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13.1 INTRODUCTION
The first time you start PowerPoint, the application window opens in Normal
view-the view you used to design and edit your presentation. Normal view
consists of three panes (the Outline and Slides tabs, the Slide pane, and the
Notes pane) you can use to view and work on various slides in your presentation.
In Normal view, you’ll find many of the tools and commands you use to create
your presentations. Table 13.1 and figure 13.1 list and describe some of the
most common components of the Microsoft PowerPoint application window.
TERM DEFINITION
Title bar Located across the top of the window; it displays the name
of the application (Ms PowerPoint), and the name of the
active presentation (Presentation 1, in the case)
Minimize button The first of three buttons located in the upper-right corner
of a window; it reduces the window to an icon on the
taskbar.
Menu bar Located below the title bar; it lists the Ms PowerPoint
menu choices.
Ask a Question Located in the upper-right corner of the menu bar; the Ask
box A Question box provides quick access to help.
Standard toolbar Located below the menu bar, on the left side of the
window; the 0Standard toolbar provides quick access to
some of PowerPoint’s most frequently used commands
and utilities.
Formatting Located below the menu bar, next to the Standard toolbar;
toolbar the Formatting toolbar provides quick access to some of
the commands you use most frequently to format your
presentations.
Outline and Located on the left side of the application window; the
Slides tabs Outline and Slides tabs display either an outline of your
presentation text or a thumbnail of each slide in the
presentation. You can use the Outline and Slides tabs to
quickly move to and edit slides. You can increase or
decrease the size of the Outline and Slides tabs by
dragging the border of the pane.
Slide pane The area in the center of the application window where
you create and format your slide content. It displays the
current slide.
Scroll bars Located along the right side and bottom of some windows,
panes, and slides; you use the scroll bars to display
different areas of the window, pane, or slide. For example,
there is a scroll bar along the bottom of the Outline and
Slides tabs, and one along the right side of the Notes
pane.
View button Located at the bottom of the Outline and Slides tabs; the
view buttons change the way you view the presentation.
There are three view buttons; Normal view (left-most
button), Slide Sorter view (middle button), and Slide Show
view (right-most button).
Drawing toolbar Located below the Slide pane; the Drawing toolbar
provides quick access to all the tools you need to draw
and format objects for your presentation.
Notes pane Located below the Drawing toolbar; you can use the Notes
pane to create notes for each slide in your presentation.
Task pane Located along the right side of the window; the Task pane
is a new feature in PowerPoint 2002. As you work, the
task pane displays commands related to what you are
working on. There are several task panes that change
depending on what you are working on. When you first
start PowerPoint, you see the New Presentation task
pane. It displays commands that enable you to quickly
create a new presentation or open existing presentation.
Placeholders
Slide pane
ScreenTips When you move the mouse pointer over certain areas of the application
window, PowerPoint displays notes giving you more information about a
feature or function of PowerPoint. For example, when you move the
pointer over a toolbar button, PowerPoint displays a ScreenTip with the
button’s name.
With PowerPoint, as with any Ms Office application, there are several ways you
can choose to create a presentation. You can use the AutoContent Wizard, a
design template, or start with a blank presentation.
When you create your presentation by using a design template, you choose a
pre-designed background and text format that is an appropriate for your message
content; however, you provide the content and content structure for your
presentation. The advantage here is that your presentation has the professional
look of a custom presentation, but you don’t have to hire outside professionals to
get that look.
The last method for creating a presentation is to begin from scratch. When you
choose Blank Presentation from the New Presentation task pane, you provide
the background and text format, as well as the content and content structure.
The advantage here is that when you do everything on your own, you can
customize the entire presentation to your audience and message. For example,
you can create a background that uses your company’s logo. When you first
start PowerPoint, you see a blank presentation.
Text Limit text to approximately six lines with six words per line.
Font type Limit your presentation to less than three font’s types per
slide.
Text slides Avoid using more than three text slide in a row.
Use tables or charts instead of text when appropriate.
Now that you have a new presentation based on a design template, the next
steps is to add the content to your presentation. In this topic, you’ll add slides to
the presentation.
A presentation with just a title slide isn’t a very useful presentation. Without
additional slides, you can’t present the information your audience needs.
SLIDE LAYOUTS
that you can use to quickly insert the content you want on a slide.
A slide layout contains placeholders for titles, text, and objects
other than text. There are several different placeholders.
Title A title
Subtitle A subtitle
In addition to the content placeholder. Which enables you to insert any of the
different non-text objects; there are placeholders to insert just clip art, a diagram,
a chart, a table, and a media clip.
PowerPoint combines these placeholders 27 different ways so that you can apply
27 different layouts to existing slides or use them to create new slides. These
slide layouts are organized in four categories on the Slide Layout task pane;
Text Layouts
Content Layouts
Text and Content Layouts
Other Layouts
Example: Here is an example of the Text layouts and some of the Content
layouts.
Figure 13.2: Slide layout options in the Slide Layout task pane.
ENTER TEXT
Procedure Once you’ve inserted a slide that has a title, subtitle, or text
Reference placeholder, you can quickly enter text on that slide. To do so:
The You can use the Outline tab to create slides and text if you prefer. In
Outline the Outline tab, you see the slide titles and main text from each slide.
Tab A slide icon and slide number are displayed to the left of the slide title.
The main text is indented under the slide title. You can create single
slides or an entire presentation in the Outline tab. You can also
rearrange bullets and move slides.
4. Type the slide title and press [Enter]. This will create a new slide.
6. Type the text for the first bullet and press [Enter] to display the
second bullet.
7. If necessary, press [Tab] to create a sub-bullet and type the text for
the sub-bullet.
The By default, PowerPoint displays the Outlining toolbar along the left
Outlining side of the Outline tab. If necessary, you can open the Outlining
Toolbar toolbar by choosing ViewToolbarsOutlining.
Text slides are great, but when it’s appropriate, it’s nice to be able to add a little
variety to your presentation by inserting a picture. In this part, you’ll add clip art
to a slide.
Imagine you’re in the audience listening to a speaker. You’ve just finished a long,
hard day’s work and you’re tired. The speaker has a beautiful PowerPoint
presentation that consists of text slide after text slide. After a while, you lose
focus. As you create your presentations, don’t lose your audience by boring
them with too many text slides in a row.
CLIP ART
Definition: PowerPoint provides a selection of pictures, or clip art, that you can
use in your presentations. These are professionally designed
images that have already been created. When you install
PowerPoint, some pictures are loaded onto your hard disk. In
addition, the Ms Office CD-ROM contains additional graphics you
can use. These images are stored in the Clip Organizer, which is
shared with other Ms Office applications.
4. In the Search text box, type a word or phrase that describes the
clip you want (or type in all or some of the filename of the clip).
6. Once you find the clip you want to insert, click on it and click
OK to insert it.
Resize Once you’ve inserted a clip art object in your slide, you can resize it
Clip Art to make it better fit your presentation. To resize a clip art object;
1. Click on the clip art image to select it. Selection handles around
the clip art indicate that it is selected.
2. Drag the selection handles in or out to make the clip art image
smaller or larger. The corner handles resize the image
proportionally, and the handles on the sides of the clip art image
increase or decrease the width or the height only.
Imagine that you’ve been working late on an important presentation that you
have delivered first thing in the morning. You’ve just finished. You’ve tired, but
feeling good, because you know the presentation is great. Then, as you get up
to stretch and go get another cup of coffee, you accidentally pull out the power
cord. Where is your presentation now? If you saved it, it’s still on your computer
waiting for you. If you didn’t save it, you’re out of luck. You’ll have to create the
whole presentation again.
Before you save it, your presentation exists only in Random Access Memory
(RAM)-the computer’s temporary memory. If you turn off your computer or
inadvertently close PowerPoint before you save the presentation, then you will
lose it forever.
Definition: When you see the Save and Save As commands to save a
presentation, PowerPoint permanently stores that presentation as
a file in the location that you indicate. You use the Save As
command to save a presentation for the first time, to save a
presentation with a new name, or to save a presentation in a
different location (on another disk or in another folder).
You use the save command (rather than Save As) to save a
presentation with its current name in its current location. The Save
command updates a saved presentation; it replaces the last-saved
version of the presentation with the new version of the
presentation on your screen.
Example: For example, let’s say you had used the Save As command to
save a sales presentation to your My Documents folder as
JUALAN 1, and then you went back and revised the presentation
by adding another slide. If you then used the Save command, the
new (extra slide) presentation version would replace the last-saved
(no extra slide) version on the disk.
SAVE A DOCUMENT
b. In the Name text box, enter a name for your new folder.
c. Click OK.
4. In the File Name text box, type the name of the file.
5. Click Save.
The Places On the left side of the Open and Save dialog boxes, you’ll find
Bar: the Places Bar. This bar provides quick access to the five
folders Microsoft thinks you’re most likely to use to store your
files; History, My Documents, Desktop, Favorites and My
Network Places. To open one of these folders you don’t have to
dig through multiple folders; you can simply click on it in the
Places Bar.
Save File You should save your active presentations frequently; every 10
Frequently to 15 minutes is a good rule of thumb. That way, if something
happens to your computer memory (for example, a power
failure, which erases the contents of memory), you will have a
recent copy of the presentation safely stored on a disk. This
precaution will keep retyping to a minimum.
You know how to enter text on your slides, but what happens if you decide to
change that text. In this part, you’ll learn how to edit slide text.
You’ve created a text slide and sent it to your team for their comments. They make
some suggestions that you would like to incorporate in the slide. Do you have to
create the entire slide again? You could, but that wouldn’t be very efficient.
Instead, you can edit your slide text to incorporate the changes.
Table 13.2 lists some technique for navigating in the Slide pane in a presentation.
TO MOVE DO THIS
To the last slide in the Drag the scroll box to the bottom of the
presentation scroll bar or press [Ctrl] [End].
To the first slide in the Drag the scroll box to the top of the scroll
To the next slide in the Click in the scroll bar below the scroll box
presentation or press [Page Down].
To the previous slide in the Click in the scroll bar above the scroll box
presentation or press [Page Up].
Knowing how to select text is a critical skill in all Office applications. The rule of
thumb when working in PowerPoint is “If you want to affect it, you have to select
it”. This applies to characters, words, sentences, paragraphs, and so on.
Selecting text is the first necessary step in many procedures, including deleting
blocks of text. Table 13.3 lists some common selection techniques.
EDIT TEXT
Procedure As you work on your text slides in PowerPoint, you’ll find that
reference: you need to move or edit text in bulleted items. You can do so
in the Slide pane or in the Outline tab. To edit text in the Slide
pane;
Move You can change the order of bulleted items and slides in the
Bulleted Outline tab. To do so;
Items in the
Outline Tab 1. Selected the slide or bulleted item you want to move.
ACTIVITY 1
Scenario
Now that you have decided on a design template and created your presentation, you’re
ready to complete the title slide. Every presentation needs good title. Since you’re going to
be talking about Burke Properties new Relocation Team, you decide that “Burke Properties
Introduces” is good title for your slide and “Our New Relocation Team” should be the subtitle.
ACTIVITY 2
Because all of your slides so far have been text slides, for the next slide in your presentation
you want to add any related image. You search through clip art and find the image, so you
decide to add it to your presentation as shown below.
ACTIVITY 1
ACTIVITY 2