Peace Support Operations Training Centre

Bosnia and Herzegovina

Peace Support Operations NCO Staff Course

Microsoft
Power Point 2007

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 Contents

Introduction to PowerPoint ................................................................................................................ 3

1: Setting Up Your PowerPoint Environment .................................................................................. 3
2: Presentation Basics........................................................................................................................ 8
3: Text Basics .................................................................................................................................... 15
4: Themes and Background Styles ................................................................................................ 20
5: Pictures and Clip Art..................................................................................................................... 28
6: Working with Lists ......................................................................................................................... 37
7: Proofing Slides .............................................................................................................................. 46
8: Viewing and Printing Slides......................................................................................................... 51
PowerPoint Basics ............................................................................................................................. 60
9: Word Art and Shapes ................................................................................................................... 60
10: Working with Tables ................................................................................................................... 66
11: Working with Charts ................................................................................................................... 75
12: Inserting Movies .......................................................................................................................... 84
13: Inserting Sound ........................................................................................................................... 88
14: Animating Text and Objects ...................................................................................................... 96
15: Using Transitions ...................................................................................................................... 104
Doing More with PowerPoint ......................................................................................................... 109
16: Using the Slide Master............................................................................................................. 109
17: Finalize a Presentation and Package for CD ....................................................................... 116

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 Introduction to PowerPoint

1: Setting Up Your PowerPoint Environment

Before you begin creating presentations in PowerPoint, you may want to set up your
PowerPoint environment and become familiar with a few key tasks such as how to minimize
and maximize the Ribbon, configure the Quick Access toolbar, switch views, and access your
PowerPoint options.

Exploring the PowerPoint Window

When you open PowerPoint, a new presentation is created and a blank slide appears in the
PowerPoint window. The slide has placeholders for you to add a title and subtitle.

The tabbed Ribbon menu system is how you access the various PowerPoint commands. If you
have used previous versions of PowerPoint, the Ribbon system replaces the traditional menus.
Above the Ribbon in the upper-left corner is the Microsoft Office Button. From here, you can
access important options such as New, Save, Save As, and Print. By default the Quick Access
Toolbar is pinned next to the Microsoft Office Button, and includes commands such as Undo and
Redo.

On the left side of the window, you will see a task pane with slides and outline tabs, which
appears by default. On the bottom, right area of the screen you will find View commands (Normal,
Slide Sorter, and Slide Show), and the zoom tool.

To Zoom In and Out:

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 Locate the zoom bar in the bottom, right corner.
Click the slider and drag it to the right to zoom in and to the left to zoom out.

To Change Views

Locate the View options in the bottom, right corner. The View options are Normal,
Slide Sorter, and Slide Show.
Click an option to select it.

The default is Normal View.

Quick Access Toolbar and Ribbon

The Save, Undo, and Redo commands appear by default on the Quick Access toolbar. You may
wish to add other commands to make using specific PowerPoint features more convenient for
you.

To Add Commands to the Quick Access Toolbar:

Click the arrow to the right of the Quick Access toolbar.

Select the command you wish to add from the drop-down list. It will appear in the
Quick Access toolbar.

OR
Select More Commands from the menu and a dialog box appears.
Select the command you wish to add.

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 Click the Add button.
Click OK.

The Ribbon

The new, tabbed Ribbon system replaces traditional menus in PowerPoint 2007. It is designed
to be responsive to your current task and easy to use; however, you can choose to minimize the
Ribbon if you would prefer to use different menus or keyboard shortcuts.

To Minimize and Maximize the Ribbon:

Click the drop-down arrow next to the Quick Access toolbar.

Select Minimize Ribbon from the list. The Ribbon disappears.
To maximize the ribbon, click the arrow again and select Minimize the Ribbon to
toggle the feature off.

You can also minimize and maximize the Ribbon by right-clicking anywhere in the Ribbon and
selecting Minimize the Ribbon in the menu that appears.

The Microsoft Office Button Menu

The Microsoft Office Button appears at the top of the PowerPoint window. When you click the
button, a menu appears. From this menu you can create a new presentation, open existing files,
save files in a variety of ways, and print. You can also add security features, send, publish, and
close files.

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To Change the Default PowerPoint Options:

Click the PowerPoint Options button. A dialog box will appear.

Select a category on the left to access different PowerPoint options.
Modify any of the default settings. For example, if you want to change the color
scheme of the PowerPoint window, click the color scheme drop-down menu in the
Popular section and choose an option. In this example, we choose Black.

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 Click OK and the changes will be applied. In this example, the PowerPoint window
color scheme is now Black.

As you learn more about PowerPoint and become proficient at using it, you may want to modify
some of the settings. As a beginning user, it is usually best to leave the default settings.

Challenge!
Open PowerPoint.
Practice using the Zoom tool.
Minimize and maximize the Ribbon.

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 Click the Microsoft Office Button and review the menu options.
Add two commands to the Quick Access toolbar.
Continue to explore the PowerPoint environment.

2: Presentation Basics

PowerPoint includes all the features you need to produce professional-looking presentations.
When you create a PowerPoint presentation, it is made up of a series of slides. The slides
contain the information you want to communicate with your audience. This information can include
text, pictures, charts, video, sound, and more.

Before you begin adding information to slides, you need to know the basics of working with slides.
In this lesson you will learn how to start a new presentation, insert new slides, modify a layout,
move and copy slides, how placeholders work, as well as how to save your presentation.

New Presentations

When you open PowerPoint from the Start menu or from an icon on your desktop, a new
presentation with one slide appears by default. You can also create a new presentation while
PowerPoint is already open.

Click the Microsoft Office Button and choose New from the menu.

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The New Presentation dialog box will appear. Blank presentation is selected by default.

Click Create, and a new presentation will open in the PowerPoint window.

The default slide that appears when you create a new presentation is a Title Slide layout

Slide Basics
Slides contain placeholders, or areas on a slide that are enclosed by dotted borders.
Placeholders can contain many different items including text, pictures, and charts. Some
placeholders have placeholder text, or text that you can replace, and thumbnail-sized icons
that represent specific commands such as Insert Picture, Insert Chart, and Insert Clip Art. Hover
over each icon to see the type of information you can insert.

Slide Layouts

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The placeholders are arranged in different layouts that you can select when you insert a new
slide or that can be applied to existing slides. In the example above, the layout is called Title
and Content and includes title and content placeholders.

A slide layout arranges your slide content. Layouts contain different types of placeholders that
you can use depending on what information you want to include in your presentation. Each layout
has a descriptive name, but the image of the layout shows you how the placeholders are arranged
on the slide.

To Insert Text into a Placeholder:

Click inside the placeholder. The placeholder text will disappear and the insertion
point will appear.
Type your text once the insertion point is visible.
Click outside the placeholder when you have entered all your text into the
placeholder.
When you enter text or use the icons to insert items, the placeholder text and/or icons disappear
as soon as you start typing.

To Insert a New Slide:

Click the New Slide command in the Slides group on the Home tab. A menu will
appear with your slide layout options.

Click the slide you want to insert. A new slide with the chosen layout will appear in
the center of the PowerPoint window and in the pane on the left.

To Change the Layout of an Existing Slide:

Select the slide you wish to change.

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 Click the Layout command in the Slides group on the Home tab. A menu appears
with your options.

Click an option to select it. The slide will change in the presentation.

Working with Slides

To Copy and Paste a Slide:

Select the slide you wish to copy.

Click the Copy command on the Home tab.

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 Click inside the slides tab on the left task pane. A horizontal insertion point will
appear.
Move the insertion point to the location you want the copy of the slide to appear.

Click the Paste command on the Home tab. The copied slide will appear.

You can use the keyboard shortcut Ctrl and C to copy the slide and Ctrl and V to paste it.

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To Delete a Slide:

Select the slide you wish to delete.

Click the Delete command in the Slides group on the Home tab.

You can also delete a slide by pressing the Delete key on your keyboard.

To Move a Slide:

Select the slide you wish to move on the slides tab in the left task pane.
Click and drag the slide to a new location. The insertion point will appear.
Release the mouse button. The slide will appear in the new location.

Using Different Views from the PowerPoint Window

In the bottom, right corner of the PowerPoint window are three view commands. From here, you
can change the view to Normal, Slide Sorter, or Slide Show view by just clicking a command.

Normal is the default view and where you will create and edit your slides in the center slide pane
and all the slides will appear on the slides tab in the left task pane.

Slide Sorter is a view of your slides in thumbnail form. The slides are presented horizontally,
which allows you to see more slides at a time.

Slide Show view fills the computer screen with your presentation so you can see how the
presentation will appear to the audience.

Saving Your Presentation

If you are saving a document for the first time, you will need to use the Save As command;
however, if you have already saved a presentation, you can use the Save command.

To Use the Save As Command:

Click the Microsoft Office Button.

Select Save As. A menu will appear.

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 Select the type of file you would like to save the presentation as. The two most
commonly used file types are:
o PowerPoint Presentation -- This saves the presentation as a 2007
PowerPoint file. Only users with PowerPoint 2007, or the compatibility pack,
can view the file without possibly losing some of the formatting.
o PowerPoint 97-2003 Presentation -- This saves the presentation so that it
is compatible with some previous versions of Excel. If you will be sending
the presentation to someone that does not have Office 2007, you should use
this file type.

The Save As dialog box will appear. Select the location you wish to save the
document using the drop-down menu.

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 Enter a name for the document.
Click the Save button.

To Use the Save Command:

Click the Microsoft Office Button.

Select Save from the menu.

Using the Save command saves the document in its current location using the same file name.

Challenge!
Open PowerPoint.
Insert text on the default, Title slide.
Insert a Title and Content slide.
Insert a Two Content slide.
Practice moving slides.
Copy the Title slide.
Delete one of the slides.
Save the presentation.

3: Text Basics

It is important to know how to perform basic tasks with text when working in PowerPoint. In this
lesson you will learn the basics of working with text including how to insert, delete, select, and
move text, as well as how to work with text boxes
In PowerPoint, you can insert text into placeholders or text boxes. Text in both can be formatted
using the same commands.

To Insert Text:

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 Click the placeholder or text box where you wish to insert text. The insertion
point will appear. If you are working with a placeholder, placeholder text will
disappear.
Type the text you wish to appear.

To Delete Text:

Place your cursor next to the text you wish to delete.

Press the Backspace key on your keyboard to delete text to the left of the cursor.
Press the Delete key on your keyboard to delete text to the right of the cursor.

To Select Text:

Place the insertion point next to the text you wish to select.
Click and drag your mouse over the text to select it.
Release the mouse button. You have selected the text. A highlighted box will
appear over the selected text.

When you select text or images in PowerPoint, a hover toolbar with formatting options appears.
This makes formatting commands easily accessible, which may save you time.

To Format Font Size:

Select the text you wish to modify.

Click the drop-down arrow next to the font size box on the Home tab. The font
size drop-down menu appears.
Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

Click the font size you wish to use. The font size will change in the document.

To Format Font Style:

Select the text you wish to modify.

Click the drop-down arrow next to the font style box on the Home tab. The font
style drop-down menu appears.

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 Move your cursor over the various font styles. A live preview of the font will appear
in the document.

Click the font style you wish to use. The font style will change in the document.

To Format Font Color:

Select the text you wish to modify.

Click the drop-down arrow next to the font color box on the Home tab. The font
color menu appears.
Move your cursor over the various font colors. A live preview of the color will appear
in the document.

Click the font color you wish to use. The font color will change in the slide.

Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the
bottom of the list to access more color choices.

To Use the Bold, Italic, and Underline Commands:

Select the text you wish to modify.

Click the Bold, Italic, or Underline command in the Font group on the Home tab.

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Click the command again to remove the formatting.

Other Font Commands

Increase Font Size command increases the font size of the selected text to the next standard
font size.

Decrease Font Size command decreases the font size of the selected text to the next standard
font size.

Clear All Formatting command removes your recent formatting changes.

Strikethrough command makes a line through the text.

Text Shadow command adds a drop shadow to text.

Change Case commands lets you try different capitalization options without having to delete and
retype letters or words.

To Change Text Alignment:

Select the text you wish to modify.

Select one of the four alignment options from the Paragraph group on the Home
tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right
and left margins.

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The alignment commands align the text within the placeholder or text box it is in, not across the
slide.

Text boxes

In addition to inserting text in placeholders, you can also insert text into text boxes. Text boxes
allow you to add to the predefined layouts so that you can place text wherever you want on a
slide.

To Insert a Text box:

Select the Insert tab on the Ribbon.

Click the Text Box command in the Text group.
Click and drag the cursor until the text box is the desired width.

Release the mouse button.

To Move a Text Box:

Click the text box. Your cursor becomes a cross with arrows on each end.
While holding the mouse button, drag the text box to the desired location on the
page.
Release the mouse button.

To Resize a Text Box:

Select the text box.

Click one of the square sizing handles on the left or right sides, or a circular
handle on one of the four corners.
While holding down the mouse button, drag the sizing handle until the text box is
the desired width.

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Click and drag the green circle to rotate the text box.

Moving Text

To Copy and Paste Text:

Select the text you wish to copy.

Click the Copy command on the Home tab.
Place your insertion point where you wish the text to appear.
Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

Select the text you wish to copy.

Click your mouse and drag the text to the location you wish it to appear. The
cursor will have a text box beneath it to indicate that you are moving text.
Release the mouse button and the text will appear.
Challenge!

Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.

Insert text on a slide.

Practice using the bold, italic, and underline commands.
Change the font style of the title.
Change the font size of the title.
Change the color of the subtitle.
Use the Change Case command on a slide title.
Practice using the Increase Font Size and Decrease Font Size commands.
Insert a text box and add text

4: Themes and Background Styles

A theme is a predefined combination of colours, fonts, and effects that can be applied to your
presentation. PowerPoint includes built-in themes that allow you to easily create professional-

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looking presentations without spending a lot of time formatting. Each theme has additional
background styles associated with it that can be applied to the slides to modify the theme.

In this lesson, you will learn how to apply a theme, modify theme colours, theme fonts, and theme
effects, as well as apply a background style.

About Themes

When you create a new presentation in PowerPoint there is a theme applied even though the
slide background is white. This default theme is called the Office Theme. The Office Theme
consists of a white background, and Calibri font of various sizes for titles and body text.

You can apply a different theme to your slides before you add text or make changes to the
default slide. An advantage of doing this is that the location of the text will not move. If you apply
the theme after you enter text on the slides, the text boxes and placeholders may move
depending on the theme you choose.

An advantage of entering some of your text before applying a new theme is that the live preview
feature allows you to see how the themes will affect your specific text. The example below is the
Aspect theme.

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You will need to know how to apply a theme and how to switch to a different theme if you want to
use this feature to create presentations. All of the themes that come included in PowerPoint are
located in the Themes group on the Design tab.

To Apply a Theme:

Select the Design tab.

Locate the Themes group. Each image represents a theme.

Click the drop-down arrow to access more themes.

Hover over a theme to see a live preview of it in the presentation. The name of the
theme will appear as you hover over it.

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 Click a theme to apply it to the slides.

You can access additional themes on Microsoft Office Online or create your own.

Fonts that are changed with the font size and style menus will not change when you apply a new
theme.

Modify Themes

You can also modify the current theme colors, fonts, and effects. For example, if you like the
Urban theme, but would prefer to use more of the color red in the presentation, you can change
the colors of the theme and create a new, custom theme. If you would prefer to use the font style
Verdana so that your presentation font will match your company logo and materials, you can
modify the font combination and save it.

The PowerPoint themes are powerful because they allow you to create professional-looking slides
easily. The option to modify these themes makes it an even more robust and powerful tool
because you can customize the themes based on your needs and preferences.

To Switch to a Different Theme Color Option:

Select the Colors command in the Themes group on the Design tab.

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 Move over a color group to display a live preview of the color combination on the
selected slide.

Click a color option to select it.

To Change the Current Theme Colors:

Select the Colors command in the Themes group on the Design tab.
Click Create New Theme Colors from the menu. A dialog box will appear.

Click a color option to display a color menu. Choose a color to change the option.

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 Enter a name for the new theme color combination.
Click Save.

To Switch to a Different Theme Font Option :

Select the Fonts command in the Themes group on the Design tab.

Move over a font group to display a live preview of the font combination on the
selected slide.

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 Click a font option to select it.

To Change the Current Theme Fonts:

Select the Fonts command in the Themes group on the Design tab.
Click Create New Theme Fonts. A dialog box will appear.

Select new fonts using the drop-down menus.

Enter a name for the new theme font combination.

Click Save.

To Switch to a Different Theme Effects Option:

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 Select the Effects command in the Themes group on the Design tab. A menu will
appear.

Select an effect option from the menu.

Background Styles

Background styles can be added to your slides after a theme is applied. The styles are fill
variations based on theme colors. When you switch to a different theme, the background styles
are updated based on the new theme colors. The background style options for the Urban theme
are different than the background style options for the Apex theme. The colors are different based
on the theme colors.

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To Apply a Background Style:

Click the Background Styles command in the Background group on the Design
tab.

Click a style to select it. The new background will appear in the slides.

You can select Format Background from the menu to open a dialog box and make changes to the
background color.

5: Pictures and Clip Art

On each slide you create in your presentation, you have information that you want to
communicate with the audience. You can do this with text and illustrations, such as pictures and
clip art.

In this lesson you will learn how to insert a picture and clip art, and how to modify both types of
illustrations

Pictures and clip art can be inserted from the Ribbon and by using the commands that appear
in certain placeholders. In both methods, the image is centered in the middle of any selected slide
placeholders.

To Insert a Picture from the Ribbon:

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 Select the Insert tab.
Click the Insert Picture command in the Illustrations group. The Insert Picture
dialog box will appear.

Locate and select the picture you want to use.

Click Insert and it will appear on the slide.

To Insert a Picture from a Placeholder Command:

Click the Insert Picture command in the placeholder. The Insert Picture dialog box
will appear.

Locate and select the picture you want to use.

Click Insert and it will appear on the slide.

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Resizing and Moving Pictures
Select the picture.
Click one of the corner sizing handles. The cursor will turn into a cross.

While holding down the mouse button, drag the sizing handle until the image is
the desired size.
Release the mouse button.

The side sizing handles change the picture’s size, but don’t keep the same proportions.

To Move a Picture:

Click the picture. Your cursor becomes a cross with arrows on each end.
While holding the mouse button, drag the image to the desired location on the
page.

Release the mouse button.

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The green circle is the Free Rotate feature. Click and hold the mouse button and rotate the picture
in various directions.

Modifying Pictures

PowerPoint provides you with several commands that allow you to modify pictures. When you
select a picture, a Picture Tools Format tab appears on the Ribbon. This is an example of
PowerPoint 2007 giving you the commands and features you need, when you need them.

To Apply a Picture Style:

Select the picture.

Select the Format tab.
Click the More drop-down arrow to display all the picture styles.

Hover over each picture style to see a live preview of the style on the slide.
Click a picture style to apply it to the image.

To Change the Shape of a Picture:

Select the picture.

Select the Format tab.
Click the Picture Shape icon. A menu appears.

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 Click a shape to select it. The shape of the picture will change on the slide.

To Add a Border to a Picture:

Select the picture.

Select the Format tab.
Click the Picture Border command and select a color.

Select Weight from the menu and choose a line weight to modify the width of the border line.

To Crop a Picture:

Select the picture.

Select the Format tab.
Click the Crop command in the Size group. The black cropping handles appear.

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 Click and move a handle to crop an image. Corner handles will crop the picture
proportionally.

Click the Crop command to deselect the crop tool.

You can crop the picture to a specific size using the Shape Height and Shape Width fields to the
right of the Crop command in the Size group.

To Compress a Picture:

Select the picture.

Select the Format tab.
Click the Compress Pictures command in the Adjust group. A dialog box appears.

Click the Options button to access the Compression Setting dialog box.

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 Choose the target output.
Change any of the default picture settings you wish.
Click OK in the Compression Settings dialog box.
Click OK in the Compress Pictures dialog box.

Other Picture Tools

There are many other things you can do to modify a picture. From the Format tab, some of the
other useful commands include:

Change Picture command: Select a new picture from your computer.

Reset Picture command: Revert to original picture.
Brightness command: Adjust the brightness of the picture.
Contrast command: Adjust the contrast of the picture from light to dark.
Recolor command: Modify the color in a variety of ways including black and white,
sepia, pink, purple, and more.

Inserting and Modifying Clip Art

To Insert a Clip Art from the Ribbon:

Select the Insert tab.

Click the Clip Art command in the Illustrations group. The Clip Art task pane will
appear on the right.

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 Enter keywords in the Search field that are related to the image you wish to insert.
Click the drop-down arrow next to the collections field.
Select Everywhere to ensure that Word searches your computer and online
resources for an image that meets your criteria.

Click the drop-down arrow in the media file types field.

Deselect any file types you do not wish to see. In this example, we only want
photographs, so we deselect the other options.

Click Go. A list of clip art images related to the search terms are displayed.

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 Click a clip art image to insert it, or click the drop-down arrow next to the clip art and
select Insert from the menu. The clip art will appear in the slide.

To Insert Clip Art from a Placeholder Command:

Click the Clip Art command in the placeholder. The Clip Art task pane will appear
on the right.

Enter keywords in the Search field that are related to the image you wish to insert.
Click the drop-down arrow next to the collections field.

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 Select Everywhere to ensure that Word searches your computer and online
resources for an image that meets your criteria.
Click the drop-down arrow in the media file types field.
Deselect any file types you do not wish to see. In this example, we only want
photographs, so we deselect the other options.
Click Go. A list of clip art images related to the search terms are displayed.
Click a clip art image to insert it, or click the drop-down arrow next to the clip art and
select Insert from the menu. The clip art will appear in the slide.

If the search does not provide the needed results, try different search words, or click the Office
Online link to go to the Microsoft website where you can search thousands of clip arts.

Modifying Clip Art

All of the tools that can be used to modify pictures can also be used to modify clip art images.
Just select the clip art image, and you have all the same editing options that are available for
pictures.

Challenge!

Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.

Insert a picture.
Apply a picture style.
Insert a clip art.
Resize the images.
Change the shape of the clip art.
Crop the picture.
Compress the picture.

6: Working with Lists

Bulleted and numbered lists can be used in your presentation to arrange and format text on
slides to draw emphasis to specific information. Also, lists can often be easier for the audience to
read than paragraphs of text on a slide. In this lesson, you will learn how to modify existing
bullets, change bullet style, switch to a numbered list, remove bullets and numbers, and select
symbols as bullets

Some slide layouts include a content placeholder where you can add text, or use graphical
commands to insert tables, charts, SmartArt graphics, pictures, clip art, and media clips. On these
slides, a bullet appears to the left of the placeholder text. If you choose to add text, rather than
using one of the graphical commands to insert an item, the text is formatted into a list by default.

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To Insert Text as a List in a Content Placeholder:

Select the placeholder. The placeholder text will disappear and the insertion point
will appear to the right of the bullet.
Enter text. If the text requires more than one line, it will automatically wrap to the
following line.
Press the Enter key. A new bullet will appear on the following row.
Repeat the last two steps until all the information is entered in list format on the
slide.

The default bullet style and color is determined by the theme. The Urban theme has a different
default bullet than the Apex theme.

Bulleted Lists

To Select an Alternate Bullet Style or Switch to a Bulleted List:

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 Select all the text in an existing list (if text has been entered).
Click the drop-down arrow next to the Bullets command in the Paragraph group on
the Home tab. A menu of bullet options will appear.

Hover over each menu option to display a live preview of the bullet on the slide.

Click a bullet option to select it. The bullet will change on the slide.

To Change the Bullet Color:

Select an existing bulleted list (if text has been entered).

Click the drop-down arrow next to the Bullets command on the Home tab. A menu
will appear.

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 Select Bullets and Numbering from the menu. A dialog box will appear.

Click the Color menu on the Bulleted tab.

Select a color. The bullet options in the menu will change color.
Click OK to apply the bullet color to the list in the slide.

To Change the Bullet Size:

Select an existing bulleted list (if text has been entered).

Click the drop-down arrow next to the Bullets command on the Home tab. A menu
will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.

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 Set the bullet size using the Size field on the Bulleted tab.

Click OK to apply the bullet size to the list in the slide.

To Use a Picture as a Bullet:

Select an existing bulleted list (if text has been entered).

Click the drop-down arrow next to the Bullets command on the Home tab. A menu
will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.
Click Picture on the Bulleted tab. The Picture Bullet dialog box will open.

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 Click a picture to select it.

Click OK to apply the picture to the list in the slide.

Click Import to import your own picture and use it as a bullet.

To Use a Symbol as a Bullet:

Select an existing bulleted list (if text has been entered).

Click the drop-down arrow next to the Bullets command on the Home tab. A menu
will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.
Click Customize on the Bulleted tab. The Symbol dialog box will appear.
Click the Font: drop-down menu and select a font category.

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 Click a symbol to select it.
Click OK. The symbol will now appear as the selected bullet option in the Bulleted
section of the Bullets and Numbering dialog box.
Click OK to apply the symbol to the list in the document.
Numbered Lists

To Select an Alternate Numbering Style or Switch to a Numbered List:

Select all the text in an existing list (if text has been entered).
Click the drop-down arrow next to the Numbering command in the Paragraph
group on the Home tab. A menu of numbering options will appear.

Hover over each menu option to display a live preview of the list on the slide.

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 Click a numbering option to select it. The list will change on the slide.

To Change the Number Color:

Select an existing numbered list (if text has been entered).

Click the drop-down arrow next to the Numbering command on the Home tab. A
menu will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.

Click the Color menu on the Numbered tab.

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 Select a color. The number options in the menu will change color.
Click OK to apply the number color to the list in the slide.

To Change the Number Size:

Select an existing numbered list (if text has been entered).

Click the drop-down arrow next to the Numbering command on the Home tab. A
menu will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.
Set the bullet size using the Size field on the Numbered tab.

Click OK to apply the number size to the list in the slide.

To Set the Number to Begin the List:

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 Select an existing numbered list (if text has been entered).
Click the drop-down arrow next to the Numbering command on the Home tab. A
menu will appear.
Select Bullets and Numbering from the menu. A dialog box will appear.
Enter the number to start the list in the Start at: field on the Numbered tab.

Click OK to apply to the list on the slide.

To Remove Bulleted or Numbered Lists from Text:

Select an existing bulleted or numbered list.

Click the Bullets command or the Numbering command, depending on the type of
list. Click these commands to toggle the feature on and off.

Challenge!

Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.

Insert a bulleted list on a slide.

Change the bullets to numbers.
Change the color of the numbered list.
Insert a new bulleted list on a different slide.
Change the default bullet to a different bullet style.
Change the bullet color.
7: Proofing Slides

Do you have trouble spelling? Could you use help choosing words sometimes? Are you a bad
typist? If so, don't be worried. PowerPoint provides you with several proofing features that will
help you produce a professional, error-free presentation. In this lesson you will learn about the
proofing in PowerPoint, including how to use the spelling tool in various ways.

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To Use the Spelling Check Feature:

Right-click the underlined word. A menu will appear.

Select the correct spelling of the word from the listed suggestions.
Left-click the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to the Spelling
dialog box.

To Add a Word to the Dictionary:

Right-click the underlined word. A menu will appear.

Select Add to Dictionary.

Once the word is added to the dictionary, it will not appear underlined when it is used again.

To Spell Check the Entire Presentation:

Select the Review tab.

Click the Spelling command in the Proofing group. A dialog box will appear.

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 Locate the word that is not in the dictionary.

Decide whether you want to Ignore the word or Change it.

o If you want to Ignore the word, click Ignore or Ignore All, to ignore all
instances of the word.
o If you want to change the word, select the correct spelling from the
Suggestions list.
o Click Change or Change All, to change all instances of the word.

Continue through the spell check process until the entire presentation is checked. A
dialog box will appear letting you know the presentation has been checked.
Click OK.

There are additional buttons in the Spelling dialog box. You can add a word to the dictionary,
close the dialog box, look for other suggestions, and more.

Other Proofing Commands

The Proofing group includes four other commands.

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 Research: Opens a task pane on the right side of the PowerPoint window. From
here you can search dictionaries, encyclopedias, and other material for information
about a selected word or phrase.
Thesaurus: Opens a Research task pane with the thesaurus tool selected. You can
use the thesaurus to identify words that have a similar meaning to another word.
Translate: Opens a Research task pane with the translation tool selected. This tool
translates text from one language to another.
Language: Opens a dialog box where you can set the language the PowerPoint
Spelling tool will use to check the presentations.

Proofing Options

In addition to the proofing tools on the Review tab, there are proofing options that you can set in
your PowerPoint Options dialog box.

To Access Your Proofing PowerPoint Options:

Click the Microsoft Office Button.

Click PowerPoint Options. The dialog box will appear.

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 Click Proofing on the left side of the PowerPoint Options dialog box.

From here, you can edit your proofing options that determine how the proofing
features operate in PowerPoint.

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 Click OK, once you are finished editing your proofing options

Challenge!

Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.

Use the Spelling command to spell-check a presentation.

If there were no misspelled words in the presentation, create a new presentation.
Insert several slides and enter text. Spell some words incorrectly.
Practice using the spelling check.
Explore the other proofing commands.

8: Viewing and Printing Slides

Once you finish creating the slides, you may want to view your presentation to make sure all the
slides appear how you want. PowerPoint gives you the ability to view the presentation in four
different ways, depending on what task you are completing. For example, if you will be using your
slides to talk to an audience, which is how PowerPoint is often used, you may want to practice
your presentation and view your slides in slide show view.

You may also want to print copies of the slides, either for yourself, or for people viewing your
presentation. You have several printing options that are specific to PowerPoint. This lesson
covers different ways you can view and print your PowerPoint slides, depending on your needs.

Slide Views

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It is important that you be able to access the different PowerPoint slide views and use them for
various tasks. Three of the four views are visible from the default view, Normal. The slide view
commands are located on the bottom, right side of the PowerPoint window in Normal view. Click
a view command to switch to that view.

Normal View: This view is where you create and edit your slides. You can also move slides in the
Slides tab on the task pane on the left.

Slide Sorter View: Miniature slides are arranged on the screen in this view. You can drag and
drop slides easily to reorder them, and see more slides at one time. This is a good view to use to
confirm that you have all the needed slides and that none have been deleted.

Slide Show View: This view fills the computer screen with a slide and is what the audience will
see when they view the presentation. The slide show view has an additional menu that allows you
to navigate through the slides, as well as other features you can use during a presentation.

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Use the arrow keys, Page Up and Page Down keys, space bar, and Enter key to move through
the slides in slide show view. Press the Esc key to end a slide show.

The Slide Show Menu

Arrows: The forward arrow displays the next slide and the back arrow displays the previous slide.

Menu Icon: Click the menu icon and a menu appears that gives you the option to move to the
Next or Previous slide, jump to a specific slide, change your screen options, or end the show.

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Pen Icon: Click the pen icon and a menu appears that allows you to change your cursor to a ball
point pen, a felt tip pen, or a highlighter, and choose the color of the pen. This allows you to
annotate your slides and make notes while you present to an audience.

Notes Page View

The fourth view is Notes Page view. It is not one of the view commands included at the bottom of
the Normal View; however, it can be accessed from the View tab. Notes Page view provides a
space for presentation notes, often called speaker notes. The notes can be added to the
presentation from this view. You can enter your speaker notes directly into the text placeholder in
Notes Page view, or in Normal view, you can enter your notes in the area below the slide.

To Change to Notes Page View:

Select the View tab.

Locate the four view commands on the left side of the Presentation Views group.

Click Notes Page View.

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Printing

You may want to print copies of your slides for the people who view your presentation or for
yourself. There are three print options available from the Microsoft Office Button menu -- Print,
Quick Print, and Print Preview.

To Use Print Preview:

Click the Microsoft Office Button.

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 Select Print Print Preview. The presentation opens in Print Preview format.

From here you can view each slide in grayscale, make decisions about whether to
print the slides individually or as handouts, choose options, and more.

To Print:

Click the Microsoft Office Button.

Select Print Print. The Print dialog box appears.

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 Select the printer you would like to use, if you have more than one printer.

Click Properties. From here you can make choices about paper size and whether
to print double-sided. These options vary from printer to printer.
Enter a print range.
o Leave the default setting, All, selected, or click Slides.
o The field beside it will become active and you can enter the slide numbers of
the slides you want to print.

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 Decide what you want to print -- slides, handouts, notes pages, or an outline.
o Handouts print many slides per page. The default is 6, but you can change
that to 3 and have room for the person to take notes, or set another amount
of slides per page.
o Choose horizontal or vertical slide layout, if given the option.
o You can print Notes Pages, if you typed speaker notes for the slides.
o Choose to print in grayscale or color.

Choose the number of copies to print.

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 Click OK.

Challenge!

Use the Workshop presentation or any other PowerPoint presentation you choose to
complete this challenge.

Open a presentation.
View it in Normal view.
View it in Slide Sorter view.
View it in Slide Show view.
View it in Notes Page view.
Print the slides as handouts with six slides to a page.

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 PowerPoint Basics

9: Word Art and Shapes

There are many features and commands you can use in PowerPoint to create visually appealing
slides. Two of these features are WordArt and shapes. WordArt allows the user to create
stylized text with textures, shadows, outlines, and more. It can be applied to text on any slide.
Additionally, in PowerPoint, you can insert a variety of shapes such as lines, arrows, callouts,
stars, and basic shapes including rectangles and circles.

In this lesson, you will learn how to apply and modify WordArt styles, as well as insert and modify
various shapes on a slide.

To Apply a WordArt Style:

Select the text you wish to modify. The Format tab will appear.
Select the Format tab.
Move your cursor over a WordArt style in the WordArt Styles group to see a live
preview of the style on the slide.

Click the More drop-down arrow to see all the possible WordArt styles.

Click an option to select it.

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To Change the Fill Color of a WordArt Style:

Select the text you wish to modify.

Click the Text Fill command in the WordArt Styles group.

Move your cursor over a color option to see a live preview on the slide.
Click a color to select it.

Or Select:

No Fill: This option will leave the WordArt text without a fill color.
More Fill Colors: Opens a dialog box of color choices that you can use as a fill
color.
Picture: Opens the Insert Picture dialog box. From here, you can select a picture
from your computer to use as the fill background.
Gradient: Displays a sub menu of various gradient options that changes how the fill
color appears.
Textures: Displays a sub menu of various textures that you can apply to the
WordArt text.

To Change the Text Outline of a WordArt Style:

Select the text you wish to modify. The Format tab will appear.
Select the Format tab.
Click the Text Outline command in the WordArt Styles group.

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 Move your cursor over a color option to see a live preview on the slide.
Click a color to select it.

From the Text Outline menu, you can also choose to apply no outline color, access more colors,
change the weight of the line, and change the line style.

To Apply a Text Effect to a WordArt Style:

Select the text you wish to modify. The Format tab will appear.
Select the Format tab.
Click the Text Effects command. A menu of options will appear.
Select a menu option. The options are: Shadows, Reflection, Glow, Bevel, and
Transform. This will display a sub menu.

Click an option from the sub menu to select it.

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You can use WordArt to create stylized text that is eye-catching and professional; however,
with so many styles and options, you can also create text that is not appropriate for the
presentation, difficult to read, or simply does not look appealing. Remember, just because you
can do something does not mean you should!

Working with Shapes

To Insert a Shape:

Select the Home tab.

Click the Shapes command.
Click a shape from the menu.

Move your cursor toward the slide. It will appear as a cross shape.
Click and hold down the mouse button, and drag the cursor until the shape is the
desired size.

Release the mouse button to insert the shape.

To Change a Shape Style:

Select the shape. The Format tab will appear.

Select the Format tab.
Click the More drop-down arrow in the Shapes Style group to display more style
options.

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 Move your cursor over a style to see a live preview of the style on the slide.
Click a style to select it.

To Change the Shape Fill:

Select the shape. The Format tab will appear.

Select the Format tab.
Click the Shape Fill command to display a drop-down list.
Select a color from the list or choose one of the other menu options.

To Change the Shape Outline:

Select the shape. The Format tab will appear.

Select the Format tab.
Click the Shape Outline command to display a drop-down list.
Select a color from the list or choose one of the other menu options.

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To Apply a Shape Effect:

Select the shape you wish to modify. The Format tab will appear.
Select the Format tab.
Click the Shape Effects command.
Move your cursor over a menu option. A sub menu will appear.
Move your cursor over an option in the sub menu to see a live preview of the effect
on the slide.

Click an option to select the shape effect.

You can resize and move the shape just like you do with text boxes and pictures.

Challenge!

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Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Apply a WordArt style to the title slide of the presentation.
Change the text fill color.
Change the text outline color.
Apply a Reflection text effect.
Insert a shape.
Apply a shape style.
Explore the Shape Fill, Shape Outline, and Shape Effects commands.

10: Working with Tables

The goal of most PowerPoint presentations is to communicate information to someone, or to a

group of people. The information can be communicated in various ways such as pictures, lists, or
paragraphs of text. Another way is to use a table to organize the information. A table is a grid of
cells arranged in rows and columns.

In this lesson, you will learn how to insert a table, apply a table style, and format the table using
various commands.

To Insert a Table Using a Placeholder Command:

Select the slide where you wish to insert a table.

Click the Insert Table command in the placeholder. The Insert Table dialog box will
appear.

Enter the number of table columns and rows in the dialog box.

Click OK. The table will appear on the slide, and the Design and Layout tabs will
appear on the Ribbon.
Enter text into the table.

You can move your insertion point from cell to cell in the table using the mouse or by pressing the
Tab key on your keyboard. Additionally, the arrow keys can be used to navigate the table.

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About Table Styles and Options

When you insert a table, PowerPoint automatically applies a table style to the table. You can
see the style options in the Table Styles group on the Design tab. PowerPoint applies a style
based on the theme of your presentation. In the example, PowerPoint applied a teal colored table
style to blend with the colors of the Concourse theme.

Options on the Design Tab

Some of the most commonly used options include:

Header Row: Select this option to format the first row of the table differently than
other rows.
Banded Rows: Select this option to format the table with banded rows (i.e., every
other row will alternate colors).

WordArt Options: Use these commands to apply WordArt to text in the table.
Border Options: Use these commands to perform common tasks including
changing the border line width and color.

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To Apply a Table Style:

Select the table.

Select the Design tab to access all the Table Styles and Options.
Move your cursor over a table style in the Table Styles group to see a live preview
of the style on the slide.

Click the More drop-down arrow to see all the options.

Click a style to select it.

Formatting a Table Style

To Change Table Shading:

Select the table.

Select the Design tab.
Select the rows or columns you want to modify.
Click the Shading command in the Table Styles group.

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 Move your cursor over a color option to see a live preview of the color on the slide.
Click a color to select it.

Or Select:

No Fill: This option will leave the selected item without a fill color.
More Fill Colors: Opens a dialog box of color choices that you can use as a
shading color.
Picture: Opens the Insert Picture dialog box. From here, you can select a picture
from your computer to use as the shading.
Gradient: Displays a sub menu of various gradient options that changes how the
shaded color appears.
Textures: Displays a sub menu of various textures that you can apply to the
selected item.

To Apply a Border:

Select the table.

Select the Design tab.

Select the rows or columns you want to modify. In this example, I want to add a line
beneath the first row, so I will select the first row.
Click the Borders command in the Table Styles group.
Select a borders option from the menu. In this example, I need to select Bottom
Border to apply a border to the bottom of the first row.

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To Apply a Table Effect:

Select the table.

Select the Design tab.

Select the rows or columns you want to modify.

Click the Effects command. A menu will appear.
Select a menu option. The options are: Cell Bevel, Shadow, and Reflection. This
will display a sub menu.

Select an effect option from the sub menu.

Working with Rows and Columns

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To Insert a Row:

Select the table.

Select the Layout tab.
Place the insertion point in a row adjacent to where you want the new row to
appear.
Click the Insert Below or Insert Above command.

To Delete a Row:

Select the table.

Select the Layout tab.
Place the insertion point in the row you want to delete.
Click the Delete command.
Select Delete Row from the menu.

To Insert a Column:

Select the table.

Select the Layout tab.

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 Place the insertion point in a column adjacent to the location you wish the new
column to appear.
Click the Insert Right or Insert Left command.

To Delete a Column:

Select the table.

Select the Layout tab.
Place the insertion point in the column you want to delete.
Click the Delete command.
Select Delete Column from the menu.

Alternate Method to Insert and Delete Rows and Columns

Place the insertion point in the row or column you wish to delete.
Right-click the table and a menu appears.
Select one of the Insert/Delete menu options.

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Additional Table Formatting

To Change the Cell Size:

Select the table.

Select the Layout tab.
Place the insertion point in the row or column you want to modify.
Locate the Cell Size group.
Use the arrows on the Table Row Height and Table Column Height fields to change
the cell size.

To Change the Text Alignment in a Table:

Select the table.

Select the Layout tab.
Select the cells you want to modify.
Click an alignment command to change the text alignment in the table. The
alignment commands are:
o Align Text Left: Aligns text to the left of the cell
o Center: Aligns text horizontally in the center of the cell
o Align Text Right: Aligns text to the right of the cell

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 o Align Top: Aligns text to the top of the cell
o Center Vertically: Vertically centers text in the cell
o Align Bottom: Aligns text to the bottom of the cell

Alternate Method to Insert a Table

In addition to inserting a table using the Insert Table command in some layouts, you can insert a
table using Ribbon commands.

To Insert a Table Using Ribbon Commands:

Select the slide where you want to insert the table.

Select the Insert tab on the Ribbon.
Click the Table command. A menu will appear.
Drag your mouse over the diagram squares to select the number of columns and
rows in the table.
Click to insert the table on the slide.
Enter text into the table.

To Move a Table:

Place the cursor over the edge of the table. The cursor will become a crosshair with
4 arrows.

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 Click and drag the table to the desired location.
Release the mouse button to drop the table in the new location.

Sizing handles are located around the table. Click, drag, and then release the resizing handles to
resize the table. The resizing handles work just the same as with pictures, text boxes, and
shapes.

Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Insert a table with 2 columns and 6 rows on a slide.
Apply a new table style.
Format the top row as a Header Row.
Add a Cell Bevel effect to the Header Row.
Insert a new column.
Delete a row.

11: Working with Charts

A chart is a tool you can use to communicate your data graphically. Charts often help an
audience to see the meaning behind numbers and make showing comparisons and trends easy.
In this lesson, you will learn how to insert and modify charts and see how they can be an
effective tool for communicating information.

To Insert a Chart:

Select the Insert tab.

Click the Insert Chart command. The Insert Chart dialog box appears.

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 Click and drag the scroll bar to view the chart types, or click a label on the left of
the dialog box to see a specific chart style.

Click a chart to select it.

Click OK. Excel will open. Usually, Excel will appear on one side of the screen,
while PowerPoint appears on the other side of the screen.

If a slide layout has a content placeholder, click the Insert Chart command to insert a new chart.

Enter Chart Data

The data that appears in the Excel spreadsheet is placeholder source data that you will replace
with your own information. The Excel source data is used to create the PowerPoint chart.

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To Enter Chart Data:

Select a cell in the Excel spreadsheet.

Enter your data in the cell. If the cell contains placeholder data, the placeholder
data will disappear. As you enter your data, it will appear in the Excel spreadsheet
and the PowerPoint chart.
Move to another cell.
Repeat the above steps until all your data is entered.

Click and drag the lower-right corner of the blue line to increase or decrease the
data range for columns. The data enclosed by the blue lines will appear in the
chart.
Click and drag the lower-right corner of the blue line to increase or decrease the
data range for rows.

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 Select any cells with placeholder data remaining. In the example, the column with
Series 3 data was not needed.

Press the Delete key to delete the remaining placeholder data.

Close Excel. You do not need to save the spreadsheet. The new Excel source data
appears in the PowerPoint chart.

Formatting Charts

When you insert a chart, three new tabs will appear on the Ribbon. The three tabs -- Design,
Layout, and Format -- contain various chart tools and commands that allow you to modify and
format the chart.

To Change the Chart Type:

Select the chart.

Select the Design tab.
Click the Change Chart Type command. The Insert Chart dialog box will appear.

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 Select the chart you would like.
Click OK. The chart will change on the slide to the new chart type.

To Edit Source Data:

Select the chart.

Select the Design tab.
Click the Edit Data command. An Excel spreadsheet with the current source data
will appear.

Edit the data in the spreadsheet. The changes will appear on the slide.
Close Excel without saving the spreadsheet.

To Change the Chart Style:

Select the chart.

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 Select the Design tab.
Scroll through the options in the Chart Style group, or click the More drop-down
arrow to see all the chart style options.

Click a chart style to select it. The chart style will change on the slide.

Identifying the Parts of a Chart

Have you ever read something you didn't fully understand, but when you saw a chart or graph, the
concept became clear and understandable? Charts are a visual representation of data. Charts
make it easy to see comparisons, patterns, and trends in the data.

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Source Data
The range of cells that make up a chart. The chart is updated automatically whenever the
information in these cells change.

Title
The title of the chart.

Legend
The chart key, which identifies what each color on the chart represents.

Axis
The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and
the horizontal axis is referred to as the X axis.

Modifying the Chart Layout

To Change the Chart Layout:

Select the chart.

Select the Design tab.
Scroll through the options in the Chart Layout group, or click the More drop-down
arrow to see all the chart layout options.

Click a chart layout to select it. The chart layout will change on the slide.

The chart layout determines how specific chart information will appear. For example, some
layouts include chart titles, legends, and axis labels.

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To Modify Specific Areas of the Chart Layout:

Select the chart.

Select the Layout tab.
Locate the Labels group.

Chart Titles: Click this command to remove or add a chart title.

Axis Titles: Click this command and choose to hide or display the horizontal, or x
axis, label; hide or display the vertical, or y axis, labels; and change the direction of
the axis labels to horizontal or vertical.

Legend: Click this command to select a location for the legend to appear, or
choose to not display a legend.

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 Data Labels: Click this command to display or hide data values next to each chart
element.

Other Important Commands on the Layout Tab

In the Axes group, there are several commands that control both axes and whether the gridlines
are visible. In the Background group, there are several commands that control the visual aspects
of the chart. Some commands in the Analysis group will appear active only if the selected chart is
a line, area, or bubble chart.

Additional Chart Formatting

Use the commands on the Format tab to modify the chart in additional ways. For example, from
this tab you can change the chart outline, format chart text as WordArt, and more.

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Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Insert a bar chart.
Change the chart to a line chart.
Change the chart layout.
Apply a different chart style.
Add axis labels if they are not included on the layout you chose.

12: Inserting Movies

You may want to insert a movie into your PowerPoint presentation. You can insert a movie from
a file on your computer or from the Microsoft Office clip organizer. In addition, PowerPoint gives
you many options to define how the movie will operate in the presentation.

In this lesson, you will learn how to insert two types of movies and define the movie options.

To Insert a Movie from a File on Your Computer:

Select the slide where you wish to insert the movie.

Select the Insert tab.
Click the drop-down arrow on the Movie command in the Media Clips group.

Select Insert a Movie from File from the menu. The Insert Movie dialog box will
appear.

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 Locate the file you want to insert from your computer.
Click the file name.
Click OK. The movie will appear on the slide. The Movie Tools Options tab and
Picture Tools Format tab appears on the Ribbon when the movie is inserted.

A dialog box will appear. Click Automatically or When Clicked. Automatically will
start the movie automatically as soon as the slide appears in slide show view and
When Clicked will start the movie when you click.

Sizing handles are located around the movie. Click, drag, and then release the resizing handles to
resize the movie. The sizing handles work the same as with pictures, text boxes, and shapes.

If a slide layout has a content placeholder, click the Insert Media Clip command to insert a movie
located on your computer.

Working with Movies

To Preview the Movie:

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 Select the movie on the slide.
Select the Options tab.
Click the Preview command in the Play group.

Press the Preview command again to stop the movie before it finishes playing.

To Change the Movie Volume:

Select the movie on the slide.

Select the Options tab.
Click the Slide Show Volume command in the Movie Options group.
Select Low, Medium, High, or Mute to change the movie volume.

To Change When the Movie Starts:

Select the movie on the slide.

Select the Options tab.
Select the drop-down menu next to Play Movie: in the Movie Options group to
change whether the movie plays Automatically or When Clicked.

Other Options

Click a box to select and deselect movie options on the Movie Tools Options tab. These options
are:

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 Hide During Show
Play Full Screen
Loop Until Stopped
Rewind Movie After Playing

Picture Tools Format Tab

Many of the commands on the Format tab cannot be used to modify the video in a significant
way; however, a picture style can be applied to the movie.

Inserting Movie Clips

To Insert a Movie from the Clip Organizer:

Select the slide where you wish to insert a movie clip.

Select the Insert tab.
Click the Movie command in the Media Clips group.

Select Movie from Clip Organizer from the menu. The Clip Art task pane will
appear on the right.

Enter keywords in the search field.

Click Go. Movie clips that meet the keyword search will appear in the task pane.

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 Click a clip to insert it. The clip will appear on the slide.

Movies in the clip organizer are similar to animated picture files. You can select Office Online at
the bottom of the Clip Art task pane to view additional movie clips.

To Delete a Media Clip:

Select the movie from your computer or the clip organizer.

Click the Delete key.

Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Insert a movie from a file on your computer, if you have one.
Preview the movie.
Change the slide show volume.
Insert a movie from the clip organizer.
Delete one of the movies.

13: Inserting Sound

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PowerPoint allows you to add sound to your presentation in several different ways. You can do
this using a sound file on your computer, choose from hundreds of sounds available through the
clip organizer, or play tracks from an audio CD. Do you want the music to play through the entire
presentation? Or would you prefer the music only to play on one slide? PowerPoint not only
allows you to use sound, but allows you to customize sound options so you can play the sounds
you want, the way that you want.

In this lesson, you will learn how to insert sound from three sources and how to set various sound
options

To Insert a Sound File from Your Computer:

Select the slide where you want to add sound.

Select the Insert tab.
Click the drop-down arrow on the Sound command in the Media Clips group.

Select Sound from File from the menu. The Insert Sound dialog box will appear.

Locate the sound file on your computer.

Select the file.
Click OK. A sound icon and a dialog box will appear.

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 Select Automatically or When Clicked. Click Automatically or When Clicked.
Automatically will start the sound automatically as soon as the slide appears in slide
show view and When Clicked will start the sound when you click.

Click, drag, and release the button to move the sound icon to a different location on the slide.

Sound Options

On the Sound Tools Options tab there are several options you can control that determine how
the sound is used in the presentation. These include:

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 Preview: Listen to the sound that will play.
Slide Show Volume: Change the volume to low, medium, high, or mute.
Hide During Show: Hide or display the sound icon during the slide show.
Loop Until Stopped: Sound will play until you stop it by clicking or advancing to the
next slide.

The Picture Tools Format tab appears when a sound is inserted because the sound icon is a
picture. You can format the sound icon just like any picture.

To Delete the Sound:

Select the sound icon.

Press the Delete key on your keyboard.
Sounds in Clip Organizer

To Insert a Sound from the Clip Organizer:

Select the slide where you want to add sound.

Select the Insert tab.
Click the drop-down arrow on the Sound command in the Media Clips group.

Select Sound from Clip Organizer from the menu. The Clip Art task pane will
appear.

Enter keywords in the search field.

Click Go. Clip art sound results will appear in the task pane.
Click a sound file in the task pane to insert it. A sound icon and a dialog box will
appear.

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 Click Automatically or When Clicked. Automatically will start the sound
automatically as soon as the slide appears in slide show view and When Clicked
will start the sound when you click.

To Preview Sound from the Clip Organizer

Enter keywords in the search field.

Click Go. Clip art sound results will appear in the task pane.
Move your cursor over a sound option and a drop-down arrow will appear.
Click the drop-down arrow.
Select Preview/Properties from the menu. The sound file will play and a dialog box
will appear.

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 About the Preview dialog box:
o Information on the right includes file name and type.
o Use the sound controls to play, pause, and stop the sound file.
o The name of the current sound file is to the right of the word Caption, below
the sound controls.
o Click the Next and Previous arrows to open and listen to an additional sound
file.
o Click the Close button to close the dialog box. The last active sound file
appears selected in the Clip Art task pane.

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 Insert the sound file, if you wish.
Sounds on CD

To Play Tracks from a CD:

Select the Insert tab.

Click the drop-down arrow on the Sound command.
Select Play CD Audio Track from the menu. The Insert CD Audio dialog box will
appear.

Enter the Start at track: and End at track: information in the Clip selection
section.

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 Choose whether you want to Loop the tracks until stopped and adjust the volume
in the Play Options section.
Choose to display or hide the sound icon during the slide show in the Display
Options section.
Click OK. A CD sound icon and a dialog box will appear.
Select Automatically or When Clicked.

To add sound from a CD, you must have a music CD inserted into your computer's CD-ROM
drive.

CD Audio Tools Options

Once you have inserted tracks from a CD, a CD Audio Tools Options tab appears. Many of the
commands are similar to the commands available when you insert other sounds; however, some
of the options are different.

In the Play and Setup groups you can:

Preview: Listen to the sound that will play.

Slide Show Volume: Change the volume to low, medium, high, or mute.
Edit the Track and Time fields: change the tracks that play and the time in the
track that playback starts or stops.
Change How to Play Track: Click the drop-down menu next to Play Track to
change whether the CD tracks play automatically or when clicked.
Hide During Show: Hide or display the sound icon during the slide show.

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 Loop Until Stopped: Sound will play until you stop it by clicking or advancing to the
next slide.

Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Insert a sound from a file on your computer, if you have one.
Insert a sound from the clip organizer.
Preview sounds in the clip organizer.
Insert tracks 2 and 3 from a CD.
Delete one of the sound icons.

14: Animating Text and Objects

In PowerPoint you can animate text and objects such as clip art, shapes, and pictures on the
slide. Animation, or movement, on the slide can be used to draw the audience's attention to
specific content or to make the slide easier to read.

In this lesson, you will learn how to animate text and objects on slides using built-in and custom
animation effects

To Apply a Default Animation Effect:

Select the text or object on the slide you wish to animate.

Select the Animations tab.
Click the Animate drop-down menu in the Animations group to see the animation
options for the selection. The options change based on the selected item.

Move your cursor over each option to see a live preview of the animation on the
slide.
Click an option to select it.

To Apply a Custom Animation Effect:

Select the text or object on the slide you wish to animate.

Select the Animations tab.

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 Click Custom Animation in the Animations group. The Custom Animation task
pane will appear on the right.

Click Add Effect in the task pane to add an animation effect to the selected text or
object.

Select Entrance, Emphasis, Exit, or Motion Path to display a sub menu of

animation effects for the category.

o Entrance animation effects: Changes how the selected item appears on the
page
o Emphasis animation effects: Draws attention to the selected item while the
slide is displayed
o Exit animation effects: Changes the way the selected item disappears from
the slide

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 o Motion Path animation effect: Animates the selected item so that it moves
to a specific place on the screen
Select an animation effect to apply it.

The animation will display on the selected item on the slide and will appear listed in
the Custom Animation task pane.

1. A number label appears on the slide next to the animated object . Also, a
matching number label appears next to the animation in the Custom
Animation task pane list.
2. Drop-down menus appear at the top of the Custom Animation task pane.
You can define the animation effect in greater detail here.
3. The star Play Animations icon appears beneath the slide on the Slides tab
in the task pane on the left. It indicates that the slide has an animation effect.

Select More Effects or More Motions Paths from the menu to see more animation effect options

Working with Animation Effects

To Modify a Default or Custom Animation Effect:

After you apply an animation effect, drop-down menus will appear at the top of the
Custom Animation task pane. The menus vary based on the animation effect.
Select an option from a drop-down menu to change the default setting.

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 Repeat until all menu options are the desired setting.

To Remove an Animation Effect:

Select the text or object on the slide you wish to modify.

Select the Animations tab.
Click Custom Animation in the Animations group. The Custom Animation task
pane will appear on the right.
Select the animation in the Custom Animation task pane list, if it is not already
selected.
Click Remove. The animation label will disappear from the slide and from the
Custom Animation task pane list.

To Apply a Different Animation Effect:

Select the text or object on the slide you wish to modify.

Select the Animations tab.
Click Custom Animation in the Animations group. The Custom Animation task
pane will appear on the right.
Select the animation in the Custom Animation task pane, if it is not already
selected.
Click Change.
Select an Entrance, Emphasis, Exit, or Motion Path animation effect.

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 New drop-down menus with default settings will appear at the top of the Custom
Animation task pane.

To Preview an Animation Effect:

Select the text or object you wish to modify on the slide.

Select the Animations tab.
Click Custom Animation in the Animations group. The Custom Animation task
pane will appear on the right.
Select the animation in the Custom Animation task pane list.
Click Play at the bottom of the task pane to see a preview of the animation in
Normal view
OR
Click Slide Show to see the animation in Slide Show view. Press the Esc key to
return to Normal view.

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Working with Animation Effects

To Animate Text with a Default Animation:

Select the text box or text you wish to animate on the slide.
Select the Animations tab.
Click the Animate drop-down menu in the Animations group to see the animation
effects for the selected text. The effects vary based on the selected item.
Select an animation effect.

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 o All at Once: The selected text appears all at once. The entire text is labeled
with one number on the slide. Click the drop-down arrow in the task pane to
expand the contents and see that the text is labeled with one number.

o By 1st Level Paragraphs The text will appear bullet by bullet, or paragraph
by paragraph. Each level of text is labeled with a different number on the
slide. Click the drop-down arrow in the task pane to expand the contents and
see that the text is labeled with multiple numbers.

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More Ways to Modify an Animation Effect

Select an animation effect in the Custom Animation task pane list.

Click the arrow to display a drop-down menu.

Select Effects Options or Timing. A dialog box will appear.

In the dialog box, add enhancements such as sounds and define what happens
after the animation effect is applied to the selected item.

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The dialog box name is based on the animation effect name. In the example above, the animation
effect is Fade. The tabs and the options on the tabs will vary based on the animation effect that is
being modified.

To Reorder Animation Effects:

Select the Animations tab.

Click Custom Animation in the Animations group.
Select the animation effect you want to move in the Custom Animation task pane
list.
Click the arrows at the bottom of the task pane to reorder the selected animation
effect.

Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Select a picture, clip art, or shape.
Apply an animation effect using the options in the Animation group.
Change the speed of the effect in the Custom Animation task pane.
Apply an animation effect to text.
Apply two or more animation effects on one slide.
Reorder an animation effect.
15: Using Transitions

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Transition effects, or transitions as they are often called, are the movements you see when one
slide changes to another in slide show view. Transition effects are different than animation effects.
The term animation in PowerPoint refers to the movements of text and objects on the slide, while
transitions refer to the movement of the slide as it changes to another slide.

In this lesson, you will learn how to apply and customize transition effects.

To Apply a Transition to One Slide:

Select the slide you wish to modify.

Select the Animations tab.
Locate the Transition to This Slide group. By default, No Transition is applied to
each slide.

Click the More drop-down arrow to display all the transition effects.

Click a slide transition effect to apply it to the selected slide.

Hover over a slide transition effect to see a live preview of the effect on the slide.

To Apply a Slide Transition All Slides:

Select the slide you wish to modify.

Select the Animations tab.

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 Locate the Transition to This Slide group. By default, No Transition is applied to
each slide.
Click the More drop-down arrow to display all the transition effects.
Click a slide transition effect to apply it to the selected slide.
Click Apply To All to apply the transition to all the slides in the presentation.

A star Play Animations icon will appear beneath any slide that has a transition effect applied to it,
as well as any slide that uses animation effects for text or objects. The icon is visible on the Slides
tab in the task pane on the left and in slide sorter view. Click the star Play Animations icon to
preview the animation or transition effect.

Modifying a Transition

To Set Slide Transition Speed:

Apply a slide transition effect to a slide.

Click the Transition Speed drop-down menu in the Transition to This Slide group
on the Animations tab.
Select a menu option to apply the transition speed to the selected slide.

You can set the transition speed when you apply the transition effect, or return to the Animations
tab and apply it later. If you wish to apply the transition effect and transition speed to all slides
Click Apply to All.

To Set Slide Transition Sound:

Apply a slide transition effect to a slide.

Click the Transition Sound drop-down menu in the Transition to This Slide group
on the Animations tab.
Select a sound to apply it to the selected slide.

Click Apply To All if you wish to apply the transition effect and transition sound to all slides.

To Remove a Slide Transition Effect:

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 Select the slide you wish to modify.
Select the Animations tab.
Click No Transition in the Transition to This Slide group.

Repeat this process for each slide you want to modify.

OR
Click Apply To All to remove the slide transition effect from each slide in the
presentation

Advancing Slides

Advancing to the Next Slide

By default, in slide show view you click your mouse to advance, or move, to the next slide. This
setting is defined in the Transition to This Slide group on the Animations tab. You can modify this
setting so that each slide displays for a specific period of time before automatically advancing to
the next slide. This is useful for unattended presentations, such as at a trade show booth.

You can also advance to the next slide by pressing the Enter key.

To Set Timing for Slides:

View the slides in slide sorter view.

Select a slide.
Select the Animations tab.
Locate the Advance Slide section of the Transition to This Slide group.
Enter the time in the Automatically After field. Use the arrows or type the number.

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 Select another slide and repeat the process until all the desired slides have the
timing set.

If you want to apply the same transition effect and timing for each slide, just set the transition
effect timing for one slide and click Apply to All.

Challenge!

Use the Company Overview presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Select a slide and apply a transition.
Select a sound effect for the transition.
Change the transition speed.
Apply this transition to all the slides.
Apply a different transition for one slide.
Remove the transition sound.

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 Doing More with PowerPoint

16: Using the Slide Master

Each time you apply a new theme to your slides, a slide master appears in the background. It
stores information about the theme such as font style, colors, effects, placeholder size, text
alignment, and more. The slide master allows you to easily make changes to all slides or a
specific slide layout.

In this lesson, you will learn how to use the slide master view to apply changes to the slide
master and supporting layouts

The Slide Master

The easiest way to make the same change to all slides or slides that use a specific layout is
to change the slide master, also called the master slide. For example, imagine that you like a
theme, but want to change a specific design element of the theme. You may want a different
bullet style, slide titles that are center-aligned instead of left-aligned, or an accent line under each
slide title. You can quickly make these changes and more by modifying the slide master.

To View the Slide Master:

Select the View tab.

Click the Slide Master View command in the Presentation Views group.

The slide master tab will appear as the active tab on the Ribbon, and the slide
master task pane will appear on the left.

About Slide Master View

The slide master view appears similar to normal view; however, in slide master view master
slides are displayed in the task pane rather than actual slides. The first thumbnail image in the
task pane on the left is the slide master that controls all the slides. If you want to make a
change to all the slides in a presentation, you can do so by changing this slide.

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Each slide below the slide master is a master slide for a supporting layout. For example, if you
want to make a change to all the slides that use a Title and Content layout, you can do so using
the Title and Content layout master slide in the task pane.

You can see which slides in the presentation use a specific layout. To see this information, just
hover over a layout and read the screen tip. The screen tip contains the slide numbers that use
the layout.

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Making Changes to All Slides

Any change that you can make to a slide in normal view can be made to the slide master so the
change will be reflected on all the slides in the presentation. The following examples will show
how you can make these changes, and move from the Slide Master tab to other tabs on the
Ribbon while the presentation remains in slide master view.

To Change the Theme Font on All Slides:

Select the View tab.

Click the Slide Master View command in the Presentation Views group. The Slide
Master tab will appear active.

Select the slide master for all the slides, if it is not currently selected.

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 Click the Fonts command in the Edit Theme group on the Slide Master tab.
Hover over each option to display a live preview of the font option on the master
slide.

Click a menu option to select it.

Click the Close Master View command to return to normal view.

To Change Text Color/Alignment on All Slides:

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 Select the View tab.
Click the Slide Master View command in the Presentation Views group. The Slide
Master tab will appear active.
Select the slide master for all the slides, if it is not currently selected.
Select the text you wish to modify and format as you wish. In this example, we will
change the title color and alignment.

Select the Home tab. The slide master and supporting layouts will remain in the
slide task pane on the left because slide master view is the current view.
Click the Font Color command in the Font group.
Hover over each font option to display a live preview on the master slide.

Select a font color from the menu options. The font color change will appear on all
the slides in the task pane on the left.

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 Click an alignment command to change the alignment of the selected text.

Click the Slide Show View or Normal View command at the bottom of the window
to exit slide master view and see the changes in the presentation slides.

To Insert a Picture on All Slides:

Select the View tab.

Click the Slide Master View command in the Presentation Views group. The Slide
Master tab will appear active.
Select the slide master for all the slides, if it is not currently selected.
Select the Insert tab.

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 Click the Picture command in the Illustrations group. The Insert Picture dialog box
will appear.

Locate the picture file on the computer.

Select the picture file.
Click Insert. The picture will appear on the slide master.

Click the picture and while holding down the mouse button, drag it to the desired
location on the slide. Release the mouse button.

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 Click the Slide Show View or Normal View command at the bottom of the window
to exit slide master view and see the changes in the presentation slides.

Pay attention to the tab that is active so you do not take unnecessary steps to accomplish a task.
For example, if the Slide Master tab is active, just click the Close Master View command to
return to normal view; however, if it isn't active, click the Normal View command at the bottom of
the window.

17: Finalize a Presentation and Package for CD

Each person will develop his or her own process for completing a PowerPoint presentation. For
some people, this may involve reviewing the slides for typographical errors, using the Proofing
tools, or viewing the slides in slide show view a final time to see all the slides with animations and
transitions in place.

In this lesson, you will learn how to access slide show view from the Slide Show tab, set slide
show options, and package the presentation for a CD.

When finalizing, or completing a presentation, you may want to view the presentation in slide
show view. This will allow you to see all the animations and transitions for each slide, and decide
whether to make any changes to the slide show options.

To View the Presentation in Slide Show View:

Click the Slide Show view command at the bottom of the window while in Normal
view.

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OR
Select the Slide Show tab.

Click the From Beginning command in the Start Slide Show group to start the slide
show with the first slide.

Click the From Current Slide command in the Start Slide Show group to start the slide show with
the selected slide. This command is useful if you are interested in seeing specific slides in slide
show view.

Slide Show Options

You can access some commands from multiple locations on the Ribbon or within PowerPoint.
One Ribbon command that allows you to make several different changes to the slide show is the
Setup Show command on the Slide Show tab.

To Access the Setup Show Dialog Box:

Select the Slide Show tab.

Click the Set Up Show command. The Set Up Show dialog box will appear.

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 Set the desired options in the dialog box.

Click OK to apply the settings to the slide show.

The Set Up Show Dialog Box

In the dialog box you can:

Show Type: The default setting is presenter, but if you plan to display the slides at
a kiosk or booth, or if people will be looking at the slides independently in the
PowerPoint window, you can change the setting in this section.

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 Show Slides: If you would like to skip one of the beginning or ending slides during
the presentation, enter the slide numbers where you want to start and end the
presentation in this section.

Show Options: In this section, you can choose to loop the slides continuously, or
play the slides without any animation, if you added animation to the slides.

Advance Slides: If you added timing to each slide, in this section you can change
the slide show so the slides have to be manually advanced.

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To Hide a Slide During a Presentation:

Select the Slide Show tab.

Select the slide you do not want to display during the slide show.
Click the Hide Slide command.

Click the Hide Slide command again to display the slide.

Package a Presentation on a CD

If you are going to display a presentation on a computer other than your own, you should use the
Package for CD feature in PowerPoint. This allows you to package the presentation, along with
all the necessary PowerPoint files, so that you can view the presentation on any computer,
regardless of whether the computer has PowerPoint 2007 installed.

To Package a Presentation on a CD:

Open the presentation that you want to save on the CD.

Insert a CD into the CD drive. Be sure to use a CD that is able to have data burned,
or stored, on it.
Click the Microsoft Office Button.
Select Publish.
Select Package for CD.

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 If you link to files from slides in your presentation, a PowerPoint message will
appear notifying you that the files may be updated. Click OK.

The Package for CD dialog box appears.

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 Enter a name in the Name the CD field.

The name of the file is displayed in the Files to be copied section. If you want to
add more files, click Add Files and select them from the dialog box that appears.
Any files that are linked to from a slide in the presentation is included on the CD. by
default.

o Click Options to change the default setting that automatically packages

linked files on the CD. The Options dialog box will appear.

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 o Deselect Linked Files if you don't want linked files to be packaged
automatically.

o From the Options dialog box, you can also:

Select an option from the drop-down menu to determine how the
presentation will play. Unless you have multiple presentations, you
can leave it as the default setting.
Select Embed TrueType Fonts in the presentation so that the fonts
you selected will appear on the slides, regardless of whether the
computer you use to display the presentation has the fonts.
Set a password to open or edit the packaged presentation.
o Click OK to close the Options dialog box.

Click Copy to CD.

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 If you have linked to other files, a warning message may appear that asks you to
confirm that you want to include the linked files in your presentation. Click Yes, and
PowerPoint will copy the files to the CD.

Challenge!

Use the Employee Orientation presentation or any other PowerPoint presentation you
choose to complete this challenge.

Open a presentation.
Practice using the commands on the Slide Show tab.
View the presentation in slide show view using the From Beginning and From
Current Slide commands on the Slide Show tab.
Hide the second slide in the presentation.
View the presentation in slide show view to confirm the slide is hidden.
Explore the Set Up Show dialog box.
If your computer has a CD burner, practice packaging the presentation to a CD

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