Power Point 2003 - Foundation

PowerPoin 2003 t
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PowerPoint 2003 Foundation Courseware

Published by Velsoft Courseware, Inc. Courseware release Version 3.0
2005 by Velsoft Courseware, Inc.
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Table of Contents
Section 1: Important Things You Should Know.........................................................7 Lesson 1-1: Right-clicking with your mouse...................................................................8 Lesson 1-2: Minimize, maximize, restore, and close.....................................................9 Exercise: Minimize......................................................................................................9 Exercise: Maximize...................................................................................................10 Exercise: Restore.....................................................................................................11 Exercise: Close.........................................................................................................12 Lesson 1-3: Show Desktop..........................................................................................14 Exercise: Show Desktop...........................................................................................14 Lesson 1-4: Undo and Redo........................................................................................15 Lesson 1-5: Cut, Copy, Paste......................................................................................16 Exercise: Cutting and pasting text............................................................................16 Lesson 1-6: File Management......................................................................................18 Exercise: Creating a New Folder..............................................................................19 Exercise: Renaming a Folder...................................................................................19 Exercise: Opening a Folder......................................................................................20 Exercise: Moving Files using Drag and Drop...........................................................21 Exercise: Deleting a Folder or File...........................................................................22 Lesson 1-7: Quickly Find Text in Your Presentation....................................................23 Lesson 1-8: Keyboard Shortcuts..................................................................................24 Common Keyboard Shortcuts..................................................................................24 Lesson 1-9: Windows vs. Panes..................................................................................26 Section 2: Understanding the PowerPoint Screen...................................................27 Lesson 2-1: The PowerPoint Screen ..........................................................................28 Lesson 2-2: Using PowerPoint.....................................................................................29 Title Bars...................................................................................................................29 Menu Bar .................................................................................................................29 The Standard Toolbar...............................................................................................30 The Formatting Toolbar............................................................................................31 The Drawing Toolbar................................................................................................32 The Status Bar..........................................................................................................33 The View Buttons......................................................................................................33 Introduction to the Outline/Slides Pane....................................................................34 The Task Pane ........................................................................................................35 Moving a Toolbar......................................................................................................36 Make a Floating Toolbar...........................................................................................36 Section 3: Starting a Presentation.............................................................................38 Lesson 3-1: Getting Started Task Pane.......................................................................39 Changing Task Panes .............................................................................................40 Lesson 3-2: New Presentation Task Pane...................................................................41
Microsoft PowerPoint 2003
Exercise: Opening an Existing Presentation............................................................42 Exercise: Starting a New Blank Presentation...........................................................43 Exercise: Starting a New Presentation from a Design Template.............................45 Exercise: Starting a New Presentation from the AutoContent Wizard.....................47 Exercise: Starting a New Presentation from an Existing Presentation....................51 Exercise: Using Templates.......................................................................................52 Section 4: Saving a Presentation..............................................................................54 Lesson 4-1: The Save and Save As Commands.........................................................55 Exercise: Saving a New Presentation......................................................................55 Exercise: Saving and Verifying Changes to a Presentation.....................................57 Exercise: Using the Save As Command.................................................................57 Section 5: Understanding Slide Layouts and Placeholders....................................59 Lesson 5-1: What is a Placeholder?............................................................................60 Types of Placeholders..............................................................................................60 Exercise: Resizing a Placeholder.............................................................................61 Exercise: Moving a Placeholder...............................................................................62 Exercise: Deleting a Placeholder.............................................................................63 Lesson 5-2: What are Slide Layouts?..........................................................................64 Types of Slide Layouts.............................................................................................64 Section 6: Working with Slides..................................................................................67 Lesson 6-1: What is a Slide?.......................................................................................68 Exercise: Adding new slides to your presentation....................................................68 Exercise: Changing the Layout of a slide.................................................................69 Exercise: Text AutoFit..............................................................................................69 Exercise: Reapply Layout.........................................................................................70 Lesson 6-2: Managing Slides.......................................................................................72 Exercise: Rearranging the order of slides................................................................72 Exercise: Using the Slides Tab................................................................................73 Exercise: Using the Outline Tab...............................................................................73 Exercise: Inserting Duplicate Slides.........................................................................74 Exercise: Copying and Pasting Slides......................................................................75 Exercise: Deleting Slides..........................................................................................75 Exercise: Inserting Slides from Other Presentations................................................75 Exercise: Automatic Layout and How to turn it off...................................................78 Section 7: Working with Text..................................................................................... 80 Lesson 7-1: Adding and Formatting Text.....................................................................81 Exercise: Creating a Blank Slide..............................................................................81 Exercise: Adding a Text Box....................................................................................82 Exercise: Selecting a Text Box.................................................................................83 Exercise: Moving a Text Box....................................................................................83 Exercise: Deleting a Text Box..................................................................................84 Exercise: Resizing a Text Box..................................................................................84 Exercise: Rotating a Text Box..................................................................................85 Exercise: Formatting a Text Box..............................................................................86 Exercise: Selecting Text in a Text Box.....................................................................88 Exercise: Deleting Text.............................................................................................90
2005 Velsoft Courseware, Inc.
Exercise: Changing Text Size..................................................................................91 Exercise: Changing Text Font Type.........................................................................91 Exercise: Formatting Text.........................................................................................92 Exercise: Changing Text Alignment.........................................................................93 Exercise: Changing the Color of Your Text..............................................................93 Exercise: Using the Font Dialog Box........................................................................95 Exercise: Using Bullets and Numbered Lists...........................................................96 Exercise: Switch between Numbers and Bullets......................................................97 Exercise: Changing the Style of Bullets and Numbered Lists..................................97 Exercise: Deleting Bullets and Numbered Lists.....................................................100 Section 8: Cool Text Tools....................................................................................... 100 Lesson 8-1: Find and Replace...................................................................................102 Exercise: Using Find and Replace.........................................................................102 Lesson 8-2: Drop Shadows........................................................................................104 Exercise: Adding a Drop Shadow to Text..............................................................104 Lesson 8-3: The Format Painter................................................................................106 Exercise: Using the Format Painter........................................................................106 Lesson 8-4: Symbols and Special Characters...........................................................108 Exercise: Adding Symbols and Special Characters...............................................108 Lesson 8-5: WordArt..................................................................................................110 Exercise: Adding WordArt......................................................................................110 WordArt Toolbar Buttons........................................................................................113 Section 9: More on PowerPoint Views....................................................................117 Lesson 9-1: Understanding PowerPoint Views..........................................................118 Exercise: Normal (Tri-pane) View..........................................................................118 Exercise: Slide Sorter View....................................................................................121 Exercise: Notes Page View....................................................................................122 Exercise: Slide Show view......................................................................................123 Exercise: Color/Grayscale View.............................................................................124 Exercise: Print Preview...........................................................................................125 Exercise: Using the Zoom Views............................................................................129 Section 10: The Outline Pane..................................................................................129 Lesson 10-1: Working with the Outline Pane.............................................................130 Exercise: Using Outline View to Enter Text...........................................................130 Exercise: Creating Slides in Outline View..............................................................132 Exercise: Deleting Slides in Outline View..............................................................133 Exercise: Rearranging Slides in Outline View........................................................133 Exercise: The Outlining Toolbar.............................................................................134 Exercise: Creating a Summary Slide......................................................................136 Section 11: Slide Sorter View..................................................................................137 Lesson 11.1: Working with Slide Sorter View............................................................138 Exercise: Viewing Slides in Slide Sorter View........................................................138 Exercise: Creating Slides in Slide Sorter View.......................................................139 Exercise: Rearranging Slides in Slide Sorter View................................................141 Exercise: Deleting Slides........................................................................................142 Section 12: Formatting a Presentation.................................................................... 143
Lesson 12-1: Adding Background Effects to Slides...................................................144 Exercise: Add a Background Color........................................................................144 Exercise: Add Gradient Fills...................................................................................147 Exercise: Add Textures..........................................................................................149 Exercise: Add Patterns...........................................................................................151 Exercise: Add Pictures...........................................................................................153 Lesson 12-2: Headers and Footers...........................................................................155 Exercise: Inserting Headers and Footers...............................................................155 Lesson 12-3: Slide Numbers......................................................................................158 Exercise: Inserting Slide Numbers.........................................................................158 Lesson 12-4: Date and Time......................................................................................160 Exercise: Inserting Date and Time.........................................................................160 Lesson 12-5: Changing Paragraph Settings..............................................................163 Exercise: Indents....................................................................................................163 Exercise: Changing Tab Settings...........................................................................164 Exercise: Paragraph Alignment..............................................................................165 Exercise: Changing Line Spacing..........................................................................166 Section 13: Proofing Tools......................................................................................168 Lesson 13-1: Spell Check..........................................................................................169 Exercise: Spell Check.............................................................................................169 Lesson 13-2: AutoCorrect..........................................................................................172 Exercise: AutoCorrect.............................................................................................172 Lesson 13-3: Thesaurus............................................................................................177 Exercise: Thesaurus...............................................................................................177 Lesson 13-4: Research Pane.....................................................................................180 Exercise: Research Pane.......................................................................................180 Section 14: Printing.................................................................................................. 183 Lesson 14-1: Printing Your Presentation...................................................................184 Exercise: Print Preview...........................................................................................184 Exercise: Print Range.............................................................................................187 Exercise: Print Number of Copies..........................................................................189 Exercise: Printing Slides.........................................................................................189 Exercise: Printing Handouts...................................................................................189 Exercise: Printing Notes Pages..............................................................................190 Exercise: Printing Outline View..............................................................................190 Section 15: Delivering the Presentation.................................................................. 191 Lesson 15-1: Taking It with You.................................................................................192 Exercise: Copying to CD or Folder.........................................................................192 Lesson 15-2: Navigating the Slide Show...................................................................196 Exercise: Using the Navigation Buttons.................................................................196 Exercise: Using the Pointer Button.........................................................................199 Lesson 15-3: Slide Timings........................................................................................202 Exercise: Using Slide Timings................................................................................202 Lesson 15-4: Self-Running Presentations.................................................................205 Exercise: Creating a Self-Running Presentation....................................................205
Section 1: Important Things You Should Know

In this section you will learn how to: Use the Right mouse button in Windows Minimize, maximize, restore and close a window Show Desktop Undo and Redo Cut, copy & paste Recognize the Desktop and icons Understand the difference between Files and Folders Create a New folder Rename a folder Open a folder Move files using Drag and Drop Delete a folder or file quickly Find text in your document Use Keyboard Shortcuts Understand the Windows vs. Panes
Using PowerPoint 2003 will be much easier if you have a better understanding of common computer concepts and functionality. This chapter is devoted to gaining a better understanding of frequently used Windows commands.
Lesson 1-1: Right-clicking with your mouse

Microsoft has added a very valuable timesaving tool to Windows versions 95 and above. The tool is in the form of a menu that pops up when you click the right mouse button once. What makes this menu special is that it is contextual meaning it changes based on whatever you are right clicking on. For example, the menu choices for My Computer are different than the menu choices for a folder.
The concept of getting a special menu when you right-click goes beyond Windows and can be found directly in software applications such as PowerPoint. Right-clicking also comes in handy when moving or copying items. If you right-click and drag a file, for example, Windows will give you three choices once youve released the right mouse button: Move Here, Copy Here and Create Shortcuts Here.
Lesson 1-2: Minimize, maximize, restore, and close

Windows allows you to have multiple programs and multiple presentations open at any one time. Each program or presentation is said to be open in its own window. Jumping between these open files is accomplished easily by minimizing (hiding the window out of sight), maximizing (open to full your whole screen), restoring (putting a maximized or minimized window back to its previous size) or closing the open windows.
You will find the Minimize, Maximize, Restore and Close buttons on the horizontal title bar at the top of each window.
Exercise: Minimize
To minimize an open window, either: 1. Select the minimize button.
2. Click the PowerPoint icon on the top left portion of the Title Bar.
3. Right-click on any part of the Title Bar
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Exercise: Maximize
Maximizing the screen means to expand the window to fill whole screen. To maximize an open window, either: 1. Select the Maximize button.
2. Click the PowerPoint icon on the top left portion of the Title Bar (if a window is already maximized the Maximize selection will be grayed out).
3. Right-click on any part of the Title Bar (if a window is already maximized the Maximize selection will be grayed out).
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Exercise: Restore
Restoring a window means to return a window that has been minimized or maximized back to its previous size. To Restore a window, either: 1. Select the Restore button on the PowerPoint Title Bar.
2. Click the PowerPoint icon on the top left portion of the Title Bar (if a window has already been Restored the Restored selection will be grayed out).
3. Right-click on any part of the Title Bar (if a window is already Restored the Restored selection will be grayed out).
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Tip: To quickly restore a minimized window that is visible, double-click the minimized window's title bar.
Exercise: Close
Closing a window shuts down a program, file or folder. To Close a window, either 1. Select the Close button on the PowerPoint Title Bar.
2. Click the PowerPoint icon on the top left portion of the Title Bar.
3. Right-click on any part of the Title Bar.
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Lesson 1-3: Show Desktop

A convenient way to minimize all windows at once is to select the Show Desktop button. To be able to use the Show Desktop button, you first have to make sure the Quick Launch toolbar is turned on. To turn on the Quick Launch toolbar:
Exercise: Show Desktop

1. Right-click on the Windows Task Bar
Desktop
Start
Task Bar
2. Choose Toolbars > Quick Launch This will make the Show Desktop icon appear on your Task Bar.
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Lesson 1-4: Undo and Redo

PowerPoint offers a convenient way to undo mistakes. On the Standard Toolbar (see next chapter) you will find the Undo button. You can undo the very last action you took by just clicking Undo button once. By clicking the arrow beside the Undo button you will be presented with a list of the most recent actions you can undo. This allows you to jump back through your recent actions and select the point you want to go back to. If you decide later that you didn't want to undo an action, click Redo located on the Standard toolbar. The arrow beside the Redo button displays a list of the most recent actions you can redo.
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Lesson 1-5: Cut, Copy, Paste

You may have text, images, or other items in a document that you would like to copy and/or move to another location. This other location may be in the same document or in a different document. The easiest way to do this is by using cut/copy/paste tools found on the Standard toolbar.
Cut means to remove an item from your screen. Cutting places this item in the computers memory (known as the Clipboard) for use at a later time. Copy means leaving the original item in its place and placing a copy of that item in the computers Clipboard. Paste means placing an item into a new desired location.
If you understand this concept you will find many time saving uses for it including copying from the Internet into your PowerPoint presentation.
Shortcut: when you have an item selected or highlighted, you can right-click on that item to display a menu with cut, copy, paste.
Exercise: Cutting and pasting text

1. To cut text, first you must select the text you want to cut. To select (or Highlight) this text you can move your mouse insertion point (which looks like I) to the blank space in front of the text you want hold the left mouse button down and drag the selection tool over the text you want to highlight. Next, select the cut button. Move your mouse selection tool to the new location you want to move the text to. Select the paste button.
2. 3. 4.
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Tip: Microsoft Office applications allow you to easily copy, cut and paste information between applications. This allows you to copy items such as text from Word, graphs and tables from Excel, and tables from Access and paste them into your PowerPoint presentations.
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Lesson 1-6: File Management

Creating and managing your presentations will be much easier of you understand the importance of keeping your files and workspace organized.
My Documents My Computer My Network Places Recycle Bin Internet Explorer Desktop
Start Button
Quick Launch Toolbar
Notification Area
Files vs. Folders A PowerPoint presentation that you are working on is a file. When you save that presentation you are presented with an icon that represents that file. Files correspond to any item or application on your computer and include images, sounds, videos, saved work from a software application (such as Word, Excel, Access), etc. Folders represent an organizational tool for storing and managing your files.
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Exercise: Creating a New Folder

1. Right-click on any space on your Desktop not occupied by an icon. On the menu that pops up go to New > Folder.
2.
A New Folder icon is placed on your desktop.
Tip: New Folders can be created within other folders. This is one of the main concepts behind file management. Saving your presentations (or other files) by grouping them in folders of related items will make managing your work easier and more productive.
Exercise: Renaming a Folder

1. To rename a folder right-click on the folder you want to rename.
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2. 3.
Select Rename from the menu. Your folders name becomes editable.
4.
Simply type in the new name of your folder.
Exercise: Opening a Folder

1. To open a folder double-click on the folder you want to open.
2.
The folder opens into its own window.
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Exercise: Moving Files using Drag and Drop

Organizing files into folders will require moving files from one folder to another. To do this you can right-click on any file, select cut from the menu, move to the folder you want the file moved to and right-click > Paste the file. Another option is to Drag and Drop the file. 1. To drag and drop a file click on the file you want to move with left mouse button and hold it down. While you have this selected you can drag this around your Desktop or Window.
1. Click and hold 2.Drag 3.Drop
2. Let go of the file (Drop) on the folder of your choice. This will move the file into that
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folder. You can also try dragging files out of a folder onto the Desktop or from one folder to another.
Exercise: Deleting a Folder or File

To delete a folder or file you can either: 1. Drag the folder or file you want to delete into the Recycle Bin.
2.
Or, right-click on the folder or file you want to delete and select Delete from the menu.
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Lesson 1-7: Quickly Find Text in Your Presentation

Finding a word or phrase in your presentation is made easy using the Find tool. To find text: 1. On the Edit menu, click Find.
2.
This will open the Find What box. In the Find what box, enter the text you want to search for and Click Find Next.
Tip: To cancel a search in progress, press ESC on your Keyboard
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Lesson 1-8: Keyboard Shortcuts

Keyboard Shortcuts offer a much easier and faster way to use computer software programs such as PowerPoint. Shortcut keys are commonly accessed by using the Alt, Ctrl, and /or Shift keys in combination with another key. For example, Ctrl+S means to press and hold the Ctrl key while you select the S key to save a presentation you are working on. An easy way to identify common Keyboard Shortcuts is to look in the drop-down menus of the program Toolbars.
Common Keyboard Shortcuts

The following shortcut key combinations will work with most Windows based computers and software programs. It is recommended that you practice and try to memorize as many Keyboard Shortcuts as possible; doing so will dramatically increase your productivity. Ctrl+X Ctrl+C Ctrl+V Ctrl+Z Ctrl+Y Ctrl+F Ctrl+P Cut Copy Paste Undo Redo Opens the Find dialogue box Opens the Print dialogue box
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Ctrl+N Ctrl+O Ctrl+S Ctrl+A Ctrl+D Ctrl+M Ctrl+B Ctrl+I Ctrl+U Alt+Tab Alt+Esc Ctrl +Esc
Create a new presentation Opens the Open dialogue box Saves the current presentation Selects all objects on a slide Duplicate current slide Create a new blank slide Bolds a highlighted selection Italicizes a highlighted selection Underlines a highlighted selection Switch between open applications Switch between open applications on taskbar Opens the Start button
Tip: Taking the time to learn and practice to use the Mouse in one hand and the Keyboard Shortcuts in the other will increase your productivity.
Note: The shortcut keys described in this chapter refer to the U.S. keyboard layout. Keys on other layouts may not correspond exactly to the keys on a U.S. keyboard.
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Lesson 1-9: Windows vs. Panes

Everything you can do on your computer appears inside frames called Windows. You can open as many windows at one time as you like, resize them, move them around, or restack them in any order. Each Window displays the contents of files and programs.
Window
Windows are divided into work and program management areas called Panes.
Pane
Pane
Pane
Pane
Section 2: Understanding the PowerPoint Screen

In this section you will learn how to: Navigate the PowerPoint screen Identify title bars, menu bars and toolbars Use the Standard toolbar commands Use the Formatting toolbar commands Use the Drawing toolbar commands Identify the status bar Use the main PowerPoint views Use the Outline tab and Slides tab Use the Task pane Move a tool bar Make a floating toolbar Change the shape of a floating toolbar Dock or close a floating toolbar
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Lesson 2-1: The PowerPoint Screen

When you start PowerPoint you are presented with the Program Window. The Program Window displays the workspace you will be using to build your PowerPoint presentation. The Program Window contains components such as toolbars, menu bars, panes, and other program features that allow you to logically organize and build your presentation.
Outline view
Slides view
Standard toolbar
Menu bar
Title bar
Formatting toolbar
Task pane
Normal View
Slide Sorter view
Start Slideshow
Drawing toolbar
Slide pane
Notes pane
Status bar
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Lesson 2-2: Using PowerPoint
Title Bars
Most software programs offer a horizontal menu at the top of the program window, dialog box, or folder that displays the name of the document, program, or toolbar you are working with.
Menu Bar
The menu offers a drop down list of commands that are displayed when you click a menu name.
To display the drop down list of commands simply move your mouse pointer to the menu name you want a drop down list for and select the name.
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The Standard Toolbar

The Standard toolbar contains the most common commands used in PowerPoint such as New, Open, Save and Print.
New Save
E-mail Print Preview
Research Copy
Format Painter
Redo
Insert Table
Show Insert Formatting Color/ Hyperlink Grayscale
Help
Open Permission
Print Spelling
Cut Paste
Undo Insert Chart
Tables & Borders
Zoom Show/Hide Expand Grid All
New Open Save Permission
Create a new PowerPoint presentation Open an existing PowerPoint presentation Save your PowerPoint presentation Restrict who can change, print or copy a presentation. Requires Windows Information Rights Management (IRM) software be running on your computer or server. Send the presentation via e-mail Print your presentation View how your presentation slides will print Check your spelling Opens the Research Task Pane Cuts whatever you have selected to the clipboard Copies whatever you have selected to the clipboard Paste whatever you have selected from the clipboard to your presentation Copy formatting from one object to another by Selecting the object with the attributes you want to copy - click Format Painter - and then click the object you want to copy the attributes to. Undo the last action Redo the last undo action Launch the Chart Wizard Insert a table
E-mail Print Print Preview Spelling Research Cut Copy Paste Format Painter
Undo Redo Insert Chart Insert Table
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Table and Borders Insert Hyperlink Expand All Show Formatting Show/Hide Grid Color/Grayscale Zoom Help
Display the Table and Borders toolbar Insert a hyperlink Expand the title and text for all slides on the Outline tab Show or hide character formatting Show or hide slide gridlines Show the presentation in color, black and white, or grayscale Zoom in or out on the Slide pane, Outline/Slides pane and Notes pane Opens the PowerPoint Help Task Pane
The Formatting Toolbar

The Formatting toolbar contains the most commonly used formatting commands.
Font Type Bold Underline Align Left Align Right Decrease Font Size Slide Design
Bullets
Increase Indent
Font Size
Shadow Italic Center
Numbering Increase Font Size
Decrease Indent
Font Color
New Slide
Font Type Font Size Bold Italic Underline Shadow Align Left Center
Select available font type from the drop-down list Select a font size from the drop-down list Apply bold formatting to selected text Apply italic formatting to selected text Apply underline formatting to selected text Apply shadow formatting to selected text Align text to the left Align text to the center
Microsoft PowerPoint 2003 Align Right Numbering Bullets Increase Font Size Decrease Font Size Decrease Indent Increase Indent Font Color Slide Design New Slide Align text to the right Add or remove a numbered list from a selected paragraph Add or remove bullets from a selected paragraph Increase font size Decrease font size Decrease the paragraph indent Increase the paragraph indent Change the font color with a drop-down list Display the Slide Design Task Pane Insert a new slide into your presentation
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The Drawing Toolbar

The Drawing toolbar contains the most commonly used drawing commands.
Draw AutoShape
Arrow Oval
Insert WordArt
Insert Clip Art
Fill Color
Font Color
Dash Style
Shadow Style
Select Object
Rectangle Line Insert Insert Text Box Diagram or Picture Organization Chart
Line Color
Line Style
Arrow Style
3D Style
Draw Select Object AutoShape Line Arrow Rectangle
Select available picture editing options Select an object Select available preset shapes and buttons Draw a line Draw an arrow Draw a rectangle shape
Microsoft PowerPoint 2003 Oval Text Box Insert WordArt Insert Diagram or Organization Chart Insert Clip Art Insert Picture Fill Color Line Color Font Color Line Style Dash Style Arrow Style Shadow Style 3D Style Draw an oval shape Insert a text box Insert ready-made text effects to which you can apply additional formatting options Insert a diagram or organization chart Opens the Clip Art Pane Insert a picture from a file Change the fill color of an object using an available drop-down list Change line color using an available drop-down list Change font color using an available drop-down list Change the style and thickness of a line Change lines to dashed lines Change lines to arrows Add a shadow effect to an object Add a 3D effect to an object
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The Status Bar

The status bar is a horizontal information area at the bottom of the program window that displays messages about the current state of PowerPoint.
The View Buttons

PowerPoint offers you three main ways to view your presentation; Normal view, Slide Sorter view and Slide Show view. Views Buttons can be found in the lower left hand side of the Outline/Slides pane
Or, from the main menu by choosing View
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Normal View From the main menu select View > Normal Slidebelow view See Sorter From the main menu select View > Slide Sorter
Slide pane The Sorter view allows you to Slide Slide pane is the main area view and manage your slides in thumbnail form. where you do most of your slide editing such as adding text, graphics and other items to your slide. Notes pane The Notes pane is the area directly below the Slide pane where you can add helpful speaker notes that relate to each slide. Notes added in this pane are not seen as part of the presentation but can be printed. Outline/Slides pane
Start Slideshow From the main menu select View > Slide Show Slide Show view begins your presentation starting on whatever slide you currently have selected.
Introduction to the Outline/Slides Pane

The Outline/Slides pane is found by viewing PowerPoint in the Normal view. The purpose of this pane is to provide an easy way manage and edit your presentation in either the Outline tab or the Slides tab.
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Outline tab The Outline tab offers you an easy way to view the titles and text that make up each slide in your presentation. Editing your text is faster and easier in Outline tab view. Re-ordering your slides is easy in the Outline tab by clicking on the slide icon of any slide and dragging it to a new position on your presentation. Slides tab The Slides tab vertically displays thumbnail-sized images of all the slides in your presentation. The thumbnails make it easy for you to navigate through your presentation and to see graphical representations your design changes. Selecting any slide in your presentation opens that slide in the Slide pane for easy editing. You can also re-order your slides in the Slides tab by selecting a thumbnail image and moving this to a new position in your presentation.
The Task Pane

The task pane is an area within PowerPoint that provides an organized workspace for commonly used functions.
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Moving a Toolbar
A toolbar that is attached to one edge of the program window is rfered to as a docked toolbar. Sometimes it is necessary to move a docked toolbar. To do this click and drag the move handle on a toolbar to the a location.
Make a Floating Toolbar

By selecting the move handle and dragging a docked toolbar away from the edge of the program window you can place the toolbar any place on the screen you desire. You can change the shape of some floating toolbars by dragging the sides horizontally or vertically. A floating toolbar includes a title bar to help you easily move the toolbar around your screen.
Move Tool Drag Vertically Close
Drag horizontally
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To dock your floating toolbar simply drag it to any side of your screen and the toolbar snaps into place on the edge of the program window. To quickly hide a floating toolbar, click Close on the toolbar. Shortcut: double-clicking on your floating toolbars title bar will return the toolbar to its last docked location.
Section 3: Starting a Presentation

In this section you will learn how to: Use the Getting Started Task Pane Change Task Panes Use the New Presentation Task Pane Open an existing presentation Start a new blank presentation Start a new presentation from a design template Start a new presentation from the AutoContent Wizard Starting a new presentation from an existing presentation Use slide templates
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Lesson 3-1: Getting Started Task Pane

When you first start PowerPoint, a new presentation opens with the Getting Started task pane on the right side of the screen. The Getting Started task pane features two main sections; the top section of this task pane gives you access to Microsoft Office Online for news and help. The second half of the task pane, the Open section, gives you options for starting presentations.
Microsoft Office Online

These featured links and search box are your source of up-to-date information from Microsoft Office Online that will give you tips on using the Office programs and provide you with the answers to frequently-asked questions. Your Office program will only access information from Microsoft Office Online when you are connected to the Internet. The links change every time you start an Office program.
Open
You can choose to open an existing presentation from a list of the most recently used PowerPoint files or click More presentations to browse your computer for a file located in a different folder.
Create a New Presentation

When you click this link the New Presentation task pane opens. You are presented with several options to create a new presentation: a blank presentation, from a design template, from the AutoContent Wizard and from an existing presentation. These options are described in the table below.
Tip: You can turn the Microsoft Office Online help off and on. On the Help menu, click Microsoft PowerPoint Help to display the PowerPoint Help task pane. Under See Also in the task pane, click Online Content Settings. In the Service Options dialog box, select or clear the Show Microsoft Office Online featured links check box.
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Changing Task Panes

You can easily change the task pane by selecting the Other Task Panes down arrow and choosing the task pane you want from a drop down list.
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Lesson 3-2: New Presentation Task Pane

The New Presentation task pane provides commonly used commands for starting a presentation.
Blank Presentation
Create a new presentation completely from scratch. This is often the preferred method once you have become familiar with PowerPoints features.
From Design Template

Create a new presentation with a professionallydesigned template that includes text formatting and a color scheme. PowerPoint comes with a large number of design templates all ready for you to use.
From AutoContent Wizard

This wizard asks questions and makes suggestions to help you create a sample presentation. You can then replace the sample text with your own content. This method is best for creating quick, simple presentations.
From Existing Presentation

You can create a copy of an existing presentation to make design and content changes while retaining the original presentation.
Photo Album
With the new Photo Album feature you can add a large group of pictures to a presentation without having to customize each picture. PowerPoint allows you to add multiple pictures from your hard disk, scanner, digital camera, or Web camera to your photo album.
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Search Online For

Type a search word or keyword in the text box and click the Go button to search Microsoft Office Online for a specific template style.
On My Computer
This option gives you access to PowerPoint templates that are installed on your computer and that can be installed from the Microsoft Office CD.
On My Web Sites
If your computer is connected to a network, you can click this option to search for templates on other computers in the network.
Recently Used Templates

PowerPoint lists the four most recently used templates. If you want to create a new presentation based on one of these templates, click the template name and the new pre-designed presentation will open with a title slide.
Exercise: Opening an Existing Presentation

It is often easier to modify an existing presentation than to create a new presentation from scratch or with the pre-formatted designs.
Microsoft PowerPoint 2003 My Recent Documents This shortcut button displays a list of files that have recently been opened.
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Desktop The Desktop shortcut button temporarily minimizes or hides all the open programs to display the Windows desktop.
My Documents The My Documents shortcut button displays all the files in the My Documents folder. This is the default folder location where Microsoft Office programs save their files. My Computer This shortcut button displays the entire contents of your computer.
My Network Places This shortcut button opens a dialog box that lets you browse through the computers in a workgroup and/or the computers on a network.
2. 3. 4.
Click the down arrow next to the Look In box at the top of the Open dialog box. Navigate to the Sample Files folder for this chapter. Click the Lesson 1 presentation file and click the Open button at the bottom right of the dialog box [or double-click the Lesson 1 file to open the presentation]. The Lesson 1 presentation opens for you to edit and modify as desired. Click the small X in the top right corner (under the large red X) to close the Lesson 1 presentation.
5.
Exercise: Starting a New Blank Presentation

1. Click Create a New Presentation in the Open section of the Getting Started task
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pane. Note the task pane changes to New Presentation. 2. Click Blank Presentation in the New section of the New Presentation task pane. The task pane changes to Slide Layout where you can choose the layout of the slides in your presentation. Categories of Text Layouts, Content Layouts, Text and Content Layouts, and Other Layouts give you a wide variety of layout designs to choose from to begin creating your presentation. Tip: Hold the mouse over the layout design to see its name.
3.
Click the Title Only slide layout (the top right) in the Text Layout category. The slide layout changes in the main window. A drop-down menu arrow appears on the right side of the selected slide layout. Note: the options in this menu will be discussed in the chapter, Working with Slides. Click in the Click to add title placeholder and type My First Presentation. Click anywhere outside the placeholder to see the text on the slide. This is the title slide of your new presentation.
4. 5.
6.
Click the small X in the top right corner to close the new presentation. A small dialog box opens asking if you want to save your changes. This happens because you have modified the presentation.
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7.
Click No in the Save Changes dialog box.
Exercise: Starting a New Presentation from a Design Template

PowerPoint has a large number of pre-designed templates available for you to use. These templates have backgrounds, color schemes, text formatting, and other design features so you can concentrate on your content rather than the design format. 1. Select File > New to display the New Presentation task pane. Tip: You can also click the down arrow at the top of the Slide Layout pane and select New Presentation from the task pane menu. Clicking the New button on the toolbar opens a new presentation with the default Title Slide from the Text Layout category.
2.
Click From Design Template in the New section of the New Presentation task pane. The task pane changes to the Slide Design pane and a new Title slide is displayed in the main window. The Slide Design pane shows several dozen pre-formatted templates that are available for your use. The New Presentation task pane is divided into three sections: Used in This Presentation, Recently Used, and Available for Use.
3. 4.
Click on a template in the Available to Use section to see the design on the main slide window. When you are finished viewing template designs, find and click the Fireworks template. The new design is added to the title slide as background and will appear on new slides in the presentation in a more subdued form.
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5. 6. 7.
Click in the Click to add title placeholder and type Independence Day. Click in the Click to add subtitle placeholder and type Fourth of July. Click anywhere outside the placeholders on the slide. The title slide of your new presentation should look like this:
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8.
Click the small X on the right side of the menu bar to close the presentation.
9.
Click No in the Save Changes dialog box.
Exercise: Starting a New Presentation from the AutoContent Wizard

The AutoContent Wizard will create a presentation for you with formatting and sample text that you can modify with your own content. 1. Click the down arrow at the top of the Task pane and select New Presentation from the menu.
2.
Click From AutoContent Wizard in the New section of the New Presentation task
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pane. 3. Click Next to continue with the wizard.
Step 1 of the AutoContent Wizard asks you to choose the type of presentation you want to create. There are several categories to select from and a number of pre-formatted templates in each category. The Office Assistant also appears to give you instructions on each step of the Wizard.
4. 5.
Click each category button to see the types of presentations that are available. Click the Sales and Marketing category button and select Marketing Plan from the template list.
Tip: You can add your own presentations to the list or remove presentations from the list by clicking the Add or Remove buttons near the bottom of the window.
6.
Click Next to move to the next step.
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Step 2 of the AutoContent Wizard wants to know how to prepare your presentation for your delivery method. In other words, how you intend to show or display your presentation. Most often, presentations will be delivered on-screen through a projector connected to a computer. 7. Make sure the On-Screen Presentation button is checked and click Next.
Step 3 of the wizard gives you some options for your presentation. You can give your presentation a title and include footers on each slide. 8. Click in the Presentation Title text box and type Our Marketing Plan.
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9. 10.
Click in the Footer text box and type From Sales and Marketing. Uncheck the Date Last Updated check box and click Next.
The AutoContent Wizard is finished asking questions and is ready to create your new presentation. 11. Click the Finish button. The new presentation appears with your title and your name (or your companys name) in the middle of the slide. The footer below has the phrase From Sales and Marketing and the slide number as you specified in the wizard options.
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12. 13. 14.
Move through the slides to view the sample text in the Marketing Plan presentation.
Click the small X on the right side of the menu bar to close the presentation. Click No in the Save Changes dialog box.
Exercise: Starting a New Presentation from an Existing Presentation

You can create a copy of an existing presentation to make design and content changes while retaining the existing presentation with its original formatting and content. 1. Click the down arrow at the top of the Task pane and select New Presentation from the menu.
2.
Click From existing presentation under the New section of the New Presentation task pane.
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The New from Existing Presentation dialog box opens. This dialog box is the same as the Open dialog box that you used earlier in this chapter to open an existing presentation. Since you have not closed the program, the folder containing the exercise files should be displayed. PowerPoint remembers the last folder used and will display it in the Open and Save As dialog boxes until you close the program. 3. 4. Click the Lesson 1A presentation file. Click the Create New button on the bottom right of the dialog box. A copy of the Lesson 1A presentation opens with a new file name. You can now make changes to the presentation and save it with the new name. The original Lesson 1A presentation retains all of its original content and formatting.
5.
Close the new presentation.
Exercise: Using Templates

The options in the Template section of the New Presentation task pane give you access to thousands of design templates from the PowerPoint program, from the Microsoft Office CD, and from the internet. See the table at the beginning of this chapter for details of each link. 1. 2. If necessary, display the New Presentation task pane. Click the On My Computer option under the Templates section in the New Presentation task pane. The Templates dialog box opens to the General tab. This tab contains the Blank Presentation template and the AutoContent Wizard. 3. Click the Design Templates tab.
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Design Templates Contains templates already installed on your computer and templates available from the Microsoft Office CD. General Contains the blank presentation template and the AutoContent Wizard.
Presentations Contains the sample presentation templates from the AutoContent Wizard.
The templates that are already installed on your computer can be previewed on the right side of the box when you click them. 4. For example, Click the Crayons template to see the preview. Note: Some of the templates have to be installed from the Microsoft Office CD. 5. Click the Cancel button in the bottom right corner of the dialog box when you are finished.
Extra Exercise: If you have an internet connection, click the Templates on Office Online link to see the templates they have collected for you to download and use in your presentations.
Section 4: Saving a Presentation

In this section you will learn how to: Use the Save and Save As Commands Save a new presentation Save and verify changes to a presentation Use the Save As Command
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Lesson 4-1: The Save and Save As Commands

The Save and Save As commands in PowerPoint (or any program) are important to understand. These commands will enable you to keep a copy of your presentation on your computer that you can refer to again or share with colleagues. It is vital to form the habit of saving your presentations frequently to prevent losing your work if your computer or the program should shut down unexpectedly.
Exercise: Saving a New Presentation

1. Open the New Presentation task pane and click Blank Presentation.
2. Type My First Presentation in the Click to add title placeholder found on the slide.
3.
Click the Save button on the standard toolbar. Since this is the first time the presentation is being saved, the Save As dialog box opens. PowerPoint inserts the title of the presentation, My First Presentation in the File Name text box. The default location used to store files in Microsoft Office is the My Documents folder. We will use this location in this exercise. Tip: You can also select File > Save from the menu
Note: The Save As dialog box is similar to the Open dialog box you used in the previous chapter.
Shortcut Panel in the Save As Dialog Box

My Recent Documents This shortcut button displays a list of files that have recently been opened.
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Desktop My Documents
The Desktop shortcut button temporarily minimizes or hides all the open programs to display the Windows desktop. The My Documents shortcut button displays all the files in the My Documents folder. This is the default folder location where Microsoft Office programs save their files. This shortcut button displays the entire contents of your computer. This shortcut button opens a dialog box that lets you browse through the computers in a workgroup and/or the computers on a network.
My Computer My Network Places
4.
Make sure My First Presentation is displayed in the File name text box and click the Save button in the lower right corner of the dialog box. The file is now stored in the My Documents folder with the name My First Presentation. The file name on the title bar at the top of the program window has changed to My First Presentation.
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Exercise: Saving and Verifying Changes to a Presentation

After you have saved your presentation for the first time and given it a name and a folder location, the Save As dialog box will not appear again when you save the presentation. Once you have modified or edited your presentation, the file will be updated to reflect any changes you have made. You will not be prompted to give the file a name or folder location. 1. In this lesson, you will make some changes to the presentation and then save those changes. Make sure My First Presentation is open. 2. Click in the Click to add subtitle placeholder. 3. Type Learning PowerPoint is Easy and click anywhere outside the text box. 4. You will now save the changes you have made to your presentation. Click the Save button on the standard toolbar. It doesnt appear that PowerPoint has done anything since no new dialog boxes have opened; however, the presentation has been updated and uses the original file name, My First Presentation, and in the same folder location, My Documents. 5. You can test that the changes were made by closing the presentation and opening it again. Click the small x on the right side of the menu bar to close the presentation.
6.
Click the Open button on the standard toolbar.
7. Select My First Presentation from the list in the Open dialog box. 8. Click the Open button on the bottom right corner of the dialog box. Your presentation opens with the changes in tact.
9. Close the presentation to complete this exercise.
Exercise: Using the Save As Command

Sometimes you may want to save a file with a new name so you can edit it for a different purpose or maybe just to have an extra copy of the file. You may also want to change the folder
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location where the file is stored. To do this you use the Save As command. The Save As command also gives you the ability to change the file type of your presentation (changing the file type will be discussed in the Advanced Features chapter of this course). 1. Open the Lesson 2 presentation (located in your samples folder) by clicking the Open button on the standard toolbar and double-click the Lesson 2 file. You will save this presentation with a different name so you can keep the original file and work on a copy. If you make mistakes while you are working, you can always start again with a new copy of the original file. 2. Select File > Save As from the menu. The Save As dialog box appears with the text in the File Name box highlighted or selected. This is the same dialog box that you used when you saved a presentation for the first time. And, like the previous lesson, you will change the file name only. 3. Type HiringSmart and click the Save button in the lower right corner. The presentation name HiringSmart is now in the Title Bar of the PowerPoint program and you can modify this presentation without changing the original file.
Section 5: Understanding Slide Layouts and Placeholders

In this section you will learn how to:
Select a Placeholder Resize a Placeholder Move a Placeholder Delete a Placeholder Use Slide Layouts Identify types of Slide Layouts
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Lesson 5-1: What is a Placeholder?

Placeholders are boxes with dotted or hatchmarked borders that are part of most slide layouts. These boxes are conveniently placed and contain titles, body text, or objects such as charts, tables, and pictures. Placeholders can be resized and moved on a slide or deleted from slides entirely.
Types of Placeholders
Title A text box formatted for a title.
Text
A text box for bulleted lists.
Content
A box for a table, a chart, ClipArt, a picture, a diagram or organization chart, and a media clip. A box for a inserted picture or ClipArt graphic. A box for a chart to be created or inserted. A box for sound, animation, or video. A box for a diagram or an organization chart to be created. A box for a table to be created or inserted.
Picture or ClipArt Chart Media Clip Diagram or Organization Chart Table
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Exercise: Resizing a Placeholder

1. Make sure you are on Slide 1 of the Hiring Smart presentation you saved in the previous chapter. 2. Click in the title text Hiring Smart to display the placeholder.
The placeholder has several round sizing handles around the edges. These sizing handles are used to make the placeholder larger or smaller.
Sizing Handles
3. Move the mouse pointer over the sizing handle in the middle of the right edge of the placeholder until you see a horizontal double arrow.
4. Click and hold down on the arrow and drag to the left about one inch.
The sizing handles on each side move the left and right edges while the top and bottom sizing handles move the top and bottom edges.
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Dragging the sizing handles located in each corner of the placeholder will allow you to resize both the width and height of your placeholder at the same time.
5. Move the mouse pointer over the sizing handle on the bottom edge of the placeholder until it changes to a vertical double arrow.
6. Drag the bottom edge down about one-quarter inch.
7. Move the mouse pointer over the top left corner sizing handle of the placeholder until it changes to a diagonal double arrow.
8. Drag the top and left edges together down and to the right about one-half inch.
The size of the text in the placeholder will change as the size of the box changes. This feature is called AutoFit and is discussed in the next chapter, Working with Slides.
Exercise: Moving a Placeholder

1. Move the pointer to any edge of the placeholder where there is no sizing handle. The mouse pointer will change to a move pointer. 2. Hold down the pointer and drag the placeholder toward the middle of the slide.
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Note: while you are moving the object it becomes a dotted line.
Exercise: Deleting a Placeholder

1. Click the Hiring Smart title near an edge to select the placeholder. Tip: If the insertion point is still flashing within the text of the title placeholder, pressing the Delete key will delete the text and not the placeholder. Make sure when you click near an edge that the insertion point disappears from the text. 2. Press the Delete key on the keyboard. The placeholder deletes all of the changes you had made and reverts to its original size and location. 3. Press the Delete key on the keyboard again. Now the placeholder is completely deleted from the slide. There are several ways to restore this placeholder or add your own content and you will learn about them in the following chapters. 4. Click Undo twice to return your title to the middle of the placeholder. 5. Save the presentation by clicking the Save button on the standard toolbar.
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Lesson 5-2: What are Slide Layouts?

You were introduced to slide layouts in the Starting a Presentation chapter of this course. It will be useful to be familiar with all of the slide layouts in each category in the Slide Layout pane. Layout refers to the way your information is arranged on a slide. A layout contains placeholders, which are placed on the slide in many different ways to make it easier for you to create a professional-looking presentation.
Types of Slide Layouts

Text Layouts contain placeholders arranged in various ways for titles, subtitles, and bulleted lists. Title Slide
Title Only
Title and Text
Title and 2-Column Text
Content Layouts contain placeholders arranged in various ways for titles and content options to add a table, a chart, ClipArt, a picture, a diagram or organization chart, and a media clip. Blank (contains no placeholders which allows you create your own layout.) Content
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Title and Content
Title and 2 Content
Title, Content, and 2 Content
Title, 2 Content, and Content
Title and 4 Content
Text and Content Layouts contain placeholders arranged in various ways for titles, bulleted lists, and content options to add a table, a chart, ClipArt, a picture, a diagram or organization chart, and a media clip. Title, Text, and Content
Title, Content, and Text
Title, Text, and 2 Content
Title, 2 Content, and Text
Title and Text over Content
Title and Content over Text
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Title and 2 Content over Text
Other Layouts contain placeholders arranged in various ways for titles, bulleted lists, tables, charts, ClipArt, pictures, diagrams, organization charts, and media clips. Title, Text, and ClipArt
Title, ClipArt, and Text
Title, Text, and Chart
Title, Chart, and Text
Title, Text, and Media Clip
Title, Media Clip, and Text
Title and Table
Title and Diagram or Organization Chart
Title and Chart
Section 6: Working with Slides

In this section you will learn how to: Understand what is a slide Add a new slide to your presentation Add new slides to your presentation Change the layout of a slide Use text autofit features Reapply a slide layout Manage your slides Rearrange the order of slides Use the slides tab Use the outline tab Insert duplicate slides Copy and paste slides Delete slides Insert slides from other presentations Use automatic layout and how to turn it off
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Lesson 6-1: What is a Slide?

Slide shows are made up of a series of slides that contain text, pictures, diagrams, charts, and other objects to display and enhance a presentation. A slide is the main component in a slide show. Slides are similar to pages in a Word document or worksheets in an Excel spreadsheet. Slides usually have placeholders for text, pictures, charts, or other objects. These placeholders have text that tells you to click to add the object indicated in the placeholder. For example, the Title Only slide has a text placeholder that says Click to add title.
Exercise: Adding new slides to your presentation

Adding a new slide is a common task in PowerPoint. Most presentations are delivered on a point-by-point basis with a slide for each major point you want to make. 1. 2. Open the Hiring Smart presentation that you saved in the previous chapter. Click the New Slide button on the formatting toolbar. By default, PowerPoint inserts a new slide using the Title and Text layout from the Text Layouts category in the Slide Layout task pane. The Slides Pane on the left side of the screen now shows two slides in your presentation. 3. 4. Click in the Click to add title placeholder and type Learning Objectives. Click in the Click to add text placeholder and type the following: Identify competencies and integrate them into a job description. Develop a fair and consistent interviewing process for selecting employees, using a variety of interview strategies.
Note: You can also insert a new slide by clicking the down arrow on the slide layout and selecting Insert New Slide. Tip: You can stop the Slide Layout pane from displaying every time you click the New Slide button by unchecking the Show when inserting new slides box at the bottom of the task pane.
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Exercise: Changing the Layout of a slide

Changing the layout of a slide is as simple as clicking a new slide layout in the Slide Layout pane. 1. 2. Make sure you are on Slide 2 (Learning Objectives) of the Hiring Smart presentation. Click the Title and 2-Column Text layout in the Text Layouts category. The original bulleted list is moved to the left side of the slide and a new text box is added to the right side of the slide. 3. Click in the Click to add text box of the second column and type the following: 4. Enhance communication skills of listening, asking questions, and observing, that are essential for a skilled recruiter. Understand the questions that are not legal to ask. Have a format for checking references.
Click the Save button on the standard toolbar to save the presentation.
Exercise: Text AutoFit

The new text box automatically changed the font size when your typing went too far beyond the size of the slide (AutoFit). By default, PowerPoint resizes text as you type so that if fits into a placeholder. PowerPoint reduces the font size and line spacing until all the text fits (to a minimum font size of 8 points). For title text, if a few words bump to a second line, the text is reduced by one font size so it fits on a single line. AutoFit can be turned on and off in the AutoCorrect Options dialog box. 1. Select Tools> AutoCorrect Options from the menu.
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2.
Click the AutoFormat As You Type tab at the top of the dialog box.
3.
Under the Apply as you type section, check the AutoFit title text to placeholder check box to turn it on. Uncheck the box to turn it off. Under the Apply as you type section, check the AutoFit body text to placeholder check box to turn it on. Uncheck the box to turn it off. Click Cancel to close the dialog box and keep the original settings. You dont have to turn off AutoFit permanently if you just want to use it for a specific placeholder. You can adjust how AutoFit functions in a placeholder by using the AutoFit Options button which appears near your text the first time it is resized. The button displays a menu with options for handling text too big for the placeholder it is in.
4.
5.
6.
Click the AutoFit Options button that displays on Slide 2 of the Hiring Smart presentation.
By default, the AutoFit Text to Placeholder is checked. You can click in the Stop Fitting Text to this Placeholder if you want to resize the text manually or let it spill over the placeholder. Tip: Clicking the Control AutoCorrect Options is a shortcut to the AutoCorrect Options dialog box that you use to turn the AutoFit feature on or off. 7. Click anywhere outside the AutoFit options menu to close it.
Exercise: Reapply Layout

If you have changed any of the placeholders or fonts in a layout, PowerPoint has a feature that allows you to reapply the original placeholder properties in that layout.
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1.
Click the up arrow on the vertical scroll bar to move back to Slide 1. The placeholder has been moved and resized. You can restore the original layout with the Reapply Layout command.
2.
Move the mouse pointer over the Title Only layout and click the down arrow on the right.
3.
Select Reapply Layout from the menu. The title that you had moved to the middle of the placeholder is now returned to its original size and location.
4.
Click the Save button on the standard toolbar.
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Lesson 6-2: Managing Slides

You can use both the Slide tab and the Outline tab in the Outline/Slide pane to rearrange the order of your slides. You can also use the Slide Sorter view to move the slides in a presentation which will be discussed in the Understanding PowerPoint Views chapter.
Exercise: Rearranging the order of slides

1. First, you should add a few more slides that you can move into a better order. Click on Slide 2 in the Slide tab on the left side of the screen.
2.
Click the New Slide button on the formatting toolbar.
3.
Select the Title, Text, and 2 Content layout from the Text and Content Layouts category in the Slide Layout pane. Click in the title placeholder and type The Interviewing and Hiring Process. Click the New Slide button on the formatting toolbar and select the Title Only layout in the Text Layouts category. Click in the title placeholder and type Overview. Click the New Slide button on the formatting toolbar and select the Title and Content over Text layout in the Text and Content Layouts category. Click in the title placeholder and type Time to Start Loop. Click anywhere outside the placeholders.
4. 5.
6. 7.
8. 9.
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10.
Click the Save button on the standard toolbar. Now you have five slides to rearrange into a more cohesive order for a presentation.
Exercise: Using the Slides Tab

To rearrange slides with the Slides Tab, all you have to do is drag the slide you want moved and drop it in a new location. 1. Click and hold with your left mouse button the Slide 4 thumbnail (with the title Overview).
2.
Drag Slide 4 between Slides 2 and 3 and release the mouse button. You will see a thin line appear when you move the thumbnail to guide you to the new location.
Try this: When moving or copying slide thumbnails, try dragging with your right mouse button. Note that after you drop the thumbnail, a shortcut menu appears giving you the option of moving or copying the slide.
Exercise: Using the Outline Tab

Using the Outline Tab is similar to using the Slides Tab because you can drag and drop the slide you want to move. 1. Click the Outline tab at the top of the pane to switch views.
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Tip: Double-click the slide icons to show or hide the text content of the slides.
2.
Click the Slide 4 icon (with the title The Interviewing and Hiring Process) and drag and drop it below the Slide 5 icon. Again, you will see a thin line appear when you move the icon to guide you to the new location. Your outline should now look like this:
Exercise: Inserting Duplicate Slides

You can easily make an exact copy or duplicate of a slide. Duplicate slides are inserted directly below the slides you have selected. 1. Switch to the Slides tab in the Outline/Slides pane
2. 3.
Click Slide 5 (The Interviewing and Hiring Process) to select it. Select Insert > Duplicate Slide from the menu. Slide 6 is an exact copy of Slide 5.
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Exercise: Copying and Pasting Slides

Copying and pasting slides is the same procedure as copying and pasting text in a word processor. 1. 2. 3. 4. Click on Slide 4 in the Slides tab to select it. Click the Copy button on the standard toolbar or select Edit > Copy from the menu. Click the blank area below Slide 6 in the Slides tab. Click the Paste button on the standard toolbar or select Edit > Paste from the menu. A copy of Slide 4 appears as Slide 7 in the presentation. Tip: You can also right-click the slide and select Copy, then Paste from the shortcut menu or press Ctrl + C on the keyboard to copy and Ctrl + V to paste.
Exercise: Deleting Slides

On occasion you may want to delete a slide or slides from your presentation. In this lesson, you will delete the copies of slides that you created in the previous lesson. 1. 2. Click on Slide 7 (the second Time to Start Loop) in the Slides tab to select it. Select Edit > Delete Slide from the menu or right-click and select Delete Slide from the shortcut menu. Note: You can also use the keyboard Delete key to delete slides you have selected. 3. 4. 5. Click on Slide 6 in the Slides tab to select it. Press the Delete key on the keyboard. Click the Save button on the standard toolbar.
Exercise: Inserting Slides from Other Presentations
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Once you have created several presentations, you may decide that you would like to use a slide or slides from your saved presentations in your new slide show. PowerPoint has a feature that allows you to browse for and select slides from other presentations stored in your computer or on a network. 1. 2. New slides are inserted after the selected slide by default. Click Slide 4 (Time To Start Loop) to select it in the Slides tab on the left side of the screen. Select Insert > Slides from Files from the menu.
The Slide Finder dialog box opens where you can type the location and name of a presentation or browse through your computer to find a presentation. Browsing is usually easier and faster than trying to remember exactly what to type in the box to find the presentation.
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3.
Click the Browse button. The Browse dialog box opens so you can navigate to the presentation with the slides you would like to insert.
4. 5.
Navigate to the Lesson Files folder and select the Lesson 3 presentation. Click the Open button in the bottom right corner of the dialog box. All of the slides from the Lesson 3 presentation are displayed in the Select Slides section of the Slide Finder dialog box. Slide numbers and titles are displayed below the slides to help you identify the content.
Tip: You can switch the view in the Select Slides section from slides to an outline with slides by clicking the buttons located on the right side above the slides.
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6.
Use the horizontal scroll bar to find and select the slide titled The Recruitment and Selection Process (Slide 6).
7. 8.
Click the Insert button. The slide from the Lesson 3 presentation is inserted between
Slides 4 and 5 and becomes Slide 5. Click the Close button to close the Slide Finder dialog box. Tip: If you want to insert all of the slides in the presentation displayed in the Slide Finder dialog box, click the Insert All button at the bottom of the box.
9.
Save the Hiring Smart presentation.
1. 2.
Click on Slide 6 (titled The Interviewing and Hiring Process).
Click in the top right content placeholder and type The Selection Process.
The layout is automatically changed to a bulleted list text layout. If you do not like the suggested layout you can easily revert the layout back to the original.
3. 4. 5.
Click anywhere outside the placeholder. Select Edit > Undo Typing from the menu or click the Undo button on the standard toolbar. The placeholder reverts back to its original content layout. Sometimes you may want to create your own layouts and would like to turn off the Automatic Layout feature. Select Tools > AutoCorrect Options from the menu.
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6.
Click the AutoFormat As You Type tab and click to uncheck the Automatic layout for inserted objects check box.
Tip: You can also turn off this option by using the Automatic Layout Options button, which appears on the right after an automatic layout has been applied to a slide. Click the button and choose Stop Automatic Layout of Inserted Objects from the menu.
7.
Click Cancel to close the dialog box and leave the settings unchanged.
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Section 7: Working with Text

In this section you will learn how to: Create a Blank Slide Add a Text Box Select a Text Box Move a Text Box Delete a Text Box Resize a Text Box Rotate a Text Box Changing the Formatting of a Text Box Select Text in a Text Box Deleting Text Change Text Size Change Text Font Type Format Text in PowerPoint 2003 Change Text Alignment Change the color of Text Use the Font Dialog Box Use Bullets and Numbered Lists Switch between Number lists and Bullet lists Change the Style of Bullets and Numbers in a List Delete Bullets and Numbered Lists
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Lesson 7-1: Adding and Formatting Text

You have already learned how to add text to a slide using a text placeholder in a slide layout. Now you will see how to add a text box anywhere in a slide without requiring a placeholder. This chapter will discuss how to work with text and with text boxes.
Exercise: Creating a Blank Slide

The restraints of the placeholders and slide layouts can keep your slide from looking the way you want. You can create blank slides to arrange your content in any way you prefer. 1. 2. Open the Hiring Smart presentation that you created in the previous chapters. Click on Slide 6 in the Slides tab to select it.
3.
Click the New Slide button on the formatting toolbar. Note: the New Slide button turns on the Task Pane and opens the Slide Layout pane.
4.
Select the Blank layout under the Content Layouts category in the Slide Layout pane. A completely blank slide is created for you to begin designing your own layout.
Tip: You can stop the Slide Layout pane from displaying every time you click the New Slide button by unchecking the Show when inserting new slides box at the bottom of the task pane.
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Exercise: Adding a Text Box

A text box is a movable, resizable container for text or graphics. Text boxes are used to place text anywhere on a slide. For example, you can put a text box outside a placeholder, or add a caption to a picture, or add text to an AutoShape that wont attach to the shape. Text boxes can have a border, fill, shadow, or 3-D effect, and you can change the shape of the box. 1. Make sure you have Slide 7 selected (the blank slide). 2. Select Insert > Text Box from the menu.
Tip: You can also click the Text Box button on the drawing toolbar located at the bottom of the window. 3. When you move your pointer from the menu back into the slide window, you will see that it has changed into a drawing guide pointer. Move the drawing guide pointer to the middle left of the slide. Click and drag the drawing guide pointer to create a box to hold the title of your slide.
4.
The insertion point is flashing inside the new text box and ready for you to insert some text.
5. Type Objective of Behavioral Interviewing. 6. Click anywhere outside of the new text box.
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Exercise: Selecting a Text Box

Selecting a text box is necessary for you to make changes to the box itself without affecting the text. You can move the pointer over the outside of the text to display a move pointer , or you can use the two-step method: first, to display the text box you click in the text. The text box borders appear but the insertion point is still in the text. Anything you do now will affect the text and not the text box. For example, pressing the Delete key will delete the text and not the text box. The second step is to click again near an edge of the text box to remove the insertion point from the text. 1. Move the pointer around the outside of the text you just created, Objective of Behavioral Interviewing, until the pointer changes to a move pointer and click.
The text box borders are visible and the insertion point is not flashing in the text. Now the text box is selected and the text will not be affected by any editing you do (except Delete which will delete the entire box - text and all).
Exercise: Moving a Text Box

Text boxes can be placed anywhere on a slide. 1. 2. Make sure the text box is selected. Move the pointer over an edge of the text box until it changes to a move pointer.
3.
Click and drag the text box to a new position.
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Tip: You can also move a selected text box by using the arrow keys on the keyboard. Each time you press an arrow key it nudges the text box by fixed increments in that direction.
Exercise: Deleting a Text Box

Text boxes can be removed easily from your slides. 1. Select the text box with the Objective of Behavioral Interviewing text.
Make sure that the insertion point is not flashing in the text. 2. 3. Press the Delete key on the keyboard or press Ctrl + Z. The text box disappears from the slide. Since you will continue to use this text box, you can undo the deletion. Click the Undo button on the standard toolbar.
Exercise: Resizing a Text Box

The text box that you just created for the title has a lot of unused space from the text to the right edge. You can resize the box to fit the text more neatly inside. The height of the text box depends on the size of the text in the box. You cant make a text box taller by dragging the top and bottom sizing handles. 1. Select the text box, making sure the text pointer is not flashing.
2.
Click the right sizing handle and drag the box left until it is close to the last word of your text, Interviewing.
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If you go too far, the text box will move the text onto a second line, you can drag right again to keep the text on one line.
Exercise: Rotating a Text Box

Text boxes can be rotated 360 degrees and appear on your slide at any angle. This can be very useful for dressing up a presentation or to avoid having text interfere with pictures on a slide. The green adjustment handle 1. 2. above the top sizing handle is used to rotate the text box.
Select the text box, making sure the text pointer is not flashing. Move the pointer over the green adjustment handle at the top of the text box until it changes to a circular arrow. Click and drag the circular arrow pointer up and to the left until the text box is at a 45 degree angle, approximately
3.
4. 5.
Move the text box to the slides top left corner. Save the presentation by clicking the Save button on the standard toolbar.
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Exercise: Formatting a Text Box

Text boxes can be formatted with borders, background color, shadow, or 3D effects. You can even change the shape of the text box and precisely size and position it on your slide. The Format Text Box dialog box has all of the options to help you create a professional look for your slide. 1. 2. 3. Make sure that Slide 7 is selected in the Slides tab. Select the text box, making sure the text pointer is not flashing. Select Format > Text Box from the menu. Tip: You can also double-click a text box to display the Format Text Box options.
The Format Text Box dialog box opens with formatting options for your text box.
Colors and Lines Options to choose fill color and transparency, line color, style, and size, as well as arrow style and size. Size Options to determine text box size and rotation, as well as scaling and scaling options. Position Options to precisely position the text box on the slide. Picture This tab page is unavailable in text box formatting but will be used when formatting a graphic box. Text Box Options to anchor the text box and set margins for inside the text box. It also has options for working with an AutoShape. Web The tab page is used to display alternative text in web browsers while pictures are loading or are missing. This text is also used with accessibility features.
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4. 5.
Click the Colors and Lines tab, if it is not already in front. Click the Fill Color down arrow (which should read No Fill).
6.
Select the Tan color. Note: moving the mouse pointer over the color will reveal that colors name.
7. 8. 9. 10 .
Click the Line Color down arrow (which should read No Line). Select the Dark Red color. Choose your own line style and weight (thickness) for the text box border. Click the Preview button in the lower right of the dialog box. You may have to move the dialog box away from the slide to see the formatting changes you made.
11 . 12 . 13 . 14.
Click the Size tab at the top on the dialog box. Click in the Rotation box to select the number and type 0. Click OK. The text box is now straight and has a colored background and a border. Move the text box into the top middle of the slide.
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Exercise: Selecting Text in a Text Box

Selecting text is one of the most important functions you can master in PowerPoint or any Office program. There are many reasons to select text. If you want to edit or format your text, for example, cutting, copying, deleting, changing the color, etc., you must select the text first. You will learn all of the methods of selecting text in this lesson. First, you need to insert two new text boxes in the slide. 1. 2. 3. 4. Make sure that Slide 7 is selected in the Slides tab. Click the Text Box button on the drawing toolbar at the bottom of the screen (if you do not see it here then go to View >Toolbars > Drawing). Click and drag the drawing guide pointer on the middle of the slide to draw a new text box. Type: The behavioral interviewing tools will make sure that the selection process is: Use either the Insert menu or the drawing toolbar to draw a second text box near the bottom of the slide. Type the following paragraph in the new text box: The behavior-based interview uses a series of questions on the candidates past behavior in situations similar to those that will be encountered in the new position. It goes beyond determining whether a person can do the job. It better determines if a person will do a good job; how it will be done and to what extent.
5. 6.
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7.
Move and resize the two new text boxes so all the text is on the slide. Your slide should look something like the image to the right.
Now that you have lots of text in text boxes to work with, you can move on to selecting text.
8.
Click in the top title text box to select it. Make sure the insertion point is flashing in the text. The most common method of selecting text is dragging over the word or words. When a word is selected it is temporarily highlighted with an opposite color. For example, black text on a white background becomes white text on a black background.
9. 10 . 11 .
Click in front of the word Behavioral and drag to the end of the word Interviewing. Sometimes you need to deselect text when you dont need to do anything with it. Click anywhere outside the text selection in the text box to deselect it. You can also use the keyboard to select text which is time-saving while typing. You dont have to move your hands away from the keyboard to drag with the mouse. Click in the middle text box to select it.
12 . 13 . 14 .
Use the arrow keys on the keyboard to move the insertion point before the word selection near the end of the sentence. Hold down the Shift key and press the right arrow key until the phrase selection process is highlighted. Click anywhere outside of the selected text to deselect it. The dragging method of selection is most useful when selecting several words or phrases. There are shortcuts that you can use to select one word, a line, a paragraph, or all of the text on a slide.
15 .
Refer to the table below for selection shortcuts and try them in your slide.
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Tip: By default, when you drag to select a few characters of a word, PowerPoint will automatically select the whole word. You can turn this feature off if it annoys you. Select Tools > Options from the menu. Click the Edit tab and uncheck When selecting, automatically select entire word check box.
Exercise: Deleting Text

You will always find that you have to make changes to the text in a presentation. For example, you want to use an existing presentation but you need to update the content. There are three ways to delete text: the backspace key, the delete key, and the select and replace method. 1. The Backspace key always deletes text to the left of the insertion point. Pressing Backspace when you have text selected will delete the selected text and move the insertion point to the left. Make sure that Slide 7 is selected in the Slides tab of the Hiring Smart presentation. 2. 3. 4. 5. 6. Click in the top text box (the title) to select the text box. Move the insertion point to the end of the word Objective. Press the Backspace key several times until the whole word is deleted. Type the word Purpose and click anywhere outside the text box. The Delete key always deletes text to the right of the insertion point. Pressing Delete when you have text selected will delete the selected text and move the insertion point to the right. Select the middle text box. 7. 8. 9. 10. Move the insertion point to the beginning of the phrase make sure. Press the Delete key several times until the whole phrase is deleted. Type ensure and click anywhere outside the text box. Select and replace is a very easy way to delete text and replace it with new text. To use select and replace you just have to select the text and type the new text. The old text will disappear with the first character you type of the new text.
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Select the bottom text box. 11. 12. Select the text uses a series of by dragging across the words. Type incorporates structured and watch the new words replace the old words.
Exercise: Changing Text Size

There are many reasons to change the size of text. You may want to fit the text into a text box, or emphasize a word or phrase. Titles are often a larger text size than the body. Text size is measured in points (pts). A point is very small, only 1/72 of an inch. Text size increases with the number of points you choose. Microsoft Office programs usually use a default text size of 10 or 12 points. 1. 2. 3. Click in the top text box (the title) to select it. Select the entire title by dragging over all the words or triple-clicking in the text box. Click the down arrow next to the Font Size box on the formatting toolbar.
4. 5. 6.
Select size 32 from the list. This is a large size that will make the title text much bigger than the rest of the body text. Apply what you now know about resizing and moving text boxes and move the title text box until the title fits neatly across the top of the slide. Save the presentation by clicking the Save button on the standard toolbar.
Exercise: Changing Text Font Type

Font refers to an assortment or set of type all of one size and style. You can change the appearance of the type (font) in most programs that use text. Microsoft Office has quite a few
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fonts installed on your computer and you probably have quite a few others that have been added when you installed other programs. You can also download font sets from the internet. 1. 2. 3. Click in the top text box (the title) to select it. Select the entire title by dragging over all the words or triple-clicking in the text box. Click the down arrow next to the Font box on the formatting toolbar.
4. 5.
The fonts are all displayed with their names as a preview of the font style. Scroll down the list and select the Century Gothic font (or any font you like). Save the presentation by clicking the Save button on the standard toolbar.
Exercise: Formatting Text

You can emphasize your text with the bold, italics, and underline formatting features in PowerPoint. 1. 2. 3. 4. 5. 6. Select all of the text in the title text box at the top of Slide 7. Click the Bold button on the formatting toolbar. The text becomes darker or bold, making it easy to see and find. Select all of the text in the middle text box on Slide 7. Click the Italics button on the formatting toolbar. The text becomes slanted or italicized, bringing emphasize to the text. Click in the bottom text box and select the word can in the second sentence of the paragraph. Click the Underline button on the formatting toolbar.
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7. 8.
Select the word will in the last sentence of the paragraph. Click the Underline button on the formatting toolbar. The text now has an underline which draws the eye to the text and increases its visibility.
Exercise: Changing Text Alignment

Text can be aligned within a text box just as you can on a document in Word. Since we read from left to right on a page, the default alignment in a text box is Left Align. Center Align is used to center the text within the text box and Right Align will line the text up against the right edge of the text box. 1. Click anywhere in the top title text box to select the text box. Tip: Text alignment works in a text box selection even when the insertion point is not flashing in the text. 2. Click the Align Right button on the formatting toolbar. Click the Align Left button on the formatting toolbar. Click the Align Center button on the formatting toolbar. The text in the text box centers between the left and right edges of the box.
Tip: The Justify alignment, that aligns text to both the left and right margins of a placeholder, does not work in a text box.
Exercise: Changing the Color of Your Text

Text can also be emphasized by using different text colors. Black or dark blue is the best color for reading text on a white or light-colored background. White or yellow is best for black or darkcolored backgrounds. Sometimes you may just want a word or phrase to jump out from the slide - using a bright color is a good way to catch a readers attention. 1. 2. Select the text in the title text bar at the top of Slide 7. Click the small down arrow next to the Font Color button on the formatting toolbar.
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PowerPoint gives a choice of eight colors from the slide show color scheme. Color Schemes will be discussed in the chapter, Formatting a Presentation. You can also select your own color by clicking the More Colors button at the bottom of the menu. 3. 4. 5. 6. 7. Click the Dark Blue color from the color scheme colors. Click anywhere outside of the text box to see the new color. Select all of the text in the middle text box. Click the small down arrow next to the Font Color button on the formatting toolbar. Click the More Colors button
and click on a red color in the octagon.
New/Current color swatch box
You will see the red color you clicked appear in the top half of the New/Current color swatch box. 8. Click OK to choose the color and close the dialog box.
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9. 10.
Click anywhere outside the text box to see your new red text. Save the presentation by clicking the Save button on the standard toolbar.
Exercise: Using the Font Dialog Box

All of the text formatting features that you just used from the toolbar are available in the Font dialog box located under the Format menu. There are also options to use shadow and emboss text effects and to use superscript or subscript (text that is decreased in size and raised or lowered from the text line. 1. 2. Select all of the text in the middle text box on Slide 7. Select Format > Font from the menu. The Font dialog box opens with options for formatting text characters. The Font, Font Style, and Size options have both a text box and a list box where you can either type the font name, style, or point size or select from the list of installed fonts, bold and italic options, or point sizes.
Underline This effect puts a black underline under the selected text. Shadow This effect makes the text look 3D with a shadow behind it. Emboss This effect makes the text look like it is raised up from the paper. Superscript This effect decreases the font size and raises the text above the regular line of text. A common example of superscript text is footnote numbers in academic papers. Subscript This effect decreases the font size and lowers the text below the regular line of text. A common example of subscript text is footnote numbers in academic papers. Offset The offset option lets you set a percentage of line spacing that the superscript and subscript effects are raised or lowered from the base line. Color This effect lets you change the color of the text.
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3. 4. 5.
You may want to experiment with the different font options and effects. Click the Preview button to see the changes to your selected text. Click Cancel when you are finished to close the dialog box without making any changes.
Exercise: Using Bullets and Numbered Lists

Bullets are small symbols or pictures that draw attention to the points in a list. Numbered lists are used throughout this course to indicate the steps to be taken in a lesson. PowerPoint comes with several bullet and number styles to choose from and you can also create custom bullets and number styles to use in your presentation. Adding Bullets and Numbered Lists: 1. 2. 3. 4. Move the middle text box up on the slide to make room for a new text box. Make a new text box in the middle of the slide using either the drawing toolbar or Insert > Text Box from the menu. Click the Numbering button on the formatting toolbar. You will see a small light gray 1. appear in the text box followed by an indentation. Type Objective. Once you start typing, the number becomes black and easily visible. 5. 6. 7. Press Enter on the keyboard to move to the next line. Type Consistent and transparent and press Enter. Type Based on the competencies and proficiency level of the job and press Enter. Type A good predictor of performance and press Enter. Type Fair and reasonable and press Enter. The list is ready to continue with a new number, but our list is finished. When you want to stop creating a bulleted or numbered list, you just have to press the Backspace key on the keyboard.
8. 9.
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10. 11.
Press the Backspace key to stop creating a bulleted list. The insertion point moves to the beginning of the line so you could start typing a normal paragraph. Press the Backspace key again to move back to the end of the last item in the list.
Exercise: Switch between Numbers and Bullets

You can very easily switch between a numbered list and bullets, and vice versa, by clicking the appropriate buttons on the formatting toolbar. 1. 2. Select all of the text in the numbered list you just created. The numbers in the list do not highlight but they are selected with the text. Click the Bullets button on the formatting toolbar. All of the numbers new become bullets. Tip: You can change just one bullet into a number (or vice versa) by putting the insertion point in the line you want to change and click the Bullets or Numbering button on the formatting toolbar.
Exercise: Changing the Style of Bullets and Numbered Lists

Bullets and numbered lists have several styles that can be applied, changing the appearance of the bullets or numbers. For example, a bullet could be a star or an arrow and the numbers could be Roman numerals or alphabet letters. You can choose one of the existing bullet styles, create a bullet style from a picture or ClipArt, or customize the bullets by selecting a different symbol. 1. 2. Select the bulleted list you just created. Select Format > Bullets and Numbering from the menu.
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3.
Click the Bulleted tab, if it isnt already displayed.
4. 5. 6.
Click on a different style of bullet. Click the Customize button. The Symbols dialog box opens.
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7. 8. 9. 10. 11.
Click the down arrow next to the Font list box and select Wingdings from the list. Scroll through the list until you find a symbol that you would like to use as a bullet. Click the symbol and click OK. A new Custom style box appears in the dialog box. This is the new symbol that you chose to use. Click OK to close the Symbol dialog box and insert your new bullet style. Click OK to close the Bullets and Numbering dialog box. Tip: If you choose to use a picture as your bullet style and the Clip Organizer is not installed on your computer, the Insert Picture dialog box appears when you click Picture in the Bullets and Numbering dialog box. You will then have to browse your computer for a picture file that you can use as your new bullet style.
12. 13.
Click the Numbering button on the toolbar to switch to a numbered list. Select Format > Bullets and Numbering from the menu. The Numbered tab should now be displayed in the Bullets and Numbering dialog box.
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14.
Click on a different style of number. Note: You can change the size and color of the numbers in the list, as well as changing the number that begins the list.
15.
Click Cancel to close both of the dialog boxes.
Exercise: Deleting Bullets and Numbered Lists

Deleting bullets and numbered lists is as easy as adding them. Clicking the Bullets or Numbering 1. 2. Select the list you created in the previous lesson. Click the Bullets button on the toolbar. The bulleted list disappears from the text.
Tip: If you delete or add just one number in a numbered list, PowerPoint automatically adjusts the number sequence.
3.
Save the presentation.
Section 8: Cool Text Tools

In this section you will learn how to: Find text Find and Replace text Add drop shadows to text Edit text shadows use the Format Painter Add Symbols and Special Characters
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Add WordArt Understand the WordArt Toolbar Edit and Format WordArt
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Lesson 8-1: Find and Replace

Find and replace is an excellent tool that helps you edit your entire presentation at once. For example, you may want to replace every occurrence of the word good with the word excellent in your presentation. The Replace dialog box, found in the Edit menu, will search for and replace each good. You can find and replace individual occurrences of a word or phrase by clicking the Find Next button and then Replace to replace the text or Find Next to leave the text alone and move on to the next occurrence.
Exercise: Using Find and Replace

1. 2. Open Lesson 3 presentation and select Slide 1. Select Edit > Replace from the menu to open the Replace dialog box.
Two text boxes appear in the Replace dialog box where you type the word you want to find and the word it is to be replaced with. 3. 4. Type skills in the Find What text box and press the Tab key. Type abilities in the Replace With text box.
Check this box to search for only those words that are in the same case, eg. UPPERCASE or lowercase.
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Check this box to search for only the whole specified word. For example, if you search for the, the search will ignore words with the in them (they, other, etc.)
5. 6. Click the Find Next box. The search jumps you to Slide 2 where it found the word skills. Click the Replace button. The word is changed from skills to abilities and Find and Replace jumps you ahead to Slide 3 where the next occurrence of the word skills appears. This time you want to leave the words as they are. Click the Find Next button to leave the word skills on this slide and move to the next occurrence of this word. Click the Find Next button again to continue through the presentation. You have jumped to Slide 10 and the next occurrence of skills. You can use the Replace All button if you are sure that you want every word in the presentation changed. Think carefully before using the Replace All button - you might not want it to replace every instance of a word. As an extra precaution, make sure the Find Whole Words Only box is checked. 9. Click the Replace All button. A small dialog box appears telling you that PowerPoint has finished its search and that 22 replacements were made.
7. 8.
10. 11.
Click OK to close the dialog box. Close the Lesson 3 presentation without saving your changes.
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Lesson 8-2: Drop Shadows

Shadows added to text and/or text boxes give a 3D effect to add a little flair to your text content. As it is a popular eye-drawing effect, the command is conveniently located on the formatting toolbar.
Exercise: Adding a Drop Shadow to Text

1. 2. 3. 4. 5. 6. Open the Hiring Smart presentation you created in the previous chapters. Click Slide 7 in the Slides pane to move to that slide. Select the entire title, Purpose of Behavioral Interviewing. Click the Shadow button on the formatting toolbar. Click anywhere outside of the text box to see the new effect. You can also add shadows to text boxes to create a 3D effect for the entire box. If the box has fill or lines, the shadow will fall behind the fill and/or lines. If the box has no fill or lines, the shadow will apply to all of the text in the box. Select the text box by clicking around the outside of the text.
7. 8.
Make sure the drawing toolbar is displayed at the bottom of the main window. If it isnt, select View > Toolbars from the menu and click the Drawing toolbar. Click the Shadow Style button on the drawing toolbar. There adjust your are several shadow styles available to select and you can the settings for each of the styles to create the right shadow for text box.
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9.
Select Shadow Style 6, in the second row of the shadow options. A shadow appears behind the fill and lines in the text box. You can adjust the shadow so it appears exactly where you want it with the Shadow Settings toolbar.
10.
Click the Shadow Style button on the drawing toolbar and click Shadow Settings. A small toolbar appears floating in the main window. The Shadow Settings toolbar contains options to turn Shadow on or off, to nudge the shadow up, down, left, or right, and to change the shadow color.
11. 12. 13. 14.
Click the Nudge Shadow Down button twice. Click the Nudge Shadow Right button four times. Click the down arrow on the Shadow Color button. Select the seventh color in the color scheme swatches (the aqua marine color).
15. 16.
Click anywhere outside of the text box to see the new shadow effect. Close the Shadow Settings toolbar by clicking on the x.
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Lesson 8-3: The Format Painter

The Format Painter allows you to copy the formatting of text (bold, italics, underline, color, borders, fill, etc.) and apply it elsewhere. You can save time creating a consistent look throughout your presentation by formatting text once and then using the Format Painter to apply the formatting to each slide you want to keep the same look.
Exercise: Using the Format Painter

1. Move to Slide 1 of the Hiring Smart presentation.
2.
Display the Slide Layout task pane by selecting View > Task Pane from the menu
then select Slide Layout from the task pane menu.
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3.
Click the Title Slide layout to add a sub-title text box on Slide 1.
4.
Click in the sub-title text box and type Behavioral Interviewing Techniques. In keeping with consistency throughout the presentation, you will use the same title formatting on each slide. Move to Slide 7 of the Hiring Smart presentation and select the title text box. Click the Format Painter button on the standard toolbar. The pointer changes to a pointer with a paintbrush . Painting text with the current format is as easy as clicking the new text box with the paintbrush pointer. Move to Slide 1 of the presentation and click the sub-title text box named Behavioral Interviewing Techniques. The text box is now formatted with the same font style, size, and color, and the box has fill, lines, and shadow as the box on Slide 7 and the pointer no longer has a paintbrush beside it.
5. 6.
7.
8.
Clicking the Format Painter once allows you to use it only once. Double-clicking the Format Painter button allows you to copy the same formatting several times. Select the sub-title text box on Slide 1 called Behavioral Interviewing Techniques. Double-click the Format Painter button on the standard toolbar. Move to Slide 2 and click the title text box (called Learning Objectives), with the paintbrush pointer . This time the paintbrush pointer does not disappear allowing you to use it again and again. Click the title text box in each slide of the presentation. Note: It is considered professional to keep a consistent format throughout the presentation, rather than a lot of different fonts, colors, and effects. You want the people watching the presentation to pay attention to the content, not the design.
9. 10.
11.
12.
Click the Format Painter button on the standard toolbar when the formatting is complete. The Format Painter is now turned off and the pointer no longer has a paintbrush beside it.
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Lesson 8-4: Symbols and Special Characters

There are several common symbols, such as $, #, @, etc., available from your keyboard and there are many more available through PowerPoints Symbol options. You can find symbols in font sets listed in the font type list and in special symbol font sets like Webdings and Wingdings.
Exercise: Adding Symbols and Special Characters

1. 2. Move to Slide 1 in the Hiring Smart presentation. Click in the sub-title text box and place the insertion point Interviewing. at the end of Behavioral
3.
Select Insert >Symbol from the menu to open the Symbol dialog box.
At the top of the Symbol dialog box is the font set list. The (normal text) font is the current text font you are using; Century Gothic. The subset list has options for symbols in other languages. You can choose a symbol from the (normal text) font set, or from a different font set, or from the recently used symbols list.
4.
Click the down arrow in the Font list at the top of the dialog box and select Symbol. New symbols are displayed in the dialog box.
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5. 6.
Scroll down through the symbols until you find the (registered trademark) symbol. Select the symbol box then click the Insert button in the lower right corner of the dialog box. Close the dialog box to see your new symbol.
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Lesson 8-5: WordArt

WordArt is available to all Office programs and turns ordinary text into 3D headlines, which is excellent for emphasizing simple messages. You can format WordArt text objects to create a unique and professional effect.
Exercise: Adding WordArt

1. 2. 3. Move to Slide 1 of the Hiring Smart presentation. Select the title text box and press the Delete key on the keyboard twice to delete the title placeholder. Select Insert > Picture > WordArt from the menu.
Note: The WordArt Gallery can be accessed from the Insert menu and from the drawing toolbar.
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The WordArt Gallery opens with thirty different pre-formatted designs that you can edit and change as much as you like.
4.
Click the WordArt style in the first column of the last row and click OK.
The Edit WordArt Text dialog box opens where you can change the text, font, size, bold, and italics.
5. 6.
Type Hiring Smart to replace Your Text Here. Change the font to Century Gothic, the size to 80, and click the Bold button.
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7.
Click OK to close the Edit Text dialog box and see your new WordArt.
The WordArt toolbar contains buttons that modify a WordArt object and only appears when a WordArt object is selected. You can move and resize a WordArt object just like any other object. 8. Position the pointer over the WordArt text to change it to a move pointer the object to center it above the sub-title text box. , then drag
9.
WordArt objects have a yellow diamond adjustment handle under the bottom sizing handle and a green circle rotation handle above the top sizing handle. By dragging the yellow adjustment handle you can change the degree of slant or loop and by dragging the green rotation handle you can change the angle of the text. Drag the yellow adjustment handle to the right about 1/4 of an inch. The dashed lines on the top and bottom of the text show you how the slant will behave.
10.
Drag the green rotation handle down and to the left to a 45 degree angle. Your slide should look like this:
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WordArt Toolbar Buttons

Insert WordArt WordArt WordArt Gallery Shape WordArt WordArt Vertical Character Text Spacing
Edit Text
Format WordArt
WordArt WordArt Same Alignment Letter Heights
Insert WordArt Edit Text WordArt Gallery Format WordArt WordArt Shape WordArt Same Letter Heights WordArt Vertical Text WordArt Alignment WordArt Character Spacing
Opens the WordArt Gallery for you to select a style for your text. Opens the Edit WordArt Text dialog box where you can change the text, font, size, bold, and italics. Opens the WordArt Gallery for you to select a style for your text. Opens the Format WordArt dialog box with options for colors and lines, size, position, picture, text box, and web. Opens a picture list of shapes that you can apply to your text. Changes the height of all the letters to match the tallest letter in your text. Click the toolbar button to turn the effect on and off. Changes your text from horizontal to vertical. Click the toolbar button to turn the effect on and off. Opens a list of alignment options: left, center, right, word justify, letter justify, and stretch justify. Opens a list of character spacing options: very tight, tight, normal, loose, very loose, and custom spacing.
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11.
Click the Format WordArt button on the WordArt toolbar. The Format WordArt dialog box opens where you can change many formatting options such as fill and line color, size, position, etc. Click each tab at the top of the dialog box for more formatting options.
12. 13.
Click the Colors and Lines tab, if it is not already in front. Click the down arrow in the Color list box in the Fill section.
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14.
Click the Fill Effects button.
The Fill Effects dialog box lets you customize the gradient, texture, pattern, and picture.
15. 16.
Click the Gradient tab, if it is not already in front. Click the down arrow in the Preset Colors list in the Colors section, next to the Chrome II text.
17.
Select Brass from the list.
18.
Click the Diagonal Down button in the Shading Styles section.
19. 20. 21.
Click OK to close the Fill Effects dialog box. Click OK again to close the Format WordArt dialog box. Click the WordArt Character Spacing button on the WordArt toolbar.
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22.
Click the Loose option in the character spacing list.
23.
Click anywhere outside the WordArt text object to deselect the object and automatically close the WordArt toolbar.
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Section 9: More on PowerPoint Views

In this section you will learn how to use the: Normal (Tri-pane) View Slide Sorter View Notes Page View Slide Show view Color/Grayscale View Print Preview Zoom Views
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Lesson 9-1: Understanding PowerPoint Views

PowerPoint has three main views: normal view, slide sorter view, and slide show view. You can also choose special views: notes page view, color/grayscale view, and print preview. Each view displays the presentation differently and allows different options for managing the presentation. PowerPoints default view is the Normal view when you start a new presentation. The different views can be accessed through the View menu or, for the three main views, through the small buttons located on the bottom left of the screen.
Exercise: Normal (Tri-pane) View

1. Open the Hiring Smart presentation you created in previous chapters. Normal view is the main editing view, which you use to write and design your presentation. The view has three working areas: on the left, tabs that alternate between an outline of your slide text (Outline tab) and your slides displayed as thumbnails (Slides tab); on the right, the slide pane, which displays a large view of the current slide; and on the bottom, the notes pane. This is the view you are using now and the one you will use the most.
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Outline/Slides pane
Notes pane
Slide pane
2.
Click the Outline tab on the Outline/Slides pane (top left side of your screen). The Outline Tab shows your slide text in outline form. This view is best for working with the text content on a presentation. You can add and delete text, and move slides and text around. Slides 1 and 7 do not show any content in the Outline tab because all of the text is in text boxes. Outline view can only read the text content in slide layout placeholders.
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3.
Double-click the Slide 2 icon, Learning Objectives.
The outline expands to display the text content from the placeholders in the slide layout. The section, Working with Outline Pane View, will cover this pane in detail.
4.
Click the Slides tab on the top left side of the screen. The Slides tab displays the slides in your presentation as thumbnail-sized images. The thumbnails make it easy for you to navigate through your presentation and to see the effects of your design changes. You can also rearrange, add, or delete slides.
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5.
You can adjust the size of the different panes in normal view by dragging the pane borders. The Outline and Slides tabs change to display an icon when the pane becomes narrow, and if you only want to see the current slide in the window as you edit, you can close the tabs with a Close box in the right corner. Position the pointer over the edge of the Outline/Slides pane and drag the splitter bar pointer to the left to narrow the pane.
Note: The tab names turn into icons. 6. 7. Select View > Normal (Restore Panes) from the menu to display the Outline/Slides and Notes panes. Click the x in the top right corner of the Outline/Slides pane to close the pane. The Notes pane closes along with the Outline/Slides pane.
Exercise: Slide Sorter View

Slide sorter view displays all of your slides in thumbnail form. Slide sorter view gives you an overall picture of your presentation, making it easy to reorder, add, or delete slides and preview your transition and animation effects. You will work with this view in more detail in the section, Working with Slide Sorter view. 1. Click the Slide Sorter view button (the middle button on the bottom left of the screen). All of the presentations slides are displayed for you to edit or manage.
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Exercise: Notes Page View

The Notes pane is located at the bottom of the main slide window in normal view. You can add notes that relate to each slide's content, and print the notes as notes pages and use them either as notes to yourself while you give your presentation, or, if they're notes you intend for your audience, hand them out to accompany your slide show presentation. The Notes Page view is also used to enlarge, reposition, or format the slide image area or notes area. 1. Select View > Notes Page from the menu.
The Notes Page shows a small slide display and a large text box for your notes.
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2.
Select View > Normal from the menu to go back to the main working view.
Exercise: Slide Show view

Slide Show view takes up the full screen, like an actual slide show presentation. In this fullscreen view, you see your presentation the way your audience will. You can see how your graphics, timings, movies, animated elements, and transition effects will look in the actual show. This view will be used in more detail in the section, Delivering the Presentation. 1. Click Slide 1 in Slide Sorter view.
2. 3. 4.
Click the Slide Show button (the right button on the bottom left of the screen). Your presentation begins as a slide show. Click anywhere on the screen to advance to the next slide. Click until you reach the last slide or press the Esc key on the keyboard to end the slide show.
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Exercise: Color/Grayscale View

The Color/Grayscale view lets you display your presentation in full color, or with various grayscale and black and white settings. 1. Select View > Color/Grayscale from the menu.
The Color option is the default view in PowerPoint. 2. Click the Grayscale option to display the Grayscale View toolbar.
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3.
Click the Setting button to open the list of options.
The options for Grayscale view are automatic, grayscale, light grayscale, inverse grayscale, gray with white fill, black with grayscale fill, black with white fill, black, and white. The default setting for grayscale view is White.
4. 5.
Click on the different grayscale views to see the changes to your presentation. Select the White option when you are finished and click the Close Grayscale View toolbar. The Pure Black and White option in the Color/Grayscale view menu offers the same options as the Grayscale view. Select View > Color/Grayscale > Pure Black and White from the menu.
6.
7. 8.
Click the Settings button and preview the different options in your presentation. Select the White option when you are finished and click the Close Black and White View toolbar.
Exercise: Print Preview

When you are delivering a presentation, you may want to have printed copies of the slides to give to your audience. Previewing your presentation before you print is a good habit to develop. This gives you an opportunity to fix any errors you may find and give the slide show a final runthrough. The Print Preview window has quite a few options to help you make your printed presentation as appealing as the slide show.
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1. 2.
Make sure you are on Slide 1 of the Hiring Smart presentation. Click the Print Preview button on the standard toolbar or select File > Print Preview from the menu. The Print Preview window opens displaying a toolbar at the top and Slide 1 in full screen view.
The Print Preview Toolbar

Previous Page Next Page Zoom Portrait Landscape Options Close Print Preview Help
Print
Print What
Previous Page Next Page Print Print What Zoom Landscape Portrait Options
Moves you to the previous page in your presentation. Moves you to the next page in your presentation. Opens the Print dialog box so you can change the print options or printer properties to suit your requirements. Options to print slides, handouts (from 1 to 9 slides per page), notes pages, or the outline view. The Zoom options let you magnify or shrink the slides on the screen. This does not affect the printing of the slides or handouts. Changes the slide orientation to landscape from portrait. Changes the slide orientation to portrait from landscape. The Options button contains commands to add a header and footer, to change from color to grayscale, to scale to fit paper, to frame slides, to print hidden slides, to include comments pages, and to change the printing order of the slides. Closes the Print Preview window and returns you to your presentation. Opens the help dialogue box for printing preview and displays related printing preview help topics.
Close Print Preview Help
3.
Click the down arrow beside the Print What list box, and select Handouts (3 slides per page).
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The preview shows you three slides with lines beside each slide for notes.
4.
Click the Options button and select Header and Footer.
The Header and Footer dialog box opens to the Notes and Handouts tab.
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5.
Uncheck the Date and Time check box.
6. 7.
Click the text box under the Header check box, and type Hiring Smart. Click the text box under the Footer check box, and type Behavioral Interviewing Techniques. Click the Apply To All button on the right side of the dialog box. The preview now displays the new header and footer, including the page number, on each printed page of the handout.
8.
Click the Close button to return to the Hiring Smart presentation.
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Exercise: Using the Zoom Views

PowerPoint, and all Microsoft Office programs, have a Zoom feature that allows you to magnify or shrink the slides as you view them on your screen. The Zoom views do not affect how the slides or handouts are printed. 1. Click the down arrow in the Zoom box on the standard toolbar. You can choose from quite a few zoom sizes; from 400% to 25%. The Fit option is the default view for PowerPoint slides.
2.
Select some percentages to see how large or small they make your slide. Click the Fit option, when you are finished, to return to the default Zoom view.
Section 10: The Outline Pane

In this section you will learn how to: Use the Outline Pane Use the Outline View to Enter Text Create Slides in Outline View Delete Slides in Outline View Rearrange Slides in Outline View Use the Outlining Toolbar Create a Summary Slide
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Lesson 10-1: Working with the Outline Pane

The Outline Pane helps you edit your presentation's content. You can reorganize the points (bullets) on your slides or reorganize the slides themselves. Your content can come from many places: you can type it in yourself; you can use the AutoContent Wizard; you can insert files from another program, i.e. a Word document or a simple text file. When you save your presentation as a Web page, the text on the Outline tab becomes a table of contents so you can navigate through the slides easily.
Exercise: Using Outline View to Enter Text

If your slides are text-oriented (as most professional presentations are), you many find it easier to enter your text content in the Outline pane. You can easily create new slides, reorganize slides, and enter titles and text. 1. Make sure you have the Hiring Smart presentation open that you have created in the previous lessons or you can open the Chapter 9 presentation from the samples files folder. Click the Outline tab in the Outline/Slides pane.
2.
3.
In the outline tab, click at the end of the title Overview in Slide 3 in the Outline pane
and press Enter to insert a new slide.
4.
Press the Tab key on the keyboard. The new Slide 4 disappears and a small gray bullet is inserted under the Overview title.
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5.
Type Sophistication in candidate evaluation has become the new driving force in the labor markets of the twenty-first century and press Enter.
6.
Type The number of new employees hired has decreased in light of reduced corporate revenues and press Enter.
7.
Type Output per employee has increased to maintain the existing workflow and DO NOT press Enter. The text has been entered on your slide in a blue Century Gothic font style. This is because previously you used the Format Painter to copy the formatting to the title slides. When you use the Format Painter in PowerPoint, the entire slide becomes the object that the formatting is copied to, not just the text box. Note: if you copied and pasted this text the formatting may be different.
8.
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Exercise: Creating Slides in Outline View

In the previous lesson, you created a new slide in Outline View and then changed it to a list item (this is referred to as demoting). When you press Enter to create a new slide after inserting text, the new list item needs to be promoted to a slide. However, pressing Enter at the end of a title on a slide that has only graphics, multimedia or text boxes will create a new slide without requiring it to be promoted or demoted. 1. Make sure the insertion point is at the end of the text you inserted on Slide 3.
2.
Press the Enter key on the keyboard. The bulleted list continues on Slide 3. Your task is to promote the text to create a new slide. Click the Decrease Indent button on the formatting toolbar (or press Shift + Tab) on the keyboard to promote the list item. A new slide is inserted after Slide 3.
3.
4. 5.
Type Principles for Exploring Past Actions in Slide 4. Press the Enter key, which creates a new slide, then press the Tab key to demote the slide to a list item.
6.
Type The best predictor of future performance is past performance in similar circumstances and press Enter. Type The more recent the behavior, the more predictive of future performance and press Enter. Type The more long-standing the behavior, the more deeply-rooted it is and press Enter. Click the Decrease Indent button on the formatting toolbar (or press Shift + Tab) on the keyboard to promote the list item to a new slide.
7.
8.
9.
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Exercise: Deleting Slides in Outline View

You can delete slides in the Outline pane as well as in the Slides pane and in Slide Sorter View. 1. Click the new Slide 5 icon to select it and press the Delete key on the keyboard.
Tip: You can also right-click the slide icon and select Delete Slide from the shortcut menu, or select Edit > Delete Slide from the menu.
Exercise: Rearranging Slides in Outline View

Rearranging slides in the Outline pane is as easy as dragging and dropping the slide to a new position. 1. Click the Slide 4 icon (Principles of Exploring Past Actions) in the Outline pane to select it.
2.
Drag the slide icon down until it is positioned after Slide 8. You will see a horizontal line move down the Outline pane as you drag. This line indicated the new position of the slide as you move.
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Exercise: The Outlining Toolbar

When you write your content in the Outline pane, the Outlining toolbar becomes useful with buttons that let you increase or decrease text indents, collapse and expand content, and show or hide text formatting. Some of the Outlining toolbar buttons are also available on the standard and formatting toolbars. 1. Select View > Toolbars > Outlining from the menu or right-click any toolbar and click Outlining in the toolbar list.
The Outlining toolbar will now be displayed (either docked or floating).

Promote Move Up Collapse Summary Slide Collapse all
Move Down Demote Expand
Expand All Show Formatting
2.
Promote/Demote Slides can be demoted to list items and list items can be promoted to a new slide title or demoted to a new list within a list item. Move the insertion point to the front of the second list item in Slide 8 (The more recent behavior,...) and click the Demote button on the Outlining toolbar.
The list item moves to become a list item under the first bulleted point.
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3.
Move the insertion point to the front of the last list item in Slide 8 (The more longstanding...) and click the Demote button twice.
The third list item becomes a list item under the new list under the first bulleted point.
4. 6.
With the insertion point still in the front of the third list item, click the Promote button on the Outlining toolbar. The item moves back to become the second list item in the new list under the first bulleted point. Click the Promote button on the Outlining toolbar. A new slide is created with the text from the sub-title placeholder on Slide 1 and the Slide 1 placeholder returns to the default text Click to add sub-title.
7. 8.
Click the Demote button to return the text to the placeholder on Slide 1. Move Up/Move Down The move up and move down buttons will move your text or slide contents up and down in the outline. For example, select an entire slide and click the move down button and all of the slide content will move down to the next slide. Select a list item and click the move up or down buttons to move just the selected text in your outline.
9.
Move back to slide 8 (Principles for Exploring Past Actions). Place the insertion point in front of the second item in the slide (The more recent the behavior...) and click the
Move Down
button on the Outlining toolbar.
The list item moves down in the outline to become the last item in the list on Slide 8.
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10.
Collapse/Expand When you first click the Outline tab, the slides are displayed expanded. In other words, all of the text content is visible under each slide title. You can collapse the slides so only the titles are visible. When you are working in the text detail, it is better to expand the slide and when you are rearranging the slides, it is better to collapse the slides. Slides can be collapsed or expanded individually or you can collapse or expand all of the slides in your presentation at the same time.
11.
Select the icon of slide 8 (Principles for Exploring Past Actions). Click the Collapse button on the Outlining toolbar. The text content disappears from the Outline pane and you see only the slide title.
12. 13. 14. 15.
Click the Expand button on the Outlining toolbar. The text content becomes visible again. Click the Collapse All button on the Outlining toolbar. Only the slide titles are visible. This is a good view to use when you are reordering your slides. Click the Expand All button on the Outlining toolbar. Once again, all of the text content is visible under each slide title. Show Formatting The Outline pane shows the text in your slides in a default font and size. This makes it easier to concentrate on the text content rather than how the text is formatted. If you want to see the text formatting in the Outline pane, click the Show Formatting button on the Outlining toolbar or on the Standard toolbar. Click the Show Formatting button on the Outlining toolbar.
16.
Click the Show Formatting button again to turn it off.
1. 2. 3.
Click the Collapse All button on the Outlining toolbar. Click the Slide 2 icon to select it. Hold down the Shift key on the keyboard and click Slide 6 in the presentation to select Slides 2 through 6 together.
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Tip: The Summary Slide button will not be available if you have slides selected that do not have text in the title. For example, in the Hiring Smart presentation, there are two slides that do not have title text. Slide 1 has a WordArt object as its title and Slide 7 has a text box as its title.
4.
Click the Summary Slide button on the Outlining toolbar. A new Slide 2 is created that has the slide titles you selected as bulleted items in a list. The new Summary slide is always placed before the first selected slide. If you prefer to display this slide at the end of your presentation you can drag it to a new position.
Section 11: Slide Sorter View

In this section you will learn how to: Work in the Slide Sorter view View slides in Slide Sorter view Create slides in Slide Sorter view Rearrange slides in Slide Sorter view Delete slides in Slide Sorter view
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Lesson 11.1: Working with Slide Sorter View

Slide Sorter view gives you an overall picture of your presentation using thumbnails of the slides. This view, which lets you see the content of each slide, makes it easy to reorder, add, or delete slides and preview your transition and animation effects.
Exercise: Viewing Slides in Slide Sorter View
1.
Click the Slide Sorter view button located in the bottom left corner of the screen or select View > Slide Sorter from the menu.
The slides are now displayed as thumbnails so you can see the layout and content of each slide. Slide numbers are located at the bottom right of each slide. The Formatting toolbar disappears and is replaced with the Slide Sorter toolbar.
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The Slide Sorter Toolbar

Hide Slide Summary Slide Transition New Slide
Rehearse Timings
Design
Hide Slide
Slides can be hidden in your presentation and will not be displayed when you deliver the slide show. When you click the Hide Slide button, the hidden slide icon appears with the slide number inside below the slide. You can time your slide show to change slides or add bullet items and animations at precise times. Use this feature to rehearse the timings you want for your presentation. You can create a Summary slide to insert at the beginning or end of your presentation. Displays the Speaker Notes dialog box where you can enter notes for each slide. Displays the Slide Transition pane on the right of the screen. You can add sound and animation effects when you change slides in your slide show. Displays the Slide Design pane on the right of the screen. You can change the template used in your presentation, or add color and animation schemes. Creates a new slide after the selected slide and displays the Slide Layout pane on the right of the screen. You can select the layout for your new slide.
Rehearse Timings Summary Slide Notes Transition Design New Slide
There are fewer toolbars available for use in the Slide Sorter view. It is best to use this view when you are finished entering all of your text content in the slides. Text cannot be edited in Slide Sorter view.
Exercise: Creating Slides in Slide Sorter View

1. Select the Slide 9 thumbnail in Slide Sorter view.
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2.
Click the New Slide button on the new formatting toolbar. A new thumbnail appears and the Slide Layout pane appears on the right of the screen. The Title and Text layout is selected by default.
3.
Since you cant add any text to a slide in Slide Sorter view, you need to go back to Normal view to add the title and text to the new slide. Double-click the new slide (Slide 10) in Slide Sorter view or click the Normal view button in the bottom left corner of the screen.
4.
Click the title placeholder and type Factors in the Hiring Process.
5.
Click the text placeholder, type Level 1 Factors and press Enter.
6.
Type Level 2 Factors and press Enter.
7.
Type Level 3 Factors and DO NOT press Enter.
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8.
Click the Slide Sorter view button to return to Slide Sorter view. The text you just entered in Slide 10 is now displayed.
Exercise: Rearranging Slides in Slide Sorter View

Slide Sorter view provides yet another way to rearrange the slides in your presentation. Again, all you have to do is drag the slides into the desired positions. 1. 2. Select the Slide 10 thumbnail (Factors in the Hiring Process). Drag the thumbnail and position it between Slides 7 and 8.
You will see a vertical line move between the slides as you drag. This line indicates the new position of the slide as you move.
3.
Select the new Slide 10 thumbnail (Principles for Exploring Past Actions).
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4.
Drag this thumbnail into position between Slides 8 and 9.
Exercise: Deleting Slides

Slides can be deleted in all of the views available in PowerPoint and Slide Sorter view is no exception. 1. 2. Click the Slide 2 thumbnail to select it. Press the Delete key on the keyboard to delete the Summary slide. You can also select Edit > Delete Slide from the menu or right-click and select Delete Slide from the shortcut menu.
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Section 12: Formatting a Presentation

Presentations can be dressed up with a number of formatting features, such as background colors and fills, pictures, or headers and footers. You can also change the paragraph settings for your slides.
In this section you will learn how to: Add a Background Color to Slides Add Gradient Fills to Slides Add Textures to Slides Add Patterns to Slides Add Pictures to Slides Add Headers and Footers to Slides Add Slide Numbers Insert the Date and Time Changing Paragraph Settings Manage Indents Change Tab Settings Change Paragraph Alignment Change Line Spacing
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Lesson 12-1: Adding Background Effects to Slides

You can change the background effects on slides, notes, and handouts. Changing the background is useful if you want a color shade or texture for a slide background and not all the other design elements from a design template. You may want to change the background to emphasize different sections of a presentation. Background effects include colors, gradient fills, textures, patterns, and pictures. When you change the slide background, you can apply the change to the current slide or all slides. For notes, you can change the current notes page or all notes pages. When you change the background for handouts, it applies to all pages as well as the printed outline.
Exercise: Add a Background Color

You can add a background color to an individual slide or to all the slides in your presentation. PowerPoint suggests eight colors in a color scheme for your slides or you can choose a different color from the Standard or Custom color options. 1. 2. 3. Make sure you have the Hiring Smart presentation open in Normal view or open the Chapter 11 presentation file in your Sample Files folder. Make sure you are on Slide 1 of the Hiring Smart presentation. Select Format > Background from the menu.
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The Background dialog box opens with a preview window and a drop down list for you to choose a color.
4.
Click the down arrow in the Color drop down list.
A small dialog box open with color options. The Automatic button will return the background color to white. Any new colors that you have used in your presentation will appear below the eight suggested color scheme swatches.
5.
Click the More Colors button. The Colors dialog box opens with two tabs, Standard and Custom. You can choose a color from the color wheel in the Standard tab or create your own color using the Custom tab and a color model.
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6.
Click the Custom tab. The Custom tab has a box with color bands and a slider that determines color saturation. The most commonly-used color model, RGB, is selected by default. RGB stands for Red, Green, Blue and values are inserted in each color box to determine a custom color.
7. 8.
Double-click in the Red box to select the value and type 184. Press the Tab key to select the value in the Green box and type 168. Press the Tab key to select the value in the Blue box and type 236. The values you typed represent a light purple or mauve color in the RGB color model and that color appears in the New color swatch in the lower right corner of the dialog box.
9.
10.
Click OK to accept the color and close the dialog box. The preview box in the Background dialog box now shows the new color. You can choose to apply the color to the selected slide only or to all of the slides in your presentation.
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11. 12.
Click the Apply button to apply the color to the title slide only. Slide 1 now has a light purple background. Save the presentation.
Exercise: Add Gradient Fills

A gradient fill is a color that fades or darkens from one side to the other. You can have just one color that fades to a lighter shade or you can have two or more colors that blend and change shades.
1. 2. 3.
Select Slide 2 (Learning Objectives). Select Format > Background from the menu. Click the down arrow next to the Color list in the Background dialog box.
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4.
Click the Fill Effects button at the bottom of the option box.
5.
Click the Gradient tab in the Fill Effects dialog box, if it is not already in front. In the Colors section, you can choose to use one color, two colors, or preset gradient colors. The Shading Styles section lets you change the direction of the gradient. Click the Preset button. A Preset Colors drop down list appears on the right. Click the down arrow on the Preset Colors list and preview the predefined gradients.
6. 7.
Change the direction of the gradient in the Shading Styles section as you preview the preset colors.
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Exercise: Add Textures

The Textures tab in the Fill Effects dialog box has twenty-eight textures you can use as background in your slides. Textures are pictures that give the effect of a texture, e.g. newsprint, parchment, marble, canvas, and denim.
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1. 2. 3.
Move to Slide 3 in the Hiring Smart presentation. Select Format > Background from the menu and click the down arrow in the Color box. Click the Fill Effects option in the Color box and click the Texture tab.
Textures are displayed as thumbnails and give the name of the texture when you click a thumbnail. You can add a picture of your own as a texture by clicking the Other Texture button at the bottom of the dialog box.
4.
Click the Papyrus texture thumbnail and click OK to close the Fill Effects dialog box.
5.
Click Apply to close the Background dialog box and apply the texture effect to the slide.
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Exercise: Add Patterns

The Pattern tab in the Fill Effects dialog box has forty-eight patterns that can be applied to your slides. You can change the foreground and background colors of the patterns to suit your design theme.
1. 2. 3.
Move to Slide 4 in the Hiring Smart presentation. Select Format > Background from the menu and click the down arrow in the Color 152 box. Click the Fill Effects option in the Color box and click the Pattern tab.
Patterns are displayed as small swatches in the Pattern tab. You can display the name of a pattern at the bottom of the swatches by clicking on it.
4. 5.
Click the Weave pattern swatch (column 6, row 5). Click the Foreground color down arrow and select the aqua marine color (the seventh color in the top row).
6.
Click the Background color down arrow and select the light purple color (the second color in the second row).
You can preview the pattern in the Sample box at the bottom right of the dialog box.
7.
Click OK to close the Fill Effects dialog box.
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Exercise: Add Pictures

You can choose a picture from a folder in your computer to use as a background for slides. You may want to use a company logo as a background picture or pictures you have that are relevant to your presentation.
1. Move to Slide 5 in the Hiring Smart presentation. 2. Select Format > Background from the menu and click the down arrow in the Color box.
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3. Click the Fill Effects option in the Color box and click the Picture tab.
The Picture tab displays a blank preview box and a Select Picture button. You have to browse your computer to find the picture you want to insert as background.
4.
Click the Select Picture button.
The Select Picture dialog box opens to the My Pictures folder in My Documents. The My Pictures folder is the default folder is used for storing pictures that you download from the internet or download from a digital camera. There are sample pictures in the My Pictures folder that you can use for this exercise. 5. Double-click the Sample Pictures folder to open it.
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Lesson 12-2: Headers and Footers

Headers and footers consist of text, slide or page number, and date that can appear at the top and bottom of your slides, notes and handouts. Headers and footers are both available to add to notes and handouts, but only footers are available to add to slides. You can use footers on single slides or all slides. For notes and handouts, when you apply a header or footer, it applies to all notes and handouts. Headers and footers that you create for handouts also apply to printed outlines. You do not have to include headers and footers. By default, notes and handouts include page numbers, but you can turn these off. You might choose to include no headers and footers on your slides but instead to reserve them for notes and handouts for that presentation. Typical text footers in a presentation are a company name or logo, or labels such as "Draft" or "Confidential."
Exercise: Inserting Headers and Footers
1. 2.
Select Slide 1 in the Slides pane of the Hiring Smart presentation. Select View > Header and Footer from the menu.
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The Header and Footer dialog box opens on the Slide tab. Make sure the Footer check box is checked and click in the Footer text box.
3.
Type Hiring Smart in the Footer text box.
4.
Check the Dont Show On Title Slide check box.
5.
Click the Apply To All button to close the Header and Footer dialog box. The new footer does not appear on Slide 1 because you checked the Dont Show On Title Slide check box.
6.
Move through the slides to view the new footer. You have already applied a header and
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Lesson 12-3: Slide Numbers

Slide numbers can be displayed on your slides, notes, and handouts as a footer or you can place them in any placeholder in your slide.
Exercise: Inserting Slide Numbers
1.
Make sure you are on Slide 1 in the Slides pane of the Hiring Smart presentation.
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2. Select Insert > Slide Number from the menu. Microsoft PowerPoint 2003 This command in the Insert menu opens the same Header and Footer dialog box you can find in the View menu.
3.
Check the Slide Number box.
4. 5. 6.
Make sure the Dont Show On Title Slide box is checked. When this box is checked, the slide numbers start with 2 on Slide 2. No number appears on the first slide. Click Apply To All to close the Header and Footer dialog box. You can change the starting number on the slides, for example, you want the slide count to start with 1 on the second slide. Select File > Page Setup from the menu.
7.
Click in the Number Slides From box and type 0.
8.
Click OK to close the Page Setup dialog box. You can see in the Slide tab pane that your slides now begin with the title slide numbered 0 and since you checked the Dont Show On Title Slide box, there is no number appearing on the title slide.
9.
You can also insert slide numbers in any placeholder on your slides. Move to Slide 5 and click in the Click To Add Text placeholder. Select Insert > Slide Number from the menu. The slide number is inserted in the placeholder. You can also insert a slide number in a text box and position it anywhere on a slide. Click the Undo button on the standard toolbar to return to the default placeholder.
10.
11. 12.
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Lesson 12-4: Date and Time

You may want to have the current date and time displayed on your slides, or you can display a fixed date, i.e. the presentation delivery date.
Exercise: Inserting Date and Time
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1. 2.
Move to Slide 0 (the title slide) of the Hiring Smart presentation in the Slides pane. Select Insert > Date and Time from the menu.
This command in the Insert menu opens the same Header and Footer dialog box you can find in the View menu. When the dialog box opens, the Date and Time check box is already checked for you. If you want the current date to display every time the presentation is delivered, click the Update Automatically button. In this exercise, you will display a fixed date that will not change when you deliver the presentation. 3. 4. 5. Make sure the Fixed button is selected and click in the text box below. Type May 15, 2004 in the Fixed text box. Click Apply To All to close the Header and Footer dialog box. Once again, the title slide does not display any footers because you checked the Dont Show On Title Slide box. 6. 7. Move to Slide 1 (the second slide) in the presentation. The bottom of the slide now has three footers: the date, the footer text (Hiring Smart), and the slide number.
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Lesson 12-5: Changing Paragraph Settings

Indents and tab stops help you align text on a slide. For numbered and bulleted lists, preset indents exist for five levels of bullets or numbers and body text. When you type plain paragraphs (not using bullets or numbers), an initial indent and default tab stops help you indent the text. You can change and add to indent and tab stop positions. Use the paragraph alignment options to center the text in a placeholder or text box, or to right align the text contents. You can also change the line and paragraph spacing of text in placeholders or text boxes.
Exercise: Indents
Indents and tab stops appear on the horizontal ruler. When you display a new slide and either click the text area in a placeholder or click a text box you've added, the default indents and tab stops appear. 1. 2. 3. Move to Slide 2 (Overview) in the presentation. Select View > Ruler to display the ruler bar below the standard and formatting toolbars. Click in the text placeholder to display the Indent markers on the ruler.
Three small buttons appear on the ruler bar; there is one triangular button pointing down from the top of the ruler and both triangular and square buttons on the bottom of the ruler. The top triangle button is the First Line Indent marker. The bottom triangle button is the Left Indent marker and the bottom square button moves both the First Line and Left Indent markers together. 4. 5. Drag the First Line Indent marker (the top triangle) to the inch mark on the ruler. Notice the first line of each bulleted item is now indented. Drag the Left Indent marker (the bottom triangle) to the 1 inch mark on the ruler. The bullet of each bulleted item stays at the inch mark and the text is aligned with the 1 inch mark on the ruler. Drag the bottom square marker back to the inch mark on the ruler to move both the First Line and Left Indent markers together.
6.
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Exercise: Changing Tab Settings

Tab stops appear as small gray markers underneath the numbers on the ruler.
Tap stops
You can drag these markers to new positions. Use tabs for text that is not in a bulleted or numbered list. There are four types of tabs that can be used in text: left align, center align, right align, and decimal align. The tab selector button, located on the far left of the ruler bar, is where you choose which type of tab to use. By default, there are tab stops every inch on the ruler.
Left Align Center Align Right Align Decimal Align
The text is left aligned to the tab stop. This is the most common tab stop and the The text is centered under the tab stop. The text is right aligned to the tab stop. The number text with decimals is aligned by decimal point under the tab stop.
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1. 2. 3. 4. 5.
Move to Slide 8 in the Slides pane and click the middle text box (the list of items). Drag the Left Indent marker marker . on the ruler to the far left, under the First Line Indent
Place the insertion point in front of the word Objective in the list. Press the Tab key on the keyboard. The text moves to align with the 1 inch mark on the ruler. You can change the default tab stops by dragging them to a new position on the ruler. Drag the gray tab marker from the 2 inch mark to the 2 inch mark on the ruler. The default tab stop on the 1 inch mark disappears and the tab you dragged to the 2 inch mark appears on the 1 inch mark. When you change a default tab, the space between all default tab stops changes proportionately. For example, if you move a default tab to one-half inch, all default tabs will be one-half inch apart. Click on the 4 inch mark of the ruler to set a new tab stop.
6.
A tab stop marker stop are deleted. 7.
appears on the ruler and all of the default tabs before the new tab
You can restore the default tab stops by dragging the new tab markers off the ruler. Click on the new tab stop and drag it off the ruler to delete it. The default tab stops return spaced at 1 inches. Drag the first tab stop (at the 1 inch mark) to the 1 inch mark. The default tab stops have been restored to the original 1 inch spacing. Press the Backspace key on the keyboard to move your text back into position.
8. 9.
Exercise: Paragraph Alignment

Paragraphs in your text content can be aligned to the left, center, or right. Text in placeholders can also be justified - aligned to both the left and right. Paragraph alignment options are available on the formatting toolbar and in the Format menu under Alignment.
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1. 2. 3. 4. 5.
Move back to Slide 1 (Learning Objectives) in the presentation. Select all of the text in the first placeholder. Click the Center button on the formatting toolbar. The text is centered in the placeholder. With the same text still selected, click the Align Right button on the formatting toolbar. The text is aligned with the right edge of the placeholder. With the same text still selected, select Format > Alignment from the menu.
Click the Justify option. The text is aligned to both the left and right edges of the placeholder. 6. 7. Select all of the text in the second placeholder. Select Format > Alignment from the menu and click the Justify option. Using the Justify alignment may make the text in a presentation look more professional, like a newspaper or magazine.
Exercise: Changing Line Spacing

You can change the spacing of lines in your text, as well as the spacing before and after a paragraph.
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1. 2. 3.
Move to Slide 2 (Overview) in the presentation. Select all of the text in the placeholder. Select Format > Line Spacing from the menu.
The Line Spacing dialog box appears with options to change both line and paragraph spacing. Line spacing can be measured in lines or points.
4. 5. 6. 7. 8. 9.
Double-click in the Line Spacing box and type 1.5. Click OK to close the dialog box. All of the text line spacing has been increased to 1.5 lines. Select Format > Line Spacing from the menu. Double-click in the Before Paragraph box and type 1.0. Click OK to close the dialog box. The space before each bullet (or paragraph) has increased to one inch.
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Section 13: Proofing Tools

In this section you will learn how to: Use Spell Check Use AutoCorrect Use Thesaurus Use Research Pane
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Lesson 13-1: Spell Check

PowerPoints spell check is a useful tool to help make your presentation professional. Although you shouldnt rely on the spell check to correct all of your typing errors, it does help with difficult spellings and some typos. Spell check has two methods of use: The Spelling and Grammar dialog box or the Check As You Type method. The dialog box is accessed through the Tools menu or the toolbar button. Check as you type will put a red slanted line under any words you type that it does not find in its dictionary.
Exercise: Spell Check

1. 2. Open the Lesson 3 presentation from your practice folder. Select Tools > Spelling from the menu or click the Spelling button toolbar. on the standard
The spelling dialog box opens with the word judgement in the Not In Dictionary box.
There are many commands available to help you deal with this misspelled word. Change to: judgment is highlighted, as well as the same word in the Suggestions box. When PowerPoint doesnt recognize a word it suggests several that are close in spelling. Spell Check Options
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Click this button to ignore this one occurrence of the word in this presentation. The red underline will disappear from the word. Click this button to ignore every occurrence of the word in this presentation. The red underline will disappear from each word. Click this button to change this one occurrence of the word in this presentation to the highlighted suggested spelling or select a different spelling from the Suggestions list before you click. Click this button to change every occurrence of the word in this presentation to the highlighted suggested spelling or select a different spelling from the Suggestions list before you click. Click this button to permanently add the word to the dictionary. This is often used with peoples names, street names, etc., to prevent the red underline from appearing every time you type that word. Click this button to show suggested spellings for the misspelled word. Click this button to automatically correct the spelling error. The dialog box will display the next spelling error it finds or a finished message if there are no more errors. You can have more than one dictionary available for use in PowerPoint. For example, you could buy and install a Websters or Oxford dictionary from a CD. Use this list box to select the dictionary that you want to add words to when you click the Add button. 3. Click the AutoCorrect button to change the misspelled word and move to the next error. The dialog box is useful when you want to correct an entire presentation at once. You can quickly move through the spelling errors and deal with them appropriately. For correcting errors as you type in the document, the Check-Spelling-As-You-Type method is the best. 4. Spell checking is as easy as right-clicking to see a list of suggested spellings and correction options. Click the Close button to close the dialog box and return to the slide.
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5.
The next word that the dialog box jumped to is Proxemics which is correctly spelled but not in its dictionary. Right-click the word Proxemics.
A shortcut menu is displayed with suggested corrections for the word, as well as the Ignore All and Add to Dictionary options.
6. 7. 8. 9.
Click the Ignore All button. The red underline disappears from the word Proxemics and wont be displayed again in this presentation. Move to Slide 50 by clicking the slide in the Slides pane or clicking the double down arrow on the scroll bar. Right-click the word Interpartations middle text box. Click Interpretations in the shortcut menu to replace the misspelled word.
10.
Save and close the Lesson 3 presentation.
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Lesson 13-2: AutoCorrect

The AutoCorrect feature fixes capitalization and spelling or typing errors that occur as you type. The AutoCorrect options are on by default, and can be turned off. If there are certain words that you don't want corrected, you can create exceptions to some of the capitalization rules. Automatic text correction applies to all types of text except for WordArt. The AutoCorrect Options button, which becomes available near your text right after a correction has occurred, gives you more control over automatic corrections by letting you undo the correction or alter your AutoCorrect settings. The AutoCorrect Options button first appears as a small, blue box when you rest the mouse pointer near text that was automatically corrected, and it changes to a button icon when you point to it. When you click the button, it displays a list of options, which include:
Undo a capitalization change (undoes the last instance only) or Change back to the original spelling of text (changes the last instance only) Redo the automatic correction Stop making this capitalization or text correction (changes the global setting or text entry in the AutoCorrect dialog box, preventing this correction from happening again)
Control AutoCorrect Options (displays the AutoCorrect dialog box, where you can adjust settings as you wish)
The AutoCorrect Options button is available for every instance of an automatic correction. For text in placeholders, the button is available both on the slide and the Outline tab. If you don't want this button to appear after a correction, you can turn it off in the AutoCorrect dialog box. You will still get the automatic corrections you select in the dialog box.
Exercise: AutoCorrect
1. Open the Hiring Smart presentation that you created in the previous chapters or open the Chapter 12 presentation in your practice folder.
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2.
Select Tools > AutoCorrect Options from the menu.
The AutoCorrect dialog box opens. The AutoCorrect dialog box has three tabs to help you deal with corrections: AutoCorrect, AutoFormat As You Type, and Smart Tags. The AutoCorrect feature also contains a list of entries typos and misspelled words which, if you type them, will be replaced with the correct spelling. For example, if you make a mistake and type "cna," it's automatically changed to "can." Also, some characters, such as the trademark characters "(r)" and "(tm)," are replaced by the symbols and . You can add to, delete, or modify any AutoCorrect entries.
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The AutoCorrect Tab

Show AutoCorrect Options Buttons Shows the AutoCorrect Options button that you can use to undo a corrections or turn AutoCorrect options on or off. The button first appears as a small, blue box when you rest the mouse pointer near text that was automatically corrected, and it changes to a button icon when you point to it. Click the button to make a selection. If you type two consecutive uppercase letters at the beginning of a word, this option changes the second uppercase to a lowercase letter. For example, it changes HAppy to Happy. Automatically capitalizes the first letter of the first word in each sentence. To create a capitalization style that doesnt always capitalize the first word of sentences, click Exceptions. Automatically capitalizes the first letter of the first word you type in a table cell. Automatically capitalizes the first letter of the names of days of the week. If you accidentally type a word in Title Case with the Caps Lock keey turned on, this option corrects the capitalization of the words you typed and turns off the Caps Lock key. For example, hAPPY changes to Happy. Clear this check box to stop automatically correcting and replacing text as you type.
Correct Two Initial Capitals Capitalize First Letter of Sentence Capitalize First Letter of Table Cells Capitalize Names of Days Correct Accidental Use of Caps Lock Key
Replace Text As You Type
3. 4. 5. 6. 7. 8.
Click in the Replace text box and type pp. Click in the With text box and type PowerPoint. Click the Add button at the bottom of the automatic correction list. Click OK to close the dialog box and test your autocorrection. Move to Slide 3 (Time to Start Loop) and click in the text placeholder. Type pp and press the Spacebar. The text you typed automatically changes to the word PowerPoint. This feature is useful when you have long or difficult words used repeatedly in your presentation. You can also use it if there are words that you routinely mis-type, for example, you often type style as sytle. Click Undo twice to remove the PowerPoint text from Slide 3. Select Tools > AutoCorrect Options from the menu to open the dialog box again.
9. 10.
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11.
The Exception button on the right of the dialog box lets you create exceptions to the AutoCorrect capitalization rules. For example, AutoCorrect interprets a period as the end of a sentence, so if you enter an abbreviation with a period at the end, it will capitalize the first letter after the abbreviation. To prevent this, you can specify abbreviations that you want ignored for this capitalization rule. For instance, if you add the abbreviation "info." as an exception, AutoCorrect will never capitalize a word that follows it Click the Exceptions button. The AutoCorrect Exceptions dialog box opens. There are two tabs to help you create exceptions: First Letter and Initial Caps. The tabs contain lists of common exceptions and a text box so you can add your own.
12. 13.
Click Cancel to close the AutoCorrect Exceptions dialog box. Click the AutoFormat As You Type tab in the AutoCorrect dialog box.
The AutoFormat As You Type tab has options you can turn on and off to help you with common formatting tasks. You can click the checkbox next to an AutoFormat option to turn it on or off. 14. Click the Smart Tags tab.
When PowerPoint recognizes types of data, it marks the data with a smart tag indicator, a purple dotted underline. To find out what actions you can take with a smart tag, move the insertion point over the underlined text until the Smart Tag Actions button appears. You can then click the button to see a list of actions you can take. Smart tags save time when you are working by recognizing text or symbols and giving you options to perform actions on the recognized text. For example, an address will have a Smart Tag option to Add To Contacts in Outlook. This is a shortcut option to the traditional copy and paste method of transferring text between programs.
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15.
Click the Label Text With Smart Tags check box, if it is not already checked, to turn on the Smart Tag options in this presentation.
The Properties button takes you to Microsoft Office Online for a description of Smart Tags and access to other Smart Tags. The More Smart Tags button takes you to a Microsoft web site that lists the available Smart Tags and the programs they access. 16. Click Cancel to close the AutoCorrect dialog box.
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Lesson 13-3: Thesaurus

Use the Microsoft Office Thesaurus to find synonyms for words in your presentation. The Thesaurus feature will suggest alternate words with a similar meaning and replace the selected word for you. For example, you can use the Thesaurus to replace the word wonder with speculate or marvel. You can access the Thesaurus synonyms by right-clicking any word in your presentation or by using the dialog box under the Tools menu.
Exercise: Thesaurus
1. 2. Move to Slide 1 (Learning Objectives). Right-click the word fair in the first placeholder on the slide.
The shortcut menu opens with Synonyms at the bottom.
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3.
Click Synonyms to display the list of suggested word replacements.
4. 5.
Click the word reasonable in the suggested synonym list. The word reasonable replaces fair in the placeholder text. You can also open the Thesaurus dialog box and find more synonyms, if a suitable word is not shown in the suggested replacement list. Right-click the word essential in the second placeholder text. Click Synonyms to display the list of suggested word replacements. Select Thesaurus from the shortcut menu or click in a word and select Tools > Thesaurus from the menu.
6. 7.
The Research pane opens with the Thesaurus open on the right side of the screen. The Thesaurus shows you synonyms for different meanings and usages of the word essential.
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8.
Point to the word vital from the list under the necessary meaning to display a list arrow.
9.
Click the list arrow and select Insert from the list.
The word essential is replaced in the slide by the word vital.
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Lesson 13-4: Research Pane

With the Microsoft Office System, you can quickly reference information online and on your computer without leaving your Office program. You can easily insert definitions, stock quotes, and other research information into your document, as well as customize settings to suit your research needs. The new Research task pane is available from the Tools menu in all of the Microsoft Office 2003 programs. From the Research task pane, you can search multiple sources or select a specific source. If your browser is Internet Explorer and you click a link, the Research task pane travels with you and is displayed on the left side of your screen as you view Web pages.
Exercise: Research Pane

1. Select Tools > Research from the menu.
The Research task pane is very simple to use. Type the word or phrase you want information about in the Search box and choose which research service you would like to use.
Research Services
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Dictionary
You can look up words or phrases in the Microsoft Encarta English dictionary while you work. The Encarta dictionary contains approximately 400,000 entries, and in addition to definitions, includes pronunciation keys, word histories, and word usage notes. You can also add other dictionaries, which are then compared against Encarta standards to ensure you receive the best results. Look up synonyms while you work and insert them into your document directly from the Research task pane. You can also click a result to look up additional words, and you can look up words in the thesaurus of another language. Research your subject in Microsoft Encarta Encyclopedia, which contains more than 42,000 articles. Ask a question and review the results. In the list of results, you can view summaries and click related links that take you to additional information. Get translations quickly using bilingual dictionaries on your computer and online, or use machine translation on the Web. You can use the bilingual dictionaries to translate single words or short phrases. Machine translation services can translate phrases, paragraphs, or your entire document. Look up stock quotes and company information while you work. If you aren't sure of a stock symbol or company name, type a few words. Search will find the symbol or name. You can also insert company information into your document and perform custom actions. Comprehensive company information is provided by Gale, a company profile service provider. From the Research task pane, you can reference industry information, company fundamentals, contact information, and other company details. Add third-party premium content to your list of research services, and the Microsoft Office System will present the most relevant information to you based on your search scope and question. Examples of third-party services include Factiva (news), eLibrary (news and periodicals), Gale (company profiles), and WorldLingo (translation provider). If your company has an intranet site, you can add it to the Research task pane for easy access. Microsoft Office SharePoint Portal Server 2003 sites are supported. To add a SharePoint Portal Server site to the list of All Intranet Sites and Portals, in the Add Services dialog box, type http://your root directory/_vti_bin/search.asmx. Search the Web alongside your document by using MSN Search. To read more, click a link to view more information on the Web.
Thesaurus
Encyclopedia
Translation
Stock Quotes and Company Information
Thompson Gale Company Profiles Third-party Services
Intranet Sites
Web Search
2.
Look up a word in the dictionary and experiment with some of the other research
options.
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3.
When you have finished, save the presentation.
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Section 14: Printing

In this section you will learn how to: Print Your Presentation Use Print Preview Preview Your Slides Preview Your Notes Preview Your Handouts Preview Your Outline Select a Print Range Print any Number of Copies Print Slides Print Handouts Print Notes Pages Print Outline View
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Lesson 14-1: Printing Your Presentation

You can print your slides, notes, handouts, and outlines, and you can specify the printing settings to select a print range, set the number of copies to be printed, or choose a different printer.
Exercise: Print Preview

When you are delivering a presentation, you may want to have printed copies of the slides to give to your audience. Previewing your presentation before you print handouts is a good habit to develop. This gives you an opportunity to fix any errors you may find and give the slides a final run-through. The Print Preview window has quite a few options to help you make your printed presentation as appealing as the slide show. 1. 2. Open the Hiring Smart presentation that you created in the previous chapters or open the Chapter 13 presentation in the practice folder. Click the Print Preview button on the standard toolbar or select File > Print Preview from the menu. The Print Preview window opens displaying a toolbar at the top and Slide 1 in full screen view.
The Print Preview Toolbar
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Previous Page Print
Zoom Portrait
Close
Print What Next Page Landscape
Options Print Preview Help
Previous Page Next Page Print Print What Zoom Landscape Portrait Options
Moves you to the previous page in your presentation. Moves you to the next page in your presentation. Opens the Print dialog box so you can change the print options or printer properties to suit your requirements. Options to print slides, handouts (from 1 to 9 slides per page), notes pages, or the outline view. The Zoom options let you magnify or shrink the slides on the screen. This does not affect the printing of the slides or handouts. Changes the slide orientation to landscape from portrait. Changes the slide orientation to portrait from landscape. The Options button contains commands to add a header and footer, to change from color to grayscale, to scale to fit paper, to frame slides, to print hidden slides, to include comments pages, and to change the printing order of the slides. Closes the Print Preview window and returns you to your presentation.
Close
3.
Preview Slides One of the features available under the Options button on the Print Preview toolbar is Frame Slides. You can add a little more distinction to your presentation by putting a frame around each slide. Click the Options button on the Print Preview toolbar.
4. Select Frame Slides from the Options menu.
5.
Scroll through the slides to see the new frames.
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6.
Preview Notes Click the Print What list arrow and select Notes Pages.
The preview shows a full page as it will print with the slide in the top half and any notes you have typed in the bottom half.
7.
Preview Handouts Click the Print What list arrow and select Handouts (1 slide per page).
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The handouts will print with one slide in the middle of each page. To save paper, you can print more than one slide on each page.
8. 9.
Click each of the Handouts in the Print What list. You can choose which handout view is the best to accompany your presentation. Preview Outline Click the Print What list arrow and select Outline View.
Since this presentation doesnt have very many slides yet, the outline will be printed on one page.
10.
Click the Close button on the Print Preview toolbar to return to Normal view.
Exercise: Print Range
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There are a number of printing options available in the Print dialog box, once you have previewed and edited the presentation. One of the options is the Print Range. You can specify exactly which slides you want printed, or which notes pages and handouts. 1. Select File > Print from the menu to open the Print dialog box. Tip: If you click the Print button on the standard toolbar, the presentation will be sent directly to the printer and you will not be able to change any settings. To change print settings, you have to access the Print dialog box through the File menu. The Print dialog box contains many of the same options (in the bottom section) you found in the Print Preview toolbar. The Print Range section gives you choice of printing the whole document (All), the current slide, a selection of text or an object, a custom show, or specific slides.
2.
Click the Slides button in the Print Range section and type 2,4,6-9 in the text box.
3.
This will print slide 2, slide 4, and slides 6 through 9.
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Exercise: Print Number of Copies

You can print as many copies of your slides, notes, handouts, or outlines as you wish. 1. Click the up arrow in the Number of Copies box or type the number of copies you want. When you print more than one copy, the Collate check box determines if the slides are printed one page at a time or in sequence for each copy.
Exercise: Printing Slides

1. Click the Print What list arrow and select Slides. When you print handouts you have the option of changing the print range, the number of copies, whether to print in color, grayscale, or black and white. You can also scale the slides to fit the paper, put frames on the slides, and include comment pages on the printed slide.
Exercise: Printing Handouts

1. Click the Print What list arrow and select Handouts.
When you print handouts you have the option of changing the print range, the number of copies, whether to print in color, grayscale, or black and white. You can also scale the slides to fit the paper, put frames on the pages, and include comment pages on the printed handouts. In addition to the slide print options, the Handouts section is available which lets you determine how many slides to print per handout page and whether you want them to be
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ordered horizontally or vertically on the page.
Exercise: Printing Notes Pages

1. Click the Print What list arrow and select Handouts. When you print notes pages you have the option of changing the print range, the number of copies, whether to print in color, grayscale, or black and white. You can also scale the notes to fit the paper, put frames on the pages, and include comment pages on the printed note page.
Exercise: Printing Outline View
Section 15: Delivering the Presentation

In this section you will learn how to: Package Your Presentation to a CD Copying Your Presentation to CD or Folder Navigate the Slide Show Use the Navigation Buttons Use the Slide Show menu button Use the Pointer Button Use Slide Timings Create a Self-Running Presentation
Lesson 15-1: Taking It with You

Microsoft PowerPoint offers several ways to deliver your presentation to an audience. You can deliver a presentation on-screen, online, on overhead transparencies, on paper printouts, and on 35mm slides. You can also support your presentation with printouts of notes, handouts, and outlines. The Package for CD feature in PowerPoint 2003 allows you to copy one or more presentations along with supporting files onto a CD. The PowerPoint Viewer is included by default on the CD and will run the packaged presentations on another computer even if PowerPoint is not installed. You can access the Package for CD option from the File menu. When you package your presentation, linked files are included automatically, although you have the option to exclude them. You can also add other files to the presentation package. If you use TrueType fonts, you can embed them in the presentation.
Tip: Before you give others a copy of the presentation, it is a good idea to review personal and hidden information, and decide whether it is appropriate to include. You may want to remove comments, ink annotations, and markup before you package your presentation.
About PowerPoint Viewer The PowerPoint Viewer is included by default on the CD and will run the packaged presentations on another computer even if PowerPoint is not installed. The PowerPoint Viewer is packaged with your presentation automatically, but you can exclude it if you know that the computer you will use to run the CD has PowerPoint installed, or if you are copying presentations to an archive CD.
Exercise: Copying to CD or Folder

1. Open the Hiring Smart presentation that you created in the previous chapters or open the Chapter 14presentation in the practice folder.
2.
Select File > Package for CD from the menu. The Package to CD dialog box opens for you to name the package, add files to the package, change the options for packaging and delivering, and whether to copy to a CD or to a folder.
3.
Click the Add Files button.
The Add Files dialog box opens and you can select another presentation to add to the CD. You can add as many presentations as the CD can hold. 4. Click Cancel to close the Add Files dialog box.
5.
Click the Options button. The Options dialog box opens where you can change the settings for packaging and delivering the presentation(s). The option to include the PowerPoint Viewer is checked by default. If you dont want to include the viewer in the package, uncheck this box.
6.
Click the list arrow under the Select How Presentations Will Play in the Viewer option.
By default, the CD is set up to play all presentations automatically in the order you specify (AutoRun). You can change this default setting to automatically play only the first presentation, to let the user select the presentations they want to play, or to disable the automatic features and require people to manually start the CD. 7. You can choose to include linked files with the package and to embed fonts to make sure they will be available when you run the presentation on a different computer that may not have the same fonts as your computer. Click in the Embeded TrueType Fonts check box to turn the option on.
You can also protect content on the CD by adding open or modify passwords that will apply to all packaged presentations. 8. Click the Cancel button to close the Options dialog box and return to the Package to CD dialog box. If you have a CD Writer in your computer, the Package for CD feature can copy presentations to a blank recordable CD (CD-R), a blank re-writable CD (CD-RW), or a CD-RW with existing content. However, existing content on the CD-RW will be overwritten.
9.
You can also use the Package for CD feature to copy the presentation to a folder on your computer, a network location, or, if you do not include the viewer, a floppy disk instead of directly to CD. Click the Copy To Folder button.
The Copy To Folder dialog box opens where you can create a new folder and specify where you want to locate the package on your computer.
10. 11. 12. 13.
Type Hiring Smart in the Folder Name box. Make sure the location is My Documents. If it isnt, click the Browse button to navigate to the My Documents folder. Click OK to close the Copy To Folder dialog box. Click the Close button to close the Package to CD dialog box.
Lesson 15-2: Navigating the Slide Show

There are several methods of navigating through your slide show while it is running: you can use the mouse, the keyboard, and right-click shortcuts.
Exercise: Using the Navigation Buttons

1. Click the Slide Show view button on the bottom left of the screen or select View > Slide Show from the menu. The first slide in the presentation appears in full screen and will not proceed to the next slide until you choose to do so or set timings for automatic navigation. Although it appears that there is no access to a menu (other than the right-click shortcut menu), you can display Navigation buttons to (a) move to the next or previous slide, (b) use the pen pointer, or (c) open the Slide Show menu. 2. Move your mouse over the bottom left of the screen. You will see four small buttons: Previous, Pointer Options, Slide Show Menu, and Next. These Navigation buttons will disappear in a few seconds if you dont move the mouse.
Slide Show Menu
Previous
Pointer Options
Next
3.
Next Slide There are several methods you can use to move to the next slide in the presentation. Option 1: Click the Next button on the bottom left of the screen. You are now on Slide 1 (Learning Objectives).
4. 5.
Option 2: Click the mouse anywhere on the screen. You are now on Slide 2 (Overview). Option 3: Press either the Spacebar or the Enter key on the keyboard. You are now on Slide 3 (Time to Start Loop)
6.
Option 4: Right-click anywhere on the slide to display the Slide Show menu. Click Next. You are now on Slide 4 (The Recruitment & Selection Process).
7.
Move the mouse to display the Navigation buttons and click the Slide Show menu button. This is the same menu as the shortcut menu you accessed when you rightclicked. Click Next. You are now on Slide 5 (The Interviewing and Hiring Process).
8. 9.
Previous Slide
You can use the same methods to move back to the previous slide that you used to move to the next slide, except for the mouse click. Press the Backspace key on the keyboard. You are now on Slide 4 (The Recruitment & Selection Process).
10 . 11 . 12 .
Display the Navigation buttons and click Previous to Start Loop).
. You are now on Slide 3 (Time
Either right-click anywhere on the slide or click the Slide Show menu button. Click Previous from the menu. You are now on Slide 2 (Overview).
13 .
Go To a Specific Slide If you have a large number of slides in your presentation, you can move to specific slides without having to move through each one. When you are in Slide Show view, you can type a slide number on the keyboard and press the Enter key to move the that slide. You can also use the Slide Show menu to display a list of the slides in the presentation. Type 7 on the keyboard and press Enter. You are now on Slide 6 (Factors in the Hiring Process), the seventh slide in the presentation.
14 . 15 .
Display the Navigation buttons and click the Slide Show menu button. Click Go To Slide and choose 1 Slide 1 from the list of slides.
You are now on Slide 0 (Hiring Smart title slide). PowerPoint lists the slides by actual number rather than the slide numbers you choose to assign.
16 .
Last Viewed Slide You can use the right-click shortcut menu or the Slide Show menu button to move to the last viewed slide. This can be useful if you have skipped ahead to show a slide and want
to continue where you left off in your presentation. Right-click anywhere in the slide or display the Navigation buttons and click the Slide Show menu button. 17 . Click Last Viewed. You are now on Slide 6 (Factors in the Hiring Process). Slide Show Menu
Next Previous Last Viewed Go To Slide Custom Show Screen Pointer Options Help Pause End Show Moves to the next slide in the presentation. Moves to the previous slide in the presentation. Moves to the last viewed slide in the presentation. Select a slide to move to from the list of slides in the presentation. Options specific to a custom show. Options to change the screen view - you can display a white or black screen, hide or show ink markups, display speaker notes, or switch programs. Options to change the pointer from an arrow to a ballpoint pen, a felt-tip marker, or a highlighter; change the ink color; use an eraser; and arrow views. Opens Microsoft Office help where you can search for an answer to your question. Pauses the slide show. Ends the show.
Exercise: Using the Pointer Button

You can make handwritten notes anywhere on a slide during a presentation by changing the pointer to a pen, felt tip pen, or highlighter on the Slide Show menu, and then marking the slide with a tablet pen or mouse. The Pointer options are available from the Pointer button next to the Navigation buttons and Slide Show menu on the bottom left of the screen. 1. 2. Move to Slide 1 (Learning Objectives) using the navigation methods you used in the previous exercise. Click the Pointer button in the bottom left of the screen Pointer Menu
The default arrow pointer. Changes the pointer to a ballpoint pen that can write or draw on the slide. Changes the pointer to a felt tip pen than can write or draw on the slide.
Changes the pointer to a highlighter that can write or draw on the slide. Displays a color list to change the ink color of the ballpoint pen, felttip marker, and highlighter. Changes the pointer to an eraser that can erase ink on the slide. Erases all of the ink markup on the slide. Display options for the arrow pointer: automatic, visible, or hidden. The default setting is automatic. The pointer shows when it is moved and is hidden the rest of the time.
3. 4.
Click the Ballpoint Pen pointer. The pointer changes to a very small red dot. This is the tip of your new pen. Underline the text ...reasonable and consistent... in the first text placeholder. Writing and drawing with the mouse is not quite the same as writing and drawing with a pen or pencil. It will take quite a lot of practice to get more precise control of the mouse. Open the Pointer menu and click the Felt Tip Pen pointer. The pointer changes to a slightly larger red dot than the ballpoint pen tip. Draw an asterisk (*) next to the bulleted point Have a format for checking references. in the second text placeholder. Open the Pointer menu and click the Highlighter pointer. The pointer changes to a tall yellow rectangle. Drag across the text Identify competencies in the first text placeholder. The result is the same as using a real highlighter marker on real paper. You can change the ink color for all of the ink pointers. While still using the highlighter pointer, open the Pointer menu and select Ink Color. A color list opens for you to choose a new color. You can change the ink color for each of the ink pointers. Make sure that you have already chosen the ink pointer before you change the color for that pointer.
5. 6. 7. 8. 9.
10.
Select a new color for the highlighter marker.
11.
You can erase all or part of the writing and drawing you put on a slide. Open the Pointer menu and click the Eraser button. The pointer changes to an eraser and will erase whatever you click on. Click the asterisk with the Eraser pointer. The asterisk disappears from the slide. Tip: You can erase the entire slide at once with the Erase All Ink On Slide command on the Pointer menu.
12.
13.
The Arrow Options let you choose to display the arrow all the time (Visible), never display the arrow (Hidden), or hide the arrow until you move the mouse (Automatic). Usually Automatic is the best choice so the pointer doesnt interfere with the presentation and can still be visible when you need to use it. Open the Pointer menu and click Arrow to change the pointer back to an arrow.
14.
Press the Esc key on the keyboard or display the Slide Show menu and click End Show. When you add ink during a presentation, you are prompted to keep or discard it when you close the slide show. If you choose to discard your ink, it is permanently lost. If you choose to keep your ink, it is available the next time you edit the presentation, and you can show and hide markup in Normal, Slide Sorter, and Slide Show views. Click Keep to keep your ink drawings in the presentation. The slide show is now closed and you are back in Normal view.
15.
Lesson 15-3: Slide Timings

When you run a presentation, you want to ensure that each slide is displayed for an appropriate amount of time. A slide that is displayed too long will quickly lose the viewers interest and if it is too brief there may not be time to read it all. The Rehearse Timings feature lets you rehearse your presentation to know how long it should take. You can set your slides to move ahead on a schedule. If you have rehearsed what you will be saying while each slide is displaying, you can time yourself and have the slides advance as you finish speaking.
Exercise: Using Slide Timings

1. 2. Move back to Slide 0 (Hiring Smart title slide). Select Slide Show > Rehearse Timings from the menu.
A small Rehearsal toolbar appears in the top left corner of the screen. The buttons on the toolbar are: Next, Pause, and Repeat. There are also two timer boxes, one that tracks each slides time and one that tracks the entire presentations time. 3. Click the Repeat button to start the timer from 0:00 again. If you make a mistake while you are rehearsing your timings, you can click Repeat to start the timing for that slide again. When the timer reads 0:05, click anywhere on the screen to advance to the next slide or click the Next button on the Rehearsal toolbar. The timer starts again to set the time for the new slide.
4.
5.
Advance through the slides and set the timings for 5 or 6 seconds each.
When you reach the end of the slide, a PowerPoint dialog box appears with the total time of the slide show and asks if you want to keep the timings you just rehearsed or discard
them.
6.
Click Yes to keep the timings. The presentation opens in the Slide Sorter view and displays the timings you rehearsed under each slide.
7.
You can also set the timings manually in the Slide Transition dialog box. Select Slide Show > Slide Transition from the menu.
The Slide Transition task pane opens on the right of the screen.
8.
Uncheck the On Mouse Click check box in the Advance Slide section of the task pane. You wont be able to move the slides ahead with the mouse. Instead, it will run automatically. Make sure the Automatically After check box is checked and click the up and down arrows next to the time box to change the time to 00:10. Click the Apply to All Slides button. The timings under each slide in Slide Sorter view have changed to 00:10. Click the Slide Show button in the task pane to review your new timings. Tip: If you want the next slide to appear either when you click the mouse or automatically after the number of seconds you enter whichever comes first select both the On Mouse Click and the Automatically After check boxes.
9. 10. 11.
12.
Lesson 15-4: Self-Running Presentations

You can set up a presentation to run unattended in a booth or kiosk at a trade show or convention. A selfrunning presentation can restart when it's finished and also when it's been idle on a manually advanced slide for longer than five minutes. There are settings to make some controls unavailable to users so they can't make changes to the presentation as they watch, or you can allow users to advance through the slides and click hyperlinks or actions buttons, but not modify the presentation.
Exercise: Creating a Self-Running Presentation

1. Select Slide Show > Set Up Show from the menu. There are three options in the Show Type section of the Set Up Show dialog box:
Presented By A Speaker Browsed By An Individual Browsed At A Kiosk This show type is the most common and is used when you are delivering the presentation yourself. You can either advance through slides and animations manually, or you can set automatic timings. This show type runs in a standard window with custom menus and commands that allow users to navigate the presentation on their own. This show type displays the presentation in full screen as a self-running show that restarts after 5 minutes of inactivity.
2.
Click the Browsed At A Kiosk (full screen) button to select the show type.
3.
Make sure the Using Timings, If Present button is checked in the Advance Slides section.
The Loop Continuously Until Esc check box is checked and grayed out when you choose the Browsed At A Kiosk selection. This option will keep the presentation running until you press the Esc key to stop the show. Because you unchecked the Manually button, users will not be able to advance through slides with mouse clicks. The slides will advance on the timings you set in the Slide Transitions dialog box. 4. 5. 6. Click OK to close the Set Up Show dialog box. Click the Slide Show button in the Slide Transition task pane to preview your new selfrunning slide show. When you are finished, press the Esc key on the keyboard or display the Slide Show menu and click End Show to return to Slide Sorter view. Save and close the Hiring Smart presentation.
7.

Power Point 2003 - Foundation

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Power Point 2003 - Foundation

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PowerPoint 2003 Foundation Courseware

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Microsoft PowerPoint 2003

2005 Velsoft Courseware, Inc.

Microsoft PowerPoint 2003

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Microsoft PowerPoint 2003

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Section 1: Important Things You Should Know

Microsoft PowerPoint 2003

Lesson 1-1: Right-clicking with your mouse

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Microsoft PowerPoint 2003

Lesson 1-2: Minimize, maximize, restore, and close

3. Right-click on any part of the Title Bar

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Microsoft PowerPoint 2003

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Microsoft PowerPoint 2003

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Microsoft PowerPoint 2003

3. Right-click on any part of the Title Bar.

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Microsoft PowerPoint 2003

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Microsoft PowerPoint 2003

Lesson 1-3: Show Desktop

Exercise: Show Desktop

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Microsoft PowerPoint 2003

Lesson 1-4: Undo and Redo

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Microsoft PowerPoint 2003

Lesson 1-5: Cut, Copy, Paste

Exercise: Cutting and pasting text

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Microsoft PowerPoint 2003

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Microsoft PowerPoint 2003

Lesson 1-6: File Management

Quick Launch Toolbar

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Microsoft PowerPoint 2003

Exercise: Creating a New Folder

A New Folder icon is placed on your desktop.

Exercise: Renaming a Folder

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Microsoft PowerPoint 2003

Simply type in the new name of your folder.

Exercise: Opening a Folder

The folder opens into its own window.

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Microsoft PowerPoint 2003

Exercise: Moving Files using Drag and Drop

Microsoft PowerPoint 2003

Exercise: Deleting a Folder or File

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Microsoft PowerPoint 2003

Lesson 1-7: Quickly Find Text in Your Presentation

Tip: To cancel a search in progress, press ESC on your Keyboard

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