Presentation powerpoint

PowerPoint Window
 Section 1: Each page of the working area of
the presentation is called a slide. New
presentations open with a Title slide in Normal
view ready for editing.
 Section 2: This area toggles between Slides
view and Outline view. Slides view shows a
tiny picture of all the slides in your
presentation. Outline view shows the hierarchy
of the text in your slides.

PowerPoint Window
 Section 3: This part of the new user interface
(UI) is known as the Ribbon. The different
Ribbons take the place of the toolbars and
menus of previous versions in PowerPoint.
The Ribbons offer access to all the different
features in PowerPoint 2007.

The Title Slide
 When you open a new presentation in
PowerPoint 2007, the program assumes that
you will begin your slide show with a Title
slide. Adding a title and subtitle to this slide
layout is as easy as clicking in the text boxes
provided and typing.

Add New Slide
 The New Slide button is located at the left end
of the Home Ribbon. It contains two separate
feature buttons. The default slide layout for a
new slide is the Title and Content type of slide.

Add new slide
 If the currently selected slide is a Title slide, or if
this will be the second slide added to the
presentation, the default slide layout Title and
Content type will be added.
 Subsequent new slides will be added using the
current slide type as a model. For example, if the
current slide on screen was created using the
Picture with Caption slide layout, the new slide will
also be of that type.
 The lower button will open the contextual menu
showing the nine different slide layouts for you to
choose from.

Title and Content Slide Layout
for Text
 The Title and Content slide layout replaces
both the bulleted list and content layout slides
in earlier versions of PowerPoint. Now this one
slide layout can be used for either of these two
features.
 When using the bulleted text option, you
simply click on the large text box and type your
information. Each time you press the Enter key
on the keyboard, a new bullet appears for the
next line of text.

Title and Content Slide Layout
for Content
 To add content other than text to the Title and
Content slide layout, you would click on the
appropriate colored icon in the set of six different
content types. These choices include -
 table
 chart
 Smart Art
 picture
 clip art
 media clip

Charts Are Commonly Used in
PowerPoint Slides
 One of the most commonly used features shown on
PowerPoint slides are charts. There are many
different chart types available to reflect your particular
type of content.
 Clicking the Chart icon on any content type of slide in
PowerPoint opens the Insert Chart dialog box. Here
you will select the best type of chart type to reflect
your data. Once you have chosen the chart type,
Microsoft Excel 2007 will open as well. A split window
will show the chart in one window and the Excel
window will show sample data for the chart. Making
changes to the data in the Excel window, will reflect
those changes in your chart.

Two Miniature Views
 The Slides/Outline pane is located on the left
side of the PowerPoint 2007 screen.
 The default setting is for Slides. This shows
thumbnail views of the slides in your presentation.
 Clicking on the Outline tab, will show a text
outline of each slide in your presentation.

The Layout Button
 Any slide layout can be changed at any time,
simply by clicking on the Layout button on the
Home Ribbon.

The Layout Button(2)
The list of slide layouts are as follows:
 Title Slide - Used at the start of your presentation, or to divide sections of
your presentation.
 Title and Content - The default slide layout and the most commonly used
slide layout.
 Section Header - Use this slide type to separate different sections of the
same presentation, rather than use an additional Title slide. It can also be
used as an alternate to the Title slide layout.
 Two Content - Use this slide layout if you wish to show text in addition to a
graphic content type.
 Comparison - Similar to the Two Content slide layout, but this slide type
also includes a heading text box over each type of content. Use this type of
slide layout to -
 compare two types of the same content type (for example - two different charts)
 show text in addition to a graphic content type

The Layout Button(3)
 Title Only - Use this slide layout if you want to place only a
title on the page, rather than a title and subtitle. You can then
insert other types of objects such as clip art, WordArt,
pictures or charts if desired.
 Blank - A blank slide layout is often used when a picture or
other graphic object that needs no further information, will be
inserted to cover the whole slide.
 Content with Caption - Content (most often a graphic object
such as a chart or picture) will be placed on the right side of
the slide. The left side allows for a title and text to describe
the object.
 Picture with Caption - The upper part of the slide is used to
place a picture. Under the slide you can add a title and
descriptive text if desired.

 It is important to remember that you are not
limited to the layout of a slide as it first appears
in PowerPoint 2007. You may add, move or
remove text boxes or other objects at any time
on any slide.

Different Ways to View
PowerPoint 2007 Slides

Use the Slide View That is Right
for the Task
 Slides in any PowerPoint presentation can be
viewed in a variety of ways depending on the
task at hand.
 To access all the different slide views, click on
the View ribbon at the top of the screen. On
the left end of the View tab of the ribbon you
will see the different choices for methods to
view your slides.

 Normal View or Slide View as it is more
commonly known, is the most often used view
while creating a PowerPoint presentation.
 When you first start the program, the screen
opens in Normal View. Working on a large
version of a slide is helpful when designing
your presentation.

 Slide Sorter View shows miniature versions of
all the slides in horizontal rows. These
miniature versions of the slides are called
thumbnails.

 Can be easily deleted or rearranged quickly in this view.
 Notes Pages show a smaller version of the slide with an area
below for printed notes. Each slide is created on its own
notes page. The speaker can print these pages out to use as
a reference while making his presentation. The notes do not
show on the screen during the presentation.
 Slide Show view is the view used for presenting to an
audience. The whole screen is taken over by your
PowerPoint 2007 presentation.
 Slide Show view can be accessed from the View tab of the
ribbon or by pressing the F5 key on the keyboard.
 Outline View can be accessed by selecting the Outline tab
on the Slides/Outline pane at the left of the PowerPoint 2007
screen. Outline view shows all the text of all slides in a list.
No graphics are shown in Outline view.

Quick Access Buttons
 It is not necessary to switch to the View ribbon
in order to quickly see your slides in a different
view.

 At the bottom right corner of the PowerPoint
screen, you will see the quick access buttons.
These handy buttons are the same as in
previous versions of PowerPoint. The screen
shot above indicates the different buttons and
their uses. You can quickly switch to Slide
Sorter view, Normal (or Slide) view, or Slide
Show view. You can also zoom in or out on the
current view, or fit the current slide to the
window.

Background Colors and
Graphics in PowerPoint 2007

The Design Ribbon
 The Design ribbon contains the features you
will need to add or change a background in
PowerPoint.
 Click on the background button on the right
end of the Design ribbon. This will open the
Format Background dialog box.

Notes
 Backgrounds can be applied to individual
slides or to all slides in the presentation.

Use the Solid Fill Option
 Solid color choices are shown in the Fill
section of the Format Background dialog box.
 Click the Color drop down button to reveal
standard color choices.
 Select a color shown or click on the More
Colors... option to reveal more color choices.

More Solid Color Options
 Solid background colors in PowerPoint can be
chosen from the Standard or Custom color
selections.
 Standard Background Colors
 Click the Standard tab at the top of the Colors
dialog box.
 Click on a background color for your PowerPoint
presentation.
 Click OK.

Use a Preset Gradient
 PowerPoint has several preset gradient fills
available for you to choose as a background
for your slides. Gradient colors can be
effective as a PowerPoint background if
chosen wisely. Be sure to consider the
audience clientele when you choose the
preset gradient background colors for your
presentation.

Use a Preset Gradient
 Click the option for Gradient fill.
 Click the drop down Preset colors button
 Select a preset gradient fill
 Click the Close button or the Apply to All
button.

Five Different Gradient Fill
Types
 Once you have chosen to apply a gradient fill
to your PowerPoint background, you have five
different options for the gradient fill type.

Five Different Gradient Fill
Types
 Linear
 the gradient colors flow in lines which can be from preset angles
or a precise angle on the slide
 Radial
 colors flow in a circular fashion from your choice of five different
directions
 Rectangular
 colors flow in a rectangular fashion from your choice of five
different directions
 Path
 colors flow from the center out to form a rectangle
 Shade from Title
 colors flow from the title out to form a rectangle

Background Textures
 Use textured backgrounds in PowerPoint
carefully. They are often busy and make text
difficult to read. This can detract from your
message.
 When opting to choose a textured background
for your PowerPoint presentation, choose a
subtle design and make sure that there is good
contrast between the background and the text.

Clip Art or Photographs as
PowerPoint Backgrounds
 Photographs or clip art can be added as a
background for your PowerPoint
presentations. When you insert a picture or
clip art as the background, PowerPoint will
stretch it to cover the whole slide, if the object
is small. This can often cause distortion to the
graphic object and therefore some photos or
graphics can be poor choices for backgrounds.

 If the graphic object is small, it can be tiled
over the slide. This means that the picture or
clip art object will be placed repeatedly across
the slide in rows to completely cover the slide.
 Test your picture or clip art object to see which
method works the best. The illustration above
shows both methods.

Choose to Offset a Picture
Background
 You may wish to use a picture for your
PowerPoint background, but not want it to be
tiled or to cover the whole slide. A solution to
this is to offset the picture from the edges of
the slide.
 Once the picture is chosen as the background,
edit the text boxes for the amount of offset you
want from each edge of the slide. These
measurements are in percentages.

 Note - It is wise to make the offset amount the
same for all four sides of the slides. This will
maintain the proportion ratio of the picture.

Fade the Picture Background
 In most cases, the picture background you
choose should not be the focal point of the
PowerPoint presentation. Once you have
chosen the picture as a background, you can
easily make it transparent by typing in a
specific transparency percentage or by using
the Transparent slider to get the effect that you
want.

Color Options for Picture
Backgrounds
 Once you have chosen a picture for the
background, you may wish to change the
effect. This is done in the Format Background
dialog box.
 Select the picture to become the PowerPoint
background.
 Click on the Picture link on the left side of the
Format Background dialog box.
 Click on the Recolor button.
 Select an effect for your background picture.
 Click on the Close button or Apply to All button

Design Themes in PowerPoint
2007

 Design themes are a new addition to
PowerPoint 2007. They work in a similar way
as the design templates in earlier versions of
PowerPoint. A really nice feature of the design
themes, is that you can immediately see the
effect reflected on your slides, before making
your decision.

Access the Design Ribbon
 Click on the Design tab to access the Design
ribbon.
 Hover your mouse over any of the design
themes shown.
 The design is reflected immediately on your
slide.
 Click the design theme when you find one that
suits your needs.

Test Out More Design
Themes
 The design themes that are immediately
visible on the Design ribbon are not all the
themes available. You can scroll through the
existing design themes by clicking on the up or
down arrows to the right of the themes shown,
or click the drop down arrow to reveal all of the
available design themes at one time.
 More design themes are available to download
from the Microsoft site, by clicking on that link.

Design Theme Color
Schemes
 Once you have selected a style of design
theme that you like for your PowerPoint
presentation, you are not limited to the color of
the theme as it is currently applied.
 Click on the Colors button at the right end of the
design themes on the Design ribbon.
 Hover your mouse over the various color
schemes shown in the drop down list. The current
choice will be reflected on the slide.
 Click the mouse when you find the right color
scheme.

Select a Font Family
 Each design theme is assigned a font family.
Once you have selected the design theme for
your PowerPoint presentation, you can change
the font family to one of the many groupings
within PowerPoint 2007.

 Click the Fonts button at the right end of the
design themes shown on the Design ribbon.
 Hover your mouse over any of the font families
to see how this group of fonts will look in your
presentation.
 Click the mouse when you have made your
selection. This font family will be applied to
your presentation.

Change the Background Style
 Just as you were able to change the
background on a plain PowerPoint slide, you
can do the same while using one of the many
design themes.
 Click the Background Styles button on the Design
ribbon.
 Hover your mouse over any of the background
styles.
 The background style will be reflected on the slide
for you to evaluate.
 Click the mouse when you find a background
style that you like.

Background Graphics Can Be
Hidden
 Sometimes you want to show your slides with
no background graphics. This is often the case
for printing purposes. The background
graphics will remain with the design theme, but
can be hidden from view.
 Check the Hide Background Graphics box on
the Design ribbon.
 The background graphics will disappear from
your slides, but can be turned back on at any
later time, by simply removing the check mark
in the box.

Add Clip Art and Pictures to

Use A Content Slide Layout
 PowerPoint 2007 offers you a number of different
ways to add clip art and pictures to a presentation.
Perhaps the easiest way to do so is to select a slide
layout that contains a placeholder for content such as
clip art and pictures.
 On the Home ribbon either click on the New Slide
button or change the current slide layout by clicking
on the drop down arrow beside Layout.
 There are a number of different Content slide layouts
available for you to choose from. To add a single
picture or a piece of clip art, click on a simple layout
such as Title and Content and the layout of your
current slide will change to match your choice.

Adding Clip Art
 If you have chosen one of the simple content
layouts, your PowerPoint 2007 slide should
resemble the above graphic. The content icon
in the middle of the slide contains links to six
different types of content that you can add to
the slide. The clip art button is in the middle of
the bottom row of icons.
 Tip - If in doubt about which button to use,
simply place your mouse over a button until
the little help balloon appears. These balloons
or Tool Tips will identify what the button is used
for.

Using the Search Feature
 Clicking on the clip art icon activates
PowerPoint 2007's clip art gallery. Type your
search term(s) in the Search for - box and then
click on the Go button. When the samples
appear, scroll through the thumbnail images.
When you have made your choice either
double click on the image or click once to
select the image and then click the OK button.

Notes
 If you did not install the Clip Art Gallery when you
installed PowerPoint 2007 to your computer, you
will need to be connected to the internet in order
for PowerPoint to search the Microsoft Web site
for the clip art.
 You are not limited to using clip art from Microsoft.
Any clip art can be used, but if it is from another
source, it must first be saved to your computer as
a file. Then you would insert this clip art as if it
was a picture.

Resize Clip Art
 Clip art comes in different sizes. Some will be
larger than your slide while others will be tiny.
Either way you may need to resize the image
you want to include in your presentation.
 When you click on a clip art image, a border
and tiny white circles appear on the edges of
the image. These circles are called resizing
handles (or selection handles). Dragging one
of these handles allows you to enlarge or
shrink your picture.

 The best way to resize clip art or any picture,
is to use the resizing handles located on
corners of the picture, rather than the ones at
the top, bottom or sides of the picture. Using
the corner handles will keep your image in
proportion as you resize it. If you don't
maintain your image's proportion it is likely to
end up looking distorted or fuzzy in your
presentation.

Inserting Photos
 Like clip art, photographs and other pictures
can be added to a slide by choosing a Content
Layout slide and clicking on the appropriate
icon (for pictures it's the mountain icon).
 An alternative to this method is to select the
Insert ribbon and click on the Picture icon, as
shown in the picture at the top of this page.

 An advantage of using this approach for either
pictures or clip art is that you do not need to
use one of the preset slide layouts containing
a content icon to insert an image into your
slide. The example shown in the following
pages, inserts the picture into a Title slide
layout.

Search Your Computer for the
Photos
 If you have made no changes to the settings in
PowerPoint 2007 since the original install,
PowerPoint will default to the My Pictures
folder to look for your pictures. If this is where
you have stored them, then select the correct
picture and click on the Insert button.
 If your pictures are located elsewhere on your
computer, use the drop-down arrow at the end
of the Look in box and find the folder
containing your pictures.

Drag the Resizing Handles
 Just as you did for the clip art, resize the
photograph on the slide, by dragging the
corner resizing handles. Using the corner
resizing handles will ensure that there is no
distortion to your picture.
 When you hover your mouse over a resizing
handle, the mouse pointer changes to a two
headed arrow.

 To move the picture to a new location, hover
your mouse over the centre of the picture. The
mouse pointer becomes a four headed arrow.
This is a move arrow in all graphic programs.
Note - It is important to note that even if you
resize your photo to a small visual size on the
slide, it still retains its original large file size.
For better use of large pictures on slides you
are wise to optimize the pictures first, before
inserting them into the slide.

Modifying Slide Layouts in
PowerPoint 2007

Change the Slide Layout to Suit
Your Needs
 Click on the Layout drop down list on the
Home ribbon to select a slide layout. If there
isn't a slide layout that is perfect for your
presentation, select one that comes close to
what you want and edit it. It is an easy matter
to add or delete objects from a slide.

Entering Text
 Entering a title or other text is easy in
PowerPoint. Simply click in the appropriate
text box and type your text. The text will take
on the formatting that has been applied to the
design theme.

Pictures Enhance a
Presentation
 Content layout slides, such as the slide in this
example, have a button shown on the slide to click, to
add the type of content you want in that section of the
slide.
 Content options available are
 insert table
 insert chart
 insert SmartArt graphics
 insert picture
 insert clip art
 insert media clip
 To follow this example, you need to click the button to
insert a picture. Locate the picture on your computer.

 Note - If you have not chosen a Content layout
type of slide you can easily insert a picture
from the ribbon.
 Click on the Insert ribbon.
 Click on the Picture icon
 Locate the picture on your computer.

Delete Unwanted Graphic
Objects
 Text boxes or other graphic objects can be
deleted using the mouse and the keyboard.

Steps to delete a text box
 Click on the border of the text box. If you click
in the text box itself, PowerPoint assumes that
you wish to add or edit text. In order to delete
the whole text box, you must click on the
border of the text box.
 Press the Delete key on the keyboard.

Insert a New Text Box
 If your slide does not have a text box already,
you can quickly add one using the Text Box
button. This button is found on the Insert
ribbon.
 Click the Text Box button and then drag the
mouse on the slide to create a text box in the
location and width of your choice. The text box
will expand lengthwise as you type to
accommodate your text. Use the selection
handles to widen the text box further if
necessary.

Steps for Resizing pictures
Click on the picture to select it.
 Place your mouse over one of the corner
resizing handles. All resizing handles appear
as white circles. The mouse cursor will change
to a two-headed arrow. Dragging the corner
handle to resize the picture will retain its
proportions.

Steps for Moving pictures
 Place the mouse anywhere over the picture. The mouse
cursor will change to a four-headed arrow.
 Drag the picture to the new location on the screen.
Tips
 Using the corner resizing handles will always keep your
picture in the correct proportions. Using the top or side
handles will cause distortion in your picture.
 The mouse cursor will always change to a two-headed arrow
when placed over a resize handle on a graphic. Two-headed
arrows are always resize arrows. This is standard for all
programs.
 The mouse cursor will always change to a four-headed arrow
when placed over a picture or the border of a graphic object.
Four-headed arrows are always move arrows. This is
standard for all programs.

Add, Delete or Rearrange

New Slide Button
 Click on the New Slide button on the Home
tab of the ribbon to add a new slide to your
presentation.
 Choose a slide layout that suits your needs
from the samples shown.

Select the Slide
 On the Slides tab of the Slides / Outline task
pane on the left of your screen, click on the
thumbnail of the slide you wish to delete.
Press the Delete key on your keyboard.

Miniature Slide Versions
 Alternatively, you may wish to use the slide
sorter view to delete slides.
 To switch to Slide Sorter view, select the View
tab on the ribbon and click on the Slide Sorter
button at the left side of the ribbon.

Moving Slides
 Slide sorter view also shows thumbnails of all
the slides in your presentation.

Steps to move slides in Slide Sorter view
 Click on the slide you wish to move.
 Drag the slide to the new location.
 A vertical line appears as you drag the slide.
When the vertical line is in the correct location,
release the mouse.
 The slide moves to this new location.

Steps to move slides in the Slides / Outline
pane
 Click on the slide you wish to move.
 Drag the slide to the new location.
 A horizontal line appears as you drag the slide.
When the horizontal line is in the correct
location, release the mouse.
 The slide moves to the new location.

Use Slide Transitions to Add
Movement to PowerPoint 2007
Slides

Choose a Slide Transition
 Click on the Animations tab of the ribbon to
access the slide transition options.
 The most common slide transitions are shown
as icons on the ribbon. Click the drop down
arrow to see the complete list of transitions
available, or scroll through the list, one row at
a time.

A Variety of Slide Transition
Options
 There are several options that you can choose
to add to your PowerPoint 2007 slides.
 Transition Sound
 Transition Speed
 Whether to apply to this slide or Apply to All
 How to advance the slide
 On mouse click
 Or automatically after a set number of seconds

Many Sound Effects to Choose
From
 Sound effects can be effective if applied wisely to
PowerPoint slide transitions.
 For example -- a presentation that is about the
increasing sales figures might be effective with a cash
register sound effect on a slide transition.
 There is also an option to Loop Until Next Sound
which you can apply to the slide transition. In my
opinion, this should be used only sparingly, and only in
certain situations (such as a presentation for small
children). The sound effect will keep repeating until
another sound effect is reached, and could be very
distracting to the audience. A single sound effect will
certainly make your point.

Apply Custom Animations in
PowerPoint 2007

Animations Tab on the Ribbon
 Click the Animations tab on the ribbon.
 Select the object to be animated. For example
a text box, or a graphic object.
 Click the drop down button beside the Custom
Animation button located beside Animate:
 The list of options shown allows you to quickly
add one of the most commonly used animation
types.

Open the Custom Animations
Task Pane
 There are many more animation options
available. Simply click on the Custom
Animations button on the Animations section
of the ribbon. This opens the Custom
Animations task pane on the right side of the
screen. This will look familiar to users of earlier
versions of PowerPoint.

Animate Text or Graphic Objects
 Choose the title, a picture or clip art, or a
bulleted list to apply the first animation.
 Select graphics by clicking on the object.
 Select a title or bulleted list by clicking on the
border of the text box.
 Once an object has been selected, the Add
Effect button becomes active in the Custom
Animations task pane.

Choose an Animation Effect
 With the first object selected, the Add Effect
button becomes active in the Custom
Animation task pane.
 Select a style of effect, such as Entrance,
Emphasis, Exit or Motion Path. Choosing one of
these styles will reveal a sub-menu with
selections of animations.
 Click on different animations and you will see a
preview of the effect on your slide.
 Make your selection.

Select the Effect to be Modified
 To modify the custom animation effect, select
the drop-down arrow beside each of the three
categories - Start, Direction and Speed.

 Start
 On click - start the animation on the mouse click
 With previous - start the animation at the same time as the
previous animation (could be another animation on this
slide or the slide transition of this slide)
 After previous - start the animation when the previous
animation or transition has finished
 Direction
 This option will vary depending on which Effect you have
chosen. Directions can be from top, from right side, from
bottom and so on
 Speed
 Speeds vary from Very Slow to Very Fast

Move Animation Effects Up or
Down in the List
 After applying more than one animation to a
slide, you may wish to re-order them so that
the title appears first and objects appear as
you refer to them.
 Click on the animation you wish to move.
 Use the Re-Order arrows at the bottom of the
Custom Animation task pane to move the
animation up or down in the list.

Preview the Slide Show
 Check to make sure the AutoPreview box is checked.
 When you click the Play button at the bottom of the
Custom Animation task pane, this single slide will play
in the current window, showing any animations
applied to the slide.
 When you click the Slide Show button at the bottom of
the Custom Animation task pane, the slide show will
play in full screen, starting from this current slide.
 Click the Slide Show tab on the ribbon and make a
choice, or press the F5 key on the keyboard to play
the complete show in full screen.
 After viewing the slide show, you can make any
necessary adjustments and preview once again.

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