Intermediate PowerPoint



Intermediate PowerPoint

To launch PowerPoint in Windows95 or WinNT:

Click on Start > Programs > Microsoft PowerPoint

Select the Title Slide layout. Type Intermediate PowerPoint in the title placeholder. Type your name and organization in the text placeholder.

Right-click on the slide and choose Background. Click on the drop-down arrow next to the white rectangle and select Fill Effects. Click on the Texture tab and select a texture for the background on this slide. Click Ok, then click Apply.

✓ Insert a new slide and choose the second layout from the left, top row. In the title placeholder, type Creating WordArt Objects.

Creating WordArt Objects

WordArt is a small application (or applet) that comes with several Microsoft products, including PowerPoint. WordArt is one of the easiest features of PowerPoint to use and it allows you to add exciting special effects to the text in your presentation. WordArt styles work very well on heading or words in your presentation that require strong emphasis.

You can open WordArt in one of two ways:

• Select Insert, Picture, WordArt

• Choose the WordArt button on the Drawing toolbar

[pic]

The WordArt Gallery dialog box appears, offering you a choice of WordArt styles. Click a style to select it, then choose OK.

The Edit WordArt Text dialog box appears, allowing you to enter the text you want to format in the selected WordArt style. You can also use the drop-down lists and buttons in this dialog box to change the current font settings.

Click the Format WordArt icon on the WordArt toolbar. Change the Color and Fill Effects for your WordArt text.

✓ Insert a new slide and choose the fourth layout from the left, top row. In the title placeholder, type Creating Tables.

Creating Tables

To create a table in PowerPoint, you can choose a layout with a table placeholder or you can click the Insert Microsoft Word Table button in the toolbar.

Double-click the table placeholder. Enter the number of desired rows (4) and columns (5) in the dialog box and click OK.

To enter text into the table, click the cell where you want the text to appear. A flashing cursor appears. Type your text, and edit it as you would any other text.

You can move from cell to cell using the mouse or the Tab key. The table does not accurately show you what you see on the slide once you’ve finished editing it. You may find you need to move from Table Formatting view to the regular Slide Layout view and back again several times to get the effect you want.

Adding/Deleting/Resizing Columns and Rows

To add a row, place your cursor where you want the new row to be inserted and click the

Insert Row button.

[pic]

To delete a row, you must first select it, then choose Table, Delete Rows.

To delete or insert a column, you must first select the column. This changes the Insert Row button on the toolbar to an Insert Column button and the Delete Rows choice under Table to Delete Columns.

To change the height of columns or width of rows, move your cursor to any of the gridlines. When the cursor changes to a two-pointed arrow, click, hold, and drag left or right to expand or shrink the column.

You have more than one way to format text in a table because the table isn’t really part of PowerPoint – it’s really a Word document. When you insert a table, you get several new formatting options to work with.

Double-click your table to select it and click on the Format menu to edit Tabs, Font, Bullets, Borders and Shading, etc.

If you’d rather let the computer look after the process of formatting your table, click on the Table menu and choose Table AutoFormat. This brings up a dialog box where you can select from a large number of preformatted table styles in the menu on the left. You can also choose from other formatting elements in this window.

Importing a Table

If you have already created a table in Word that you want to insert into your PowerPoint presentation, you can do so by choosing Insert, Object.

This brings up a dialog box:

Click Create from file and either enter the name of the Word table you want to import or use the Browse button to locate the desired file. If you select Link, PowerPoint will automatically update the linked table to the PowerPoint slide when changes are made to the original file.

✓ Insert a new slide and choose the fourth layout from the left, middle row. In the title placeholder, type Creating a Chart.

Creating Charts

There’s nothing more intimidating for someone viewing a presentation than endless lists of figures. One or two slides like that, and eyes start to glaze over or stray to wristwatches. The best way to keep all eyes on your presentation is to turn those numbers into a chart.

To add a chart to your presentation, double-click the chart placeholder. This activates Microsoft Graph, a special chart-creating applet (small program separate from PowerPoint dedicated to one particular task). Two items will appear: a sample bar chart and a datasheet (which looks like a miniature spreadsheet) containing sample data.

Selecting a Chart Type

Choose Chart, Chart Type

Select the type of chart you want from the Chart Type list on the left.

Select the variant you want from the Chart Sub-Type area on the right.

Click Press and Hold to View Sample of your new chart type.

Click OK.

Clearing and Deleting Rows and Columns

To clear a row or column or an entire range of cells, highlight them and choose Edit, Clear. To delete cells entirely, choose Edit, Delete.

Copy/Paste, Link, or Paste Special?

You can simply copy and paste an existing object (Excel chart, Word table, etc.) into your PowerPoint slide, but you are somewhat limited in that it is a picture and is therefore not editable and cannot be updated. Simply copy the object to the Clipboard in the normal manner and paste it onto your PowerPoint slide. You can also copy and “Paste Special” which allows you to either copy and paste the object into the PowerPoint file or link the object to another document. To use “Paste Special,” do the following:

1. Choose Edit, Paste Special

2. Select the Paste radio button and choose from one of the options

3. Click OK when finished

✓ Insert a new slide and choose the third layout from the left, middle row. In the title placeholder, type Organizational Charts.

Building an Organizational Chart

An Organizational Chart can be added to any kind of PowerPoint presentation. When you choose to start a new organization chart, PowerPoint launches an OLE-compatible application called Microsoft Organization Chart which allows you to create and modify your graphic. You can return to and work with PowerPoint while this chart program is running but the chart itself is grayed-out and inaccessible.

Once you’ve created a chart, you initially have a template with several default chart boxes arranged in tree fashion below a single supervisor. To enter data in a box:

1. Single-click the desired box. The selected box turns black.

2. Begin typing the name of the individual. Press Enter to move to the person’s title.

3. If needed, you may continue pressing Enter to add up to two additional lines of comments.

4. You can use the Enter key, Tab key, or up and down arrow keys to move among fields in a box.

5. When you click inside another box, the data you entered in the current box is retained.

Adding Positions

The default Organizational Chart consists of one manager and three subordinates. PowerPoint lets you add various managers, subordinates, co-workers, and assistants to your organization chart. When adding boxes to a chart, you must attach them to existing boxes (parents). The table below describes the available options:

|Position Icons |

|Icon |Name |Function |

|[pic] |Subordinate |Places a box one level lower than its parent. |

|[pic] |Co-Worker |Places a box to the left of its parent. |

|[pic] |Co-Worker |Places a box to the right of its parent. |

|[pic] |Manager |Places a box one level higher than its parent |

|[pic] |Assistant |Places a box below the parent, but not in the same plane as subordinates. |

To add Subordinate and Co-worker objects:

Click the type of box you want to add from the toolbar.

Click the box in your chart (parent) you want to associate with the new box.

You must re-select the Subordinate tool for each subordinate you add to a chart. To add several boxes at once to the same parent, however, you can click the tool the desired number of times and then click the parent box.

If you click a tool to add a box and then decide you don’t want to add that box, press the Esc key to cancel the operation.

To add Manager and Assistant objects:

Unlike the other boxes, Managers are added above the parent box. A Subordinate in PowerPoint can have any number of Managers or Assistants. Add these boxes exactly as you would Co-workers and Subordinates.

Editing an Organizational Chart

To delete a box:

Click the box you want eliminated

Press the Delete key

To move a box:

If the box you want to move is already selected, click outside the box to de-select it.

Click the box you want to move and continue pressing the left mouse button.

Drag the box over another nearby box. Three options are available:

1. If you move the pointer to the right edge of a box, a right arrow appears. If you release the mouse button, the box becomes a co-worker to the right of this box.

2. If you move the pointer to the left edge of a box, a left arrow appears. If you release the mouse, the box becomes a co-worker to the left of this box.

3. If you move the pointer to the bottom edge of a box, a Subordinate icon appears. If you release the mouse, the box becomes a subordinate to this box.

Release the mouse in the desired position. The box moves to a new location.

When you have finished adding objects to or editing your Org Chart, you need to save your work to a PowerPoint slide and exit Microsoft Organization Chart.

To embed your chart in the presentation:

1. Choose File, Exit and Return to the Presentation.

A dialog box asks, “Do you want to update object in Presentation before proceeding?”

Click Yes.

✓ Insert a new slide and choose a blank slide (fourth layout from the left, bottom row. Create a text box in the center and type Here’s a Notes Page.

Notes Pages and Handouts

Notes Pages and Handouts are two of PowerPoint’s more powerful, helpful features, yet most PowerPoint users gloss over or ignore them altogether. Learning to use these features can make your presentations go more smoothly and make them much more worthwhile for your audience.

Make the best use of Notes Pages and Handouts: Use Notes Pages to script your presentation and to rehearse your talk. Print Handouts for your audience to take notes on or refer to later.

Notes Pages are usually portrait-oriented. Each Note Page includes an image of the associated slide with an area where you can enter text below. You can customize Notes Pages in several ways:

• Change the orientation to Landscape

• Change the size and position of the slide image

• Add page numbers, dates, headers, or footers

• Add any other text and graphics to individual Notes Pages or to the Notes Master, so they appear on each Notes Page

To create notes, switch to Notes Page view by clicking the Notes Page View button at the bottom left of the PowerPoint window or choose View, Notes Page from the menu bar. Use the same text formatting tools in Notes Page view that you use on your slides. You can also create notes-on-the-fly while in Slide, Outline, or Slide Sorter view by choosing View, Speaker Notes and entering your text in the Speaker Notes window that appears.

Adding Date, Time, and Page Numbers

You can add date and time, headers, footers, and page numbers to each of your Notes Pages and Handouts. To add one or more of these items:

1. Choose View, Header and Footer.

2. Choose the Notes and Handouts tab from the Header and Footer dialog box.

3. Check the items you want to include on each page.

4. Choose Apply to All.

Handouts are also portrait-oriented. Each Handout includes two, three, or six small images of the slides in your presentation. You choose the number you want when you print them.

Printing Notes and Handouts

1. Choose File, Print.

2. In the Print dialog box that appears, choose Notes Pages or Handouts (also select desired number per page) from the Print What list box.

3. Choose which slides you want to print.

4. Specify the Number of Copies you want to make.

5. Choose the other printing options you’d like to use.

6. Choose OK.

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