PowerPoint 2007 Tutorial - ICT Foundationictfoundation.org/images/publication/4.Introduction to...Adding images to a new slide can be achieved in two different ways. When working from

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PowerPoint 2007 Tutorial

Microsoft Office Button: The Microsoft Office button appears in the top left corner of the window and includes basic file functions such as New, Open, Save, and Print. Tabs: The many buttons and menu options required to create and edit presentations are grouped into seven distinct categories and accessible from tab-like buttons which appear across the top of the window. Ribbon: The ribbon contains the buttons and menu options specific to each tab for creating and editing presentations. Current Slide: The current slide appears in the middle of the screen and contains the contents of a particular PowerPoint slide. Outline or Slides Tab: The Slides tab displays thumbnails of all slides in a presentation. The Outline tab displays an automatically generated outline of the presentation. Help button: The help button in the top right corner of the window provides access to an index of help topics as well as a key-word search of the extensive help files.

Lower Toolbar: The lower toolbar allows easy toggling between viewing options and also displays the number of the slide currently on screen.

Home Tab The Home tab includes basic functions for creating and manipulating a presentation. The toolbars that make up

the Home tab include Clipboard, Slides, Font, Paragraph, Drawing, and Editing. Example menu and button

options include copying and pasting, adding a new slide, adjusting fonts and paragraph formatting, and basic

drawing features.


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Insert Tab Use the Insert tab to add a wide variety of content into a presentation including tables, charts, images, links, text

boxes, audio, and video. The toolbars that make up the Insert tab include Tables, Illustrations, Links, Text, and

Media

Clips.

Design Tab The Design tab provides a variety of options for designing and formatting a presentation. Use the Design tab to

manipulate the page setup, color themes, and backgrounds of a presentation. The toolbars that make up the

Design tab include Page Setup, Themes, and Background.

Animations Tab Use the Animations tab to add, customize, and preview animations and transitions between slides. The toolbars

that make up the Animations tab include Preview, Animations, and Transition to This Slide.

Slide Show Tab Manage the settings for showing a presentation with the Slide Show tab. The toolbars that make up the Slide

Show tab include Start Slide Show, Set Up, and Monitors.

Review Tab The Review tab provides access to proofing features like spell check and also allows for embedding comments in

a presentation. The toolbars that make up the Review tab include Proofing and Comments.

View Tab The View tab presents a number of options to specify how to view a presentation such as hiding or displaying

notes, hiding or displaying gridlines, zooming in and out, displaying in gray scale, and more. The toolbars that

make up the View tab include Presentation Views, Show/Hide, Zoom, Color/Grayscale, Window, and Macros.


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Create a New Presentation: To create a new presentation, click the Microsoft Office button and select New. The New Presentation pop-up window will appear. From here, choose to start with one of Microsoft’s Installed Templates, Installed Themes, or a Blank presentation to create a customized presentation. Click the Installed Themes menu option to browse through the available graphical themes. Select one that will work for the presentation. Then click the Create button in the lower right-hand corner. Or, to create a completely custom-designed presentation, select the Blank and recent menu option. Click the Blank Presentation button and then the Create button in the lower right-hand corner. After selecting the presentation type, the first slide of the presentation will appear. This slide is formatted for a title slide.

Design a Presentation: PowerPoint includes a number of ready-

made design themes. These themes serve as the basis for the graphic design of a presentation. Each theme

consists of a background design, placeholder layouts, a color palette, and font styles. To browse through the

available themes, click the Design tab in the ribbon. In the Themes toolbar, several example themes will be

displayed. Move the mouse over each theme to preview it on the current slide. To see more choices for themes,

click the down arrow in the scrollbar next to the example themes. Click a particular theme to apply it to the

presentation.

Insert a New Slide: To insert a new slide into a presentation, click the Home tab in the ribbon. In the Slides toolbar, select the New Slide button. Notice there is a More Options button available next to the New Slide button. Click this More Options button to select a slide layout option that works for a particular slide. To quickly add a slide with the basic title box and content placeholder box to the presentation, skip the More Options button and simply click the New Slide button.


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Save the Presentation:

To save a presentation, click the Microsoft Office button and choose Save As. PowerPoint 2007 Presentations are not backward-compatible with earlier versions of PowerPoint. Therefore, saving presentations in PowerPoint 97-2003 Presentation format is recommended, especially if a different computer might be used to show the presentation.

Text, Images, and Media:

Text Add Text Adding text to a new slide is straightforward. Simply place the mouse where it says “Click to add title” or “Click to add text.” When the cursor appears, start typing. To add text into a new text box, follow these instructions.

1. Click the Insert tab. 2. Then click Text Box in the Text toolbar. 3. Move the mouse to where the new text box should appear and click. The textbox will automatically appear. 4. After the cursor begins blinking in the text box, type in the text.

Format Text Basic text formatting can be done from the Home tab in the ribbon. Use the mouse to select the text that needs formatting. Click the Home tab and then select from the formatting menus and buttons in the Font and Paragraph toolbars. Be sure to click the More Options button to see additional formatting choices.

Format Text Boxes To format the color or shape of a text box, select the text box and then click the Format tab. Select

from the wide variety of options in the Shape Styles and WordArt Styles toolbars to customize the

formatting of the text box.

Images


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Add an Image Adding images to a new slide can be achieved in two different ways. When working from a new slide with an empty content placeholder box, click the Insert Picture or Clip Art button that appears in the center of the empty content placeholder box. From here, navigate to the appropriate image and select it. The image will automatically be inserted into this content placeholder box. An alternative way to add an image to a slide is to click the Insert tab and then click the Picture, Clip Art, or Photo Album button from the Illustrations toolbar. Then select the appropriate image. The image will automatically appear on the slide.

Images from the Web: To use images from the Web, right-click the desired image and select Save Picture As. After saving the image to a computer, add it into a presentation using the steps outlined in the “Add an Image” section. Consult your textbook for specific Fair Use guidelines regarding using images from the Web. Usually using an image from the Web is acceptable if it is being used for educational purposes.

Format an Image PowerPoint allows for manipulating the formatting of an image directly

within PowerPoint. To format an image, click the image. Once the image is selected, the Format tab

will appear in the top ribbon. Click the Format tab to select from a wide variety of image formatting

options. Place the mouse over example image styles in the Picture Styles toolbar to preview how the

image would look.

Example formatting options include adjusting image settings such as compression, contrast, or color;

adding image effects such as stylized borders, shaped cropping, or drop shadows; cropping and

resizing the image; and arranging the image among other content elements on a slide.


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Resize an Image : When resizing an image, be sure to hold down the SHIFT key in order to maintain the aspect ratio of the image. By maintaining the aspect ratio, the image will not appear disproportionately wide or tall.

Move an Image: To move an image on a slide, click the image. The cursor should then change to a four-pronged arrow. Then drag the image to the desired location.

Add Audio: To add audio to a presentation, follow these instructions.

1. Click the Insert tab. 2. Then click the Sound button.

3. Navigate to the correct audio clip and select it. 4. A pop-up window will ask if the audio should play Automatically or When Clicked. Selecting When Clicked is recommended so the presenter controls when the audio begins during the presentation.

5. An audio icon will automatically appear on the slide. To preview the audio, right click the audio icon and select Preview.

Not all audio file formats are compatible with PowerPoint 2007, but AU, AIFF, MP3, MIDI, WAV, and

WMA are acceptable formats.

Add Video: To add video to a presentation, follow these instructions.

1. Click the Insert tab. 2. Then click the Movie button. 3. Navigate to the correct movie file and select it.

4. A pop-up window will ask if the audio should play Automatically or When Clicked. Selecting When Clicked is recommended so the presenter controls when the video begins during the presentation. 5. To preview the video, right click on the video box and select Preview.

Not all video file formats are compatible with PowerPoint 2007, but AVI, MPEG, and WMV are

acceptable formats.

Add a Chart: PowerPoint 2007 makes it easy to insert a chart or graph directly into a presentation. A wizard steps you through the process of selecting the type of chart, entering the data, and previewing the graph or chart. To insert a new chart, click the Insert tab and then Chart. Alternatively, select the Insert Chart icon from an empty content placeholder box.


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Format a Chart When a chart is actively selected, three new Chart Tools tabs will appear in the ribbon: Design,

Layout, and Format. Use the menus and buttons in these tabs to edit the chart or graph further.

Move a Chart To move a chart, click it. The cursor should then change to a four-pronged arrow shape. Now drag the chart to the desired location.

Resize a Chart To resize a chart, click it once and then click one of the corners of the chart. Notice that the cursor

changes to a two-sided arrow. Use the mouse to drag the chart to the appropriate size.

Organize and Animate a Presentation: Organize a Presentation:

Once you have several slides in a presentation, you may want to reorder the slides. To reorder slides, look at the Outlines or Slides tab which appears in the left panel of the PowerPoint window. Click the slide that needs to be reordered and drag it to the correct place. Alternatively, click the View tab. Then click the Slide Sorter button. From this viewing setting, click and drag slides to the desired locations. To return to the previous viewing setting to make further edits, click the Normal button in the View tab.

Animation

PowerPoint allows you to animate objects or specific content within a

slide and also to add animated transitions between slides. Transitions

are a common and easy way to liven up a presentation.


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Add Transitions : To add a consistent transition between each slide throughout the presentation, follow these instructions. 1. Click the View tab and click the Slide Master button.

2. In the left-hand Slides tab, select the first slide which is numbered “1.”

3. Click the Animations tab.

4. In the Transition to This Slide toolbar, browse through the transition options and click the appropriate choice. Place the mouse over each option to preview the transition within the slide currently on screen.

5. When satisfied with the transition, click the Slide Master tab and then the Close Master View button.

Any transitions added to the master slide will automatically apply to every slide. To see the animations and

transitions in action, click the Animation tab and the Preview button. Adding different transitions between

each slide is also possible. However, this can be distracting to the audience and is not usually recommended.

Add Animation : With PowerPoint, you can animate virtually any object or specific content that appears on a slide. To animate an object or content, select it. Then click the Animations tab. Select from the menus and buttons available in the Animations toolbar. After selecting the appropriate animation settings, use the Preview button to see the animation in action. It is recommended that the number of animations be limited so as not to distract the audience from the content on the slide or the overall presentation. To maximize audience interest while minimizing potential distractions, the type of animation used should also be relatively quick, simple, and consistent from slide to slide. To add the same animation to the same object on each slide, follow these instructions.

1. Click the View tab and then click the Slide Master button.

2. In the left-hand Slides tab, select the first slide which is numbered “1.”

3. Click the Animations tab.

4. Select the object to animate.

5. Use the buttons and menus available in the Animations tab to select the appropriate animation.

6. When satisfied, click the Slide Master tab and then the Close Master View button.


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Any animations added to the master slide will automatically apply to every slide. To see the animations and

transitions in action, click the Animation tab and then click the Preview button.

Preview and Show a Presentation: Now that you have designed and written the presentation, it’s time to practice showing the presentation

to an audience. You can preview a PowerPoint presentation in a few different ways. One method is to click the View tab and then the Slide Show button. Another option would be to click the Slide Show button from the lower toolbar. A final option is to press the F5 key to quickly display the presentation in slide show mode.

Choose the Right Theme:

PowerPoint 2007 offers a variety of beautifully designed ready-made graphical themes from which to choose.

However, not all themes are created equal. Choosing the right theme is critical to the success of a presentation. Themes

efficiently add visual interest to a presentation and significantly impact overall legibility of the presentation.

To maximize legibility, choose a theme which allows for high contrast between the background color and the text

color. Avoid themes with background colors of a medium value which would limit the amount of contrast possible.

Maximum legibility is achieved through black text on a white background.

Avoid themes with bright-colored backgrounds because these can be hard on the eye and decrease legibility.

References “Up to speed with PowerPoint 2007.” http://office.microsoft.com/training/training.aspx?AssetID=RC100687671033. Microsoft. Web. 5 December 2008. “PowerPoint 2003 Tutorial.” Student CD-ROM for Communication Works, Ninth Edition, 2008. The

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