European

Computer Driving
Licence®

Syllabus 4
Module 6 - Presentation
Using Microsoft® PowerPoint XP

Release ECDL47v1
Module 6 Presentation ECDL
SCC

ISBN 1 86005 134 0

‘European Computer Driving Licence’ and ECDL and Stars device are registered trade
marks of The European Computer Driving Licence Foundation Limited in Ireland and other
countries. CiA Training Limited is an independent entity from the European Computer
Driving Licence Foundation, and not affiliated with the European Computer Driving Licence
Foundation in any manner. This booklet may be used in assisting students to prepare for the
ECDL Syllabus Version 4 Examination. Neither The European Computer Driving Licence
Foundation nor CiA Training Limited warrants that the use of this product will ensure passing
the ECDL Syllabus Version 4 Examination. Use of the ECDL-F Approved Courseware Logo
on this product signifies that it has been independently reviewed and approved by ECDL-F
as complying with the following standards:
Acceptable coverage of all the courseware content related to the ECDL Syllabus Version
4.0.
This courseware material has not been reviewed for technical accuracy and does not
guarantee that the end user will pass the ECDL Syllabus Version 4 Examination. Any and all
assessment items and/or performance based exercises contained in this booklet relate
solely to this booklet and do not constitute, or imply, certification by the European Computer
Driving Licence Foundation in respect of any ECDL Examination. For details on sitting ECDL
Examinations in your country please contact your country’s National ECDL/ICDL designated
Licensee or visit The European Computer Driving Licence Foundation Limited web site at
http://www.ecdl.com.
Candidates using this courseware material should have a valid ECDL/ICDL Skills Card/Log
book. Without such a skills card/log book no ECDL/ICDL tests can be taken, no ECDL/ICDL
certificate, nor any form of recognition can be given to a candidate. ECDL/ICDL Skills
Cards/Log books may be obtained from any Approved ECDL/ICDL Test Centre or from your
country’s National ECDL/ICDL designated Licensee.
References to the European
Computer Driving Licence (ECDL)
include the International Computer
Driving Licence Foundation
(ICDL). ECDL Syllabus Version
4.0 is published as the official
syllabus for use within the
European Computer Driving
Licence (ECDL) and International Computer Driving Licence (ICDL) certification programme.

Microsoft is a registered trademark and Windows is a trademark of the Microsoft

Corporation

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Aims
To demonstrate the ability to use a presentation application on a personal
computer.

To understand and accomplish basic operations associated with PowerPoint.

Objectives
After completing the guide the user will be able to:

 Create and add slides of various kinds to a presentation

 Add bullets to lists

 Use clip art and drawing

 Use charts and organisation charts

 Format text, bullets and fonts

 Produce slide shows

Assessment of Knowledge
At the end of this guide is a section called the Record of Achievement Matrix.
Before the guide is started it is recommended that the user completes the
matrix to measure the level of current knowledge.

Tick boxes are provided for each feature. 1 is for no knowledge, 2 some
knowledge and 3 is for competent.

After working through a section, complete the matrix for that section and only
when competent in all areas move on to the next section.

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Contents
SECTION 1 GETTING STARTED.......................................................................................7
1 - STARTING POWERPOINT....................................................................................................8
2 - THE POWERPOINT SCREEN................................................................................................9
3 - PRESENTATIONS..............................................................................................................10
4 - THE MENUS & TOOLBARS..............................................................................................13
5 - HELP................................................................................................................................16
6 - PREFERENCES..................................................................................................................20
7 - CLOSING POWERPOINT....................................................................................................22
8 - REVISION.........................................................................................................................23
9 - REVISION.........................................................................................................................24
10 - REVISION.......................................................................................................................25
11 - REVISION.......................................................................................................................26

SECTION 2 SLIDES & PRESENTATIONS......................................................................27

12 - VIEWS............................................................................................................................28
13 - SLIDE VIEW...................................................................................................................30
14 - OUTLINE VIEW..............................................................................................................31
15 - SLIDE SORTER VIEW.....................................................................................................33
16 - NOTES PAGE VIEW........................................................................................................34
17 - SLIDE SHOW..................................................................................................................35
18 - SAVING A PRESENTATION.............................................................................................36
19 - CLOSING A PRESENTATION...........................................................................................38
20 - OPENING PRESENTATIONS.............................................................................................39
21 - NEW PRESENTATIONS....................................................................................................40
22 - CREATING A PRESENTATION.........................................................................................41
23 - ADDING AND DELETING SLIDES....................................................................................42
24 - CHANGING SLIDE LAYOUT............................................................................................43
25 - BACKGROUND COLOUR.................................................................................................44
26 - REVISION.......................................................................................................................45
27 - REVISION.......................................................................................................................46
28 - REVISION.......................................................................................................................47
29 - REVISION.......................................................................................................................48

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SECTION 3 FORMATTING................................................................................................49
30 - FORMATTING: FONT & SIZE..........................................................................................50
31 - UNDO AND REDO..........................................................................................................51
32 - APPLYING TEXT EFFECTS..............................................................................................52
33 - ALIGNMENT, SPACING & CASE.....................................................................................53
34 - BULLETS........................................................................................................................55
35 - CUT & PASTE................................................................................................................56
36 - COPY & PASTE..............................................................................................................58
37 - ANIMATION SCHEMES...................................................................................................60
38 - CUSTOM ANIMATION.....................................................................................................61
39 - SPELL CHECKING...........................................................................................................63
40 - MASTER PAGES.............................................................................................................64
41 - HEADERS & FOOTERS...................................................................................................66
42 - REVISION.......................................................................................................................67
43 - REVISION.......................................................................................................................68
44 - REVISION.......................................................................................................................69
45 - REVISION.......................................................................................................................70

SECTION 4 POWERPOINT OBJECTS.............................................................................71

46 - ORGANISATION CHARTS................................................................................................72
47 - MODIFY ORGANISATION CHART...................................................................................74
48 - INSERTING IMAGES........................................................................................................75
49 - ANIMATING IMAGES......................................................................................................77
50 - CHARTS.........................................................................................................................78
51 - DRAWING & OBJECTS...................................................................................................81
52 - ROTATE OR FLIP OBJECTS.............................................................................................83
53 – MOVE, RESIZE & COPY OBJECTS.................................................................................84
54 - ARRANGING OBJECTS....................................................................................................86
55 - COLOURS AND LINES.....................................................................................................88
56 - IMPORTING IMAGES.......................................................................................................89
57 - REVISION.......................................................................................................................90
58 - REVISION.......................................................................................................................91
59 - REVISION.......................................................................................................................93
60 - REVISION.......................................................................................................................94

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SECTION 5 SLIDE SHOWS................................................................................................95

61 - OUTPUT FORMAT..........................................................................................................96
62 - SLIDE DESIGN................................................................................................................97
63 - SETTING UP A SLIDE SHOW...........................................................................................98
64 - SLIDE TRANSITION........................................................................................................99
65 - THE PRESENTATION....................................................................................................100
66 - PRINTING.....................................................................................................................101
67 - REVISION.....................................................................................................................102
68 - REVISION.....................................................................................................................103

ANSWERS............................................................................................................................104

GLOSSARY..........................................................................................................................105

INDEX...................................................................................................................................107

RECORD OF ACHIEVEMENT MATRIX.......................................................................108

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Section 1
Getting Started

By the end of this Section you should be able to:

Understand PowerPoint Principles

Start PowerPoint

Use the AutoContent Wizard

Recognise the Screen Layout

Understand the Menus and Toolbars

Use Help

Change Preferences

Exit PowerPoint

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 1 - Starting PowerPoint

Park and Read
PowerPoint allows complicated and impressive presentations to be produced
with ease.

The presentations can be used for on-screen shows, overhead projector

shows, producing 35mm slides or for creating presentations and Web pages for
use on the Internet.

They can include text in any format, pictures, organisation charts, graphs,
sound and film clips, and information from the Internet. The slide show can
incorporate impressive text animation and slide effects.

As well as slides, PowerPoint can produce presentation notes, handouts,

printouts of slides and outlines of text.

There are numerous ways to start the program. The following method is
recommended for beginners.

Manoeuvres
1. Starting the computer will automatically show the Windows Desktop.

2. Click once on to show the Start menu. All Windows

applications can be started here. Move the mouse pointer over All
Programs and then click on .

If or similar is displayed instead, click on that, then

.

If PowerPoint has been used recently there may be an entry for it in the Start
menu and it can be started from there.
3. If the Tip of the Day dialog box appears, click on Close.

To close PowerPoint select File | Exit.

4. The opening PowerPoint screen is displayed.

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Driving Lesson 2 - The PowerPoint Screen

Park and Read

Title Bar

Menu Bar
Task Pane

Toolbar Slide Pane

Notes Pane
Outline/Slides
Pane

Toolbar

Status Bar

The screen should be similar to the above diagram. Work through the following
manoeuvres to locate the features.

Manoeuvres
1. Look at the top line, the Title Bar, displaying Microsoft PowerPoint. It
also shows the title of the current presentation.
2. Below that is the Menu Bar, where commands are chosen using the
mouse.
3. Below the menu is another bar containing two Toolbars. There may also
be Toolbars at the left and bottom of the screen. Look at the buttons on
these bars. They are used to access the most common menu commands.
4. Find the bar at the bottom of the screen. This is called the Status Bar,
where the slide number and template design will be displayed.
5. The main part of the screen shows various views of the current
presentation. The default view, shown here is Normal View.
6. At the right of the screen is an area called the Task Pane, which provides
options for performing some common tasks. It appears, disappears and
changes depending on the task currently being performed. On starting
PowerPoint, it deals with opening and creating various presentations.

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Driving Lesson 3 - Presentations

Park and Read
The PowerPoint New Presentation task pane offers three main ways to start a
new presentation.

The From AutoContent Wizard option takes the user through the steps
required to construct the content of various types of predefined presentations.
All slides including backgrounds, are created and all that is required is to
change the content where necessary.

From Design Template allows the basic background design to be chosen.

Individual slides and content can then be created with this background already
applied.

Blank presentation provides no preset options. The user defines the layout,
content and background for all slides. Designs can be applied later.

Manoeuvres
1. If the Office Assistant appears at any step, right click on it and select
Hide. This feature will be covered in a later Driving Lesson.
2. Ensure the New Presentation task pane is displayed. If it is not visible
select File | New from the Menu Bar.

3. To create a presentation using the AutoContent Wizard, select From

AutoContent Wizard.
4. The AutoContent Wizard then appears. On the left side is a diagram
outlining the various stages of the wizard. Clicking on the grey square to
the left of the stage name moves the wizard to that section.

5. Click the Next button, , to move to the next stage.

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Driving Lesson 3 - Continued

6. The first step is a Presentation type. All presentations are listed until a
category is chosen from the buttons in the centre. Choose each in turn to
view the presentations in the categories.
7. From the Sales/Marketing category, select Marketing Plan, then click
the Next button to move to the next stage.
8. The next step is Presentation style. The type of output to be used is
selected here. Stay with the default option of On-screen presentation.
Click Next.
9. The next step is Presentation options. In the Presentation title text box,
enter the name of your company.

10. Remove the checks from Date last updated and Slide number, then
click Next.

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Driving Lesson 3 - Continued

11. The wizard is now complete. Click Finish to view the presentation. The
presentation is shown in Normal View.

12. Notice the three distinct areas of the screen. At the left is an Outline view
of the presentation. The main Slide Pane for the selected slide is shown
in the right side of the screen and a small area for Notes appears under
the Slide Pane.
13. Click the Slides tab at the top of the Outline view to switch that pane into
Slides view. All the slides in the current presentation are shown. The
wizard has created a complete presentation with a number of slides
appropriate to a Marketing Plan. The user can now add and remove
slides and modify the contents until the required presentation is produced.
14. Keep this presentation on screen for the next few Driving Lessons.

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Driving Lesson 4 - The Menus & Toolbars

Park and Read
The Menu Bar contains all of the commands needed to use PowerPoint, within
drop down lists. When PowerPoint starts, the Menu Bar displays the full range
of commands. However, as they are used, the most common commands
selected move to the top of the list and the rest are hidden. The hidden
commands can be revealed at any time. If a command is not used for some
time, it will stop appearing on the short, personalised menu.

Toolbars allow quick access to the most commonly used commands and each
command is represented by a button. To save space on the screen, many
buttons are hidden, but they can easily be displayed. The toolbars become
personalised after being used, the frequently used buttons replacing others on
the toolbar, which are then hidden.

Because of this customisation feature, the menus may look slightly different to
those in this guide, but the principles remain the same.

Manoeuvres
1. Move the pointer over the word Edit and click with
the left mouse button to open the Edit menu.
2. Notice how some of the commands are ghosted
(very pale). This means they are not available for
selection at the moment. Chevrons appear at the
bottom of the list and will expand the menu if
clicked on immediately. If not, the full list will
appear after a few seconds. Click on Edit again to
close the menu.
3. To use the chevrons, click on Edit and
immediately move the mouse over the chevrons at
the bottom of the drop down list to expand it.

The menu can also be expanded by double clicking on it. If one menu is
expanded, the others are expanded automatically.
4. Close the Edit menu by either clicking outside the menu or click on Edit
again. Selecting a menu option also usually closes down the menus.

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Driving Lesson 4 - Continued

5. Double click on the Slide Show menu to open it. Three dots after a
command indicate that a further selection is available from a dialog box.
Click to display the Set Up Show dialog box.
6. Read the options available then click Cancel to close the dialog box.

7. Click Tools. If necessary, expand the menu

and find Options…. The box to the left of
the text may be a paler shade than some of
the others, which indicates that it is not
currently part of the personalised menu.
8. Click on Options to display the Options
dialog box. After reading the available
choices, select Cancel to close the dialog
box.
9. Now click Tools again. Notice how Options
now appears in the short version of the
menu. Click on Tools again to close the
menu.
10. An arrow after a command denotes that another menu will appear. Click
View, then hold the mouse pointer over Toolbars. A further menu
appears.
11. Click on View again to close the menu.
12. Continue to experiment. Display the contents of the other menu options.
13. Locate the Toolbars, just beneath the Menu Bar. The Drawing toolbar
may also be visible at the bottom of the screen.
Standard Toolbar
Formatting Toolbar

14. Move the mouse pointer over a button on the Standard Toolbar and
leave it there for a few seconds.

15. A ToolTip appears, , showing the name of the button. Read the
ToolTips for each of the visible buttons.

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Driving Lesson 4 - Continued

16. Chevrons, on a toolbar indicate that there is not enough space to
display all of the buttons on the toolbar. Click on the chevrons at the right
of the Standard Toolbar or the Formatting Toolbar to display the toolbar
options box. This shows all of the missing buttons from either toolbar.
17. Select Add or Remove Buttons | Standard to see all of the possible
buttons which are available for the Standard Toolbar. Those with ticks
actually appear on the toolbar (main or hidden). The Add or Remove
Buttons feature is available on any toolbar by clicking or .

To remove a button from the toolbar, click on the tick next to it.
18. To return toolbars to their state when PowerPoint was first opened for this
session, select Customize from the Add or Remove Buttons list after
clicking on the chevrons. Select the Options tab and click Reset my
usage data. Select Yes to confirm the reset. Click Close to remove the
dialog box.
19. Toolbars can be moved so that more buttons can be seen. Click on the
toolbar chevrons to display the options box again. Click Show buttons on
Two Rows. The Standard and Formatting toolbars now have one row
each and every available button can be seen.
20. To return to a single toolbar, click the arrow at the end of either toolbar to
display the options. Click Show buttons on One Row.
21. Select View | Toolbars to see the toolbars currently available. The
toolbars currently in use have a tick next to them.
22. Any listed toolbar can be added to the screen by clicking on it. Click on
the Picture toolbar to display it on the screen.
23. To remove the Picture toolbar from the screen, select View | Toolbars
and click on Picture again.

Remember, if the buttons mentioned in the following exercises are not visible
on the toolbars, use the chevrons, , to find them.

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Driving Lesson 5 - Help

Park and Read
PowerPoint includes a useful help facility with alternative ways of finding the
required information using either the Contents, Index or Answer Wizard tabs.

Manoeuvres
1. Select Help | Microsoft PowerPoint Help to display the following dialog
box.

If the Office Assistant appears, disable it by clicking the Options button

(inside the speech bubble), uncheck Use the Office Assistant on the Options
tab and click OK. Select Help | Microsoft PowerPoint Help again.

2. Notice how the screen has split to show the Help area, which consists of
two sections. At the left are the Contents, Answer Wizard and Index
tabs, allowing quick access to all PowerPoint Help topics. At the right is
the display area, which contains the information requested. This area also
contains hyperlinks (coloured text) to other, related Help items.

To see Help more fully, click the Maximize button, , at the top right corner of
the Help window.

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Driving Lesson 5 - Continued

3. Select the Contents tab, if not already selected. This tab shows a list of
general topics, shown as books, , that show a
further list of choices when opened. If Microsoft PowerPoint Help is the
only book displayed, click the to the left of it to display more books,
then click the to the left of Creating Presentations, then the to the
left of Working in Different Views in PowerPoint.

The topics can also be displayed by double clicking on the book.

4. Click on About PowerPoint views to display some relevant Help text at
the right of the window.
5. Click on Troubleshoot PowerPoint views at the left, then in the window
to the right point at I want to change the sizes of the panes in normal
view. The pointer changes to a ; click to expand the topic and display
relevant information.

6. Click the Back button, , at the top of the window at any time to move
back a step.
7. Click on the Index tab and type movie into the Type keywords area,
then click on Search. The Choose a topic box displays the search results
and shows the number of relevant help topics found.
8. Select Resize a movie from this list.

9. The Help window opens to display help text which includes 3 further topic
headings (in blue). Click at the top right of the window to
expand each heading into a block of text. Some individual words are
shown in blue and these are expanded into definitions (in green). Click
to collapse all text back to headings.
10. Click on the Answer Wizard tab. Type Add sound to a presentation
and click the Search button.
11. Select Add music or sound effects to a slide from the list.

If the full title of the topics cannot be read, move the mouse pointer over the
area between the columns until it changes to . Click and drag the area to the
right until the titles are visible, or maximise the Help window.

12. Click the Close button, , at the top of the Help window to close Help.

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Driving Lesson 5 - Continued

Help also contains a Detect and Repair feature, which repairs some registry
and application settings. If problems are experienced running PowerPoint,
select Help | Detect and Repair, then follow the on screen instructions.
13. There is also a What’s This? Help feature. Select Help | What’s This?
then use the special pointer, to select the menu command View |
Notes Page. Specific help information for the command is displayed in a
box. Click once more to remove the Help.

What’s This? can be used on other areas of the screen, including buttons.
14. The Office Assistant provides instant on-screen help on tasks currently
being undertaken. Select Help | Show the Office Assistant to display the
Office Assistant, which appears with a What would you like to do?
dialog box.

There are many variations of the Office Assistant character. The one you see
may not be the one shown below. If the dialog box doesn’t appear, click once
on the Office Assistant character.

15. In the white box, type Toolbars and click on Search. A list of help options
appears.
16. Move the mouse over Create a custom toolbar until the cursor changes
to , then click once to display the help.

17. Read the Help, then click the Close button, , at the top right of the
Help area.

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Driving Lesson 5 - Continued

18. If necessary, click on the Assistant to display the dialog box again and
select Options from it. The Office Assistant dialog box appears.

19. Options can be changed to suit individual requirements. Select the

Gallery tab, then click on the Next button to see another character. Keep
clicking Next to see the characters which can represent the Assistant.

The Assistant can only be changed if the Office CD is in the CD-ROM drive, or
if a full custom installation has been carried out.
20. Click on the Options tab. Read through the available options.
21. To stop the Assistant appearing automatically, click on the Use the
Office Assistant check box to remove the check.
22. Click Cancel to close the dialog box without changing or removing the
Assistant.
23. Click with the right mouse button on the Assistant and select Animate! to
see one of the character’s animations.
24. Repeat this to see more animations.
25. Right click on the Assistant again and select Hide to remove it.

From now on, the Assistant will appear whenever Help is requested, unless it
is disabled. At this stage, if a message about hiding the Assistant appears,
choose to permanently turn it off.
26. Leave the presentation open for the next exercise.

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Driving Lesson 6 - Preferences

Park and Read
Basic options (preferences) can be changed in PowerPoint, for example, the
default save directory. By default, documents are opened from and saved to
the My Documents folder. This location can be changed. It is also possible to
change the user name, by default, the person who installed the application is
named as the user. It can be changed to show a different name, which will then
appear on presentations created from templates.

Manoeuvres
1. Click and notice that the Look in box in the Open dialog box shows
My Documents.

2. Click Cancel to close the dialog box and click . The Save As dialog
box also saves by default to My Documents.
3. To change this file location, click Cancel to close the Save As dialog box,
then select Tools | Options and click the Save tab.

4. In the Default file location box, click at the end of the existing text and
add Ecdl\6 Presentations. Click OK. Click and notice that the new
location is shown.

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Driving Lesson 6 - Continued

5. Cancel the dialog box. To change the settings back, select Tools |
Options and the Save tab from the dialog box. In the Default file
location box, amend the entry by deleting Ecdl\6 Presentations, so that
the location ends with My Documents and click OK.
6. Click Tools | Options and select the General tab from the dialog box.

7. Click on the box under the heading User information and enter your own
details. This changes the User Information associated with the
presentation.
8. Click OK to apply the new settings.

9. The changed settings will only be used for new presentations. The next
time that a presentation is created check that the new name is being
used. A new AutoContent presentation should use the new name on the
title slide. For a new blank presentation, select File | Properties and the
Summary tab to see that the change has taken place.
10. Click Cancel and leave PowerPoint open for the next exercise.

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Driving Lesson 7 - Closing PowerPoint

Park and Read
PowerPoint can be closed in a number of different ways, all of which are
accessible from within the PowerPoint screen. Chose one or any number of the
following ways to close the program.

Manoeuvres
1. Select File | Exit to close PowerPoint.

If changes have been made to a recently saved presentation, or a new

presentation created since the last save, a dialog box is displayed upon trying
to exit the program (as shown below).

2. Clicking Yes would start the Save process, which is covered in the next
section, and then close PowerPoint. Clicking No would close PowerPoint
without saving anything. In this instance click Cancel, which will cancel
the close process and return to the PowerPoint window.

3. Click the Close button on the Title Bar (blue bar) at the top-right
corner of the screen.
4. This time click the No button if prompted to save the changes. PowerPoint
will close without saving the presentation.

Normally when closing PowerPoint with either of these actions, the Yes option
will be taken to ensure that any important information is saved. All unsaved
data will be permanently lost.

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Driving Lesson 8 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. What are the three options available from the New Presentation task
pane for creating a new presentation?
2. What is a toolbar?

3. List the presentations available from the Projects category of the

AutoContent Wizard.
4. What are preferences?

Check the answers at the back of the guide.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 9 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Start PowerPoint.

2. Select the AutoContent wizard.

3. Select the Financial Overview type of presentation from the Corporate

category.
4. Leave the default Presentation style as On-screen presentation.

5. Enter a company name in the Presentation title box, uncheck Date last
updated and Slide number and end the AutoContent wizard.
6. Display the Tables and Borders toolbar.

7. Use ToolTips to discover the functions of the buttons.

8. Close the toolbar.

9. Use the Answer Wizard from Help to read about printing slides. Enter
slides, printing in the white box.
10. Read the help on the topics Print slides and Print handouts.
11. Open Creating Presentations from the Contents tab.
12. Select Create a presentation using a design template and read the
instructions. Make sure all definitions are expanded.
13. Close the Help window.
14. Open the short Slide Show menu.
15. How many items are shown?
16. How many items are on the full Slide Show menu?
17. Close PowerPoint selecting No when prompted to save.

Check the answers at the back of the guide.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 10 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Start PowerPoint.

2. Use Tools | Options to change your User Name to Charles Dickens.

3. Use the AutoContent Wizard to create a Business Plan presentation

with a Title of New Business Plan and Revision 10 in the Footer.
4. Use the What’s This? help pointer from the Help menu to display the
help windows for the following menu commands:
a) File | Page Setup
b) Edit | Find
c) Format | Slide Layout
d) Tools | Spelling
e) Slide Show | View Show
f) View | Slide Sorter
5. Use ToolTips to discover the functions of the following buttons:

a)

b)

c)

d)

e)

f)
6. Use Tools | Options to change your User Name back to your name.

7. Close PowerPoint without saving the presentation.

Check the answers at the back of the guide.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 11 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Start PowerPoint.

2. Use the AutoContent Wizard to create a Project Overview presentation

with a Title of Project X and Revision 11 in the Footer.
3. View the Drawing toolbar.

4. View the Picture toolbar.

5. Remove both toolbars from the screen.

6. Using Microsoft PowerPoint Help display the help topic Creating Notes
Pages and Handouts within Creating Presentations.
7. Display the help topic Create notes while working on a presentation.

8. Ask the Office Assistant the following question: How do I change the
slide background colour?
9. Click on Change the slide background and select Select a color from
the color scheme from the right of the Help window.
10. Close Help and close PowerPoint without saving.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.
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Section 2
Slides & Presentations

By the end of this Section you should be able to:

Understand and Use Different Views

Understand Slide Show Basics

Save, Close and Open Presentations

Use Presentation / Design Templates

Create a Blank Presentation

Add New Slides / Insert Slides

Change Slide Layout and Background

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 12 - Views

Park and Read
The PowerPoint View menu lists four different ways to view a presentation on
screen. Each view shows a different aspect of the presentation. The views are:

Normal View Combines the main Slide View with an Outline View,
a multiple Slides view and an area for Notes. Each
area of the screen can be resized individually.
Slide Sorter View A miniature of each slide is shown. Used to order
slides, add transition and animation effects and set
timing (covered in later Driving Lessons).
Slide Show Used to view presentations.

Notes Page View Used to create speaker's notes for the slides (only
available from View menu).

Buttons for the first of these views can be found at the lower left of most
PowerPoint screens.
Views within the Normal View are:

Slide View Used to change the text, graphics and layout of a slide
and to add graphics and artwork from other applications.
One slide is viewed at a time.

Outline View Used to add or edit the presentation page titles and text.
The information is shown as a list of text on the screen
with titles for each page.

Slides View List of miniature slide images with the same functions as
Slide Sorter View. Occupies the same pane as Outline
View, tabs are used to toggle between them.

Manoeuvres
1. Start PowerPoint and use the Autocontent wizard to create a Marketing
Plan presentation (Sales/Marketing category). Use your own
company/college as the title and remove the checks from Date last
updated and Slide number.
2. Normal View is displayed by default. Click the Slide Sorter View button,
. Several slides of the presentation are shown on the screen at once.

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Driving Lesson 12 - Continued

3. Select View | Notes Page. The slide is shown in the top of the screen,
with an area for notes at the bottom.

4. Click on the Slide Show button, . The presentation slide show starts,
beginning with the slide currently being viewed.
5. Click the mouse button to go from one slide to the next. Each page is
shown in turn on the screen. Continue to the end or press <Esc> to finish.

6. Make sure Normal View, , is selected and click on the Slides tab,
or . A list of slide miniatures is
displayed with the current slide (as shown in the Slide pane) highlighted.
7. Each pane works independently of the others, although they are also
linked. Click slide 4 in the Slides list and slide 4 will be shown in the Slide
pane. Click in the Slide pane.
8. From the menu, select View | Zoom and choose 100% from the Zoom
dialog box. Click OK (a slide miniature may appear).
9. Use the scroll bar at the bottom of the Slide pane to see more of the slide.

10. Now click on the drop down arrow of the Zoom box on the Standard
Toolbar and select Fit from the list. The slide returns to its dimensions
when PowerPoint was originally opened.

11. Select the Outline tab, or to

show the contents of the slides in the left pane. Each slide is represented
by a small icon and the slide number, .
12. Use the scroll bar at the right of the pane to display slide 10. Move the
mouse over the icon until it becomes . Click once to display slide 10 in
the Slide pane. The associated text and icon are highlighted in the
Outline pane.
13. Move the mouse over the border at the right of the Outline pane until it
becomes . Click and drag to change the size of the pane until it fills
about half the screen. Drag to the left to decrease the size of the pane or
to the right to increase it. Drag the border back to its original position.
14. View slide 4, Competition. Click in the Notes pane and type in Sales
Director to give brief report on our competitors.

If graphics are required in notes, they must be inserted in Notes Page View.
15. Practise moving between slides and leave the presentation on screen for
the next Driving Lesson.

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Driving Lesson 13 - Slide View

Park and Read
Slide View - the pane at the right within Normal View - shows the presentation
slides, one at a time, with all text properly formatted and with a background
template. This is the main area used to create, edit and format most slide
content.

The scroll bar at the right of the screen is used to move from one slide to
another.

In all the views except Slide Show, pressing <Ctrl Home> or <Ctrl End>
moves directly to the first or last slide in a presentation respectively.

Manoeuvres
1. With the presentation created earlier still on screen, select Normal View
and increase the size of the main Slide pane by clicking and dragging the
dividing border to the left.

2. Click on the next slide button, , to move to the next slide.

3. Click on the previous slide button, , to move back one slide.

4. Click and drag the scroll button up or down the scroll bar, as appropriate.
Release the mouse button when the marker for the sixth slide,
Communication Strategies, appears.

5. Press <Ctrl End> to move to the last slide in the presentation.

6. Press <Ctrl Home> to move to the first slide in the presentation.

7. Practise moving through the slides in Normal View, then return to Slide
1.

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Driving Lesson 14 - Outline View

Park and Read
Outline View shows all of the text used in a presentation, without any slide
formatting or background patterns. The text is shown as a list, with the slide
titles in bold. The slide number is shown in the left margin, with a slide icon,
, at the left of the title text. This view makes it easy to manipulate text
between slides. To add text in Outline View, click on the icon representing
the required slide and proceed to type in the text. The Promote and Demote
buttons can be used to change the text from a title, to a subtitle, and back
again.

There are various buttons at the left of the screen that are used in Outline
View to move and arrange slides. Some of the buttons are:

Promote the selected text

Demote the selected text

Move the selected text up the list

Move the selected text down the list

Collapse (Show slide title only)

Expand (Show slide title and contents)

Collapse all slides

Expand all slides

Summarise slides

Show formatting of text

Manoeuvres
1. Using the current presentation, switch to Outline View. If the above
buttons are not visible, select View | Toolbars | Outlining.
2. In the left margin, click on slide 6. All the text for that slide is now selected.

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Driving Lesson 14 - Continued

3. Move the mouse pointer to the left of Messaging by audience,

underneath the title Communication Strategies. The mouse pointer
changes to a . Click the mouse once. The text for that point is
selected.

4. Click on the Move Down button, . The line of text moves down the list
by one line.

5. With the text still selected, click on the Move Up button, , to put the
text back in its original position.
6. With the line of text still selected, move the mouse pointer to the left of the
text until the pointer is a . Click and drag downwards. As the mouse
pointer is moved down, a line appears across the screen. When the line is
just below Target consumer demographics, release the mouse button.
The text will move to the new position. Drag the text back to its original
position.

Text can also be moved between slides in this way.

7. It is easy to edit text in this view. Select slide 4 Competition and click
after landscape. Press the spacebar and type in today.
8. Select all the text for the Title slide, slide number 1, by clicking once on
the slide icon, .
9. Click on the Collapse button, , to see just the title for this slide.

10. Notice that the title is now underlined, showing it is collapsed.

11. With the title still highlighted, click on the Expand button, , to restore
the text for that slide.

12. Click on the Collapse All button, , to see just the slide titles.

13. Click on the Expand All button, , to show all the slide text.

14. Click on the Show Formatting button, , to remove the slide formatting
from the text.
15. Click on the button again to restore the formatting.

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Driving Lesson 15 - Slide Sorter View

Park and Read
Slide Sorter View shows all slides in a presentation on screen at the same
time. This makes it easy to move, add or delete slides and to decide on
animated transitions (special effects, e.g. fade or dissolve) for moving from
slide to slide. Transitions and effects are covered in later Driving Lessons.

Manoeuvres
1. With the presentation still on screen, switch to Slide Sorter View. The
screen will appear similar to below. Use the Zoom Control, ,
to display more or fewer slides (fewer slides will be shown if the screen
resolution is below 800x600).

2. Click on the Show Formatting button, (now at the top of the screen),
to switch the formatting off. The slides will now show only their titles. Click
on the button again to restore the normal view.
3. Click on the middle of slide number 3, hold down the left mouse button
and move it about the screen. Notice that as the mouse pointer moves
about the screen, a faint grey line appears, moving between slides. When
the mouse button is released, the line is replaced by the slide.
4. Release the mouse button when the line is between slides 5 and 6. The
Product Definition slide has now become slide 5.

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Driving Lesson 16 - Notes Page View

Park and Read
Notes Page View allows speaker’s notes to be added to slides. The top of the
screen shows the slide and lower part is reserved for speaker's notes. The
scroll bar and buttons at the right edge of the screen can be used to move from
one page to another.

It is not always necessary to use this view to add notes. There is a Notes pane
in Normal View that can be resized by dragging the border between the panes.

Notes can be added during a presentation. In Slide Show View, right click and
select Speaker Notes from the shortcut menu.

Manoeuvres
1. Using the current presentation, select View | Notes Page.

2. Use the scroll bar, if necessary, to move to the notes for slide 5.

3. Click on the Zoom button on the Toolbar and choose 100% from the drop
down list.
4. The bottom half of the page should now be visible, with the words Click to
add text. If this notes area is not visible, try scrolling the page up and
down using the scroll bar.
5. Click on the words Click to add text. The words disappear and the box is
highlighted. Type the following note:
This is a notes page. Speaker's notes can be added here so that the
presenter knows what to say when this slide is being shown.
6. Click on the white space outside the notes area to finish entering the text.
Zoom to 50% to see the whole page.
7. Move to slide 1 and switch to Normal View.

8. Click in the Notes pane and add the following note, zooming in if
necessary:
This is the first slide.
9. Switch to Notes Page View to confirm that the note is there.

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Driving Lesson 17 - Slide Show

Park and Read
Slide Show is used to view slides, one at a time, as an on screen presentation.
This gives the creator an opportunity to view the presentation as others will see
it. It is particularly useful in viewing the full effect of animations and transitions.

While the slide show is in progress, the mouse can be used to draw on the slide
to highlight key points and notes can be added to individual slides.

Manoeuvres
1. Using the presentation from the previous Driving Lesson, select View |
Slide Show. The slide show starts, with the first slide filling the screen.
2. Click the left mouse button or press <Page Down> to move to the next
slide.
3. To move back to the first slide, press <Page Up> or click the right mouse
button and select Previous from the shortcut menu.
4. To move to a non-adjacent slide, click the right mouse button and select
Go from the shortcut menu. Select By Title to see a list of all slides in the
presentation. Select 10 Advertising and that slide will be displayed.
The shortcut menu can also be displayed by clicking the popup menu button,

that appears at the lower left corner of each slide. There is also an
option on this menu to add Speaker Notes.
5. Display the shortcut menu and choose Pointer Options | Pen from the
menu. The mouse pointer changes into a pen.
6. Move the pen on to the slide and click and drag. The pointer draws a line
on the slide. The line is not saved when the show moves off this slide.
7. Hold the <Shift> key down and draw a second line. This key press
produces horizontally or vertically straight lines.
8. Click on the button again and choose Pointer Options | Arrow to return
the mouse pointer to normal. View the rest of the presentation. When the
end of the show is reached, a black screen appears, with the words
.
If this black screen does not appear, select Tools | Options and click the View
tab. Select the End with black slide option, click OK and view the show again.
9. Click once to return to the last view used.

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Driving Lesson 18 - Saving a Presentation

Park and Read
A presentation must be saved if it is to be used again. There are two main ways
to save: Save to save a new presentation or to update changes made to an
existing one, Save As to save a presentation under a new name, or to a
different location or in a different format.

Manoeuvres
1. The presentation created earlier is now going to be saved. Select File |
Save from the Menu Bar (the Save button, , can also be used).
2. From the dialog box, choose My Documents from the Places Bar (if not
already there by default).
3. Double click on Ecdl, then on 6 Presentations.

4. In the File name box, type in My Product.

Places Bar

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Driving Lesson 18 - Continued

5. Click on the drop down arrow at the right of the Save as type box to see
the different formats available, including: text format Outline/RTF (*.rtf),
Design Template (*.pot), earlier versions of PowerPoint, e.g. PowerPoint
95 (*.ppt), graphics formats including JPEG File (*.jpg) and Windows
Metafile (*wmf).

6. Choose the default format Presentation (*.ppt).

7. Click the Save button, .

8. To save the presentation in a different format, or another name, select

File | Save As.
9. The presentation is to be saved as an Outline file. This means that a
presentation saved as an rtf (Rich Text Format) outline can be opened in
various programs such as Word, although any graphic content will be lost.
10. Change the File name to My Outline and from Save as type select
Outline/RTF(*.rtf), then click Save.

11. To make sure that the file has been saved correctly, click the Open
button, , make sure the location where your files are saved is selected
and change Files of type to All Files (*.*).

12. The Outline file should appear as . This icon indicates that
only the text has been saved.
13. Click the Cancel button to close the Open dialog box.

Remember that files can be saved to any folder or to a particular folder that you
have been instructed to use.

To be able to post a presentation to the World Wide Web, select File | Save as
Web Page to save the presentation in the correct format.

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Driving Lesson 19 - Closing a Presentation

Park and Read
To clear the screen and begin working on a new presentation, the current one
can be closed. If the presentation has not been previously saved, or if it has
been modified in any way, a prompt to save it will appear.

Manoeuvres
1. With the presentation from the previous on screen, select File | Close.

2. If no changes to the presentation have been made since it was saved in

the previous the presentation will close immediately.
3. If any further changes have been made to the presentation, there will be a
message asking if the new version of the presentation is to be saved, e.g.
Do you want to save the changes you made to My Product.ppt? Click
on No. The presentation now closes without saving.
4. A blank PowerPoint screen is now shown, ready to start a new
presentation, open an existing one or close PowerPoint.

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Driving Lesson 20 - Opening Presentations

Park and Read
Once created and saved, a presentation can be opened at any time.

Manoeuvres
1. Click the Open button, . This displays the Open dialog box.
2. Check that the Look in box displays the 6 Presentations folder, if not,
click on My Documents from the Places Bar to view the contents of that
folder, then double click on Ecdl and finally on 6 Presentations.

Places Bar

3. The My Product presentation should be listed. Click on it once to select it,

then click on to open the presentation.
4. Move to the Notes page for slide 5. Change This is a notes page to This
is an interesting notes page.
5. Because the presentation has been changed, but a copy of the original is
required as well, use File | Save As to save the presentation as My
Product2, and leave it open.
6. Now open the two presentations called Health and Company, which
should also be in this folder, using the Open button.
7. Change between the open presentations by clicking on their button in the
Taskbar.

8. Practise switching between the presentations, then close all the

presentations without saving.

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Driving Lesson 21 - New Presentations

Park and Read
When creating a new presentation with a Blank Presentation, all that has to
be specified is the type of slide to be used, i.e. Title slide, bulleted text, etc. A
blank slide will be produced, without colours, background, graphics, etc.

Manoeuvres
1. Select File | New to display the New Presentation task pane.

Notice that recently used presentations are listed at the top of this pane and the
quickest way to open a presentation is to select it from here.
2. Under New, click Blank Presentation to start a new, blank presentation.

3. The Slide Layout task pane appears on the right of a Normal View
screen. The first layout Title Slide should be selected by default, Click on
a few other layouts to see how the view in the Slide pane changes.
Finally, click on the Title Slide layout again.
4. A completely blank presentation slide has been created. Text can be
added to the boxes as indicated.
5. Switch to each of the different views in turn to see the effect. From this
position, any aspect of the presentation can be defined.
6. Close the presentation without saving.

Usually, all presentations start with a Title Slide to introduce the presentation.

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Driving Lesson 22 - Creating a Presentation

Park and Read
A variety of ways to create and view a presentation have now been examined.
From this onwards, a presentation will be created using the major features of
PowerPoint.

Manoeuvres
1. Select File | New.

2. At the New Presentation task pane, click on the From Design Template
link.
3. From the list of designs, select a few to see how they appear in the Slide
pane. Finally select the design Ocean (they are in alphabetical order).
4. The first (Title) slide in the presentation has now been created with the
Ocean design applied. Notice how the Status Bar shows Slide 1 of 1.
5. Make sure Normal View is selected.

6. On the Title Slide of the new presentation, click on the area Click to add
title and type the title CIA Training Ltd.

7. Click on the Click to add sub-title area and type A PowerPoint

Presentation.

If it is not possible to complete the remainder of the guide in one session, then
save the presentation, at any time, as CIA, and continue at a later date.

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Driving Lesson 23 - Adding and Deleting Slides

Park and Read
A new slide can be added to the presentation at any time and at any place.
New slides are placed directly after the slide that is currently selected. If
necessary, their position can easily be changed later using the Slides pane or
Slide Sorter View.

Manoeuvres
1. Click the New Slide button, .
2. In the Slide Layout task pane, click on the fourth layout, Title and 2-
Column Text.
3. The new slide, number 2, has now been created with two bulleted
columns of text. The Status Bar now shows Slide 2 of 2.
4. Select Edit | Delete Slide to delete the new slide. Click the Undo button
to replace it.
5. Click to add the title Presentation Agenda. Notice the handles around
the text. These can be used to resize the text area.
6. Click at the top of the first column of text and type The Company.
7. Press <Enter> and type The People. On the next line down, type The
Products.
8. In the second column of text, enter Sales on the first line, Drawing on the
second and Advert on the third line.

9. Save the presentation as CIA and leave it open.

To position a new slide in a particular place, click between the required slides in
Slides View or Slide Sorter View and then click the New Slide button.

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Driving Lesson 24 - Changing Slide Layout

Park and Read
The layout of a slide can be changed after it has been added to a presentation.

Manoeuvres
1. On slide 2 Presentation Agenda, click and drag the mouse over the text
in the left column to highlight it and then press <Delete>.
2. Repeat this for the text in the right column.

3. To change the type of slide, select Format | Slide Layout.

4. From the Slide Layout task pane, select the Title and Table layout.

5. Double click the table icon to display the Insert Table dialog box.
6. Change the value in the Number of rows
box to 3.
7. Click OK to create the table, then with the
cursor in the first cell type The Company.

8. On second thoughts, a bulleted list would

be more appropriate. Highlight The Company and press <Delete>. Click
exactly on the table border (the pointer becomes a four headed arrow)
and press <Delete> to remove the table.
9. The Slide Layout task pane should still be displayed, select the Title and
2 Column Text layout.
10. Retype the original text - the picture on the previous page should help.
11. Save the presentation and leave it open.

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Driving Lesson 25 - Background Colour

Park and Read
The background colour of specific slides or all slides can be changed. However,
it is preferable not to use too many different colours in the same presentation.

Manoeuvres
1. In Normal View, add two new slides, both Title and Text layout, after
slide 2.
2. Switch to Slide Sorter View and select slide 3.

3. Select Format | Background and open the drop down list at the bottom
of the dialog box.
4. Select More Colors and the Standard tab from the Colors dialog box.
Select a vivid pink from the honeycomb.

5. Click OK. To apply the new background to

slide 3 only click Apply (Apply to All would
change the colour of all slides).
6. In the same way, select slide 4 and change
its background colour to yellow.
7. Delete slide 4 by making sure it is selected
and then pressing <Delete>.
8. Delete slide 3 and close the presentation,
saving the changes.

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Driving Lesson 26 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the My Product2 presentation (saved in Driving Lesson 20) and

view it on screen in Slide Sorter View.
2. Create a new Title Only slide after slide 15, with the title Special
Features.
3. Move slide 9, Public Relations, from its current position to after slide 13,
Distribution.
4. Add the following note to the slide: Notes for slides can be added to
prompt the speaker.
5. Move to slide 1.

6. Run the Slide Show for the whole presentation. At slide 8, draw a straight
line to underline the title, Launch Strategies, using the pen.
7. Change the pointer back to an arrow and move back to the previous slide.

8. Move forward again and note that the line has been removed. View the
rest of the presentation.
9. In Slide Sorter View, insert a new Title and Text slide after slide 10 with
the title Benefits.
10. Close the presentation, saving the changes.

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If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 27 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation CIA Seminar.

2. View the notes page for the first slide.

3. Use the zoom control to change the magnification of the page to 75%.

4. Insert the following text into the notes page area.

Good Morning Ladies and Gentlemen, welcome to Sunderland.
I am (your name) and I will be your speaker for this presentation.
First of all I would like to give you a brief introduction to CIA Training.

5. Use the zoom control to display the whole page.

6. Change to Slide Sorter View and select slide two.

7. Display the slide in Notes Page View and insert the following text:
Since 1985 CiA Training have been successfully delivering classroom
based training throughout the UK.
Every course CiA deliver is uniquely customised to our clients’
requirements. Our aim is to ensure each delegate who attends a CiA
training course receives the benefit of personal attention, which we
achieve by retaining low tutor/delegate ratios.

8. Make sure the option is set to end the presentation with a black end slide.
Switch to slide show view.
9. View the whole show.

10. Save the presentation as CIA Training.

11. Close the presentation.

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If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 28 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Create a New Blank Presentation selecting the Title Slide layout.

2. Click on the title slide and add title text Put Your IT Skills to the Test.

3. Click to add the Subtitle ‘by Your Name’.

4. Insert a New Slide using the Title and Text layout.

5. Click to add the title Introduction.

6. Click to add the following bullet points:

· Basic concepts of IT
· Using your computer
· Managing files
· Word processing
· Databases
· Presentations
· Information network systems
7. Save the file naming it IT Skills.

8. Close the presentation.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 29 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Select File | New and use From AutoContent Wizard on the Task Pane
to create a new Employee Orientation presentation from the Corporate
category.
2. Select to create an on-screen presentation, with the title Welcome.

3. Do not include the date the presentation was last updated, but do include
slide numbers.
4. Save the presentation as Welcome.

5. In the Outline pane, collapse all of the slides to show only titles.

6. Move slide 9 Required Paperwork above slide 8 Other Resources.

7. Expand all of the slides.

8. On slide 6 Benefits Review move Training/educational opportunities

to make it the first point.
9. Insert a new slide with a Title and Text layout at the end.

10. Add a title of Close and enter the following points: Questions and
Refreshments.
11. Change the background colour of all slides to a pale green.
12. Save the changes to the Welcome presentation and close it.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 3
Formatting

By the end of this Section you should be able to:

Apply Formatting, Text Effects and Bullets

Use Undo and Redo

Change Alignment and Spacing

Use Cut, Copy and Paste

Use Animation Schemes and Custom Animation

Apply Headers & Footers

Work with Master Pages

Check Spelling

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 30 - Formatting: Font & Size

Park and Read
The text on any slide can be formatted in a number of ways, including changing
the font, size, appearance, colour, alignment, etc. Many of the normal features
of word processing are available when entering or editing text on a slide.

Manoeuvres
1. Open the CIA presentation and view the Presentation Agenda slide in
Normal View.
2. Click and drag the mouse over the text in the first column to select it.

3. Click on the Font drop down arrow, and choose a

different font from the list.

4. Using the Font Size button, , choose a larger size of font.

5. Click on the Increase Font Size button, .

6. If necessary, change the font size so that each item in the column still fits
on one line.
7. With the text still highlighted, select Format | Font to display the dialog
box (the Font dialog box will probably have different selections made).

8. Choose the Arial Black font and size 28 from the dialog box and click
OK.
9. Leave the presentation open.

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Driving Lesson 31 - Undo and Redo

Park and Read
The Undo and Redo functions can be really useful, for example if something is
deleted by mistake the deletion can be undone. Undo cancels the last action
performed and Redo cancels the Undo action, leaving the presentation as it
was originally.

Manoeuvres
1. Viewing the Presentation Agenda slide, select the text in the second
column.
2. Press <Delete>.

3. To replace the deleted text, select Edit | Undo Clear.

The wording after Undo and Redo changes depending on the action last
performed.
4. To delete the text again, select Edit | Redo Clear.

5. Click Undo, , to replace the text.

6. Click the drop down arrow at the right of the Undo button, to see all
of the actions that could be reversed.

7. Click Redo, , to remove the text again.

8. Undo the deletion.

9. Leave the presentation open.

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Driving Lesson 32 - Applying Text Effects

Park and Read
Various effects such as bold, italic, underline and shadow can be applied to
selected text on a presentation slide. Text colour can also be changed.

Manoeuvres
1. Using the Presentation Agenda slide, select the text in the first column.

2. Click the Bold button, , to see the effect. Try the Italic, and
Underline, , in turn. Shadow is already applied, click Shadow, , to
remove it. Reapply the shadow by clicking .
3. Remove all the effects except the shadow when finished.
4. Text can be offset from its normal position using subscript and
superscript. Add a new Title and Text slide and add the title Text Effects.
5. For the first bullet, type CIATM and for the second bullet
type H2O. Select the letters TM from the first bullet, then
select Format | Font and check the Superscript box then
click OK.
6. Notice how a “trademark” symbol has been created. Now select the 2
from the second bullet and display the Font dialog box again, this time
selecting Subscript before clicking OK.
7. Select all of the text. Click the drop down arrow on the Font Colour
button, , also found on the Drawing toolbar at the bottom of the
screen. The colour box appears.

If the Drawing toolbar is not visible, select View | Toolbars | Drawing.

8. The colours already used or pre-defined as
appropriate to this background are shown. Select any
available colour or click More Colors to choose a
new colour from the honeycomb, then click OK.

9. With the text still selected, select Format | Font.

Select any effects and colours desired. Click OK to see the effect. Note
that some effects cannot be seen properly while the text is still selected.

Text cannot be both Embossed and Shadowed, nor Superscript and

Subscript.
10. Delete this slide from the presentation by switching to Slide Sorter View,
ensuring the Text Effects slide is selected and pressing <Delete>.

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Driving Lesson 33 - Alignment, Spacing & Case

Park and Read
Alignment of the text, spacing and case can be altered to suit the user.

Manoeuvres
1. Using the Presentation Agenda slide in Normal View, select all the text
in the first column.

2. Click on the Center button, and then the Align Left button, , to see
the difference.
3. Select Format | Alignment | Align Right. Try choosing other alignments
from the menu, before reverting back to Left aligned.
4. Text can also be aligned vertically in a text box. Click on the left text box
and select Format | Placeholder. Select the Text Box tab and drop the
Text anchor point list down to display the available options.
5. Select Bottom and click OK to anchor the text to the bottom of the box.
Click the Undo button to revert the alignment to the Top (the default).
6. Select Format | Line Spacing. The dialog box appears.

7. Change the Line Spacing to 2 lines, either by typing in the box or clicking
on the up arrow button until the spacing reads 2.
8. Click on OK. The lines of text are now double spaced.

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Driving Lesson 33 - Continued

9. Change the line spacing back to 1.

10. Change the spacing both Before and After paragraph to 0.5 Lines by
typing in the appropriate boxes.
11. Click OK and notice the difference in how the text is spaced compared to
the other column.
12. With the text in the second column selected, choose Format | Change
Case.

13. Select UPPERCASE | OK. The text will now be all in upper case.
14. Select Format | Change Case | lowercase | OK.
15. Select Format | Change Case | Title Case | OK. The text is back to its
original format.
16. Practise changing the alignment and spacing.
17. Change the text in both columns back to normal (left aligned, single line
spacing, 0.2 lines before paragraph and 0 lines after paragraph).

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Driving Lesson 34 - Bullets

Park and Read
Text in a list is usually bulleted; the type, colour and size of the bullet can be
changed. Bullets can also be selected from a grid containing all the symbol
characters associated with different fonts.

Manoeuvres
1. With the text in the first column of the Presentation Agenda slide
selected, select the Bullets button, , to remove the bullets. Click on the
button again to reapply them.
2. Select Format | Bullets and
Numbering. The Bullets and
Numbering dialog box appears.
3. Choose a different bullet from the
options, select a different colour and
size, then click on OK.
4. The bullets will have changed.
Select Format | Bullets and
Numbering again and practise
changing bullet types, by clicking
the Customize button and selecting
various characters from the grid. Different fonts can be displayed using
the Font drop down list.
5. With the first column of text selected, display the Bullets and Numbering
dialog box and select the Numbered tab.
6. To number the text, select any 1,2,3
option (an example is shown
opposite) and click OK.
7. Change the numbering to lower
case Roman numerals, i.e. i,ii,iii.
8. Now reapply any bullet style to the
first column of bullets.
9. Once the bullets in the first column
have been changed, apply the
same bullet style and text formatting
to the second column.
10. Leave the presentation open for the next Driving Lesson.
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Driving Lesson 35 - Cut & Paste

Park and Read
The Cut and Paste commands allow text and other items, such as graphics or
slides to be moved around a presentation from one place to another, quickly
and easily. When an item is cut, it is removed from its original location.

When copied or cut, text is placed in a temporary storage area known as the
Clipboard. Up to 24 cut or copied items can be held on the Clipboard, which is
common to all Windows applications.

Manoeuvres
1. Select Edit | Office Clipboard to display the Clipboard task pane. If it
contains any items, click to delete them.

If any task pane is displayed, the Clipboard can be selected by clicking the
Other Task Panes drop down arrow at the top right of the pane and selecting
Clipboard.
2. Position the cursor in the first line of text on the Presentation Agenda
slide - The Company. Select the word The, press the <Delete> key to
delete the word and then type in Our. Add a space if necessary.
3. Select the first line of text, Our Company. Make sure the selection
includes the space after the text.

4. Click on the Cut button, and the text is removed from the slide and
placed on the Clipboard, where it is represented by an icon.

5. Place the cursor at the end of The Products and press <Enter> to create
a new bullet and empty line. Click on the icon from the Clipboard to paste
the text at the new location.

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Driving Lesson 35 - Continued

Bullets can pose problems when cutting and pasting. Sometimes blank bullet
lines are left behind or created during the process. Press <Backspace> when
on an empty line to remove the line and the bullet.
6. If the text being pasted has a different format to its target location, a Paste

Smart Tag will be displayed, . Click the Smart Tag to see the options.
7. Select the Keep Source Formatting to ensure that the pasted text keeps
the formatting it had when it was cut or copied.

8. Click and drag to select the line The People and click .

9. Open the My Product2 presentation in Normal View and move to slide 5

Product Definition.
10. Place the cursor at the end of marketed and press <Enter>.
11. Click the icon on the Clipboard to paste the text from the CIA
presentation.
12. Click the Smart Tag to see the options and select Keep Text Only to
ensure that the pasted text takes on the formatting of existing text.

Selecting Use Design Template Formatting will ensure that the pasted text
takes on the default formatting of the target slide.
13. Use the Taskbar button to return to the CIA presentation.
14. Change to Slide Sorter View and click on the first slide. Now click on the
Cut button and the slide disappears.

If the Clipboard is not being viewed, the Paste button, , can be used to
paste the last item cut or copied.
15. To reposition the removed slide, place the cursor to the right of the
remaining slide and click on the Paste button.

Remember that Edit | Cut and Edit | Paste are the menu commands, which
can be used instead of the buttons.

Slides can be cut and pasted between presentations in the same way as text.
16. Leave both presentations open.

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Driving Lesson 36 - Copy & Paste

Park and Read
Text, graphics and slides may also be copied. When this action is carried out,
the item stays in its original place and a copy of it is placed on the Clipboard.

An item that has been cut or copied may be pasted any number of times.

Items can be copied within a slide, between slides, or between presentations.

Manoeuvres
1. In Normal View, select Our Company on the Presentation Agenda
slide. Click on the Copy button, . Look at the Clipboard to see that a
copy of Our Company has been placed there, while the original text has
stayed in place.
2. Place the insertion point just after the s of The Products and press
<Enter> to create a new bullet and empty line for the copied text to be
pasted into. Click on the most recent Our Company icon from the
Clipboard to paste the copied text into the slide at the new location.

The Paste button, , can be used to paste the last item cut or copied.
3. If a new line is not started automatically, press <Enter> again to start one
and click the Paste button. The copied text is pasted again.

The Paste Smart Tag, , can appear and be used in exactly the same way
as with cutting and pasting.
4. Delete the last two insertions of Our Company.

5. Use <Backspace> to remove all unnecessary blank bullet lines from the
list. Remove any extra space.
6. Close the Clipboard.

7. Change to Slide Sorter View and click on the title slide, slide 2, the slide
that was repositioned in the last Driving Lesson.

8. Now click on the Copy button, .

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Driving Lesson 36 - Continued

9. To paste a copy of the slide, place the cursor where the slide was
originally (to the left of the first slide) and click on the Paste button, .
10. Use the Taskbar to move to the My Product2 presentation.
11. In Slide Sorter View, place the cursor between slides 1 and 2.

12. Click . The slide copied from the CIA presentation is pasted into this
one. Notice how the current slide design is automatically applied to it.
13. Delete the duplicated slide, number 3.

Text can be copied and pasted between presentations in the same way as
slides.
14. Close the My Product2 presentation without saving.
15. On the Presentation Agenda slide of the CIA presentation, copy the
Sales bullet.
16. Move to slide 1 and place the cursor after the word Presentation.
17. Press <Enter> and paste the Sales text.
18. Undo the paste.
19. Leave the presentation open.

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Driving Lesson 37 - Animation Schemes

Park and Read
Animation can be applied to text and objects on a slide so they appear on the
slide in a variety of different ways, e.g. fly from top, dissolve, etc. Animation
schemes exist with preset animation that can be can be applied in 3 possible
areas: Slide Transition (how does the slide come into the presentation), Title
Animation (how does the title appear on the screen) and Body Animation
(how does the rest of the slide appear).

Manoeuvres
1. Show slide 1, CIA Training Ltd in Normal View. There is no need to
select a particular area as animation schemes apply to the whole slide.
2. Select Slide Show | Animation Schemes to display the Animation
Schemes view of the Slide Design task pane.
3. Make sure the Autopreview box at the bottom of the pane is checked so
that any selected scheme is demonstrated immediately in the Slide pane.
4. In the list of animation schemes find Wipe and
leave the pointer over it. A ToolTip appears
indicating the effects included in this scheme.
5. Click Wipe and the effects of the title fading in
and the text wiping from the left will be displayed in the Slide pane. All
effects are shown, regardless of how they are to be triggered.

6. Click the button to see how the slide will actually appear. The
slide appears immediately and the title fades in, Click with the mouse to
trigger the body text. Press <Esc> to return to Normal View.

Animation properties such as triggers, timings and sound are included in some
schemes but can only be amended by using the Custom Animation feature.
7. Try out some of the other animation schemes but finally select Unfold.
This has a Slide Transition (Push Right) as well as a Title effect (Fly In)
and a Body effect (Unfold).

In Slide Sorter View slides with animation are indicated by a star symbol.
8. Click Slide Show to see how the presentation is affected. Remember to
click with the mouse where necessary to trigger the next text item.
9. Press <Esc> to end the show and return to Normal View. Leave the
presentation open for the next Driving Lesson.

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Driving Lesson 38 - Custom Animation

Park and Read
Custom animation allows effects for individual items to be chosen from 4 areas:

Entrance effects (how an item comes onto the screen),

Emphasis effects (what it does on the screen),
Exit effects (how an item disappears)
Motion Paths (to move an item around a slide).
More than one animation effect can be applied to the same item.

Customising also allows greater control over such details as the timing and
order of the animations, the accompanying sound and the appearance of text
after animation. For any selected effect, all the options can be set from a dialog
box with 3 tabs.

The Effects tab controls the addition of sounds, what happens to the item after
animation and whether text appears all at once, word by word or letter by letter.

The Timing tab controls when an effect is activated - on the click of the mouse
or automatically, how fast the effect runs and whether it repeats.

The Text Animation tab controls how the effects are applied to a bulleted text
list (either to the whole list or by heading/subheading).

Manoeuvres
1. In Normal View make sure the first (Title) slide is selected, then select
Slide Show | Custom Animation. The Custom Animation task pane will
be displayed.
2. The individual animated objects set up by the Animation Scheme for this
slide are listed in the task pane. Click on the Title area of the slide in the
Slide pane at the right of Normal View. The Title area is highlighted on
the slide and in the list.
3. Notice the text areas on the slide have numbered
boxes showing the sequence in which they will
be animated. The sequence is also shown in the
list of animation effects in the task pane. Click on
the Re-Order down arrow to animate the Title
after the text. Click the up arrow to return the
Title to the top of the order again.

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Driving Lesson 38 - Continued

4. Click on the Title 1 line in the effects list to select that particular item.

5. Click the Change button at the top of the pane and select Entrance to
see a list of alternative entrance effects. Try out some of the effects and
then select Spiral In (it may be necessary to select More Effects in order
to find this effect).
6. Click the drop down arrow on the Title 1: line.

7. Select Effect Options to display the dialog box to set all animation
controls for the selected effect. Make sure the Effect tab is selected.

8. Click in the Sound box to display the sounds available to accompany the
animation. Select a sound if required.
9. Click in the Animate text box, and select to introduce the text By word.

10. Select the Timing tab and look at the options available. Change the
Speed setting for the effect.
11. Click OK in the dialog box to preview the effect that has just been
amended.
12. Click the Play button in the task pane to preview all the current animation.
13. Experiment with different effects and settings.
14. Save and close the CIA presentation.
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Driving Lesson 39 - Spell Checking

Park and Read
A presentation can be checked at any time for spelling errors. The spell
checker is the same as that in Word, it will suggest alternatives for words it
does not recognise; these can be accepted or ignored. Words can be added to
the dictionary if desired.

Right clicking on an incorrectly spelled word will display a shortcut menu listing
possible alternatives.

Manoeuvres
1. Open the Marketing presentation (words spelled incorrectly will be
underlined with a red wavy line).

2. Click on the Spelling button, to start the spell checker, or select

Tools | Spelling. The spelling for the whole presentation will be checked.
3. When the Spelling dialog box appears, either click Ignore to leave the
word unchanged or click Change to replace the word. The word can be
replaced by selecting one from the Suggestions list or by typing a new
word into the Change to box.

If necessary, the dialog box can be moved to see the context of the word
before making a selection from Suggestions. Just click and drag the box by its
blue Title Bar.

4. When finished spell checking, click OK (if any mistakes were corrected).
Close the Spelling dialog box, if necessary.
5. Leave the presentation on screen for the next Driving Lesson.

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Driving Lesson 40 - Master Pages

Park and Read
Master pages contain text or graphics that are to be displayed on every page of
a presentation. There are four master pages: Slide, Title, Handout and Notes,
which act as templates, to allow consistent formatting, text and graphics to be
applied to the slides, notes and handouts accompanying the presentation.

Manoeuvres
1. Using the Marketing presentation, select View | Master | Slide Master.
The Title Master and Slide Master are shown in the left pane. Select the
Slide Master (the upper slide) to display it in the main Slide pane.
Anything put on this slide will appear on every slide except the title slide.

2. The position of the Slide Master View toolbar may vary. It can be
dragged out of the way if it obscures the slide.

3. Click the Text Box tool, , on the Drawing toolbar and drag the mouse
to create a text box on the right side of the master slide, across about
three quarters of the width of the slide.
4. Type This text appears on every slide except the first.

5. Select View | Normal. The text entered on to the master slide appears on
every slide, except the title slide. It may be obscured by other material on
the slide - it is always best to create the master slide before adding
material to the individual slides.

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Driving Lesson 40 - Continued

6. View the Slide Master again and click on Click to edit Master title style.
Format the title so that it is centre aligned, in bold and underlined.
7. Return to Normal View - all the slide titles now have this formatting
applied to their titles.
8. Return to the Slide Master and remove the text typed earlier by clicking
on the text to display the text box.
9. Click on the edge of the text box and press <Delete>.

10. To insert an imported object (a picture called Photo from the data files
supplied with this module) to the master slide select Insert | Picture |
From File.
11. In the Look in box of the Insert Picture dialog box, locate the folder with
the supplied data files. Select the picture Photo and then click Insert.
12. If the Picture toolbar appears, close it.
13. Resize the photo by clicking on one of the corners, (the cursor should
change to ), and dragging inwards, until it is about half its original size.
14. Move it to the bottom right corner by clicking in the centre, (the cursor
should change to ), and dragging.

Working with objects in PowerPoint will be covered in more detail in the next
Section.
15. In Normal View, notice that the photo has been copied on to every slide
in the presentation, except the Title slide.
16. To remove the photo, return to the Slide Master slide, click on the photo
and press <Delete>.
17. To change the background colour of all slides, select Format |
Background.
18. Click the drop down arrow at the bottom of the Background dialog box
and select the green square.
19. Click Apply and switch to Normal View to see the change. Because the
change was applied to the Slide Master, all slide backgrounds, apart from
the Title slide, have changed.

If the Slide Master were not being viewed, Apply would only change the
background of the selected slide. It would be necessary to select Apply to All.
20. Close the presentation without saving.

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Driving Lesson 41 - Headers & Footers

Park and Read
Headers and Footers are items of information that appear at the top and/or
bottom of every slide, or notes and handouts. This information usually consists
of the date, the page or slide number and text such as the company name. The
date can be fixed or inserted as a field in a number of different formats.

Manoeuvres
1. Open the CIA presentation.
2. To apply a header and footer
to slide 1 only, select it in
Normal View, then select
View | Header and Footer.
3. Click on the Slide tab if not
already selected.
4. Place a tick in the Date and
time checkbox and select to
update it automatically.
5. Click on the drop down arrow
next to the box displaying the date and choose one of the available
formats. The date will always be updated and always in this format.
6. Place a tick in the Slide number checkbox so that the slide will be
numbered correctly.
7. Choose to have a slide Footer and in the text box type CIA Training Ltd.
8. Click Apply to apply only to the selected slide.
9. Look at slide 2 - there are no headers and footers. Select slide 1 and
select View | Header and Footer.
10. To stop the date updating automatically select the Fixed option from Date
and time and enter a specific date in the adjacent box. This date will
always be shown. Click on Apply to All this time to apply the information
to all of the slides.
11. Select View | Header and Footer, switch to the Notes and Handouts tab
and select to have Page numbers and a Footer of Compliments of CIA
Training. Click on Apply to All to apply this to all the notes / handouts.
12. View the slides in Slide Sorter View, then in Notes Page View to
observe the different footers in each view.
13. Save the presentation and close it.

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Driving Lesson 42 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Marketing.

2. View slide 3, Market Summary, in Normal View.

3. Select the text, Market Past, Present & Future.

4. Change the font and size.

5. Move to the last slide, Pricing in Normal View.

6. Select all the text below the heading.

7. Change the bullets.

8. Cut the line Compare to similar products and paste it at the end as a
new line under the Policies header.
9. Apply an Animation Scheme of your choice to this slide.

10. Insert the photograph 'photo' into the master page. Position it as desired.
11. Apply the footer Sales & Marketing to all the slides.
12. View the alterations.
13. Close without saving.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 43 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Exercise.

2. Format all of the slide titles to change the text style to Arial.

3. Increase the title text size to 48 pt.

4. Change the main bulleted text for each of the slides to 28 pt and make
them bold.
5. Select the subtext on the title page, italicise the text and add a shadow
effect.
6. Using the line spacing option format the bulleted lists on each slide to
have 0.5 line spacing before and after each paragraph.
7. Select slide 2, format the bullets using an arrow character of your choice.

8. Using slide 4 change the bullets to numbers.

9. Use the Undo command to undo the last action.

10. Use the Redo command to restore the numbers.

11. On slide 2 select the text Founded in 1985 and cut it from the list.
12. Paste the text at the bottom of the list as a new bulleted line. Delete any
blank bulleted lines that may remain.
13. Create a new Title and Text slide at the end of the presentation with a
title of History.
14. With the Clipboard task pane open, copy the text Founded in 1985 from
slide 2, the second paragraph from slide 4 and the first paragraph from
slide 5.
15. Paste the last 3 copied items to make 3 bullet points on the History slide.
16. Run the slide show from slide 1.
17. Save the presentation as Exercised and close it.

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If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 44 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation CIA Seminar.

2. Change the size of the title on slide 1 to 48pt.

3. Undo the last action.

4. On slide 2 make the bulleted text bold.

5. Change the line spacing of the list to 1.25 Lines.

6. In Slide Sorter View, copy slide 2 and paste it at the end of the
presentation.
7. Save the presentation as CIA Seminar2.

8. Close the presentation.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 45 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Grange in Normal View.

2. Using Custom Animation, apply an Entrance Effect of Stretch to the

title (Grange Garages). For this and every other animation effect in this
exercise, set the speed to Slow to see the effect more clearly.
3. Select each car manufacturer’s name in turn and apply an Entrance
Effect of Fly in.
4. Apply the Entrance Effect style Dissolve In to the Open Day text box
and the Finance text box.
5. View the slide show. Click the mouse to start each effect.

6. Using the Custom Animation feature again, apply the following effects:
Slide Object Animation Effect Sound
Cars image Spiral In Applause
‘Address’ box Zoom Whoosh
7. Run the slide show.

8. Save the presentation as Open Day and close it.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

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Section 4
PowerPoint Objects

By the end of this Section you should be able to:

Insert and Modify an Organisation Chart

Move, Resize and Copy Objects
Insert and Animate Clip Art
Insert a Picture / Chart
Use Drawing Tools and AutoShapes on Slides
Select, Rotate and Flip Objects
Arrange and Distribute Objects
Change Object Colours
Import Images

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete Revision Exercise(s) at the end of the
section to test your knowledge.
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Driving Lesson 46 - Organisation Charts

Park and Read
Slides in a presentation are composed of various objects which, although easy
to insert, can result in an impressive show. In a company presentation, it is
often a good idea to insert an organisation chart to demonstrate the company’s
structure.

Manoeuvres
1. Open the presentation CIA in Normal View and insert a new slide after
slide 2.
2. From the Slide Layout task pane, scroll down and select the layout Title

and Diagram or Organization Chart, .

3. Add the slide title Company Structure and centre it.

4. Double click to display the Diagram Gallery dialog box. Look at the
diagrams available then select the Organization Chart and click OK.

5. Close down the task pane to give the Slide pane more room.

6. Select Layout on the Organization Chart toolbar and ensure that

AutoLayout is selected (handles should be visible as shown on the
uppermost box above). PowerPoint then controls the positioning of the
boxes and lines and they cannot be manually moved.

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Driving Lesson 46 - Continued

7. Click in the top box and type Brian Brown, press <Enter> and type
Director.

If the colour scheme being used makes text difficult to read, select all the boxes
by clicking and dragging a rectangle around them. The boxes should display
handles as they are selected. Click the Font Color button, , and choose
dark blue from the options. Click OK.
8. Click in the left box and enter Joanne Malone on the first line and
Training Manager on the second line.
9. Make the middle box Katharine Deacon, NVQ Supervisor and the last
box Jean Barker, Office Manager.
10. Click on the box for Joanne Malone and select Insert Shape |
Subordinate from the Organisation Chart toolbar. A new box is created
linked to Joanne’s. Click in the new box and enter Andrew Wilson,
Trainer. Change the Font Color for the new boxes if required.
11. Add another subordinate to Joanne Malone named Michael Jones,
Trainer. Add a subordinate to Jean Barker named Lynsey Lightfoot,
Clerk.
12. Jean Barker also has an assistant, Use Insert Shape | Assistant to add
the box then enter the details Neera Singh, Accounts. Select Slide
Show | View Show to see the following chart.

13. Press <Esc> to return to Normal View, then save the presentation and
leave it open.

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Driving Lesson 47 - Modify Organisation Chart

Park and Read
It may be necessary to move or resize an object after placing it on a slide. All
objects can be resized or repositioned so that they occupy the correct amount
of space and position.

Manoeuvres
1. With slide 3 in Normal View, select the organisation chart by clicking on it
once. Handles and a border should appear around it.

2. Move the mouse pointer over the chart border, click and hold the mouse
button down. Drag the chart around the slide (a dotted outline of it should
be visible). Release the mouse button.
3. On the Organization Chart toolbar select Layout | Scale Organisation
Chart. The chart handles change to white circles. Click and drag the
handles (the mouse pointer will change to a double headed arrow when
over a handle) to resize the chart area.
4. Jean Barker has left and been replaced by Eileen Dover. Select the text
Jean Barker in the box and replace it with Eileen Dover.
5. Katherine Deacon has left and not been replaced. Click on the edge of the
box with her name (make sure the handles appear) and press <Delete>.
6. Select Layout on the Organisation Chart toolbar and deselect
AutoLayout. Click the edge of any box (the handles are now white
circles) and drag it to a new location. Select AutoLayout again and all
boxes will revert to their original positions.
7. Save the presentation and leave it open.

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Driving Lesson 48 - Inserting Images

Park and Read
PowerPoint has a useful Clip Gallery, where images and symbols can be
chosen for insertion on a presentation slide.

Because of the large number of graphics included with Office XP, some of them
are stored on the CD. If graphics used in the following Driving Lessons are
unavailable, either insert the CD, or replace the specified graphic with an
alternative. Graphics from other programs can also be incorporated into
presentations - providing that they can be imported.

Manoeuvres
1. Using the presentation from the previous Driving Lesson, view slide 3 in
Normal View and use the New Slide button to insert a new slide 4.
2. From the Slide Layout task pane, scroll down and select a layout named
Title, Text and Clip Art.
3. Add the slide title An Example Of Clip Art and centre it.

4. Double click in the position indicated to add Clip Art. The Select Picture
dialog box is displayed. The contents of the gallery will vary depending on
installation and there may be a delay as the images load.
5. Any picture could be selected or specific
searches can be made. Enter cars in the
Search text box and click Search. Only
pictures that meet the search criteria are
displayed.
6. Select any picture from those displayed then
click OK.
8. The picture is now inserted on the
presentation slide (the Picture toolbar may
be displayed). The picture will probably
already be selected, i.e. have handles visible.
If not, click once on it to display the handles.

9. Practise resizing the picture by clicking and dragging on the handles. Click
and drag the corner handles to maintain the correct proportions of the
picture.

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Driving Lesson 48 - continued

10. Hold down the <Ctrl> key and then click and drag one of the handles.
This time, the picture is resized about its centre.
11. Practise moving the picture. Hold down the <Shift> key as the picture is
dragged to move the image either horizontally or vertically.

12. Select the picture and click on the Copy button , then Paste, , to
create another copy of the picture on the same slide.

The manner in which images are pasted or inserted depends on the setting of
the Automatic Layout option. If the option is on, the layout of the slide will be
adjusted to include the new image. If the option is off, the new image will be
superimposed on the existing layout. The option is controlled from Tools |
Autocorrect Options or from the Smart Tag .
13. To delete the copied picture, click on it and then press <Delete>.
14. To move the original image to another slide, select the image and click on
the Cut button, .

15. View slide 2 and click on the Paste button, , to place the image on
this slide.
16. Delete this slide from the presentation by switching to Slide Sorter View
and selecting Edit | Delete Slide.
17. View the third slide in Normal View and from the menu select Format |
Slide Layout. Select the Title Only layout and change the slide title to
New Clip Art.
18. Now click on Paste to paste the picture on to this slide.
19. Open the Company presentation and view slide 1 in Normal View.

20. Click to paste the image to this presentation.

Images can be copied or moved between presentations in this way.

21. Close the Company presentation without saving and leave the CIA
presentation open for the next Driving Lesson.

Clip Art can be added to any slide layout using Insert | Picture | Clip Art and
selecting to view the Clip Organizer. Copy and Paste will be required to insert
the pictures onto the slide.

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Driving Lesson 49 - Animating Images

Park and Read
Animation effects have been applied to text earlier, but they can also be applied
to images.

Manoeuvres
1. With slide 3 of the presentation on screen select the clip art image by
clicking on it.

2. To animate the image, select Slide Show | Custom Animation.

3. Click the Add Effect button in the Custom Animation task pane and
select the Entrance option.
4. Select the Crawl in effect (it may be necessary to select More Effects
and click OK first).
5. From the boxes in the Custom Animation task pane select a direction of
From Right and a speed of Very Slow.

Animated Item

6. Click the Play button to see the effect.

7. To change the animation effect, select the Animated Item from the list,
click the Change button and make a new selection. Click Play to see the
effect.
8. Save the presentation and leave it open for the next Driving Lesson.

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Driving Lesson 50 - Charts

Park and Read
PowerPoint has the ability to create and insert charts.

Manoeuvres
1. Create a new slide at the end of the presentation. Scroll down the Slide
Layout task pane to find the Title and Chart layout. Click to select it.
2. Enter the slide title Chart and double click where indicated on the slide to
insert a chart.

A chart can be inserted on to a slide with a different layout by, clicking the
Insert Chart button, , on the toolbar.
3. Microsoft Graph then starts, displaying a new menu and toolbar and a
sample datasheet on the screen. A sample chart, based on the datasheet
is also shown on the slide.

4. This datasheet can be edited to the user's specification by changing

figures, titles, etc. Rows and columns can be added or removed. In the
datasheet, click on the word East and overtype it with Word.
5. Replace West with Excel and North with Access then press <Enter>.

6. Select Chart | Chart Type to display the Chart Type dialog box.

Alternatively, clicking on the drop down arrow of the Chart Type button, ,
on the toolbar, will display a reduced list of available types from which to
choose.

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Driving Lesson 50 - Continued

7. From the Standard Types
tab, click on each chart type
in turn. A list of each chart’s
sub-types is displayed on the
right hand side. Preview how
the chart will appear by
selecting a sub-type and
holding down the

button.
8. Select the first sub type of
the Column chart and click
OK.
9. Click on the slide, away from
the chart datasheet, to place
the chart on the slide.
10. Double click on the chart to edit it. If the datasheet is not visible click on
the View Datasheet button, . Change the Word figures for the 1st
Quarter from 20.4 to 40. Observe the change, which is reflected
immediately in the chart.
11. Close the datasheet by using its Close button or click the View
Datasheet button.
12. There are various buttons on the Chart toolbar used for changing the
appearance of a chart.

Category Axis Gridlines Legend

Value Axis Gridlines

13. If the chart does not have vertical (Category Axis) gridlines, add them by
clicking on the button or by selecting Chart | Chart Options |
Gridlines and selecting an option from the dialog box. Click OK.
14. Position the mouse pointer somewhere over the chart. A ToolTip will
appear to indicate which feature of the chart is selected. Use this method
to locate the Plot Area, which is the back wall of the chart, not on a
gridline.
15. Double clicking on any part of the chart displays the formatting dialog box
for that area. With the Plot Area selected, double click to display the
Format Plot Area dialog box.

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Driving Lesson 50 - Continued

16. Change the colour of the area by clicking on a pale yellow square from the
selection of colours on the right side of the dialog box and clicking on OK.
Experiment with other back wall colours and use some of the available Fill
Effects.
17. Use the ToolTip to locate the Word data series (any of the data columns
for Word). Right click and select Format Data Series to display the
Format Data Series dialog box. Change the colour of the columns to red
or some other suitable colour.
18. Double click on the horizontal axis to display the Format Axis dialog box.
Click on the Font tab and change the font to Times New Roman in Bold
Italics. Click on OK.
19. At the end of the presentation insert a new Chart slide with the title Bar
chart and double click to add the chart.
20. Select Chart | Chart Type and the first Bar chart
sub type on the second line.
21. Click OK and click to place the chart on the slide.
22. Insert another new Chart slide at the end of the
presentation. This time change both the title and
chart type to a Line chart (first sub type).
23. Place the chart on the slide.
24. Create a final chart on a new slide, this time
selecting a Pie chart (second sub type) and
change the slide title as appropriate. Place the
chart on to the slide.
25. Using the methods learnt in steps 14 to 18,
change the colour of the Plot Area of the Bar
chart to pale yellow, of the Line chart to pale
green and of the Pie chart to lilac.
26. From the Slides pane in Normal View, click on the Bar chart slide to
select it and then hold down the <Shift> key.
27. Still holding down <Shift>, click on the Pie chart slide. The three chart
slides are now selected.
28. To delete these new slides, press <Delete>.
29. Save the changes to the presentation.
30. Leave it open for the next Driving Lesson.

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Driving Lesson 51 - Drawing & Objects

Park and Read
The Drawing toolbar allows drawings to be made directly on to a slide. The
Drawing toolbar can only be displayed in Normal View and Notes Pages
View. The buttons relating to drawing are:

Select Objects Insert WordArt

Text Box Fill Color

AutoShapes Line Color

Line Font Color

Arrow Line Style

Rectangle Dash Style

Oval Arrow Style

3D Shadow

Objects can be drawn by clicking on the appropriate button and then clicking
and dragging on the slide. All objects have handles, similar to clip art, that can
be used to reshape and re-size the drawing.

Manoeuvres
1. Using the CIA presentation, create a new, Title Only, slide after the
existing slides and enter the title Drawing.
2. Select View | Toolbars to display the Drawing toolbar (usually along the
bottom), if it is not already on view.

3. Click on the Line button, , then click and drag a line on the slide.

4. In a similar way, draw a rectangle anywhere on the slide.

5. To draw a freeform line, click , then select Lines and click

Freeform, . Click and hold down the mouse and drag to create a
curving line.
6. Double click to complete the freeform line.

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Driving Lesson 51 - Continued

7. Practise drawing lines, rectangles, arrows and ovals (ellipses).

Holding down <Shift> while drawing an oval will create a circle or, while
drawing a rectangle, will produce a square.
8. Click on an oval.

9. Click on the drop down arrow on the Fill Color button, . Choose a
different colour from the options. Change the line colour by clicking on the

drop down arrow on the Line Color button, and selecting a colour.
10. Now select a rectangle, then click the Shadow
Style button, .
11. From the grid displayed, use Tooltips to find
Shadow Style 4.
12. Click the button to apply the shadow.
13. Move the rectangle - the shadow moves with it.
14. Click on a line and change its thickness by
clicking on the Line Style button, and
choosing from the one of the options.
15. With the line still selected, click and drag to move it around on the slide.

16. Change the line to an arrow by selecting it and clicking Arrow Style, .
17. Choose the Arrow Style 3 option.
18. The start and end style of arrows
can be changed. Make sure the
arrow line is selected and click
again. Select More Arrows.
19. From End style within the Arrows
area, choose the Oval Arrow.
20. Click OK to apply the style to the
arrow, then leave the presentation
open for the next Driving Lesson.

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Driving Lesson 52 - Rotate or Flip Objects

Park and Read
Any drawn object can be rotated or flipped.

Manoeuvres
1. On the Drawing slide select AutoShapes | Basic Shapes.
2. Click on the Heart shape, then click and drag on the slide to draw a heart.
As well as the white sizing handles each object has a green Rotate
handle.

Rotate Handle

3. Move the mouse pointer over the Rotate handle of the heart and click and
drag. The object rotates about the centre.
4. Try rotating the object whilst holding down <Shift>. The object rotates in
fixed steps of 15 degrees.
5. Try rotating the object whilst holding down <Ctrl>. The object pivots about
the opposite sizing handle.
6. Select Draw | Rotate or Flip | Free Rotate from the Drawing toolbar.
The single Rotate handle disappears and all corners of the object become
Rotate handles and can be manipulated as above. Click away from the
object to switch off these handles.
7. Select or draw an oval.

8. Rotate the oval so it is at an angle, like in the diagram below:

9. To flip the oval, select Draw | Rotate or Flip | Flip Vertical.

7. Try rotating and flipping some other objects. Flipping symmetrical objects
such as circles and squares will not produce any visible effects. Leave the
presentation open for the next Driving Lesson.
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Driving Lesson 53 – Move, Resize & Copy

Objects
Park and Read
Click and drag an object to move it around a slide, or cut and paste it to move it
between slides, or to a different presentation. Click and drag the handles of any
object to change its size. Objects can also be copied within a presentation or to
another one.

Manoeuvres
1. Move to the Chart slide and click once on the chart to select it. To resize
the chart, click on the top right handle. Click and drag inwards to reduce
the size of the chart.
2. Use the same handle to click and drag outward until the chart is its
original size.
3. Click in the centre of the chart and drag it to a new position on the slide.

4. Move it back to its original position.

5. With the chart still selected, click to remove it. Open the Company
presentation and create a new blank slide at the end.

6. To move the chart to this presentation, click .

7. The chart should be selected, if not click on it once. Press <Delete> to
delete it.
8. Use the Taskbar to move to the CIA presentation and the Chart slide.

9. Click to replace the chart in its original position.

10. Now click to duplicate the chart (notice the original is untouched) and
move back to the Company presentation.
11. Paste the chart again, then delete it and move back to the CIA
presentation. Select the Drawing slide and select any square/rectangle.
12. Resizing and moving is the same for all objects. Click and drag a corner
handle outward to make the object bigger.
13. Drag it around the slide and then replace it in its original position.

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Driving Lesson 53 - Continued

14. With the object selected, click the Cut button, , and move to the
Company presentation.

15. Click to paste the drawn object.

16. Select and then delete the object in the same way as deleting a chart.
17. Move back to the CIA presentation and the Drawing slide. Select any
drawn object.
18. Copy it, then paste it into the blank slide at the end of the Company
presentation.
19. Close the Company presentation without saving.
20. Leave the CIA presentation open.

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Driving Lesson 54 - Arranging Objects

Park and Read
Objects on a slide can be thought of as pieces of overlaying paper; they
sometimes overlap, covering important information. The order of objects can be
changed if necessary, by moving them backward or forward.

Manoeuvres
1. Using the Drawing slide, click on any object. Press <Shift> and select
another object. Both objects should now be selected and any formatting
will be applied to both objects. Click and drag a corner handle on one of
the objects, both objects will be equally resized. Click away to deselect
them.
2. Click on the Select Objects button, . Click and drag around a few
objects. A dotted rectangle appears until the mouse button is released.
Any shapes wholly within the rectangle will be selected.
3. Move one shape slightly to the left - all of the selected objects move. Click
away from the objects to deselect them.
4. Arrange several of the objects on the slide so that they are on top of each
other.
5. Select the object that is on top of the others. Click on the Draw button and
point to Order.
6. Select Send to Back from the list displayed. The object will now be under
the others.
7. Select Draw | Order | Bring to Front to bring the object back to the top.
8. Practise using the Back/Front and Forward/Backward options within
Draw | Order to rearrange objects. Notice the difference between bringing
an object forward and bringing it to the front.
9. Delete all objects on the slide and draw a square, a circle and an oval.
Move them to random positions similar to that shown below.

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Driving Lesson 54 - Continued

10. To align the objects to the top of the slide, first select them all.
11. Select Draw | Align or Distribute and make sure that Relative to Slide
is selected.
12. Select Align Top from the Draw | Align or Distribute menu. All the
objects are aligned with the top of the slide.

If Relative to Slide had not been selected, the objects would be aligned with
the top edge of the highest of the objects.
13. To align the objects to the right, select Draw | Align or Distribute | Align
Right. The objects are now on top of each other because they have not
been distributed.
14. Select Draw | Align or Distribute | Distribute Vertically. The objects are
distributed evenly over the vertical edge of the slide.
15. Use the Align or Distribute command to align the objects to the left of
the slide.
16. Now align them at the bottom of the slide and then distribute them
horizontally.
17. Finally, use Align Middle to line up the objects across the middle of the
slide.
18. Click away from the objects to deselect them.
19. Leave the slide on screen.

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Driving Lesson 55 - Colours and Lines

Park and Read
Drawn objects (including text boxes) can have the colour of their lines and fills
changed. The style of the line may also be changed.

Manoeuvres
1. To begin changing the lines and fill colours, either double click on the
object to be formatted or right click and select Format AutoShape. Using
the Drawing slide from the previous Driving Lesson, double click on any
of the objects on the slide.
2. The Format AutoShape dialog box appears with the Colors and Lines
tab to the front. Click on the Fill box to reveal the drop down menu. Select
a colour.

3. Change the Transparency setting to 50%, ether by using the slider or the
value box, then click on OK. Move the object over the title, Drawing - the
text should be visible underneath the shape.
4. Drag the object away from the title and double click on the object again
and drop down the Fill colours again.
5. Select Fill Effects and view the various effects available from each of the
tabs before choosing one of the available Texture options.
6. Click on OK to return to the Format AutoShape dialog box.

7. Change line type, colour, style, weight and dash effects then click on OK.

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8. Leave the presentation on screen for the next Driving Lesson.

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Driving Lesson 56 - Importing Images

Park and Read
Images can be imported into PowerPoint from other files.

Manoeuvres
1. Using the presentation CIA, create a new blank slide at the end of the
presentation ready to accept an imported picture.
2. To import an image from a file, select Insert | Picture | From File.

3. The file called Grapepicking can be found in C:\My Documents\Ecdl\6

Presentations, click on the name.

The Insert Picture dialog box can appear in many different views, which can
be selected using the Views button, . The view shown here is Preview.
4. Click Insert.

5. The image should be placed on the new slide and can then be enlarged
and repositioned by clicking and dragging, the same as any other object.
6. Save the presentation and close it.

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Driving Lesson 57 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Kittens.

2. Select slide 1 and apply an Animation Scheme of Elegant.

3. Select slide 2 and flip the picture of the cat vertically.

4. Select slide 3 and flip the picture of the cat horizontally.

5. Select slide 4 and select the map. Format the map object to have a blue,
4.5pt, double line border around it.
6. Select slide 5 and select all three objects at the bottom of the slide.
7. Reduce the size of all the objects by the same amount.

8. Align the three objects with the bottom of the slide and distribute them
evenly across the slide.
9. Run the slide show.

10. Save the presentation as Kittens2.

11. Close the presentation.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 58 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Using a new, blank presentation, start a new slide based on an

organisation chart, with the title Little Town F.C..
2. Create the chart below:

3. Now modify it to produce this chart layout:

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Driving Lesson 58 - Continued

4. Create a new slide based on a Blank layout.

5. Select Insert | Picture | Clip Art and select a picture from the Clip
Gallery.
6. Place it on the slide. Insert a second image.

7. Copy and paste one of the images, within the same slide.

8. Resize one of the images.

9. Create another new slide based on a Chart.

10. Give it a title and then double click on the chart icon to enter Microsoft
Graph.
11. Using the information in the datasheet, create a pie chart.
12. This chart is not appropriate for the data. Change the chart type to a
Clustered column with 3-D visual effect.
13. Change the colour of the chart walls (Walls) to light blue and the area
around the chart (Plot Area) to green.
14. Change the colours of the three data series to any colour scheme
desired.
15. On a new blank slide import the image with the filename Pyramid. Re-
size as required.
16. Create another new blank slide and produce some drawings using the
features on the Drawing toolbar.
17. Save the presentation as Examples and close it.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 59 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Create a new blank presentation using the Title and Table layout.

2. Insert the title Victoria’s Wine Sales - Table.

3. Insert a table with 5 columns & 4 rows.

4. Enter the information shown below into the table. Use the <Tab> key to
move to the next cell when the data for a cell has been entered. Use
<Tab> with <Shift> held down to move back one cell. Click in any cell to
edit the data there:
January February March Total
Red 120 112 143 375
White 280 247 228 755
Rose 98 90 87 275

5. Change the column widths if necessary to achieve the appearance above.

Click and drag the borders between the columns to do this.
6. Click away from the table to place it on the slide.

7. Create a new Title and Chart slide, where a column chart is to be

created. Enter the title Victoria's Wine Sales - Chart.
8. Using the data in the table above, retype the figures into the datasheet.
Do not include the Total column, but replace it with the following figures
for April: Red 172, White, 250, Rose, 103.
9. Click away from the chart to place it on the slide.

10. Save the presentation as Wine Sales.

11. Close the presentation.

PowerPoint XP 99 © CiA Training Ltd 2003

Module 6 Presentation ECDL
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If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.

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Driving Lesson 60 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Create a new presentation using the Title Only layout.

2. Add the title Office Layout.

3. Draw a large rectangle underneath the title and change the fill colour to
represent the floor.
4. Draw an oval that covers the title and order so that the text can be seen.

5. Change the fill colour of the oval to dark blue.

6. Change the text colour to white.

7. Select Autoshapes | More AutoShapes to open a task pane containing
many small clip art images, including some which can be used for creating
room layouts.
8. Create an office layout according to the following instructions. Moving,
rotating and resizing of objects will be required.
9. Place a desk along the west (left) wall of the office.

10. Place a chair next to the desk.

11. Insert a 3-seater couch and a circular table and place in the top right hand
corner of the room.
12. Add a door swing in the middle of the south wall of the room and a file
cabinet in the middle of the north wall.
13. Insert a plant on the round table and a telephone and PC on the desk.
14. Select the rectangle and add a 3pt black line.
15. Save the presentation as Layout.
16. Close the presentation.

An example Office Layout is shown in the answers at the back of the guide.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.
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Section 5
Slide Shows

By the end of this Section you should be able to:

Select the Correct Output Format

Set up a Slide Show

Apply Slide Transitions and Timings

Run the Presentation

Print Slides, Presentations and Handouts

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Driving Lesson 61 - Output Format

Park and Read
A presentation can be given using different methods, such as on an overhead
projector, an on-screen show, on 35mm slides, or just as handouts for the
audience. The output format should be selected before the presentation is run.

Manoeuvres
1. Open the presentation Health. The presentation is to be shown on an
overhead projector. Select File | Page Setup.

2. The presentation is currently set up as an On-

screen Show. Click on the drop down list for
Slides sized for.
3. Select Overhead and click OK.

The 35mm Slides option converts the slides to the

correct size before sending the presentation to have
the 35mm slides produced commercially.
4. Select File | Page Setup and change the size setting to A4 Paper and
click OK. This would be used to print handouts of the slide show.
5. From the Page Setup dialog box, change the size to Letter Paper.

6. Click OK. The slide image changes slightly to indicate how it would look
when printed on Letter size paper.
7. From the Page Setup dialog box, select the Custom size option. The size
of the slide can now be defined using the Height and Width boxes. Set a
height of 20cm and a width of 10cm and click OK to see the effect.
8. Now change the format back to On-screen show and Slide Orientation
to Landscape. Leave the presentation open.

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Driving Lesson 62 - Slide Design

Park and Read
The design chosen when the presentation was first created can be changed at
any time. The new design is applied to all the slides in the presentation. The
slide setup, e.g. the slide orientation may be changed, as well as the orientation
of the Notes Pages, Handouts and Outlines.

Manoeuvres
1. Using the presentation Health, with the first slide in Normal View, click on
the Slide Design button , , from the Formatting toolbar.

Alternatively, selecting Format | Slide Design will also display the Slide
Design task pane.
2. From the Slide Design task pane, move the pointer over the sample
designs. A ToolTip will display the design name. Choose the Balloons
design (use any other design if this is not available).
3. The slide design will change to Balloons (it may take a little while for all of
the colours to be updated). View the slides in Slide Sorter View to check
that all the slide designs have been changed.
4. To change the design again, select Competition from the available
designs.
5. To change the orientation of the slides in the presentation, select File |
Page Setup.
6. Select Portrait for Slides Orientation, then click OK. The slide
orientation changes.
Landscape Portrait

Within the Page Setup dialog box there is also an option to separately change
the orientation of the Notes, handouts and outline pages.
7. Return the slide orientation to Landscape.

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Driving Lesson 63 - Setting up a Slide Show

Park and Read
The following Driving Lessons demonstrate how to set up the show, with
transitions and timings, etc.

Manoeuvres
1. With the Health presentation in Normal View and the Slide pane on the
left, select Slide Show | Set up Show. The following dialog box appears.

2. Make selections in the dialog box opting for Show type set to Presented
by a speaker, Show slides set to All and Advance slides set to
Manually.
3. Click on OK.

4. Select either Slide Show | View Show or View | Slide Show, to start the
slide show with the first slide in the presentation. This would not
necessarily be slide 1 if a range of slides had been specified in Show
slides.

Clicking the Slide Show button, , will start the slide show from the currently
selected slide whereas View Show menu command always starts with slide 1.
5. Click the mouse to move to the second slide. Use the mouse to draw on
this slide.
6. Move through the rest of the slide show and at the end, click to exit and
return to Normal View. Leave the presentation open.

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Driving Lesson 64 - Slide Transition

Park and Read
A transition is a special effect that controls how one slide changes to the next.
It refers to the whole slide whereas animation applies to the individual text or
objects on a slide.

Manoeuvres
1. In Normal View, click on the Title slide of the Health presentation.

2. Click on the button, to open the

Slide Transition task pane, or use Slide
Show | Slide Transition.
3. Scroll down the list of transition effects shown
in the task pane. Make sure the AutoPreview
box is checked and pick any effect. A
demonstration of the effect is shown.
4. Try using some of the other effects to see
what they do.
5. Select the effect Newsflash, click on the
speed Medium, select some sound if required
and make sure the On mouse click box is
checked. The Title slide now has its transition
effect defined and has a star symbol next to it
in the Slides pane to indicate this.
6. Click on the second slide and choose a
different transition from the list.
7. Apply transition effects to the rest of the slides
(use Apply to All Slides if the same
transitions are to be used on each slide).
8. Select the first slide then click on the Slide Show button to run the slide
show. Click the mouse button to move from one slide to the next.
9. Select the first slide in Slide Sorter View.

10. To change the transition, select the Wedge effect from the Slide
Transition task pane with a Medium speed and select to Apply to All
Slides.
11. Run the slide show to see the new effects.
12. Save the presentation as Transitions and close it.
© CiA Training Ltd 2003 106 PowerPoint XP
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Driving Lesson 65 - The Presentation

Park and Read
Assume that the CIA Training Ltd. presentation is now complete. All that
remains now is to practise slide navigation and then to print the slides,
handouts and notes, etc.

Manoeuvres
1. Open the CIA presentation.

2. The slides in the presentation are to be advanced manually using the

mouse button. Alter the settings in the Set Up Show dialog box so that
the slide timings are disabled.

3. The Slide Show button, , starts the slide show from the currently
selected slide. To start the presentation with the third slide, missing out
slides 1 and 2, select the third slide before clicking to start the slide
show.
4. Press <Esc> to end the show. Slide 5 is not to be viewed during this
presentation, hide it by selecting the slide first and then clicking on Slide
Show | Hide Slide. Notice the icon in the Slides pane, .
5. Run the show from slide 1 and notice that slide 5 will not appear.

6. To view slide 5 in future presentations, select the slide, then select Slide
Show | Hide Slide to switch off the feature.

Initially, the presentation should run in slide order. The slide navigation tools
(accessed by right clicking during the slide show) are mainly used for
answering questions put to the presenter that require the displaying of non-
adjacent slides.
7. Run the show again from slide 1, but do not move on.

8. Move the mouse pointer to the bottom left hand corner of the slide and
click the button which appears to display the popup menu.
9. View the menu options and select Go then Slide Navigator. A dialog box
will open, displaying a list of the slides in the presentation.
10. Select the slide 5. Drawing then Go To. The show will jump to that slide.
11. Display the popup menu again, and explore the other options.
12. Exit the show by pressing <Esc> and leave the presentation open.

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Driving Lesson 66 - Printing

Park and Read
PowerPoint can print out slides, notes pages, outlines and handouts in various
formats. When printing slides, there is the choice of whether to print All the
slides, just the Current slide or just the specified Slides.

Manoeuvres
To preview the slides before printing, change to Slide Sorter View.
1. In any view, select File | Print.
The Print dialog box appears.
2. Check that the printer is ready to
print. If the printer shown at the
top of the dialog box is incorrect,
click on the Printer Name text box
and select the correct one.
3. From Print what, select Slides.
From Copies and Print range
respectively, opt to print 1 copy of
All slides, then click on OK.
4. To print two copies of a single
slide, select slide 1.
5. Select File | Print and from Print range select Current slide. Select 2
from Number of copies and click OK.
6. To print slides 2 to 4 only, select File | Print and from Print range select
Slides. Type 2-4 in the Slides box and click OK.
7. Select File | Print. From Print what select Handouts. The Handouts
section of the dialog box becomes active. Set Slides per page to 4.
8. Notice that there are also options to print the handouts horizontally or
vertically. Click OK.
9. Select File | Print and use the Print what box to print Notes Pages and
then Outline View.

If you do not have access to a printer the presentation can be printed to a file
instead. Select File | Print and check Print to file. Click OK and enter a File
name in the Print to File dialog box. Click Save.
10. Close the presentation saving the changes.

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Driving Lesson 67 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Company.

2. Apply a design of your choice to the slides.

3. Change the orientation to portrait.

4. Set up and run the slide show.

5. Apply a different transition to each slide.

6. Print one of the slides.

7. Start the presentation on the second slide, with the last slide hidden.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
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Driving Lesson 68 - Revision

This covers the features introduced in this section. Try not to refer to the
preceding Driving Lessons while completing it.

1. Open the presentation Kittens.

2. Apply a different transition effect to all of the slides.

3. Run the slide show.

4. Print out the current slide.

5. Print out handouts showing 4 slides per page.

6. Save the presentation as Cats.

7. Close the presentation.

8. Close PowerPoint.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide.
© CiA Training Ltd 2003 110 PowerPoint XP
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Answers
Driving Lesson 8
Step 1 AutoContent Wizard, Design Template and Blank presentation.
Step 2 A toolbar contains buttons which are used to access the most common
menu commands.
Step 3 Project Overview, Reporting Progress or Status and Project Post-
Mortem.
Step 4 Preferences are basic option settings.

Driving Lesson 9
Step 15 This will vary between computers but typically 6 or 8.
Step 16 There are 12 items on the full Slide Show menu.

Driving Lesson 10
Step 5 a) New Slide
b) Print
c) Open
d) Save
e) New
f) Microsoft PowerPoint Help

Driving Lesson 60

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Glossary
Alignment The arrangement of text or objects in relation to the
slide or text box, e.g. left, centre, right, top, bottom.

Animation Special effects which make text and other objects

appear to move on screen.

Animation Scheme A collection of animation effects which can be applied to

a slide with a single selection.

Arrange Position overlapping objects in relation to each other.

They can be brought forward or sent backward, placed
on the top or bottom of the pile.

Background The colour of the slide.

Copy Create a duplicate of an object or text. Used when the

copied item is to be duplicated.

Custom Animation Applying animation effects to individual objects on a

slide and specifying their operation.

Cut Remove an object or text. Used when the cut item is to

be moved somewhere else.

Design Template PowerPoint contains many of these pre-set designs for

slides. Applied to all slides.

Flip Move an object as if it is reflected, e.g. left becomes

right, or top becomes bottom.

Footer Text or numbers appearing at the bottom of the slide,

notes page or handout.

Formatting Changing the appearance of text, graphics, etc.

Header Text or numbers appearing at the top of the slide, notes

page or handout.

Import Bring a file into a presentation from another application.

Object Item on a slide, e.g. drawn shape, image, chart, text

box.

Orientation Which way up the slide/handout is: Portrait or

Landscape.

Output Format How the presentation is to be given, e.g. on screen or

using an overhead projector.

Page Setup Allows the size and orientation of slides to be changed.

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Glossary
Paste Used after Cut or Copy to position the item (move or
duplicate).

Preferences Basic program settings, which can be changed.

Presentation A collection of slides used by a speaker as a visual aid.

Rotate Move an object clockwise or anticlockwise about its

axis.

Save Keep a permanent copy of your work on the hard or

floppy drive of the computer.

Slide Layout The type of slide, e.g. Bulleted List, Title Only, Chart
and Text, etc.

Slide Master This view is for adding items that are to appear on all
slides in a presentation.

Slides Make up the presentation, each refers to a specific

area.

Slide Show A preview of the presentation, with all effects, sounds,

etc.

Text Effects Formatting such as bold, italic, shadow, superscript.

Toolbars Contain buttons (icons) to perform tasks quickly.

Transition How one slide moves to the next.

Views Different ways of looking at slides.

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Index
Alignment, Text 53 Office Assistant 18
Animating Text 60,61 Opening Presentations 39
Animation Schemes 60 Organisation Charts 72
Arrange Objects 86 Outline View 31
AutoContent Wizard 10 Pages, Master 64
Blank Presentation 10 Paste 56, 58
Bullets 55 Presentations 10
Case, Text 53 Blank 10
Charts 78 Creating 10
Organisation 72 Closing 38
Designs 10, 41
ClipArt 75
New 40
Closing Presentations 38 Opening 39
Colouring 44, 88 Printing 101
Copy 58 Printing 101
Custom Animation 61 Resizing Objects 84
Cut 56 Rotate Objects 83
Drawing on Slides 81 Slide Shows 35
Effects, Text 52 Saving Presentations 36
Exit 22 Screen 9
Font 50 Setup, Page 97
Footers 66 Size, Text 50
Formatting 49 Slides
Alignment 53 Layout 43
Case 53 New 42
Charts 78 Transition 99
Effects 52 Slide Show 35
Font 50
Slide Sorter View 33
Spacing 53
Spacing, Text 53
Handouts
Spell Checker 63
Printing 101
Headers 66 Starting PowerPoint 8
Help 16 Text Alignment 53
Import Images 89 Text Effects 52
Lines 88 Text Formatting 50
Master Pages 64 ToolTips 14
Menu 9, 13 Transition 99
Moving Objects 84 Views 28
Normal 12
Normal View 28, 30
Notes Page 34
Notes Page View 28 Outline 31
Objects Slide 30
Arranging 86 Slide Sorter 33
Charts 78 Slide Show 35
Clip Art 75 Wizard
Drawing 81 AutoContent 10
Images 75, 77, 89
Zoom Control 34
Lines 88
Moving 84

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Record of Achievement
Matrix
This Matrix is to be used to measure your progress while
working through the guide. This is a learning
reinforcement process, you judge when you are
competent.

Tick boxes are provided for each feature. 1 is for no

knowledge, 2 some knowledge and 3 is for competent. A
section is only complete when column 3 is completed for
all parts of the section.

For details on sitting ECDL Examinations in your country

please contact the local ECDL Licensee or visit the
European Computer Driving Licence Foundation Limited
web site at http://www.ecdl.com.

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Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3: Competent

Section No Driving Lesson 1 2 3

1 Getting Started 1 Starting PowerPoint
2 The PowerPoint Screen
3 Presentations
4 The Menus & Toolbars
5 Help
6 Preferences
7 Closing PowerPoint

2 Slides & Presentations 12 Views

13 Slide View
14 Outline View
15 Slide Sorter View
16 Notes Page View
17 Slide Show
18 Saving a Presentation
19 Closing a Presentation
20 Opening Presentations
21 New Presentations
22 Creating a Presentation
23 Adding and Deleting Slides
24 Changing Slide Layout
25 Background Colour

3 Formatting 30 Formatting: Font & Size

31 Undo and Redo
32 Applying Text Effects
33 Alignment, Spacing & Case
34 Bullets
35 Cut & Paste
36 Copy & Paste

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Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3: Competent

Section No Driving Lesson 1 2 3

3 Formatting (continued) 37 Animation Schemes
38 Custom Animation
39 Spell Checking
40 Master Pages
41 Headers & Footers

4 PowerPoint Objects 46 Organisation Charts

47 Modify Organisation Chart
48 Inserting Images
49 Animating Images
50 Charts
51 Drawing & Objects
52 Rotate or Flip Objects
53 Move, Resize & Copy Objects
54 Arranging Objects
55 Colours and Lines
56 Importing Images

5 Slide Shows 61 Output Format

62 Slide Design
63 Setting Up a Slide Show
64 Slide Transition
65 The Presentation
66 Printing

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Module 6 Presentation ECDL
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© CiA Training Ltd 2003 118 PowerPoint XP

 ECDL Module 6 Presentation
SCC

Notes

PowerPoint XP 119 © CiA Training Ltd 2003