PowerPoint 2007 Screen

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 When you start PowerPoint, it opens in the view called Normal view, where you
create and work on slides.
1. In the Slide pane, you can work directly on individual slides.
2. Dotted borders identify placeholders, where you can type text or insert
pictures, charts and other objects.
3. The Slides tab shows thumbnail version of each full size slide shown in the
Slide pane. After you add other slides, you can click a thumbnail on the Slides
tab to make the slide appear in the Slide pane. Or you can drag thumbnails to
rearrange the slides in your presentation. You can also add or delete slides on
the Slides tab.
4. In the Notes pane, you can type notes about the current slide.

Quickly zoom in or out of a presentation

Step-by-step
1. On the status bar, click the Zoom slider

.
2. Slide to the percentage zoom setting that you want.

Choose a particular zoom setting

Step-by-step
1. On the View tab, in the Zoom group, click Fit to Window.

2. On the View tab, in the Zoom group, click Zoom, and then enter a
percentage or choose any other settings that you want.

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PowerPoint 2007 New Features Page 3
Copy worksheet data to a PowerPoint presentation
Purpose
There may be times when you want to present your Microsoft Office Excel
Worksheet data, or a chart that you created in Excel, in a Microsoft Office
PowerPoint presentation. You can simply copy selected data or charts in Excel
and then use the Paste or Paste Special commands in PowerPoint to insert the
data or charts into a presentation.

Step-by-step
1. In Excel, select the worksheet data that you want to copy to a PowerPoint
presentation.
2. On the Home tab, in the Clipboard group, click Copy .

3. Click the PowerPoint presentation and Select a Slide, where you want to
paste the copied worksheet data.
4. On the Home tab, in the Clipboard group, click Paste.

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Formatting Tables
Change a table style
A table style (or Quick Style) is a combination of different formatting options,
including color combinations that are derived from the theme colors of the
presentation. Any table that you add has a table style applied to it automatically.

Step-by-step
1. Click the table that you want to apply a different table style to.
2. Under Table Tools, on the Design tab, in the Table Styles group, click
the table style that you want. To see more table styles, click the More
button .

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Add or change a fill for a table cell
Step-by-step
1. Select the table cells that you want to add a fill to.
2. Under Table Tools, on the Design tab, in the Table Styles group, click
the arrow next to Shading , and then do one of the following:

 To add or change a fill color, click the color that you want, or to choose
no color, click No Fill.
 To add or change a fill picture, click Picture, locate the folder that
contains the picture that you want to use, click the picture file, and then
click Insert.
 To add or change a fill gradient, point to Gradient, and then click the
variation that you want.
 To add or change a fill texture, point to Texture, and then click the
texture that you want.

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Slide Layouts
Slide layouts define containers, positioning, and formatting for all of the content
that appears on a slide. Placeholders are the containers in layouts that hold such
content as text (including body text, bulleted lists, and titles), tables, charts,
SmartArt graphics, movies, sounds, pictures, and clip art.
Microsoft Office PowerPoint 2007 includes nine built-in slide layouts, or you can
create custom layouts that meet your specific needs and that you can share with
other people who create presentations by using PowerPoint. The following
graphic shows the slide layouts that are built-in to PowerPoint.

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Create custom slide layouts
If you do not find a standard layout that meets your needs, you can create a
custom layout that perfectly suits your slide content.
Note: To create a new layout, you must first add a layout to a slide master in Slide
Master View. After you add a layout, you can begin to structure it by adding text-
specific and object-specific placeholders.

Step-by-step
1. On the View tab, in the Presentation Views group, click Slide Master.

2. In the pane that contains the slide masters and layouts, click a location below
the slide master where you want the new layout to appear.
3. On the Slide Master tab, in the Edit Master group, click Insert Layout.

Note: A new layout is added.

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4. To modify the layout that you just added, do one or more of the following:
 To remove an unwanted, default placeholder, click the border of the
placeholder, and then press DELETE.
 To add a placeholder, do the following:
i. On the Slide Master tab, in the Master Layout group, click Insert
Placeholder, and then select a placeholder type from the list.

ii. Click a location on the layout, and then drag to draw the placeholder.

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Tip To resize a placeholder, drag one of its corner borders.

5. Click the Microsoft Office Button , and then click Save As.
6. In the File name box, type a file name, or do nothing to accept the suggested
file name.

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7. In the Save as type list, click PowerPoint Template, and then click Save.

Formatting Slides
While formatting on slides you still enjoy features like:
 Using the Mini toolbar

 Live preview of formatting.

They are also present in Word and Excel 2007.

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Themes
Purpose
Use themes to give all of your organization's communications a branded look. All
the content links to the theme. If you change the theme, a complete set of new
colors, fonts, and effects is applied to your entire 2007 Office release document.
Although themes are similar in name to a previous feature in Word, themes are an
entirely new way to give all of your 2007 Office release documents a modern and
professional look.

Apply a theme to your presentation

Step-by-step
1. On the Design tab, in the Themes group, click More .

2. Do one of the following:

 To apply a built-in theme, under Built-In, click the theme that you
want.
 To apply a newly-created theme or an existing theme that you
modified and saved, under Custom, click the theme that you want.
Note: Custom is available only if you created one or more custom
themes.

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PowerPoint 2007 New Features Page 13
Create a SmartArt graphic
Purpose
In the past, you may have had to hire a professional designer to create designer-
quality diagrams and charts. The diagrams that you received from the designer,
however, were saved as images that you could not edit. Now, with SmartArt
graphics, you can create editable illustrations of your information in an Office
PowerPoint 2007 presentation simply and without the aid of a professional
designer. You can add stunning visual effects to your SmartArt graphics, shapes,
WordArt, and charts, including three-dimensional (3-D) effects, shading,
reflections, glows, and more.

Step-by-step
1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, click the type and layout
that you want.

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3. Enter your text by doing one of the following:
 Click in a shape in your SmartArt graphic, and then type your text.
 Click [Text] in the Text pane, and then type or paste your text.

Note: If the Text pane is not visible

i. Click your SmartArt graphic.
ii. Under SmartArt Tools, on the Design tab, in the Create
Graphic group, click Text Pane.

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Change the colors of an entire SmartArt graphic
You can apply color variations that are derived from the theme colors to the
shapes in your SmartArt graphic.

Step-by-step
1. Click your SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group,
click Change Colors.

3. Click the color variation that you want.

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Apply a SmartArt Style to a SmartArt graphic
A SmartArt Style is a combination of various effects, such as line style, bevel, or
3-D that you can apply to the shapes in your SmartArt graphic to create a unique
and professionally designed look.

Step-by-step
1. Click your SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group,
click the SmartArt Style that you want.

To see more SmartArt Styles, click More

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Converting slide text to a SmartArt graphic
Converting your text to a SmartArt graphic is a quick way to convert existing
slides to professionally designed illustrations. You can choose from many built-in
layouts to communicate your message or ideas effectively. It works best with
bulleted lists.

Step-by-step
1. Click the Placeholder that contains the text on the slide that you want to
convert.

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2. On the Home tab, in the Paragraph group, click Convert to SmartArt
Graphic .

3. In the gallery, click the layout for the SmartArt graphic that you want.

The gallery contains layouts for SmartArt graphics that work best with
bulleted lists. To view the entire set of layouts, click More SmartArt
Graphics.

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Insert a chart in a presentation
Purpose
Please fill
Step-by-step
1. In PowerPoint, click the placeholder that you want to contain the chart.
2. On the Insert tab, in the Illustrations group, click Chart.

3. In the Insert Chart dialog box, click a chart, and then click OK.

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 Office Excel 2007 opens in a split window and displays sample data on a
worksheet.

4. In Excel, to replace the sample data, click a cell on the worksheet, and
then type the data that you want.

You can also replace the sample axis labels in Column A and the legend
entry name in Row 1.
Note: After you update the worksheet, the chart in PowerPoint updates
automatically with the new data

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Change the data in an existing chart
Purpose
If you create a chart for your presentation and then the data used in the chart
changes, you can update the data so that the chart is accurate.

Step-by-step
1. Select the chart that you want to change.
2. Under Chart Tools, on the Design tab, in the Data group, click Edit
Data.

Microsoft Office Excel opens in a split window and displays the worksheet
that you want to edit.

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3. To edit the contents of a title or data in a cell, in the Excel worksheet,
click the cell that contains the title or the data that you want to change,
and then type the new information.
4. Do one of the following:
 If the chart is linked, save the worksheet.
 If the chart is embedded, go to step 5. PowerPoint saves the
embedded charts automatically.
5. In Excel, on the Microsoft Office Button, click Close.

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Apply an animation effect to text or objects
Purpose
Please fill
Step-by-step
1. Select the text or object that you want to animate.
2. On the Animations tab, in the Animations group, click Custom
Animation.

3. In the Custom Animation task pane, click Add Effect, point to

Entrance, and then click Fly In.

Note: To see more custom animations effects, click More Effects…

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Add a slide transition to slides in a presentation
Purpose
Please fill
Step-by-step
1. Select the slide thumbnail of the slide that you want to apply slide
transitions to.
2. On the Animations tab, in the Transition To This Slide group, click a
slide transition effect.

To see more transition effects, in the Quick Styles list, click the More button
.
3. To set the slide transition speed between the current slide and the next
slide, in the Transition To This Slide group, click the arrow next to
Transition Speed, and then select the speed that you want.
4. To apply the selected effect to the entire presentation, in the Transition
To This Slide group, click Apply to All.

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Creating custom slide shows
Use a basic custom show to give separate presentations to different groups in your
organization. For example, if your presentation contains a total of five slides, you
can create a custom show named "Site 1" that includes just slides 1, 3, and 5. You
can create a second custom show named "Site 2" that includes slides 1, 2, 4, and
5. When you create a custom show from a presentation, you can always run the
entire presentation in its original sequential order.

Create a basic custom show

Step-by-step
1. On the Slide Show tab, in the Start Slide Show group, click the arrow
next to Custom Slide Show, and then click Custom Shows.

2. In the Custom Shows dialog box, click New.

3. Under Slides in presentation, click the slides that you want to include in
the custom show, and then click Add.

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4. To change the order in which slides appear, under Slides in custom show,
click a slide, and then click one of the arrows to move the slide up or
down in the list.
5. Type a name in the Slide show name box, and then click OK.
6. To create additional custom shows with any slides in your presentation,
repeat steps 1 through 5.
Note: To preview a custom show, click the name of the show in the
Custom Shows dialog box, and then click Show.

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Overview of Presenter view
By using two monitors, you can view your notes, or run other programs that your
audience will not see, and you can do this by using Presenter view. Presenter view
offers the following tools to make it easier for you to present information:
1. You can use thumbnails to select slides out of sequence and create a
customized presentation for your audience.
2. Preview text shows you what your next click will add to the screen, such
as a new slide or the next bullet in a list.
3. Speaker's notes are shown in large, clear type so that you can use them as
a script for your presentation.
4. You can darken or lighten the screen during your presentation and then
resume where you left off. For example, you might not want to display the
slide content during a break or a question and answer (Q and A) period.

Note: Although your computer may be able to support more than two
monitors, PowerPoint supports the use of up to two monitors for a
presentation.

In Presenter view, icons and buttons are large enough to navigate easily, even
when you are using an unfamiliar keyboard or mouse. The following illustration
shows the various tools that are available to you from Presenter view.

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1. The slide number (for example, slide 1 of an 8-slide presentation)
2. The slide you are currently showing to the audience
3. The speaker's notes, which you can use as a script for your presentation
4. Click to go to the previous slide
5. The pen or highlighter
6. Click to display a menu that enables you to end the show, darken or lighten
the audience screen, or go to a specific slide number
7. Click to go to the next slide
8. The elapsed time of your presentation, in hours and minutes
9. Slide thumbnails that you can click to skip a slide or to return to a slide that
you already presented

Requirements for using Presenter view

To use Presenter view, do the following:
1. Make sure that the computer that you are using for the presentation has
multiple monitor capability. Most desktop computers require two video
cards for multiple monitor capability, and many laptop computers have
multiple monitor capability built in.
2. Turn on multiple monitor support.
3. Turn on Presenter view.

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Turn on multiple monitor support
To turn off multiple monitor support, select the second monitor, and then
clear the Extend my Windows Desktop onto this monitor check box.

1. On the Slide Show tab, in the Monitors group, click Use Presenter
View.

Note: The Display Properties dialog box from Windows Control Panel
appears.
2. In the Display Properties dialog box, on the Settings tab, click the
monitor icon for the presenter's monitor, and then select the Use this
device as the primary monitor check box.
If the Use this device as the primary monitor check box is selected and
unavailable, the monitor is already designated as the primary monitor.
You can select only one primary monitor at a time. If you click a different
monitor icon, the Use this device as the primary monitor check box is
cleared and made available again.
Note: You can show Presenter view on and run the presentation from only
one monitor — typically, monitor 1.
3. Click the monitor icon for the audience's monitor, and then select the
Extend my Windows Desktop onto this monitor check box.

Deliver a presentation on two monitors by using Presenter view

After you set up your monitors, open the presentation that you want to deliver,
and then do the following:
1. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.

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2. In the Set Up Show dialog box, choose the options that you want, and
then click OK.

3. To begin delivering your presentation, on the View tab, in the

Presentation Views group, click Slide Show.

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Using Document Inspector to remove metadata
Purpose
You can use the Document Inspector to find and remove hidden data and personal
information (e.g. your name and your initials) in Office documents that were
created in Office Word 2007, Office Excel 2007, Office PowerPoint 2007, and
earlier versions of these Office programs. It is a good idea to use the Document
Inspector before you share an electronic copy of your Office document, such as in
an e-mail attachment.

Step-by-step
1. Open the Office document that you want to inspect for hidden data or personal
information.

2. Click the Microsoft Office Button , click Save As, and then type a name
in the File name box to save a copy of your original document.
Note: It is a good idea to use the Document Inspector on a copy of your
original document because it is not always possible to restore the data that the
Document Inspector removes.

3. In the copy of your original document, click the Microsoft Office Button ,
point to Prepare, and then click Inspect Document.

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4. In the Document Inspector dialog box, select the check boxes to choose
the types of hidden content that you want to be inspected.
5. Click Inspect.
6. Review the results of the inspection in the Document Inspector dialog
box as shown below.

7. Click Remove All next to the inspection results for the types of hidden
content that you want to remove from your document

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Compatibility with earlier versions of PowerPoint
To ensure that you can open your Office PowerPoint 2007 presentation in an
earlier version of PowerPoint, and to minimize significant losses of functionality
and fidelity, you can run the Compatibility Checker in Office PowerPoint 2007.
The Compatibility Checker finds potential compatibility issues between Office
PowerPoint 2007 and earlier versions of PowerPoint, and creates a report to help
you resolve any issues.
As an example of a loss of functionality that can occur, some of the new shape
effects in Office PowerPoint 2007 (such as reflection and glow) appear as pictures
in earlier versions of PowerPoint.
Note:
When you work on a presentation in compatibility mode, where the presentation
is in PowerPoint 97-2003 file format instead of the new Office PowerPoint 2007
file format (.pptx), the Compatibility Checker runs automatically when you save
your presentation.
Microsoft Office PowerPoint 2007 does not support saving to PowerPoint 95 or
earlier file formats.

To run the Compatibility Checker

Step-by-step
1. In Office PowerPoint 2007, open the presentation that you want to check
for compatibility.

2. Click the Microsoft Office Button , point to Prepare, and then click
Run Compatibility Checker. Microsoft Office PowerPoint
Compatibility Checker dialogue box is displayed.

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To check your presentation for compatibility every time that you save it in a
PowerPoint 97-2003 format, in the Microsoft Office PowerPoint
Compatibility Checker dialog box, select the Check compatibility when
saving in PowerPoint 97-2003 formats check box.

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Saving in different File formats
Purpose
To ensure that you can open your Office PowerPoint 2007 presentation (.pptx) in
an earlier version of PowerPoint, you can save a copy of it that is compatible with
PowerPoint 97-2003.
Important: To prevent SmartArt graphics and objects in your presentation from
being converted to bitmap pictures, save a copy of your Office PowerPoint 2007
presentation, and then save the copy as a PowerPoint 97-2003 file. PowerPoint
97-2003 does not recognize the new SmartArt graphics and visual objects that are
available in Office PowerPoint 2007, and will convert them to bitmaps to
maintain their appearance. You cannot change certain aspects of bitmaps, such as
line width, fill color, and other Office PowerPoint 2007 specific properties.

Step-by-step
1. In Office PowerPoint 2007, open the presentation that you want to save as
a PowerPoint 97-2003 file.

2. Click the Microsoft Office Button button, point to the arrow next to
Save As, and then click PowerPoint 97-2003 Presentation.
The Save As dialog box appears.

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3. In the File name box, enter a name for your presentation, or do nothing to
accept the suggested file name.
4. In the Save in list, select the location that you want to save your
presentation to, or do nothing to accept the suggested location.
5. Click Save.
The file is saved as a PowerPoint 97-2003 Presentation (.ppt) file.

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