Bucki/TYV PowerPoint 2007

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Sample Chapter

1 chapter

PowerPoint Basics

Discover PowerPoint basics such as starting apresentation and navigatingPowerPoint’s new interface.In this chapter, you learnabout the various elementsof the PowerPoint screen,and how to get help whenyou need it.

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ATERIAL

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An Introduction to PowerPoint ........................4

Start and Exit PowerPoint ..................................6

Understanding the Normal View ......................8

Navigate PowerPoint Views................................9

Work with Ribbon Groups, Commands, and Galleries............................10

Hide and Redisplay Ribbon Commands ......12

Find and Use KeyTips ........................................13

Using the Quick Access Toolbar......................14

Resize the Notes Pane ......................................15

Using Help ............................................................16

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The PowerPoint program provides various views and tools you can use to build a presentation that includes both words and graphics. PowerPoint enablesyou to accomplish the following tasks to design and build a presentation.

An Introduction to PowerPoint

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Build an OutlineYou can type the text for your presentation in theOutline tab. An icon represents each slide and its titlein the outline. Many slides contain both a topic or slidetitle at the top outline level and second level textrepresenting slide bullet points. These bullets conveythe main points you want to make about each topic.

Choose a Slide Design and LayoutThe slide design applies preset design elements suchas colors, background graphics, and text styles to aslide. The slide layout you apply to a slide determineswhat set of information the slide includes; for example,a Title and Content layout inserts placeholders for atitle and abulleted listor graphicelement,whereas a Title Slidelayoutincludes titleand subtitleplaceholders.

Your Career

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Art

Your Career

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Your Careerin

ArtPowerPoint

Add ContentYou can add content such as text, charts, pictures,and more to the slide itself in the Slide pane of theNormal view. You also can insert text boxes thatenable you to add slide text that does not appear in the presentation outline.

Work with MastersMasters enable you to add content that you want toappear in a particular location on every (or almostevery) slide. This saves you from having to addrepetitive content, such as your company logo, toeach and every slide. You can change the master toset up the footer in a presentation, for example.

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PowerPoint Basics chapter1

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Format TextAfter you enter the text for your presentation, you canformat that text in various ways. You can change thefont, increase the font size, and apply bold or italicsto the text. Note that you can modify each individualtext selection or apply text styles globally usingmasters.

Organize SlidesWhen you have created several slides, you may needto reorganize them to create the correct sequence foryour presentation. You can reorder slides in the SlideSorter view. This view shows slide thumbnails thatyou can move, delete, duplicate, or hide.

Font and Size

Changer

to change font and size

Text

A A B

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Set Up Your ShowYou can add narrations, animations, and transitions toyour slides. Record a narration that plays when yougive your presentation. Animations move an elementonscreen, such as a graphic flying onto the screengradually. A transition controls how the content of anew slide appears onscreen; for example, the slidecan wipe in from the corner of the screen.

Run a Slide ShowAfter you add the contents, choose the slide designand layout, and add special effects, you are ready torun your slide show on your computer’s screen. A setof tools onscreen helps you control your presentationand even enables you to make notes on your slidesas you present them.

Show JudgesShow Judges

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You can start PowerPoint from theWindows Start menu. When you openPowerPoint, a blank presentationappears automatically. The blankpresentation is ready for you to addyour presentation contents.

START POWERPOINT

1 From the Windows desktop, click Start.

2 Click All Programs.

Note: If you have recently used PowerPoint, its namemay appear on the initial Start menu. In that case, clickStart, and then click Microsoft Office PowerPoint2007.

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Start and Exit PowerPoint

Start and Exit PowerPoint

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3 Click Microsoft Office.

4 Click Microsoft Office PowerPoint2007.

Note: If you purchased PowerPoint as a stand-aloneproduct, simply click All Programs, and then clickMicrosoft Office PowerPoint 2007.

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A new PowerPoint presentation appearswith a blank slide.

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Is there a quicker way to open PowerPoint?You can place a shortcut to PowerPoint on your Windows desktop. Double-click that PowerPoint shortcut icon to open the program. To create a shortcut after you have used PowerPoint a few times:

1 Click Start.

2 Right-click Microsoft Office PowerPoint 2007.

3 Click Send To.

4 Click Desktop (create shortcut).

l The Microsoft Office PowerPoint 2007 shortcut icon appears on the desktop.

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EXIT POWERPOINT

1 Click the Office button ( ).

2 Click Exit PowerPoint.

The program closes and the Windowsdesktop reappears.

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PowerPoint offers several views you can display to work on different aspectsof your presentation. You will probably work in Normal view most often toposition and format objects on each slide. You also can enter presentationtext in the Outline tab or add speaker’s notes for each slide.

Understanding the Normal View

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Slide PaneThis largest center pane in the Normal view shows all the slide contents. Work here to manipulate various slide elements such as graphic objects, text, and animations.

Slides TabClick the Slides tab in the left pane to see a thumbnail of each presentation slide. You can drag slides in the tab to change their order in the presentation.

Outline TabYou can use this tab to enter text for your presentation in a familiar outline format. Top-level headings in the outline become slide titles, and entries at the next level become bulleted lists.

Notes PaneThe Notes pane appears below the Slide pane. You can enter speaker notes associated with the current slide into this pane.

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Home Insert Design Animations Slide Show Revie1.

Pictures of my Pets

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3.

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Two Puppies

Two Cats

Two Tigers

Pictures of my Pets

In addition to Normal view, you can use SlideSorter view to organize slides, Notes Page view tocreate detailed speaker notes, and Slide Show viewto display your presentation onscreen.

Navigation Buttons

Change views by clicking one of these status barbuttons: Normal view ( ), Slide Sorter view ( ),and Slide Show view ( ). You also can click iconson the View tab of the Ribbon to switch views,including Notes Pages view.

Slide Sorter ViewClick the Slide Sorter View icon ( ) to use the bestview for reorganizing your slides or quickly deleting or duplicating slides. If you double-click a slide in thisview, PowerPoint changes to Normal view with thatslide displayed in the Slide pane.

Slide Show

Navigate PowerPoint Views

PowerPoint offers two different ways to change views to get adifferent perspective of your presentation: the View tab on theRibbon or three always-available buttons at the right end of thestatus bar at the bottom of the application window.

Slide Show ViewSlide Show view runs your slide show onscreen. Slidesappear one at a time at full screen size. The slide showincludes a panel of tools for navigating the show, drawingannotations on the slides, or displaying your speakernotes. To display this view, you can click the SlideShow button ( ). To exit this view, you can press .

Notes Page ViewThis view enables you to display each slide and thespeaker notes you have entered as a full pageonscreen — just as the page would look whenprinted. You can click the Notes Pages button on theRibbon to work with this view. See the section “Workwith Ribbon Groups, Commands, and Galleries” formore information on using the Ribbon.

PowerPoint Basics

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Rather than the traditional menu/command/toolbar system, PowerPointnow features the Ribbon. The Ribbongathers related commands on tabs such asthe Slide Show tab. On each tab, similarcommands appear in groups, with thename of each group appearing along thebottom of the tab. Commands that youcan execute immediately appear as buttonsor check boxes on the ribbon. You canaccess other commands from a gallery ordialog box.

1 Click the desired tab on the Ribbon.

Note: Sometimes additional contextual tabs appear onthe Ribbon to offer more specific commands.

The commands for the tab appear onthe Ribbon.

2 Click the button or check box for anycommand that you can selectimmediately.

l If a task pane appears at the right, useit to finish executing the command,such as selecting clip art to insert.

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SelectPresentation 1

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Work with Ribbon Groups, Commands, and Galleries

Work with Ribbon Groups, Commands, and Galleries

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3 Click the button for a gallery.

Note: Any button with a down arrow on it (either aloneor at the bottom of a scroll bar) displays a gallery whenyou click the button.

4 Click the desired choice in the gallerythat appears.

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What happens if I click on the portion of aRibbon button that is above or to the left ofthe part that has a down arrow on it?In such a case, PowerPoint applies that Ribboncommand using the settings you last selected for it.You choose particular settings for a Ribbon buttonby clicking the portionof the button withthe down arrow.You can thenchoose settingsfrom the gallery.

5 Click the Dialog Box Launcher ( ) atthe right end of the bar with the groupname.

Note: Any group name bar with a Dialog Box Launcher ( )on it displays a dialog box when you click the arrow.

6 Click choices as needed in the dialog boxthat appears to finish executing thecommand.

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How do I learn what a particular Ribbonbutton does?Move the mouse pointer over the button, and bydefault a ScreenTip describing the button appears.By default, you see an enhanced ScreenTip that liststhe button name, any available shortcut key, and ashort description of the button in somecases. Note thatthe enhancedScreenTipfeature as wellas displayingScreenTipsaltogether canbe turned off inthe PowerPointOptions dialog box(described in Chapter 16).

ScreenTip

l For some Ribbon commands, you need to make a selection on the slide beforechoosing the command (and anysubsequent gallery or dialog box choices).

Paste

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Unlike the menu bar in earlierPowerPoint versions, theRibbon is fairly wide at the topof the screen. You do not needto see the Ribbon commands atall times, so you may want tohide the Ribbon commandswhen you are not using them.This enables you to see more ofthe slide that you are workingwith.

1 Double-click a Ribbon tab.

You also can press + to hidethe Ribbon.

l The Ribbon commands disappear fromthe top of the screen, but the tabsremain visible.

2 Click a Ribbon tab.

The Ribbon commands reappear. You can then click the button for thecommand you want.

l You can drag the Zoom slider or clickone of the zoom controls to its right tochange the zoom for the current slide.

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DesignAnimations

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Paste

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Hide and Redisplay Ribbon Commands

Hide and Redisplay Ribbon Commands

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Find and Use KeyTips

Some users are morecomfortable using a keyboardthan a mouse. This may beespecially true for you if youwork on a notebook computerwith a finicky touchpad. If youprefer, you can use KeyTips, orkeyboard shortcuts, to selectcommands on the Ribbon.

1 Press .

l The KeyTips (shortcut keys) for theRibbon tabs and Quick Access toolbarappear in boxes beside the tabs andtoolbar choices.

2 Press the shortcut key for the tab youwant to select on the keyboard.

In this example, was pressed todisplay the Design tab.

l The tab appears with its availableshortcut keys identified in boxes.

Note: To hide the tab shortcut keys, press . To hide all shortcut keys, press twice.

3 Press the shortcut key for thecommand you want to select.

In this example, was pressed todisplay the Colors button. Thecommand executes or a dialog boxappears so you can finish choosingcommand options.

Find and Use KeyTips PowerPoint Basics

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The Quick Access toolbarappears beside the MicrosoftOffice Button at the top of thePowerPoint Screen. You canclick buttons on the QuickAccess Toolbar to execute themost common commands morequickly.

1 Click the desired button on the QuickAccess Toolbar.

Note: Use any dialog box or menu of choices thatappears to finish executing the command, or click Cancelto close the dialog box. Later sections explain how to usevarious dialog boxes.

l If you click the down arrow buttonbeside the Undo button, a menu ofactions to undo appears.

2 Click the Customize Quick Accesstoolbar.

3 Click Show Below the Ribbon.

Clicking More Commands enablesyou to add more command buttons.

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Using the Quick Access Toolbar

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l The Quick Access Toolbar moves belowthe Ribbon.

Note: To move the toolbar back to the top of the screen,repeat steps 1 to 2, and then click Show Above theRibbon.

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Notes -

Resize the Notes Pane

The Notes pane is where youenter speaker notes. This areaappears just under the Slide panein Normal view. You can resize theNotes pane to make it easier toenter information into it.

You can print just the notes pages fromyour presentation. See Chapter 12 formore about how to print.

1 Move the mouse pointer over the pane divider until the split pointer ( )appears.

2 Drag downward until the panedisappears.

If you drag upward, the pane enlarges.

Resize the Notes Pane

3 Click the View tab.

4 Click Normal.

l The Notes pane reappears.

PowerPoint Basics

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Microsoft Office PowerPoint Helpbrings you help from MicrosoftOffice Online or installed Help filesif you have no Internet connection.You can find answers by browsing atable of contents or by searching.

1 Click the Help button ( ).

The PowerPoint Help window opens.

2 Click a main topic.

Note: In some instances, after you click the main topic, alist of subcategories appears. Click the desiredsubcategory, and continue to Step 3. 22

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Using Help

Using Help

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A window with a list of detail topicsappears.

3 Click a detail topic.

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F1

The detail topic help appears.

l You can drag the scroll bar downward asneeded to read more of the information.

4 Click Back ( ).

l The previous Help information reappears.

Note: After you click , the Forward button ( )becomes active. Click these buttons to browse in Help.

5 Type a word or phrase.

6 Click Search.

l The search results appear.

You can display a topic and browse asdescribed in steps 3 and 4.

7 Click Close ( ) to close the Helpwindow and finish using Help.

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Can I leave the Table of Contents visible inthe PowerPoint Help window?Yes. Click the Show Table of Contents button ( )in the Help window toolbar to display a Table ofContents pane at theleft side of thewindow. Click amain topic (with abook icon) to listits detail topics(represented byquestion markicons), and thenclick a detail topic toview the help.

HELP

Is there a shortcut for displaying the Helptask pane?Yes. Simply press and the PowerPoint Helpwindow opens.

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