STUDENT MANUAL

Microsoft Office
®

PowerPoint 2010:
®

Part 1

™
Microsoft® Office
PowerPoint®
2010: Part 1
Microsoft® Office PowerPoint® 2010:
Part 1
Part Number: 091031
Course Edition: 2.2

Acknowledgements
PROJECT TEAM

Author Media Designer Content Editor

Tim Barnosky Alex Tong Catherine M. Albano

Notices
DISCLAIMER
While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their
accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of
merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any
resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this
course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an
independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.
Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial
purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such
entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third
parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any
External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.

TRADEMARK NOTICES
Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.
® ®
Microsoft Office PowerPoint 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries. The other
Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All
other product and service names used may be common law or registered trademarks of their respective proprietors.
Copyright © 2013 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the
software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without
express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, 1-800-456-4677 in the United States
and Canada, 1-585-350-7000 in all other countries. Logical Operations’ World Wide Web site is located at
www.logicaloperations.com.
This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or
other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books
or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or
transmitted without permission, please call 1-800-456-4677 in the United States and Canada, 1-585-350-7000 in all other countries.
Microsoft® Office
PowerPoint® 2010: Part
1

Getting Started with PowerPoint.....................................................1

Navigate the PowerPoint Environment.............................................2
Create and Save a PowerPoint Presentation................................... 13
Use Help ..................................................................................... 17

Developing a PowerPoint Presentation......................................... 23

Select a Presentation Type............................................................ 24
View and Navigate a Presentation................................................. 27
Edit Text...................................................................................... 31
Build a Presentation......................................................................39

Performing Advanced Text Editing............................................... 49

Format Characters........................................................................ 50
Format Paragraphs....................................................................... 54
Format Text Boxes....................................................................... 61

Adding Graphical Elements to Your Presentation ........................ 69

Insert Clip Art and Images............................................................ 70
Insert Shapes............................................................................... 75

Modifying Objects in Your Presentation....................................... 81

Edit Objects..................................................................................82
Format Objects.............................................................................88
| Microsoft® Office PowerPoint® 2010: Part 1 |

Group Objects........................................................................................ 91
Arrange Objects..................................................................................... 93
Animate Objects.....................................................................................96

Adding Tables to Your Presentation.................................................... 101

Create a Table ..................................................................................... 102
Format a Table..................................................................................... 105
Insert a Table from Other Microsoft Office Applications........................109

Adding Charts to Your Presentation.................................................... 113

Create a Chart...................................................................................... 114
Format a Chart..................................................................................... 119
Insert a Chart from Microsoft Excel...................................................... 124

Preparing to Deliver Your Presentation................................................127

Review Your Presentation..................................................................... 128
Apply Transitions................................................................................. 133
Print Your Presentation.........................................................................135
Deliver Your Presentation..................................................................... 140

Appendix A: Microsoft Office PowerPoint 2010 Exam 77-883............. 147

Appendix B: Microsoft PowerPoint 2010 Common Keyboard Shortcuts155

Lesson Labs........................................................................................ 157

Glossary............................................................................................. 165
Index.................................................................................................. 169
About This Course

It's hard to imagine a day going by without people passing along large amounts of
information. Messages are everywhere, and the number of messages we receive seems to be
increasing each day. Whether via phone, email, mass media, or personal interaction, we are
subjected to a constant stream of information. With so much communication to contend
with, it can be difficult to grab people's attention. But, we are often called upon to do just
that. So, how do you grab and maintain an audience's focus when you're asked to present
important information? By being clear, organized, and engaging. And, that is exactly what
Microsoft® Office PowerPoint® 2010 can help you do.
Gone are the days of flip charts or drawing on a white board to illustrate your point.
Today's audiences are tech savvy, accustomed to high-impact multimedia content, and
stretched for time. By learning how to use the vast array of features and functionality
contained within PowerPoint 2010, you will gain the ability to organize your content,
enhance it with high-impact visuals, and deliver it with a punch. In this course, you will use
PowerPoint 2010 to begin creating engaging, dynamic multimedia presentations.
You can also use this course to prepare for the Microsoft Office Specialist (MOS)
Certification exams for Microsoft PowerPoint 2010.

Course Description
Target Student
This course is designed for students who wish to gain the foundational understanding of
Microsoft Office PowerPoint 2010 that is necessary to create and develop engaging
multimedia presentations.

Course Prerequisites
To ensure success, students should be familiar with using personal computers, and should
have experience using a keyboard and mouse. Students should be comfortable in the
Windows® 7 environment, and be able to use Windows 7 to manage information on their
computers. Specific tasks the students should be able to perform include: launching and
closing applications, navigating basic file structures, and managing files and folders. To meet
this prerequisite, you can take any one or more of the following Logical Operations courses:
• Microsoft® Windows® 7: Level 1
• Introduction to Personal Computers Using Windows® 7

Course Objectives
Upon completing this course, you will be able to create and deliver engaging multimedia
presentations that convey the key points of your message through the use of text, graphics,
and animations.
| Microsoft® Office PowerPoint® 2010: Part 1 |

You will:
• Identify the basic features and functions of PowerPoint 2010.
• Develop a PowerPoint presentation.
• Perform advanced text editing.
• Add graphical elements to a presentation.
• Modify objects in a presentation.
• Add tables to a presentation.
• Add charts to a presentation.
• Prepare to deliver a presentation.

The LogicalCHOICE Home Screen

The LogicalCHOICE Home screen is your entry point to the LogicalCHOICE learning experience,
of which this course manual is only one part. Visit the LogicalCHOICE Course screen both during
and after class to make use of the world of support and instructional resources that make up the
LogicalCHOICE experience.
Log-on and access information for your LogicalCHOICE environment will be provided with your
http://www.lo-choice.com
class experience. On the LogicalCHOICE Home screen, you can access the LogicalCHOICE
Course screens for your specific courses.
Each LogicalCHOICE Course screen will give you access to the following resources:
• eBook: an interactive electronic version of the printed book for your course.
• LearnTOs: brief animated components that enhance and extend the classroom learning
experience.
Depending on the nature of your course and the choices of your learning provider, the
LogicalCHOICE Course screen may also include access to elements such as:
• The interactive eBook.
• Social media resources that enable you to collaborate with others in the learning community
using professional communications sites such as LinkedIn or microblogging tools such as
Twitter.
• Checklists with useful post-class reference information.
• Any course files you will download.
• The course assessment.
• Notices from the LogicalCHOICE administrator.
• Virtual labs, for remote access to the technical environment for your course.
• Your personal whiteboard for sketches and notes.
• Newsletters and other communications from your learning provider.
• Mentoring services.
• A link to the website of your training provider.
• The LogicalCHOICE store.
Visit your LogicalCHOICE Home screen often to connect, communicate, and extend your learning
experience!

How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to practice the guidelines
and procedures as well as to solidify your understanding of the informational material presented in

| About This Course |

 | Microsoft® Office PowerPoint® 2010: Part 1 |

the course. Procedures and guidelines are presented in a concise fashion along with activities and
discussions. Information is provided for reference and reflection in such a way as to facilitate
understanding and practice.
Data files for various activities as well as other supporting files for the course are available by
download from the LogicalCHOICE Course screen. In addition to sample data for the course
exercises, the course files may contain media components to enhance your learning and additional
reference materials for use both during and after the course.
At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book.

As You Review
Any method of instruction is only as effective as the time and effort you, the student, are willing to
invest in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later. For this reason, we encourage you to spend some
time reviewing the content of the course after your time in the classroom.

As a Reference
The organization and layout of this book make it an easy-to-use resource for future reference.
Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.

Course Icons
Watch throughout the material for these visual cues:

Icon Description

A Note provides additional information, guidance, or hints about a topic or task.

A Caution helps make you aware of places where you need to be particularly careful
with your actions, settings, or decisions so that you can be sure to get the desired
results of an activity or task.
LearnTO notes show you where an associated LearnTO is particularly relevant to
the content. Access LearnTOs from your LogicalCHOICE Course screen.
Checklists provide job aids you can use after class as a reference to performing
skills back on the job. Access checklists from your LogicalCHOICE Course screen.
Social notes remind you to check your LogicalCHOICE Course screen for
opportunities to interact with the LogicalCHOICE community using social media.
Notes Pages are intentionally left blank for you to write on.

| About This Course |

1 Getting Started with
PowerPoint
Lesson Time: 50 minutes

Lesson Objectives
In this lesson, you will identify the basic features and functions of Microsoft® Office
PowerPoint® 2010. You will:
• Navigate the PowerPoint environment.
• Create and save a PowerPoint presentation.
• Use PowerPoint Help.

Lesson Introduction
So, you have the next great idea, and you want to pitch that idea to company leadership or
to a potential client. Or, perhaps you've been called upon to present at an important
function or an upcoming meeting. Regardless of the reason, you will need to express your
thoughts clearly and deliver a presentation that will excite and engage your audience. You
want to deliver a multimedia experience that your audience will remember.
PowerPoint 2010 can help you organize and refine your message, and to deliver your
presentation with style. But, you need to be familiar with how PowerPoint works before you
can take advantage of its many features. You will need to know how to find what you're
looking for, how to perform the basic tasks, and how to find the help you need if you get
stuck along the way. That's what you'll do in this lesson.
2 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Navigate the PowerPoint Environment
PowerPoint 2010 gives you the power and the flexibility to create an incredible array of
presentations. The multimedia capabilities contained in PowerPoint allow you to add sizzle to your
presentations with graphics, animation, audio, video, and a host of styles and themes. But, with so
many capabilities, the task of learning how to use all of PowerPoint's features can seem daunting.
So, where do you begin?
To effectively use PowerPoint's many features, you must first be able to navigate your way around
the user interface. Exploring the user interface and becoming familiar with the elements of
PowerPoint 2010 will start you down the path to creating engaging, professional multimedia
presentations.

What Is PowerPoint?
What Is PowerPoint? Microsoft PowerPoint 2010 is an application that is part of the Microsoft Office 2010 suite of user
productivity tools. You can use PowerPoint to create, edit, and display professional-looking
graphical presentations. PowerPoint presentations contain a series of slides that are used to present
graphical and textual information in a logical sequence to audiences. To increase the impact of your
presentations, you can add dynamic multimedia elements that engage the audience and can enhance
your credibility as a presenter.

Figure 1-1: Microsoft Office PowerPoint 2010.

Slides
Slides Slides are individual presentation objects that are used to display content to the audience. You can
think of slides as being like individual pages of your presentation. You can use slides to display text,
images, animations, charts, tables, video, and audio in your presentations.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 3

Figure 1-2: A slide in PowerPoint.

The PowerPoint 2010 Window

The PowerPoint 2010 window displays the key interface elements you will use to create and develop The PowerPoint 2010
your presentations. Window

Note: Elements of the PowerPoint 2010 user interface may appear differently, particularly the
ribbon, if you display the PowerPoint window in any state other than fully maximized.

Lesson 1: Getting Started with PowerPoint | Topic A

4 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-3: The default window in PowerPoint 2010.

The Ribbon
The Ribbon The ribbon is where you will access a majority of the commands you will use to create and develop
your presentation. The ribbon is a component of the PowerPoint 2010 user interface that contains
task-specific command buttons and menus grouped together under a set of tabs. The ribbon was
designed to provide you with a central location for accessing the various functions of PowerPoint
without having to navigate the user interface extensively.

Figure 1-4: The ribbon.

Each tab contains a series of functional groups that allow you to perform related tasks.

Ribbon Tab General Functions

File Various commands, mainly related to manging files. Within the File tab, you can
create, open, save, close, and print files. You can also perform other tasks, such as
changing application settings.
Home The most commonly used tasks for developing your presentation. Within the
Home tab, you can add and edit text, add slides, and insert basic visual objects.
Insert Options for adding and working with a variety of objects, such as charts, tables,
and images.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 5

Ribbon Tab General Functions

Design Options for tailoring the overall visual feel of your presentation.
Transitions Options for creating visually appealing transitions between slides in your
presentation.
Animations Commands to add and edit animated effects in your presentation.
Slide Show The functions you will use to deliver your final presentation.
Review Options for reviewing and revising the various content in your presentation.
View Commands that allow you alter how you view your presentation.

Note: To further explore the ribbon, you can access the LearnTO Navigate the Office 2010
Ribbon presentation from the LearnTO tile on the LogicalCHOICE Course screen.

You may want to show

Minimize and Expand the Ribbon LearnTO Navigate the
Office 2010 Ribbon from
You can minimize the ribbon by selecting the Minimize the Ribbon button. Select the same the LogicalCHOICE
button, which becomes the Expand the Ribbon button when the ribbon is minimized, to expand Course screen or have
the ribbon. Alternately, you can toggle between an expanded or a minimized ribbon by double- students navigate out to
clicking any active tab or by pressing Ctrl+F1. the Course screen and
watch it themselves as a
Screen Tips supplement to your
instruction. If not, please
When you hover the mouse pointer over a command or a button, a screen tip may display. Screen remind students to visit
tips display the command name or style option, and may include a brief description of commands. the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.
Screen Tips

Figure 1-5: Screen tips display when you hover the mouse pointer over commands.

Key Tips
You might prefer to use keyboard shortcuts to perform the various tasks within PowerPoint. To
view the key tips, which display the corresponding keyboard shortcuts for various commands, press
the Alt key. Pressing Alt again will hide the key tips.

Dialog Box Launchers

Dialog box launchers are the small buttons with downward-facing arrows on the bottom-right corner Dialog Box Launchers
of some functional groups. The dialog box launcher opens a dialog box that contains additional
commands specific to the functional group. These commands allow you to perform more advanced
functions not directly available on the ribbon. Dialog box launchers are active only when an
appropriate slide item is selected. Otherwise, they remain grayed-out.

Lesson 1: Getting Started with PowerPoint | Topic A

6 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-6: Dialog box launchers.

The Quick Access Toolbar

The Quick Access The Quick Access Toolbar provides you with easy access to some of the most commonly used
Toolbar commands within PowerPoint. By default, the Quick Access Toolbar displays the Save, Undo,
and Repeat buttons. You can customize the Quick Access Toolbar to include other commands
that you frequently use.

Figure 1-7: The Quick Access Toolbar.

The Slides Tab

The Slides Tab The Slides tab displays in the left pane of the PowerPoint 2010 user interface by default. All of the
slides in your presentation are displayed in the Slides tab as thumbnails. You can navigate through
the slides in your presentation by selecting the thumbnails in the Slides tab, or by pressing the Up
Arrow and Down Arrow keys.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 7

Figure 1-8: Use the Slides tab to navigate the slides in your presentation.

The Outline Tab

The Outline tab is an optional view of the slides in your presentation available in the left pane. The The Outline Tab
Outline tab displays the slides in outline form, showing the titles, the subtitles, and the text from
your slides. In the Outline tab, the slides are not displayed as thumbnails. You can switch from the
default Slides tab view to the Outline tab view by selecting the Outline tab.

Lesson 1: Getting Started with PowerPoint | Topic A

8 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-9: The Outline tab displays your slides in outline form.

Note: You can edit the text on your slides in the Outline view. Editing text will be covered in
further detail in Lessons 2 and 3.

The Status Bar

The Status Bar The status bar is located across the bottom of the PowerPoint window. It displays information about
the currently selected slide and provides you with quick access to some of the basic view options.

Figure 1-10: The status bar.

Status Bar Element Description

Slide Number Displays the currently selected slide number and the total
number of slides in your presentation.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 9

Status Bar Element Description

Theme Name Displays the name of the theme applied to the currently
selected slide.
Spell Check icon The Spell Check icon is displayed with a red check mark if
there are spelling errors in your presentation. You can select the
icon to resolve the spelling errors.
View options Allow you to select from among the following view options:
Normal, Slide Sorter, Reading, and Slide Show.
Zoom controls Allow you to select your desired zoom level and displays the
zoom percentage.
Fit Slide to Current Window Displays the slide at the ideal zoom level for the current
button PowerPoint window.

Contextual Tabs
Contextual tabs are highly specialized tabs that appear on the ribbon when certain objects are selected. Contextual Tabs
Contextual tabs contain specific commands and menus related to items such as tables, charts, and
pictures. You can edit the particular attributes of these items within their respective contextual tabs.
Some contextual tabs contain multiple tabs for accessing commands. Once the item is deselected,
the contextual tab will disappear.

Figure 1-11: The Chart Tools contextual tab contains multiple tabs.

The Backstage View

The Backstage view appears on the PowerPoint user interface when you select the File tab. The The Backstage View
Backstage view contains vertically aligned tabs that give you access to groups of related commands
and options. These commands and options allow you to perform many of the tasks associated with
managing files and configuring application settings.
You can think of the Backstage view as where you go to do things to files. Whereas, the other
ribbon tabs are where you go to do things within files.

Lesson 1: Getting Started with PowerPoint | Topic A

10 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-12: The Backstage view.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 11

ACTIVITY 1-1
Navigating the PowerPoint 2010 User Interface

Scenario
You are the newest product design engineer for Develetech Industries, a manufacturer of home
electronics. Develetech is known as an innovative designer and producer of high-end televisions,
video game consoles, laptop and tablet computers, and mobile phones.
Develetech is a mid-sized company, employing approximately 2,000 residents of Greene City and
the surrounding area. Develetech also contracts with a number of offshore organizations for
manufacturing and supply-chain support.
You have been hired as part of the new product development team. You will play an active role in
the research, design, and prototyping of new Develetech products. You have expertise in electrical
engineering as well as product and visual design. Additionally, you have experience managing teams
of undergraduate and graduate students for major university research and design projects.
As part of Develetech's new product development team, you know you will be asked to create
presentations to pitch new product ideas to your team and to company management. In your
previous experience, you used a number of applications for the delivery of multimedia presentations,
but never PowerPoint. Develetech Industries uses PowerPoint 2010 to create all multimedia
presentations, so you realize you will need to learn how to use it. You decide the best way to start is
by exploring the PowerPoint user interface.

1. Launch PowerPoint 2010.

a) Select the Start menu from the Windows desktop.
b) Select All Programs→Microsoft Office→Microsoft PowerPoint 2010.

2. Explore the PowerPoint 2010 interface by identifying the following elements: the Slide pane, the Notes
pane, the Slides tab, the Outline tab, the Quick Access Toolbar, the tabs, the ribbon, the title bar, and
the status bar.
Encourage the students
3. Explore the ribbon. to share their desktops
a) Select various ribbon tabs. and use screen-sharing
b) Observe the functional groups changing as you select the various tabs. annotation tools, if
available, to highlight the
c) Select the Design tab and, in the Background group, select the dialog box launcher.
various user interface
d) Observe that the Format Background dialog box has launched. elements. This is a good
e) Close the Format Background dialog box. opportunity to allow
f) Select the Insert tab. remote learners to
g) In the Illustrations group, hover the mouse pointer over the Shapes button to view its screen tip. actively engage with in-
class students.
h) Select the Minimize the Ribbon button to hide the ribbon. Select it again to restore the ribbon.

4. Explore the Backstage view.

a) Select the File tab.
b) Observe that the Save, Save As, Open, and Close commands appear above the Backstage View
tabs.
c) Select the New tab, and then select the Print tab.
d) Observe that the available options change as you navigate the Backstage View tabs.
e) Select the File tab again to close the Backstage View and return to the previously selected ribbon
tab.

Lesson 1: Getting Started with PowerPoint | Topic A

12 | Microsoft® Office PowerPoint® 2010: Part 1

5. Explore the Quick Access Toolbar.

a) Hover the mouse pointer over the Save button to view its tool tip.
b) Select the Customize Quick Access Toolbar button to open the Customize Quick Access Toolbar
menu.

c) Observe that the Save, Undo, and Redo options are checked, and that these are the buttons that
appear in the quick access toolbar.
d) Check and uncheck the various options to add or remove them from the Quick Access Toolbar.

e) Select the Close button to exit PowerPoint 2010. If prompted to save, select the Don't Save
button on the Microsoft PowerPoint dialog box.

Lesson 1: Getting Started with PowerPoint | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 13

TOPIC B
Create and Save a PowerPoint Presentation
You are now familiar with the various elements of the PowerPoint 2010 user interface, and you are
ready to create your first PowerPoint presentation. As you become more familiar with the basic
functionality of PowerPoint, you will develop the confidence and the abilities you will need to create
high-caliber, high-impact presentations.
To work within PowerPoint 2010, you will need to be able to create a new presentation, add various
types of content, and then save and close your file.

The Default PowerPoint Presentation

When you launch PowerPoint 2010, the application opens as a blank presentation with a single slide. The Default PowerPoint
This first slide is formatted as a title slide, with text placeholders for a title and a subtitle. Presentation

Figure 1-13: The default PowerPoint 2010 presentation.

Text Placeholders
Text placeholders, such as the title and subtitle placeholders in the default first slide, are containers for
text. Text placeholders contain instructional text that indicates the type of content that you should
enter in them. Text placeholders can be added or removed, resized, moved around the slide, and
formatted in various ways. Slides can contain multiple text placeholders.

Lesson 1: Getting Started with PowerPoint | Topic B

14 | Microsoft® Office PowerPoint® 2010: Part 1

Notes
Notes As you develop your presentation, you may want to add notes that you can reference when you
deliver the presentation before an audience. The notes pane allows you to add these speaker notes for
each slide in your presentation.

Figure 1-14: The Notes pane.

The AutoCorrect Feature

PowerPoint 2010 includes an AutoCorrect feature that corrects common spelling and capitalization
errors as you type. This feature can be turned off and on, and you can adjust the AutoCorrect
settings. The default state of the AutoCorrect feature is on.
Note: The AutoCorrect feature will be covered in further detail in Lesson 8.

The Save Command

The Save Command As you make progress developing your presentation, you will need to save your work. The Save
command allows you to save your newly created presentation or to save the changes you make to
existing presentations. Once you save a presentation, you can continue working on it or you can
close the file. The default file format for PowerPoint 2010 presentations is the .pptx file format.
There are slight differences between saving a new presentation and saving an existing presentation.
The first time you save a presentation, the Save As dialog box will display. You must select a folder
in which to save your file, and give your file a name. When you save an existing file, the file saves to
the same location, overwriting the original file.

Lesson 1: Getting Started with PowerPoint | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 15

Figure 1-15: The Save As dialog box.

The Save As Command

The Save As command allows you to save a copy of an existing file to an alternate location, save a
file with a different file name, or save a file in a different format.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Create and Save a PowerPoint Presentation

Lesson 1: Getting Started with PowerPoint | Topic B

16 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 1-2
Creating and Saving a PowerPoint Presentation

Scenario
You have met some of the people on your new team, but not everyone. Your boss feels it would be
a good idea for you to introduce yourself at the weekly departmental status meeting. She asks you to
put together a brief personal bio so that your new team can get to know you. You decide to use
PowerPoint to outline your experiences and qualifications to present to the team. You start by
creating a new presentation.

1. Launch the PowerPoint 2010 application by selecting Start→All Programs→Microsoft Office→Microsoft

PowerPoint 2010.
Check in with remote
students during 2. Enter a title and a subtitle for your presentation.
activities, as it is more a) Select the Title text placeholder and type My Bio.
difficult for them to b) Select the Subtitle text placeholder and type An Introduction.
interject when falling
c) Click anywhere outside the text placeholder to deselect it.
behind. Encourage
students to screen share
successes and 3. Add a slide to your presentation by selecting Home→Slides→New Slide.
challenges.
Note: This course uses a streamlined notation for ribbon commands. They'll
appear as "[Ribbon Tab]→[Group]→[Button or Control]" as in "select
Home→Clipboard→Paste." If the group name isn't needed for navigation or there
isn't a group, it's omitted, as in "select File→Open."

4. Add notes to the new slide.

a) Select the Notes pane.
b) Type a note in the notes pane to remind yourself to discuss projects you have managed.

5. Save your presentation to the desktop.

a) Select the File tab.
b) Select Save or Save As.
This is a good c) Select the desktop as the destination for the file.
opportunity to ask the d) In the File name field, if necessary, type My Bio
students if they know e) Select Save.
why selecting either
f) Select File→Close.
Save or Save As will
yield the same result. g) Verify that there is an icon titled My Bio.pptx on the desktop.
Also ask why the file
name might already be
filled in.

Lesson 1: Getting Started with PowerPoint | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 17

TOPIC C
Use Help
As you become more proficient with PowerPoint, and you begin to use more of its advanced
features, it is likely that you will come across a command, a menu, or a function with which you are
unfamiliar. When that happens, you may be tempted to experiment with the item until you discover
how to use it properly, which can result in delays and wasted effort.
PowerPoint contains a built-in help system to assist you in such circumstances. Understanding how
PowerPoint's help features work is one of the fastest ways to find answers to your questions. It can
also help you become a more proficient PowerPoint user.

PowerPoint Help
PowerPoint Help is a collection of information designed to answer your questions about the various PowerPoint Help
functions of PowerPoint 2010. PowerPoint Help contains articles and multimedia presentations
arranged by topic, as well as links to Office.com and a search-for feature for finding additional
information within PowerPoint Help, on Office.com, and on other websites.
PowerPoint's main Help pane is populated with links to resources that answer some of the most
commonly asked questions regarding PowerPoint 2010. You can access PowerPoint Help by
clicking the question mark icon to the far right of the ribbon tabs. Alternately, you can press the
F1 key.

Lesson 1: Getting Started with PowerPoint | Topic C

18 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-16: The PowerPoint Help dialog box.

The PowerPoint Help Toolbar

The PowerPoint Help The PowerPoint Help toolbar provides you with a quick means of navigating the PowerPoint Help
Toolbar feature.

Lesson 1: Getting Started with PowerPoint | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 19

Figure 1-17: The PowerPoint Help toolbar.

PowerPoint Toolbar Button Function

Back Navigate to the previous Help page.

Forward Navigate to the next Help page. This button is only active once
the Back button has been used.
Stop Stop an in-progress search.
Refresh Refresh the displayed page.
Home Return to the PowerPoint Help home page.
Print Print the displayed Help page.
Change Font Size Increase or decrease the size of the font on a Help page.
Show/Hide Table of Display or hide the Table of Contents pane.
Contents
Keep on Top/Not on Top Pins the PowerPoint Help window on top of all other
PowerPoint windows, or allows the Help window to be hidden by
other PowerPoint windows. This function does not affect other
applications.

The Type Words to Search for Field

The Type words to search for field and the Search drop-down menu work together to tailor your The Type Words to
Help search to suit your needs. You can enter terms that you wish to seek help for in the Type Search for Field
words to search for field. The Search drop-down menu contains various options for narrowing
your search.

Lesson 1: Getting Started with PowerPoint | Topic C

20 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 1-18: Help contains options to narrow your search.

The Search Drop-Down Menu

In addition to selecting between searching for Help topics on your computer and searching for help
online, the Search drop-down menu provides you with a list of additional options for focusing your
search.

Option Search Result

All PowerPoint Information on your search query from the PowerPoint Help feature
and from the Microsoft Office website. Search results could take you to
the Office website.
PowerPoint Help Same as All PowerPoint, but this will not take you out to the Office
website.
PowerPoint Templates that are available from the Office website.
Templates
PowerPoint Training Links to training information on the Office website.
Developer Reference Resources to help you develop customized PowerPoint presentations.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Use PowerPoint Help

Lesson 1: Getting Started with PowerPoint | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 21

ACTIVITY 1-3
Using PowerPoint Help

Scenario
While you were creating your presentation, you noticed some commands and tabs that raised a few
questions. You decide to use the Help feature to learn more about them.

1. Search for information that would be useful to a new PowerPoint user.

a) Select the PowerPoint Help button on the top right of the ribbon.

b) Select the Maximize button to expand the PowerPoint Help window.

c) Select the Search down arrow and, if necessary, select PowerPoint Help under Content from this
computer.
d) In the PowerPoint Help window, select the Getting Started with PowerPoint link.
e) Select the Familiarize yourself with the ribbon in PowerPoint 2010 link.
f) Review the information in the Help pane. Tell students that they
can feel free to explore
2. Search for information about the Backstage View. any Help topics they
a) In the Type words to search for field, type Backstage View. prefer.
b) Select Search.
c) Review the search results.
d) On the PowerPoint Help window, select the Close button to exit Help.

3. Select File→Close.

Lesson 1: Getting Started with PowerPoint | Topic C

22 | Microsoft® Office PowerPoint® 2010: Part 1

Summary
In this lesson, you started using Microsoft PowerPoint 2010. You navigated the user interface,
created and saved your first PowerPoint presentation, and used the PowerPoint Help feature.
Developing these skills provides you with a foundation to build upon. With these skills in hand, you
can be confident that you will be able to begin using the more complex features in PowerPoint
2010.
How does your experience using other Microsoft and Microsoft Office applications apply to using
PowerPoint 2010? How is PowerPoint 2010 similar to the other applications you have used? How is it
different?
A: Answers will vary, but students will likely notice similarities in the general layout of commands and in
file management.

Which tasks that you have been assigned in the past would have been easier to accomplish using
PowerPoint 2010?
A: Answers will vary, but should include presenting at a status meeting, for a class project in school, or in
a sales meeting. PowerPoint 2010 is also useful for designers and production professionals who need
to develop storyboards.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 1: Getting Started with PowerPoint |

2 Developing a PowerPoint
Presentation
Lesson Time: 1 hour, 20 minutes

Lesson Objectives
In this lesson, you will develop a Microsoft® Office PowerPoint® 2010 presentation. You
will:
• Select a presentation type.
• View and navigate a presentation.
• Edit text.
• Build a presentation.

Lesson Introduction
You are now familiar with the basic functions of PowerPoint 2010, and you are ready to
develop presentations that you can use in your daily working life. Although you already
know how to add slides and basic text to your presentations, you will certainly wish to craft
presentations with a bit more substance.
With PowerPoint, you can choose from among several presentation types, apply a variety of
themes and templates, and take advantage of powerful text editing capabilities. These allow
you to spend less time working on your presentation and more time focusing on your
message and how to deliver it.
24 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Select a Presentation Type
You can now begin developing presentations to deliver key messages to your audience, and you will
want to craft those presentations to suit particular situations. PowerPoint offers a wide range of
options for customizing and optimizing your presentations, including pre-formatted templates and
the ability to create presentations from pre-existing files.
Using these features will allow you to create engaging, dynamic presentations without the time
investment required to create presentations from scratch.

Templates
Templates In PowerPoint, a template is an existing presentation containing content placeholders that are already
formatted. PowerPoint 2010 includes a set of templates that are installed along with the application.
You can find additional templates at Office.microsoft.com, or you can create new templates from
existing presentations. The file format for PowerPoint templates is the .potx file.
Note: To further explore templates, you can access the LearnTO Decide Between
PowerPoint Templates and Themes presentation from the LearnTO tile on the
LogicalCHOICE Course screen.

You may want to show

LearnTO Decide
Between PowerPoint
Templates and Themes
from the LogicalCHOICE
Course screen or have
students navigate out to
the Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.

Figure 2-1: PowerPoint 2010 templates.

Project Type Options

Project Type Options There are six options for creating a presentation within PowerPoint.

Lesson 2: Developing a PowerPoint Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 25

Figure 2-2: Project Type options from the New tab in the Backstage view.

Option Description

Blank Creates a presentation with a single slide that contains only title and subtitle
Presentation formatting.
Recent Templates Creates a presentation from a recently used template.
Sample Templates Creates a presentation from one of the templates included with PowerPoint
2010.
Themes Creates a presentation from a theme. (Themes will be discussed further in
Topic D.)
My Templates Creates a presentation from a template you have identified as a favorite.
New from Creates a presentation from an existing presentation.
Existing

Outlines
You can also create a PowerPoint presentation from an existing Microsoft Word 2010 outline. The
heading styles featured in Word 2010, or any other application that supports heading styles, will
create the structure for the presentation. Only the title and the heading text will import to the
PowerPoint presentation. Body text from papers and reports authored in Word will not open in the
presentation.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Select a Presentation Type

Lesson 2: Developing a PowerPoint Presentation | Topic A

26 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 2-1
Creating a Presentation from a Template

Scenario
You realize that by starting with a blank presentation, you will have to do far more work to put
together your brief personal bio. You decide using one of the built-in templates in PowerPoint is a
much better starting point for your presentation.

1. Launch PowerPoint 2010.

2. Create your presentation by using a template.

a) Select File→New to display the Backstage view.
b) In the Available Templates pane, select Sample Templates.
c) Select the Training template, and then select Create in the right pane.

3. Save your presentation to the desktop.

a) Select File→Save.
b) Navigate to the desktop in the Save As dialog box.
c) In the File name field, type My Bio
d) Select Save.
e) In the Microsoft PowerPoint dialog box, select Yes to overwrite the existing file.

4. Close the PowerPoint application.

5. Re-open your saved presentation.

a) Double-click the My Bio.pptx icon on the desktop.
b) Observe that the title bar displays the name "My Bio."
c) Observe that the status bar displays "Training" as the currently applied template.

Lesson 2: Developing a PowerPoint Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 27

TOPIC B
View and Navigate a Presentation
You can now tailor your PowerPoint presentations to suit a variety of needs. As you develop these
presentations, you will discover that it is sometimes necessary to reorganize or edit your work. This
may not always be easy in the default PowerPoint view, as presentations can contain dozens of
slides.
PowerPoint 2010 offers you a variety of options for viewing and navigating your presentations that
can make the task of reviewing, reorganizing, and editing your projects far easier. The viewing
options allow you to focus on only the types of changes you need to make, by presenting your
content in a variety of formats.

Presentation Views
There are four main viewing options in PowerPoint 2010: Normal, Slide Sorter, Notes Page, and Presentation Views (4
Reading view. You can access these view options via the buttons in the Presentation Views group Slides)
on the View tab.

Presentation View Description

Normal Displays all of the slides in a presentation in the Slides tab of the left pane.
The selected slide appears in the slide pane. This is the default view in
PowerPoint.
Slide Sorter Displays all of the slides in a presentation as large thumbnails. This view is
ideal for rearranging slides.
Notes Page Displays slides and the contents of the speaker notes in page format. This
view is ideal for reviewing and editing speaker notes.
Reading Displays the slides on screen, one at a time. This view is similar to the final
presentation your will show to your audience.

Master Views
There are three additional views available in the View tab on the ribbon: the Slide Master view, the Master Views
Handout Master view, and the Notes Master view. The master views are the main slides that
store formatting information about the entire presentation. Working with master views allows you
to make universal changes to every slide, handout, or notes page associated with a presentation. You You may want to show
can access these views on the Master Views group in the View tab. LearnTO Use
PowerPoint Slide
Note: To further explore slide masters, you can access the LearnTO Use PowerPoint Slide Masters from the
Masters presentation from the LearnTO tile on the LogicalCHOICE Course screen. LogicalCHOICE Course
screen or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
Figure 2-3: Master views. LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.

Lesson 2: Developing a PowerPoint Presentation | Topic B

28 | Microsoft® Office PowerPoint® 2010: Part 1

The Slide Show View

The Slide Show View A slide show displays your slides on screen in a particular sequence. Slide shows are how you present
your slides to the audience. Slide shows display one slide at a time, allowing the audience to follow
the key points of a presentation and review textual information, graphics, charts, tables, animations,
and videos.
PowerPoint 2010 provides you with a variety of options for presenting your slides via slide shows.
You can access these options on the Slide Show tab on the ribbon.

Figure 2-4: The Slide Show tab.

Slide Show Options

PowerPoint 2010 gives you a variety of options for viewing and controlling your slide shows.

Viewing Option Mouse Action Keyboard Shortcut

Start slide show from the Click the From Beginning button in the Press F5.
beginning Start Slide Show group.
Start slide show from the Click the From Current Slide button in Press Shift+F5.
current slide the Start Slide Show group, or click the
Slide Show button on the status bar.
Go to a specific slide While in a slide show, right-click the Press <the slide number>
screen, select Go to Slide from the pop- +Enter.
up menu, and then select the desired slide
from the secondary pop-up menu.
Advance to the next slide Click the screen. Alternately, you can Press any one of the
right-click the screen, and then click Next following keys: N, Enter,
in the pop-up menu. Page Down, the Right
Arrow, the Down Arrow,
or the Spacebar.
Return to the previous Right-click the screen, and then click Press any one of the
slide Previous in the pop-up menu. following keys: P, Page
Up, the Left Arrow, the
Up Arrow, or Backspace.
Black out the slide show N/A Press the B key.
White out the slide show N/A Press the W key.
End a slide show Right-click the screen, and then choose Press the Esc key.
End Show from the pop-up menu.

Note: Blacking or whiting out the slide show can be useful when engaging in longer-form
conversations. You can draw the audience's attention away from the slides without having to exit
the slide show.

Lesson 2: Developing a PowerPoint Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 29

The Protected View

In the Protected View, the editing options for the presentation are disabled. In PowerPoint 2010, The Protected View
all presentation files from a potentially unsafe source, such as an email attachment or the internet,
open in the Protected View by default. When the presentation opens, the Trust bar will display a
warning message that you're viewing the file in the Protected view below the tabs. To enable the
editing options and close the Protected view, click the Enable Editing button on the Trust bar.

Figure 2-5: The Trust bar indicates the presentation is open in the Protected view.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to View and Navigate a Presentation

Lesson 2: Developing a PowerPoint Presentation | Topic B

30 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 2-2
Viewing and Navigating a Presentation

Before You Begin

My Bio.pptx is open.

Scenario
You have created your presentation by using the Training template. You understand that much of
the existing content and many of the slides will not pertain to your bio. You decide to examine the
slides in the presentation to determine which slides you can use.

1. View the first three slides in the Normal view.

a) Select View→Presentation Views→Normal. Observe that slide 1 is selected in the left pane, and that
slide 1 is also displayed in the slide pane.
b) Select slide 2 in the left pane to review it in the slide pane.
c) Select slide 3 in the left pane to view it in the slide pane.

2. View the presentation in the Slide Sorter view.

The slides in the a) Select View→Presentation Views→Slide Sorter.
Training template are b) Use the scroll bar or keyboard shortcuts to view the slides.
already divided into
c) Scroll up to slide 1, and then double-click slide 1 to view it in the Normal view again.
sections. Dividing slides
into sections will be
3. View slide 1 in the Notes Page view.
covered in Microsoft
PowerPoint 2010: Part a) Ensure slide 1 is selected in the left pane.
2. This will not affect the b) Observe that there is a large amount of text in the notes pane, and that a scroll bar is displayed to
current activity. the right.

c) Select View→Presentation Views→Notes Page.

d) Observe that the slide and all of the text in the notes pane are displayed.

4. View a slide show of the presentation.

a) Select Slide Show→Start Slide Show→From Beginning, or select the Slide Show button on the status
bar.
b) Click the screen, or use keyboard shortcuts to advance through the slides.
c) Right-click the screen. In the pop-up menu, select Go To Slide, and then select 14 Case Study to
jump to slide 14.
d) Press the B key to black out the presentation, and then press the B key again to restore the
presentation.
e) Press the Esc key or right-click the screen and select End Show to exit the slide show.
f) Select View→Presentation Views→Normal to return to the Normal view.

Lesson 2: Developing a PowerPoint Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 31

TOPIC C
Edit Text
Text is one of the most critical elements of any presentation. It is the basic method by which you
will deliver the information your audience needs. As you develop your presentation, you are likely to
encounter changes that you would like to make. And, let's face it, we all make mistakes. You will
need to make some revisions to the text in your presentation.
Knowing how to enter and edit text will enable you to correct errors, focus your message, and
deliver your presentation effectively. PowerPoint also gives you the ability to use existing text from
other slides and documents to save precious development time.

Text Boxes
It may be necessary to insert additional containers for the text on the slides in your presentation. Text Boxes
Text boxes are text containers that you add to a slide outside of the default text placeholders for a
particular slide layout. Unlike text placeholders, text boxes contain no instructional text; text boxes
are blank when you add them to a slide.

Figure 2-6: A text box.

Like text placeholders, text boxes can be added or removed, resized, moved around the slide, and
formatted in various ways. Text placeholders can contain multiple lines of text. By default, typed
text will wrap down to the next line when it reaches the text placeholder border. The vertical height
of the text placeholder and the text's font size will automatically adjust when the amount of text
exceeds the text placeholder's borders. However, you do have the option to lock the font size within
a text placeholder.
Note: Most of the text you will add to your presentations, title text, subtitle text, general body
text, bullet lists, and so on, will be added within text boxes. However, other objects, such as
shapes, can also contain text.

Lesson 2: Developing a PowerPoint Presentation | Topic C

32 | Microsoft® Office PowerPoint® 2010: Part 1

Let students know that

adding text to other The Sizing Handles
objects will be covered You can use the sizing handles to increase or decrease the size of a text box. By clicking and dragging
in later lessons.
the sizing handles, you will adjust the size of the text box. The sizing handles on the corners of the
text box will adjust both its vertical and horizontal borders simultaneously.

The Rotation Handle

You can use the rotation handle to rotate text boxes. Text within the text box will rotate with it.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Add and Remove Text Boxes

Text Selection Methods

PowerPoint offers you several options for selecting the text you wish to edit. Selected text will
appear highlighted on the screen.

Text Selection Method

Specific section of text • Click and drag with the mouse to select a section of text.
• Place the insertion point to the left of the text you wish to
begin highlighting. Then, press and hold down the Shift key
and click to the right of the last character of text you wish to
highlight.
• Place the insertion point next to the text you wish to begin
highlighting. Then, press and hold down the Shift key and
use the arrow keys to extend the highlighted portion of text in
any direction.
A single word Double-click the word. This will also highlight the space
following the selected word, but it will not highlight punctuation.
A paragraph or a bulleted item Triple-click the text.
Noncontiguous sections of text Use any of the text selection methods to highlight the first
(sections of text that are not section of text you wish to select. Then, press and hold the Ctrl
adjacent) key, and then select the next desired section of text.
All text within a selected text • Press Ctrl+A.
placeholder • Click Home. Then, in the Editing group, click Select and
click Select All from the drop-down menu.

The Mini Toolbar

The Mini Toolbar The Mini toolbar is a floating toolbar that appears next to highlighted text. The Mini toolbar allows
you to access some of the most commonly used text edit options without having to navigate to
them on the ribbon. The Mini toolbar will disappear as you move the mouse pointer away from it or
the selected text. You can also access the Mini toolbar by right-clicking anywhere in a text
placeholder.

Lesson 2: Developing a PowerPoint Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 33

Figure 2-7: The Mini toolbar.

Note: The Mini toolbar will also appear when you right-click certain objects, such as tables. It
also appears with different commands for objects such as pictures and charts.

Cut, Copy, and Paste Options

PowerPoint offers you a variety of methods for moving selected text around on slides, from one Cut, Copy, and Paste
slide to another, or from other sources into your presentation. To move text within your Options
presentation, you can access the Cut, Copy, and Paste buttons in the Clipboard group on the
Home tab.

Figure 2-8: The Clipboard group.

The Cut button will remove the selected text, whereas the Copy button will copy the text but leave
the original text in place. Both of these options place a temporary copy of the text on the clipboard.
You can then place a copy of the text in a new location in any text placeholder within your
presentation.

Lesson 2: Developing a PowerPoint Presentation | Topic C

34 | Microsoft® Office PowerPoint® 2010: Part 1

Note: The Cut, Copy, and Paste functions are the same for slides, and for objects other than
text, including text boxes.

Alternate Methods to Cut, Copy, and Paste

Selected text can be moved to another location by dragging and dropping the highlighted text to the
desired location, effectively cutting and pasting the text. Holding Ctrl while dragging the selected
text will place a copy of the text in the new location.
There are also keyboard shortcuts that allow you to perform the Cut, Copy, and Paste functions.

Function Keyboard Shortcut

Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V

The Clipboard
The Clipboard Anything you cut or copy in Office 2010 applications is stored on a task pane called the clipboard.
You can view the clipboard by clicking the Clipboard dialog box launcher in the Clipboard
group on the Home tab. All items on the clipboard, whether from your presentation, other
PowerPoint presentations, or other Office applications, are available for pasting into your
presentation.
Clicking an item on the clipboard will paste that item to the insert point in your presentation. The
Paste All button will paste all of the items on the clipboard to the insert point, and the Clear All
button will delete all items from the clipboard.

Other Clipboard Paste Options

The Clipboard Paste It is likely that not all of the text within your presentation will have the same formatting. Likewise,
Options text copied to the clipboard from other applications may have different formatting than the text in
your presentation. The clipboard offers you several paste options to accommodate these textual
differences. You can access the clipboard Paste Options by clicking the Paste drop-down arrow in
the Clipboard group.
You may wish to inform
students that they can
also paste text as a
picture, turning the text
into a graphic object.
See if students can think
of any uses for this
function.

Figure 2-9: The clipboard paste options.

Paste Option Effect

Use Destination Theme The pasted text will adopt the formatting of the theme applied to the
destination text box.

Lesson 2: Developing a PowerPoint Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 35

Paste Option Effect

Keep Source The pasted text retains its original formatting.
Formatting
Keep Text Only Only unformatted text is pasted.

The Paste Preview Option

Paste Preview is an option that gives you a temporary preview of a paste command. The paste preview
is displayed at the insertion point on a slide when you hover the mouse pointer over a paste option
in the Paste drop-down list. As you hover over the different options, the preview displays how each
would appear if selected.

The Paste Special Command

The Paste Special command allows you to paste items to a new location as a specific type of file. For The Paste Special
example, you can paste a .jpg file to your presentation as a .png file. You can access the Paste Command
Special command on the Paste Options drop-down menu in the Clipboard group. The Paste
Special dialog box provides you with the paste options for the selected item.

Figure 2-10: The Paste Special dialog box.

Galleries
Galleries are rectangular menus that display a variety of related visual options. These options appear Galleries
as thumbnail images and provide you with sets of predefined styles for art, pictures, and text that
you can apply to your presentation.

Lesson 2: Developing a PowerPoint Presentation | Topic C

36 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 2-11: A gallery in PowerPoint 2010.

The Live Preview Feature

This is a good The Live Preview feature displays a view of formatting changes to your presentation without actually
opportunity to encourage applying the changes. These previews appear when you hover the mouse pointer over the various
a student to share his or options in some galleries. The preview disappears when you move the mouse pointer away from the
her screen on the option. This feature can save you time when you need to create a highly stylized presentation.
projector or via web
conferencing and
demonstrate the Live Access the Checklist tile on your LogicalCHOICE course screen for reference
Preview feature.
information and job aids on How to Edit Text

Lesson 2: Developing a PowerPoint Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 37

ACTIVITY 2-3
Editing Text

Data Files
Dexter_Collingsworth_Resume.docx

Before You Begin

The My Bio.pptx file is open.
The Microsoft Word 2010 application is installed.

Scenario
The Training template is a good starting point for your presentation, but you will need to make
changes. You decide to revise some of the text and include information from your résumé.

1. Change the title text on the title slide.

a) Navigate to slide 1 in the left pane.
b) Select the title text box.
c) Select the text Training New Employees.
d) Replace the text by typing My Bio in the text box.
e) Click outside the title text box to deselect it.

2. Delete the subtitle text box.

a) Select the subtitle text to activate the text box.
b) Select the text box border, which will change the dotted line border into a solid line border.
c) Press the Delete key.

3. Add text to the text box that was behind the subtitle text box.
a) Select the text box.
b) Type An Introduction into the text box.
c) Click outside the text box to deselect it.

4. Delete the text in the notes pane.

5. Navigate to slide 2 in the left pane.

6. Replace the text in the title text box with My Skills.

7. Copy and paste text from the resume document.

a) From the Windows desktop, select Start→All Programs→Microsoft Office→Microsoft Word 2010. As the activities begin to
b) Select File→Open. deal with more complex
procedures, allow extra
c) In the Open dialog box, navigate to the C:\091031Data\Developing a PowerPoint Presentation
time for students using
folder.
tablets and other mobile
d) Select the Dexter _Collingsworth_Resume.docx file, and then select Open. devices as activities may
e) Select all of the bullet list text in the Technical Skills section of the document and then, in the take them longer.
Clipboard group, select Copy. Encourage students to
f) Switch back to My Bio.pptx. share challenges and
g) Select the text box with the bullet list. successes experienced
h) Select all of the bullet list text in the text box. using these devices.

Lesson 2: Developing a PowerPoint Presentation | Topic C

38 | Microsoft® Office PowerPoint® 2010: Part 1

i) Select Home→Clipboard→Paste down arrow, and then select Use Destination Theme from the drop-
down menu.
j) Click outside the text box to deselect it.

8. Rearrange the text on the slide.

a) Select the text box with the bullet list.
b) Select the text in the second bullet point by triple-clicking the text.
c) Press and hold the Ctrl key.
d) While holding the Ctrl key, click and drag the text by moving the mouse pointer immediately before
the word "Working" in the first bullet point.
e) Release the mouse button to place a copy of the selected text at the top of the bullet list, and then
release the Ctrl key.
f) Verify that the same text appears in the first and the third bullets.
g) Select the original version of the text (now the third bullet) by triple-clicking the text, and then press
the Delete key.
h) Select the text in the third bullet point by triple-clicking the text.
i) Click and drag the text by moving the mouse pointer immediately before the word "Working" in the
second bullet point.
j) Release the mouse button to switch the position of the second and third bullets.
k) Verify that the second and third bullets are now switched.
l) Click outside the text box to deselect it.

9. Select File→Save.
You may wish to inform
students that there are 10. Close Microsoft Word without saving any changes.
other ways to save a file,
such as selecting Save
from the Quick Access
Toolbar. They should
use whatever method
they feel most
comfortable with.

Lesson 2: Developing a PowerPoint Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 39

TOPIC D
Build a Presentation
As you develop your presentation, it will naturally increase in size and complexity. You will likely
need to add additional information, use slides of varying styles, rearrange your slides, and decide on
a visual theme for your overall presentation. The more highly developed and fine-tuned you make
your presentation, the greater its impact will be on your audience.
With a large amount of the textual content already in place, you will now begin to think more about
the big picture. A well organized and professional-looking presentation will only add to your
authority and credibility as a presenter.

Slide Layouts
Throughout your presentation, you will likely need to include different types of information on
various slides. PowerPoint 2010 includes a selection of slide layouts that allow you to organize
different types of content in a logical and visually appealing manner. A slide layout is a template that
determines the placement of different types of content on an slide.
You can select slide layouts as you add slides to your presentation. You can also apply slide layouts
to existing slides. Placeholders for items such as text, tables, charts, and images are built into the
various slide layouts.

Types of Slide Layouts

PowerPoint includes nine standard slide layouts that you can add to your presentation. Types of Slide Layouts

Slide Layout What It Includes

Title Slide Text placeholders for a title and a subtitle.

Title and Content A text placeholder for a slide title, and a content placeholder for content
such as text, images, graphs, charts, or clip art.
Section Header Text placeholders for section and subsection titles.
Two Content A text placeholder for a slide title, and two content placeholders for a
variety of content types.
Comparison Text placeholder for a slide title, two text placeholders for subtitles, and
two content placeholders for a variety of content types.
Title Only A text placeholder to enter a slide title.
Blank No placeholders.
Content with A text placeholder for a slide title, a text placeholder for textual content,
Caption and a content placeholder for a variety of content types.
Picture with Caption A picture placeholder and a text placeholder for caption text.

Slide Size and Orientation

In addition to selecting from the various layouts, PowerPoint 2010 gives you the ability to modify Slide Size and
the size and the orientation of your slides. The default size of the PowerPoint slide is 10 inches by Orientation
7.5 inches. This is in the 4:3 aspect ratio, which is the format for standard definition television

Lesson 2: Developing a PowerPoint Presentation | Topic D

40 | Microsoft® Office PowerPoint® 2010: Part 1

broadcasts. Other sizes, such as the 16:9 widescreen format and 35mm slides, are also available. You
can also switch between the default landscape orientation and portrait orientation.

Figure 2-12: PowerPoint slides in the landscape and portrait orientations.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Add, Delete, and Modify Slides

Lesson 2: Developing a PowerPoint Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 41

ACTIVITY 2-4
Adding, Deleting, and Modifying Slides

Data Files
Project Team.pptx

Before You Begin

My Bio.pptx is open.

Scenario
You decide you would like to add slides with the Section Header layout to introduce various
sections of your presentation. You also remember that a colleague from school used a picture of you
in a PowerPoint presentation that she put together for an old project. You think the image would be
appropriate for your bio, so you decide to use the slide in your current presentation, and to delete
the slides you will not need.

1. Add a slide that has the Section Header layout.

a) Ensure the presentation is in the Normal view.
b) Navigate to slide 1 in the left pane.
c) Select Home→Slides→New Slide down arrow to view the Slide Layout gallery.
d) Select the Section Header layout.
e) Select the title text box, and replace the "Click To Edit Master Title Style" with My Experience.
f) Select the Company Logo box below the title text box, and then press the Delete key to delete it.

2. Duplicate the slide you just added.

a) Ensure that slide 2 is selected in the left pane.
b) Select Home→Clipboard→Copy down arrow.
c) Select Duplicate from the drop-down menu.
d) Select the "My Experience" text.
e) Delete "My Experience," and then type My Qualifications in the text box. Feel free to point out
that students can also
3. Reuse the slide with your picture. select New
a) Select Home→Slides→New Slide down arrow. Slide→Duplicate
Selected Slides.
b) From the New Slide drop-down menu, select Reuse Slides.
c) From the Reuse Slides pane, select the Browse button, and then select Browse file.
d) Navigate to C:\091031Data\Developing a PowerPoint Presentation in the Browse dialog box.
e) Select the Project Team.pptx file, and then select Open.
f) In the Reuse Slides pane, select slide 2 from the Slides pane.
g) Select the Close button to close the Reuse Slides pane.

4. Delete a series of slides.

a) Select slide 6 from the left pane.
b) Press and hold down the Shift key, and then select slide 9.
c) Press the Delete key.
d) Select and delete slides 7 through 14.

5. Delete noncontiguous slides.

a) Select slide 8 from the left pane.

Lesson 2: Developing a PowerPoint Presentation | Topic D

42 | Microsoft® Office PowerPoint® 2010: Part 1

b) Press and hold down the Ctrl key.

c) Select slide 10, and then press the Delete key.

6. Select File→Save, and then select File→Close.

Like saving, there are
other options that can
students can use when
Access the Checklist tile on your LogicalCHOICE course screen for reference
closing a file.
information and job aids on How to Arrange Slides

Lesson 2: Developing a PowerPoint Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 43

ACTIVITY 2-5
Arranging Slides

Data Files
Bio_modified.pptx
The students will start
Before You Begin this activity with a clean
file because the slide
The PowerPoint 2010 application is open. sections have been
removed.
Scenario
You have finished creating the slides you will need for the presentation during the team meeting.
You realize you have included all pertinent information for a brief professional bio, but you have
not arranged the slides in the proper order. You will need to organize your slides in a logical manner
before presenting to your new team.

1. Open the Bio_modified.pptx file from the C:\091031Data\Developing a PowerPoint Presentation folder.

2. Move a slide in the Normal view.

a) Ensure the presentation is in the Normal view.
a) Scroll down and select slide 9 in the left pane.
b) From the Clipboard group, select Cut.
c) Scroll up and select slide 2.
d) From the Clipboard group, select the Paste button to insert the slide after slide 2.
e) Observe that slide 9 is now slide 3, and that all of the subsequent slides have been moved down
one place in the slide order.

3. Arrange the remaining slides in the Slide Sorter view.

a) Select View→Presentation Views→Slide Sorter.
b) Select slide 6, and then drag and drop it after slide 3.
c) Verify that slide 6 is now slide 4.
d) Select both slide 6 and slide 7.
e) Drag and drop slides 6 and 7 to appear after slide 8.

4. Review the order of your slides.

a) In the Presentation Views group, select the Normal button.
b) Navigate through the slides to ensure they are in a logical order.

5. Save the file in the current folder as My Bio_modified.pptx

Themes
Themes are combinations of colors, fonts, and effects that give your presentation a consistent look Themes
and feel throughout. Themes help to define the background color of slides and the color and style
of objects such as charts and tables. You can apply themes to individual slides, groups of slides, or
your entire presentation.

Lesson 2: Developing a PowerPoint Presentation | Topic D

44 | Microsoft® Office PowerPoint® 2010: Part 1

Note: To further explore themes, you can access the LearnTO Decide Between PowerPoint
Templates and Themes presentation from the LearnTO tile on the LogicalCHOICE Course
screen.

You may want to show

LearnTO Decide Note: Developing and customizing themes is a multi-faceted endeavor that can benefit from
Between PowerPoint large-scale collaboration. If your instructor/organization is incorporating social media resources
Templates and Themes as part of this training, use the LogicalCHOICE Course screen to search for or begin
from the LogicalCHOICE conversations regarding successes and challenges encountered while designing themes for your
Course screen or have presentations.
students navigate out to
the Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
Figure 2-13: PowerPoint themes.
information and
additional resources.
Quick Styles
Quick styles are themes that can quickly be applied to a particular object on a slide by selecting a
single command button. Quick styles are found in galleries and often appear in contextual tabs when
objects such as charts or graphs are selected.

Theme Components
The three visual components of themes are colors, fonts, and effects. While themes contain pre-
determined attributed for these components, you can customize them to suit your needs.

Theme Component Description

Color Theme colors determine the color applied to particular on-slide elements.
You can customize theme colors on the Colors drop-down menu in the
Themes group.
Font Themes apply a different font to title text and the body text on slides. You
can select different fonts on the Fonts drop-down menu in the Themes
group.
Effects Themes apply effects, such as drop shadows and beveled edges, to on-slide
elements. You can change these effects on the Effects drop-down menu in
the Themes group.

Background Styles
Background Styles Background styles are the colors and textures of slide backgrounds. These are determined by applying
themes to your slides. You can select additional backgrounds from the gallery on the Background
Styles drop-down menu on the Background group.

Lesson 2: Developing a PowerPoint Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 45

Figure 2-14: The Background styles gallery.

Hide Background Graphics

You can hide any graphics that appear in the background of a slide by clicking the Hide
Background Graphics check box in the Background group.
If you apply a theme to a presentation and the style does not appear to change on certain slides, you
might need to hide background images to view the actual slide backgrounds.
Note: This feature does not apply to background fills.

The Format Background Dialog Box

You can find options for customizing the backgrounds of slides, beyond the available Quick styles, The Format Background
in the Format Background dialog box. You can access the Format Background dialog box from Dialog Box
the Background Styles gallery, or from the dialog box launcher on the Background group. The
options for formatting backgrounds appear on four tabs.

Tab Option Allows You To

Fill Access options for creating solid, gradient, picture or texture, and pattern
fills. You can also adjust various attributes for fills, such as brightness,
transparency, and color.
Picture Adjust the attributes, such as sharpness, brightness, and contrast, of pictures
Corrections that are being used as backgrounds. The Reset button restores the default
settings for brightness and contrast.
Picture Color Adjust the color saturation and the color tone of your background.
Artistic Effects Customize your slide backgrounds with various artistic effects.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Work with Themes

Lesson 2: Developing a PowerPoint Presentation | Topic D

46 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 2-6
Working with Themes

Before You Begin

The My Bio_modified.pptx file is open.

Scenario
Your bio is nearly complete, but you don't like the overall look of the presentation and you would
like to give it some pizazz. You decide to spruce up the original template by changing the theme and
the background style.

1. Apply a theme to the presentation.

a) Access the Design tab.

b) Expand the All Themes gallery by selecting the More button in the Themes group.
c) From the All Themes gallery, select the Slipstream theme.

Note: The themes in the All Themes gallery are arranged in alphabetical
order.
d) Observe that the style has been applied to all of the slides; however, slides 1, 4, 7, and 11 contain
background images that have not been affected by applying the new theme.

2. Hide the background images for slides 1, 4, 7, and 11.

a) Ensure the Design tab is selected.
b) Select slides 1, 4, 7, and 11 in the left pane.
c) In the Background group, check the Hide Background Graphics check box.
d) Verify that the background images no longer display.

3. Apply a background style to all slides.

a) Select slide 1 in the left pane.
b) In the Background group, select Background Styles to display the Background Styles gallery.
c) Hover the mouse pointer over the various styles to view the previews. Then, select the desired
background style.
d) Observe that the background style for the entire presentation has been modified.

4. Apply a gradient fill to all slides.

a) Ensure the Design tab is selected.
b) In the Background group, select the dialog box launcher to display the Format Background dialog
box.
c) If necessary, select the Gradient fill radio button to select the gradient fill options.
d) Select Preset colors to display the color scheme menu.
e) Select the Horizon color scheme in the top-right corner of the menu.
f) Modify the various options to achieve the desired gradient fill.
g) In the Format Background dialog box, select Apply to All to apply the gradient fill to all slides.
h) Select the Close button.
i) Verify that the gradient fill has been applied to all slides.

5. Save and close the file.

Lesson 2: Developing a PowerPoint Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 47

Summary
In this lesson, you began developing a PowerPoint presentation. You selected a presentation type,
viewed and navigated a presentation, edited text, and built a presentation. Now that you have a solid
understanding of the main functions of PowerPoint 2010, you are ready to begin exploring its more
advanced features.
How can customizing presentations help you convey your thoughts and ideas more effectively?
A: Many students think visually. It is likely that seeing the theme and template options will have opened
their eyes to the possibilities inherent in PowerPoint. Also, the ability to rearrange slides and text
makes it easier to rethink storylines after development has begun.

As you have worked with PowerPoint 2010, have you discovered alternate methods for performing some of
the functions covered in this training? Is this similar to your experience with other Microsoft Office
applications?
A: Answers will vary, but many students are likely to recognize the redundant methods for performing
similar commands from other Office applications.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 2: Developing a PowerPoint Presentation |

3 Performing Advanced
Text Editing
Lesson Time: 50 minutes

Lesson Objectives
In this lesson, you will perform advanced text editing. You will:
• Format characters.
• Format paragraphs.
• Format text boxes.

Lesson Introduction
You have begun developing Microsoft® Office PowerPoint® presentations with strong
visual appeal and a consistent look and feel. You have mastered the basic building blocks of
presentations, and you know how to customize your presentations to suit your particular
needs. Now, you will focus on honing your message by utilizing some of the advanced text
editing features in PowerPoint 2010.
Not all content carries the same weight. You will need ways to emphasize certain key points,
while still presenting all relevant information to your audience. Additionally, you may want
to format the text in your presentations to make it easier to read or to have more visual
appeal. But, none of this should consume large amounts of your development time. By
becoming familiar with some of the advanced text editing features in PowerPoint 2010, you
will be able to focus on your message instead of wasting hours of time customizing the
appearance of your text.
50 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Format Characters
Text is likely to be one of your main means of conveying information. As such, it is important to
select the best character formatting for your presentations. The proper character formatting will give
your presentation a professional appearance while ensuring the audience does not miss out on key
information.
Without formatting, the text in your presentations will appear flat. There will be no visual cues for
the audience to interpret the text, and the presentation will be just plain boring. You have entered
text into your presentations, now you will energize that text.

Character Formats
Character formats are particular attributes that you can apply to the text on your slides. By changing
these attributes, you will alter the appearance of the text in your presentation. There are four basic
elements of character formats: font type, size, color, and style.

The Font Dialog Box

The Font Dialog Box The Font dialog box provides advanced character formatting options to customize the text in your
presentations. You can access the Font dialog box by selecting the dialog box launcher in the
Font group on the Home tab.

Font Dialog Box Option Description

Latin Text Font Allows you to select from any of the included font types in
PowerPoint 2010.
Font Style Allows you to select a font style, such as bold, italic, or regular.
Size Allows you to modify the size of text on your slides.
Font Color This drop-down menu opens a gallery of text color options. You can
also customize the color of the text in your presentations by clicking
More Colors.
Underline Style Allows you to select a style of underline for emphasizing text.
Underline Color Allows you to select a color for your underlines. You can also
customize underline colors.
Effects Provides a selection of additional textual effects including
strikethrough, all caps, and equalize character height.
Character Spacing Tab Provides options for adjusting the spacing between textual characters.

Note: Many of the commands in the Font dialog box can be accessed via buttons in the Font
group on the Home tab.

WordArt Styles
WordArt Styles WordArt styles are predetermined formatting configurations that can be applied to text on a slide.
These formatting configurations can be applied to selected text or to all text within a text
placeholder. You can access WordArt styles from the Text group on the Insert tab or from the
WordArt Styles group on the Drawing Tools contextual tab.

Lesson 3: Performing Advanced Text Editing | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 51

Figure 3-1: The WordArt styles gallery.

The Format Painter

The Format Painter allows you to copy the formatting of selected text and apply it to other text. The The Format Painter
Format Painter functions much like the copy and paste commands, however, only the formatting,
and not the text, is moved. You can access the Format Painter in the Clipboard group on the
Home tab.

The Replace Fonts Option

The Replace Fonts option allows you to easily change all text of a particular font type to another font The Replace Fonts
type throughout an entire presentation. This option can come in handy when you create your Option
presentation on one computer, and then deliver your presentation from another. If the fonts you
created your project with don't exist on the computer your deliver your presentation from, this
feature can be a lifesaver. You can access the Replace Fonts option from the Replace drop-down
menu in the Editing group on the Home tab.

Lesson 3: Performing Advanced Text Editing | Topic A

52 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 3-2: The Replace Font dialog box.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format Characters

Lesson 3: Performing Advanced Text Editing | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 53

ACTIVITY 3-1
Formatting Characters

Data Files
Bio_theme.pptx

Scenario
The thematic elements you applied to your presentation have made some of the text difficult to
read. You decide to change the text formatting to make your presentation easier to read.

1. Open the Bio_theme.pptx file from the C:\091031Data\Performing Advanced Text Editing folder.

2. Change the text font.

a) Select slide 5 from the left pane.
b) Select all of the text in the first bullet point.
c) In the Font group, from the Font field, select the down arrow.
d) Observe that the current font is Trebuchet MS. Select Arial Black from the drop-down menu, and
then click outside the text box to deselect it.
e) In the Editing group, select the down arrow next to the Replace button and then select Replace
Fonts.
f) In the Replace Fonts dialog box, select the down arrow on the Replace field, and then select
Trebuchet MS from the drop-down menu.
g) Select the down arrow on the With field, and then select Arial Black from the drop-down menu.
h) Select Replace and then select Close.
i) Verify that all of the Trebuchet MS text has been replaced with Arial Black for the presentation.

3. Change the color of the text.

a) Navigate to slide 5.
b) Select all of the text in the first bullet point, and then hover the mouse pointer over the Mini toolbar.
c) Select the down arrow on the Font Color button, and then select Black, Background 1, which is the
first color in the Theme Colors menu.

d) Select some of the text in the first bullet point, and then select Format Painter
from the Clipboard group.
e) Select all of the text in the second bullet point to apply the formatting.
f) Verify that the text in the second bullet point is black.
g) Apply the same formatting to the third bullet point.

4. Apply WordArt to the title text.

a) Navigate to slide 1.
b) Select the "My Bio" title text, and then access the Drawing Tools contextual tab.

c) In the WordArt Styles group, select the More button to display the WordArt gallery.
d) Hover the mouse pointer over the various styles to view the previews, and then select the desired
style.

5. Save the file as My Bio_theme.pptx, and then close the file.

Lesson 3: Performing Advanced Text Editing | Topic A

54 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC B
Format Paragraphs
Formatting and applying style to your text can make your presentation easier to read and can help
you convey your message. But, there is another important aspect of organizing and formatting your
textual content: formatting paragraphs. Now that you have tailored your text to have just the right
look, you will organize the physical layout of your text by formatting your paragraphs.
The paragraph formatting options in Microsoft® Office PowerPoint® give you the ability to control
the overall layout of the text in your presentations. Think of paragraph formatting as how you
organize the structure of your textual content.

Bulleted Lists
Bulleted Lists Bulleted lists are used to display a sequence of items for which the order is not important. Each of
the items displays as a line of text with an image, or a bullet, to the left. PowerPoint 2010 allows you
to add bulleted lists to your textual content and provides a number of options for formatting them.
You can select the appearance of the bullets in your lists, create custom bullets, create bulleted lists
with multiple sub-levels, and alter the distance between the margin of the text placeholder and the
bullet items in your lists.
To begin a bulleted list, go to the Home tab, navigate to the Paragraph group, and select the
Bullets button. You can access the bulleted list formatting options in the Bullets and Numbering
dialog box, on the Bulleted tab.

Figure 3-3: The Bullets and Numbering dialog box with the Bulleted tab selected.

Numbered Lists
Numbered Lists Use numbered lists to display a series of items for which the order is important, for example, the
steps in a process or procedure. As with bulleted lists, PowerPoint 2010 provides you with a number
of options for formatting your numbered lists. You can use Arabic or Roman numerals in your
numbered lists, as well as letters. This can be useful for presenting high-level outlines to your
audience.

Lesson 3: Performing Advanced Text Editing | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 55

To begin a numbered list, go to the Home tab, navigate to the Paragraph group, and click the
Numbering button. You can access the numbered list formatting options in the Bullets and
Numbering dialog box, on the Numbered tab.
Note: You can also apply bulleting or numbering to existing paragraph text. All text separated
by a line break will become an individual bullet or numbered item.

Figure 3-4: The Bullets and Numbering dialog box with the Numbered tab selected.

Option Allows You To

Number System Select from among Arabic numerals, Roman numerals, and letters for
Gallery your numbered lists.
Size Set the font size of the numbers or letters as a percentage of the size of
the text.
Color Change the color of the numbers or letters in your numbered list. This
does not change the color of the list text.
Start At Specify the initial number or letter value to begin your numbered lists.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Use Bulleted and Numbered Lists

Lesson 3: Performing Advanced Text Editing | Topic B

56 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 3-2
Using Bulleted and Numbered Lists

Data Files
Bio_character formatting.pptx

Scenario
You have finished formatting the text characters for your presentation. You feel the text is easier to
read and the WordArt style you applied to the title text better fits the overall look of the
presentation. But, you aren't happy with the way the bullets look, so you decide to change the
formatting.

1. Open the Bio_character formatting.pptx file from the C:\091031Data\Performing Advanced Text Editing
folder.

2. Navigate to slide 5, then select all of the bullet list text on the slide.

3. Change the bullet style for the list.

a) In the Paragraph group, select the Bullets down arrow.
b) Select Bullets and Numbering from the drop-down menu to display the Bullets and Numbering dialog
box.
c) Select Star Bullets as the bullet style.
d) Select OK.

4. Modify the bullet size.

a) Display the Bullets and Numbering dialog box.
Students will close and b) Use the spin buttons in the Size field to change the bullet size to 150% of text.
then re-open the same
dialog boxes throughout Note: Notice that the bullets now outsize their text. Most of the time, you'll
this course. This is done want to avoid this in your presentation. This step is meant to make it easier for
so that they will easily be you to see the change in formatting.
able to see each change
made to their worksheet c) Select OK.
without the dialog box
blocking their view. 5. Change bullets to a numbered list.
a) Navigate to slide 9.
b) Select all of the bulleted list text on the slide.
c) From the Paragraph group, select the Numbering button.

6. Save the file as My Bio_character formatting.pptx, and then close the file.

Text Alignment
Text Alignment PowerPoint offers you several options for aligning the text within text placeholders and other
objects. The text alignment options allow you to position the text relative to the margins within the
text box or object.

Lesson 3: Performing Advanced Text Editing | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 57

Figure 3-5: Text alignment options.

Option Result

Align Text Left Text lines up along the left margin.

Center Text is centered evenly between the left and right margins.
Align Text Right Text lines up along the right margin.
Justify Similar to center alignment, text is centered evenly between the left and the
right margins. Additionally, extra spaces between words or characters may be
added to square off the text block, providing a uniform look along the left
and right edges.
Columns Creates individual columns for text. Up to 16 columns are available in a text
box.

Note: As with bulleted and numbered lists, you can adjust the margins of standard body text by
using the Decrease List Level or Increase List Level buttons.

Vertical Text Alignment

PowerPoint 2010 also gives you three options for vertically aligning your text. You can access these Vertical Text Alignment
options by going to the Home tab, the Paragraph group, and then the Align Text drop-down
menu.

Option Text Is

Top Vertically aligned along the top of the text box

Middle Centered vertically
Bottom Vertically aligned along the bottom of the text box

The AutoFit Feature

The AutoFit feature gives you options for automatically fitting text within text boxes and other The AutoFit Feature
objects regardless of how much text you enter. You can access the AutoFit options in the Format
Text Effects dialog box, which you can launch from either the Align Text or the
Text Direction drop-down menu. The default AutoFit setting is Resize shape
to fit the text.

Lesson 3: Performing Advanced Text Editing | Topic B

58 | Microsoft® Office PowerPoint® 2010: Part 1

Option Effect

Do Not AutoFit PowerPoint will adjust neither the text nor the text box. If you enter
more text than will fit in a text box, the extra text will spill over and
appear outside the text box.
Shrink Text on Overflow PowerPoint will automatically decrease the size of the text if you
enter more text than will fit.
Resize Shape to Fit Text PowerPoint will automatically increase the size of the text box if you
enter more text than will fit.

Note: When Do Not AutoFit is selected, any text that spills over off of the text box is still
associated with the text box. While the text appears outside the border, changes made to the text
box will affect the overflow text. For example, if you move the text box, the text will move with
it. If you delete the text box, you will also delete the overflow text.

Wrap Text in Shape

When the Wrap text in shape check box in the Format Text Effects dialog
box is checked, text entered into shapes will align to the edges of the shape.
Adding shapes will be
covered in Lesson 4.
Spacing Options
Spacing Options Spacing refers to the vertical distance between lines of text or paragraphs. There are three spacing
attributes that can be adjusted in PowerPoint 2010: line spacing, before, and after. You can quickly
adjust the spacing between lines of text via the Line Spacing button in the Paragraph group.
You can also launch the Paragraph dialog box from there.

Spacing Option Enables You To Adjust

Line Spacing The spacing between lines of text

Before Text spacing by adding space before a paragraph
After Text spacing by adding space after a paragraph

Text Direction Options

Text Direction Options In addition to being able to format, align, and space your text, PowerPoint 2010 also gives you the
ability to change the direction in which your text flows. The default text direction option is
horizontal, but you can also rotate your text or stack it vertically.

Clear All Formatting

You can reset any formatting you perform on text by selecting the text, and then selecting the Clear
All Formatting button in the Font group on the Home tab.

Rulers
Rulers Rulers are visual reference tools that allow you to accurately position objects on a slide. The rulers
display marked increments that make it easy for you to place objects with precision. You can also
use the rulers to adjust margins and indentations of text within objects.

Lesson 3: Performing Advanced Text Editing | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 59

Figure 3-6: Rulers in the slide pane.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format Paragraphs

Lesson 3: Performing Advanced Text Editing | Topic B

60 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 3-3
Formatting Paragraphs

Data Files
Bio_bullet formatting.pptx

Scenario
You have finished reformatting all of the bulleted and numbered lists in your presentation. But, you
are not happy with some of the text spacing on your slides. You decide to format some of the
paragraphs in your presentation to give it a more well-balanced look.

1. Open the Bio_bullet formatting.pptx file from the C:\091031Data\Performing Advanced Text Editing
folder.

2. Navigate to slide 2. Modify the horizontal text alignment.

a) Select the "Dexter Collingsworth" text in the text box.

b) In the Paragraph group, select the Align Text Right button .

3. Modify the line spacing.

a) In the Paragraph group, select the Line Spacing button.

b) Select 1.5 from the drop-down menu.
c) Click outside the text box to deselect it.

4. Navigate to slide 6. Modify the vertical text alignment.

a) Select all of the text in the bulleted list.
b) In the Paragraph group, select the Align Text button and then select Middle from the drop-down
menu.

5. Modify the indentation of the text.

a) If the rulers are not visible, select View→Show→Ruler check box.
b) Drag the Hanging Indent marker to the right until it is pointing at the 1/2 inch mark on the top ruler.
Dragging indent markers c) Click outside the text box to deselect it.
can be a bit of a tricky
procedure. Be alert for 6. Save the file as My Bio_bullet formatting.pptx, and then close the file.
students who are
dragging the Left Indent
marker rather than the
Hanging Indent marker.

Lesson 3: Performing Advanced Text Editing | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 61

TOPIC C
Format Text Boxes
You have selected the perfect text and have it arranged on your slides just the way you like it. But,
something still seems a but dull about the way your text looks on screen, and you'd like to spruce it
up a bit more. PowerPoint 2010 gives you the option of formatting the text boxes in your
presentation by adding color, modifying the borders, or applying a number of effects.
Adding a little style to the text boxes in your presentation can give your textual content that added
boost to keep the audience engaged. Text box formatting gives you the ability to add variety to your
text and set it off from other on-slide elements. This draws the audience's attention where you want
it, on your key points.

Text Formatting Options

There are three general categories of text placeholder formatting options: fill, outline, and effects. Text Placeholder
You will find these options on the Home tab in the Drawing group. Formatting options for text Formatting Options
boxes, text placeholders, and shapes are the same.
Note: You can use the Format Painter to copy and paste text box formatting as well as text
formatting.

Figure 3-7: Text formatting options.

Note: Inserting and working with shapes will be covered in Lesson 4.

Shape Fills
As with slide backgrounds, you can add fills to the text boxes in your presentations. The Shape Fill Shape Fills
drop-down menu provides you with options for adding color, pictures, gradient fills, and textures as
backgrounds for your text boxes.

Lesson 3: Performing Advanced Text Editing | Topic C

62 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 3-8: The Shape Fill drop-down menu.

Shape Outlines
Shape Outlines Text boxes are objects that are contained within a slide. As such, they have borders, or outlines, to
separate them from other content on the slide. PowerPoint gives you an array of options for
formatting the outlines of text boxes and other shapes. You can access these options in the Shape
Outline drop-down menu.

Lesson 3: Performing Advanced Text Editing | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 63

Figure 3-9: The Shape Outline drop-down menu.

Option Allows You To

Color Select the color of the outline

Weight Set the line width of the outline
Dashes Select from among various styles of dashed lines for the outline

Shape Effects
PowerPoint 2010 allows you to select from a variety of effects for text boxes and shapes, such as Shape Effects
beveled or soft edges, 3-D rotation, and the addition of drop shadows. Each type of effect has an
associated gallery with pre-formatted options. You can also customize the effects to suit your needs.
You can access the effects options from the Shape Effects drop-down menu.

Lesson 3: Performing Advanced Text Editing | Topic C

64 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 3-10: The Shape Effects drop-down menu.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format Text Boxes

Lesson 3: Performing Advanced Text Editing | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 65

ACTIVITY 3-4
Formatting Text Boxes

Data Files
Bio_paragraph formatting.pptx

Scenario
You have finished formatting the paragraphs in your presentation. Although you are happy with the
overall look of the text, you feel the text boxes could look better. You decide to format the text
boxes to give your presentation a more well-polished look.

1. Open the Bio_paragraph formatting.pptx file from the C:\091031Data\Performing Advanced Text Editing
folder.

2. Navigate to slide 5. Add a fill to the text box.

a) Select the text box.
b) Select the Shape Fill button in the Drawing group.
c) Select a light blue color from the Theme Colors section of the drop-down menu.
d) Select the Shape Fill button from the Drawing group, and then select Gradient from the drop-down
menu.
e) Select a gradient variation from the gallery.
f) Select the Drawing group's dialog box launcher to display the Format Shape dialog box.
g) In the Gradient stops section, drag the lever to modify the look of the gradient fill.

Note: Each Gradient stop affects one color of the gradient fill. The options
below the Gradient stops affect only the color of the selected gradient stop.
You must select the formatting options for each color in a gradient fill
separately.
h) Use the Transparency spin button to set the transparency to 25%.
i) Select Close to view the results of your formatting.

3. Format the outline of the text box.

a) Select the Drawing group's dialog box launcher to display the Format Shape dialog box.
b) Select the Line Color tab, and then select the Solid line radio button.
c) Select the Color button, and then select a dark red color from the Theme Colors section of the drop-
down menu.

Note: The border that appears because the text box is selected might mask
some of the text box border formatting as you work.
d) Select the Line Style tab.
e) In the Line Style section, use the spin buttons to set the Width to 3pt.
f) Select the Close button.

4. Apply an effect to the text box.

Lesson 3: Performing Advanced Text Editing | Topic C

66 | Microsoft® Office PowerPoint® 2010: Part 1

a) Select the Shape Effects button from the Drawing group, and then select Shadow.
b) From the Perspective section in the Shadow gallery, select Perspective Diagonal Upper Left. This is
the first tile in the Perspective section.

5. Save the file as My Bio_paragraph formatting.pptx, and close the file.

Lesson 3: Performing Advanced Text Editing | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 67

Summary
In this lesson, you formatted text characters, paragraphs, and text boxes. Your text is now well
organized and easy to read. Perhaps most importantly, your text will grab the audience's attention
and focus it on the key points of your message. Now, you are ready to add multimedia components
to your presentation, bringing it up to the next level.
How can you use the text editing and formatting features in PowerPoint 2010 to help convey your
message?
A: Answers will vary, but will likely include adding bulleted or numbered lists to emphasize key points.
Formatting text boxes is also highly effective for drawing the audience's attention and for transitioning
between sections of presentations.

Which of the text editing and formatting features do you find most useful?
A: Answers will vary, but the Format Painter and setting default text box formatting can save a lot of time
and development effort.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 3: Performing Advanced Text Editing |

4 Adding Graphical
Elements to Your
Presentation
Lesson Time: 30 minutes

Lesson Objectives
In this lesson, you will add graphical elements to your presentation. You will:
• Insert clip art and images.
• Insert shapes.

Lesson Introduction
You are now able to create and organize your presentation. You can also use the powerful
PowerPoint 2010 text editing features to drive your point home. But text isn't the only way
to convey information to your audience. Sometimes, a picture can tell the story better than
words ever could. And, graphics have the ability to keep an audience engaged and focused
on what you have to say. PowerPoint 2010 gives you the ability to add a variety of graphical
content to liven up your presentation.
Graphics and images are effective for illustrating concepts and processes that may be
difficult to explain otherwise. The use of photos can help place your audience in a different
environment to understand events from around the world. Becoming familiar with the
various methods of adding graphical content in PowerPoint will give you a whole new set of
options for telling your story and keeping your audience excited about what you have to say.
70 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Insert Clip Art and Images
You will likely use some types of graphical elements more that others. For example, screen shots
from a software application can be helpful in demonstrating how to accomplish a particular task.
Also, there are common concepts, such as money or technology, that you will need to discuss.
Quick access to commonly used images and the ability to share your computer screen will help you
convey information to the audience without filling slide after slide with large amounts of text.
PowerPoint 2010 has a number of built-in graphics features that you can use to make your point.
Using on-screen graphics gets your message across quickly to an audience that will, likely, not have a
lot of time to review excessive textual content. And, nothing makes a presentation more boring than
lengthy, hard-to-read text.

Pictures
Pictures Pictures are the most basic form of graphical content you can add to your PowerPoint presentation.
Nearly any type of image file that you can store on your hard drive can be inserted into a slide.
Selecting the Picture button from the Images group on the Insert tab will launch the Insert
Picture dialog box. From there, you can navigate to any image you would like to insert into your
project.

Clip Art
Clip Art Clip art is digital graphical content, either in the form of photographs or illustrations, that you can
add to your presentation. PowerPoint 2010 can access a clip art repository, containing a variety of
images, that you can search for by using key words. The clip art repository also contains movies and
sound clips for use in your presentations. If the particular image that you are searching for is not in
the clip art repository, you can search thousands of images on Office.microsoft.com.

Figure 4-1: Clip art.

The Clip Art Pane

The Clip Art Pane You can access the clip art repository from the Clip Art pane. The Clip Art pane provides you with
several search options for finding the images, movies, or sounds you are looking for.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 71

Figure 4-2: The Clip Art pane.

Clip Art Pane Element Description

Search For field Allows you to enter key words to search for clip art.
Results Should Be drop-down menu Filters your results among illustrations, photographs,
movies, audio, or all of these media types.
Include Office.com Content check Allow you to include or exclude search results from the
box Office.com website.
Results Pane Displays your search results.
Find More at Office.com link Links you to the Office.com website to search for media
files not available in the repository.
Hints for Finding Images link Launches PowerPoint Help and displays Help topics
related to using clip art.

The Photo Album Feature

The photo album feature allows you to insert and display photographs in a custom presentation that The Photo Album
looks like a photo album. PowerPoint 2010 provides you with the capability to add transitions, Feature

Lesson 4: Adding Graphical Elements to Your Presentation | Topic A

72 | Microsoft® Office PowerPoint® 2010: Part 1

backgrounds, layouts, themes, and captions to your photo albums. You can also share your photo
albums as attachments, as web publications, or in printed form.
The Photo Album dialog box allows you to insert photos into an album, add captions to photos,
and modify the photo album layout. You can also apply effects to the images in your photo albums,
such as converting images to black and white, adjusting the brightness or contrast, rotating images,
and adding frames. You can access the Photo Album dialog box in the Images group on the
Insert tab.

Figure 4-3: The Photo Album dialog box.

The Screenshot Tool

The Screenshot Tool The screenshot tool gives you the ability to add anything displayed on your computer screen as an
image in PowerPoint. The Screenshot drop-down menu in the Images group displays a gallery of
windows that are available for capture, and provides you with access to the Screen Clipping
option. You can insert an image of an entire window, or use the screen clipping option to select a
particular region.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 73

Figure 4-4: The Available Windows dialog box.

Note: Only windows that are not minimized to the task bar appear in the Available Windows
pane. If you wish to insert a screen capture of your desktop, you must use the screen clipping
option.

Note: To further explore the screenshot tool, you can access the LearnTO Use the
PowerPoint Screenshot Tool presentation from the LearnTO tile on the LogicalCHOICE
Course screen.

You may want to show

LearnTO Use the
Access the Checklist tile on your LogicalCHOICE course screen for reference PowerPoint Screenshot
information and job aids on How to Insert Clip Art and Images Tool from the
LogicalCHOICE Course
screen or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic A

74 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 4-1
Inserting Clip Art and Images

Data Files
Develetech Ind.pptx
videogame_front.png

Scenario
You have completed your orientation and training at Develetech Industries, and you have begun
working with one of the product development teams. Each team is developing one product that will
be part of Develetech's next seasonal product roll out, New Visions Now. As part of the project
kickoff, Develetech is holding a series of internal meetings to introduce the new products to
Develetech employees. Members of the various design teams have begun putting together a
PowerPoint presentation to introduce the new products. Your supervisor has asked you to add one
more image of the video game console your team is developing, and to enhance the title slide with
clip art.

1. Open the Develetech Ind.pptx file from the C:\091031Data\Adding Graphical Elements to Your
Presentation folder.

2. Add clip art to a slide.

a) Ensure slide 1 is selected in the left pane.
b) Select Insert→Images→Clip Art.
c) In the Clip Art pane, ensure the Include Office.com content check box is checked.
d) Select the down arrow in the Results should be field, and then ensure that only the Illustrations and
Photographs check boxes are checked.
e) In the Search for field, enter horizons, and then select Go.
f) From the search results, select an image of the sun on the horizon.
g) Select the Close button to close the Clip Art pane.
h) Resize the image so that it is small enough to fit below the "New Visions Now" text, and then click
and drag the image so that it is centered below the text.

3. Add an image to a slide.

a) Navigate to slide 12.
b) From the Images group, select Picture.
c) Navigate to the folder C:\091031Data\Adding Graphical Elements to Your Presentation.
d) Select the videogame_front.png file, and then select Insert.
e) Click and drag the image so that it is centered above the left-most image on the slide.
f) Click anywhere outside the image to deselect it.

4. Save the presentation as My Develetech Ind.pptx.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 75

TOPIC B
Insert Shapes
Adding existing images and clip art to your presentations is a quick and effective way to illustrate key
points to your audience. But you may not always have the right image for your message. You are
likely to encounter situations in which it would be best to create your own graphics.
PowerPoint 2010 allows you to add and customize a variety of shapes to your presentations. Shapes
can serve as visual cues, adding emphasis to other on-screen elements. You can also use shapes as
text boxes, allowing you to create in-depth diagrams or flow charts, and giving you additional
options for customizing your textual content.

Shapes
Shapes are common geometric objects that you can add to your PowerPoint presentations. Shapes
PowerPoint 2010 contains a variety of pre-existing shapes that you can use to build complex figures
or illustrations. You can also use shapes as text boxes, giving you further options for customizing
the presentation of text in your presentations. Like text boxes, shapes can also contain color, effects,
and other style elements. You can access shapes in the Illustrations group on the Insert tab.

Figure 4-5: Shapes in a PowerPoint slide.

Shape Categories
The available PowerPoint shapes are organized into nine categories: lines, rectangles, basic shapes, Shape Categories
block arrows, equation shapes, flow chart, stars and banners, callouts, and action buttons. You can
use the shapes from these categories to develop your content in PowerPoint.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic B

76 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 4-6: Some of the shape categories in PowerPoint 2010.

The Drawing Tools Contextual Tab

The Drawing Tools PowerPoint 2010 provides you with a number of commands for modifying shapes in your
Contextual Tab presentation. You can access these commands on the Drawing Tools contextual tab whenever
shapes or text boxes are selected.

Figure 4-7: The Drawing Tools contextual tab.

Note: As mentioned in Lesson 3, the commands for modifying shapes are the same as the
commands for modifying text boxes. Shapes are, essentially, a more complex version of text
boxes.

Drawing Tools Contextual Tab Group Contains Commands For

Insert Shapes Inserting or modifying shapes in your presentation.

Shape Styles Applying various style elements to shapes.
WordArt Styles Applying various style elements to the text in your
shapes.
Arrange Arranging shapes and other objects on your slides.
Size Adjusting the size of shapes and other objects on your
slides.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Insert Shapes

Lesson 4: Adding Graphical Elements to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 77

ACTIVITY 4-2
Inserting Shapes

Before You Begin

My Develetech Ind.pptx is open.

Scenario
The new product images and several of the key slides are now in place for the new product
presentation. Now, you will need to add product feature information about your team's design to
the product slide. You decide to use a shape to display that information.

1. Add a shape to the slide.

a) Navigate to slide 12.
b) Select Insert→Illustrations→Shapes.
c) In the Shapes gallery, from the Rectangles section, select Rounded Rectangle, which is the second
option.
d) Click and drag the mouse pointer to draw a rounded rectangle on the right side of the slide.

2. Add text to a shape.

a) With the shape selected, type Product Features.
b) Select Home→Paragraph→Align Text.
c) Select Top from the drop-down menu.

3. Wrap the text to fit the shape.

a) Ensure the shape is still selected.
b) Access the Drawing Tools contextual tab, and then select the Shape Styles section's dialog box
launcher to display the Format Shape dialog box.
c) Select the Text Box tab.
d) From the Text Box pane, in the Internal margin section, verify that the Wrap text in shape check box
is checked.

4. Format the shape.

a) In the Format Shape dialog box, select the Fill tab. The students do not
b) In the Fill pane, select the Pattern fill radio button. necessarily have to
follow the formatting
c) Select the 90% pattern from the bottom of the second column in the gallery.
instructions exactly as
d) Select the Background Color button and, in the Theme Colors menu, select Black, Text 1, which is they are written.
the second color in the top row. Encourage students to
e) From the Format Shape dialog box, select the Glow and Soft Edges tab. experiment with the
f) In the Glow and Soft Edges pane, in the Glow section, select the Presets button. various formatting
g) Select Blue, 18 pt glow, Accent color 1 from the bottom of the first column in the Glow Variations options, and to screen
gallery. share any exciting
h) In the Glow section, select the Color button and then, in the Theme Colors menu, select Dark Blue, designs they create.
Text 2 from the top of the fourth column.
i) Select Close to close the Format Shape gallery.

5. Set the shape formatting as the default shape formatting for the presentation.
a) If necessary, select the shape.
b) Right-click the shape, and then select Set as Default Shape from the pop-up menu.
c) Insert a different shape anywhere on the slide.

Lesson 4: Adding Graphical Elements to Your Presentation | Topic B

78 | Microsoft® Office PowerPoint® 2010: Part 1

d) Verify that the formatting is the same for the new shape, and then delete the shape.
Ask the students why
this shape formatting 6. Select File→Save, and then close the file.
feature could be helpful.
Why would they use it?

Lesson 4: Adding Graphical Elements to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 79

Summary
Your presentation has come a long way since you first created and saved it. You have a dynamic,
well organized presentation with text, images, and graphics. Now that you are familiar with how to
add a variety of multimedia elements to your presentation, it's time to start focusing on fine-tuning
the content on your slides.
Which of the embedded graphical content functions do you think will come in handiest as you create
presentations in PowerPoint?
A: Answers will vary, but students will likely find adding shapes to be one of the most useful features of
PowerPoint 2010.

What are some creative and effective ways that you have seen people use graphics in PowerPoint
presentations? What kind of impact did they have on you as an audience member?
A: Answers will vary, but audience members typically have stronger reactions to and remember images
that evoke some type of emotional response. Also, the use of images to replace large amounts of text
tends to be more well received and make a point more quickly.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 4: Adding Graphical Elements to Your Presentation |

5 Modifying Objects in
Your Presentation
Lesson Time: 1 hour, 15 minutes

Lesson Objectives
In this lesson, you will modify objects in your presentation. You will:
• Edit objects.
• Format objects.
• Group objects.
• Arrange objects.
• Animate objects.

Lesson Introduction
Adding a variety of elements to your presentation is a powerful way to deliver your message
and keep your audience interested. But too many objects on screen at once, or objects that
don't seem to fit well together, can cause clutter and distract the audience. As you work with
a larger variety of multimedia objects, you run the risk of putting too much content on your
slides.
The ability to modify and arrange on-screen objects can help you avoid clutter and create
slides with a sense of balance and continuity. By utilizing the graphical editing capabilities in
PowerPoint 2010, you can avoid the pitfalls of slide clutter and deliver a well-balanced,
aesthetically pleasing presentation.
82 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Edit Objects
Sometimes, objects just don't mesh well together on screen. There might be too much content on a
slide. If an image is too big, text may look out of place next to it. Or, you may inadvertently give an
object too much emphasis when it is not the focus of your message. You can make simple changes
to an on-screen object to fix these problems.
As you include more and more graphical content, you are likely to need to make some adjustments
to keep your presentation fresh and pleasing to the eye. PowerPoint has a number of editing features
that allow you to tailor your graphics to suit your needs.

Object Selection Methods

Object Selection To modify an object in your slides, you must first select it. Once you select an object, it becomes
Methods active and will be displayed with the border, sizing handles, and rotation handle. PowerPoint 2010
provides you with a number of methods for selecting a single object or multiple objects: selecting
screen objects, using keyboard shortcuts, using the Select drop-down menu, and using the
Selection Pane.

Figure 5-1: A selected image.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Select Objects

Image Cropping
Image Cropping You may want to add an image to your presentation that contains some content that you don't want
to display. Cropping an image allows you to include only the parts of the image that you want. Think
of cropping as being similar to cutting a physical photograph with a pair of scissors. You can access
the Crop command on the Size group in the Picture Tools contextual tab.

Lesson 5: Modifying Objects in Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 83

Figure 5-2: An image before and after cropping in PowerPoint.

Picture Tools
It may be necessary to make corrections or adjustments to the images in your presentation. The Picture Tools
Picture Tools contextual tab provides you with access to PowerPoint's array of picture formatting
and correction tools.

Figure 5-3: The Picture Tools contextual tab.

Picture Tool Functional Group Provides Commands To

Adjust Adjust the color, contrast, and brightness of images.

Picture Styles Format an image's shape, border, or outline, and apply image
effects.
Arrange Position objects on slides relative to other images and text.
Size Resize, crop, and rotate images.

The Remove Background Feature

The Remove Background feature allows you to remove background elements from images, leaving only The Removal
the subject elements you would like to include from the image. The Remove Background feature Background Tool
will automatically determine what is in the background and what is the main subject of the image.
This feature also provides you with certain commands that you can use to select which elements of
an image to keep and which to remove. You can access the Remove Background feature on the
Picture Tools contextual tab in the Adjust group.

Figure 5-4: The Background Removal tab provides commands to customize background removal.

Lesson 5: Modifying Objects in Your Presentation | Topic A

84 | Microsoft® Office PowerPoint® 2010: Part 1

Background Removal Command Function

Mark Areas to Keep Draws lines to mark areas to keep in the picture.
Mark Areas to Remove Draws lines to mark areas to remove from the picture.
Delete Mark Deletes any lines you have drawn either to keep or remove
areas of the picture.
Discard All Changes Closes the Background Removal feature without making any
changes to the original picture.
Keep Changes Removes the background, either automatically or according to
the lines you have drawn, and closes the Background
Removal feature.

Object Resizing Methods

Object Resizing Resizing is the process of changing the height and width of an object. You can use the sizing handles
Methods to resize a selected object, or you can use the commands on the Picture Tools contextual tab in the
Size group. To adjust the size of an object on your slides, use the Shape Height increase/decrease
arrows or the Shape Width increase/decrease arrows in the Size group.

Figure 5-5: The Size group.

Object Scaling Methods

Object Scaling Methods Scaling an object is similar to resizing an object. However, with scaling, you maintain the original
ratio of height to width of the object. PowerPoint 2010 provides you with several scaling options in
the Format Picture dialog box's Scale section.

Figure 5-6: Scaling versus resizing.

Scaling Option Description

Lock Aspect Ratio Automatically adjusts the height of an object as you adjust its
width, and vice versa. This ensures true scaling.

Lesson 5: Modifying Objects in Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 85

Scaling Option Description

Relative to Original Picture If you have altered an image's original aspect ratio, this feature
Size will restore the original aspect ratio upon further size
adjustments.
Best Scale for Slide Show Prevents objects such as bitmaps and some movie clips from
appearing distorted when presenting a slide show.

The Scale Section of the

Note: The scaling option check box functions apply only when using the dialog box or ribbon Format Picture Dialog
commands. If you resize an object with the diagonal resizing handles, it always scales. If you Box
resize it by using the top, bottom, or side resizing handles, scale is not preserved.

Object Orientation Options

Orientation refers to the angle at which you display the objects on your slides. PowerPoint gives you Object Orientation
the ability to rotate objects at any angle and flip objects horizontally and vertically. When an object is Options
selected, you can rotate it either clockwise or counterclockwise using the rotation handle. Pressing
and holding the Shift key as you rotate an object rotates it in 15-degree increments.
There are also several orientation commands available on the Picture Tools contextual tab, in the
Arrange group, in the Rotate drop-down menu.

Orientation Option Allows You To

Rotate Right 90º Rotate an object 1/4 turn to the right.

Rotate Left 90º Rotate an object 1/4 turn to the left.
Flip Vertical Flip an object across the vertical plane. This is not the same as rotating
an object 180 degrees. This option creates a vertical mirror image of the
object.
Flip Horizontal Flip an object across the horizontal plane to create a mirror image of
the original object.
More Rotation Options Access the Format Picture dialog box. From there, you can rotate an
object in one-degree increments.

Image Compression Options

Adding a large number of images to your presentation will, naturally, make your presentation's file Image Compression
size large. Image compression allows you to reduce the file size of the images in your presentation, Options
reducing the overall size of the presentation file. This can aid the process of storing or sharing your
presentation. You can access the Compress Pictures dialog box in the Adjust group on the
Picture Tools contextual tab.
PowerPoint 2010 offers you several options for compressing the images in your presentations.

Lesson 5: Modifying Objects in Your Presentation | Topic A

86 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 5-7: Image compression options in the Compress Pictures dialog box.

Compression Option Description

Apply Only to This Picture When checked, this option applies compression to only the
selected image.
Delete Cropped Areas of When checked, this option instructs PowerPoint to delete any
Pictures part of an image that has been cropped out before
compressing images. This further reduces the overall file size.
Print (220 ppi) Target output resolution for images that is ideal for most
printers and screens.
Screen (150 ppi) Target output resolution for images that is good for web
pages and projectors.
E-mail (96 ppi) Target output resolution for images that is ideal for
document sharing.
Use Document Resolution This option uses the document resolution setting that a user
has defined in the project options for a PowerPoint
presentation. This option is available in the Backstage view
by selecting Options→Advanced.

Note: Target output options will be grayed out in the Compress Pictures dialog box if the
resolution of the original image is less than the particular option. In other words, you cannot
increase the resolution of an image.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Edit Objects in Your Presentation

Lesson 5: Modifying Objects in Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 87

ACTIVITY 5-1
Editing Objects in Your Presentation

Data Files
Develetech Ind_shapes added.pptx
new sunset.JPG

Scenario
After reviewing the presentation, you and several other members of your team decide some of the
graphics don't quite suit the project. You decide to change the image on the title slide, and remove
the background of the image used on the section header slides.

1. Open the Develetech Ind_shapes added.pptx file from the C:\091031Data\Modifying Objects in Your
Presentation folder.

2. Switch the image on the title slide with another image.

a) Ensure slide 1 is selected in the left pane.
b) Right-click the image, and then select Change Picture in the pop-up menu to display the Insert
Picture dialog box.
c) Navigate to the C:\091031Data\Modifying Objects in Your Presentation folder, select new
sunset.JPG, and then select Insert.

3. Crop the image.

a) Select Picture Tools contextual tab→Size→Crop.
b) Click and drag the top cropping handle to crop out the tree at the top of the image, and then select
the Crop button again to crop to image.

4. Scale the image to fit the screen.

a) Ensure the image is still selected.
b) From the Size group, select the dialog box launcher to display the Format Picture dialog box.
c) In the Size pane's Scale section, ensure the Lock aspect ratio check box is checked.
d) In the Size and rotate section, use the Height field's spin buttons to increase the image height to 2
inches, and then select Close.
e) Click and drag the image so that it is centered below the "New Visions Now" text.

5. Add an effect to the image.

a) Select Artistic Effects in the Adjust group.
b) From the Artistic Effects gallery, select Texturizer, which is the second tile in the fourth row.

6. Remove the background from an image.

a) Navigate to slide 3.
b) Select the image, and then access the Picture Tools contextual tab.
c) In the Adjust group, select Remove Background.
d) On the Background Removal tab, in the Close group, select Keep Changes.

7. Save the file as My Develetech Ind_shapes added.pptx

Lesson 5: Modifying Objects in Your Presentation | Topic A

88 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC B
Format Objects
You have modified the objects in your presentation. They are now the right size, the correct color,
and have the artistic effects you prefer. But they still might not seem quite right. Some images may
not be a good fit for themes that you have applied to the presentation. Other images may still look
cluttered when viewed next to text, even though they are well proportioned on the slide.
It is often necessary to add formatting to the objects in your presentation to further help offset them
from other on-screen elements, and help them fit in with the overall look of your project. By adding
object formatting, you will refine your presentation for clarity, and ensure your visual content
meshes well with your textual content and overall presentation theme. And here's the good news:
formatting objects in your presentations is very much the same as formatting text boxes and shapes,
which you have already done.

Object Formatting Options

Object Formatting The Format Shape dialog box provides you with a variety of commands you can use to format all
Options of the objects that you add to a presentation. Although there are a good number of similarities
among the formatting options available for text boxes, shapes, and other objects (such as images
and clip art), there are some differences too. For example, the Text Box tab options in the Format
Shape dialog box are available only if you are formatting a shape or a text box. Likewise, the
Picture Corrections, Picture Color, Artistic Effects, and Crop tabs are not available for text
boxes or shapes. Options appear grayed out if they are not available for a selected object.

Figure 5-8: The Text Box options display grayed out for images.

Fill Options
You can apply fills and other background formatting to images in PowerPoint 2010. However, these
will appear only if you have cropped part of the image or applied transparency to some of the image.

Lesson 5: Modifying Objects in Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 89

The Set Transparent Color Option

The Set Transparent Color option allows you to make one of the colors that are present in an image The Set Transparent
transparent for the entire image. This option is available the Picture Tools tab's Adjust section in Color Option
the Color drop-down menu.

Picture Formatting Options

The Picture Styles section of the Picture Tools contextual tab provides you with access to a Picture Formatting
variety of pre-configured formatting styles for pictures that you add to your presentations. The Options
picture formatting options include many of the formatting options available for all objects, as well as
formatting specific for pictures, such as adding picture frames.
Note: Clip art and images are both considered pictures in terms of formatting objects.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format Pictures and Objects

Lesson 5: Modifying Objects in Your Presentation | Topic B

90 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 5-2
Formatting Pictures and Objects

Before You Begin

The My Develetech Ind_shapes added.pptx file is open.

Scenario
You have finished editing the objects in the presentation. You and others on the team feel some of
the on-screen objects don't stand out from the background as well as they should. You also think
the pattern background in the shapes makes the text difficult to read. You decide to add some
formatting to the objects in the presentation to help them stand out and to improve readability.

1. Add formatting to an image.

You can encourage a) Navigate to slide 1 in the left pane.
students to be creative b) Select the image.
with image formatting
c) Select Picture Tools contextual tab→Picture Styles→Picture Border.
during this activity, they
do not have to choose d) From the Theme Colors gallery, select Dark Blue, Text 2, which is the fourth tile in the first row.
the exact formatting e) From the Picture Styles group, select Picture Border and then select Weight.
options listed. Have f) Select 3 pt from the secondary menu.
students share creative g) From the Picture Styles group, select Picture Effects and then select Shadow from the drop-down
or unique formatting menu.
styles they design. h) From the bottom of the Shadow gallery, select Shadow Options to display the Format Picture dialog
Check in with remote box.
learners as they may i) In the Shadow pane, select the Presets button and then select Offset Diagonal Bottom Right, which
have some creative is the first tile in the Outer section of the gallery.
designs, too.
j) Drag and slide the slider next to the Transparency field to set the transparency to 10%.
k) Use the Size field's spin buttons to increase the shadow size to 101%.
l) Select Close to close the Format Picture dialog box.

2. Add formatting to a shape.

a) Navigate to slide 4.
b) Select the shape.
c) Access the Drawing Tools contextual tab and, in the Shape Styles group, select the More button.
d) Select Light 1 Outline, Colored Fill - Blue, Accent 1, which is the third tile in the second column.

3. Select File→Save, and then select File→Close.

Lesson 5: Modifying Objects in Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 91

TOPIC C
Group Objects
Knowing how to add objects to your presentations, and how to format those objects, gives you the
ability to create and deliver a presentation that will wow your audience. However, the task of
individually formatting all of these objects can be daunting and time consuming. So, how do you
make your presentation sparkle while staying on schedule?
PowerPoint 2010 gives you the ability to link together multiple objects within a presentation to
make modifying them quick and easy. In addition to saving you time and effort, this can also help
you maintain a consistent look to your graphical content throughout your presentation.

The Grouping Feature

The grouping feature allows you to link multiple objects together, effectively making them a single The Grouping Feature
object. When you apply formatting to the group, you affect all of the objects within the group.
When you select grouped items, they are all displayed within a single border, with sizing handles and
a rotation handle for the entire group.
You can still resize, rotate, and apply formatting to individual objects within a group. When a group
is selected, select the individual object you would like to format independently. The object will
appear with its own border and sizing handles, letting you know that you can resize or format it
without affecting the rest of the group.

Figure 5-9: Objects grouped together on a PowerPoint slide.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Group and Ungroup Objects

Lesson 5: Modifying Objects in Your Presentation | Topic C

92 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 5-3
Grouping Objects

Data Files
Develetech Ind_objects formatted.pptx

Scenario
You notice the product images in the presentation appear a bit small compared to the shapes, and
you feel they look a bit flat on screen. You decide to resize the images and apply a 3-D Rotation
effect to improve the overall look of the presentation. You realize grouping the images before
modifying them will save you time and give you consistent results for all of the objects on each slide.

1. Open the Develetech Ind_objects formatted.pptx file from the C:\091031Data\Modifying Objects in Your
Presentation folder.

2. Group the objects on a slide.

a) Navigate to slide 4.
b) Select all of the product images.
c) On the Picture Tools contextual tab, select Arrange→Group.
d) Select Group from the drop-down menu.
e) Verify that all of the images are displayed within a single border.

3. Modify the images in the group.

a) Ensure the group is still selected and that all three images are displayed in a single border.
b) Access the Picture Tools contextual tab.
c) In the Size group, use the Height field's spin buttons to increase the image height to 7".
If students have only a d) Use the Width field's spin buttons to increase the width to 4".
single image selected e) In the Picture Styles group, select Picture Effects, and then select 3-D Rotation from the drop-down
instead of the entire menu.
group, they may have f) In the 3-D Rotation gallery, select Perspective Above, which is the second tile in the first column of
trouble increasing the the Perspective section.
height past 5".
4. Save the file as My DeveletechInd_objects formatted.pptx, and then select File→Close.

Lesson 5: Modifying Objects in Your Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 93

TOPIC D
Arrange Objects
You have put a lot of effort into adding visually appealing graphical content, editing it, and
formatting it. Your presentation has a professional look, and is already well-polished. You can't help
but feel, though, that some of the graphics and images look cluttered or chaotic. And some of the
more important visual elements of your slides are getting lost among the others. So, what do you
do?
PowerPoint provides you with a number of options for arranging the objects in your presentation
that can help you balance and distinguish some objects from the others. These options can also help
you add depth to your slides, enhancing the visual appeal of your presentation and adding emphasis
to graphics that need to carry more weight.

Object Order
Object order defines how objects that overlap appear on your slides in relation to each other. An Object Order
object on the front layer will appear fully visible, regardless of whether or not it overlaps with other
objects. An object on the back layer will be partially or completely hidden behind objects that
overlap it. PowerPoint gives you the ability to layer objects on your slides to avoid clutter and assign
a level of importance to certain objects over others. You can access the object order commands in
the Picture Tools contextual tab, in the Arrange group.

Figure 5-10: Objects on different layers in a PowerPoint slide.

Object Order Option Moves the Selected Object

Bring Forward Forward so that it is hidden by fewer objects that are in front of it.
Bring to Front In front of all other objects so that no part of it is hidden behind another
object.
Send Backward Back so that it is hidden by the objects that are in front of it.
Send to Back Behind all other objects.

Lesson 5: Modifying Objects in Your Presentation | Topic D

94 | Microsoft® Office PowerPoint® 2010: Part 1

Guides and Gridlines

Guides and Gridlines Guides are lines that allow you to accurately position objects on a slide. The default guides in
PowerPoint 2010 appear as a single horizontal line and a single vertical line that intersect at the
center of the slides in a presentation. You can add and reposition guides on your slides to suit your
needs.
Gridlines are displayed as multiple horizontal and vertical dotted lines, forming a grid on the slides in
a presentation. Like guides, gridlines can help you accurately place objects on your slides. Unlike
guides, you cannot add or remove gridlines, but you can adjust the spacing between gridlines to suit
your needs.

Figure 5-11: Guides and gridlines on a PowerPoint slide.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Arrange and Align Objects

Lesson 5: Modifying Objects in Your Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 95

ACTIVITY 5-4
Arranging Objects

Data Files
Develetech Ind_objects grouped.pptx

Scenario
You have inserted a slide introducing the new Develetech product names, but your supervisor
doesn't like the layout of the shapes on the slide. She has asked you to create a more layered look to
the shapes. You decide to arrange and align the shapes on the slide to appear more layered.

1. Open the Develetech Ind_objects grouped.pptx file from the C:\091031Data\Modifying Objects in Your
Presentation folder.

2. Use the guides and the gridlines to align the shapes.

a) Navigate to slide 3.
b) Access the View tab and, in the Show group, check the Gridlines and the Guides check boxes.
c) Select the three shapes on the left side of the slide.
d) Access the Home tab and then select the Drawing group's dialog box launcher to display the Format
Shape dialog box.
e) Select the Position tab, and in the Position pane, use the Horizontal field's spin buttons to align the
right side of the selected shapes with the vertical guide.
f) Select Close to close the Format Shape dialog box.
g) Select the two shapes on the right side of the slide.
h) Select the Drawing group's dialog box launcher to display the Format Shape dialog box.
i) Select the Position tab, and then enter 4 into the Horizontal field in the Position pane.
j) Select Close to close the Format Shape dialog box and align the shapes. Ask the students what
k) Access the View tab and, in the Show group, uncheck the Gridlines and the Guides check boxes. the relevance of entering
4 as a value is. Do they
3. Arrange the shapes on the slide. know what, specifically,
that accomplishes? How
a) Select the orange "Knomatico" shape.
can they tell? (The
b) Select Drawing Tools contextual tab→Arrange→Bring Forward down arrow. procedure locates the
c) Select Bring to Front in the drop-down menu. objects 4" from the top
d) Select the blue "Protoi" shape. left corner of the slide on
e) In the Arrange group, select the Send Backward down arrow. the horizontal axis.)
f) Select Send Backward from the drop-down menu.
g) Repeat sub-steps e and f as necessary until the blue "Protoi" shape appears behind the light-blue
"GeoExis" shape.
h) Select the green "Handia" shape.
i) In the Arrange group, select the Send Backward down arrow and then select Send to Back from the
drop-down menu.
j) Click outside the shape to deselect it.

4. Save the file as My Develetech Ind_objects grouped.pptx, and then select File→Close.

Lesson 5: Modifying Objects in Your Presentation | Topic D

96 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC E
Animate Objects
Graphics and images can make your presentation look professional, clarify your key points, and add
visual appeal for your audience. But too many static images in sequence can begin to look
monotonous in a short time. The pictures and shapes that you have so carefully formatted could end
up boring the audience, distracting its attention from your message.
Now that you have your visuals fully formatted in place, you will want to consider adding animation
to keep your presentation interesting. PowerPoint 2010 gives you the ability to create and customize
animation effects that can enhance your presentation and help you further emphasize key points.

Built-in Animation Effects

Built-in Animation PowerPoint 2010 contains a wide variety of built-in animation effects that transform your static
Effects graphics and text into engaging animations. You can apply animation effects to multiple objects on
the same slide, or to a single object. Animations can help you emphasize particular graphical
elements, draw your audience to the presentation, and, perhaps, add a bit of humor when
appropriate. PowerPoint also provides you with many options for modifying effects. For example,
you can change the direction that an object moves or rotates.
Animations are divided into four main categories, with a variety of specific effects in each category.
You can access the animation effects in PowerPoint 2010 from the Animations tab on the ribbon.
Note: To further explore animations, you can access the LearnTO Effectively Use
PowerPoint Animations and Transitions presentation from the LearnTO tile on the
LogicalCHOICE Course screen.

You may want to show

LearnTO Effectively Use
PowerPoint Animations
and Transitions from the
LogicalCHOICE Course
screen or have students
navigate out to the
Course screen and Figure 5-12: The Animation tab.
watch it themselves as a
supplement to your Animation Category Use These To
instruction. If not, please
remind students to visit Entrance Move objects into frame or fade them in.
the LearnTOs for this
course on their
Emphasis Draw the audience's attention to a particular object.
LogicalCHOICE Course Exit Move objects out of frame or fade them out.
screen after class for
supplemental Motion Paths Generate on-screen motion for particular objects.
information and
additional resources.
The Animation Painter Feature
The Animation Painter feature allows you to reapply animation effects to multiple objects. This
feature works much like the Format Painter does for text formatting, only for animation. Double-
clicking the Animation Painter button puts the mouse pointer in Sticky Mode, which allows you

Lesson 5: Modifying Objects in Your Presentation | Topic E

 Microsoft® Office PowerPoint® 2010: Part 1 | 97

to keep applying the same animation effect to multiple objects within your presentation, and in
other presentations.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Animate Objects

Lesson 5: Modifying Objects in Your Presentation | Topic E

98 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 5-5
Animating Objects

Data Files
Develetech Ind_objects arranged.pptx

Scenario
You are pleased with the new alignment and the new arrangement of the shapes on slide 3 of your
presentation. However, because the new product line announcement is such a big event, you feel the
slide should be more exciting. You decide to use animation to add energy to the slide.

1. Open the Develetech Ind_objects arranged.pptx file from the C:\091031Data\Modifying Objects in Your
Presentation folder.

2. Apply an animation effect to the shapes.

a) Navigate to slide 3.
b) Select the orange "Knomatico" shape, and then access the Animations tab.

c) In the Animation group, select the More button to display the Animation gallery.
d) In the Animation gallery, in the Entrance section, select Grow & Turn.
e) Select the orange "Knomatico" shape, and then select Effect Options in the Animation group.
f) Select By Paragraph in the drop-down menu.

3. Use the Animation Painter.

a) Ensure the orange "Knomatico" shape is selected, and then select Animation Painter from the
Advanced Animation group.
b) Select the red "Melius" shape to apply the animation.

4. Use Sticky Mode to apply the animation to multiple shapes.

a) Ensure the red "Melius" shape is selected, and then double-click Animation Painter in the Advanced
Animation group.
b) Select the remaining shapes in turn to apply the animation effect to each.
c) Click outside the slide to deactivate Sticky Mode.

5. Select Preview in the Preview group to view the animation.

6. Save the file as My Develetech_objects arranged.pptx, and then select File→Close.

Lesson 5: Modifying Objects in Your Presentation | Topic E

 Microsoft® Office PowerPoint® 2010: Part 1 | 99

Summary
You have created a true multimedia presentation, complete with succinct text, engaging graphics,
and dynamic animations. Your audience is sure to appreciate and enjoy the presentation. More
importantly, the audience will be able pick out and focus on the important points within your
message as you have prominently placed and emphasized them on your slides. Your presentation is
nearly, but not quite, complete. There are likely to be occasions when you need to present large
amounts of complex data within your presentations. Rather than fill your slides with a lot of text or
complex graphics, you can present data and other information in table form.
Which of the object-formatting options available in PowerPoint 2010 do you think will save you the most
time while helping you create high-impact presentations?
A: Answers will vary, but selecting and grouping multiple objects, and using the Animation Painter are
likely to be among the most useful functions for creating dynamic presentations.

In your experience, how does the addition of animations to presentation graphics enhance the overall
experience of viewing the presentation? Are there situations in which animations would not be appropriate?
A: Answers will vary, but many people find that animations add energy and excitement to presentations,
and can serve to reduce the amount of text on slides. However, animations may not be appropriate
for presentations of a more serious nature.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 5: Modifying Objects in Your Presentation |

6 Adding Tables to Your
Presentation
Lesson Time: 20 minutes

Lesson Objectives
In this lesson, you will add tables to your presentation. You will:
• Create a table.
• Format a table.
• Insert a table from other Microsoft applications.

Lesson Introduction
People commonly use PowerPoint 2010 to create presentations for work meetings and
other business-related purposes. It is likely that you will give a presentation that will contain
sales figures, budgetary information, or other financial data. Or, perhaps you will need to
give a presentation containing scientific data related to a study. When tasked with presenting
financial information and other data in a presentation, you will need a way to display the
information to the audience without endless slides of figure-dense content.
PowerPoint 2010 gives you the ability to easily add, populate, and work with tables in your
presentations. Using tables is an effective way to convey large volumes of numerical content
to your audience in an easy-to-digest format.
102 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Create a Table
Your presentation is nearly complete, and you are happy with the progress you have made. You
have honed your message, and your text, graphics, and animation are all in place. You are confident
that you can deliver a high-impact, engaging presentation to the audience. Now, you need only
include financial and statistical data to your presentation to support your key points.
Numerical data is difficult to present to an audience through text and images alone. Without
organizing such data into an easily read or easily interpreted format, your audience will likely miss
key information and become frustrated trying to follow the presentation. Using the table features in
PowerPoint 2010 can help you present data to your audience in a clear, concise manner.

Tables
Tables Tables are containers for numerical data and other content that are organized into columns and rows
of individual cells. Tables can range from simple objects with just a few cells, to large, complex
objects that contain massive amounts of content. You can format tables with a variety of borders,
effects, and styles.

Figure 6-1: A table in PowerPoint.

Table Creation Options

Table Creation Options PowerPoint 2010 provides you with several options for creating tables in your presentation. You can
create a table by graphically selecting the desired number of columns and rows in the Insert Table
drop-down menu. You can numerically select the number of columns and rows by using the Insert
Table dialog box. PowerPoint 2010 also enables you to draw a custom table.

Lesson 6: Adding Tables to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 103

Figure 6-2: Graphically creating a table with the Insert Table drop-down menu.

The Insert Table Dialog Box

The Insert Table dialog box enables you to create tables by using spin boxes to select the number The Insert Table Dialog
of rows and columns you desire. Box

Figure 6-3: The Insert Table dialog box.

Table Navigation Methods

You have several options for navigating the cells in your tables. Navigating from cell to cell allows
you to enter data and other information where you need it. You can activate a cell by selecting it
with the mouse pointer, or you can navigate from cell to cell by using the keyboard. Once you have
selected a cell, you can use the keyboard to enter textual content.

Action Keystroke

Move one cell to the right Tab or the Right Arrow key
Move one cell to the left Shift+Tab or the Left Arrow key
Move down one cell Down Arrow key
Move up one cell Up Arrow key

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Create a Table

Lesson 6: Adding Tables to Your Presentation | Topic A

104 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 6-1
Creating a Table

Data Files
Develetech Ind_objects animated.pptx

Scenario
Your supervisor has informed you that the VP of product development has asked that sales
projections for the new product line be included in the presentation to generate excitement over the
launch. You decide to add a table to display previous product sales figures next to the projections
for the new product line.

1. Open the Develetech Ind_objects animated.pptx file from the C:\091031Data\Adding Tables to Your
Presentation folder.

2. Create a new slide for the table.

a) Navigate to slide 13, and then insert a new Title Only slide from the New Slide drop-down menu in
the Slides group.
b) Enter Sales Projections into the title text placeholder.
c) Use the Format Painter to apply the text formatting from the title text on slide 1 to the title text you
entered on slide 14.
d) Click outside the title text placeholder to deselect it.

3. Insert a table on the slide.

a) Select Insert→Tables→Table.
b) Graphically select a table consisting of four columns and six rows from the Table drop-down menu.
c) Enter the following text into the cells in the first row of the table: Product, Previous Version Sales
$M, Projected Sales $M, and Over/Under %
d) Enter the new product names in the first column of the table in the following order: Knomatico,
GeoExis, Handia, Melius, and Protoi

4. Save the file as My Develetech Ind_objects animated.pptx, and then select File→Close.

Lesson 6: Adding Tables to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 105

TOPIC B
Format a Table
You have created the tables you need for your presentation, and you have entered all of the data you
need to convey to the audience. But tables can be a bit tricky to read, especially tables that have long
columns of numerical figures. You will want to enhance your tables to make them easier for the
audience to read. You will also want to make your tables mesh well with the rest of your
presentation. Unformatted tables look dull, and they may not blend well with other elements of a
presentation that is highly stylized.
PowerPoint 2010 gives you a wide range of options for formatting the tables in your presentations.
You can use the table formatting options to enhance the clarity and the visual appeal of your tables.
You can also add graphical elements to your tables, rather than relying solely on figures and other
textual content.

The Table Tools Contextual Tab

When you create a table in PowerPoint 2010, the Table Tools contextual tab is displayed The Table Tools
automatically. The Table Tools contextual tab is divided between the Design and the Layout tabs. Contextual Tab
These tabs contain all of the commands associated with formatting and modifying the layout of
tables.

Figure 6-4: The Table Tools contextual tab.

The Design Tab

The Design tab in the Table Tools contextual tab gives you access to the various commands you The Design Tab
will use to format the overall look of your tables.

Figure 6-5: The functional groups on the Design tab.

Functional Group Provides Commands For

Table Style Highlighting particular areas of your tables to enhance clarity. For example,
Options alternate rows or columns can be shaded different colors to make the table
easier to read.
Table Styles Formatting the overall look of your tables. Use the commands in the Table
Styles group to add shading to cells, modify the look of borders, or apply
graphical effects to your tables.

Lesson 6: Adding Tables to Your Presentation | Topic B

106 | Microsoft® Office PowerPoint® 2010: Part 1

Functional Group Provides Commands For

WordArt Styles Adding and modifying WordArt.
Draw Borders Drawing in or erasing columns and rows.

The Layout Tab

The Layout Tab The Layout tab in the Table Tools contextual tab gives you access to the various commands you
will use to format the structure of your tables.

Figure 6-6: The functional groups on the Layout tab.

Functional Group Provides Commands For

Table Displaying the gridlines within tables and selecting areas of tables for
formatting.
Rows & Columns Adding or deleting rows and columns.
Merge Merging or splitting cells.
Cell Size Modifying the size of cells in a table.
Alignment Aligning the text within cells.
Table Size Modifying the size of the table.
Arrange Arranging graphical objects within cells, and arranging the table in relation
to other objects.

Note: Arranging objects is covered in depth in Lesson 5.

Table Styles
Table Styles As with many other features in PowerPoint 2010, you can quickly apply pre-formatted styles to your
tables. The Table Styles gallery in the Table Styles group provides you with an array of quick
styles that you can apply to the tables in your presentations.

Figure 6-7: The Table Styles gallery.

Lesson 6: Adding Tables to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 107

Table Fill Options

As with other objects in your presentation, PowerPoint 2010 gives you the ability to customize the
backgrounds of cells and tables. You can access the commands to apply various fills to your tables
by accessing the Shading drop-down menu in the Table Styles group. In addition to solid color
backgrounds, gradient, texture, and picture fills are available in cells and tables.
Note: Formatting fills is covered in depth in Lessons 2 and 3.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format a Table

Lesson 6: Adding Tables to Your Presentation | Topic B

108 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 6-2
Formatting a Table

Data Files
Develetech Ind_table inserted.pptx

Scenario
You have added the sales figures to the table in the presentation. As the table is fairly small relative
to the slide, you decide to scale up the table to better fill the slide. You also decide that the table
does not blend well visually with other objects throughout the presentation. You decide to format
the table to better suit the presentation.

1. Open the Develetech Ind_table inserted.pptx file from the C:\091031Data\Adding Tables to Your
Presentation folder.

2. Resize and align the table to fit the slide.

a) Navigate to slide 14, and then select the table.
b) Within the Table Tools contextual tab, access the Layout tab.
c) In the Table Size group, check the Lock Aspect Ratio check box.
d) Use the Height field's spin buttons to increase the height of the table to 5".
e) Access the View tab and, in the Show group, check the Guides check box.

f) Hover the mouse pointer over the table border until it appears with the Move cursor , and then
click and drag the table so that it is centered below the title text on the slide.
g) In the Show group, uncheck the Guides check box.

3. Add formatting to the table.

a) Select the table and, within the Table Tools contextual tab, access the Design tab.

b) Select the More button in the Table Styles group and, in the Table Styles gallery, select Light
Style 3 - Accent 6, which is the bottom tile in the last column of the Light section.
c) Select the top row within the table by selecting the "Product" cell, pressing and holding down the
Shift key, and selecting the "Over/Under %" cell.
d) Within the Table Tools contextual tab, access the Layout tab.
e) In the Alignment group, select the Center and the Center Vertically buttons to center the column title
text within the cells.

f) Click outside the table to deselect it.

4. Save the file as My Develetech Ind_table inserted.pptx, and then select File→Close.

Lesson 6: Adding Tables to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 109

TOPIC C
Insert a Table from Other Microsoft Office
Applications
You can now create tables within your presentations to clearly display figures and other textual
information. However, entering numbers into large tables can be a tedious, time-consuming process.
And copying large amounts of data manually can lead to mistakes. In such a situation, you will often
already have the tables you need for your presentations in other documents. Recreating that work is
simply a waste of time.
PowerPoint 2010 gives you the ability to import tables from Microsoft Word and Excel into your
presentations. By importing existing tables, you are saving development effort and reducing the
potential for errors. This option also facilitates a consistent look and feel across documentation for
large projects.

Linking vs. Embedding

There are two methods for importing objects from other files in PowerPoint: linking and embedding.
The main difference between a linked object and an embedded object is where the data is stored.
When you link an object to a slide in your presentation, the data is stored in the source file. When
the object is updated in the source file, the changes will reflect in your presentation. Linking objects
is a good option when another person is responsible for updating the document and you want the
changes reflected in your presentation, and when file size is a concern.
When you embed an object in your presentation, your are placing a copy of the data in the
PowerPoint file. The object becomes a part of your presentation file and no longer has a connection
to the source file. Changes in the source file will not be reflected in your presentation.

The Insert Object Dialog Box

The Insert Object dialog box allows you to insert an object from another file into your presentation. The Insert Object Dialog
You can choose to create the object in a new file by choosing an application from the Object Type Box
field, or to browse your computer for a file from which to insert an object. You can also indicate if
you are linking or embedding the object by using the Link check box.

Lesson 6: Adding Tables to Your Presentation | Topic C

110 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 6-8: The Insert Object dialog box.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Insert Tables from Other Microsoft Applications

Lesson 6: Adding Tables to Your Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 111

ACTIVITY 6-3
Inserting a Microsoft Excel Spreadsheet

Data Files
Develetech Ind_table formatted.pptx
New Visions Now Contacts.xlsx

Before You Begin

Microsoft Excel® 2010 is installed.

Scenario
As the presentation is nearly ready for delivery, you have asked several people to review the content.
You have received multiple requests from the reviewers to include a list of important contacts for
the project teams associated with the various new projects. Another member of your development
team has an existing Microsoft Excel spreadsheet with all of the contacts. You ask him to send it to
you so you can include it in the presentation. You decide to link the Excel file to the presentation so
any future changes will need to be made in only one document.

1. Open the Develetech Ind_table formatted.pptx file from the C:\091031Data\Adding Tables to Your
Presentation folder.

2. Create a new slide for the spreadsheet.

a) Navigate to slide 14 and, in the Slides group's New Slides drop-down menu, insert a new Title Only
slide.
b) Enter Who's Who? in the title text placeholder.
c) Use the Format Painter to apply the text formatting from the title text on slide 14 to the title text you
entered on slide 15.
d) Click outside the title text placeholder to deselect it.

3. Link the Excel spreadsheet to the slide.

a) Select Insert→Text→Object to display the Insert Object dialog box.
b) Select the Create from file radio button, and then select Browse to display the Browse dialog box.
c) Navigate to the C:\091031Data\Adding Tables to Your Presentation folder.
d) Select New Visions Now Contacts.xlsx and then select OK.
e) Check the Link check box, and then select OK in the Insert Object dialog box.

4. Apply formatting to the new table.

a) Select the table, and then access the Drawing Tools contextual tab.
b) In the Shape Styles group, select Shape Fill and then select Orange, Accent 6, which is the last tile
in the first row of the Theme Colors drop-down menu.

5. Save the file as My Develetech Ind_table formatted.pptx, and then select File→Close.

Lesson 6: Adding Tables to Your Presentation | Topic C

112 | Microsoft® Office PowerPoint® 2010: Part 1

Summary
You have added tables to your presentation to convey large amounts of numerical data to your
audience. Your tables are formatted so that they are easy to read and fit well with the overall look of
your presentation. Although this is certainly preferable to multiple slides of dense textual content,
some large tables are still difficult to read and interpret. You need a way for the audience to analyze
the information you are presenting quickly and easily. Now that you have all of the necessary data in
your presentation, you are ready to transform that data into easy-to-read charts.
What are some creative uses for tables that you will be able to include in a variety of presentations?
A: Answers will vary, but will likely include displaying calendars and project schedules, comparing
performance among individuals and teams, analyzing sales data, and reviewing customer feedback.

What advantages, not already discussed, are there to using existing tables and spreadsheets in
presentations?
A: Answers will vary, but may include Excel's ability to perform complex calculations.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 6: Adding Tables to Your Presentation |

7 Adding Charts to Your
Presentation
Lesson Time: 35 minutes

Lesson Objectives
In this lesson, you will add charts to your presentation. You will:
• Create a chart.
• Format a chart.
• Insert a chart from Microsoft Excel.

Lesson Introduction
It is sometimes difficult for an audience to digest large amounts of data or financial
information by glancing over tables. This is especially true for long tables that have many
columns. In larger rooms, it may be difficult for some audience members to see such figures
on the screen. You typically don't have the time available for people to spend analyzing
complex tables. And, quite frankly, that can make for a boring presentation. You need a way
to quickly show the audience members why all of this information matters to them.
Microsoft® Office PowerPoint® provides you with the ability to create eye-catching charts
that show the meaning behind complex strings of data. You have a vast array of options for
formatting these charts to make your point clearly, and to show the audience a broader view
of the data. Using these features lends visual appeal to your presentations and reduces the
amount of time you need to spend explaining complex numerical relationships.
114 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Create a Chart
You have added tables to your presentation, and these tables contain information about sales trends,
research findings, or other key matters. To most of the audience, all that matters is the impact of
this information. You may need to convert the data in your tables into charts that your audience can
analyze and interpret on the spot.
Charts help you visually represent numerical information to your audience. You can create a variety
of charts in PowerPoint 2010, allowing you to tailor charts to best suit the specific needs of your
presentation.

Charts
Charts Charts are graphical representations of numerical or mathematical data. You can use charts to display
the relationships among groups of numbers from spreadsheets and tables. In PowerPoint 2010,
charts may also contain titles, legends, and a data table.

Figure 7-1: A typical column chart in PowerPoint 2010.

Chart Data
Chart Data When you insert a chart into your presentation, PowerPoint automatically launches a Microsoft®
Excel® worksheet in a separate window containing sample data that will populate the chart. The
sample data worksheet contains labels for the columns and rows. These labels appear in a preview of
the chart on the slide. You can change the labels and the data to suit your needs. You can also add
rows or columns to the worksheet. The chart automatically reflects the changes as you make them.
Although the worksheet opens in Excel, there is no separate Excel file. The data for the chart is
contained within, and saved along with, the PowerPoint file.

Lesson 7: Adding Charts to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 115

Figure 7-2: Sample data in an Excel worksheet.

The Switch Row/Column Feature

You can switch the rows and the columns of chart data between axes by using the Switch Row/
Column feature. This feature allows you change the orientation of information along the X and the Y
axes without having to re-enter your data. The data that is charted along the X axis becomes the data
charted along the Y axis and vice versa. You can find this feature by selecting Chart
Tools→Design.
Note: The Switch Row/Column feature is disabled when the Excel worksheet containing the
chart data is closed.

Chart Types
PowerPoint 2010 offers you 11 types of charts for you to use in your presentations. The type of Chart Types
chart you use will depend on the type of information you wish to convey, as each is well suited to
particular uses. Each of the 11 chart types contains a gallery of chart subtypes. When you insert a
chart into your presentation, the Insert Chart dialog box displays, allowing you to select the best
chart subtype for your presentation. The table following the figure describes some of the more
commonly used chart types.

Figure 7-3: The Insert Chart dialog box.

Lesson 7: Adding Charts to Your Presentation | Topic A

116 | Microsoft® Office PowerPoint® 2010: Part 1

Chart Type Is Used for Plotting Data

Column That is arranged in columns and rows in tables and spreadsheets. Column charts
are useful for plotting data changes over time, and for making comparisons.
Column charts typically contain categories along the X axis, and numerical figures
along the Y axis.
Line That is arranged in columns and rows in tables and spreadsheets. Line charts are
ideal for illustrating trends over time.
Pie From a single column or row. Pie charts are useful for displaying values as a
percentage of the whole.
Bar That is arranged in columns and rows. Bar charts are best suited to making
comparisons among items.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Create a Chart

Lesson 7: Adding Charts to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 117

ACTIVITY 7-1
Creating a Chart

Data Files
Develetech Ind_spreadsheet added.pptx

Scenario
You decide that a visual representation of the projected sales growth for the new product line would
make a big impact on Develetech employees at the product launch meetings. You decide to use a
chart to visually demonstrate the company's projected sales increases due to the new product
rollouts.

1. Open the Develetech Ind_spreadsheet added.pptx file from the C:\091031Data\Adding Charts to Your
Presentation folder. When prompted, in the Microsoft PowerPoint Security Notice dialog box, select
Update Links.
This is a good
2. Insert a chart into the presentation. opportunity to poll the
a) Navigate to slide 14, and then insert a new Blank slide from the New Slides drop-down menu in the class. Ask the students if
Slides group. they know why the
b) Select Insert→Illustrations→Chart. Microsoft PowerPoint
Security Notice dialog
c) From the Insert Chart dialog box, select Clustered Column, which is the first tile in the Column
box is displayed when
section of the Chart gallery.
they open the file. (This
d) Select OK to create the chart. dialog box displays
when you open a file
3. Edit the chart data. with links to other files.)
a) In the Excel worksheet, click the lower right corner of the range, and then drag it so that it outlines
an area of the worksheet that has 5 series and 2 categories.

b) Delete the data outside the range by selecting the cells and pressing the Delete key.
c) Select cell B1, and then type Knomatico into the cell.
d) Select cell C1 and type GeoExis, select cell D1 and type Handia, select cell E1 and type Melius, and
then select cell F1 and type Protoi.
e) Select cell A2 and type Previous Version Sales $M, and then select cell A3 and type Projected
Sales $M
f) Enter the numerical data from the image below into the remaining cells in the Excel worksheet.

g) Select File→Close on the worksheet.

Lesson 7: Adding Charts to Your Presentation | Topic A

118 | Microsoft® Office PowerPoint® 2010: Part 1

h) Verify that the changes are reflected in the chart.

4. Save the file as My Develetech Ind_spreadsheet added.pptx

Lesson 7: Adding Charts to Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 119

TOPIC B
Format a Chart
Your presentation now contains charts to graphically display information from your tables and
spreadsheets. But you may not have selected the best chart type or chart subtype to convey that
information to the audience. Or, you may feel the charts need some tweaking to make certain key
points stand out.
PowerPoint 2010 provides you with a host of options for formatting the charts in your
presentations. You can also save chart formatting as a template for creating future charts. Becoming
more adept at customizing your charts will give you the ability to create simple, clean charts to
illustrate even the most complex of numerical relationships.

The Chart Tools Contextual Tab

The Chart Tools contextual tab contains all of the commands you will use to create and format The Chart Tools
your charts. This contextual tab is displayed when you select a chart in a presentation, and it is Contextual Tab
divided into three tabs: the Design tab, the Layout tab, and the Format tab.

Figure 7-4: The Chart Tools contextual tab.

The Design Tab

The Design tab in the Chart Tools contextual tab contains the commands you will use to modify The Design Tab
the overall style of your charts, and to edit the chart data.

Functional Group Provides Commands For

Type Changing the chart type of a chart in your presentation, and for saving a
chart as a template.
Data Editing the chart data.
Chart Layouts Selecting various chart layouts. The layout of a chart determines which
elements, such as titles, legends, and labels, appear on the chart.
Chart Styles Applying style elements, such as colors, backgrounds, and effects, to your
charts.

The Layout Tab

The Layout tab in the Chart Tools contextual tab contains the commands you will use to add and The Layout Tab
modify chart elements, and format background elements in your charts.

Functional Group Provides Commands For

Current Selection Formatting the selected chart element. The Current Selection group also
indicates the element of the table that is currently selected.
Insert Inserting pictures, shapes, and text boxes.

Lesson 7: Adding Charts to Your Presentation | Topic B

120 | Microsoft® Office PowerPoint® 2010: Part 1

Functional Group Provides Commands For

Labels Adding, removing, and formatting labels.
Axes Modifying axis formating and switching gridlines on and off.
Background Adding and modifying background formatting of charts. You can also
format the floor and the wall when you have selected a 3-D chart style.
Analysis Adding and removing graphical elements that help analyze the chart.

The Format Tab

The Format Tab The Format tab in the Chart Tools contextual tab contains the commands you will use to change
the appearance of objects on your charts.

Functional Group Provides Commands For

Current Selection Formatting the selected object. The Current Selection group also
indicates the object that is currently selected.
Shape Styles Applying style elements to objects in your charts.
WordArt Styles Applying WordArt styles to chart text, such as labels and titles.
Arrange Arranging and aligning objects on your charts.
Size Resizing objects on your charts.

Chart Layouts
Chart Layouts Chart Layouts are pre-formatted layout options that you can apply to the various chart types in
PowerPoint. Chart layouts determine which chart elements, such as labels, titles, and legends, will
appear, and where they appear on your charts. PowerPoint also gives you the ability to customize
chart layouts by formatting individual chart elements. You can access the Chart Layouts gallery
from the Design tab in the Chart Tools contextual tab.

Figure 7-5: The Chart Layout gallery.

Lesson 7: Adding Charts to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 121

Chart Styles
Chart Styles are quick styles that you can apply to charts. Chart styles determine the color of objects Chart Styles
and backgrounds, and may contain effects. PowerPoint also gives you the ability to customize chart
styles by applying style elements to objects and backgrounds individually. You can access the Chart
Styles gallery from the Design tab in the Chart Tools contextual tab.

Figure 7-6: The Chart Styles gallery.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Format a Chart

Lesson 7: Adding Charts to Your Presentation | Topic B

122 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 7-2
Formatting a Chart

Before You Begin

The My Develetech Ind_spreadsheet added.pptx file is open.

Scenario
After adding the chart to the presentation, you decide you don't like the type of chart you selected.
You feel it looks too flat on the slide, and so you decide to change the type of chart to one of the 3-
D chart types and add some formatting. You also notice there is no title on the chart, so you realize
you will need to add one.

1. Change the chart to another chart type.

a) Ensure slide 15 is selected in the left pane.
b) Select the chart and, within the Chart Tools contextual tab, select the Design tab.
c) In the Type group, select Change Chart Type to display the Change Chart Type dialog box.
d) In the Column section of the Change Chart Type dialog box, select 3-D Clustered Column, which is
the fourth tile in the first row, and then select OK.
e) Verify that the chart type has changed.

2. Modify the layout of the chart.

Encourage the students a) Within the Chart Tools contextual tab, access the Layout tab.
to experiment with the b) In the Labels group, select Chart Title and then select Above Chart from the drop-down menu.
chart formatting and
c) Type Sales Projections in the title text box.
share their screens.
d) Click outside the text box to deselect it.
e) If necessary, select the chart.
f) From the Labels group, select Legend and then select Show Legend at Left from the drop-down
menu.
g) From the Axes group, select Gridlines and then select Primary Horizontal Gridlines from the drop-
down menu.
h) Select Major & Minor Gridlines from the secondary menu.

3. Add formatting to the chart.

a) Within the Chart Tools contextual tab, access the Design tab.

b) In the Chart Styles section, select the More button , and then select Style 8, which is the last tile
in the top row of the Chart Styles gallery.
c) Within the Chart Tools contextual tab, access the Format tab and then, from the Current Selection
group's drop-down menu, select Back Wall.
If students are unable to d) From the Current Selection group, select Format Selection to display the Format Wall dialog box.
select Back Wall it is e) Select the Gradient fill radio button.
likely that they selected f) Select the Color button, and then select Orange, Accent 6, Lighter 80%, which is the second tile in
the incorrect chart type. the last column of the Theme Colors menu.
g) Select Close.
h) From the Current Selection group's drop-down menu, select Side Wall and then select Format
Selection to display the Format Wall dialog box.
i) Select the Gradient Fill radio button, and then select Close.
j) From the Current Selection group's drop-down menu, select Chart Area and then select Format
Selection to display the Format Chart Area dialog box.

Lesson 7: Adding Charts to Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 123

k) Select the Position tab.

l) From the Position on Slide section of the Position pane, use the Vertical field's spin buttons to
increase the vertical distance of the chart to 1.8" from the top left corner of the slide.
m) Select Close.

4. Select File→Save.

Lesson 7: Adding Charts to Your Presentation | Topic B

124 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC C
Insert a Chart from Microsoft Excel
You can now create a vast array of charts to quickly illustrate the meaning behind large amounts of
numerical data. While there are clear benefits to utilizing the chart functionality in PowerPoint 2010,
as with tables, there is no point in duplicating work you have already performed. Let's face it, it takes
time to create, populate, and format a chart that will make an impact. If you have created one
already, there is no need to spend the time doing it again.
PowerPoint 2010 lets you insert existing Microsoft Excel charts to your presentations. Linking
existing charts to your PowerPoint presentations offers the same benefits as using existing tables.
You will save time and effort, avoid data errors, and facilitate a consistent look across various
documents.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Insert a Chart from Microsoft Excel

Lesson 7: Adding Charts to Your Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 125

ACTIVITY 7-3
Inserting a Chart From Microsoft Excel

Data Files
Develetech Ind_chart formatted.pptx
Develetech market share.xlsx

Before You Begin

The My Develetech Ind_spreadsheet added.pptx file is open.

Scenario
You have received an additional request from the VP of product development. He has asked your
supervisor to have you include two existing pie charts that he put together. The charts show
Develetech's market share from the previous product line, and the projected company market share
from the new product rollout. You decide to link the charts to the presentation so that any changes
to the projections can be easily reflected in the presentation.

1. Insert two new slides for the pie charts.

a) Navigate to slide 15.
b) On the Home tab, from the Slides group's New Slide drop-down menu, insert two new Blank slides.

2. In Excel, open the Develetech market share.xlsx file from the C:\091031Data\Adding Charts to Your
Presentation folder.

3. Link the existing charts to the presentation.

a) Select the Previous Market Share chart and, in the Clipboard group, select the Copy button.
b) Switch back to the presentation, and then navigate to slide 16.
c) From the Home tab, in the Clipboard group, select the Paste down-arrow and then select Use

Destination Theme & Link Data from the drop-down menu.

d) Navigate to slide 17.
e) Switch to the Develetech market share.xlsx file.
f) Scroll down and select the Projected Market Share chart, and then copy it to the clipboard.
g) Switch back to the presentation.
h) From the Paste Options drop-down menu, link the chart to the slide by selecting Use Destination
Theme & Link Data.
i) Close the Excel 2010 application.

4. In the presentation, select File→Save, and then select File→Close.

Lesson 7: Adding Charts to Your Presentation | Topic C

126 | Microsoft® Office PowerPoint® 2010: Part 1

Summary
Your PowerPoint presentation is now complete! You have developed a truly engaging multimedia
presentation that will help you deliver your message and make a big impact on the audience. It is
important to note, however, that your PowerPoint file is not the actual presentation. Just as a script
is different from the actual play, the presentation doesn't occur until you are in front of a live
audience making your thoughts, text, and graphics come to life. Now that you have all of your
content in place and ready to go, all that's left is a bit of polishing, and preparing for the big event.
In your daily life, where do you most often encounter charts that are being used to make sense of numerical
information? Why are they used in these instances?
A: News stories often use charts to make sense of numerical data. Charts are easy to analyze and
clearly illustrate the impact of statistics and numbers to a diverse audience.

Which do you think you will use in your presentations more, charts or tables? Why?
A: Answers will vary, but audiences will likely respond better to charts as they are easier to analyze in a
glance.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 7: Adding Charts to Your Presentation |

8 Preparing to Deliver Your
Presentation
Lesson Time: 40 minutes

Lesson Objectives
In this lesson, you will prepare to deliver your presentation. You will:
• Review your presentation.
• Apply transitions.
• Print your presentation.
• Deliver your presentation.

Lesson Introduction
Congratulations! You are ready to deliver your presentation. Or rather, you're almost ready
to deliver it. You have a clear message that is well organized, and one that you have
supported with images and numerical data. However, nothing kills credibility like glaring
mistakes on your slides as you deliver your presentation. You will want to review and polish
your work before stepping up to the podium. Additionally, there may be particular
considerations you need to address for your specific situation. Does the audience require
handouts? Will you need to archive or share your presentation after the event?
PowerPoint 2010 provides you with a variety of options for reviewing, revising, printing,
and presenting your work. Becoming familiar with these functions will help you transform
your presentation from a file on a computer to a real-life event that makes an impact on
your audience.
128 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC A
Review Your Presentation
It's been a while since you started adding text to your presentation. Before you get in front of a live
audience, you want to make sure your text is perfect. After all, it's your credibility that is on the line.
But mistakes aren't the only things that can be distracting to an audience. Have you used the same
word too many times? Do you need to add some variety to your text?
PowerPoint 2010 offers you a number of tools that can help you deliver a clean, accurate
presentation. Making a habit of checking your work before presenting can help you avoid some
common presentation-delivery pitfalls.

AutoCorrect Feature Options

AutoCorrect Feature The AutoCorrect feature automatically corrects common spelling mistakes as you type. AutoCorrect
Options will also correct common capitalization and text-formatting issues, and can insert mathematical
symbols when you type the symbol names. You can customize the AutoCorrect feature by selecting
the types of errors it will correct for you. You can access the AutoCorrect dialog box via the
Options tab in Backstage view.

Figure 8-1: The AutoCorrect dialog box provides options for customizing the AutoCorrect
feature.

AutoCorrect Dialog Box Tab Provides Options For

AutoCorrect Correcting spelling and capitalization errors, and correcting text

typed with the Caps Lock key enabled.
AutoFormat As You Type Formatting fractions and symbols, and for common text
formatting like bulleted lists.
Actions Creating additional actions for right-click menus when you type
particular words.

Lesson 8: Preparing to Deliver Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 129

AutoCorrect Dialog Box Tab Provides Options For

Math AutoCorrect Replacing typed text with mathematical symbols.

The Spell Checker Feature

The spell checker feature scans all of the text in your presentation looking for spelling errors. The spell The Spell Checker
checker feature compares the text on your slides and in the notes pane against a built-in list of words Feature
based on your language settings. Spelling errors will launch the Spelling dialog box, which gives you
a set of options for how you would like PowerPoint to treat the misspelled word. You can access
the spell checker in the Proofing group on the Review tab.

Figure 8-2: The Spelling dialog box lets you decide how to resolve spelling errors.

Spelling Dialog Box Element Description

Not in Dictionary field Displays the misspelled word.

Change to field Displays the word that will replace the misspelled word.
Suggestions field Displays a list of possible correct spellings for the misspelled word.
Ignore button Leaves the current instance of the misspelled word as is.
Ignore All button Leaves all instances of the misspelled word as they are.
Change button Replaces the current instance of the misspelled word with the word
in the Change to field.
Change All button Replaces all instances of the misspelled word with the word in the
Change to field.
Add button Adds the misspelled word to the dictionary. Once this is done, the
spell checker will no longer consider the word a misspelling.
Suggest button Suggests a word from the Suggestion field to replace the
misspelled word.
AutoCorrect button Adds the misspelled word to the AutoCorrect list.

The Research Task Pane

The Research task pane provides you with options for performing research using a wide range of The Research Task
resources, both from your computer and online. You can use the Research task pane to look up Pane
word definitions, search for synonyms, or perform internet searches. You can access the Research
task pane by selecting Research in the Proofing group on the Review tab.

Lesson 8: Preparing to Deliver Your Presentation | Topic A

130 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 8-3: The Research task pane.

Research Task Pane Element Function

Search for field Displays the word or subject that you would like to
research.
Start Searching button Begins the desired search.
Research Options drop-down menu Allows you to choose and displays the desired research
resource for a particular search.
Back button Navigates to the previous search result.
Next button Navigates to the next search result. The Next button
becomes active only once you have navigated backward
through search results.
Results pane Displays the research search results.
Get Services on Office Links you to a list of third-party research services on
Marketplace link Office.microsoft.com.
Research Options link Launches the Research Options dialog box, which allows
you to customize the resources available in the Research
Options drop-down menu.

Lesson 8: Preparing to Deliver Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 131

The Thesaurus
The thesaurus is a research tool that provides you with a list of synonyms and antonyms for a
particular word. The thesaurus feature returns search results in the Research task pane. You can
access the thesaurus in the Proofing group on the Review tab.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Review Your Presentation

Lesson 8: Preparing to Deliver Your Presentation | Topic A

132 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 8-1
Reviewing Your Presentations

Data Files
Develetech Ind_charts linked.pptx

Scenario
You and the other members of the design teams have finished adding all of the content for the
presentation, and all preliminary reviews are complete. You decide it would be a good idea to check
the presentation for spelling errors before submitting the presentation for final approval.

1. Open the Develetech Ind_charts linked.pptx file from the C:\091031Data\Preparing to Deliver Your
Presentation folder. Update the links when prompted.

2. Check the presentation for spelling errors.

a) Select Review→Proofing→Spelling.
b) When the Spelling dialog box is displayed, verify that "Gaming" is the appropriate word for the text,
and then select Change.
c) When the Spelling dialog box is displayed, verify that "Networking" is the appropriate word for the
text, and then select Change.
d) In the Microsoft PowerPoint dialog box, select OK.

3. Save the file as My Develetech Ind_charts linked.pptx

Lesson 8: Preparing to Deliver Your Presentation | Topic A

 Microsoft® Office PowerPoint® 2010: Part 1 | 133

TOPIC B
Apply Transitions
You have corrected all of the spelling and grammatical errors in your presentation, and you have
freshened up your text by replacing over-used words with synonyms. You could deliver your
presentation as is and have a successful event. However, you want your presentation to really stand
out. Repeatedly presenting one slide after another with no transition effects can get monotonous for
the audience. You may want to add some flair to the transitions between your slides.
PowerPoint 2010 contains a host of on-board transition effects that can liven up your presentation.
You can also apply slide transitions to emphasize slides that convey an important point.

Transitions
Transitions are visual effects that occur as you advance from one slide to the next in a presentation. Transitions
PowerPoint 2010 includes a wide array of transition effects that you can apply to the slides in you
presentation. You can modify the speed of transitions, change transition attributes such as direction
or shape, and add sounds to transitions. Transitions can play automatically, respond to keystrokes or
mouse clicks, or play after a specified period of time. You can access the Transitions gallery from
the Transition to This Slide group on the Transitions tab.
Note: Once you apply a transition to a slide, a star will appear along with the slide in the
Normal and Slide Sorter views.

Figure 8-4: PowerPoint 2010 offers you a variety of slide transitions.

Note: To further explore animations, you can access the LearnTO Effectively Use
PowerPoint Animations and Transitions presentation from the LearnTO tile on the
LogicalCHOICE Course screen.

You may want to show

LearnTO Effectively Use
Access the Checklist tile on your LogicalCHOICE course screen for reference PowerPoint Animations
information and job aids on How to Work with Transitions and Transitions from the
LogicalCHOICE Course
screen or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.

Lesson 8: Preparing to Deliver Your Presentation | Topic B

134 | Microsoft® Office PowerPoint® 2010: Part 1

ACTIVITY 8-2
Applying Transitions

Before You Begin

The My Develetech Ind_charts linked.pptx file is open.

Scenario
You submitted the presentation to your supervisor for final approval. She approved the content and
the overall look of the presentation, but she feels the still transitions between the slides are too dull
for the subject matter. She has asked you to add transitions between the slides to add more energy
to the presentation.

1. Add a transition between slides.

a) Navigate to slide 2 in the left pane.

b) Access the Transitions tab and, in the Transition to this Slide group, select the More button to
display the Transitions gallery.
c) In the Transitions gallery, select Switch from the Exciting section.

2. Preview the transition by selecting the Preview button in the Preview group.

3. Modify the transition.

a) In the Transition to This Slide group, select Effect Options.
b) Select Left from the drop-down menu.
c) In the Timing group, use Duration field's spin buttons to change the transition duration to 2 seconds.
d) Preview the transition to verify the changes.

4. Apply the transition to all slides in the presentation.

a) In the Timing group, Select Apply To All.
b) Verify that the transition has been applied to all slides by navigating through the slides in the left
pane and ensuring that a star is displayed next to the slides.
c) Preview the transitions by navigating to various slides and selecting Preview in the Preview group.

5. Select File→Save.

Lesson 8: Preparing to Deliver Your Presentation | Topic B

 Microsoft® Office PowerPoint® 2010: Part 1 | 135

TOPIC C
Print Your Presentation
Your presentation is now complete! At this point you are confident that you can stand in front of
the audience and deliver an effective, engaging, high-impact presentation. However, you might want
to reference your speaker notes to ensure you don't skip any important information during the
presentation. Additionally, you may wish to print handouts to help the audience keep track of the
presentation, or to take notes.
PowerPoint 2010 gives you several options for printing hard copies of your presentation depending
on your particular need. In addition to giving you the security of having your content in hand during
a presentation, access to hard copies can be a lifesaver in the event of a computer crash or other
technical problem.

The Print Command

The Print command provides you with a variety of options for printing hard copies of your The Print Command
presentation, both for your benefit and the benefit of the audience. You can access the print
command and options from the Backstage view by selecting the File tab on the ribbon. When you
select the Print tab, the Backstage view displays two panes. The left pane displays the print settings
and print options, whereas the right pane displays a preview of the currently selected print options.
You can use the commands in the left pane to tailor the print options to suit your needs.

Figure 8-5: The Print command in the Backstage view.

Print Option Allows You To

Print Select the number of copies you wish to print, and print your
presentation.

Lesson 8: Preparing to Deliver Your Presentation | Topic C

136 | Microsoft® Office PowerPoint® 2010: Part 1

Print Option Allows You To

Printer drop-down menu Select your printing destination.
Print All Slides drop-down Select between printing all slides or printing only certain slides.
menu
Slides field Determine which slides to print if you are not printing the entire
presentation.
Full Page Slides drop- Select from among printing full page slides, notes, outlines, or
down menu handouts. You can also set other printing options such as scaling the
printing to fit the paper.
Print One Side drop-down Switch between printing on one side of the paper or both sides.
menu
Collated drop-down menu Choose between collating or not collating your printouts.
Grayscale drop-down menu Select full-color printing, grayscale printing, or black and white
printing.

Handouts
Handouts Handouts are printed materials that the audience can use to follow along with a presentation and take
notes. In addition to printing handouts by using the Print command, you can use PowerPoint to
create a Microsoft Word document version of your handouts. Typically, the handouts will display
page numbers and the presentation date for the audience to reference.

Figure 8-6: A PowerPoint handout with three slides displayed per page.

Lesson 8: Preparing to Deliver Your Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 137

Outlines
Outlines are printed materials that display all of the text, but none of the graphics, from the slides in a Outlines
presentation. The text is displayed along with the slide numbers to help people follow along with the
presentation.

Figure 8-7: A presentation outline.

Notes Pages
Notes pages are printed materials that show the speaker notes, slide numbers, and the images from Notes Pages
slides in a presentation. This printout is ideal for delivering your presentation.

Figure 8-8: A notes page from a PowerPoint presentation.

Full Page Slides

Full page slides are printed materials that display the slides in a presentation only. Full page slides do Full Page Slides
not include speaker notes or space for the audience to take notes. On screen text, however, is
displayed as it is shown on the slides.

Lesson 8: Preparing to Deliver Your Presentation | Topic C

138 | Microsoft® Office PowerPoint® 2010: Part 1

Figure 8-9: A full page slide from a PowerPoint presentation.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Print Your Presentation

Lesson 8: Preparing to Deliver Your Presentation | Topic C

 Microsoft® Office PowerPoint® 2010: Part 1 | 139

ACTIVITY 8-3
Setting Your Print Options

Before You Begin

The My Develetech Ind_charts linked.pptx file is open.

Scenario
The presentation is now complete! One of your colleagues will be delivering the first presentation.
She has asked you to print one set of notes for her to use during the presentation. She will need
notes for slides 1 through 13 only. You realize you will need to adjust the print options before
printing.

1. Select the File tab to access the Backstage view.

2. Set your print options.

a) Select the Print tab.
b) In the Settings section, into the Slides field of the left pane, type 1-13.
c) Verify that the drop-down menu above the Slides field is displayed as Custom Range.
d) Select the Full Page Slides drop-down menu below the Slides field, and then select Notes Pages
from the Print Layout section of the drop-down menu.

3. Use the Next Page and Previous Page buttons at the bottom of the right pane to preview your notes
pages.

4. Select Save from the left pane.

Lesson 8: Preparing to Deliver Your Presentation | Topic C

140 | Microsoft® Office PowerPoint® 2010: Part 1

TOPIC D
Deliver Your Presentation
The day is here, you are just about to deliver your presentation. You have your printed notes to
reference during the event, and you have printed and passed out the audience handouts. All that is
left is to deliver your presentation while displaying the slides to the audience. So, how do you do
that, exactly? And, what if you want to share your ideas with people who aren't in the room?
PowerPoint 2010 contains robust functionality for customizing your slide shows and for saving your
presentations in various formats. These options give you complete control over your live
presentation and allow you to share your content with everyone who needs to hear the message.

Presentation Options
Presentation Options Typically, during a slide show the computer from which you deliver your presentation will be
connected to a projector or you will be sharing your desktop in a web-conferencing application. This
allows the audience members to view your slides as your present. There are four basic options for
delivering your presentations in PowerPoint 2010: from the beginning, from the current slide, as a
web broadcast, or as a custom slide show. You can access these options on the Slide Show tab in
the Start Slide Show group.

Figure 8-10: The Slide Show tab.

Slide Show Option Displays Your Slide Show

From Beginning From the first slide in sequential order.

From Current Slide From the currently selected slide in sequential order.
Broadcast Slide Show As a web-based broadcast that can be viewed by anyone with an Internet
connection. You will need a Windows Live ID to broadcast a slide show.
Custom Slide Show In a pre-determined fashion. Custom slide shows must be set up ahead of
time, and will display only the selected slides.

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Present a Slide Show

Lesson 8: Preparing to Deliver Your Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 141

ACTIVITY 8-4
Presenting a Slide Show

Before You Begin

The My Develetech Ind_charts linked.pptx file is open.

Scenario
Your colleague has asked you to run the slide show as she delivers the presentation.

1. Select Slide Show→Start Slide Show→From Beginning.

2. Navigate through the slides and animations by clicking the screen.

3. Press the Esc key to exit the slide show.

PowerPoint Presentation File Formats

Delivering your presentation live in front of an audience isn't the only way in which you can share it. PowerPoint Presentation
PowerPoint 2010 provides you with multiple file format options for saving your presentation. The File Formats
various file formats provide you with a number of different outputs, such as outlines or images, that
are well suited for various uses. You can save your presentations in various file formats from the
Backstage view. The table following the figure lists some of the more commonly used file-saving
options.

Figure 8-11: File saving options in the Backstage view.

Lesson 8: Preparing to Deliver Your Presentation | Topic D

142 | Microsoft® Office PowerPoint® 2010: Part 1

File Saving Option (File Extension) Description

PowerPoint Picture Presentation A PowerPoint presentation for which all slides have been
(.pptx) converted to a picture. This reduces file size, making
picture presentations ideal for storing and sharing via
email. However, some information is lost.
Portable Document Format Saving the presentation as an .xps or a .pdf file creates a
(.pdf)/XML Paper Specification (.xps) digital document that preserves formatting and makes the
presentation easy to view on nearly all computers. This is
ideal for sharing your presentation via email, or archiving
it to a directory.
Outline (.rtf) Saves the on-screen text from your presentation as an
outline. This creates a much smaller file that is ideal for
reviewing the presentation or sharing only the key points.
Open Document Presentation (.odp) Allows you to open the presentation in presentation
applications other than PowerPoint. You can also
open .odp files in PowerPoint 2010. Some information
may be lost when saving to or opening .odp files.
PowerPoint Show (.ppsx) A PowerPoint presentation that, by default, opens in the
Slide Show view, not the Normal view. This is ideal for
sharing the presentation with people who will also deliver
it, but will not need to change the content.
Save a Slide or an Object as a Picture Saves a single slide or an object as an image file.
File (.jpg, .png)

Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Save Your Presentation in Various File Formats

Lesson 8: Preparing to Deliver Your Presentation | Topic D

 Microsoft® Office PowerPoint® 2010: Part 1 | 143

ACTIVITY 8-5
Saving a Presentation as a PDF

Before You Begin

The My Develetech Ind_charts linked.pptx file is open.

Scenario
Your colleague has asked you to email a PDF of the presentation to all of the attendees. You will
first need to save the presentation as a PDF file.

1. Access the Backstage view by selecting the File tab.

2. Select the Save As command, and then navigate to the desktop in the Save As dialog box.

3. In the File name field, enter My Develetech Ind

4. Select PDF from the Save as type drop-down menu.

5. Select Save.

6. Close the My Develetech Ind.pdf file, and then close PowerPoint 2010.

Lesson 8: Preparing to Deliver Your Presentation | Topic D

144 | Microsoft® Office PowerPoint® 2010: Part 1

Summary
You have successfully delivered your PowerPoint presentation. Using the various features in
PowerPoint 2010 for reviewing, polishing, delivering, and sharing your presentations will give you
the confidence you need to present important information whenever the need may arise. And, you
now have the flexibility of knowing you can present to an audience under a variety of circumstances
and using differing technology.
What do you think is the most important aspect of preparing for a presentation?
A: Answers will vary depending on the presenter, but ensuring there are no on-screen errors and having
delivery materials on hand are likely to be among the more common responses.

Can you see a downside to using transitions in your presentations?

A: Answers will vary, but students should consider the possibility that too many transitions or transitions
that are too busy on the screen could be a distraction to the audience. Also, certain transitions may
not be appropriate for all situations.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.

Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 8: Preparing to Deliver Your Presentation |

 Microsoft® Office PowerPoint® 2010: Part 1 | 145

Course Follow-Up
You have completed the Microsoft® Office PowerPoint® 2010: Part 1 course! You have successfully
created and developed engaging multimedia presentations that use text, graphics, and animations to
convey key points of your message.
The ability to communicate important information in a variety of situations will continue to be a
critical skill in an increasingly connected world. In fact, it is likely to grow in importance as methods
of communication become faster and more mobile. But, with an increase in the number of messages
people encounter daily comes a massive amount clutter that can be difficult to penetrate. The
effective use of engaging, dynamic, multimedia presentations is one way you can cut through the
noise, and make your point. Develop PowerPoint presentations that are clear and succinct, use
graphical content to support your content, and contain effects and animations that will grab the
audience's attention.

What's Next?
Microsoft® Office PowerPoint® 2010: Part 2 is the next course in this series. In that course, you will
customize the PowerPoint environment to streamline your workflow, enhance your presentation by
using more advanced graphics and animations features, collaborate on your presentation with
colleagues, and utilize advanced slide show and sharing features. You are also encouraged to explore
PowerPoint further by actively participating in any of the social media forums set up by your
instructor or training administrator through the Social Media tile on the LogicalCHOICE Course
screen.

Course Follow up
A Microsoft Office
PowerPoint 2010 Exam
77-883
Selected Logical Operations courseware addresses Microsoft Office Specialist (MOS)
certification skills for Microsoft Office 2010. The following table indicates where
PowerPoint 2010 skills that are tested on Exam 77-883 are covered in the Logical
Operations Microsoft Office PowerPoint 2010 series of courses.

Objective Domain Covered In

1. Managing the PowerPoint Environment

1.1 Adjust views
1.1.1 Adjust views using the ribbon Part 1, Topic 2-B
1.1.2 Adjust views by status bar commands Part 1, Topics 1-A, 2-B
1.2 Manipulate the PowerPoint window
1.2.1 Work with multiple presentation windows Part 2
simultaneously
1.3 Configure the Quick Access toolbar
1.3.1 Show the QAT below the ribbon Part 2
1.4 Configure the PPT file options
1.4.1 Use PPT proofing Part 1, Topic 8-A
1.4.2 Use PPT save options Part 1, Topic 8-D
2. Creating a Slide Presentation
2.1 Construct and edit photo albums
2.1.1 Add captions to picture Part 1, Topic 4-A
2.1.2 Insert text Part 1, Topic 4-A
2.1.3 Insert images in black and white Part 1, Topic 4-A
2.1.4 Reorder pictures in an album Part 1, Topic 4-A
2.1.5 Adjust image Part 1, Topic 4-A
2.1.5.1 Rotation Part 1, Topic 4-A
2.1.5.2 Brightness Part 1, Topic 4-A
2.1.5.3 Contrast Part 1, Topic 4-A
148 | Microsoft® Office PowerPoint® 2010: Part 1

Objective Domain Covered In

2.2 Apply slide size and orientation settings
2.2.1 Set up a custom size Part 1, Topic 2-D
2.2.2 Change the orientation Part 1, Topic 2-D
2.3 Add and remove slides
2.3.1 Insert an outline Part 1, Topic 2-A
2.3.2 Reuse slides from a saved presentation Part 1, Topic 2-D
2.3.3 Reuse slides from a slides library Part 2,
2.3.4 Duplicate selected slides Part 1, Topic 2-D
2.3.5 Duplicate multiple slides simultaneously Part 1, Topic 2-D
2.3.6 Include noncontiguous slides in a presentation Part 1, Topic 2-D
2.4 Format slides
2.4.1 Format sections Part 2
2.4.2 Modify themes Part 1, Topic 2-D
2.4.3 Switch to a different slide layout Part 1, Topic 2-D
2.4.4 Apply formatting to a slide
2.4.4.1 Fill color Part 1, Topic 2-D
2.4.4.2 Gradient Part 1, Topic 2-D
2.4.4.3 Picture Part 1, Topic 2-D
2.4.4.4 Texture Part 1, Topic 2-D
2.4.4.5 Pattern Part 1, Topic 2-D
2.4.5 Set up slide footers Part 2
2.5 Enter and format text
2.5.1 use text effects Part 1, Topic 3-A
2.5.2 Change text format
2.5.2.1 Indentation Part 1, Topic 3-B
2.5.2.2 Alignment Part 1, Topic 3-B
2.5.2.3 Line spacing Part 1, Topic 3-B
2.5.2.4 Direction Part 1, Topic 3-B
2.5.3 Change the formatting of bulleted and numbered lists Part 1, Topic 3-B
2.5.4 Enter text in a placeholder text box Part 1, Topics 1-B, 2-C
2.5.5 Convert text to SmartArt Part 2
2.5.6 Copy and paste text Part 1, Topic 2-C
2.5.7 Use paste special Part 1, Topic 2-C
2.5.8 Use format painter Part 1, Topic 3-A
2.6 Format text boxes
2.6.1 Apply formatting to a text box

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

 Microsoft® Office PowerPoint® 2010: Part 1 | 149

Objective Domain Covered In

2.6.1.1 Fill color Part 1, Topic 3-C
2.6.1.2 Gradient Part 1, Topic 3-C
2.6.1.3 Picture Part 1, Topic 3-C
2.6.1.4 Texture Part 1, Topic 3-C
2.6.1.5 Pattern Part 1, Topic 3-C
2.6.2 Change the outline of a text box
2.6.2.1 Color Part 1, Topic 3-C
2.6.2.2 Weight Part 1, Topic 3-C
2.6.2.3 Style Part 1, Topic 3-C
2.6.3 Change the shape of a text box Part 1, Topic 4-B
2.6.4 Apply effects Part 1, Topic 3-C
2.6.5 Set the alignment Part 1, Topic 3-B
2.6.6 Create columns in a text box Part 1, Topic 3-B
2.6.7 Set internal margins Part 1, Topic 3-C
2.6.8 Set the current text box formatting as the default for Part 1, Topic 3-C
new text boxes
2.6.9 Adjust text in a text box
2.6.9.1 Wrap Part 1, Topics 4-A, 4-B
2.6.9.2 Size Part 1, Topic 3-A
2.6.9.3 Position Part 1, Topic 3-B
2.6.10 Use auto-fit Part 1, Topic 3-B
3. Working with Graphical and Multimedia Elements
3.1 Manipulate graphical elements
3.1.1 Arrange graphical elements Part 1, Topic 5-D
3.1.2 Position graphical elements Part 1, Topic 5-D
3.1.3 Resize graphical elements Part 1, Topics 2-C, 5-A
3.1.4 Apply effects to graphical elements Part 1, Topic 5-B
3.1.5 Apply styles to graphical elements Part 1, Topic 5-B
3.1.6 Apply borders to graphical elements Part 1, Topic 5-B
3.1.7 Apply hyperlinks to graphical elements Part 2
3.2 Manipulate images
3.2.1 Apply color adjustments Part 1, Topic 5-A
3.2.2 Apply image corrections
3.2.2.1 Sharpen Part 1, Topic 5-A
3.2.2.2 Soften Part 1, Topic 5-A
3.2.2.3 Brightness Part 1, Topic 5-A
3.2.2.4 Contrast Part 1, Topic 5-A

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

150 | Microsoft® Office PowerPoint® 2010: Part 1

Objective Domain Covered In

3.2.3 Add artistic effects to an image Part 1, Topics 5-A, 5-B
3.2.4 Remove a background Part 1, Topic 5-A
3.2.5 Crop a picture Part 1, Topic 5-A
3.2.6 Compress selected pictures/all pictures Part 1, Topic 5-A
3.2.7 Change a picture Part 1, Topic 5-A
3.2.8 Reset a picture Part 1, Topic 5-A
3.3 Modify WordArt and shapes
3.3.1 Set the formatting of the current shape as the default Part 1, Topic 4-B
for future shapes
3.3.2 Change the fill color or texture Part 1, Topic 4-B
3.3.3 Change the WordArt Part 1, Topic 3-A
3.3.4 Convert WordArt to SmartArt Part 2
3.4 Manipulate SmartArt
3.4.1 Add and remove shapes Part 1, Topic 4-B
3.4.2 Change SmartArt styles Part 2
3.4.3 Change the SmartArt layout Part 2
3.4.4 Reorder shapes Part 2
3.4.5 Convert a SmartArt graphic to text Part 2
3.4.6 Convert SmartArt to shapes Part 2
3.4.7 Make shapes larger or smaller Part 2
3.4.8 Promote bullet levels Part 2
3.4.9 Demote bullet levels Part 2
3.5 Edit video and audio content
3.5.1 Apply a style to video or audio content Part 2
3.5.2 Adjust video or audio content Part 2
3.5.3 Arrange video or audio content Part 2
3.5.4 Size video or audio content Part 2
3.5.5 Adjust playback options Part 2
4. Creating Charts and Tables
4.1 Construct and modify tables
4.1.1 Draw a table Part 1, Topic 6-A
4.1.2 Insert a Microsoft Excel spreadsheet Part 1, Topic 6-C
4.1.3 Set table and style options Part 1, Topic 6-B
4.1.4 Add shading Part 1, Topics 6-B, 6-C
4.1.5 Add borders Part 1, Topic 6-B
4.1.6 Add effects Part 1, Topic 6-B
4.1.7 Columns and rows

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

 Microsoft® Office PowerPoint® 2010: Part 1 | 151

Objective Domain Covered In

4.1.7.1 Change the alignment Part 1, Topic 6-B
4.1.7.2 Resize Part 1, Topic 6-B
4.1.7.3 Merge Part 1, Topic 6-B
4.1.7.4 Split Part 1, Topic 6-B
4.1.7.5 Distribute Part 1, Topic 6-B
4.1.7.6 Arrange Part 1, Topic 6-B
4.2 Insert and modify charts
4.2.1 Select a chart type Part 1, Topic 7-A
4.2.2 Enter chart data Part 1, Topic 7-A
4.2.3 Change the chart type Part 1, Topic 7-B
4.2.4 Change the chart layout Part 1, Topic 7-B
4.2.5 Switch row and column Part 1, Topic 7-B
4.2.6 Select data Part 1, Topic 7-A
4.2.7 Edit data Part 1, Topic 7-A
4.3 Apply chart elements
4.3.1 Use chart labels Part 1, Topic 7-B
4.3.2 Use axes Part 1, Topic 7-B
4.3.3 Use gridlines Part 1, Topic 7-B
4.3.4 Use backgrounds Part 1, Topic 7-B
4.4 Manipulate chart layouts
4.4.1 Select chart elements Part 1, Topic 7-B
4.4.2 Format selections Part 1, Topic 7-B
4.5 Manipulate chart elements
4.5.1 Arrange chart elements Part 1, Topic 7-B
4.5.2 Specify a precise position Part 1, Topic 7-B
4.5.3 Apply effects Part 1, Topic 7-B
4.5.4 Resize chart elements Part 1, Topic 7-B
4.5.5 Apply quick styles Part 1, Topic 7-B
4.5.6 Apply a border Part 1, Topic 7-B
4.5.7 Add hyperlinks Part 2
5. Applying Transitions and Animations
5.1 Apply built-in and custom animations
5.1.1 Use more entrance Part 2
5.1.2 Use more emphasis Part 2
5.1.3 Use more exit effects Part 2
5.1.4 Use more motion paths Part 2

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

152 | Microsoft® Office PowerPoint® 2010: Part 1

Objective Domain Covered In

5.2 Apply effect and path options
5.2.1 Set timing Part 2
5.2.2 Set start options Part 2
5.3 Manipulate animations
5.3.1 Change the direction of animations Part 1, Topic 5-E
5.3.2 Attach a sound to an animation Part 2
5.3.3 Use Animation Painter Part 1, Topic 5-E
5.3.4 Reorder animation Part 2
5.3.5 Selecting text options Part 2
5.4 Apply and modify transitions between slides
5.4.1 Modify a transition effect Part 1, Topic 8-B
5.4.2 Add a sound to a transition Part 1, Topic 8-B
5.4.3 Modify transition duration Part 1, Topic 8-B
5.4.4 Set up manual or automatically timed advance options Part 2
6. Collaborating on Presentations
6.1 Manage comments in presentations
6.1.1 Insert and edit comments Part 2
6.1.2 Show or hide markup Part 2
6.1.3 Move to the previous or next comment Part 2
6.1.4 Delete comments Part 2
6.2 Apply proofing tools
6.2.1 Use spelling and thesaurus features Part 1, Topic 8-A
6.2.2 Compare and combine presentations Part 2
7. Preparing Presentations for Delivery
7.1 Save presentations Part 1, Topic 8-D
7.1.1 Save the presentation as a picture Part 1, Topic 8-D
7.1.2 Save the presentation as a PDF Part 1, Topic 8-D
7.1.3 Save the presentation as an XPS Part 1, Topic 8-D
7.1.4 Save the presentation as an outline Part 1, Topic 8-D
7.1.5 Save the presentation an open document Part 1, Topic 8-D
7.1.6 Save the presentation as a show (.ppsx) Part 1, Topic 8-D
7.1.7 Save a slide or object as a picture file Part 1, Topic 8-D
7.2 Share presentations
7.2.1 Share a presentation for CD delivery Part 2
7.2.2 Create video Part 2
7.2.3 Create handouts Part 1, Topic 8-D

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

 Microsoft® Office PowerPoint® 2010: Part 1 | 153

Objective Domain Covered In

7.2.4 Compress media Part 2
7.3 Print presentations
7.3.1 Adjust print settings Part 1, Topics 8-C, 8-D
7.4 Protect presentations
7.4.1 Set a password Part 2
7.4.2 Change a password Part 2
7.4.3 Mark a presentation as final Part 2
8. Delivering Presentations
8.1 Apply presentation tools
8.1.1 Add pen and highlighter annotations Part 2
8.1.2 Change the ink color Part 2
8.1.3 Erase an annotation Part 2
8.1.4 Discard annotations upon closing Part 2
8.1.5 Retain annotations upon closing Part 2
8.2 Set up slide shows
8.2.1 Set up a slide show Part 2
8.2.2 Play narrations Part 2
8.2.3 Set up presenter view Part 2
8.2.4 Use timings Part 1, Topic 8-D
8.2.5 Show media controls Part 2
8.2.6 Broadcast presentations Part 2
8.2.7 Create a custom slide show Part 2
8.3 Set presentation timing
8.3.1 Rehearse timings Part 2
8.3.2 Keep timings Part 2
8.3.3 Adjust a slide's timing Part 1, Topic 8-D
8.4 Record presentations
8.4.1 Start recording from the beginning of slide show Part 2
8.4.2 Start recording from the current slide of the slide Part 2
show

Appendix A : Microsoft Office PowerPoint 2010 Exam 77-883 |

B Microsoft PowerPoint
2010 Common Keyboard
Shortcuts
The following table lists common keyboard shortcuts you can use in PowerPoint 2010.

Function Shortcut

Change the font of selected text Ctrl + Shift + F

Change the font size of selected text Ctrl + Shift + P
Open the Find dialog box Ctrl + F
Copy the selected text Ctrl + C
Paste copied content Ctrl + V
Select all Ctrl + A
Undo the last action Ctrl + Z
Apply or remove bold formatting Ctrl + B
Apply or remove italic formatting Ctrl + I
Apply or remove underline formatting Ctrl + U
Insert a hyperlink Ctrl + K
Center a paragraph Ctrl + E
Justify a paragraph Ctrl + J
Left align a paragraph Ctrl + L
Right align a paragraph Ctrl + R
Start a presentation from the beginning F5
Advance to the next slide N or Enter
Return to the previous slide P or Backspace
Go to slide number number + Enter
End a presentation Esc
View the All Slides dialog box Ctrl + S
Increase sound volume Alt + Up
Decrease sound volume Alt + Down
Lesson Labs

Lesson labs are provided for certain lessons as additional learning resources for this course.
Lesson labs are developed for selected lessons within a course in cases when they seem
most instructionally useful as well as technically feasible. In general, labs are supplemental,
optional unguided practice and may or may not be performed as part of the classroom
activities. Your instructor will consider setup requirements, classroom timing, and
instructional needs to determine which labs are appropriate for you to perform, and at what
point during the class. If you do not perform the labs in class, your instructor can tell you if
you can perform them independently as self-study, and if there are any special setup
requirements.
158 | Microsoft® Office PowerPoint® 2010: Part 1

Lesson Lab 2-1

Creating a Presentation

Activity Time: 10 minutes

Data File
Design Team Review Process.docx

Before You Begin

Open the Design Team Review Process.docx file from the C:\091031Data
\Developing a PowerPoint Presentation folder.

Scenario
At an upcoming development team meeting, your team will be compiling ideas for a
new design review process. You have volunteered to create a PowerPoint presentation
that will be used to present the ideas to your department's director. Your team will
populate the presentation with the team's best ideas. For easy comparison, you decide
to include the old process highlights from an existing document.

1. Launch PowerPoint 2010.

2. Enter the title Proposed Review Processes and the subtitle A New Way Forward.

3. Apply the Urban theme to the presentation.

4. Insert two Section Header slides as slides 2 and 3.

5. Enter the title Old Process and the subtitle Highlights on slide 2.

6. Enter the title Proposed Process and the subtitle Highlights on slide 3.

7. Insert two blank slides as slides 4 and 5.

8. Copy and paste the "High Level Process" text and the bulleted list from the Word
document to slide 4, keeping the source formatting.

9. Close the Word document.

10. Move slide 4 so that it follows slide 2.

11. Apply a pattern fill to the background of all slides.

12. Save the file to the C:\091031Data\Developing a PowerPoint Presentation folder as My

Proposal.pptx.

13. Close the file.

Lesson Labs
 Microsoft® Office PowerPoint® 2010: Part 1 | 159

Lesson Lab 3-1

Editing Text

Activity Time: 10 minutes

Data File
Media 201.pptx

Before You Begin

Open the Media 201.pptx file from the C:\091031Data\Performing Advanced Text Editing folder.

Scenario
You are a communications professor at a local community college. You are putting together an
orientation presentation for the students on the first day of class. So far, you have only included
default text on the slides in your presentation. You know this will not hold the students' interest, so
you decide to apply text formatting to make the presentation look better.

1. Apply a WordArt style to the title text on slide 1.

2. Change the font of the subtitle text on slide 1 to Arial Black, change the font color to dark blue, and
change the font size to 28.

3. Apply a different WordArt style from the one you used on slide 1 to the title text on slide 2.

4. Use the Format Painter to apply the formatting from the title text on slide 2 to the title text on slides 3
through 6.

5. Change the numbered list on slide 2 to a bulleted list.

6. Change the existing text on slide 5 into a bulleted list with "Groups will:" as a header, removing "Groups
will" from each of the bullets in the list.

7. Add a border and a gradient fill to the text box on slide 2.

8. Set the text box formatting from the text box on slide 2 as the default text box formatting.

9. Copy and paste the text box formatting from slide 2 to the text boxes on the remaining slides.

10. Add a text box to slide 6, and then type ? into the text box.

11. Center the "?" in the text box on slide 6 both horizontally and vertically.

12. Increase the font size of the "?" to 100, and then move the text box so that it is centered below the title
text.

13. Save the file as My Media 201.pptx, and then close the file.

Lesson Labs
160 | Microsoft® Office PowerPoint® 2010: Part 1

Lesson Lab 4-1

Adding Clip Art and Images

Activity Time: 10 minutes

Data Files
Company Awards.pptx
Group.jpg

Before You Begin

Open the Company Awards.pptx file from the C:\091031Data\Adding Graphical
Elements to Your Presentation folder.

Scenario
Your boss is delivering an awards presentation highlighting the accomplishments of
the top performing departments within the company. Although all of the text is in
place, your boss feels that an image representative of each of the departments would
add to the presentation. She has asked you to add appropriate images to the slides for
the winning departments.

1. Add the Group.jpg image from the C:\091031Data\Adding Graphical Elements to Your
Presentation folder to slide 4.

2. Drag the image Group.jpg to the lower left corner of the slide.

3. Add a clip art photograph or an illustration of money to slide 5.

4. Drag the clip art to the lower left corner of the slide.

5. Draw a Cloud callout shape onto the lower left corner of slide 6.

6. Apply a shape style to the shape.

7. Save the file to the C:\091031Data\Adding Graphical Elements to Your Presentation

folder as My Company Awards.pptx.

8. Close the file.

Lesson Labs
 Microsoft® Office PowerPoint® 2010: Part 1 | 161

Lesson Lab 5-1

Working with Objects

Activity Time: 10 minutes

Data File
Winter Wonder.pptx

Before You Begin

Open the Winter Wonder.pptx file from the C:\091031Data\Modifying Objects in Your
Presentation folder.

Scenario
You and your business partner own a ski and snowboarding shop. You are pitching your advertising
ideas to a marketing agency that you view as a potential vendor. The goal of the marketing campaign
is to get customers thinking about winter in terms of fun, not misery. You like the images you have
selected for the presentation you will deliver, but you feel some of them could be a bit livelier. You
decide to modify some of the images to help express your vision to the marketing agency's creative
director.

1. Remove the background of the image of the skier on the right side of slide 2.

2. Place the image of the skier on slide 2 in front of the winter image so that it is centered.

3. Group the two images on slide 2 together, and then center the group horizontally on the slide.

4. Select only the image of the skier on slide 2, and then apply the Set Transparent Color feature to the
center part of the image.

5. Apply the Photocopy artistic effect to the image of the skier on slide 3.

6. Scale the image of the cabin on slide 4 so that it is the same height as the image of the snowboarder.

7. Align the image of the cabin on slide 4 vertically with the image of the snowboarder, and then center it
horizontally below the left text box.

8. Apply an animation effect to the image on slide 5 so that it flies in from the top-right corner of the slide.

9. Increase the speed of the animation effect.

10. Preview the animation effect.

11. Save the file to the C:\091031Data\Modifying Objects in Your Presentation folder as My Winter
Wonder.pptx.

Lesson Labs
162 | Microsoft® Office PowerPoint® 2010: Part 1

Lesson Lab 7-1

Working with Tables and Charts

Activity Time: 15 minutes

Data Files
Sales Meeting.pptx
Sales Overview.xlsx

Before You Begin

Open the Sales Meeting.pptx file from the C:\091031Data\Adding Charts to Your
Presentation folder.

Scenario
You are concerned about the recent decrease in sales for your company compared to
last fiscal year. You have called an emergency meeting with department heads to
discuss the matter. You decide that presenting a chart that visually displays the sales
drop will grab people's attention at the meeting. You have the sales figures in a
Microsoft® Excel® worksheet, so you decide to add the worksheet to your
presentation and to use the data from the worksheet to create the chart.

1. Enter Sales Drop in the title text placeholder on slide 4.

2. Create a table with five columns and three rows on slide 4.

3. Open the Sales Overview.xlsx file from the C:\091031Data\Adding Charts to Your
Presentation folder, and then copy the information from the populated cells to the
clipboard.

4. Paste the data from the Excel worksheet into the cells of the table on slide 4, and then
close the Sales Overview.xlsx file.

5. Apply a table style to the table so that it fits well with the presentation.

6. Center the text in the table cells vertically and horizontally.

7. Increase the font size of the table text to 20.

8. Position the table so that it is aligned appropriately below the title text.

9. Create a Clustered Bar in 3-D chart on slide 5.

10. Modify the chart data worksheet so that it contains two categories and four series, and
then delete all data outside of the range.

11. Copy and paste the data from the table on slide 4 into the chart data worksheet. Use the
destination formatting.

12. Switch the X and the Y axes for the chart, and then close the chart data worksheet.

13. Change the chart type to 3-D Line.

Lesson Labs
 Microsoft® Office PowerPoint® 2010: Part 1 | 163

14. Add a title to the chart.

15. Apply formatting to the Back Wall, the Side Wall, and the Floor.

16. Increase the chart's height to 5.0" by scaling it up.

17. Center the chart on the slide.

18. Save the file to the C:\091031Data\Adding Charts to Your Presentation folder as My Sales
Meeting.pptx.

19. Close the file.

Lesson Labs
164 | Microsoft® Office PowerPoint® 2010: Part 1

Lesson Lab 8-1

Preparing for and Delivering a
Presentation

Activity Time: 10 minutes

Data File
Winter Wonder Final.pptx

Before You Begin

Open the Winter Wonder Final.pptx file from the C:\091031Data\Preparing to
Deliver Your Presentation folder.

Scenario
You are ready to deliver your marketing campaign presentation to a potential vendor
for your ski and snowboard shop. You decide it would be a good idea to check for
errors and to print your notes before the meeting. You also want to liven up the
presentation by adding slide transitions.

1. Run the spell checker feature and correct the spelling errors in the presentation.

2. Use the thesaurus to select an alternate word for "Imagine" in the text above the image of
the skier on slide 3.

3. Apply the Shred transition, with a duration of 1.5 seconds, to all slides in the presentation.

4. Use the Print command to review your slide notes.

5. Run a slide show to review the presentation.

6. Save the file to the C:\091031Data\Preparing to Deliver Your Presentation folder as My

Winter Wonder Final.pptx.

7. Close PowerPoint 2010.

Lesson Labs
Glossary

Animation Painter chart layouts

A PowerPoint feature that allows users to Pre-formatted or customizable options that
reapply animation effects to multiple determine which chart elements, such as
objects. labels, titles, and legends, will appear, and
where they appear, on a chart.
AutoCorrect feature
A PowerPoint feature that automatically chart styles
corrects common spelling and Quick styles that users can apply to charts.
capitalization errors.
charts
AutoFit feature Graphical representations of numerical or
A PowerPoint feature that allows users to mathematical data.
automatically fit text within text boxes and
shapes regardless of the amount of text Clip Art
entered. Digital graphical content that users can add
to presentations.
background styles
The colors and textures of slide clipboard
backgrounds. These can be determined by A task pane that allows users to paste
applying themes to slides or through copied text and graphical elements within
customization. Microsoft Office applications.

Backstage View contextual tabs

A PowerPoint user interface component Highly specialized tabs that appear on the
that appears when users select the File tab. ribbon when certain objects are selected.
The Backstage view contains vertically These contain specific commands and
aligned tabs that provide users with groups menus related to items such as tables,
of related commands associated with charts, and pictures.
managing files and configuring PowerPoint
settings. cropping
Removing particular regions of an image to
cells display only the desired image elements.
Containers for numerical data and other
content that make up a table. dialog box launchers
Small buttons with downward-facing
character formats arrows on the bottom-right corner of some
Particular attributes that users can apply to ribbon functional groups. These buttons
the text in a presentation. open dialog boxes that contain additional
166 | Microsoft® Office PowerPoint® 2010: Part 1

commands specific to the functional the source file. When the source file is
groups. changed, the changes are reflected in the
imported object.
embedding
The process of placing a copy of an object Live Preview feature
from a source file into a presentation. PowerPoint feature that displays a
Changes in the source file are not reflected temporary preview of formatting changes.
in the presentation. This feature allows users to view various
formatting options before they are
Format Painter selected.
A PowerPoint feature that allows users to
copy object or text formatting, and then Mini toolbar
apply the formatting to other objects or A floating toolbar that appears next to
text. selected objects on slides, and provides
users with access to some of the most
full page slides commonly used commands without having
Printed materials that display only the to navigate the ribbon.
slides in a presentation.
notes pages
galleries Printed materials that display the speaker
Rectangular menus that display a variety of notes, slide numbers, and the images from
related visual options for objects in a the slides in a presentation.
presentation.
Notes Pane
gridlines A PowerPoint user interface component
Multiple horizontal and vertical dotted that allows users to enter notes that can be
lines that form a grid, which allows users referenced during the delivery of a
to accurately position objects on a slide. presentation.

Grouping feature object order

PowerPoint feature that allows users to A function of PowerPoint that defines
link multiple objects together, effectively how objects that overlap on slides appear
making them a single object. in relation to each other. The state of being
located in front of or behind other objects.
guides
Lines that allow users to accurately orientation
position objects on a slide. By default, The angle at which an object displays on a
these lines divide slides into four equal slide.
sections and intersect at the exact center of
the slides. Outline tab
A PowerPoint user interface component
handouts that appears a view of the text from slides
Printed materials that the audience can use in a presentation in the left pane.
to follow along with a presentation and
take notes. outlines
Printed materials that display all of the text,
image compression but none of the graphics, from the slides in
The process of reducing the file size of an a presentation.
image.
Paste Preview
linking A PowerPoint feature that displays a
The process of importing an object into a temporary preview of a paste commands.
presentation in which the data is stored in

Glossary
 Microsoft® Office PowerPoint® 2010: Part 1 | 167

This feature allows users to view various rotation handle

pasting options before they are selected. Component of object borders, which appear
when the object is selected, that allows users to
Paste Special command rotate objects on slides.
A PowerPoint feature that allows users to paste
objects to a new location as a specific type of Rulers
file. Visual reference tools used to accurately
position objects on slides.
Photo Album feature
A PowerPoint feature that allows users to scaling
insert and display photographs in a custom The process of changing the height and width
presentation. of an object while maintaining the ration of
height to width.
Print command
Provides users with a variety of options for shapes
printing hard copies of presentation. Common geometric objects that users can add
to presentations.
Quick Access Toolbar
A PowerPoint user interface component that Sizing Handles
provides users with easy access to commonly Component of object borders, which appear
used commands. when the object is selected, that allow users to
increase of decrease the size of objects on
Quick Styles slides.
Themes that can be quickly applied to a
particular object by selecting a single command slide layouts
button. Templates that determine the placement of
various content types on slides.
Remove Background Tool
A PowerPoint feature that allows users to slides
remove the background from images, leaving Individual presentation objects that are used to
only the desired subject elements in the image. display content to the audience.

Replace Fonts option Slides tab

A PowerPoint feature that allows users to A PowerPoint user interface component that,
replace all text of a particular font type to by default, appears within the left pane and
another font type throughout a presentation. allows users to access and navigate the slides in
a presentation.
Research task pane
A PowerPoint component that provides users slideshow
with options for performing research by using A presentational feature of PowerPoint that
a wide range of resources. displays slides on screen in a particular
sequence.
resizing
The process of changing the height and width spacing
of an object without necessarily maintaining The vertical distance between lines of text or
the ratio of height to width. paragraphs.

ribbon Spell Checker feature

A PowerPoint user interface component that A PowerPoint feature that scans all of the text
contains task-specific command buttons and in a presentation to check for spelling errors.
menus grouped together under sets of tabs and
functional groups.

Glossary
168 | Microsoft® Office PowerPoint® 2010: Part 1

status bar
A PowerPoint user interface component that
appears along the bottom of the PowerPoint
window. The status bar contains information
about the currently selected slide, and provides
the user with access to commands for some of
the basic viewing features within PowerPoint.

Switch Row/Column feature

A PowerPoint feature that allows users to
change the orientation of data along the X and
Y axes of a chart without having to re-enter the
data.

tables
Containers for numerical data and other
content that are organized into columns and
rows of individual cells.

template
An existing presentation that contains content
placeholders that are already formatted.

text boxes
Blank containers for adding text to slides in
PowerPoint.

text placeholders
Containers for text that display instructional
text indicating the type of content users should
enter.

themes
A combinations of colors, fonts, and effects
that provide a consistent look and feel
throughout a presentation.

thesaurus
Research tool that provides users with a list of
synonyms and antonyms for a particular word.

transitions
Visual effects that occur as users advance from
one slide to the next in a slide show.

WordArt styles
Predetermined formatting configurations that
can be applied to the text in a presentation.

Glossary
Index

A Chart Tools contextual tab 119

Clear All Formatting button 58
adding
clip art 70
notes to a presentation 14
clipboard
aligning
Paste options 34
text 56, 57
Color theme component 44
animation effects 96
commands
Animation Painter 96
access to 4
Animations functional group 4
compressing images 85
arranging
contextual tabs
slides
Chart Tools 119
AutoCorrect feature 14, 128
Drawing Tools 76
AutoFit feature 57
Picture Tools 83
Table Tools 105
B copying text 33
background cropping images 82
formatting 45 cutting text 33
graphics, hiding 45
removing 83 D
styles 44
Design functional group 4
Backstage view 9
Design tab 105, 119
bulleted lists 54
dialog box launchers 5
Drawing Tools contextual tab 76
C
categories 75 E
Cells 102
Effects theme component 44
character formats 50
embedding objects 109
Chart Layout gallery 120
charts
layouts 120 F
Microsoft Excel 114 File functional group 4
styles 121 file size
Switch Row/Column feature 115 controlling 85
types of 115 fill options 88
Chart Styles gallery 121
170 | Microsoft® Office PowerPoint® 2010: Part 1

Font dialog box options 50 N

Font theme component 44
navigating within a presentation 6
Format Painter 51
Normal view 27
Format tab 120
notes pages 137
formatting
Notes Page view 27
objects 88
Notes pane 14
pictures 89
numbered lists 54
full page slides 137

G O
object
galleries 35
formatting options 88
gridlines 94
order 93
grouping feature 91
scaling methods 84
guides 94
object selection methods 82
orientation options 85
H outlines 25, 137
handouts 136 Outline tab 7
Help
narrowing a search 19 P
toolbar 18
Paste Preview option 35
Home functional group 4
Paste Special command 35
pasting text 33
I photo album feature 71
image picture formatting options 89
cropping 82 pictures 70
Insert functional group 4 Picture Tools contextual tabs 83
inserting presentation
into a presentation 70 file formats 141
Insert Object dialog box 109 options 140
interface elements 3 Presentation Views group 27
Print command 135
K Project Type options 24
Protected view 29
keyboard shortcuts
Cut, Copy, and Paste functions 34
slide show viewing 28 Q
Quick Access Toolbar 6
L Quick styles 44

Layout tab 106, 119

linking objects 109 R
lists Reading view 27
bulleted 54 Remove Background tool 83
numbered 54 replacing
Live Preview feature 36 fonts 51
Research task pane 129
M resizing objects 84
Review functional group 4
master views 27 ribbon
Mini toolbar 32 minimizing and expanding 5

Index
 Microsoft® Office PowerPoint® 2010: Part 1 | 171

Slide Show tab 28 thesaurus 131

rotation handle 32 transitions 133
rulers 58 Transitions functional group 4
Trust bar 29
S
Save As command 15 V
Save command 14 vertical text alignment 57
scaling objects 84 View functional group 4
screenshot tool 72 View tab 27
screen tips 5
selecting W
objects 82
text 32 WordArt styles 50
Selection pane 82
Set Transparent Color option 89
shape effects options 63
shapes
fill options 61
outline options 62
sizing handles 32
slide layouts
types 39
slide orientation 39
slides 2
Slide Show functional group 4
Slide Show view 28
slide show viewing options 28
Slide Sorter view 27
Slides tab 6
spacing options 58
spell checker feature 129
status bar 8

T
tables
creation options 102
fill options 107
inserting into a presentation 103
navigation methods 103
Table Styles gallery 106
Table Tools contextual tab 105
templates 24
text alignment 56, 57
text boxes
formatting 61
Text Direction options 58
text placeholders 13
text selection techniques 32
theme components 44
themes 43

Index
 091031S rev 2.2
ISBN - 13 978-1-4246-1987-0
ISBN - 10 1-4246-1987-4
9 0 0 0 0

9 781424 619870