handbook presentations microsoft powerpoint 2010 - … · · 2016-03-25acknowledged by groups...

digital

literacy

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ITdesk.info –

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Create presentations - Microsoft PowerPoint 2010

Handbook

Author: Gorana Celebic

Author:

Gorana Celebic

Translation:

Dario Ilija Rendulic, Sanja Kolaric

Proofreading:

Ivana Posaric

Expert review:

Alan L Eliason, Professor of Management Information Technology (retired)

Main title:

ITdesk.info – project of computer e-education with an open access

Subtitle:

Create presentations - Microsoft PowerPoint 2010, handbook

Cover:

Silvija Bunic

Publisher:

Open Society for Idea Exchange (ODRAZI), Zagreb

Expert review of Croatian version:

Infokatedra, center for the adult education, Zagreb

ISBN:

978-953-7908-17-1

Place and year of the publication:

Zagreb, 2011

Copyright:

Feel free to copy, print, and further distribute the whole or part of this publication, including for the purpose of organized education, whether in public or private educational organizations, but only for non-commercial purposes (that is, free of charge to end users for use of this publication) and with attribution (source: www.ITdesk.info - project of the computer e-education with an open access). Derivative works without prior approval of the copyright holder (NGO Open Society for Idea Exchange) are not permitted.

For permission of derivative works please contact us at: [email protected]

http://www.itdesk.info/

mailto:[email protected]


ITdesk.info is licensed under a Creative Commons Attribution-

Noncommercial-No Derivative Works 3.0 Croatia License.

PREFACE

Today’s society has been shaped by the rapid growth and development of

the information technology (IT) infrastructure. The prominence of IT in

society has created a dependence on an individual’s knowledge and

competence in IT areas. Although that dependence is growing, the human

right to education and information has yet to be extended to the IT area.

This has created a growing problem for both individuals without access to

IT education, as well as for society as a whole. Today, computer illiterate

people find themselves unable to fully participate in modern society, and

lose out on opportunities as a result. Those who lack IT education lack

opportunity itself, the main motivation for progress within a society.

In spite of the necessity and benefits of inclusive computer literacy

acknowledged by groups such as the European Commission, UNESCO, and

OECD, there are still many people with limited access to basic computer

education. Often these are persons with disabilities, persons with learning

difficulties, migrant workers, unemployed or persons that live in remote

(rural) areas where IT education is not accessible.

This handbook (combined with other materials published at the web site

www.ITdesk.info) represents our effort and contribution to the realization

and promotion of human rights to IT education and information. We hope

that this education will help in mastering basic computer skills and with

that hope, it is our desire that you learn as much in order to become an

active member of today’s IT society.

Sincerely yours,

ITdesk.info team Expert review of Croatian version:

http://creativecommons.org/licenses/by-nc-nd/3.0/hr/







TABLE OF CONTENTS

MICROSOFT POWERPOINT 2010 APPLICATION ................................................... 1

Application window elements ............................................................................................. 1

Opening and closing a PowerPoint presentation .................................................................. 3

Running Microsoft PowerPoint ........................................................................................... 3

DEVELOPING A PRESENTATION ................................................................................. 8

WORKING WITH SLIDES ............................................................................................. 11

SLIDE MASTER.............................................................................................................. 13

PRESENTATION CONTENT ......................................................................................... 14

Guidelines for presentation content ............................................................................... 14

Format content .............................................................................................................. 15

WORKING WITH THE BULLETED AND NUMBERED LISTS ................................... 17

WORKING WITH TABLES ............................................................................................ 18

USING CHARTS ............................................................................................................. 23

ORGANIZATION CHARTS ............................................................................................ 26

PICTURES, CLIP ART, MEDIA CLIPS .......................................................................... 28

SHAPES AND TEXT-BOXES ......................................................................................... 31

PRESENTATION OUTPUTS .......................................................................................... 35

Slide Transition ............................................................................................................ 35

Animation effects.......................................................................................................... 35

Notes for the presenter .................................................................................................. 37

Hide and unhide slides .................................................................................................. 38

Check spelling and grammar ......................................................................................... 38







Change page setup and slide size .................................................................................. 38

Print slides .................................................................................................................... 39

Run the slide show ........................................................................................................ 40

Moving across the presentation ..................................................................................... 41






Noncommercial-No Derivative Works 3.0 Croatia License. 1/43

MICROSOFT POWERPOINT 2010 APPLICATION

APPLICATION WINDOW ELEMENTS

Title bar contains basic information about the presentation including title, the name of the

application in which it is developed and its extension (.ppt/.pptx).

Window manipulation boxes (see Fig. 1) are located in the upper right corner of the title bar,

and can be used to:

Maximize the window, or restore it to the previous size (Restore Down),

Minimize the window, or

Close the window

Fig.1 Window manipulation buttons

Quick Access Toolbar, as the name suggests, is used for a quick and easy access to the most

often used tools. It is displayed to the left of the title bar (see Fig. 2).

Fig.2 TheQuick Access Toolbar is located at the top left-hand corner of the

screen

Ribbon contains tabs with logically grouped commands (see Fig 3).

Fig .3 Ribbon

Tabs are placed at the top of the ribbon. They consist of the following:

File – used to perform the basic operations on the presentation files including File

Save, File Open, File New and so forth.

Home – contains tools for the basic text formatting

Insert – used to insert various objects into a presentation

Design –used for editing basic visual aspects of the presentation layout such as size,

orientation, and background color.

Transitions (slide) – contains tools for setting different transitions between slides Animations (elements) – tools for manipulating the element animations placed

within a slide

Slide Show – tools for viewing the presentation

Review - tools for reviewing the presentation including spell check, translation to

different languages, collaboration, and so forth.

View – used for application window view adjustment. Here you can choose different







view types, as well as zoom and arrange slides in different ways

Storyboarding-a primary tool used for adding a new slide to your presentation, working with slide layout, adding pictures and links, and working with text

The Presentation Window

Each slide or storyboard is created in the presentation window. When you select New Slide,

an empty slide is positioned for you to work on.

The slide/outline pane (left side of the presentation window) provides an overview of all

slides in the presentation.

Slides pane - displays presentation slides in a thumbnail form

Outline pane - shows the text placed on each slide

Notes pane - contains notes which are of help to the presenter

Insertion point - shows where we are positioned within the slide and where information will

be entered (for example, text,where the cursor is flashing)

Bars for the horizontal and vertical navigation (scroll bars) - used for navigation across the

presentation

Status bar - displays information about the current slide







OPENING AND CLOSING A POWERPOINT PRESENTATION

RUNNING MICROSOFT POWERPOINT

On the Start menu select All Programs > Microsoft Office folder and then click Microsoft PowerPoint 2010.

In the Search bar enter "powerpoint" in the search field and select Microsoft

PowerPoint 2010 from the offered search results.

Double click on the Microsoft PowerPoint 2010 application shortcut usually found on the computer’s desktop as an alternative.

Opening a Presentation

Under the File menu select New.

Click on Blank presentation or another template or theme

Closing Microsoft PowerPoint

Under the File menu click Exit to close and exit the software.

Opening an existing presentation

Under the File menu select Open.

Under the File menu select Recent.

Using the first method will cause the Window Open dialog box to appear. In this dialog,

navigate to the file you wish to open and select it. With File Recent, a window will appear,

showing the presentations you have worked on that are the most recent. Click on a recent

presentation to open it.

To open multiple consecutive files, press and hold the Shift key while selecting the first and

last files. To select multiple files not in sequence, press the Ctrl key while selecting the

desired files. All selected files will be opened when the Open button is clicked.

Closing the presentation

Under the File menu select Close.

Using templates

To create a new blank presentation from the File menu select New and click on the Blank

presentation template.







To open a new template, select the desired template from the Sample Templates folder.

Existing templates can be used to create a wide range of presentations, for example a

calendar. Additional templates are available for download at Office.com.

Saving the presentation

Under the File menu select Save.

Under the File menu select Save As

Click the icon, shown on the Quick Access Toolbar.

The first time a presentation is saved, selecting Save or Save As will cause a dialog box to

appear. In the File Name field, enter a name for the presentation. Click on the folder to

specify where the presentation is to be saved. Click the Save button.

Saving the presentation under a different name

To save a presentation under a different name, select Save As from the File menu. When the

dialog box appears, enter a new filename in the File Name field and click on Save. You will

notice a change of the presentation name on window’s title bar. After a file name is

changed, use File Save or keyboard shortcut Ctrl + S for subsequent saves.

Saving the presentation as another file type

To save a presentation as a different file type, use File Save As. In the Save As dialog box,

click on the Save As Type drop-down menu and select the desired file type. To save as a

template, select PowerPoint Template (*.potx). To save a presentation in a format

compatible with older versions of Microsoft PowerPoint, select PowerPoint 97-2003

Template (*.pot). To save a presentation as Rich Text Format (.rtf), choose Outline/RTF

(*.rtf).

Switching between open presentations

Move to the PowerPoint ribbon and click on the Switch Windows icon. Choose

the presentation you want to switch to.

Position the cursor on the PowerPoint icon in the taskbar at the bottom of the screen

to preview open presentations (see Fig 4). Click on a presentation to select it.

Fig.4 Preview of

open presentations







Use the keyboard shortcut Alt + Tab to switch between windows (i.e. opened presentations, folders, applications).

The PowerPoint Options dialogue box

Basic options such as user name, primary folder for saving, and more can be changed by clicking the PowerPoint Options dialogue box. To open the dialog box select File Options (see Fig 5).

At the bottom of the General Tab there is a text box to enter or change the User name (see Fig 6).

Fig.5 File menu Fig.6 PowerPoint Options dialogue box

To change the primary folder for saving and opening documents, click on PowerPoint

options Save. In the Default file location text box enter a folder location. The folder you

choose will be the default for the next File Save As selection.

The Help function

The Help function is located on the File menu. Select File Help. On the right side of the

window, there is information about the application version. To browse available help topics,

click on Microsoft Office Help. In the Search text box you can enter a term to explore (see

Fig 7). Help can also be opened by using the F1 key or using icon provided by

Storyboarding on the PowerPoint ribbon.







Magnification/zoom tool

Fig.7 PowerPoint Help

Fig.8 Zoom dialogue box

The Zoom dialog box can be opened via the Ribbon View tab.

Click the Zoom icon to select among the proposed values to

increase or decrease zoom, or to enter your own value, which

must be an integer in the range of 10 to 500.

Zoom can also be set by adding the zoom icon to the Quick Access

Toolbar. For immediate Zoom there is the Zoom Slider

, or Ctrl key and mouse wheel.






Fig.10 Menu that opens by right-clicking over the Ribbon


Customizing the Ribbon

The Ribbon can be customized via the File menu. Select File Options and click on the

Customize Ribbon tab (see Fig 9).

On the Customize Ribbon tab we can freely choose among menus or create custom menus

with functions that suit our needs. To add tools to the menu, select the desired tool on the

left side of the dialog box and click the Add button. To remove the tool from the menu,

select it and click the Remove button.

Fig.9 PowerPoint Options dialogue box – Customize Ribbon tab

The Customize Ribbon tab (and some other functions) can also be accessed by right-clicking

on the Ribbon and by choosing one of the following options (see Fig 10):

Customize Quick Access Toolbar

Show Quick Access Toolbar Below the Ribbon

Customize the Ribbon

Minimize the Ribbon




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DEVELOPING A PRESENTATION

Presentation views

The Presentation Views group on the View tab offers four different ways of viewing a presentation (see Fig 11). The different views are outlined below

In Normal View the slide is shown in the middle of the presentation window (see Fig 12).

Below the slide is a box in which the author can enter notes and comments. The left side of

the window shows either slide thumbnails (if you choose Slides) or

text-only slides (if you choose Outline).

Fig.11 Presentation Views

Fig.12 Normal View

Slide Sorter View shows multiple slides in the window, making it the most convenient view

for tasks such as rearranging slide order or adding transition effects (see Fig 13).

Fig.13 Slide Sorter Notes Page View

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The Notes Page View provides a full page notes area below the slide (see Fig 14). In this

area the presenter can enter notes to use during the presentation.

Fig.14 Notes Page

View

The Reading View displays the presentation full-screen (see Fig 15). Press the Escape Key

(Esc) on the keyboard to return to the normal view or click on the Normal icon shown on the

lower right-hand corner of the screen.

Fig. 15 Reading View







WORKING WITH SLIDES

Insert slide

There are multiple ways to insert a new slide into the presentation.

To insert a slide using the Ribbon, click the New

Slide icon in the Slides group, located in the Home tab. This

option will allow you to choose from different slide layouts

including Blank, Title Slide, or Title and Content.

Alternatively, a new slide can be inserted using the Slides tab

in two ways:

Right-click the slide after which you want to insert a new slide and select New Slide (see Fig 16), or

Select the slide after which to insert a new slide, and

press the Enter key

Fig.16 Insert new slide

Copy or move slides

To copy or move a slide, either into the current or another presentation, select the slide in

the Slide Sorter View. In Normal View select the slide Thumbnail on the left side of the

window.

After you have selected the slide, right click the mouse and select Cut or Copy. Next, select

the desired place in the presentation to move or copy the slide. Finally, right-click the mouse

and choose the Paste command.

Keyboard Cut, Copy, Paste commands

Ctrl + X - Cut

Ctrl + C - Copy

Ctrl + V - Paste

“Drag and drop” copying method

An alternative way to copy and move a slide is to drag and drop the slide.

1. Select the slide in the Slides tab area that you want to copy

2. Left click and hold, at the same time press and hold the Ctrl button. A small icon will

appear moving to the next step.







3. Move or Drag the mouse cursor to the desired location for the slide.

4. Release the left mouse button and then the Ctrl button. A copy of the slide is pasted.

To move the slide and not make a copy, use the “Drag and drop” method but do not hold

down the Ctrl key.

Delete Slides

Select one or more slides to be deleted and then use one of the following methods:

Right click on the mouse and click Delete slide.

Click Delete on the Home tab.

Press the Delete key on the keyboard

Slide Themes and Designs

A variety of themes are available to change the look and feel of slides. To add a theme,

navigate to the Themes group located within the Design tab and select the desired theme

(see Fig 17).

Fig.17. Themes

Click the down arrow to the right to display built-in themes and office.com themes (see Fig

18). Also, you can click Browse for Themes to browse for themes saved anywhere on the

computer.

Fig.18 Select the theme







The Design tab also contains options for customizing the background of one or all of the

slides. First, select the slide or slides you wish to

customize. Next, in the Background group in the Design

tab select Background Styles or right click on the

selected slide and select Format Background. You can

shape the background by using Format Background(see

Fig 19).

Fig. 19. Format Background

SLIDE MASTER

The Slide Master controls the format of the title and main text objects for each slide.

Changes made in master slide format will reflect to all slides. The Slide Master can be called

via the Master Views group located within the View tab, by clicking the Slide Master icon

.

Once activated, the Slide Master is ready for editing:

• Use the Insert tab to insert objects like drawings, pictures, and forms (see Fig 20).

Fig.20. Tools to insert objects – Images and

Illustrations groups

To Delete an object, select the object while in the Slide Master view and press the Delete key.

Use Insert tab to add a header or footer. Click on the Header & Footer icon

located in the Text group. To add text to the footer open the open Header and Footer dialog box, , select Footer, and add the text for the footer in the text box..

o The Header and Footer dialog box also allows control of the following (see Fig 21):Date and Time – includes the Update automatically option and Fixed option.

o Slide number – automatically adds the slide number to the footer. o Don't show on title slide – If this option is checked, the selected elements (date,

slide number, etc.) will not be displayed on the first slide of the presentation.







Header & Footer display options can be applied to one or all slides. Press the Apply button

to apply the selected

options to one slide; press

the Apply to All button to

display options on all

slides.

Fig.21. Header and Footer

dialogue box

PRESENTATION CONTENT

Guidelines for presentation content

To help make high quality, professional presentations, there are a few guidelines that should

be followed.

For fonts, it is recommended to use Sans Serif fonts (Verdana, Arial, etc.). These are highly

legible on the screen. The font size should be between 24-32.

For emphasis, use the visual resources such as images and graphs for summary and easier

understanding of topics.

Use short phrases arranged in a graphical or numerical list, instead of large blocks of text, to

keep slides from being too verbose. Remember the 6-6-6 rule:

Up to 6 words per line.

Up to 6 lines of text (points) per slide.

No more than 6 consecutive slides with text.

Finally, it is recommended to use different titles for each slide. This allows for better

transparency and easier manipulation of the slides in the Outline tab and easier navigation

through the slide show.







Adding content to a slide

To begin, select the slide that you wish to add content to. The slide can be selected in the

slide/outline pane. Once the slide has been selected you may begin entering text. Many

slides will already contain text boxes for entering text. For example, title slides contain a text

box that says Click to add title.

It is likely that presentation development objects, such as text, pictures, or shapes, will need

to be manipulated. For example, you may want to copy or move an object to a different slide

or presentation. Please note that any object you would like to manipulate must be selected

first.

To perform the Cut/Copy/Paste operation on an object, select the desired object and right

click with the mouse. From the Quick menu choose Cut command (if you want to cut) or

Copy (if you want to copy). Finally, position the cursor in the position you want to paste the

object, right click the mouse and select Paste from the Quick menu. Recall that these

commands can be accessed using the following keyboard shortcuts:

Ctrl + X - Cut

Ctrl + C - Copy Ctrl + V – Paste

To delete the object, select it and press the keyboard keys Delete or Backspace. When deleting text, the Delete key deletes the character to the right of the cursor; the Backspace key deletes character to the left of the cursor.

Undo and Redo

The Undo and Redo functions are used whenever you wish to undo or redo the last

action. For example, if some text is accidentally deleted, or you make a change that you do

not like, using the Undo tool will return the document to its previous state. It is also useful

when we want to explore PowerPoint functions, as we can fearlessly try any function and

return the document to its previous state. It is a practical and frequently used function.

Undo is located in Quick Access Toolbar or can be accessed via the keyboard shortcut Ctrl +

Z.

The Redo function annuls the result of the Undo function. We can use it as many times as

we use Undo. Redo is also located in the Quick Access Toolbar or can be accessed via the

keyboard shortcut Ctrl + Y.

Format content

Text can be manipulated using commands found in Font group, located in the Home tab.

Remember, before applying any function or command, select the text you want to edit.







To change the font type click on the arrow in the Font box , and select from drop-

down menu one of the offered fonts. The same rule applies to the manipulation of the font

size---in the Font Size box click on the arrow and choose the number of the font size

you want to use.

Text can be displayed in: bold, italics or underline. These formatting tools are placed in the

Font group. They are activated by clicking on the following buttons:

- selected text is displayed in bold

- selected text is displayed in italic

- selected text is displayed underlined

- selected to apply shadow effect to the text

By pressing the icon in the lower

right corner of the Font group, you can

access the Font dialog box, which

displays additional formatting options

(see Fig 22).

Fig.22. Font dialogue box

icon, located

in the Font group. Clicking on the arrow next to the icon,

opens the Theme Colors palette menu (see Fig 23). Notice,

pressing “arrows” on toolbars in PowerPoint almost always

gives us additional options!

Fig.23. Color palette for choosing font color

We can Change case by clicking the icon icon, again located in the Font group. To

change the text to capital letters, select the UPPERCASE option. To change the text to

lowercase, choose the lowercase option.

To align text, you can use the icons in the Paragraph group placed on the Home tab:

– Align Text Left

– Center text

Text color can be changed by clicking on the







– Align Text Right

– Justify text

Format Painter

The Format Painter tool, located in the Clipboard group on the Home tab, can be used to

copy text format from one set of text to another. The Format Painter is a great shortcut tool

as it will apply the selected texts color, size, case and any other formatting options to

another set of text without the need to set each option individually.

To use Format Painter, first highlight the text to be formatted. Next, click the Format Painter

tool and highlight the text the formatting should be applied to.

WORKING WITH THE BULLETED AND NUMBERED LISTS

We might use lists for various list creation and enumeration needs throughout the presentation. Lists can be set to display numbers, letters, bullets or images as delineators. Icons for these various list options are located in the Paragraph group on the Home tab.

To select a bullet shape to be used for a list, press the arrow

next to the icon and select one of the offered bullet

shapes (see Fig 24).

Fig.24. Menu with different shaped bullets

To display the list items numerically, press the arrow next to

the icon and select from the offered formats (see Fig 25).

Replace bullet with a picture

Press the arrow next to the icon and select the

Bullets and Numbering option. Click on Picture and select

from the stored pictures. You can import pictures by

clicking the Import button and adding to the existing

picture list in the dialogue box. Once a picture is imported,

you can apply it to a list.

Fig. 25 Menu with different numerical formats







Replace graphical mark with symbol

Press the arrow next to the icon and select the Bullets and Numbering option. Click on

the Customize button and to open the Symbol dialogue box. Select the suitable symbol.

Resize graphical or numerical marks

Press the arrow next to the icon and select the Bullets and Numbering option. In the

Size field enter a percentage or, adjust it by clicking the up or down arrows.

Change the level of the listed items

Text entered in PowerPoint can be formatted as lists. Often, it is necessary to change the

level of a list or portion of a list. We can increase or decrease the level of one list item or the

entire list.

To do this, first select the list item or the entire

list. Then choose either the Increase List Level

tool or Decrease List Level tool

Pressing the button in the Paragraph group

within the Home tab, opens the Paragraph

dialogue box with additional options. For

example, on the Spacing tab, you can enter

values to set spacing Before and After

paragraphs (see Fig 26).

Fig.26. Paragraph dialogue box

WORKING WITH TABLES

Enter a table

To insert a table into the document select the icon on the Insert tab.

In the opened Insert Table window, drag your cursor to highlight the desired number of

rows and columns for the table.







Fig. 27 Insert Table

To determine the dimensions of the table before insertion, select Insert Table examine the

dialog box that appears. A 4x2 Table for example contains four

columns and two rows (see Fig 27).

To create a complex table, after selecting the icon select

Draw Table tool, and with the help of the mouse determine the

lines for the table.

Enter and edit data in a table

To enter the contents of the table simply place the insertion point in a table cell and enter text. Moving the insertion point around the table can be done in three ways:

By pressing the left mouse button

By using the TAB key on your keyboard

By using the arrow keys on the keyboard

Select a cell/column/row

Single cell selection: Place the cursor next to the left border of the cell. When the mouse

pointer changes to the black arrow pointing right, click the left mouse button. The cell will

change color (see Fig 28)

Fig. 28 Select cell

Table column selection: Position the cursor above the column you want to select. When the

mouse pointer changes to the black arrow pointing down, click the left mouse button. The

column will change color (see Fig 29).

Fig. 29 Select column







Table row selection: Position the cursor to the left of the row you want to select. When the

mouse pointer changes to the black arrow pointing right, click the left mouse button. The

selected row will change color (see Fig 30)

Fig. 30. Select row

To select an entire table, click on its border. When the mouse pointer changes to , drag

the table to a new place using the drag and drop method (see Fig 31).

Fig. 31. Select entire table

Format a table

Tools for inserting rows and columns are located in Rows & Columns group of the Table

Tools section within the Layout tab (see Fig 32).

Fig. 32 Rows & Columns group – tools for inserting rows and columns

Another way to insert rows and columns is through use of the quick menu. Right click the

mouse over the cell you want to insert row or column next to, and click the appropriate

Insert command (see Fig 33).







Fig. 33 Quick menu – Insert command

To adjust row or column dimensions, first select the row or column

and enter values for the Height/Width field (see Fig 34). The

Height/Width field can be found under the Table Tools tab within

Layout in the Table Size group.

Fig. 34 Height and Width fields

Alternatively, you can place the cursor over the column border, and when the cursor

changes to , press and hold the left mouse button and drag the cursor until the column is

the desired width (see Fig 35).

Fig.35 Modify column width

To change the height of the row, place the cursor over the row border, and when it changes

to , press and hold the left mouse button and drag the cursor until the row is the desired

height (see Fig 36).







Fig.36 Modify row height

Borders and shading

Click on the Shading icon in the Table Tools under Design in the Table Styles group to

change the cell background. Click on the arrow next to the icon to display a palette of

available background colors. If Enable Live Preview is turned on, a preview of the formatting

will appear in the table when moving through the offered colors.

Clicking on the Borders icon, places a bottom border on the

designated table (see Fig 37). To view more skirting options, click

the arrow next to the Borders icon.

Delete a table

Rows or columns of a table can be deleted by pressing the Delete icon located in the

Table Tools section, under Layout in the Rows & Columns group.







USING CHARTS

1. Insert a chart:

If a slide layout includes

content, for example

Title and Content in the

above slide, icons for

inserting objects such as

charts, tables, or images

will be visible. To insert

a chart click the Insert

Chart icon (see Fig 38).

Fig.38 Add chart by clicking

on Insert Chart

Charts can also be inserted from the Insert tab by choosing the Chart tool in the

Illustrations group.

2. Choose a chart type

After Chart is clicked, the Insert Chart

dialogue box opens offering various

chart types for insertion (see Fig 39).

Fig.39 Insert Chart dialogue box

After selecting a chart type, MS Excel will be opened next to PowerPoint on the screen (see

Fig 40). In the Excel workbook, enter the data to be displayed in the chart and close the

workbook. The PowerPoint chart layout is changed to replicate the data in the Excel

workbook.







Fig.40. On the left is PowerPoint chart and on the right is an Excel spreadsheet,

used for entering chart data

Change a chart type

To change a chart's type, right click the chart area and select the Change Chart Type from

the quick menu.

Another way to change the chart type is to select Change Chart Type located in

Chart Tools section in the Design tab.

Format chart title

To format the chart title click Chart Title in the Labels section under the Layout

tab.

From the Chart Title menu we can choose the following options (see Fig 41):

None – Chart title does not display.

Centered Overlay Title – Chart title is centered and overlays without resizing the

chart.







Above Chart – Chart title is displayed above the chart

and the chart is resized.

More Title Options – Additional formatting options.

Fig.41 Format chart title

Add a chart legend

To add or format a chart legend click Legend in the Chart Tools section under the

Layout tab.

Change a background color of the chart area

To change a background color of the chart area, click the Shape Fill icon

located in the Shape Styles group under the Format tab.

A chart area background color can also be set by right clicking the chart and choosing the

Format Chart Area command. On the Fill tab, click Color to choose the desired background

color (see Fig 42).

Fig.42 Format Chart Area dialogue box







Change the color of chart elements

Chart elements are the individual components of a chart such as columns, lines, bars, or

sections of a pie chart. The color of these elements can be changed with the following steps.

• Select the element by clicking on it. Navigate to Chart Tools -> Format -> Current

Selection -> Format Selection.

• Click on Format Selection to open

the Format Data Series dialogue

box (see Fig 43). Choose Fill and

then the Solid Fill option. Click on

the arrow next to the Color button

to display the color palette.

Choose the color to be applied to

the selected chart element. In our

example, the chart element is part

of a data series. All elements in

the series will be formatted in the

same way.

Another way to change chart element

color is to right click the element and

from the quick menu choose Format Data

Series. On the Fill tab choose any fill type.

Fig. 43 Format Data Series dialogue box

ORGANIZATION CHARTS

Organization charts can be added to a presentation using SmartArt graphics. To insert a

SmartArt graphic, click the SmartArt icon, located in the Illustrations Group

within the Insert tab.

The SmartArt Graphic dialogue box will appear (see Fig 44). From there choose Hierarchy

on the left-hand side and then select from pre-designed organization charts.







Fig. 45 Standard hierarchal chart

Adjusting hierarchy structure

Fig.44 Choose a SmartArt

Graphic

In the SmartArt Tools section, located in the Create Graphic group on the Design tab, click

Layout and choose the desired structure. Available structures are standard, left hanging,

right hanging, or both (Fig. 45 shows a standard hierarchy)

A shape can be added along with the new element by using the Add Shape tool,

also located in SmartArtTools. Click on the arrow next to add shape and from the dropdown

menu choose Add Assistant(see Fig 46). Add Assistant will add a new chart element to the

hierarchy (see Fig 47).

Fig.46 Add shape to the hierarchal

chart menu

Fig.47 Add assistant adds an element to the

chart







PICTURES, CLIP ART, MEDIA CLIPS

Insert graphic objects in a slide

If a content box on a slide is selected, icons for various types of

object insertion will be visible. By clicking on an icon you can insert a

Table, Chart, SmartArt Graphic, Picture, Clip Art, or Media Clip (see

Fig 48).

Fig.48 Insert Picture icon

Objects can also be inserted using the Insert tab followed by clicking on the appropriate icon

(see Fig 49).

Fig.49 Insert tab

Clicking on an object will select it. To delete an object, first select it and then press the

Delete key.

Copy or move within the presentation and between open presentations

To move an object using the drag and drop method press and hold down the left mouse

button over the object, drag the cursor to the desired location, and release the button.

To move an object to a new slide in the same or a different presentation, select the object

and right click it to open the quick menu. In the quick menu, select the Cut command.

Position the insertion point in the slide the object will be moved to, and right click. From the

quick menu select the Paste command.

Alternatively, the object can be selected from Slides and pulled to another slide, including an

empty slide.

To copy an object to a slide in the same or a different presentation, select the object and

right click to open the quick menu. In the quick menu, choose the Copy command. Position

the insertion point on the slide the object will be moved to, right click and select the Paste

command.







Resize and delete objects

To resize an object, position the cursor over the object until the pointer changes to a two-

way arrow. Then press and hold down the left mouse button and drag until the object is the

desired size (see Fig 50).

Fig.50 Resize shape

Resizing an object can also be done by right clicking the object, and choosing Format Shape

from the quick menu. In the Format Shape dialog box, choose the Size tab, and enter the

desired values to the Height and Width fields.

Objects can be deleted by selecting the object and pressing the Delete key.

Rotation of the objects

After selecting an object, press and hold the left mouse button over the rotation regulator,

which is recognizable by the green ball (see Fig 51). Then drag the pointer in the desired

direction and release the mouse button.

Fig. 51 Rotate an object

Objects can also be rotated using the Home tab. In the Drawing group choose Arrange .

On the dropdown menu, choose Rotate and select one of the displayed options (see Fig 52).







Fig. 52 Rotate objects menu

Alignment

On the Home tab in the Drawing group choose the

Arrange tool . On the dropdown menu choose

the Align icon and select from the available

options (see Fig 53).

Fig. 53 Align objects menu







SHAPES AND TEXT-BOXES

Shapes can be inserted into a slide using the following methods:

Using the Drawing group, located in the Home tab (see Fig 54).

Using the Shapes tool located in the Illustrations group under the Insert tab.

Fig.54 Drawing group

To insert a shape, click on the desired shape and when the pointer changes to drag the

pointer (cursor) until you achieve the desired placement on the presentation (see Fig 55).

Fig.55 Insert shape

To add text to a shape position the cursor within the shape and enter or paste the text.

Changing color, line thickness and line type

Shapes are formatted with the Shape Styles group under the Format tab.

The Shape Fill tool fills the shape with color. To use, click on the shape fill

tool. A dropdown menu will open with color palette and the following shape fill options (see

Fig 56):

No fill – Displays the shape without fill.

More Fill Colors – Provides use of Standard Colors or

Theme Colors.

Picture – Allows a picture as the shape background.

Gradient – Displays overflow between two or more colors.

Texture – Changes the fill texture.

Fig.56 Choose shape fill color







The Shape Outline tool offers options for

formatting shape borders. To use, click on the shape outline tool

to open the color palette and the following shape outline

options (see Fig 57):

Weight – Choose line thickness.

Dashes – Choose line type, for example solid, or dotted.

Arrow – Choose arrow type.

Fig.57 Format shape outline

The Format Shape dialogue offers additional options for formatting shapes (see Fig 58). To

open do one of the following:

Click on the icon in the Shape Styles group.

Right click the shape, and select the Format Shape option from the quick menu.

Fig.58 Format Shape dialogue box







By using the Shape Effects tool within the Format menu, the following effects can be applied

to the Shapes (see Fig 59):

Preset

Shadow

Reflection

Glow

Soft Edges

Bevel

3-D Rotation Fig 59 Shape Effects

Group objects

In order to simplify object management and move, resize, or rotate several objects at once,

it is a good idea to group them. To group objects, first select multiple objects press and hold

the control key and click on one object followed by another. Then, use one of the following

methods to open Order Objects choices (see Fig 60):

Choose the Arrange tool , located in the Drawing group section on the Format

tab and select Group.

Right- click on a selected object and from the quick menu choose Group. To ungroup

objects, select Ungroup located below Group.

Arrange objects

To arrange objects, select the Arrange tool , located in the

Drawing Tools section on the Format tab, and choose from the

available options.

Fig.60 Group Objects







The green shape is moved forward by one level.

The green shape moves in front of all other objects.

The green shape moves back one level.

The green shape moves behind all other objects.

Send Backward

Send to Back

Bring To Front







PRESENTATION OUTPUTS

Slide Transition

Slide Transition provides different options when making the transition from one slide to the

next during a presentation. Before you assign a transition effect, the slide must be marked.

Mark the slide by clicking on the thumbnail of the slide. Then, on the Transition to this Slide

found within the Transition tab, choose one of the listed effects (see Fig 61).

Fig. 61 Transition to This Slide group

The Timing group allows you to set additional transition effects (see Fig 62):

Sound – Choose a soundtrack to accompany the transition.

Duration - Set the duration of the transition.

Apply to All Apply a transaction to all slides in a presentation.

On Mouse Click – When this option is highlighted, clicking the mouse will cause the

presentation to advance to the next slide.

After – If this option is highlighted, it sets a time period after which the transition

happens automatically.

Fig. 62 Timing group

You can use Preview icon to preview the slide transition effects.

Animation effects

Animation effects are similar to the slide transition effects, but they apply only to objects

within the slide, not between slides. Animation effects determine the manner in which

objects, such as tables, graphs, or images, appear on the slide. Before adding animations to

objects using the Animation group, the object must be selected from the animation group

(see Fig 63).







Fig.63 Animation group

Fig. 64 The order of presentation of animation

Select an object such as a picture and move from one icon to another on the amination

group panel (see Fig 64). This allows you to examine the different types of animation

effects. To add an animation, click on Add Animation. Click on the type of animation to be

displayed during the presentation.

Clicking on the icon will open the Animation Pane dialog box. As shown by

Fig 65, this pane provides an overview of all animated slide objects, such as picture 10.

Clicking an object within the Animation pane in the drop-down menu allows for the setting

of various options:

Start On Click – Animation is activated when the mouse is clicked.

Start With Previous – Object animation runs at the same time as the previous object

animation.

Start After Previous – Object animation runs after the previous object animation.

Effect Options – Additional customization effects options.

Timing – Additional animation timing options.







Hide Advanced Timeline – Hides the advanced display

timing animation in the task pane.

Remove – Removes the animation.

Fig.65 Animation pane

Press the Play button to preview animations.

When an animation effect has been set, the Timing

of the effect can be set from the Timing group. The

settings are (see Fig 66):

Fig.66 Timing group

Start – Set when the animation starts.

Duration – How long the animation should continue.

Delay – How long to delay the animation after the start.

Reorder Animation – Change the order the animations will run.

Click Preview to the far left on the animation pane to preview all slide animations.

Notes for the presenter

In the bottom of the presentation window, there is area to enter notes for

speaker/presenter (see Fig 67).

Fig.67 Notes Pane







Output format for the presentation

Selecting the appropriate output format for the presentation is done using the Page Setup

group found under Design. Click on the Page Setup icon . In the Page Setup dialog box select the appropriate show format from the Slides sized for option.

Hide and unhide slides

PowerPoint includes the option to hide or unhide slides within the presentation. This can be

useful when the presenter is unsure about displaying a slide. Rather than deleting the slide,

it can be hidden and will not be displayed. In this way, the slide can easily be unhidden at a

later time.

To hide a slide, right click on the slide within the slide pane and choose Hide slide. To unhide

a slide, do the same procedure, but this time choose Unhide slide.

* Hidden slides are marked by a crossed out number.

Check spelling and grammar

Use the Spelling tool in the Proofing group of the Review tab

to perform a spell check of the presentation (see Fig 68).

Fig.68 Proofing group

Change page setup and slide size

Slide orientation is changed from the Design tab, located within the Page Setup group. Click

on the Slide Orientation icon .

Slide size can be changed via the Design tab, within the Page Setup group, using Page Setup

. In the Page Setup dialog box, options for slide size are Width, Height, orientation of

Slides, and orientation of Notes, handouts & outline (see Fig 69).







Fig.69 Page Setup dialogue box

Print slides

The print function can be accessed by the following methods:

In the File menu, choose the Print command.

Use the keyboard shortcut Ctrl + P.

File Print allows copies and range to be set (see Fig 70)

Number of copies: in the Copies field enter the desired number of copies to be

printed.

Print range:

Print All Slides – Prints the entire presentation.

Print Selection – Prints only the selected slides.

Print Current Slide – Print only the slide where the insertion point is positioned.

Print Custom Range – Prints a slide range.

Presentation preview - On the right side of the screen there is a print preview of the

slides.







Fig. 70 Print settings

Run the slide show

To run the slide show from the beginning, use one of the following methods:

In the Slide Show tab within the Start Slide Show group click the From Beginning

icon.

Press F5 key on the keyboard.

To run the slide show from the current slide:

In the Slide Show tab within the Start Slide Show group click the From Current Slide

icon .

Press Shift + F5 on the keyboard.

Broadcast Slide Show – A new feature of MS PowerPoint 2010 allows the sending of a link

to the presentation to remote users. Remote users can then view the presentation using the

Internet browser.







Custom Slide Show – A frame in which we can determine a new slide sequence.

Moving across the presentation

After starting the slideshow, right click to open the quick

menu to display available commands for moving across the

presentation (see Fig 71):

Next

Previous

Last Viewed

Go to Slide...

Fig. 71 Quick menu - Navigation command







This handbook is intended for learning along with materials published at the following links:

*Notes:

http://www.itdesk.info/Microsoft PowerPoint 2010 notes.pdf

*Video presentations for the basic use of Microsoft PowerPoint 2010:

http://www.itdesk.info/en/microsoft-powerpoint-2010-creating-presentation-1/



*Sample exam:

http://www.itdesk.info/sample exam/sample exam module 6.pdf

*Exam solution for this sample exam:

http://www.itdesk.info/en/exam-solution-module-6/

*Quiz for self-evaluation:

http://www.itdesk.info/en/developing-presentations-quiz/

http://www.itdesk.info/en/developing-presentations-quiz-2/

(to open the link within the .pdf document, press the left mouse button on one of the above

links)




http://www.itdesk.info/Microsoft%20PowerPoint%202010%20notes.pdf




http://www.itdesk.info/sample%20exam/sample%20exam%20module%206.pdf

http://www.itdesk.info/en/exam-solution-module-6/



http://www.itdesk.info/en/developing-presentations-quiz-2/




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