Mastering the ECDL / ICDL

ECDL / ICDL Exercises

Module Six
Presentation

Courseware from
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CONTENTS

6.1 GETTING STARTED................................................................................................................ 1

6.1.1 - FIRST STEPS WITH PRESENTATION TOOLS..........................................................................2
6.1.1.1 Open a presentation application..................................................................................2
6.1.1.2 Open an existing presentation - make some modifications and save..........................2
To open a recently used PowerPoint file..............................................................................5
Editing an existing presentation, and saving your changes..................................................5
6.1.1.3 Open several presentations......................................................................................... 6
To select (& open) a continuous block of files......................................................................6
To select, and open, multiple files that are not in a continuous block...................................6
6.1.1.4 Save an existing presentation onto the hard disk or a diskette....................................7
6.1.1.5 Close a presentation.................................................................................................... 8
To close a presentation........................................................................................................ 8
To close PowerPoint............................................................................................................ 8
6.1.1.6 Use application Help functions.....................................................................................9
Today's Tip........................................................................................................................... 9
To hide the Office Assistant................................................................................................. 9
Displaying the Office Assistant........................................................................................... 10
"What is this" Help.............................................................................................................. 10
6.1.2 - ADJUST BASIC SETTINGS................................................................................................. 11
6.1.2.1 Change display modes.............................................................................................. 11
The View Icons................................................................................................................... 11
6.1.2.2 Use page view magnification tool/zoom tool..............................................................11
6.1.2.3 Modify toolbar display................................................................................................ 12
6.1.3 - DOCUMENT EXCHANGE..................................................................................................... 13
6.1.3.1 Save an existing presentation under another file format: Rich Text Format (rtf),
presentation template, image file format, software type or version number etc.....................13
To save a file in RTF (Rich Text Format) format................................................................13
Saving your file in a different PowerPoint version..............................................................13
Saving a file as a template................................................................................................. 14
Saving a presentation as image formatted files..................................................................14
6.1.3.2 Save a presentation in a format appropriate for posting to a Web Site......................15
To save a file in HTM (Web format)....................................................................................15
6.2 BASIC OPERATIONS............................................................................................................ 17
6.2.1 - CREATE A PRESENTATION................................................................................................ 18
6.2.1.1 Create a new presentation.........................................................................................18
6.2.1.2 Choose an appropriate automatic slide layout format for individual slides e.g. title
slide, organizational chart, chart and text, bulleted lists etc...................................................19
To insert a new slide using the keyboard...........................................................................19
To insert a new slide using the mouse...............................................................................20
6.2.1.3 Modify slide layout..................................................................................................... 21
To apply a different slide layout to a slide..........................................................................21
To resize the text place-holder...........................................................................................22
To move the text place-holder............................................................................................22
6.2.1.4 Add text...................................................................................................................... 23
To demote bullets using the Tab key..................................................................................23
To promote sublevel bullets using the tab key...................................................................23
To demote and promote bullets using the Demote & Promote icons..................................23
6.2.1.5 Add an image from an image library..........................................................................24
To insert Clipart.................................................................................................................. 24
 To search for clipart pictures.............................................................................................. 25
6.2.1.6 Use a master slide..................................................................................................... 26
Modifying a Slide Master.................................................................................................... 26
To apply a design template to a presentation.....................................................................27
To create a new presentation template..............................................................................27
6.2.2 - COPY, MOVE OR DELETE TEXT.........................................................................................29
6.2.2.1 Use the Copy and Paste tools to duplicate text within the presentation or active
presentations......................................................................................................................... 29
To select a single object..................................................................................................... 29
To deselect a selected object............................................................................................. 29
To select more than one object at a time...........................................................................29
To select objects using the Select Objects icon.................................................................30
To select all the objects on a slide.....................................................................................30
To cycle round all the objects within a slide.......................................................................30
To copy text to the Clipboard............................................................................................. 30
To copy text using “Drag and Drop”, without placing text in the Clipboard.........................31
6.2.2.2 Use the Cut and Paste tools to move text within the presentation or active
presentations......................................................................................................................... 32
To cut selected items from a document..............................................................................32
To move text using “Drag and Drop”, without storing it on the Clipboard...........................33
6.2.2.3 Delete selected text................................................................................................... 33
To delete selected text....................................................................................................... 33
6.2.3 - COPY, MOVE OR DELETE IMAGES.....................................................................................33
6.2.3.1 Use the Copy and Paste tools to duplicate an image within the presentation or active
presentations......................................................................................................................... 33
To copy a graphic to the Clipboard.....................................................................................34
To copy a graphic using “Drag and Drop”..........................................................................34
6.2.3.2 Use the Cut and Paste tools to move an image within the presentation or active
presentations......................................................................................................................... 35
To cut and paste an image................................................................................................. 35
6.2.3.3 Delete an image......................................................................................................... 35
To delete an image............................................................................................................. 35
6.2.4 - COPY, MOVE OR DELETE SLIDES......................................................................................35
6.2.4.1 Use the Copy and Paste tools to duplicate a slide within the presentation or active
presentations......................................................................................................................... 35
To duplicate a slide using the drop down menus...............................................................36
To duplicate a slide using Copy/Paste...............................................................................37
To copy a slide using drag and drop techniques................................................................37
6.2.4.2 Use the Cut and Paste tools to move a slide within the presentation or active
presentations......................................................................................................................... 38
To move a slide using Copy/Paste.....................................................................................38
To move a slide using drag and drop techniques...............................................................38
6.2.4.3 Reorder slides within the presentation.......................................................................38
To reorder the slides within a presentation.........................................................................38
6.2.4.4 Delete a slide/slides within the presentation..............................................................38
To delete a slide................................................................................................................. 38
To delete multiple slides (in one action).............................................................................39
6.3 FORMATTING........................................................................................................................ 41
6.3.1 - FORMAT TEXT.................................................................................................................. 42
6.3.1.1 Change font type........................................................................................................ 42
To change the font used by selected text...........................................................................42
To change the Font size..................................................................................................... 43
6.3.1.2 Apply italics, bold, underlining and case changes to text...........................................43
To format using Bold, italic or underlining..........................................................................43
 To change the case of selected text...................................................................................43
6.3.1.3 Apply shadow to text, use subscript and superscript.................................................43
To add a shadowed effect to text.......................................................................................43
To add other Text Formatting effects, such as Superscript................................................44
6.3.1.4 Apply different colors to text font................................................................................44
To change the Font color................................................................................................... 44
6.3.1.5 Center text, align text: left and right, top and bottom..................................................45
To change paragraph alignment........................................................................................ 45
To center text top and bottom............................................................................................46
6.3.1.6 Adjust line spacing..................................................................................................... 47
To change line and paragraph spacing..............................................................................47
6.3.1.7 Change the type of bullets/numbers in a list..............................................................48
To select a different bullet type..........................................................................................48
To select a different numbering format...............................................................................48
6.3.2 - MODIFY TEXT BOXES....................................................................................................... 49
6.3.2.1 Resize and move text boxes within a slide................................................................49
To resize a text box............................................................................................................ 49
To move a text box............................................................................................................. 49
To insert a Text Box........................................................................................................... 49
6.3.2.2 Set line weights, style and colors of a text box...........................................................50
To format your text box colors and styles...........................................................................50
6.4 GRAPHICS AND CHARTS.................................................................................................... 53
6.4.1 - DRAWN OBJECTS............................................................................................................. 54
6.4.1.1 Add different types of line to a slide...........................................................................54
To display the drawing toolbar...........................................................................................54
To draw a line..................................................................................................................... 54
6.4.1.2 Move lines in a slide................................................................................................... 54
To move a line object within a slide....................................................................................54
6.4.1.3 Change line color/modify line width............................................................................55
To change the line color/line width.....................................................................................55
6.4.1.4 Add various forms of shapes; boxes, circles etc. to a slide. Add a free drawn line....56
To draw rectangles and ovals............................................................................................ 56
To draw a Freeform shape................................................................................................. 56
To add an AutoShape........................................................................................................ 56
6.4.1.5 Rotate or flip a drawn object in a slide.......................................................................57
To free rotate an object...................................................................................................... 57
To flip an object.................................................................................................................. 57
6.4.1.6 Change the attributes of the shape; color in the shape, change the line type............58
To modify drawing object attributes....................................................................................58
6.4.1.7 Apply shadow to a shape........................................................................................... 59
To add a shadow effect to a shape....................................................................................59
6.4.2 - CHARTS........................................................................................................................... 60
6.4.2.1 Create an organizational chart...................................................................................60
To create a slide containing an organization chart.............................................................60
To enter information into an organization chart box...........................................................60
6.4.2.2 Modify the structure of an organizational chart..........................................................61
To add and remove chart boxes.........................................................................................61
To move boxes in the chart................................................................................................ 61
Formatting Organization Chart Boxes................................................................................61
6.4.2.3 Create different kinds of charts; bar chart, pie chart etc.............................................62
To create a chart (i.e. graph).............................................................................................. 62
To change the Chart Type.................................................................................................. 63
6.4.3 - IMAGES & OTHER OBJECTS.............................................................................................. 64
6.4.3.1 Import images from other files....................................................................................64
 To import an image from a file............................................................................................ 64
6.4.3.2 Resize and move an image in a slide........................................................................65
To move an image.............................................................................................................. 65
To resize an image............................................................................................................. 65
6.4.3.3 Import other objects: text, spreadsheet, table, chart or graphic files to a slide...........66
To import a spreadsheet using Import/Object....................................................................66
6.4.3.4 Copy an imported object into a master slide..............................................................67
6.4.3.5 Add border effects to an object..................................................................................69
To add a border to an object.............................................................................................. 69
6.5 PRINTING AND DISTRIBUTION............................................................................................ 71
6.5.1 - SLIDE SETUP................................................................................................................... 72
6.5.1.1 Select appropriate output format for slide presentation; overhead, handout, 35 mm
slides, on-screen show.......................................................................................................... 72
To set the slide format........................................................................................................ 72
6.5.1.2 Change slide orientation landscape or portrait...........................................................72
To set slide orientation....................................................................................................... 72
6.5.2 - PREPARE FOR DISTRIBUTION............................................................................................73
6.5.2.1 Add presenter notes to the slides...............................................................................73
To add notes to a slide presentation..................................................................................73
6.5.2.2 Number the slides...................................................................................................... 74
To insert the Date and Time, Slide Number and a Footer..................................................74
6.5.2.3 Use a spell-check program and make changes where necessary.............................75
To use the Spelling Checker.............................................................................................. 75
6.5.3 - PRINTING......................................................................................................................... 75
6.5.3.1 Preview the presentation document...........................................................................75
To preview a presentation.................................................................................................. 75
6.5.3.2 Change views: slide, outline, slide sorter, notes........................................................76
6.5.3.3 Print slides in various views and output formats........................................................76
To print acetates................................................................................................................ 76
To print delegate handouts................................................................................................. 76
To print presenters notes................................................................................................... 76
6.6 SLIDE SHOW EFFECTS........................................................................................................ 77
6.6.1 - PRESET ANIMATION.......................................................................................................... 78
6.6.1.1 Add preset animation effects to slides.......................................................................78
To display the animation toolbar........................................................................................ 78
6.6.1.2 Change preset animation effects...............................................................................79
To change a present animation effect................................................................................79
6.6.2 - TRANSITIONS................................................................................................................... 80
6.6.2.1 Add slide transition effects......................................................................................... 80
To add transitions to a slide show......................................................................................80
6.7 VIEW A SLIDE SHOW............................................................................................................ 81
6.7.1 - DELIVERING A PRESENTATION...........................................................................................82
6.7.1.1 Start a slide show on any slide...................................................................................82
To start a slide show.......................................................................................................... 82
6.7.1.2 Use on-screen navigation tools..................................................................................83
To display the slide show shortcuts....................................................................................83
To move to the next slide................................................................................................... 83
To move to the previous slide............................................................................................ 83
To return to the first slide.................................................................................................... 84
To blank the screen to black.............................................................................................. 84
To blank a screen to white................................................................................................. 84
To exit a screen show........................................................................................................ 84
 The slide show "right click menu".......................................................................................84
6.7.1.3 Hide slides................................................................................................................. 84
To hide slides in a slide show............................................................................................. 84
To see which slides are formatted as hidden.....................................................................85
To display a hidden slide during a slide show....................................................................85
APPENDIX – ADDITIONAL INFORMATION...............................................................................87
THE STANDARD TOOLBAR............................................................................................................ 87
The Formatting Toolbar............................................................................................................. 88
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6.1 Getting Started

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2 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.1.1 - First Steps with Presentation Tools

6.1.1.1 Open a presentation application.

 Display the Start Menu and select Microsoft PowerPoint. (This is normally located in the
Programs group).

6.1.1.2 Open an existing presentation - make some modifications and save.

 When you first start PowerPoint you will see the following dialog box displayed.

 To open an existing presentation, make sure the Open an existing presentation option is
selected, as illustrated, then select the presentation that you require from the list displayed.

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Presentation EXERCISES

 In this case you want to open a presentation from the floppy disk (diskette), so first make sure
that your diskette is inserted into your floppy disk drive.
 Click on more files from the list, and then click on the OK button, which will display the Open
dialog box, as illustrated.

 Click on the down arrow to the right of the Look in section. This will display a drop down list
of locations that you can load files from. Click on 3 ½ Floppy (A:) to select your floppy drive
and display files on your floppy disk.

 You should see all the files in the top-level folder of your floppy disk, plus folders contained in
the top-level folder. If you select a PowerPoint file, you will normally see a preview of the file,
displayed in the right-hand section of the Open dialog box.

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4 ECDL/ICDL [Module Six]
EXERCISES Presentation

 Select the file that you wish to open, in this case, m6 file 01.ppt.

 Click on the Open button. The presentation will then be displayed on your screen.
 Click on the Window close icon, i.e. the lower cross at the top right-hand of the window. Your
screen will now look like the illustration below: - The application window is displayed without a
presentation loaded into it.

 To load another presentation into your PowerPoint program, click on the Open icon, which
will display the Open dialog box.

 Click on the file you wish to open, in this case m6 file 02.ppt and then click on the Open
button. The presentation will load from disk.
 Close the presentation.

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 Click on the Open icon to display the Open dialog box. The Open dialog box contains a
number of icons related to loading files. What is the function of the following icons?

TIP: Leave the mouse pointing to any icon that you do not know the function of, and after a
short time a pop-up will display the function of that icon.

Icon Function

 Click on the Cancel button to close the Open dialog box.

To open a recently used PowerPoint file

 A list of the four most recently opened files is displayed under the File menu (the default is
four files, but this can be increased). You can open these files by clicking on them. Reopen
the file called m6 file 01.ppt

Editing an existing presentation, and saving your changes

 Insert the word Microsoft before the word PowerPoint, as illustrated below. To do this click
before the word PowerPoint and type in the word Microsoft.

 Close the presentation without saving any changes that you may have made.

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6 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.1.1.3 Open several presentations.

To select (& open) a continuous block of files

 Click on the Open icon, which will display the Open dialog box.
 Click on the first file of the block that you wish to select, (in this case m6 file 01.ppt) then
while depressing the Shift key, click on the last file of the required block, (in this case m6 file
05.ppt). When you release the Shift key the entire block will remain selected.

 Click on the Open button to open the files.

 Close all your presentation files.

To select, and open, multiple files that are not in a continuous block
 Click on the Open icon, which will display the file Open dialog box.
 Click on the first file that you wish to select (in this case m6 file 01.ppt) and while keeping the
Ctrl key depressed, click on the other files that you wish to select (in this case m6 file 03.ppt,
m6 file 05.ppt and m6 file 07.ppt). When you release the Ctrl key, the selected files will
continue to be highlighted.

 Click on the Open button to open the files.

 Close all your presentation files.

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6.1.1.4 Save an existing presentation onto the hard disk or a diskette.

 Load the file m6 file 01.ppt.

 By default, PowerPoint will save a loaded presentation to the same disk that you loaded it
from. To specify a particular disk, click on the File drop down menu and select the Save As
command. A dialog box will be displayed similar to the illustration shown.

 In this case the file was loaded from a diskette, so by default PowerPoint will try and save
back to the diskette. To choose an alternative disk to save to, click on the drop down arrow
to the right of the Save In section of the dialog box. Choose a drive to save to, be it a
diskette, hard disk or network drive. In this case re-select the floppy drive and save the file
back to the floppy drive.

NOTE: You may see a dialog box asking if you wish to over-write an existing file. If so click
on Yes.

 Close your presentation.

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8 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.1.1.5 Close a presentation.

To close a presentation
 Load the file m6 file 01.ppt.
 Try using these different ways of closing your presentation file.

 Select Close from the File drop down menu

OR press Ctrl+F4.

OR click on the Close Window icon displayed at the top-right of the presentation window. Be
sure to click on the Close Window icon, (as opposed to the Close icon).

 Experiment using all three methods!

To close PowerPoint
 Load the file m6 file 01.ppt.
 Try using these different ways of closing your presentation program.
 Click on the File drop down menu and select Close,

or click on the Close icon

(NOTE: Use the upper Close icon, not the Close Window icon)

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6.1.1.6 Use application Help functions.

Today's Tip
 If necessary re-start PowerPoint.
 By default PowerPoint will display a "tip of the day" each time you start PowerPoint. If you
take the time to read these tips as they are displayed, then you will soon find that you are on
the way to becoming a PowerPoint expert! If PowerPoint is still running on your PC, close the
PowerPoint program, then restart it and look at the tip displayed.

To hide the Office Assistant

 Right click on the Office Assistant and from the menu displayed, click on the Hide
command.

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10 ECDL/ICDL [Module Six]
EXERCISES Presentation

Displaying the Office Assistant

 The Office Assistant is displayed by default. If the assistant has been hidden and you wish
to reactivate it, click on the Microsoft PowerPoint Help icon within the PowerPoint toolbar.

"What is this" Help

 If necessary start PowerPoint and open a presentation (any presentation will do).
 Within many dialog boxes you will see a question mark symbol in the top-right corner of the
dialog box. For instance click on the Format drop down menu, select the Font command and
this will display the Font dialog box with this sort of help enabled.
 To use "What is this" Help, click on the question mark and then click on the item in the dialog
box that you do not understand.

In the example shown we have clicked on the Superscript check box within the Font dialog
box, and as you can see, help is displayed relating to the Superscript option!

 Try using this feature now!

 Close any open dialog boxes or files.

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6.1.2 - Adjust Basic Settings

6.1.2.1 Change display modes.

The View Icons

 Load the file m6 file 01.ppt.
 Just above the Windows Status Bar at the bottom-left of the screen you will see the
PowerPoint View icons. These are used to change the view of the PowerPoint presentation
that you are working on. Try clicking of each view and observe the effect.

 Change back to Normal View.

6.1.2.2 Use page view magnification tool/zoom tool.

 Use the Zoom icon on the Standard toolbar to quickly zoom to certain settings. Click on the
down arrow next to the Zoom icon to display a drop down list of pre-set screen zoom values.
 Experiment with using different zoom settings.

 Before continuing select a zoom setting (such as Fit) that allows you to see the complete
slide displayed on your screen, in Normal View.

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12 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.1.2.3 Modify toolbar display.

 Try using the quick way of displaying/hiding toolbars by right clicking on an existing toolbar,
which displays the Toolbars drop down menu, from which you can select or deselect
toolbars. Experiment with displaying more toolbars.

 Before continuing make sure that the Standard, Formatting and Drawing toolbars are
displayed.
 Close any open presentation files.

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6.1.3 - Document Exchange

6.1.3.1 Save an existing presentation under another file format: Rich Text Format
(rtf), presentation template, image file format, software type or version number etc.

To save a file in RTF (Rich Text Format) format

 Load the file m6 file 01.ppt.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file
format that you wish to save the file as, in this case Outline/RTF.

 Click on the Save button.

 Close the presentation file.

Saving your file in a different PowerPoint version

 Load the file m6 file 01.ppt.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file
format that you wish to save the file as, in this case PowerPoint 4.0.

 In the File Name section enter the file name m6 ANS 01.ppt.
 Click on the Save button. You may see a dialog box warning you that you are saving in a
previous version.

 Click on the Yes button to continue.

 Close the presentation file.

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14 ECDL/ICDL [Module Six]
EXERCISES Presentation

Saving a file as a template

 Load the file m6 file 01.ppt.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file
format that you wish to save the file as, in this case Design Template.

 NOTE: By default template files will attempt to save to the Office folder on your hard disk. Be
sure to change the Save In location within the Save As dialog box so that the template file is
saved to your floppy disk!

 Click on the Save button, making sure that you are saving to your diskette.

 Close the presentation file without saving.

Saving a presentation as image formatted files

 Load the file m6 file 01.ppt.
 From the File drop down menu, click on the Save As command.
 Click on the down arrow to the right of the Save as type: box, and select the type of file
format that you wish to save the file as, in this case a GIF file format.

 Click on the Save button. You will see a dialog box displayed. Click on the Yes button, and
a GIF file will be created for each slide within the presentation.

 Close the presentation file.

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Presentation EXERCISES

6.1.3.2 Save a presentation in a format appropriate for posting to a Web Site.

To save a file in HTM (Web format)

 Load the file m6 file 01.ppt.
 From the File drop down menu, click on the Save as Web Page command.

This will display a dialog box.

 Click on the Publish button and the following dialog box will be displayed.

 Click on Publish and the conversion process will begin.

 Close any open files before continuing.

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6.2 Basic Operations

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18 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.2.1 - Create a Presentation

6.2.1.1 Create a new presentation.

 Close PowerPoint.
 Restart PowerPoint.
 Select Blank Presentation from the dialog box.

 Click OK.

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6.2.1.2 Choose an appropriate automatic slide layout format for individual slides
e.g. title slide, organizational chart, chart and text, bulleted lists etc.

 From the New Slide dialog box, select the required slide layout. In this case select the Title
Slide layout.

 Click on the OK button to confirm your slide layout selection.

 In this case enter a title as follows:

My First Presentation

 In this case enter a subtitle as follows:

By <your name>

To insert a new slide using the keyboard

 Press Ctrl+Enter and you will automatically generate a new slide.
 In this case enter a title as follows:

 In this case enter text in the body of the slide as follows:

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20 ECDL/ICDL [Module Six]
EXERCISES Presentation

To insert a new slide using the mouse

 Click on the New Slide icon.

 Select the Bulleted List AutoLayout, as illustrated, and click on the OK button.

 In this case enter a title as follows:

 In this case enter text in the body of the slide as follows:

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Presentation EXERCISES

6.2.1.3 Modify slide layout.

To apply a different slide layout to a slide

 Make sure that the slide entitled “Output Formats” is displayed.
 Click on the Format drop down menu and select the Slide Layout command. This will
display the Slide Layout dialog box. In this case select the 2 Column Text AutoLayout, and
then click on the Apply button.

 The slide will change as illustrated.

 Click on the area of the slide marked “Click to add text”, and enter some more information
(anything will do!).

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22 ECDL/ICDL [Module Six]
EXERCISES Presentation

To resize the text place-holder

 Display your second slide. To do this use the Page Up key.
 Click once on the placeholder so that it is displayed enclosed within a shaded border, with
handles at each corner and half way along each side.

 Move the mouse pointer to the corner edge of the text placeholder and you will notice that the
mouse pointer shape changes from an arrow shape to a diagonal line with an arrowhead at
either end.
 When the pointer changes to this shape depress the mouse button, (and keep it depressed).
Move the mouse pointer and you will be able to resize your placeholder in two dimensions
(i.e. up down and right left). Release the mouse button when you have got the required
shape and size.
 Experiment a while!

To move the text place-holder

 Click once on the placeholder so that it is displayed enclosed within a shaded border, with
handles at each corner and half way along each side. Move the mouse pointer to the edge of
the text placeholder (not on any of the small black handles that let you resize or reshape) and
you notice that the mouse pointer shape changes from an arrow shape to an arrow shape
with a 4-way cross attached to it.

 When the pointer changes to this shape depress the mouse button, (and keep it depressed).
Move the mouse pointer and you will be able to move your placeholder within the slide.
Release the mouse button when you have moved the placeholder to the desired position.
 Experiment a while!

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6.2.1.4 Add text.

 To add more text to any of your slides, display the slide that you wish to modify, click on it at
the location that you wish to insert more text and start typing. Thus to add a new bullet point
to slide two, display slide two on the screen in Normal View mode, and then click at the end
of the word Powerful, as illustrated.

 Press the Enter key to start a new line and then enter a new line of text (anything will do).
 Experiment with adding new bullet points to your third slide also.

To demote bullets using the Tab key

 Click on the second bullet point of your second slide.
 Move to the start of the line (the easy way to do this is to press the Home key).
 Press the Tab key to create a sublevel bullet, as illustrated.

To promote sublevel bullets using the tab key

 Click at the start of the line that you have just demoted.
 Press the Shift+Tab key to promote the sublevel bullets format.
 Experiment with using this feature and observe the effect.

NOTE: You can select more than one bulleted point at a time and apply demotion or
promotions. You do not have to format each line at a time!

To demote and promote bullets using the Demote & Promote icons
 If you prefer instead of using the Tab key or Shift+Tab keys you can use the Demote &
Promote icons on the Formatting toolbar. Try this now.

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24 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.2.1.5 Add an image from an image library.

To insert Clipart
 Display your second slide.
 Make sure that the Drawing toolbar is displayed. (If it is not, right click on any toolbar that is
displayed, and from the pop-up menu displayed, select Drawing).
 Click on the Insert Clip Art icon, located in the Drawing toolbar.

You may see a small dialog box reminding you that there is much more clip art available on
the Microsoft Office CD-ROM installation disk. If you do see this informational dialog, press
OK to continue.

 A gallery of clipart will be displayed. Make sure that the Pictures tab is displayed. Select the
group that matches your requirements, such as Academic or Animals. In the illustration
below, the People at Work clipart has been selected.

 Use the scroll bars to scroll down through the available clip art. Click once on the Clipart that
you wish to insert. In the example shown the women picture has been selected.

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 Clicking on the first item in the pop-up menu (Insert clip) will paste the clipart into the
presentation.

You may continue inserting other clipart into your presentation, and when finished, close the
clipart dialog box.
 Experiment a while.

To search for clipart pictures

 Open the Insert Clipart dialog box, as outlined in the previous examples.
 In the Search for clips section of the clipart dialog box, enter a word and press Enter. In the
example shown, the search word used was computer. Try this now.

 Select a computer related picture and insert it into one of your slides.
 Close your presentation file and save it to your floppy disk, using the file name My First
Presentation.

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26 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.2.1.6 Use a master slide.

Modifying a Slide Master

 Open a file called m6 file 04.ppt.
 Click on the View drop down menu and select Master.
 From the submenu displayed, select Slide Master. The display will change, as illustrated.

 Insert an item of clipart into the Slide Master (any picture will do).
 Move the picture to the bottom-left of the slide area and resize it so that it is smaller and does
not obscure the text area of the slide.
 Click on the Normal View icon (bottom-left) and you will see the normal slide displayed (as
opposed to viewing the Slide Master).

 If you use the Page Down keys to view the other slides within the presentation you will see
that they all display this picture, at the bottom-left of the presentation. This is the point of
Slide Masters! You can impose a consistent look and feel to all slides within the presentation
by simply editing the underlying Slide Master!
 Close your file without saving your changes.

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To apply a design template to a presentation

 Open a file called m6 file 05.ppt.
 Quickly view the slides within the presentation. They look a bit dull don’t you think?
 Click on the Format drop down menu and select the Apply Design Template command.
 Pick a design from the list displayed and then click on the Apply button.

 View the effect that applying the Design Template has had on your presentation!
 Experiment with applying other Design Templates.
 Close your presentation without saving your changes.

To create a new presentation template

The easiest way to create a new presentation template file is to modify an existing template file.
 Click on the File drop down menu and select the New command.
 Select the Presentations tab.
 Select a presentation template, in this case “Company Meeting”, as illustrated below.

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28 ECDL/ICDL [Module Six]
EXERCISES Presentation

 Click on the OK button to create a new presentation based on the selected template.
 Switch to Slide Master View by clicking on the View drop down menu and then selecting the
Master command. From the submenu displayed, select the Slide Master command. You
are now working on the underlying Slide Master for the presentation. The example illustrated
below shows the Slide Master view for a presentation based on the Company Meeting
template file, contained within the Presentations tabs of the New Presentation dialog box.

 Make a few changes to the underling Slide Master, such as adding a picture, or adding your
own copyright notice.
 Switch back to Normal view.
 Click on the File drop down menu and select the Save As command.
 In the Save as Type section of the Save As dialog box, select Design Template.
 In the File Name section of the dialog box, enter the file name My Meetings, as illustrated.

 Save the file.

 To check that the template has saved as expected, click on the File drop down menu and
select the New command.
 Select the General tab from the dialog box displayed, and you will see your template file
displayed, as illustrated below.

 If you have time, create a presentation based on this new template.

 Close all open files, without saving, before continuing.

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6.2.2 - Copy, Move or Delete Text

6.2.2.1 Use the Copy and Paste tools to duplicate text within the presentation or
active presentations.

 Open a file called m6 file 07.ppt, contained on your floppy disk.

 Display the second slide, as illustrated below.

To select a single object

 Place the mouse pointer over a visible area of the object. Click on the object to select it. Use
this method to select the question mark graphic.

To deselect a selected object

 Click on the selected object whilst holding down the Shift key to deselect it. Use this method
to deselect the question mark graphic.

To select more than one object at a time

 Click on the first object you want to select, (in this case the question mark graphic).
 Press the Shift key and click on the next object you wish to select, (in this case the light bulb
graphic). Both pictures will now be selected.
 Click on a different part of the slide to deselect the selected objects.

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30 ECDL/ICDL [Module Six]
EXERCISES Presentation

To select objects using the Select Objects icon

 Click on the Select Objects icon on the Drawing toolbar.

 Drag a box around the objects you wish to select, in this case the two pictures. Release the
mouse button to select the objects.

NOTE: Make sure the box completely surrounds the objects you want selected. If an object
is only partly surrounded, it will not be included in the selection.

 Deselect the selected objects.

To select all the objects on a slide

 Choose Select All from the Edit menu, or press Ctrl+A.
 Everything on the slide is selected, including titles, graphs, and bulleted text.
 Deselect the selected objects.

To cycle round all the objects within a slide

 Select one object, such as the question mark graphic.
 Then use the Tab key to cycle through all the objects on the slide (use Shift+Tab to cycle
through in the reverse direction).
 How many selectable objects are there on the slide?

To copy text to the Clipboard

 Select the item you wish to copy to the Clipboard, in this case select all the text in the body of
the slide 1, as below. NOTE: Drag across the text to select the required text!

 Copy the selected text to the Windows Clipboard using one of the following methods:

from the Edit menu select the Copy command

OR press Ctrl+C,

OR you can also use the Copy icon on the Standard toolbar.

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 Move to the last slide within the presentation, which contains a blank slide.
 Click within the body area of the slide in the area marked Click to add text, as illustrated.

 Use one of the following methods to paste the contents of the Windows Clipboard to the
slide:-

from the Edit menu, choose the Paste command

OR press Ctrl+V

OR you can also paste items using the Paste button on the toolbar.

To copy text using “Drag and Drop”, without placing text in the Clipboard
 Display the slide entitled “Selecting Multiple Items”, as illustrated.

 Select the last line of text, by clicking at the end of the line and while depressing the mouse
button, drag to the start of the line, as illustrated. Then release the mouse button!

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32 ECDL/ICDL [Module Six]
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 Hold down the Ctrl key and depress the left-hand mouse button (and keep it pressed down).

 Drag the mouse pointer towards to top of the slide.

 Release the mouse button and the Ctrl key to copy the text to the new location, as illustrated.

 Click on the Undo icon to reverse this copy.

6.2.2.2 Use the Cut and Paste tools to move text within the presentation or active
presentations.

To cut selected items from a document

 Re-select the last line of text within the slide entitled “Selecting Multiple Items” and then use
one of the following methods to cut the selected item to the Windows Clipboard.

From the Edit menu choose the Cut command

OR press Ctrl+X, to cut the item from the document and place it on the Clipboard

OR you can also cut items by clicking on the Cut button on the Standard toolbar.

 Move to a different slide within the presentation and press the Ctrl+V keys to paste the item
from the Clipboard to the slide.
 Click on the Undo icon to reverse this cut.

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To move text using “Drag and Drop”, without storing it on the Clipboard
 Re-select the last line of text within the slide entitled “Selecting Multiple Items”.
 Drag the mouse pointer to a new location and when you release the mouse button the
selected item will have been moved to the new location within the slide.

6.2.2.3 Delete selected text.

To delete selected text

 Select a word or line within your presentation and press the Delete key!
 Use the Undo icon to reverse this deletion.
 Close the presentation without saving your changes.

6.2.3 - Copy, Move or Delete Images

6.2.3.1 Use the Copy and Paste tools to duplicate an image within the presentation
or active presentations.

 Open a file called m6 file 07.ppt.

 Display the second slide, as illustrated below.

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34 ECDL/ICDL [Module Six]
EXERCISES Presentation

To copy a graphic to the Clipboard

 Select the item you wish to copy to the Clipboard, in this case select the Light Bulb image on
slide two. Then copy the selected graphic to the Windows Clipboard using one of the
following methods:

From the Edit menu select the Copy command

OR press Ctrl+C,

OR you can also use the Copy icon on the Standard toolbar.

 Move to another slide within the presentation

 Use one of the following methods to paste the contents of the Windows Clipboard to the
slide:-

from the Edit menu, choose the Paste command

OR press Ctrl+V

OR you can also paste items using the Paste button on the toolbar.

 Click on the Undo icon to reverse this action.

To copy a graphic using “Drag and Drop”

 Display the slide within the presentation about animals, containing four pictures of animals.
 Select the picture that you wish to copy and then place the mouse pointer over the selected
picture.
 Hold down Ctrl and depress the left-hand mouse button.
 Drag the mouse pointer to a different part of the slide.
 Release the mouse button and the Ctrl key to copy the graphic to the new location.
 Click on the Undo icon to reverse this action.

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6.2.3.2 Use the Cut and Paste tools to move an image within the presentation or
active presentations.

To cut and paste an image

 Select the image you wish to cut to the Clipboard and then use one of the following methods
to cut the image to the Clipboard:

From the Edit menu select the Cut command

OR press Ctrl+X, to move the image to the Clipboard.

OR you can also use the Cut icon on the Standard toolbar.

 Once the image is stored within the Clipboard, move to another slide within the presentation
and then click on the Paste icon.

6.2.3.3 Delete an image.

To delete an image
 Click on an image within your presentation and then press the Delete key.
 Use the Undo icon to reverse this effect.
 Close your presentation without saving your changes.

6.2.4 - Copy, Move or Delete Slides

6.2.4.1 Use the Copy and Paste tools to duplicate a slide within the presentation or
active presentations.

 Open a presentation called m6 file 08.ppt.

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36 ECDL/ICDL [Module Six]
EXERCISES Presentation

To duplicate a slide using the drop down menus

 Move to the second slide within the presentation and change the view to Slide Sorter View,
as illustrated.

 Click on the Insert drop down menu and select the Duplicate Slide command.

 You will now see a copy of the selected slide displayed, as illustrated.

 Use the Undo icon to reverse this effect.

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To duplicate a slide using Copy/Paste

 Make sure that the second slide is still selected titled PowerPoint Features.
 Click on the Copy icon located in the Standard toolbar, which will copy the slide to the
Clipboard.

 Click at the location that you wish to paste a copy of the slide to, in this case click in the gap
between slide 3 and slide 4, as illustrated.

 Click on the Paste icon to insert a copy of the slide.

 Click on the Undo icon to reverse this effect.

To copy a slide using drag and drop techniques

 Re-select the second slide, titled PowerPoint Features.
 Depress the Ctrl key (and keep it depressed).
 Depress the left mouse button and drag the mouse pointer to the location within the
presentation that you wish a copy of the slide located,
in this case between slide 3 and slide 4.
 Release the left mouse button and then release the Ctrl key.
 Click on the Undo icon to reverse this effect.

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38 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.2.4.2 Use the Cut and Paste tools to move a slide within the presentation or
active presentations.

To move a slide using Copy/Paste

 Re-select the second slide.
 Click on the Cut icon located in the Standard toolbar, which will cut the slide to the Clipboard.

 Click at the location that you wish to paste a copy of the slide to and then click on the Paste
icon to insert a copy of the slide.

 Click on the Undo icon to reverse this effect.

To move a slide using drag and drop techniques

 Re-select the second slide.
 Drag the mouse pointer to the location within the presentation that you wish a copy of the
slide located.
 Click on the Undo icon to reverse this effect.

6.2.4.3 Reorder slides within the presentation.

To reorder the slides within a presentation

 Use Slide Sorter view to display your presentation.
 Select the slide that you wish to move.
 Use the mouse to drag and drop the slide to the new location.
 Use the Undo icon to reverse this effect.

6.2.4.4 Delete a slide/slides within the presentation.

To delete a slide
 While viewing your presentation in Slide Sorter view, select the slide that you wish to delete.
 Press the Delete key on your keyboard.
 Use the Undo icon to reverse this effect.

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To delete multiple slides (in one action)

 Display your presentation within Slide Sorter view.
 Click on the first slide that you wish to select.
 Depress the Ctrl key (and keep it depressed).
 Click on the other slides that you wish to select for deletion.
 Release the Ctrl key and press the Del key.
 Use the Undo icon to reverse this effect.

 Close the presentation without saving your changes.

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6.3 Formatting

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6.3.1 - Format Text

6.3.1.1 Change font type.

 Open a file called m6 file 09.ppt.

To change the font used by selected text

 Display slide three in Normal View.
 Select the text that you wish to change the font of.
 Click on the down arrow next to the Font field in the Formatting toolbar.
 Select the new font from the list displayed.

 Experiment with applying different fonts to text within your presentation.

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To change the Font size

 Select the text that you want to change the font size of, or place the insertion point at the
location where you want to begin entering text in the new size.
 Experiment with changing the size of selected text by entering the font size required into the
Font Size field in the Formatting toolbar.

 Also experiment with using the toolbar buttons Increase Font Size and Decrease Font Size
to change the size of selected text.

6.3.1.2 Apply italics, bold, underlining and case changes to text.

To format using Bold, italic or underlining

 Select the text you wish to format.
 You can change the font style by clicking the Bold, Italic, Underline and Shadow icons from
the Formatting toolbar.

To change the case of selected text

 Select the text that you wish to change the case of.
 Click on the Format drop down menu and select the Change Case command.
 From the dialog box displayed, select the required option and click on the OK button to apply
the case formatting.

6.3.1.3 Apply shadow to text, use subscript and superscript.

To add a shadowed effect to text

 Select the text that you wish to apply the shadowed effect to.
 Click on the Shadow icon on the Formatting toolbar.

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To add other Text Formatting effects, such as Superscript

 Select Font from the Format menu to display the Font dialog box.
 You can choose from the following options in the Effects box:

 Experiment with applying effects such as Emboss.

6.3.1.4 Apply different colors to text font.

To change the Font color

 Select the text that you wish to apply the new color to.
 Click on the down arrow next to the Font Color icon on the Drawing toolbar.

 Select the required color from the drop down displayed.

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 To see other colors click on the More Font Colors command. This will allow you to select
more colors, or define your own colors.

6.3.1.5 Center text, align text: left and right, top and bottom.

To change paragraph alignment

 Click on an item of text within your presentation and experiment with using the Align icons in
the Formatting toolbar.

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To center text top and bottom

 By default text boxes automatically wrap and resize to fit the text within them. However if you
wish to set the formatting to align any text within a text box to center vertically, i.e. between
the top and bottom of the text box, then this is how you would do it.
 First click on the text box to select it.
 Right click on the text box to display a pop-up menu and select the Format Placeholder
command. NOTE: If you had manually created a text box, you would see the command
Format Text Box, rather than Format Placeholder.

 This will display the Format Text Box dialog box. Select the Text Box tab.

 From the Text anchor point section of the dialog box, use the drop down arrow to select
Middle Centered. Even though you are unlikely to ever use this option it is in the Version
three ECDL/ICDL syllabus, so just work through it once so that you know how to do it.

 Close your presentation without saving your changes.

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6.3.1.6 Adjust line spacing.

 Reopen a file called m6 file 09.ppt.

To change line and paragraph spacing

 Display slide three in Normal view.
 Select the lines of text in the body of the slide.
 To change the line spacing, select the text or paragraph(s) where you want to adjust the
spacing. Select Line Spacing from the Format menu to display the Line Spacing dialog
box. NOTE: If you do not see the Line Spacing command displayed, leave the mouse pointer
on the Format menu for a short time, and the menu will expand to display the required
command.

 To adjust the line spacing, use the up and down arrows in the Line spacing box to change the
value. Select how you wish to adjust the spacing by choosing Lines or Points from the drop-
down list on the right-hand side of the adjustment box.
 To adjust the paragraph spacing, use the up and down arrows in the Before paragraph and
After paragraph boxes to adjust the value. Select how you wish to adjust the spacing by
choosing Lines or Points from the drop-down list on the right-hand side of the adjustment
box.
 Select Preview to see the effect the new spacing has on the text. Select OK to accept the
new spacing attributes.

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EXERCISES Presentation

6.3.1.7 Change the type of bullets/numbers in a list.

To select a different bullet type

 Display slide four in Normal mode.
 Select all the text within the body of the slide.
 Select Bullets and Numbering from the Format menu to display the Bullets and
Numbering dialog box.
 Make sure the Bulleted tab is selected.

 Select the required bullet type and click on the OK button.

 Experiment with applying different bullet types.

To select a different numbering format

 Display slide four in Normal mode.
 Select all the text within the body of the slide.
 Select Bullets and Numbering from the Format menu to display the Bullets and
Numbering dialog box.
 Make sure the Numbered tab is selected.

 Select the required number format and click on the OK button.

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6.3.2 - Modify Text Boxes

6.3.2.1 Resize and move text boxes within a slide.

To resize a text box

 First, click once within the text box to select it and the text box will be displayed as illustrated.

 Clicking on any of the handles (the small squares at each corner, or half way along each
edge), and dragging will allow you to re-size. Experiment with re-sizing some of the text boxes
within your presentation.

To move a text box

 First click once within the text box to select it.
 Move the mouse pointer to any edge of the selected text box (but not one of the handles).
 Drag and drop to move the text box. Experiment with moving some of the text boxes within
your presentation.

To insert a Text Box

 First insert a new slide into your presentation, using the Blank slide AutoLayout, as illustrated

 You can insert a new text box using the Text Box icon. This icon is contained on the
Drawing toolbar.

 Enter your name into the text box that you have just created.

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6.3.2.2 Set line weights, style and colors of a text box.

To format your text box colors and styles

 Click once on the text box to select it.

 Move the mouse pointer to the edge of the selected text box.
 Double click to display a dialog box.
 If necessary click on the Colors and Lines tab within the dialog box.
 Click on the down arrow next to Color in the Fill section of the dialog box to fill the text box
with a background color of your choice.
 Click on the down arrow next to the Color in the Line section to change the color of the line
used to define the border of the text box.

 Use the Style and Weight section in the Line part of the dialog box to define the line style
and weight.

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 You can set the line style using the style section of the dialog box.

 Experiment with using these options and apply them to your text box.

 Close your presentation without saving your changes.

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6.4 Graphics and Charts

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6.4.1 - Drawn Objects

6.4.1.1 Add different types of line to a slide.

To display the drawing toolbar

 Right click on any toolbar and from the pop-up menu displayed select Drawing.

To draw a line
 Click on the New icon to create a new presentation, and use the Blank AutoLayout. This will
give you an uncluttered slide in which you can practice inserting lines and shapes.
 Select the Line icon from the Drawing toolbar. The mouse pointer changes into a cross-hair
pointer when moved over the slide.

 Click at the location where you want the line to begin and drag. Release the mouse button
when you want the line to end. A line appears between the beginning and end point.

TIP: To draw a line that is perfectly horizontal or vertical, depress the Shift key while
dragging. Try this now.

6.4.1.2 Move lines in a slide.

To move a line object within a slide

 Click on the line to select it. Depress the mouse button and while keeping the button
depressed move the mouse pointer to drag the line to the new location. Then release the
mouse button.

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6.4.1.3 Change line color/modify line width.

To change the line color/line width

 Click on the line to select it. Then double click to display a dialog box.

 Click on the down arrow in the Color section of the dialog box to display a range of colors
that you can choose from.

 To change the line width and style appearance click on the down arrow next to the Style
section and pick a style

 You can also use the Weight controls.

 Click on the OK button to apply the new formatting.

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6.4.1.4 Add various forms of shapes; boxes, circles etc. to a slide. Add a free
drawn line.

To draw rectangles and ovals

 Select the Rectangle or Oval icon from the Drawing toolbar. The mouse pointer changes
into a cross-hair pointer when moved over the slide.
 Click at the location where you want the rectangle or oval to begin and drag to draw the
object.
 When you have finished, release the mouse button.

NOTE: When using any of the basic drawing tools, you can use the Shift key to constrain
your shape. For example, if you wanted to draw a perfect square using the Rectangle tool,
hold down the Shift key whilst you drag to create the shape. The rectangle will be
constrained, and the result is a square. Try this now.

To draw a Freeform shape

 The Scribble Tool allows you to draw freeform shapes by hand.
 Click on the AutoShapes button on the Drawing toolbar to display the AutoShapes menu.
 Select Lines and then click on the Scribble icon. The mouse pointer changes to a pen when
moved over the slide.

 Click at the location where you want to begin drawing and drag to draw the object.
 When you have finished, release the mouse button. Try this now.

To add an AutoShape
 Click the AutoShapes button on the Drawing toolbar to display the AutoShapes menu.
Click on the AutoShape you require to select it.
 Position the mouse pointer at the location where you want the AutoShape to begin. Hold
down the left-hand mouse button and drag to position the AutoShape on the slide.
 Release the mouse button when the shape is the size and proportion you require.
 If you want to adjust the shape further, select the shape and drag the adjustment handle. Try
this now.

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6.4.1.5 Rotate or flip a drawn object in a slide.

To free rotate an object

 Select the shape that you wish to rotate.
 Click on the Free Rotate tool, which allows you to rotate an object by dragging with the
mouse. To do this drag one of the shape handles.

 You can also use the Rotate Left or Rotate Right commands. To do this click on the Draw
button (on the Drawing toolbar) and from the pop-up menu displayed select the Rotate or
Flip command which will display a pop-up sub-menu, from which you can select the desired
command, such as Rotate Left or Rotate Right.

To flip an object
 Select the shape that you wish to rotate.
 Click on the Draw button (on the Drawing toolbar) and from the pop-up menu displayed
select the Rotate or Flip command, which will display a pop-up sub-menu, from which you
can select the desired command, such as Flip Horizontal or Flip Vertical.

 Experiment with using this option.

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6.4.1.6 Change the attributes of the shape; color in the shape, change the line
type.

To modify drawing object attributes

 Select the drawing object such as a line or rectangle and double click. Use the dialog box
displayed to format the shape

 Experiment with using the formatting options available!

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6.4.1.7 Apply shadow to a shape.

To add a shadow effect to a shape

 Select the shape and then click on the Shadow icon on the Drawing toolbar.

 Select the desired shadow effect from the pop-up menu.

 Experiment with applying these formatting options.

 Close your presentation without saving your changes.

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6.4.2 - Charts

6.4.2.1 Create an organizational chart.

To create a slide containing an organization chart

 Create a new presentation and use the Organization Chart AutoLayout, as illustrated.

 Double click on the icon within the new slide called Double click to add org chart. The
Microsoft Organization Chart dialog will be displayed.

NOTE: You may see a dialog box telling you that this feature is not yet installed, in which
case you will have to install it!

To enter information into an organization chart box

 Enter data into the boxes, overtyping the existing text (i.e. Type name here). Just make up
names and titles for each of the boxes that are displayed within your organizational chart.
 Close the Microsoft Organization Chart dialog when you have finished. You will see the
following informational dialog box displayed.

Click on the Yes button to proceed.

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6.4.2.2 Modify the structure of an organizational chart.

To add and remove chart boxes

 To add or remove boxes within an organization chart, you first need to double click on an
organization chart that you have previously created. You can add boxes to the chart using
the icon bar at the top of the window. Click on the button, which corresponds with the box you
wish to add, i.e. subordinate, co-worker, etc.
 Click on the box in the chart to which you want to attach the new box. The new box is added
to the chart and is selected.
 Enter a few new boxes and enter data into the boxes.

 Experiment with removing a chart box by clicking on the box you want to remove to select it
and then press the Delete key.

To move boxes in the chart

 Place the mouse pointer in the box you wish to move.
 Make sure that the mouse pointer is pointing to the edge of the box that you wish to move.
Then hold down the left-hand mouse button and drag the box to a new location. The mouse
pointer changes to a four-headed arrow.

NOTE: Selecting the edge of a box can be very tricky!

If this does not work first time, keep at it. This is an acquired art!

 Position the box over another box in the chart, the mouse pointer changes to one of the
following to indicate where the box will be placed when you release the mouse button.
 Experiment a little!

Formatting Organization Chart Boxes

 Right click on any box to display a pop-up menu and select the formatting options required.
 You can select more than one box at a time, by depressing the Shift key and clicking on the
boxes required. Then when you apply formatting it will be applied to all selected boxes.
 You may also use the drop down menus displayed within the Microsoft Organization Chart
dialog box.
 Experiment a little!

 Close the Microsoft Organization Chart dialog box.

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6.4.2.3 Create different kinds of charts; bar chart, pie chart etc.

To create a chart (i.e. graph)

 Insert a new slide using the Chart AutoLayout, as illustrated, and click on the OK button.

 An icon is inserted into the slide, as illustrated.

 Double clicking on this icon, will insert a Bar Chart, using sample data, as illustrated. You
can modify the text and data as required.

 Close the data window and the chart will be displayed as an object within PowerPoint.

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To change the Chart Type

 Double click on the chart to select it, at which point you will see “handles” at each corner of
the chart and half way along each edge, as illustrated. NOTE: Make sure there is a shaded
border around the whole chart as below!

 Right click on one of the columns within the chart and from the pop-up menu displayed, select
the Chart Type command, as illustrated.

 This will display the Chart Type dialog box from which you can select the required chart type.
In the example shown, a Pie chart has been selected.

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 You can select a chart subtype if required. Clicking on the OK button will change the chart
type that is displayed within your slide, as illustrated below.

 Click anywhere outside the chart to de-select it.

6.4.3 - Images & Other Objects

6.4.3.1 Import images from other files.

To import an image from a file

 Insert a new slide into your presentation using the Blank AutoLayout.
 Click on the Insert drop down menu, select the Picture command, and from the submenu
displayed select From File.

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 If necessary use the Look In section of the dialog box to display the contents of the floppy
disk and then select the picture file called Lion. You should see a preview of the selected
picture file within the dialog box.

 Once the correct file is selected, click on the Insert button and the file picture will be
displayed within your slide.

6.4.3.2 Resize and move an image in a slide.

To move an image
 Select the image by clicking on it once.
 Depress the mouse button and drag the image to a new location within the slide.
 Release the mouse button.

To resize an image
 Select the image by clicking on it once.
 Move the mouse pointer to one corner of the selected object, until the mouse pointer changes
to a line at 45 degrees with an arrowhead at each end.
 Depress the mouse button and drag to resize the image within the slide.
 Release the mouse button.

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6.4.3.3 Import other objects: text, spreadsheet, table, chart or graphic files to a
slide.

To import a spreadsheet using Import/Object

 Insert a new slide using the Blank AutoLayout.
 Locate the insertion point at the location that you wish to insert the Excel spreadsheet.
 From the Insert drop down menu select the Object command.
 Scroll down the dialog box and select Microsoft Excel Worksheet.

 Make sure that the Display as icon check box is not ticked.
 Click on the OK button. An empty spreadsheet will be inserted for you, as illustrated.

You can enter data and use the Excel toolbars, which if you look closely, have now replaced
the normal PowerPoint toolbars! The point of inserting a spreadsheet in this way is that all
the advanced Excel spreadsheet features are now available within PowerPoint! You do not
have to go to the bother of creating a spreadsheet in Excel and then use the Clipboard to
import the information into your presentation!

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The normal PowerPoint toolbars look like this.

The toolbars change to look like this while you are inserting or editing the data within the
inserted Excel spreadsheet!

 When you click outside the spreadsheet, on a part of your presentation, the normal
PowerPoint toolbars will return.
 If you double click on the spreadsheet, then the Excel toolbars will return allowing you to edit
the data! The technology that makes all this work is called OLE (Object Linking and
Embedding). In this case to use the jargon, you have embedded an Excel object within a
PowerPoint document!
 Close the file without saving when you have finished.

6.4.3.4 Copy an imported object into a master slide.

 Create a new presentation, and use a Title AutoLayout.

 To switch to Slide Master view, click on the View drop down menu, select Master, and from
the submenu select Slide Master. (Or you can use a shortcut: Depress the Shift key and
click on the Slide View icon located at the bottom-left of your screen).

You will now see the slides displayed in Slide Master view.

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 Place the Lion picture on this slide master, using the Insert/Picture technique.
 Position and size your picture as required (i.e. so that it will not obscure the text within your
slides)
 To switch back to Normal View, click on the Normal Slide View icon located at the bottom-
left of your screen.
 Create some new blank slides within your presentation, using a different AutoLayout for each
slide.
 If you examine these new slides within the presentation, you will see the Lion picture
displayed on each slide. This is the whole point of slide masters! Changes to the slide
master are reflected in all slides within that presentation!

 Close your presentation without saving.

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6.4.3.5 Add border effects to an object.

To add a border to an object

 Open a file called m6 file 10.
 Select a picture within your presentation.
 Right click on the object (such as a picture) and from the pop-up menu select the Format
Picture command. Note: if the object had not been a picture you would still see a command
allowing you to format whatever type of object you had inserted into your slide.

 This will display the Format Picture dialog box. Select the Colors and Lines tab. You can
click on the down arrow next to the Line section of the dialog box and select a line color.

 You can use the Dashed, Style and Weight sections of the dialog box to format this line.

 Experiment with applying these formatting options.

 Close your presentation without saving your changes.

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Presentation EXERCISES

6.5 Printing and Distribution

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EXERCISES Presentation

6.5.1 - Slide Setup

6.5.1.1 Select appropriate output format for slide presentation; overhead, handout,
35 mm slides, on-screen show.

 Open a presentation file called m6 file 10.ppt, (contained on your floppy disk).

To set the slide format

 From the File menu, select Page Setup to display the Page Setup dialog box.
 Click on the down arrow on the Slides sized for box and experiment with using the following
options:
On-screen Show
Letter Paper (8.5 x 11 in)
A4 Paper (210 x 297 mm)
35mm Slides

6.5.1.2 Change slide orientation landscape or portrait.

To set slide orientation

 Click on the File drop down menu and select the Page Setup command to display the Page
Setup dialog box.

 In the Orientation section, select the orientation for your slides in the Slides box. Choose
either Portrait or Landscape.
 Experiment and view the effect of the presentation contents.

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6.5.2 - Prepare for Distribution

6.5.2.1 Add presenter notes to the slides.

To add notes to a slide presentation

 Make sure that you are viewing your presentation in Normal View. If necessary, click on the
Normal View icon at the bottom, left of your screen.

 You will see a section, illustrated below, that allows you to “Click to add notes”. Simply click
here and start typing!

 If you are connected to a printer, try printing out your notes, by clicking on the File drop down
menu, and selecting the Print command. From the dialog box displayed, click on the drop
down arrow in the Print What section and then select Notes Pages. Click on the OK button
to print the presentation notes.

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74 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.5.2.2 Number the slides.

To insert the Date and Time, Slide Number and a Footer

 Display the slide in master view, by clicking on the View drop down menu, then select the
Master command followed by Slide Master.
 Select the Header and Footer command from the View drop down menu to display the
Header and Footer dialog box.

 To insert the slide number, click on the Slide number check box.
 Click on the Apply to All button.
 Click on the Normal View icon to see the page numbering displayed.

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Presentation EXERCISES

6.5.2.3 Use a spell-check program and make changes where necessary.

To use the Spelling Checker

 Insert a new slide into your presentation using the Bulleted List AutoLayout.
 Enter some text into the Title and Body area of the slide that contains some deliberate
spelling errors.
 Click on the Spelling icon on the Standard toolbar. PowerPoint begins checking the
spelling. If PowerPoint comes across a word it does not recognize, the Spelling dialog box
appears.

 In the example shown, PowerPoint has found the word ‘hello’ incorrectly spelt. The incorrect
word is displayed in the Not in dictionary box. In the Change to box a replacement word is
suggested, and other possible replacements are listed in the Suggestions box. Click on
Change in this case to correct the spelling error.

6.5.3 - Printing

6.5.3.1 Preview the presentation document.

To preview a presentation
 There is no "Print Preview" icon as such to click on. However the best way to preview your
presentation is to use the Slide Show icon and carefully view the slides on screen. Try this
now.

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76 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.5.3.2 Change views: slide, outline, slide sorter, notes.

What is the name of and function of the following icons?

6.5.3.3 Print slides in various views and output formats.

To print acetates
 Click on the File drop down menu and select the Print option.
 If required select the appropriate printer.
 Select the required print range.
 Select the number of copies.
 Select Print what - Slides.
NOTE: Check Pure black and white box if colored output is not required.

 Check the Scale to fit paper box.

 Check the Frame Slides box if you require your slides to be framed.
 Click OK to commence printing.

To print delegate handouts

 Click on the File drop down menu and select the Print option.
 If required select the appropriate printer.
 Select the required print range.
 Select the number of copies.
 Select Print what - Handouts (appropriate version).
 Check Pure black and white box if colored output is not required.
 Click OK to commence printing.

To print presenters notes

 Click on the File drop down menu and select the Print option.
 If required select the appropriate printer.
 Select the required print range.
 Select the number of copies.
 Select Print what - Notes Pages.
 Check Pure black and white box if colored output is not required.
 Click OK to commence printing.
 Close your presentation without saving your changes.

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6.6 Slide Show Effects

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78 ECDL/ICDL [Module Six]
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6.6.1 - Preset Animation

6.6.1.1 Add preset animation effects to slides.

 Open the presentation file called m6 file 15.ppt.

To display the animation toolbar

 Click on the View drop down menu and select the Toolbars command. From the submenu
displayed select Animation Effects.

 Experiment using the following options.

 Try applying these effects to both text and pictures!

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To make a slide title drop This tool makes the slide title drop from the top of
in during a show the slide during a presentation (on until actively
turned off).
To make text build one This tool makes the body text of the slide build
paragraph at a time one paragraph at a time during a presentation (on
until actively turned off).

To make text “drive” into Text “Drives” onto the slide accompanied by the
the slide sound of a car.

To make text “fly” into the Text “Flies” onto the slide accompanied by a
slide “Whooshing” sound.

To make text “shutter” into Text appears on the slide as if a camera shutter
the slide was opening.
To make text or object The use of this tool causes an object to appear
flash briefly and then disappear.

To make text/objects The use of this tool causes an object to appear

appear from the top right from the top right of a slide to the sound of “laser
of a slide fire”.

To make text appear one This tool will cause text to appear one character
character at a time at a time to the sound of a typewriter.

To reverse the order of a This tool causes paragraphs to be added to a

build slide from the bottom up to the top, i.e. in reverse
order.

To make text “rain” from When applied this tool causes text to fall a word
the top of a slide at a time from the top of a slide.

To alter the order of a Use this tool to alter the point at which an object
build appears during a slide build.

To open the Animation This tool opens the Animation Settings dialog box
Settings dialog box to enable access to further settings not covered in
the toolbar.

To preview an animation Allows you to see the effect of an animation prior

effect to confirming the animation effect.

6.6.1.2 Change preset animation effects.

To change a present animation effect

 Select the item to which a preset animation effect has been applied.
 Simply select a different preset animation effect from the Animation Effects toolbar. Try this
now!

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80 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.6.2 - Transitions

6.6.2.1 Add slide transition effects.

To add transitions to a slide show

 Change to Slide Sorter view by clicking on the Slide Sorter icon.
 Select Slide Transition from the Slide Show drop down menu, to display the Slide
Transition dialog box.

 Select the transition you require from the Effect drop down list.

 Click on the transition to see a preview of them applied to the picture in the Preview box. To
see the transition again, click on the picture.
 Select how fast you want the transition to take place by selecting Slow, Medium, or Fast.
You can preview the speed you have chosen in the Preview box.
 To change the transition of all slides in the presentation, click on Apply To All.

 Experiment with applying this formatting option!

 Close the presentation without saving your changes.

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6.7 View a Slide Show

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82 ECDL/ICDL [Module Six]
EXERCISES Presentation

6.7.1 - Delivering a Presentation

6.7.1.1 Start a slide show on any slide.

To start a slide show

 Open your presentation and click the Slide Show icon or select the Slide Show command
from the View menu.

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6.7.1.2 Use on-screen navigation tools.

To display the slide show shortcuts

 When the slide show is running press the F1 key to display a list of shortcuts.

To move to the next slide

 Use any of the following options:
Left Mouse Click
N
Space Bar
Right Arrow
Down Arrow
Enter
Page Down
Right Click - Select from pop-up menu

To move to the previous slide

 Use any of the following options:
Backspace
P
Left Arrow
Up Arrow
Page Up
Right Click - Select from pop-up menu

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To return to the first slide

 Press both mouse buttons for 2 Seconds.

To blank the screen to black

 Press B once to apply.
 Press B once more to remove.

To blank a screen to white

 Press W once to apply.
 Press W once more to remove.

To exit a screen show

 Use any of the following options:
Esc
Ctrl+Break
“-“

The slide show "right click menu"

 Right clicking within the slide show will display the following pop-up menu, allowing you to
navigate through the presentation.

6.7.1.3 Hide slides.

To hide slides in a slide show

 Change to Slide Sorter view.
 Select the slide(s) you wish to hide.
 Select Hide Slide from the Slide Show menu, or click on the Hide Slide icon on the Slide
Sorter toolbar if you are working in Slide Sorter view.
 The slide will be hidden during a slide show.
 In Slide Sorter view an icon appears below the slide, which contains the slide number with a
line through it, to indicate that it is hidden.
 During a slide show, if you wish to display a hidden slide right-click on the preceding slide to
display the shortcut menu, select Go and then Hidden Slide or simply press the H key.

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To see which slides are formatted as hidden

 In Slide Sorter view the hidden slide(s) will be indicated as illustrated below.

To display a hidden slide during a slide show

 Within the slide show right-click on the slide that precedes the slide that is hidden. Click on
the Go command, and then click on the hidden slide to display it. Try this now.

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Appendix – Additional Information

The Standard Toolbar

 Identify the function of the following icons.

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EXERCISES Presentation

The Formatting Toolbar

 Identify the function of the following icons.

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