide Master Tab
Layout Masters
Theme Applied
Footer
Placeholders
Slide Number
Slide Master Tab Layout Masters Date Footer Placeholders Slide Number 144
Use to create, delete, preserve, and rename masters, or to format the placeholders contained in the master layout. The Slide Master is a collection of layouts. Select the layout you want to make global changes to; all slides based on that layout will update in your presentation. Add a date to every slide. Add information, such as the presenters name or your company name, to every slide. This information is added from the Insert tab, by clicking Header & Footer. Select the text in these placeholders and apply formatting changes, which then become the default text style for that placeholder on all slides. Add a slide number to every slide.
Enhancing Presentations Note that a new ribbon appears for manipulating items in the Slide Master view:
Lesson 5
Formatting a Slide Master

Formatting a slide master ensures that a consistent look is applied to all slides based on slide master layouts. When you format a slide master, such as by changing the font size for slide titles or adding a footer or graphic to the master, PowerPoint applies it to every slide in the presentation. It also saves you the time required to format each slide individually.
Learn the Skill

In this exercise, you will learn how to edit the slide master and layouts in a presentation.
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Open the TEC Annual Review presentation and save it as TECAnnualReviewStudent. Click the View tab and then, in the Master Layout group, click Slide Master. Click the slide master at the top of the slide layouts. On the Insert tab, click Picture. Browse to the folder containing the student data files and then click the Tolano Environmental Consulting Logo file to insert it. Drag the picture to the bottom right corner of the slide master. Click the Title and Content layout to select it. In the layout, click the title placeholder. Click the Home tab and then, in the Font group, change the font to Century Gothic or another font of your choosing. Click the Slide Master tab and then, in the Background group, click Background Styles and choose Style 5. On the Slide Master tab, click Close Master View.
10 Looking at the slides in the Slides pane, notice that each now has the Tolano Environmental Consulting logo on it. 11 Click slide 3 and notice that the title placeholder font and slide background have changed to match the Title and Content layout master. 12 Save the presentation.
Formatting a Notes or Handout Master

In addition to master layouts for slides, PowerPoint includes master layouts for printing notes pages for presenters and handouts for the audience. To activate the Notes Master view, on the View tab, in the Presentation Views group, click Notes Master. To activate the Handout Master view, on the View tab, in the Presentation Views group, click Handout Master.
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Adding Presenter Notes

When delivering a presentation, it can be helpful to the presenter to have notes as a remind about the information to be delivered with each slide, especially if that information is not displayed on the slide. To add notes to a slide: In Normal View, type notes in the Notes area below the slide; or click the View tab and then Notes Page.
You can use Presenter View to show slides on a second monitor or through a projector, but show the slide and your notes on your laptop or computer screen. To use presenter view, on the Slide Show tab, in the Monitors group, click Use Presenter View.
Learn the Skill

In this exercise, you will learn how to add notes to the current presentation.
1 2 3 4 5 6 7
Select slide 2. In the Notes area below the slide, type: Ourfirstwindfarmandrunofriverpower
plantprojectsthisyear.
Select slide 3. In the Notes area, type: Wehopetoaddmorestaffinthecomingyear. Click the View tab and then, in the Presentation Views group, click Notes Page. Use the scroll bar or to advance to slide 5.
In the Notes area below the slide, type: Although staff retention is the last bullet in the
slide,itscertainlynottheleastimportantaspectofourbusiness.
On the View tab, in the Presentation Views group, click Normal. Save the presentation and then close it.
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Lesson Summary
After completing this lesson, you should be able to: animate slide elements adjust animation timing apply slide transitions edit a slide master enter presenter notes
Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. How do you add an animation? What are the four types of custom animation effects you can add to an object? How do you add an Emphasis animation? What is a motion path? How do you remove an animation? How do you add a sound file to an animation? How do you change the direction of an animation? How do you change the speed of an animation? How do you start an animation immediately after the previous animation?
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10. How do you rearrange the animation order? 11. What is an action button? 12. What is a slide transition? 13. How do you apply a slide transition to all slides in a presentation? 14. What is a slide master? 15. How do you format a slide master? 16. What are presenter notes? 17. How do you add presenter notes?
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Microsoft
PowerPoint
2010
Core Certification
Lesson 6: Reviewing Presentations

Lesson Objectives
The objectives of this lesson are to look at different features for reviewing, protecting, and printing a shared presentation. Upon successful completion of this lesson, you should be able to:

insert, modify, and delete comments view and hide comments compare and combine presentations prevent changes to your presentation
mark a presentation as final review and edit document properties print a presentation create handouts
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Reviewing Presentations
6.1 6.2 When a slide presentation is a collaborative project, you can circulate the nearly finished slide show to other people for review and comments. Using the Comments feature in PowerPoint, you and others can review the presentation and add comments. A comment is a note that you can attach to an object or text on a slide, or to an entire slide. You would use comments to ask for or give feedback on a presentation. For example, you could: Offer suggestions for changes to a slide that you are reviewing. Insert questions for a reviewer to address. Add notes to the slide as reminders to get more information about a topic, revise a picture or some text, cite sources for information on the slide, or make other changes.
Commenting features are available on the Review tab in PowerPoint:
Inserting Comments
Comments in PowerPoint are like tags that you insert at various points in your presentation. In PowerPoint, you can insert comments at any place in a slide. To insert a comment, select the text or object on which you wish to comment and then, on the Review tab in the Comments group, click New Comment. A comment appears as a small square that contains an identifier, which consists of the initials of the person who added the comment and a comment number.
When you point to a comment or double-click on it, a window opens to show the text stored in the comment, the name of the reviewer, and the date that the comment was added to the slide.
When you move the pointer away from the comment, PowerPoint closes the comment box again. To keep a comment box open after you move the pointer away from the comment, click the comment. PowerPoint displays the comment box until you click another item. To customize the initials and name of the person adding the comment, click Help, click Options, and then change the information for the user in the General screen. When you receive a presentation from one or more people who have added comments, you will want to review the comments one at a time to address them. PowerPoint makes it easy to step through all of the comments in the presentation. To move forward or backwards to the next or previous comment, on the Review tab, in the Comments group, click Next or Previous.
Modifying Comments
Most presentations are works in progress. As you work on a slide, you are likely to make many changes to it, including changing the text in a comment. To change a comment, double-click the comment to open the comment box. Type your changes and then click outside the comment box to close it.
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Reviewing Presentations To edit a comment, use one of the following methods: On the Review tab, in the Comments group, click Edit Comment; or right-click a comment and click Edit Comment; or double-click a comment.
Lesson 6
After you insert a few comments on a slide, you will likely decide that you want to move some of them. To move a comment, click the comment, and then drag it to a new location on the slide. When you have responded to a comment and no longer want the comment on the slide, you can delete it. To delete a comment, use one of the following methods: On the Review tab, in the Comments group, click Delete; or right-click a comment and click Delete Comment; or click the comment indicator and press .
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Review a Presentation Creative Application Exercise
You can also delete all comments on a slide or throughout the presentation. To do so: On the Review tab, in the Comments group, click Delete All Markup on the Current Slide; or on the Review tab, in the Comments group, click Delete all Markup in this Presentation.
Rather than deleting comments individually, you can choose to display or hide all comments globally. To show or hide markups, on the Review tab, in the Comments group, click Show Markup.
Learn the Skill

In this exercise, you will learn how to insert and modify comments and hide markups.
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On the File tab, click Options. On the General tab, personalize your copy of PowerPoint with your name and initials in the User name and Initials fields and then click OK. Open the North Coast Wind Farm presentation, and save it as NorthCoastWindFarmStudent. On slide 3, select the first bullet point. On the Review tab, in the Comments group, click New Comment and type: Projectstartdelayed
to2013.
On slide 4, select the second bullet point. On the Review tab, in the Comments group, click New Comment and type: andoneassistant. Select slide 1 and then, on the Review tab, in the Comments group, click Next to navigate through the comments in the presentation. Delete the comment attached to the third bullet on slide 4. On the Review tab, in the Comments group, click Show Markup to hide all comments.
10 Save the presentation as NorthCoastWindFarmStudent and then close it.
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Compare and Combine Presentations

If you send a presentation to others for feedback and they make changes to the content, rather than just adding comments, you may end up with several different versions of a presentation. You can use the Compare feature in PowerPoint to more easily find and review the differences between two versions of a presentation. To compare two presentations, open one version and then, on the Review tab, in the Compare group, click Compare to open the second version. For example, you would first open your version of the presentation and then compare it with the one modified by another user. When comparing two presentations, you can navigate through the differences and choose to incorporate changes from the second version into the version one at a time, or as a group. To navigate through the differences: In the Revisions task pane, click on a change in the list of Presentation Changes; or in the Revisions task pane, click on a specific change in the Details tab; or on the Review tab, in the Compare group, click Next Change or Previous Change.
For each difference, PowerPoint shows you details of the change and who made it. To incorporate changes from the second presentation into the first: On the Review tab, in the Compare group, click Accept Change; or in the Revisions task pane, on the Slides tab, click the checkbox for each change.
As you navigate through the differences, you can reject them and move on to the next difference with Reject Change. You can also choose to incorporate changes on a particular slide, or throughout the presentation, all at once. To accept multiple changes: On the Review tab, in the Compare group, click Accept All Changes to the Current Slide; or on the Review tab, in the Compare group, click Accept All Changes to the Presentation.
Similarly, you can choose to reject differences between slides or the entire presentation all at once. To reject multiple changes: On the Review tab, in the Compare group, click Reject All Changes to the Current Slide; or on the Review tab, in the Compare group, click Reject All Changes to the Presentation.
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Learn the Skill

In this exercise, you will practice changing the magnification or zoom on a document.
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Open the original North Coast Wind Farm presentation. On the Review tab, in the Compare group, click Compare, and then select the North Coast Wind Farm Sid Taylor presentation, and click Merge. Select slide 2 and then view the changes listed in the Revisions Pane. On the Review tab, in the Compare group, click Accept All Changes to the Current Slide. Select slide 3 and then view the changes listed in the Reviewing Pane. On the Review tab, in the Compare group, click Accept All Changes to the Presentation. Save the presentation as NorthCoastWindFarmFinalStudent.
Protecting a Presentation
PowerPoint offers several ways to protect a presentation from being changed. The most common method is to add a password to the presentation file. Consider the following regarding passwords: 7.4 Choose a password that fits logically with the presentation but is not too easy to figure out. Many network administrators suggest that passwords be eight or more characters in length, and have a mixture of casing, symbols, and alphanumeric characters (e.g. Jan11nk-3). Refrain from using your own name or those of your family, pets, or friends; someone who wants to access your file will try those options first. If you need to set passwords on many files, you may want to choose three to five passwords and alternate among them; this can make it easier for you to remember which passwords you should try in case you forget which password is attached to which file. Change your passwords occasionally so that no one remembers all of them. Be careful about how you communicate the password to others. If a file is sensitive and confidential, you may want to change the password after you have received all the reviews back.
Setting Passwords
To allow only authorized persons to view or modify your content, secure your entire presentation file with a password. It is critical that you remember your password. Store the passwords that you write down in a secure place away from the information that they help protect. To add a password to prevent unauthorized persons from opening a presentation, use one of the following methods: On the File tab, in the Info panel, click Protect Presentation, and then click Encrypt with Password; or in the Save As dialog box, click Tools and then click General Options.
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Password to open
Require the user to enter this password before he/she can open the file. You are required to enter the password a second time to verify that you want to set this password.
Password to modify Privacy options Macro security
Require a user to enter this password before they can make any changes to the file. As with setting a password to open the file, you are required to enter the password a second time to verify that you want to set this password to allow modifications. Set whether PowerPoint should automatically remove any personal information generally saved in the file properties. Set or change the security options for any files that use macros.
To change a password, open the file with the password and, in the General Options dialog box, delete the existing password, type: anewpassword, and save the file again. To remove a password, open the file with the password and, in the General Options dialog box, delete the existing password, and save the file again.
Marking a Presentation as Final

For security and integrity reasons, before you share an electronic copy of a presentation with others, you can make the presentation a read-only document, which prevents anyone else from making changes to it. Click File and, with Info selected, click Protect Presentation, and then click Mark as Final.
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When a presentation is marked as final, all typing, editing commands, and proofing marks become disabled or turned off and the presentation becomes read-only, which means that no one who is not authorized can change it. The presentations Status property is set to Final. Marking a presentation as final tells others who receive it that you are sharing a completed version of the presentation and it is not to undergo any further changes. The Mark as Final command is not a security feature because anyone can edit the presentation by simply removing the Mark as Final status. However, this status helps prevent reviewers or viewers from making accidental or inadvertent changes to the presentation.
Learn the Skill

In this exercise, you will learn how to add and then remove a password for a presentation and mark it as final.
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With the North Coast Wind Farm Final Student presentation open, click File and then, on the Info tab, click Protect Presentation, and Encrypt with Password. Enter a strong password, click OK, and confirm the password. Save the presentation and then close it. Re-open the presentation, entering the password when requested. Click File, click Save As and then, in the Save As dialog, click Tools and General Options. Remove the password to open, enter a new password in the Password to modify field, then again in the Reenter password to modify field, and click OK to confirm the password. When prompted, overwrite the existing saved presentation with the same name. Close the presentation and then re-open it as a read-only presentation. Notice that many of the tools on the Ribbon bar are unavailable.
Close the presentation and then re-open it and enter the password to modify.
10 Click File and then, on the Info panel, click Protect Presentation and Mark as Final, and click OK when prompted. Click OK again if an information dialog box is displayed. 11 Click File and then, on the Info panel, click Protect Presentation. Click Mark as Final again to make it available for editing again. 12 Click File and then click Save As. In the Save As dialog box, click Tools and then click General Options. Remove the password you entered previously and then click OK. 13 When prompted, overwrite the existing saved presentation with the same name.
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Using Document Properties

PowerPoint presentations contain metadata about the presentation, such as the presentations title, author, and subject. This information can help you and others manage presentations. You can add or edit document properties in the Document Pane. To show the Document Pane, click File, click Info, click Properties, and then click Show Document Panel.
Learn the Skill

In this exercise, you will learn how to view and change document properties in the current presentation.
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With the North Coast Wind Farm Final Student presentation open, click File, click Info, click Properties, and then click Show Document Panel. Type:WindFarmin the Subject field. Save the presentation.
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Document Properties Online Exercise
Using the Document Inspector
The hidden information in a file can present a security risk. PowerPoint presentations contain metadata in the properties that can reveal details about the author, your organization, or the presentation itself, as well as other information that is not visible in the content of the presentation. You may not want to share all this information with everyone who gets a copy of it. The types of hidden information that can be in a presentation include: Metadata Presentation properties, such as the author, subject, person who most recently saved a copy of the document, and date the presentation was created. Objects formatted as invisible. Comments made by reviewers. Objects dragged off the slide, which may not be visible, and the Notes section, which may contain information you do not want to share.
Invisible content Comments Headers, footers, off-slide content, and presentation notes
The Document Inspector can find and remove many types of hidden information. Before you share an electronic copy of the presentation with colleagues or clients, it is a good idea to review it for hidden data or personal information, either in the presentation itself or in the document properties. If this hidden information includes details about your organization or the presentation itself that you prefer to keep private, you can use the Document Inspector to remove it before sharing the presentation with others. To run the document inspector, click File and, with Info selected, click Check for Issues and click Inspect Document.
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Learn the Skill

In this exercise, you will learn how to use the Document Inspector in the current presentation.
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With the North Coast Wind Farm Final Student presentation open, click File. On the Info tab, click Check for Issues, and then click Inspect Document. In the Document Inspector window, click Inspect. Review the information and then click Close. Save the presentation and then close it.
Printing Presentation Items

7.2 7.3 You can print a single slide, your entire presentation, or selected slides. You can print these for your own use, such as to review and edit hardcopies, or as handouts of a final version to give to a presentation audience. To print slides, use one of the following methods: Click File and click Print; or press +
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Lesson 6 Use the options in the middle panel of Backstage to set what is to print: To select what you want to print, click Print All Slides and then make the appropriate selection. Before you can use Print Selection, you need to have selected the slides in the Slides tab. You can also indicate which slides to print by typing the slide numbers into the Slides field.
Use the Full Page Slides option to determine the layout for the slides, handouts, or other types of formats for the presentation. Note that you can choose to print the slides with any notes in the Notes pane by using the Notes Pages layout. PowerPoint can also produce an outline that displays the text on your slides in a table of contents layout. Note also that you can choose to have the handouts printed vertically instead of in the traditional horizontal orientation for distribution to the audience.
If your printer is capable of printing double-sided, you can choose Print on Both Sides or choose Print One Sided.
If you are printing multiple copies, you can select how the copies are organized or collated when printing.
You can also set the color here for the hard copy of the presentation. If you do not have a color printer, the Color option will not be available. As noted previously, if the hard copy is for review or your own notes, consider printing without the color for a faster and less costly print.
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It is a good idea to make sure your slides and the desired print output are what you want before you print. This is especially true of slides with colorful or dark backgrounds. Use the Preview tool to see what your printout will look like before you print. A preview of your printout is shown on the right side of the Backstage view. You can use the options across the bottom of the preview area to adjust the view.
To make changes to the actual slides, return to Normal view.
Sending a Presentation to Microsoft Word

If you cannot find a built-in printing format for your handouts in PowerPoint, the Send to Word feature is a great alternative. You can use Send to Word to make slide thumbnails, notes, or blank lines that you can modify as necessary to provide a customized handout for your audience. To send a presentation to Microsoft Word, click File, click Save & Send, click Create Handouts, and then click Create Handouts. Click an appropriate Page layout option button and click Paste to send a snapshot of your presentation to Microsoft Office Word. Alternatively, click Paste link to create a link between the presentation and the document, so that if you make changes to your presentation the Word document content is updated automatically. When you click OK, the presentation converts to a Word document and opens for viewing, editing, and saving.
Learn the Skill

In this exercise, you will learn how to print a slide show as handouts, and how to send the presentation to Microsoft Word.
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Open the Ski Tours presentation, click File and then click Print. Select Microsoft XPS Document Writer as the printer. Select Handouts (3 slides per page) as the layout. Select Grayscale. Review the slides in the preview panel as they will appear when printed. Click Print and save the XPS file as Ski Tours Handouts Student. Click File, click Save & Send, and then click Create Handouts. Select Blank lines next to slides as the page layout and click OK. Review the resulting Word document and then close it without saving it.
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Lesson Summary
After completing this lesson, you should be able to: insert, modify, and delete comments view and hide comments compare and combine presentations prevent changes to your presentation mark a presentation as final review and edit document properties print a presentation create handouts
Review Questions
1. 2. 3. 4. 5. 6. 7. How do you insert a comment? How do you show all comments in a presentation? How do you delete a comment? What is one way to see changes made to a copy of a presentation?
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How do you apply a password that prevents unauthorized persons from opening a presentation? How can you mark a document as final? How can you remove hidden and personal information from a presentation?
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Core Certification
Lesson 7: Delivering a Presentation

Lesson Objectives
In this lesson, you will learn how to prepare a presentation for sharing and deliver it in numerous formats. You will also learn how to set up, rehearse, and record a presentation, how to run a slide show and use presentation tools, and how to hide slides or create a custom show. Upon successful completion of this lesson, you should be able to:

compress images use the Package for CD feature broadcast a presentation share a presentation via e-mail save in different file formats set up and run a slide show
create custom shows rehearse a slide show hide slides use slide show presentation tools record a presentation use presenter view
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Delivering a Presentation
Sharing a Presentation
7.1 7.2 8.2 The rapid adoption of the Internet into everyday life demonstrates how communication helps people to connect in social and work settings. Todays workplace leverages the power of technology to increase worker productivity in creating, analyzing, and sharing data, leading to faster and more informed decisionmaking. Most office workers now have at least one computer and almost every one of them connects to the others using the corporate local area network. PowerPoint taps into this pervasive connectivity with its built-in ability to send presentations to others using e-mail, the Internet, and Microsoft SharePoint. After adding images to your PowerPoint presentation, your PowerPoint file may become very large. This can cause problems such as slow presentation performance or erratic presentation behavior, and it can make it difficult to e-mail a presentation if it is a large file. When you add pictures to PowerPoint, they are stored in an un-optimized format. For example, when you crop a picture, the parts that you cropped are still taking up space so that you can un-crop the image later if required. If the picture is at a high resolution, the fine details remain regardless of whether you reduced the height and width of the picture. It is therefore important that you compress pictures to help reduce the PowerPoint file size. To compress pictures, use one of the following methods: Click File, click Save As, click Tools., and click Compress Pictures; or select a picture and then, under Drawing Tools, on the Format tab, in the Adjust group, click Compress Pictures. Print Screen E-mail Compress while maintaining excellent quality when printed. Compress for viewing as a web page or on a projector. Compress viewing quality for sending or receiving email.
Learn the Skill

In this exercise, you will learn how compress images in a presentation.
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Open the Ski Tours presentation. Click the File tab and look at the file size in the Properties pane on the right. Select slide 3 and then click the left picture on this slide. Under Drawing Tools, on the Format tab, in the Adjust group, click Compress Pictures. Clear Apply only to this picture and select Screen as the target output. Click the File tab and look at the file size in the Properties pane on the right. Notice that it is smaller than before the images were compressed. Save the presentation as Ski Tours - Student.
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Packaging Presentations for a CD

Packaging your presentation to a CD or folder makes your presentation ready to view on any computer that has a CD/DVD drive or a network connection to the folder. The available computer does not need to have PowerPoint installed. Packaging for CD includes the PowerPoint Viewer so you can play your presentation on any computer, even those that do not have PowerPoint installed. This feature automates the process of gathering all aspects of your presentation necessary for running your slideshow (including fonts, multimedia, linked content, and the PowerPoint viewer). It places them into a folder ready for you to burn onto a CD. You can even save more than one presentation to your CD and indicate the order in which you wish the presentations to run. To package a presentation to a CD, click File, click Save & Send, click Package Presentation for CD, and click Package for CD.
Name the CD Add Files Options
Type the name of the CD. Add additional presentations to the current presentation. Specify settings for what is included with the package and how the presentation will be packaged.
Include these files
Ensure files that are linked to your presentation are included in the package and TrueType fonts are embedded in your presentation. Require other users to supply a password before they can open or edit any of the copied presentations. Inspect your presentation for hidden data and personal information.
Enhance security and privacy Inspect presentations for inappropriate or private information Copy to Folder/ Copy to CD
Start the process of copying the presentation to the noted location.
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Learn the Skill

In this exercise, you will learn how to package a presentation to a folder in your student data files location instead of a CD.
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With the Ski Tours Student presentation open, click File, click Save & Send, click Package Presentation for CD, and click Package for CD. Name the CD SkiTours and then click Copy to Folder. Use the folder name Ski Tours and browse to the student data files folder. Leave Open folder when complete selected and click OK. Choose to include linked files. When the presentation has been packaged, the student data files folder will open in Windows Explorer, showing you the files ready to be burned to a CD.
Broadcasting a Presentation
If you cant deliver a presentation in person, you can broadcast it over the Internet to a remote audience. While you present the slide show inside PowerPoint, your audience follows along in their web browsers. To broadcast your presentation, on the Slide Show tab, in the Start Slide Show group, click Broadcast Slide Show. The Broadcast Slide Show dialog box opens.
The broadcast slide show feature requires a network service to host the presentation, such as is available to anyone with a Windows Live account. When you start a broadcast with the PowerPoint Broadcast Service, you will be provided with a link to email to the audience. When a recipient clicks the link, they will see your presentation in their web browser, as you deliver it.
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However, some PowerPoint features change when the slide show is broadcast rather than delivered as a presentation: All transitions in the presentation are shown as Fade transitions. Audio (sounds, narration) is not transmitted to the audience. You cannot add ink annotations or markup drawn onto the slide show during the presentation. If you follow a hyperlink in your presentation to a Web site, the attendees only see the last slide you showed in the original presentation. If you play a video in your presentation, the browser does not show it to the audience. to exit Slide Show view and then
After you finish presenting and are ready to end the broadcast, press click End Broadcast.
Using E-mail
One way to share presentations quickly with others is to send them by e-mail. The downside of this is that every recipient gets his or her own copy of the presentation. These individuals often make changes or add comments to their copy of the presentation and send it back. The originator must then merge these copies together. To send a presentation using e-mail from within PowerPoint, do the following steps: 1 2 Open the presentation. On the File tab, click Save & Send.
Ensure Send Using E-mail is selected and then click one of the following buttons: Send as Attachment Send a Link Send as PDF Send as XPS Send as Internet Fax
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Delivering a Presentation Create a new e-mail message with your presentation included as an attachment. When you click the Send button, Outlook sends the e-mail and the attached presentation to the intended recipient. Launch Outlook with a new e-mail message containing a hyperlink to your presentation. Unlike Send as Attachment, Send as PDF, or Send as XPS, your recipients do not receive a file; instead, they open the original presentation by clicking the hyperlink in the e-mail. Note that your presentation must be stored in a shared location (such as a network drive) so that your recipients can access it from wherever they are located. Convert the presentation into a PDF (Portable Document Format) before you send it. Then Outlook creates a new e-mail message with this PDF file included as an attachment. The PDF format allows the recipient to view and print the presentation, but it does not permit them to make changes. Convert the presentation into XPS format before sending. As with Send as PDF, PowerPoint converts the presentation and then Outlook creates a new e-mail message with this XPS file included as an attachment; recipients can view and print the presentation but they cannot make changes to it. Convert the presentation into an electronic fax file and send it to the Internet fax software installed on your local computer.
Send as PDF
Send as XPS
Send as Internet Fax
Select Send as Link as your preferred method when sharing with co-workers within the same organization. Avoid sending a document as an attachment because you will simply create more work for yourself when your co-workers make changes to their copies of the presentation, possibly at the same time as you are doing so. If, instead, you put the presentation into a shared location and send out a link, everyone (including you) is always updating the same presentation. The Send as PDF or Send as XPS are useful alternatives if you want to prevent recipients from making changes to the presentation.
Saving to the Web

Another way of sharing presentations with others is to use a web-based storage service such as the Microsoft SkyDrive. SkyDrive is one of the components of Microsofts Windows Live group of online services. Every registered Windows Live user has a SkyDrive with 25 GB of storage space at no cost. By default, you have two main folders: My Documents and Public. Anyone with a Windows Live ID can access any files in the Public folder at any time; any files you put into the My Documents folder are only accessible by you, except for the ones that you designate your contacts can share. You can also add other online Web-based storage services to store your documents. To save a presentation to the SkyDrive from within PowerPoint, do the following: 1 2 3 Open the presentation. On the File tab, click Save & Send. Under Save & Send, click Save to Web.
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4 5
If necessary, click Sign In to access the SkyDrive. Enter your login ID and password in Windows Live. Word then displays the folders in your SkyDrive.
Click one of the SkyDrive folders (e.g. Public or My Documents) and then click Save As.
The Save As dialog box appears (there may be a short wait while the connection is completed with the SkyDrive). Although it looks like any other folder on your computer or a network drive, it is actually a remote drive provided as part of your Windows Live account. If you want to share your presentation with others, be sure to select the Public folder. 7 8 9 If desired, change the File name and/or Save as type. Click Save. If necessary, make any other changes to the presentation and save these changes. Note that, any time you save changes, you are saving them directly to the presentation in the SkyDrive, not to your local computer.
10 Close the presentation. The document is now accessible from the SkyDrive.
Using SharePoint
Another method of sharing presentations with co-workers is by using SharePoint. Recognizing that people working together are more productive than people working alone, Microsoft designed SharePoint to facilitate presentation sharing within an organization and among authorized users in partner organizations. The term Web-based collaborative environment refers to this kind of online sharing. SharePoint brings together the many different tools that people use to share, including: Shared network drives to store files and documentsIn the past, a company or IT department would designate specific computers to store these files. Access security quickly followed to ensure protection of confidential files. However, in any organization, after a few years, the demand for shared storage space usually exceeds the space available, representing an ongoing administrative nightmare for most IT departments. 167
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Delivering a Presentation Document version controlA collaborative environment brings a new set of challenges and headaches, primarily the dispersal of ownership and loss of control over changes made, which often leads to uncontrolled and haphazard changes. For example, someone may delete a document accidentally or make changes that conflict with another persons changes. Version control ensures that only one person enters their changes at any one time. If someone accidentally deletes a document or makes unwanted changes, this feature allows you to restores a previous version easily. Workflow controlYou can designate documents to be funneled through workflow processes, such as approving purchase requisitions or media releases. The system then automatically routes the document to the next person in the workflow when the current approver has completed his or her work. Social networkingFacebook is an example of social networking. E-mailAnnouncements, notices, and other team communications often sent by e-mail can be quickly lost in the daily volume of e-mail. An effective collaboration site has a section containing the communications that are most relevant to the team without having to wade through e-mails. Other shared communicationsThese include things such as corporate or team calendars, surveys, and polls.
To save a presentation to SharePoint from PowerPoint, do the following: 1 2 3 4 Open the presentation. On the File tab, click Share. Under Share, click Save to SharePoint. If necessary, click Browse for a location.
The Save As dialog box now appears, allowing you to navigate to the SharePoint site where the presentation is to be stored. A SharePoint site can be designed in many different ways; the following illustration shows one example where documents of various types are stored.
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Publishing Presentations
An alternative to saving to SharePoint is to publish the slides to a library or a Sharepoint site where multiple other presentations exist. This option assumes that there is an organizational structure or library where most files are stored for the use of anyone with access to the library. To publish a presentation, click File, click Save & Send, click Publish Slides, and then click Publish Slides.
Saving in Other Formats

7.1 7.2 Sometimes you may need to save a PowerPoint 2010 presentation in another format. For example, you may need to work with colleagues who dont have PowerPoint 2010, or you may want to create a selfrunning PowerPoint show or video. PowerPoint 2010 offers many ways of saving in other formats.
Save in an Earlier PowerPoint Format

If you are working with colleagues who have earlier versions of PowerPoint, you may need to save your presentation to an earlier format so they can open it. You may not be able to include some features in your presentation in that format. For example, SmartArt was introduced in PowerPoint 2007 so if you save a presentation to an earlier version, SmartArt graphics are converted to simple shapes. To save a presentation to PowerPoint 97-2003, use one of the following methods: Click File, then Save & Send. , Click Change File Type, click PowerPoint 97-2003 Presentation, and then click Save As; or click File, click Save As, and then select PowerPoint 97-2003 Presentation as the File Type; or press , click the arrow for Save as type, and click PowerPoint 97-2003 Presentation.
Learn the Skill

In this exercise, you will learn how to save a presentation as a PowerPoint 97-2003 presentation.
With the Ski Tours Student presentation open, click File, click Save & Send, click Change File Type, click PowerPoint 97-2003 Presentation, and then click Save As. Notice that PowerPoint appends .ppt as the extension.
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Delivering a Presentation The Compatibility Checker dialog alerts you to features that may be lost by saving in an earlier version. Since you still have the original PowerPoint 2010 version, you can safely save this as a PowerPoint 97-2003 presentation. Click Continue and then close the presentation.
Creating PowerPoint Shows

You can save your presentation as a PowerPoint Show, which is a different file type and has the file extension .ppsx. When you save a presentation as a PowerPoint Show, when you or other people doubleclick the file, it automatically launches into slide show mode. This appears more professional when delivering your presentation, as you do not spend time opening PowerPoint, then opening the PowerPoint presentation file, and then running the slide show. It also enables those who are unfamiliar with PowerPoint to just double-click the file and view the slide show. To save the PowerPoint presentation as a PowerPoint show, use one of the following methods: Click File, click Save & Send, click Change File Type, click PowerPoint Show, and then click Save As; or click File, click Save As, click the arrow for Save as type, and click PowerPoint Show; or press , click the arrow for Save as type, and click PowerPoint Show.
Learn the Skill

In this exercise, you will learn how to save a presentation as a PowerPoint Show.
1 2
Open the Ski Tours Student presentation. Click File, click Save & Send, click Change File Type, click PowerPoint Show, and then click Save As. Notice that PowerPoint appends .ppsx as the extension.
3 4
Click Save. On your desktop, double-click My Computer to open Windows Explorer. Navigate to the folder in which you saved the PowerPoint show, and then double-click on it to open it as a show, rather than an editable presentation. Press to exit the show and then close the presentation.
Save a Presentation as a PDF or XPS File

Sometimes you want to save files so that they cannot be modified, but you still want them to be easy to share and print. You can save a PowerPoint presentation in PDF or XPS formats without needing additional software or add-ins. A PDF (Portable Document Format) file can be opened and viewed in Adobe Reader and similar software, while XPS (XLM Paper Specification) files can be opened in the XPS viewer included with Microsoft Windows. Both formats preserve the layout and formatting of a presentation, allowing others to see the slides as you designed them, but without animations or transitions. To save a PowerPoint presentation as a PDF or XPS file, use one of the following methods: Click File, click Save & Send, click Create PDF/XPS Document, click Create PDF/XPS, and then, in the File Type field, select PDF or XPS; or click File, click Save As, click the arrow for Save as type, and click PDF or XPS; or press , click the arrow for Save as type, and click PowerPoint Show.
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In the Save As dialog, an Options button brings up a choice of what part of the presentation to save as a PDF or XPS, including Slides, Notes, Handouts, or an Outline. You can also create an XPS file by selecting File, then Print and in the list of printers, selecting Microsoft XPS Document Writer. Once you have saved a presentation as a PDF or XPS file, you cannot convert it back to a PowerPoint presentation without specialized software, so be sure you also save it as a PowerPoint presentation file.
Learn the Skill

In this exercise, you will learn how to save a presentation as an XPS.
With the Ski Tours Student presentation open, click File, click Save & Send, click Create PDF/XPS Document, click Create PDF/XPS, and then, in the File Type field, select XPS. Leave Open file after publishing selected, and click Publish to save the file as Ski Tours Student.xps. When the XPS file has been created, it will open in the XPS Viewer. After viewing the XPS file, close it and the presentation.
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Save a Presentation as Images

Another way to save a presentation is as pictures. You can save individual slides or the whole presentation in PNG or JPEG format. PNG format is a good choice if the slides will be printed, while JPEG format is a good choice for e-mailing the pictures or displaying them on a Web page. To save a slide or presentation as an image, use one of the following methods: Click File, click Save & Send, click Change File Type, click PNG Portable Network Graphics or JPEG File Interchange Format, and then click Save As; or click File, click Save As, click the arrow for Save as type, and then click either PNG Portable Network Graphics or JPEG File Interchange Format; or press , click the arrow for Save as type, and then click either PNG Portable Network Graphics or JPEG File Interchange Format.
Learn the Skill

In this exercise, you will learn how to save a presentation as image files.
1 2 3
With the Ski Tours Student presentation open, click File, click Save & Send, click Change File Type, click PNG Portable Network Graphics, and then click Save As. When prompted, choose to save every slide in the presentation. On your desktop, double-click My Computer to open Windows Explorer. Navigate to the folder in which you saved the images and then double-click on them to view in the picture viewer installed in Windows.
Save a Presentation as a Video

When you want to give a high-fidelity version of your presentation to colleagues or customers (as an e-mail attachment, published to the web, or on a CD or DVD), you can save it and let it play as a video. Videos are saved in Windows Media Video (.wmv) format. You can choose the screen size of the video. The larger the screen size, the easier it will be to see details in the video, but also the larger the file size. Choose a size that suits the way you will deliver the video:
Since the presentation is a video, slides must advance automatically. If you have recorded timings in the presentation, you can use them, or you can choose to have all slides advance after the same interval:
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Delivering a Presentation To save a presentation as a video, use one of the following methods: Click File, click Save & Send, and then click Create a Video; or
Lesson 7
click File, click Save As, click the arrow for Save as type, and then select either Windows Media Video or JPEG File Interchange Format; or press , click the arrow for Save as type, and click Windows Media Video.
Learn the Skill

In this exercise, you will learn how to save a presentation as a video.
1 2 3
With the Ski Tours Student presentation open, click File, click Save & Send, and then click Create a Video. On the right pane, choose to create a video for viewing on the Internet & DVD, and choose to advance all slides after 4 seconds. Click Create Video to generate the video file. Save it as Ski Tours Video in the student data files folder. This process may take some time, depending on the speed of the computer. Watch the progress in the PowerPoint status bar and wait until it is complete before moving to the next step. On your desktop, double-click My Computer to open Windows Explorer. Navigate to the folder in which you saved the video and then double-click on it to view it in the video player installed in Windows.
Saving a Presentation as an Outline

Just as you can create a presentation based on an outline from a Word document or similar text file, you can save a presentation as a text outline. This could be useful when you want to create a document with the same headings as in a presentation, but different content. To save a presentation as an outline, use one of the following methods: Click File, click Save & Send, click Change File Type, click Save as Another File Type, and then click Save As, click the arrow for Save as type and then select Outline/RTF; or click File, click Save As, click the arrow for Save as type, and then click Outline/RTF; or press , click the arrow for Save as type, and then click Outline/RTF.
Learn the Skill

In this exercise, you will learn how to save a presentation as an outline.
1 2
With the Ski Tours Student presentation open, click File, click Save As, click the arrow for Save as type, and then click Outline/RTF and then click Save As to save the file as Ski Tours - Student.rtf. On your desktop, double-click Computer to open Windows Explorer. Navigate to the folder in which you saved the outline and then double-click it to open it in Word.
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Lesson 7
Saving a Presentation as an OpenDocument

There are other software applications used for creating presentations, such as OpenOffice, StarOffice, Corel WordPerfect Office and Keynote. Many of these applications support opening presentations saved in a format known as OpenDocument. You can save a PowerPoint presentation to this format so that someone with one of these applications can open and edit the presentation. Since different applications have different features, not all elements in a PowerPoint presentation may be fully editable in another application (e.g. SmartArt may be converted to an image). To save a presentation in OpenDocument format, use one of the following methods: Click File, click Save & Send, click Change File Type, click Save as Another File Type, and then click Save As, click the arrow for Save as type and then select OpenDocument Presentation; or click File, click Save As, click the arrow for Save as type, and then click OpenDocument Presentation; or press , click the arrow for Save as type, and then click OpenDocument Presentation.
Learn the Skill

In this exercise, you will learn how to save a presentation as an OpenDocument Presentation.
With the Ski Tours Student presentation open, click File, click Save As, click the arrow for Save as type, click OpenDocument Presentation and then click Save to save the file as Ski Tours Student.odp. When prompted that you may lose some features, click Yes. Close the presentation.
Running the Slide Show

8.4 You have typed a lot of text, inserted graphics and animations, and set a number of options. By doing all this, you have built a slide show that is only a click away. To run your slide show, use the Slide Show view to display your slide show in full screen. You now see your presentation the way your audience will see it. Use the Slide Show tab to set up different options for the slide show:
To switch to the Slide Show view, use one of the following methods: On the Slide Show tab, in the Start Slide Show group, click From Beginning to run the slide show from the first slide regardless of which slide you are currently viewing; or on the Slide Show tab, in the Start Slide Show group, click From Current Slide to run the slide show starting from the current slide; or on the status bar, click the Slide Show View button to view the slide show from the current slide; or press to run the slide show from the first slide regardless of which slide you are currently viewing.
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You can use a variety of keyboard and mouse shortcuts to assist in delivering a presentation in slide show view. Start Show from beginning Advance to the next slide or animated object Return to the previous slide or animated object Go to a certain slide number Black the screen or return to presentation White the screen or return to presentation Show or hide the arrow pointer Stop/restart automatic show End slide show Return to the first slide Change pointer to pen Erase on-screen annotations Change pen to pointer Display shortcut menu Press Press Press or click the mouse or
Type the slide number and then press Press Press Press Press Press Hold both mouse buttons down for 2 seconds Press Press Press + +
Right-click
While in Slide Show view, you can also navigate the slides by using one of the following methods: Right-click the slide and click Next; or Right-click the slide and click Previous; or Right-click the slide and click Last Viewed; or Right-click the slide, click Go to Slide, and then click the slide title you want to move to; or Right-click the slide and click End Show.
Alternatively, you can use the buttons on the lower left corner of the screen to activate commands: Go to previous slide. Display pointer options menu.
Display presentation tools menu. Go to next slide.
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Lesson 7
Learn the Skill

In this exercise, you will learn how to view the slide show.
1 2 3 4 5
Open the Run-of-River Power Plant presentation. On the Slide Show tab, in the Start Slide Show group, click From Beginning. Click the left mouse button or press On slide 3, press At the end, press to advance through the slides.
to return to the previous slide. to exit the slide show.
Customizing the Slide Show

Setting Slide Show Options
8.2 You can check the settings for the type of show to be presented, as well as the options for running the show. These options include whether the show should run continuously, whether you should apply transitions, what presentation tools you should use, and whether you should show a presentation with different resolutions. To set slide show options, on the Slide Show tab, in the Set Up group, click Set Up Slide Show.
The Set Up Show dialog box enables you to select options such as which slides to show, what color pen to use, or whether to Loop continuously until Esc, which restarts your presentation from the first slide after the last slide is shown. You can also set up self-running presentations, such as those shown in a window or kiosk where there is no presenter; the viewer goes through the presentation at their own pace. How you present the slide show can affect how an audience reacts to the presentation. For example, if there will be a speaker, you may want to include animation, lots of pictures, and color options to keep the audiences interest. A show that runs on its own may contain text points instead of animation to reduce the amount of time required for a passerby to watch the entire show.
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You may want to use two monitors for your presentation: one you run the show from and one the audience views. This enables you to run another program while the show runs if you want, and to use Presenter view with tools to make running a show easier. You can also set your screen resolution to show a presentation with more or less fine detail, particularly if the resolution supported by the projector differs from the resolution of your computer monitor. You can customize a presentation to present different slides to different audiences in a variety of ways, including only showing specific slides, showing custom shows, and hiding specific slides. Sometimes you create a large presentation but decide that, for a particular audience or in a particular setting, you only want to show some of the slides. You can specify a range of slides to show. To customize slide show options, on the Slide Show tab, in the Set Up group, click Set Up Slide Show.
Hiding One or More Slides

You may decide to give a presentation but not to show every slide. For example, if you have a long presentation about benefits that includes managerial information, but you are showing the presentation to production workers, you can hide the irrelevant slides. To limit the presentation to a single range of slides, on the Slide Show tab, in the Set Up group, click Set Up Slide Show, then specify the slides to use in the Show slides area. To hide or unhide individual slides, use one of the following methods: In Normal or Slide Sorter view, on the Slide Show tab, in the Set Up group, click Hide Slide; or in Slide Sorter view, right-click the slide and click Hide Slide in the shortcut menu.
If you have hidden the slide, it will appear washed out in the Slides tab with a border around the slide number and a diagonal line through the slide number. To select and hide multiple sequential slides, click the first slide and then hold while you click the last slide you want To select multiple non-sequential slides, hold while you click each slide you want. Then click Hide Slide.
Learn the Skill

In this exercise, you will learn how to set up a presentation and hide slides.
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On the Slide Show tab, in the Set Up group, click Set Up Slide Show. Review the settings and then click Cancel. Select slide 4 and then, on the Slide Show tab, in the Set Up group, click Hide Slide. Press to start the slide show and press to advance the slides. Notice that slide 4 is skipped.
Select slide 4 and then, on the Slide Show tab, in the Set Up group, click Hide Slide to unhide this slide. Save the slide show as RunofRiverPowerPlantStudent.
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Using Custom Shows

You can adapt a single presentation to a variety of audiences by creating custom shows within it. This saves you the effort of duplicating a whole presentation, saving it as a new file, and modifying it to suit a new audience. A custom slide show is like a show within a show or chapters in an electronic book. You can create the slide show and then go to the various "chapters" during the show to view those sections of the presentation. You can also create custom shows from slides that you group together within your presentation. You can group slides into as many different custom shows as you like. Name each custom show and, when you give the presentation, select the custom show that you want for a particular audience. You can use custom shows to give separate presentations to different groups in your organization. For example, if your presentation contains six slides, you can create a custom show named "Seminar" that includes just slides 1, 5, and then 1519. You can then create a second custom show named "Trade Show" that includes slides 15, 9, 12, 14, and 2025. When you create a custom show from a presentation, you can always run the entire presentation in its original sequential order. To create a new custom show, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click Custom Shows.
Click New to enter a name for the new show and choose the slides for this custom show.
To select multiple sequential slides, click the first slide and then hold while you click the last slide that you want. To select multiple non-sequential slides, hold while you click each slide that you want. To preview a custom show, click the name of the show in the Custom Shows dialog box, and then click Show. To modify a custom show, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click Custom Shows. Select the show to be changed and then click Edit. To delete a custom show, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click Custom Shows. Select the show and then click Remove.
To show a custom show, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click the name of the custom show.
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Learn the Skill

In this exercise, you will learn how to create a custom show.
1 2 3 4 5 6
With the Run-of-River Power Plant Student presentation open, on the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click Custom Shows. Click New and name this new show Investors. Click slide 1 and then click Add. Add slides 2, 3, and 5, click OK, and then click Close. On the Slide Show tab, in the Start Slide Show group, click Custom Slide Show, and click Investors. Advance through the slides and notice that only slides 1, 2, 3, and 5 are included. Save the presentation.
Using Presentation Tools

8.1 PowerPoint offers a variety of presentation tools that you can use when delivering your presentation in Slide Show view. Presentation tools enable you to move to the next slide, the previous slide, or a specific slide, to end the show, and to select pointer options (e.g. an arrow, pen, or highlighter). To view the presentation tools, right-click a slide in the slide show and click Pointer Options:
Point at the button to display it in color and activate it. To display a simulated laser pointer, press and click the left mouse button. Unlike the Pen and Highlighter tools, the laser pointer does not leave any marks on the slides.
Learn the Skill

In this exercise, you will learn how to use the presentation tools during a slide
1 2 3
Press
to start the presentation.
On slide 2, right click and select Pointer Options. Click Ink color, and then click Red. Right-click again and select Pointer Options, and then click Pen. 179
Lesson 7 4 5 6 7 8 9 Draw a circle around 715,000 Mwh.
Advance to slide 4, then right-click and select Pointer Options, and then Highlighter. Highlight $780,000 and 3 senior consultants. Right-click and select Pointer Options, and then click Eraser. Click the eraser on 3 senior consultants to erase the highlighting. Press to exit the presentation and choose to keep your annotations.
10 Save the presentation and then close it.
Rehearsing a Presentation
8.3 You can rehearse your presentation to make sure that it fits within a certain timeframe. While you rehearse, use the Slide Timing feature to record the time that you need to present each slide, and then use the recorded times to advance the slides automatically when you give your presentation to your actual audience. It is a good approach to manually run a presentation in front of an audience, but then perhaps leave the presentation running automatically while the audience is having coffee or tea to keep their focus on the topic of the presentation. To rehearse timings, on the Slide Show tab, in the Set Up group, click Rehearse Timings. PowerPoint displays the Rehearsal toolbar to help you manage this procedure.
Next Pause Timing Repeat
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Rehearse a Presentation Online Exercise
Next Repeat Pause
Go to the next item on your slide, or press
or
Click this if the timing shown is incorrect and you want to re-record the timing. Pause the timing.
In Slide Sorter view, the timings appear under each slide.
Customizing Rehearsed Timings

You can rehearse your PowerPoint presentation by progressing through the presentation as if you were seeing it for the first time. As you click the mouse to advance the slides, you can record the timings on the slides. If you later decide that the timings are too quick or too long, you do not have to rehearse the timings for the entire presentation again; you can simply customize the timings for one or more slides. To modify a slides timing, on the Animations tab, in the Transition to This Slide group, click in the timing for Automatically After and increase or reduce the amount of time. To remove the rehearsed timing from a slide, on the Animations tab, in the Transition to This Slide group, click Automatically After to turn it off. To have the option of advancing the slide using the mouse with or without rehearsed timings, on the Animations tab, in the Transition to This Slide group, click On Mouse Click. To run the show using the timings, use one of the following methods: On the Slide Show tab, in the Set Up group, click Use Timings; or on the Slide Show tab, in the Set Up group, click Set Up Slide Show, and click Using timings if present.
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Learn the Skill

In this exercise, you will learn how to rehearse timings in the current presentation.
1 2 3 4 5 6 7 8
Open the original Run-of-River Power Plant presentation. On the Slide Show tab, in the Set Up group, click Rehearse Timings. Advance through the presentation as if you were delivering it, taking as much as time as necessary for each slide. At the end of the slide show, keep the timings you set for each slide. On the View tab, click Slide Sorter. Notice the timing for each slide is shown below each slide. Click slide 3 and then click the Transitions tab. In the Timing group, adjust the duration of this slide to advance after five seconds. Save the presentation as RunofRiver Power Plant Timed Student and then close it.
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Recording and Annotating a Presentation Creative Application Exercise
Recording a Presentation
8.2 8.4
If you are unable to deliver a presentation in person, you can record your delivery of it and make the file available for others to view later. You can record the presentation exactly as you deliver it, with individual slide timings, annotations, and audio narration. You will need to have the appropriate hardware, such as a microphone, to record narration. Recording a presentation is similar to rehearsing a presentation. You establish the time required for each slide and set the slides to advance after that time but, in addition, you add annotations and audio narration. To record a slide show, on the Slide Show tab, in the Set Up group, click Record Slide Show. To start recording from a specific slide, rather than the beginning, select that slide and then, on the Slide Show tab, in the Set Up group, click the Record Slide Show arrow, and click Start Recording from Current Slide.
Learn the Skill

In this exercise, you will record a presentation.
1 2 3 4 5
Open the original Run-of-River Power Plant presentation. On the Slide Show tab, in the Set Up group, click Record Slide Show, and then Start Recording from Beginning. Ensure Slide and Animations timings and Narrations and laser pointer are selected and click Start Recording. Advance through the slides, allowing enough time to deliver the content on each slide. If you have a microphone connected to the computer, read the slides aloud so that your voice is recorded. On slide 4, right-click and select Pointer Options, and then click Highlighter. 181
Lesson 7 6 7 8 Highlight $780,000.
Advance through all the slides and exit the slide show, keeping annotations and recorded timings. On the Slide Show tab, in the Set Up group, ensure Play Narrations is selected, and then, in the Start Slide Show group, click From Beginning. As the recorded presentation plays back, notice that the slides advance at the intervals set during the recording, with annotations appearing as you added them and your audio narration playing through speakers connected to the computer. Save the presentation asRunofRiverPowerPlantRecordedStudent, then close it.
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Recording Presentations Online Exercise
Using Presenter View

8.2
Presenter view is a great way for you to view your presentation with your speaker notes on one computer (your laptop, for example), while the audience views the note-free presentation on a different monitor or projected on a screen. You will require two monitors, or a monitor and a projector, connected to your computer to use presenter view. To use presenter view, on the Slide Show tab, in the Monitors group, click Use Presenter View.
Lesson Summary
After completing this lesson, you should be able to: compress images use the Package for CD feature broadcast a presentation share a presentation via e-mail save in different file formats set up and run a slide show create custom shows rehearse a slide show hide slides use slide show presentation tools record a presentation use presenter view
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Review Questions
1. 2. 3. 4. 5. 6. 7. 8. 9. How can you compress pictures to reduce the presentation file size? How can you create a presentation that automatically runs as a slide show but cant be edited? How can you save the slides in a presentation as separate images?
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How do you view the slide show automatically from slide 1, regardless of which slide you are currently viewing? How do you loop a slide show continuously until the Escape key is pressed? How do you exclude one or more slides from a slide show? What is a custom show and how do you create one? When presenting slides, how can you draw attention to elements on the slides? How do you establish the time needed for each slide?
10. How do you have slides advance automatically?
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Microsoft Office Specialist 2010
PowerPoint
Core Certification
Microsoft
2010
Appendices
Appendix A
Courseware Mapping
Appendix B
Glossary of Terms
Appendix C
Index
A1
Appendix A
Courseware Mapping
Appendix A: Courseware Mapping

Skills Required for the Microsoft Office Specialist PowerPoint 2010 Core Exam 77-883:
Objective Domain 1 1.1 1.2 1.3 1.4 2 2.1 2.2 2.3 2.4 2.5 Managing the PowerPoint Environment Adjust views Manipulate the PowerPoint window Configure the Quick Access Toolbar Configure PowerPoint file options Creating a Slide Presentation Construct and edit photo albums Apply slide size and orientation settings Add and remove slides Format slides Enter and format text Inserting a Photo Album Changing the Presentation Page Setup Creating and Formatting Slides Creating and Formatting Slides Adding Text Using Bullets and Numbers Formatting Text Using WordArt Using Text Boxes 3 1 1 1 2 Using the Slide Sorter Saving Presentations Switching Between Presentations Using the Quick Access Toolbar Using the Spelling Checker
1
Topic Title
Lesson #
1 1 2
2.6 3 3.1 3.2 3.3 3.4 3.5 4 4.1 4.2 4.3 4.4 4.5 5 5.1 5.2 5.3 5.4 6 6.1 6.2
Format text boxes Working with Graphical and Multimedia Elements Manipulate graphical elements Manipulate images Modify WordArt and shapes Manipulate SmartArt Edit video and audio content Creating Charts and Tables Construct and modify tables Insert and modify charts Apply chart elements Manipulate chart layouts Manipulate chart elements Applying Transitions and Animations Apply built-in and custom animations Apply effect and path options Manipulate animations Apply and modify transitions between slides Collaborating on Presentations Manage comments in presentations Apply proofing tools
Inserting Hyperlinks, Arranging Illustrations and Shapes Modifying Pictures Using WordArt Working with SmartArt Modifying SmartArt Diagrams Inserting Media Clips Using Tables Inserting Charts Adding Chart Elements Formatting Chart Elements Formatting Chart Elements
3 3 2 3 3 4 4 4 4 4
Using Animation Changing Animation Settings Changing Animation Settings Using Slide Transitions Reviewing Presentations Adding Text, Reviewing Presentations
5 5 5 5 6 2, 6
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Courseware Mapping
Objective Domain 7 7.1 7.2 7.3 7.4 8 8.1 8.2 8.3 8.4 Preparing Presentations for Delivery Save presentations Share presentations Print presentations Protect presentations Delivering Presentations Apply presentation tools Set up slide shows Set presentation timing Record presentations Using Presentation Tools Sharing a Presentation, Customizing the Slide Show, Recording a Presentation Rehearsing a Presentation Running the Slide Show, Recording a Presentation Sharing a Presentation, Saving in Other Formats Sharing a Presentation Printing Presentation Items Protecting a Presentation Topic Title
Appendix A
Lesson # 7 7 6 6 7 7 7 7
A3
Appendix B
Glossary of Terms
Appendix B: Glossary of Terms

.potm XML-based file format used by PowerPoint 2010 for macro-enabled templates. .potx XML-based file format used by PowerPoint 2010 for presentation templates. .ppsx XML-based default file format used by PowerPoint 2010 for PowerPoint show presentations, that run the slide show automatically when opened. .pptm XML-based file format used by PowerPoint 2010 for macro-enabled presentations, so you can tell immediately that a file is capable of running embedded macros. .pptx XML-based default file format used by PowerPoint 2010 for presentations which uses compression technology to make file sizes smaller, structures files modularly so different components are kept separate for better recovery, and integrates easily with other programs that support XML standards. Action Button An object you can click on a slide to navigate to another slide, open a web page, or open another presentation or file. Animation Features that allow you to add an animation effect to an object in the current slide. Axis The vertical and horizontal sides of a chart, usually indicating the units of measurements on each side. Bold Dark or highlighted text. Bullet A mark used in a list to indicate the start of a point or list entry. Button A picture in a Ribbon group representing a specific feature or function. Click on the button in order to activate the feature or function. Center Text Placed in the center of the slide window. Character A character can be a letter, number, or other piece of data. Click This means to point the mouse at the item, and then quickly press down and release the mouse button. Clip Art Graphic Pictures that you can insert into slides. Clip Art Pane A window that is displayed whenever you want to insert a clip art picture. Pictures can be inserted either from this pane, imported from other programs, or downloaded from the Internet. Clipboard A temporary place to store data that was cut or copied from an application. Compatibility Checker A feature that lists elements in a document that are not supported or may not behave the same way in previous versions of Office. These elements are shown before you save a document in a previous version file format. Compatibility Mode A feature that allows you to create documents in Office 2010 that do not contain new or enhanced features unique to Office 2010, so others using previous versions of Office will have full editing capabilities. Compressing Pictures A feature that reduces the size of pictures inserted into a presentation, and optionally removes cropped information, to reduce the overall size of a presentation file. Contextual spelling An option in the spell checker that detects and corrects the types of errors that previously got through spell checkers because the word was spelled correctly but was the incorrect word for the context (for example, misuse of the word "there" in place of "their"). Contextual Tabs The tabs that appear on the Ribbon according to the type of object you have entered or selected in a document. Copy An editing function used to duplicate selected text or objects. Crop To remove a portion of a picture. Cut An editing function used to remove selected text or objects to the clipboard, from which they may be pasted elsewhere in the presentation. Defaults The standard settings that are in effect unless they are changed for the object or presentation. Delete The procedure that removes text or objects from the presentation. Dialog Box Windows that appear on the screen and contain current information that can be changed. The information varies depending on the dialog box. Dialog box launchers Small icons that appear in some groups on the Ribbon, which can be clicked to open a dialog box and provide more options related to the group. Document Inspector A feature that helps you locate and delete hidden data and personal information in Office documents, spreadsheets, and presentations, such as comments and revision information, metadata, header and footer information, hidden text, and custom XML data. Document Properties Panel A feature that allows you to easily view and edit document properties, such as author, subject, and date of creation. Double-click This means to point the mouse pointer at an item, and then click the left mouse button twice in rapid succession. Drag This means to point the mouse pointer at one corner of the area to be selected, then press and hold down the left mouse button as you move the mouse pointer to the opposite corner. Release the mouse button when the area is selected. This is also used for sizing and moving objects. Edit The process of manipulating (adding, removing, formatting, etc.) text or objects. Font A specific typeface and point size. Footer Information that appears at the bottom of a slide or handout, such as the slide or page number. Format Painter A feature that allows you to copy the formatting from selected text and objects and apply it to other text and objects in a presentation. Graphic A picture or image in the clip organizer or saved as a graphic file. Handouts A PowerPoint feature that allows you to print miniature slides for distribution to the audience. Header Information that appears at the top of a slide or handout, such as the date or name of the presenters.
A4
Glossary of Terms
Help A reference function that summarizes the capabilities of program features, and helps you to find answers to questions about program usage. Hyperlink A feature that allows you to jump from one area to another, e.g., from one slide to another slide, or to a web page. Import The process of bringing data from one program into another program. Insertion Point This is an indicator of where you are working on the screen. In PowerPoint, the insertion point looks like a capital I. KeyTips By pressing ALT, users can display the KeyTips on the Ribbon elements, which indicate which key to press to access a particular feature. Legend A chart element that provides information on the data in a chart. Mark As Final A feature that allows you to mark a document as final to make it read-only and prevent others from making changes to it. Master A slide that contains all the consistent formatting or elements that PowerPoint should use on all slides in the presentation. You can create masters for slides, notes, handouts and outlines. Mini Toolbar A ghost image of tools that appears when you select text in a presentation. When you move the mouse over the ghost toolbar, it becomes a functioning toolbar with text formatting options. Motion Path An animation that causes an object to move in a predetermined path across a slide. Notes A PowerPoint feature that allows you to enter notes on the current slide as reference during the creation of the presentation. Open A function that allows a file to be opened/displayed from disk to the screen. Order Refers to the layering of elements over top of one another on a slide. Organization Chart A chart that shows a flow or process, (e.g., line of authority for positions in a company). Page Setup The width and height of slides, and the orientation (portrait or landscapee) for slides, notes and handouts. Paste An editing function used to insert text or objects from the clipboard. Photo Album A feature that allows you to select and format multiple pictures in a presentation. Placeholder An object on a slide in which you can insert text, an image, a chart, and other content. Point Size The vertical measurement used to identify the size of proportionally printed characters; 72 points equals 1 inch. Print The process of sending a file to the printer, complete with printer instructions for the format and type of text. Quick Access Toolbar A small toolbar located by default at the top of the Office window to the right of the Microsoft Office Button, which provides quick access to tools you need frequently
Appendix B
(by default, Save, Undo, and Repeat Typing). It can be customized to add other tools to which you want quick access. Quick Style sets A feature that allows you to select from a gallery of styles to preview and apply a set of styles to a document. Research options Reference books and research Web sites that can be accessed through Office 2010 programs via the Review tab on the Proofing group. Ribbon The tabbed interface that groups PowerPoint tools by tasks so that the ones that are used most frequently are easy to find. Save When information stored in memory is copied to a disk, it is saved on the disk. If you turn the computer off without saving to a disk, all the information entered in the memory will be lost. Screen Tips Small windows that appear with additional information about a feature when the mouse is held over that feature. Sections Logical groupings of slides visible in the slide pane and slide sorter view. Shapes Objects such as boxes, lines and arrows that you can draw on a slide. Slide Background The area of the slide behind the headings, text and other content you add. Slide Layout An arrangement of object, such as a title placeholder, text box and picture, on a slide. PowerPoint provides a number of pre-designed layouts from which you can select for each slide. Slide Sorter A feature that displays miniatures of all the slides in the presentation, for easy rearranging of slides. SmartArt A feature that you can use to create designer-quality illustrations by selecting a design and entering text. Spell Check A feature that verifies the spelling of a document and provides a list of words correctly spelled for any error it finds. Template Pre-designed templates created by Microsoft to provide a background or style for the presentation. Text Boxes Elements on a slide used to present text. Theme A set of unified design elements, such as colors, fonts, and graphics, which provides a consistent look for all slides in a presentation. Transition A feature that determines the way in which text and objects appear on a slide, and the way in which one slide advances to the next slide. Viewer The program that PowerPoint provides to allow you to run a presentation without having installed the PowerPoint program. Web Page A page designed to be viewed in a browser such as Microsoft Internet Explorer, either via the Internet or an Intranet. Web Site A collection of web pages, pictures and other supporting files. WordArt A feature that allows you to create text with special effects and styles, such as a three-dimensional look or a shadow or outline.
A5
Appendix C
Index
Appendix C: Index
A
Action Buttons, 141 Alignment, 60 Paragraphs, 47 Shapes, 91 Text boxes, 60 Animation Painter, 140 Animations, 132 Changing, 132 Changing settings, 137 Changing the order, 138 Changing timing, 137 Effect options, 138 Emphasis effects, 134 Entrance effects, 133 Exit effects, 135 Inserting, 132 Motion paths, 136 Previewing, 140 Removing, 132, 140 Annotations, 179 Audio, 103 AutoCorrect, 35 Autofit, 57
D
Deleting Slides, 18 Document Inspector, 156 Document Properties, 156 Dragging and Dropping, 52 Duplicating Slides, 17
I
Indenting, 48 Inserting Animations, 132 Audio, 103 Charts, 110 Clip art, 79 Comments, 150 New slides, 17 Pictures, 72 Shapes, 80 Slide transitions, 142 Slides from an outline, 18 Slides from existing presentations, 18 SmartArt, 95 Tables, 121 Text boxes, 55 Video, 105 WordArt, 67
E
E-mail, 165 Emphasis Effects, 134 Entrance Effects, 133 Excel Inserting tables from, 129 Exit Effects, 135
F
File Management, 10 Footer, 23 Format Painter, 46 Formatting Chart elements, 118 Clearing, 46 Handout masters, 145 Notes masters, 145 Placeholders, 53 Reusing, 62 Slide masters, 145 Tables, 124 Text, 45 Text boxes, 58 Text characters, 45 WordArt, 67
L
Laser Pointer, 179
B
Background Styles, 24 Broadcasting a Presentation, 164 Bullets, 40
M
Mark as Final, 154 Maximize button, 2 Media Clips Inserting, 103 Metadata, 156 Modifying Pictures, 74 More Button, 5 Motion Paths, 136 Movies, 105
C
Charts, 110 Axis titles, 118 Data labels, 118 Data table, 118 Editing Data, 114 Elements, 117 Formatting Elements, 118 Gridlines, 118 Inserting, 110 Layout, 117 Legend, 118 Quick Style, 114 Selecting Data, 114 Title, 117 Clip Art, 79 Close Button, 2 Closing a Presentation, 14 Columns, 66 Comments, 150 Deleting, 151 Inserting, 150 Modifying, 150 Showing and hiding, 151 Comparing Presentations, 152 Compatibility Checker, 12 Compatibility Mode, 12 Compressing Pictures, 78 Cropping Pictures, 77 Custom Shows, 178
G
Gridlines and Guides, 87 Grouping and Ungrouping, 91
N
New Presentation, 6 Notes Master Formatting, 145 Notes Pane, 3 Numbering, 40, 41
H
Handout Master Formatting, 145 Header, 23 Help, 2 Hyperlinks, 85
O
Office Button, 2, 3 Office Clipboard, 51 OpenDocument Saving a presentation as, 174 Opening a Presentation, 16 Orientation, 60 Outline Save a presentation as, 173 Outline Pane, 3, 8
P
Paragraphs Formatting, 47 Line Spacing, 47 Spacing, 48 Passwords, 153 Paste Special, 50 PDF Save a presentation as, 170 3246-1 v1.00 CCI Learning Solutions Inc.
A6
Index
Photo Album, 93 Pictures, 72 Artistic effects, 75 Border, 76 Change, 78 Color adjustment, 75 Compressing, 78 Corrections, 75 Cropping, 77 Effects, 76 Inserting, 72 Inserting from files, 72 Modifying, 74 Photo album, 93 Placeholders, 34 Effect, 54 Fill, 54 Formatting, 53 Outline, 54 Playback Video, 105 Pointer Options, 179 PowerPoint Shows, 170 Presentation Tools, 179 Presentations Broadcasting, 164 Closing, 14 Comparing, 152 E-mailing, 165 Mark as final, 154 Navigation, 8 New, 6 New from template, 6 Opening, 16 Packaging for a CD, 163 Page Setup, 27 Protecting, 153 Publishing, 169 Recording, 181 Rehearsing, 180 Save as PDF or XPS, 170 Save as video, 172 Saving, 10, 166 Saving as an outline, 173 Saving as images, 172 Saving as OpenDocument, 174 Saving in earlier format, 169 Saving in other formats, 169 Sending to Word, 159 Sharing, 162 Switching between, 12 Presenter Notes, 146 Presenter View, 182 Printing, 157 Proofing options, 36 Publishing Presentations, 169
Appendix C
R
Recording a Presentation, 181 Rehearsing, 180 Customizing, 180 Restore Button, 2 Ribbon, 2, 4 Contextual tabs, 4 Displaying dialog boxes or task panes, 5 File tab, 10 Gallery lists, 5 Groups, 3, 5 Minimizing the Ribbon, 5 More button, 5 Tabs, 3 Using the keyboard, 6 Rotation, 60 Text boxes, 62 Ruler, 48, 87
S
Save As, 11 Saving As OpenDocument, 174 Creating new folders, 11 Earlier PowerPoint format, 169 File types, 10 Naming conventions, 10 Presentation as a video, 172 Presentation as images, 172 Presentations, 10 Presentations as outlines, 173 Save as, 11 Saving Presentations, 166 Screen Elements, 2 ScreenTips, 3 Scroll Bars, 3 Sections, 29 Selection pane, 81 Selection Pane, 59 Shapes, 80 Alignment, 91 Arranging, 86 Changing order, 91 Gridlines and guides, 87 Grouping and ungrouping, 91 Inserting, 80 Modifying, 82 Quick Styles, 84 Rotating, 88, 89 Scaling, 89 Selecting, 81 Selection pane, 81 Sizing, 88 SharePoint, 167 SkyDrive, 166 Slide Layout Changing, 19 Slide Masters, 144 Formatting, 145 View, 145 Slide Show, 174 Annotations, 179 Custom shows, 178 Hiding slides, 177 Running, 174 Slide Sorter, 28
Slides Backgrounds, 24 Changing the layout, 19 Deleting, 18 Duplicating, 17 Footer, 23 Header, 23 Hiding, 177 Inserting, 17 Inserting from an outline, 18 Inserting from existing presentations, 18 Masters, 144 Orientation, 27 Printing, 157 Rearranging, 28 Transitions, 142 Slides Pane, 3, 8 SmartArt, 94 Adding or removing shapes, 100 Change colors, 97 Converting text, 101 Converting to text or shapes, 102 Inserting, 95 Layouts, 98 Modifying, 97 Orientation, 99 Quick Styles, 97 Resetting, 97 Text pane, 95 Status Bar, 3 Switching Between Presentations, 12
T
Tab Selector, 64 Table Orientation, 126 Tables, 121 Alignment, 125 Cell height and width, 127 Cell orientation, 125 Formatting, 124 From Excel, 129 From Word, 129 Inserting, 121 Text, 122 Text direction, 126 Tabs, 64 Tab Selector, 64 Tabs Dialog Box, 65 Tabs Dialog Box, 65 Text Adding, 34 Change case, 45 Character spacing, 46 Clearing formatting, 46 Converting to SmartArt, 101 Copy formatting, 46 Dragging and dropping, 52 Formatting, 45 Lists, 42 Proofing options, 36 Tables, 122 Wrapping, 58
Q
Quick Access Toolbar, 2, 4 Customizing, 4 Quick Styles, 84, 97 Charts, 114 Pictures, 76 Placeholders, 53 Text, 53 WordArt, 67
A7
Appendix C
Text Boxes Alignment, 60 Columns, 66 Deleting, 55 Formatting, 58 Inserting, 55 Order, 60 Orientation, 60, 62 Positioning, 56 Rotating, 62 Rotation, 60, 62 Selection pane, 59 Sizing, 56 Tabs, 64 Text direction, 62 Vertical position of text, 61 Text Direction Text boxes, 62 Text Pane, 95 Themes, 7, 23 Colors, 24 Fonts, 24 Thesaurus, 37 Title Bar, 2
Index
W
Web Saving presentations, 166 Word Inserting tables from, 129 Sending presentation to, 159 WordArt Deleting, 67 Formatting, 67 Inserting, 67 Modifying, 67
V
Video, 105 Save a presentation as, 172 View Buttons, 3 Views Handout master, 145 Notes master, 145 Notes view, 146 Presenter view, 182 Slide master, 144 Slide Sorter, 28
X
XPS Save a presentation as, 170
Z
Zoom Slider, 3
A8
Become Certified in Microsoft Office Specialist 2010

The Microsoft Office Specialist 2010 certification is Microsofts only certification program for the Microsoft Office suite of products. The Microsoft Office Specialist certification is a valuable credential that recognizes the skills needed to use the full features and functionality of Office 2010 applications while improving and validating desktop computing skills. This credential provides students, information workers and job seekers with the knowledge and expertise that pave the pathway to success.
Why certification is important:
There is an increasing demand for Microsoft Office skills as more and more businesses begin to embrace newer technologies. Microsoft Office Specialist certification allows users to prove their skill sets while effectively preparing them for academic, professional and personal success. This distinguished credential helps individuals differentiate themselves in a competitive job market and enables hiring managers to simplify and shorten the hiring process. It allows teachers to prepare their students with desktop computing skills and expertise. Corporations get the most out of their technology investment by ensuring their employees have the desktop computing skills to tackle the toughest tasks and projects. Most importantly people who are certified are able to do their jobs better and faster than ever before. Research shows that a comprehensive level of skill proficiency, proven by certification, is directly linked to an immediate increase in on-the-job performance. Based on global industry standards, Microsoft Office Specialist 2010 certification is an important and prominent credential for all individuals.
Word 2010 Excel 2010 PowerPoint 2010 Outlook 2010 Access 2010 SharePoint 2010
Exam 77881 Exam 77882 Exam 77883 Exam 77884 Exam 77885 Exam 77886
Expert Word 2010 Exam 77887 Expert Excel 2010 Exam 77888
Proven results:
In a recent survey on digital skills, 93% of respondents in one study reported becoming more skilled in the Microsoft Office applications they certified inwith 71% claiming moderate or great increases. In addition, six out of 10 MOS-certified respondents said they take on more complex or difficult assignments since passing their exams.1
INTRODUCING MICROSOFT OFFICE SPECIALIST 2010

The new Microsoft Office Specialist (MOS) 2010 certification features a series of certification levels, providing a continuum for skills qualification and validation. They include core credentials in any one of the most popular Microsoft Office 2010 products, and Expert and Master credentialing for advanced users.
Learn more
Microsoft Office Specialist (Core Certification)

The Microsoft Office Specialist Core certification validates skills with the Microsoft Office 2010 suite. Exams are available on these Office products: Word 2010, Excel 2010, PowerPoint 2010, Access 2010, Outlook 2010, SharePoint 2010.
Microsoft Office Expert

The Microsoft Office Expert certification validates advanced skills in specific Microsoft Office applications. Gaining the credential requires that a candidate pass either of these exams: Word 2010 Expert or Excel 2010 Expert.
Microsoft Office Master

The Microsoft Office Master Certification denotes fluency in several important Microsoft Office applications. To achieve this designation, a candidate must pass four exams: Word 2010 Expert, Excel 2010 Expert and PowerPoint 2010, and either Outlook 2010 or Access 2010.
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Microsoft

Microsoft Office Specialist 2010 Series

Microsoft Office Specialist 2010 Series

Exam 77-883 December 2010 CCI Learning Solutions Inc.

About This Courseware

Working With the Data Files

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

What is the Microsoft Office Specialist Program?

What is the Microsoft Office Specialist Certification?

3246-1 v1.00 CCI Learning Solutions Inc.

Lesson 1: Getting Started

3246-1 v1.00 CCI Learning Solutions Inc.

Lesson 2: Working with Text

Lesson 3: Working with Illustrations and Other Media

3246-1 v1.00 CCI Learning Solutions Inc.

Lesson 4: Working with Charts and Tables

3246-1 v1.00 CCI Learning Solutions Inc.

Lesson 5: Enhancing Presentations

Lesson 6: Reviewing Presentations

Lesson 7: Delivering a Presentation

3246-1 v1.00 CCI Learning Solutions Inc.

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

Microsoft PowerPoint 2010

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

understand and describe the concept of

identify the basic components of

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

Conventions and Graphics

Learn the Skill

3246-1 v1.00 CCI Learning Solutions Inc.

About This Courseware

3246-1 v1.00 CCI Learning Solutions Inc.

Microsoft Office Specialist 2010 Series

Lesson 1: Getting Started

3246-1 v1.00 CCI Learning Solutions Inc.

Looking at the Screen

Control Icon Quick Access Toolbar Title Bar

Microsoft PowerPoint Help Minimize the Ribbon Ribbon

3246-1 v1.00 CCI Learning Solutions Inc.

Getting Started Ribbon Tab

Slides/Outline Pane Split Bar Slide Pane Scroll Bars

Previous Slide/ Next Slide Notes Pane Status Bar

Viewing Screen Tips

3246-1 v1.00 CCI Learning Solutions Inc.

Using the Quick Access Toolbar

Customize Quick Access Toolbar

Using the Ribbon

3246-1 v1.00 CCI Learning Solutions Inc.

3246-1 v1.00 CCI Learning Solutions Inc.

Creating New Presentations

3246-1 v1.00 CCI Learning Solutions Inc.

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