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PowerPoint 2000

Basic User Manual

Kaitech Solutions Limited

February 2005


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Kaitech Solutions Limitedwww.kaitechsolutionlimited.com

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KAITECH SOLUTIONS LIMITED FEBRUARY 2005

TABLE OF CONTENTS

INTRODUCTION TO POWERPOINT 2000...............................................................................1

GENERAL................................................................................................................................................................ 1OVERALL POWERPOINT CONCEPT....................................................................................................................1

POWERPOINT AND THE NETWORK.................................................................................................................... 1

INSTRUCTIONS IN THIS MANUAL........................................................................................................................1

FILE MANAGEMENT AND HOUSEKEEPING..........................................................................2NAMING DOCUMENTS..........................................................................................................................................2

DELETION OF FILES.............................................................................................................................................. 2

CREATING A POWERPOINT PRESENTATION.......................................................................3ACCESSING POWERPOINT .................................................................................................................................3

POWERPOINT DIALOG BOX.................................................................................................................................4

.................................................................................................................................................................................. 4To Choose The Type Of Presentation You Wish To Create...............................................................................4

NEW SLIDE DIALOG BOX.....................................................................................................................................5

.................................................................................................................................................................................. 5To Choose An AutoLayout...................................................................................................................................5

OVERVIEW OF POWERPOINT SCREEN................................................................................6.................................................................................................................................................................................. 6

TITLE BAR............................................................................................................................................................... 6

MENU BAR.............................................................................................................................................................. 6

TOOLBARS............................................................................................................................................................. 7

SCROLL BARS........................................................................................................................................................7

NEXT PAGE, PREVIOUS PAGE.............................................................................................................................7VIEW BUTTONS...................................................................................................................................................... 7

NORMAL VIEW....................................................................................................................................................... 8

WINDOW CONTROLS............................................................................................................................................8

SLIDE SETUP........................................................................................................................... 9To Change The Slide Size...................................................................................................................................9To Change The Presentation To Portrait.............................................................................................................9

ADDING TEXT TO YOUR SLIDE............................................................................................10TEXT PLACEHOLDERS.......................................................................................................................................10

To Add Text To A Placeholder........................................................................................................................... 10To Move To The Next Placeholder....................................................................................................................10

ADDING A TEXT BOX..........................................................................................................................................10To Add A Text Box........................................................................................................................................... ..10To Resize A Text Box........................................................................................................................................11

EDITING TEXT.......................................................................................................................................................11

ADDING CLIPART..................................................................................................................12To Add A Clip Art Picture To Your Slide...........................................................................................................12

................................................................................................................................................................................ 12

................................................................................................................................................................................ 12To Move Clip Art................................................................................................................................................13To Resize Clip Art..............................................................................................................................................13To Remove A Clip Art Picture From Your Slide................................................................................................13

ADDING A NEW SLIDE...........................................................................................................14To Add A New Slide........................................................................................................................................... 14

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THE BULLET LIST SLIDE......................................................................................................15To Create A Bulleted List Slide..........................................................................................................................15

CHANGING THE STYLE OF A BULLET POINT..................................................................................................15To Change An Individual Bullet Point................................................................................................................15

................................................................................................................................................................................ 16To change the bullet styles for the whole document.........................................................................................16

SELECTING TEXT..................................................................................................................17METHODS OF SELECTING TEXT.......................................................................................................................17

To Select A Text Box.........................................................................................................................................17To Select Multiple Text Boxes...........................................................................................................................17

FORMATTING TEXT...............................................................................................................18FONT...................................................................................................................................................................... 18

................................................................................................................................................................................ 18To Format Text..................................................................................................................................................18

ALIGNMENT.......................................................................................................................................................... 19To Change The Alignment.................................................................................................................................19

LINE SPACING...................................................................................................................................................... 19

................................................................................................................................................................................ 19To change the line spacing................................................................................................................................19

CHANGE CASE..................................................................................................................................................... 20To Change The Text Case.................................................................................................................................20

SAVING YOUR PRESENTATION...........................................................................................21Saving A New Presentation...............................................................................................................................21Saving A Presentation To Include The Latest Changes....................................................................................21

CLOSING A PRESENTATION................................................................................................22To Close A Presentation....................................................................................................................................22

................................................................................................................................................................................ 22

OPENING AN EXISTING PRESENTATION ...........................................................................23To Open An Existing Presentation ...................................................................................................................23

WORKING WITH MULTIPLE FILES.....................................................................................................................23To Open Multiple Files.......................................................................................................................................23To Move Between Open Files............................................................................................................................23

THE DRAWING TOOLS..........................................................................................................24ADDING RECTANGLES, OVALS AND LINES....................................................................................................24

................................................................................................................................................................................ 24To Add Rectangles and Ovals To Your Page...................................................................................................24To Add A Line To Your Page.............................................................................................................................24

AUTOSHAPES.......................................................................................................................................................24

................................................................................................................................................................................ 25To Create An AutoShape Shape.......................................................................................................................25

MOVING AND RESIZING OBJECTS...................................................................................................................25To Move Any Graphics Object...........................................................................................................................25To Resize A Graphics Object............................................................................................................................25

FORMATTING OBJECTS......................................................................................................26SELECTING OBJECTS.........................................................................................................................................26

To Select An Object...........................................................................................................................................26To Select Multiple Objects By Clicking..............................................................................................................26To Select Multiple Objects By Dragging............................................................................................................26To Deselect An Object You Did Not Want Included In The Multiple Selection.................................................26

FORMATTING FILLS, BORDERS, TEXT, SHADOWS AND ..............................................................................27

THE DRAW BUTTON ON THE TOOLBAR..........................................................................................................27To bring up the pop up Draw Menu...................................................................................................................27

CREATING ARROWS...........................................................................................................................................28

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To Create An Arrow...........................................................................................................................................28

FORMAT PAINTER TOOL.................................................................................................................................... 28To Copy And Paste Formatting.........................................................................................................................28To Copy And Paste Formatting To Multiple Objects.........................................................................................28

CUT, COPY AND PASTE........................................................................................................29

................................................................................................................................................................................ 29To Cut, Copy And Paste Text............................................................................................................................29To Cut, Copy And Paste An Object...................................................................................................................29View The 12 Item Clipboard..............................................................................................................................29

ADDING TEXT TO GRAPHICS OBJECTS...........................................................................................................30

................................................................................................................................................................................ 30To Add Text To A Graphics Object...................................................................................................................30

TEXT ANCHOR - WRAPPING TEXT IN AN OBJECT.........................................................................................30To Turn On Word Wrapping In An Object........................................................................................................30

................................................................................................................................................................................ 30

ADVANCED GRAPHICS.........................................................................................................31LAYERING.............................................................................................................................................................31

To change Layering...........................................................................................................................................31GROUPING............................................................................................................................................................32

To Group Objects Together...............................................................................................................................32To ungroup objects............................................................................................................................................32

SELECTING OBJECTS.........................................................................................................................................32To Select Multiple Objects By Clicking..............................................................................................................32To Select Multiple Objects By Dragging............................................................................................................32To Deselect An Object You Did Not Want Included In The Multiple Selection.................................................32

ROTATING & FLIPPING.......................................................................................................................................33

................................................................................................................................................................................ 33To Rotate An Object..........................................................................................................................................33To Free Rotate...................................................................................................................................................33To Flip An Object...............................................................................................................................................33

................................................................................................................................................................................ 33

ALIGNING..............................................................................................................................................................34To Align Objects................................................................................................................................................34

................................................................................................................................................................................ 34

SNAP TO GRID..................................................................................................................................................... 35To Turn The Grid On And Off............................................................................................................................35

GUIDES..................................................................................................................................................................35To Turn The Guides On And Off.......................................................................................................................35

DUPLICATING.......................................................................................................................................................36To Duplicate An Object......................................................................................................................................36To Make Multiple Copies, Evenly Spaced Across The Page............................................................................36

UNDOING MISTAKES...........................................................................................................................................36To Undo Your Last Action/Mistake....................................................................................................................36

ZOOMING IN ON THE PAGE...............................................................................................................................37

To Zoom In On The Page..................................................................................................................................37To See The Whole Page Again.........................................................................................................................37

CHARTS..................................................................................................................................38ADDING A GRAPH TO YOUR PAGE...................................................................................................................38

................................................................................................................................................................................ 38To Include An Extra Row Of Data In The Datasheet Into The Chart................................................................38To Exclude Data In The Datasheet From The Chart ........................................................................................39To Close The Datasheet ...................................................................................................................................39

THE CHART TOOLBAR........................................................................................................................................39

................................................................................................................................................................................ 39

CHANGING THE CHART...................................................................................................................................... 40

................................................................................................................................................................................ 40

To Choose A Different Chart Type....................................................................................................................40To Add Or Remove The Legend........................................................................................................................40To Add Or Remove Gridlines............................................................................................................................40

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To Change The Fill Colour Of A Data Series....................................................................................................40To Change The Pattern Of A Data Series.........................................................................................................40To Hide Or View The Datasheet........................................................................................................................41To Undo Your Last Action.................................................................................................................................41

SWITCHING BETWEEN POWERPOINT AND MICROSOFT GRAPH................................................................41To Return To PowerPoint..................................................................................................................................41To Move The Chart............................................................................................................................................41

To Resize The Chart.......................................................................................................................................... 41To Edit The Chart..............................................................................................................................................41

ORGANISATION CHARTS......................................................................................................42................................................................................................................................................................................ 42

Creating an Organisation Chart.........................................................................................................................42Creating The First Box.......................................................................................................................................42

................................................................................................................................................................................ 43To Make Small Positioning Adjustments...........................................................................................................43To Align The Objects Through Their Middles....................................................................................................43Copying The Basic Element Across The Page..................................................................................................43Creating The Managers Box..............................................................................................................................43Joining Up The Boxes With Lines.....................................................................................................................44The Finishing Touches......................................................................................................................................44

GENERAL ADVICE...............................................................................................................................................45

................................................................................................................................................................................ 45

TABLES.................................................................................................................................46Creating A Word Table......................................................................................................................................46

................................................................................................................................................................................ 46To Return To PowerPoint .................................................................................................................................46To Delete the Table............................................................................................................................................46Creating an Excel Spreadsheet table................................................................................................................47To Return To PowerPoint..................................................................................................................................47Creating A Table Using PowerPoint Objects.....................................................................................................47

SLIDE SORTER VIEW...........................................................................................................49Viewing Your Presentation In Slide Sorter View...............................................................................................49................................................................................................................................................................................ 49

Changing The Order Of Slides..........................................................................................................................49Copying Slides...................................................................................................................................................49Copying Slides To Another Presentation...........................................................................................................50To Return To Normal View................................................................................................................................50

DELETING SLIDES...............................................................................................................................................50To Delete A Slide...............................................................................................................................................50

SLIDE SHOWS....................................................................................................................... 51Running A Slide Show.......................................................................................................................................51To Move To The Next Slide In The Show..........................................................................................................51To Return To The Previous Slide......................................................................................................................51

To Draw On A Slide During The Slide Show.....................................................................................................51To Stop A Slide Show........................................................................................................................................51

SLIDE SHOW EFFECTS.......................................................................................................................................52

................................................................................................................................................................................ 52Applying An Effect To A Slide............................................................................................................................52

BUILD EFFECTS FOR BULLET LISTS................................................................................................................53To Apply Build Effects.......................................................................................................................................53

HIDING SLIDES..................................................................................................................................................... 54To Hide A Slide During A Slide Show................................................................................................................54To Unhide A Slide..............................................................................................................................................54

AUTOMATING A SLIDE SHOW...........................................................................................................................54Rehearsing The Timing Of The Presentation ...................................................................................................54To Change The Timing For One Slide..............................................................................................................55To Run An Automatic Slide Show.....................................................................................................................55

NOTES PAGES VIEW.............................................................................................................56

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To Create A Notes Page....................................................................................................................................56

................................................................................................................................................................................ 56

PRINTING................................................................................................................................57To Print Your Presentation................................................................................................................................57

PRINTING COLOUR SLIDES IN BLACK AND WHITE.......................................................................................58

Print In The Normal Way...................................................................................................................................58Print Using The Black & White Option..............................................................................................................58Print Using The Pure Black & White Option......................................................................................................58

USING TEMPLATES...............................................................................................................59................................................................................................................................................................................ 59

CHANGING TEMPLATES..................................................................................................................................... 60To Change Templates.......................................................................................................................................60

................................................................................................................................................................................ 60

EDITING THE SLIDE MASTER............................................................................................................................61To Edit The Slide Master...................................................................................................................................61To Return To Your Presentation .......................................................................................................................61

THE SLIDE BACKGROUND...................................................................................................62To Change The Slide Background.....................................................................................................................62

................................................................................................................................................................................ 62To Apply The Background Colour To The Current Slide Only..........................................................................62To Apply The Background Colour To Every Slide In The Presentation ...........................................................62

REMOVING SLIDE MASTER OBJECTS FROM A SLIDE..................................................................................63To Turn Off The Slide Master Objects...............................................................................................................63

WORKING WITH COLOUR.....................................................................................................64FILL EFFECTS ............................................................................................................................................... 64To Change A Colour In The Colour Scheme.....................................................................................................65To Apply The Colour Change To The Current Slide Only.................................................................................65To Apply The Colour Change To Every Slide In The Presentation ..................................................................65

CHANGING THE WHOLE COLOUR SCHEME....................................................................................................66To Choose A New Colour Scheme.................................................................................................................... 66To Apply The Scheme To The Current Slide Only............................................................................................67To Apply The Scheme To Every Slide In The Presentation .............................................................................67

USEFUL KEYBOARD SHORTCUTS......................................................................................68

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INTRODUCTION TO POWERPOINT 2000

GENERALPowerPoint 2000 is a presentation package. It can be used to create black and whiteor colour presentations, containing text, graphs, organisation tables, diagrams andpictures.

PowerPoint presentations can be printed out on paper, overhead transparencies orshot to 35mm slides.

PowerPoint is a Microsoft product and integrates fully with Word and Excel, allowingthe incorporation data from all Windows and Windows compatible software. Oneimplication of this is that you can transfer information from one application to anotherwith ease and speed, integrating spreadsheet data or document text intopresentations.

You can also save your presentations as a web site which can be viewed by othersvia the internet/intranet.

PowerPoint contains many features to assist and simplify the creation process, theseinclude:

Templates to encourage presentation style and consistency Clip Art to add useful graphics Toolbar buttons to speed up the way you work A Chart Tool to create graphs Links with Word and Excel to incorporate data from other files

OVERALL POWERPOINT CONCEPT

In Word, the text you type appears in a continuous text stream that flows down thepage.

In Excel, data is entered into spreadsheet cells.

In PowerPoint each object (rectangles, circles, lines and text boxes) is createdseparately and then sits freely on top of the page. Any object can be moved aroundand resized quite easily.

POWERPOINT AND THE NETWORK

The PowerPoint software program will be loaded onto your PC. The icon to start theprogram should be found on the Start Programs on the start bar, but it may be

located on the desktop

Files (presentations) created in PowerPoint should be stored on your availablenetwork drives.

INSTRUCTIONS IN THIS MANUAL

All instructions in this document are in bold. Menu options and Toolbar buttoncommands appear in quotation marks. Keyboard commands appear in squarebrackets, e.g. [Return].

This manual assumes a basic knowledge of Windows.

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FILE MANAGEMENT AND HOUSEKEEPING

NAMING DOCUMENTSOnce you have started using PowerPoint, it will be very easy to create large quantitiesof presentation files. To identify any file you will have to allocate it a name. InPowerPoint - as in many other software packages

It is therefore extremely important that a naming strategy is employed to allow foreasy identification and retrieval of documents. Naming should not be arbitrary but alogical structured process. Remember that in one years time you may have createdmany different presentations, and you will need to be able to tell them apart by theirname and directory location.

It is also important to set up a directory structure, using NT Explorer, into which youcan store your PowerPoint files. Perhaps a main directory for all your presentations,

which then contains sub-directories by which you can categorise your differentpresentations.

It is advisable to set up the directory structure before you start creating presentations.

DELETION OF FILES

You will probably not create as many PowerPoint files as you will Word files.However, in order to keep the network server clear of unnecessary files you shouldfollow the standard policy and delete presentations that are no longer required.

It is recommended that you look at all your directories and files on a monthly basisand delete those that are no longer necessary. This will serve the dual function of

allowing more scope with naming and also of freeing up valuable space for thecreation and storage of new files.

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CREATING A POWERPOINT PRESENTATION

ACCESSING POWERPOINT

Click on the Microsoft PowerPoint icon on the menu or click on the desktopicon.

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POWERPOINT DIALOG BOX

The next decision to be made, in the PowerPoint dialog box, relates to the type ofpresentation you wish to create.

These are the options:

Option Result

AutoContentWizard

Starts a macro to guide you through the initial steps ofchoosing the content of your new presentation, from a selectionof suggested options.

Template Brings up the Template dialog box in which you can choosefrom a large selection of colour or black & white templates.

BlankPresentation

Starts a new presentation with no template attached.

Open ExistingPresentation

Brings up the Open dialog box in which you choose thedirectory and name of an existing PowerPoint presentation.

To Choose The Type Of Presentation You Wish To Create.

Click on the relevant option, to place a black dot in the white circle

Click on the OK button

At this point - choose the Blank Presentation option



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NEW SLIDE DIALOG BOX

When selecting the Blank Presentation option, you will have to choose an AutoLayoutfor the first page of your presentation, in the New Slide dialog box.

The AutoLayouts are pre-designed page layouts, shown as thumbnail pictures,

offering a choice of commonly used presentation layouts, such as a Title Slide orBullet List.

To Choose An AutoLayout

Click on the appropriate AutoLayout thumbnail. (Use the scroll bar to see the

full selection)

Click OK

At this point - choose the Title Slide option

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OVERVIEW OF POWERPOINT SCREEN

The following section describes the features showing on screen once you have

opened PowerPoint and chosen an AutoLayout for the first page of your presentation.The AutoLayout shown here is a Title slide.

TITLE BAR

The blue Title Bar at the top of the screen shows the name of the application currentlyrunning and the name of the current presentation being worked on.

By default the first file is called Presentation, then Presentation2, Presentation3,etc., until each file is saved and given its own name.

MENU BAR

Underneath the Title Bar is the Menu Bar containing a list of drop down menus.Menus are accessed by clicking on them.

Some menu commands have been assigned keyboard shortcuts which are shown inthe menu, to the right of the menu command. For example in the File menu, the Savecommand is [Ctrl]+[S].

Any menu options shown in grey are not available at your current position inPowerPoint.



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TOOLBARS

Toolbars contain buttons that enable the user to access menu commands in one easyaction.

The upperStandard Toolbarcontains buttons for opening, saving and printing

presentations, undoing mistakes, and inserting objects such as charts and Wordtables.

The lowerFormatting Toolbarcontains buttons for formatting text.

At the bottom of the screen you will see the Drawing Toolbar, which contains buttonsfor creating, selecting and manipulating graphics objects such as rectangles and lines.

SCROLL BARS

Scroll bars are used to move around the pages in your presentation.

At the bottom of the screen is the Horizontal Scroll Bar. This is used to move left

and right across the page.The Vertical Scroll Bar, on the right hand side of the screen, is used to move up anddown a page, and also to move through all the pages of the presentation.

To use a scroll bar, click on one of the single arrows at the end of the bar to

move through your presentation in the direction of the arrowor

Click on the scroll box and drag across the scroll bar

NEXT PAGE, PREVIOUS PAGE

At the bottom of the Vertical Scroll Bar there are two buttons with double arrows on

them. These can be used to move to the next page (down arrows) or previous page(up arrows) in the presentation.

VIEW BUTTONS

The five View Buttons are located at the bottom left hand side of the screen. Thesebuttons control the way in which you view your presentation. From left to right thebuttons are:,Normal View, Outline View, Slide View, Slide Sorter View, and SlideShow. (These views can also be accessed through the View menu).

At this point - ensure the Normal View button is selected

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NORMAL VIEW

The presentation structure organiser on the left of the screen tells you which slide you

are viewing.and on the formatting toolbar there is a button. The commontasks are detailed below.

Button Function

New Slide Creates a new slide. Brings up the AutoLayout dialog boxallowing you to choose a layout for the new slide.

Layout Brings up the AutoLayout dialog box allowing you to changethe layout of the current slide.

ApplyDesign

Template

Brings up the Presentation Template dialog box in which youcan choose a new template for all the slides in your

presentation.

WINDOW CONTROLS

At the top of the screen, on the right, are found the following Window controls:

Minimise a window

Maximise a window

Restore a window to its previous size

Closing a window, application.



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SLIDE SETUP

PowerPoint presentations can be produced as Overheads, 35mm Slides or printed out

on A4 paper. Because each format is a slightly different size (in terms of height towidth ratio) it is worth establishing the appropriate slide size at the beginning of yourpresentation.

The default orientation for all presentations is landscape. If you need to change theorientation to portrait, you can do so in the Slide Setup dialog box.

To Change The Slide Size

In the File menu choose Slide Setup

In the Slides Sized fordrop down list, choose the appropriate size

To Change The Presentation To Portrait

In the Orientation box forSlides choose Portrait

Click on the OK button

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ADDING TEXT TO YOUR SLIDE

Text can be added to a slide either by entering the text into a Text Placeholder, or by

creating a text box on the slide and then adding text to it.

TEXT PLACEHOLDERS

Placeholders are text boxes created in the presentation template, that link through toeach slide in the presentation. The format and location of the Placeholder text isestablished in the template and applies to each slide in the presentation.

Placeholders are characterised by the phrase Click to add xxxx. (This phrase doesnot print out if no text is entered).

To Add Text To A Placeholder

Click in the Placeholder, to insert the text insertion point Start typing. The text automatically wraps when it comes to the end of the text

box

Press [Return] to create a new paragraph

To Move To The Next Placeholder

Click in the next Placeholder

or

Press [Ctrl]+[Return] to move automatically to the next Placeholder

TIP Pressing [Ctrl]+[Return] when positioned in the last Text Placeholder on aslide will create a new slide, with a Bullet List AutoLayout.

ADDING A TEXT BOX

Additional text can be added to a slide that is independent of the existing TextPlaceholders. Additional text boxes are created using the Text tool, on the DrawingToolbar

To Add A Text Box

Click on the Text tool

Click on the slide, but not on an existing Placeholder or another text box

This adds a small text box with the text insertion point flashing inside it. When youstart typing the box will continue to expand to the right, without wrapping to the nextline, until the box is manually resized.



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To Resize A Text Box

Click in the text

This inserts the text cursor, and also brings up the dashed border of the text box.

Click on the dashed borderof the box to select it

When an object is selected the eight selection handles will appear around its border.

Click on a handle and drag to resize

Side handles resize in two directions. Corner handles resize in four directions.

TIP You can create and size a text box at the same time by selecting the Texttool and then clicking on the slide and dragging out the box size you require.

EDITING TEXT

The following keys can be used for editing and moving around inside a text box:

Key Result

[Backspace] Deletes the letter to the left of the text insertion point

[Delete] Deletes the letter to the right of the text insertion point

[Home] Moves the text insertion point to the beginning of a line

[End] Moves the text insertion point to the end of a line

The Left and RightArrow Keys

Moves the text insertion point one character to the leftor right

The Up and DownArrow Keys

Moves the text insertion point one line up or down

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ADDING CLIPART

PowerPoint contains a large collection of ready made Clip Art pictures, including

maps, flags and signs, that can be added to any slide.

If you have any problems using Clip Art then it probably hasnt been installed properly.Contact the IT department for assistance.

To Add A Clip Art Picture To Your Slide

Click on the Insert Clip Art button on the Drawing Toolbar, to open the Clip Art

dialog box

The PowerPoint Clip Art library is divided into categories such as Animals, Buildingsand People.

Choose a Category by clicking on the category name

Thumbnail pictures are shown of the existing clip art for that category.

Click on the clip art picture you require, to select it

Click on the insert clip button from the pop up list

Once the Clip Art is on the page it can be resized or moved to any position.



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To Move Clip Art

Click on the picture and drag to a new position

To Resize Clip Art

Click on the picture to select it, bringing up the selection handles

Click on a cornerhandle and drag to resize the picture while maintaining its

proportionsor

Click on a side handle and drag to change its proportions

To Remove A Clip Art Picture From Your Slide

Click on the picture to select it

Press [Delete]

TIP You can also use Clipart to insert sounds and motion pictures

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ADDING A NEW SLIDE

There are several ways to add a new slide to a presentation. The easiest way is to

use the New Slide icon on the Standard toolbar.

To Add A New Slide

Click on the New Slide icon on the Standard toolbar

Select the appropriate AutoLayout for your new slide in the New Slide dialog

box

Click OK



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THE BULLET LIST SLIDE

Bulleted lists are a common way of displaying textual information in presentations. In

PowerPoint the Bullet List AutoLayout provides a preformatted bullet list containingfive levels of bullet points. Each level has a different bullet point such as dots ordashes, and each successive level has a smaller font size than the previous. Thesestyles can all be changed to suit your needs.

To Create A Bulleted List Slide

Click on the New Slide button

In the New Slide dialog box choose the Bullet List AutoLayout

Start typing in the Click to add text placeholder, pressing [Return] to create

the next bullet point

To move to the next bullet level down use the [Tab] key (demotes - to the right)or

To move to the next bullet level up press [Shift]+[Tab] (promotes - to the left)

Use [Shift]+[Return] (a soft return) to create a new line without a bullet point

CHANGING THE STYLE OF A BULLET POINT

Bullet point styles can be changed individually using the Bullet command in theFormat menu. But to create a new bullet point style that can be used consistentlythroughout your presentation you should change the bullet list styles on the Slide

Mastertemplate.

To Change An Individual Bullet Point

Click in the line oftext associated with the bullet point to change

In the Format menu choose Bullets and numbering to bring up the Bullet

dialog box (see next page)

In the Bullets tab dialog box click on

(Wingdings contains interesting symbols for bullet points, such as .Normal Text uses the same font as the bullet list text)

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Click on the icon

Click on a bullet point icon to select it

To make the bullet point a different size from the bullet list text, increase or

decrease the Size (as a percentage of the text size)

Click OK to okay the changes and return to your presentation

To change the bullet styles for the whole document

In the View menu choose Master, then Slide Master

The five bullet levels are displayed in the bullet text placeholder on the Slide Master.

To change a bullet style for a particular level click in the line of text associated

with it

In the Format menu choose Bullet

As described in the previous section - choose a bullet font in the Bullets From

box and select a bullet style

Click on OK to return to the Slide Master

Repeat these actions for each bullet point level you wish to change.

To return to your presentation select the View menu and choose Slide

or

Click on the Slide View button at the bottom of the screen

The changes you make to the bullet points on the Slide Master will affect everyexisting and new Bullet Slide in your presentation, except for slides where you havechanged the bullet styles on the slide itself, as this overrides the Slide Master.



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FORMATTING TEXT

Once the text has been selected you are ready to format it.

FONT

The Format Font dialog box allows you to change the Font, the Font Style, the textSize and the text Colour.

To Format Text

Select the text

In the Format menu choose Font

Make the appropriate changes in the Font dialog box

Click OK when done

There are also some Effects that can be used, these are:

Effect Name Effect Result

Underline To underline text

Shadow To add a shadow to your text. This method of shadowingtext is the correct way, rather than using the Shadowbutton on the Drawing Toolbar

Emboss To emboss your text making it the same colour as the slidebackground with lighter and a darker shadows. (This isdifficult to explain - try it and see. It works best with text oncolour slides with a dark background)

Superscript To make a character superscript, e.g. the 2 in 300m2

Subscript To make a character subscript, e.g. the 2 in H2O

Offset Controls the distance the superscript or subscript characteris offset from the text baseline



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ALIGNMENT

There are four alignment choices for text paragraphs: Left, Centre, Right and Justify.

To Change The Alignment

Select the paragraphs to change

In the Format menu choose Alignment

In the drop down menu choose an Alignment style

LINE SPACING

The control of line spacing in PowerPoint is quite versatile. You can change the linespacing by small increments. You can also use before and after paragraph spacing.The spacing measurements can be in lines or points.

To change the line spacing

Select the text paragraphs to change

In the Format menu choose Line Spacing

Select new values for the Line Spacing, Before Paragraph spacing and After

Paragraph spacing as required. The drop down menu to the right of eachspacing box allows you to change the spacing measurements from lines topoints

Choose OK when done

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CHANGE CASE

The Change Case feature allows you to change the case of text without having toretype it. There are five different text case options, these are:

Case Text EffectSentence case Capitalises the first letter of the first word in each

sentence.

lowercase makes all characters lowercase

UPPERCASE MAKES ALL CHARACTERS UPPERCASE

Title Case Capitalises The First Letter Of Every Word

tOGGLE cASE mAKES eVERY wORD uPPERCASE eXCEPT fORtHE fIRST lETTER wHICH iS lOWERCASE

To Change The Text Case

Select the text to change

In the Format menu choose Change Case

Select a new case style

Click OK



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SAVING YOUR PRESENTATION

If you are saving a presentation for the first time you will need to choose a name to

save it with, and a directory to save it into. Presentation file names cannot be longerthan eight characters. PowerPoint files are given the three character extension ppt(you do not need to type this in when you save the presentation).

Saving A New Presentation

In the File menu choose Save As

In the File Name box type in a name for your

Select the relevant drive by clicking the Save in drop down arrow

Select the relevant directory and sub-directories by double clicking on each

directory name in turn from the lists shown

Click on Save to save the presentation

Saving A Presentation To Include The Latest Changes

Once you have saved and named your presentation for the first time you can save thepresentation at any time, to include the latest changes, using the Save button.

It is a good idea to save your work regularly, perhaps every 15 minutes, especially ifyou are working on a large presentation containing many charts or inserted Word orExcel tables, as your computer will be at greater risk of crashing.

Click on the Save button on the Standard Toolbar

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CLOSING A PRESENTATION

It is a good idea to Save your presentation before you close it.

To Close A Presentation

In the File menu choose Close

If you try to close a presentation that contains unsaved changes, a dialog box willappear asking you if you wish to save your changes before closing down thepresentation.

Click Yes to save and close the presentation

Click No to close the presentation without saving the changes

Click Cancel to return to your presentation

Warningif you choose No you will lose all the changes you have made to your presentation

since you last saved it!



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OPENING AN EXISTING PRESENTATION

To Open An Existing Presentation

In the File menu choose Open

Select the relevant drive, by clicking on the Look In drop down arrow

Select the relevant directory and sub-directories by double clicking on each

directory from the list

A list of the PowerPoint files in that directory will appear with a preview of the

first slide on the right hand side of the Open dialog box. Click on the file youwant

Click on the Open button

WORKING WITH MULTIPLE FILES

It is possible to have several files open at the same time. This is very useful if youwish to copy and paste information from one presentation into another.

To Open Multiple Files

Follow the steps shown above to open each presentation

To Move Between Open Files

Click on the Window menu

A list of all the files/presentations currently open is displayed at the bottom of the dropdown menu.

Click on the file you wish to view

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THE DRAWING TOOLS

ADDING RECTANGLES, OVALS AND LINESGraphics objects, such as rectangles, elipses and lines, are all added to the pageusing buttons found on the Drawing Toolbar.

Each object created on the page exists in its own layer. The last object to be drawnsits in the top most layer and will hide any object underneath it. To find out how tomove an object up or down a layer - see the section on Layering.

To Add Rectangles and Ovals To Your Page Click on the Drawing Toolbarbutton for the object you want to create

Click on the page to establish the starting point of the shape and drag down

and across the page. Release the mouse to finish creating the shape

TIP To create a perfect square or circle - hold down the [Shift] key as you createthe shape. Release the mouse before you release the Shift key.

To Add A Line To Your Page

Click on the Line Tool button

Click on the page to establish the starting point of the line and drag across the

page. Release the mouse to finish creating the line

TIP To create a perfect horizontal or vertical line - hold down the [Shift] key asyou create the line. Release the mousebefore you release the Shift key.

AUTOSHAPES

The AutoShapes Toolbar contains buttons for creating a whole array of interesting

and useful shapes.



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To bring up the AutoShapes Toolbar click on the AutoShapes button on the DrawingToolbar Then select the type of shape required

To Create An AutoShape Shape

Click on the AutoShape button for the shape you wish to create

Click on the page and drag down and across

Release the mouse to finish creating the shape

MOVING AND RESIZING OBJECTS

All the objects that you create on your page can easily be moved into a new position.

To Move Any Graphics Object

Just click on the object and drag it across the page

Help - The Object Will Not Move?The problem could be that the object is hollow, i.e. it has no fill. This means that whenyou click on it you are in fact clicking through the object to the page behind. To movesuch an object you need to click and drag on the object border (but not on a selection

handle or you will resize the object).

To Resize A Graphics Object Click on the object to select it. This will bring up its selection handles

Click on a handle and drag to resize

TIP To resize an object while maintaining its proportions - Hold down the [Shift]key as you resize the object. Release the mousebefore you release theShift key.

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FORMATTING OBJECTS

All graphics objects in PowerPoint can be formatted. The formatting options available

for objects are fill colours, border lines styles, Text Colour shadows and 3D formatting.In order to format any object you must select it first. You can select multiple objectstogether and apply the same formatting to all the objects in one go.

SELECTING OBJECTS

You can tell if an object is selected because its eight selection handles will be visible.

To Select An Object

Click on the object

To Select Multiple Objects By Clicking Click on the first object you wish to select

Hold down the [Shift] key and click on each additional object

There is a faster method available for selecting a large number of different objects.

To Select Multiple Objects By Dragging

Click on the Selection Tool on the Drawing Toolbar

Click on an emptypart of the page and drag out a rectangularbox shape

that encompasses the objects you wish to select. Everything totally containedwithin the box, when you release the mouse, will be selected

To Deselect An Object You Did Not Want Included In The Multiple Selection

Hold down the [Shift] key and click on that object

TIP If you want to select most of the objects on a page but not all of them, it issometimes quicker to select all the objects on the page, using the command

[Ctrl]+[A], and then to hold down the [Shift] key and click on each object youdont want to select.

Help - I Cannot Select An Object?The problem could be that the object is hollow, i.e. it has no fill. This means that whenyou click on it you are in fact clicking through the object to the page behind. To select

such an object you need to click on the object border.



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FORMATTING FILLS, BORDERS, TEXT, SHADOWS AND

There are buttons on the Drawing Toolbar that can be used to formatting objects

Select the object

Click on the relevant format button

These buttons will bring up a pallete of options to select from. Click on the option ofyour choice to select it.

THE DRAW BUTTON ON THE TOOLBAR

Once you get this far in PowerPoint it is time to talk about the Draw button on theToolbar. This contains some useful options for formatting and arranging graphicsobjects.

You can group objects together

Determine their order or layering on the page

Plus move them around or align them how you like.

To bring up the pop up Draw Menu

Click on the Draw button

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CREATING ARROWS

We have already seen that there are a number of fat arrow shapes available in theAutoShapes Toolbar. However, if you want to create a thin arrow in PowerPoint, youmust create a line and then apply an arrow head to it, using the Arrowheads button.

To Create An Arrow

Use the Line Tool to draw a line on your page

Select the line

Click on the Arrowheads button

In the drop down menu select an arrowhead style

FORMAT PAINTER TOOL

The Format Painter Tool, located on the Standard Toolbar, is used to copy and pasteformatting from one object to another. This is a useful tool for speeding up theformatting process, but dont forget that you can select multiple objects and apply thesame formatting to all objects at once.

To Copy And Paste Formatting

Select the object you wish to copy the formatting from

Click on the Format Painter tool

Click on the object you wish to apply the formatting to

To Copy And Paste Formatting To Multiple Objects

Select the object you wish to copy the formatting from

Double click on the Format Painter tool

Click on eachobject that you wish to apply the formatting to

Click on the Format Painter tool to turn it off



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CUT, COPY AND PASTE

The Cut and Paste commands can be used to move text or graphics. Cut removes a

selected object from the page, placing it on the Clipboard. Paste then places theobject from the Clipboard onto the page.

The Copy and Paste commands can be used to copy text or graphics. Copy places acopy of the selected object in the Clipboard. Paste then places the object from theClipboard onto the page.

There are toolbar buttons for these three commands on the Standard Toolbar.

Cut Copy Paste

To Cut, Copy And Paste Text

Select the text to cut or copy by highlighting it

Click on the Cut or Copy button as appropriate

Click in the text to choose the position the text will be pasted into

Click on the Paste button

To Cut, Copy And Paste An Object

Select the object(s)

Click on the Cut or Copy button

Move to the page and area you wish to paste the object to and click on the

Paste button

View The 12 Item Clipboard

Copy up to 12 items then paste them all into a document on after the next.

Select ViewToolbarsClipboard

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ADVANCED GRAPHICS

The last eight buttons on the Drawing+ Toolbar can be used to manipulate the

graphics objects you have already created.

LAYERING

Each graphic and text object you create exists in its own layer. The first objectcreated sits on the bottom layer, closest to the page. The last object created sits onthe top layer, closest to the viewer (you).

Objects sitting on higher layers can obscure objects on lower layers if they overlap.However, you can change the layer of any object, moving it backward or forward onelayer at a time.

To change Layering

Select the object to move

Click on Draw then Order

Click on the Bring Forward button to move the object up a layer (closer to

the top)or

Click on the Send Backward button to move the object down a layer (closerto the page)

TIP On a page containing many objects you may have to click on the SendBackward button quite a number of times to send an object all the way tothe bottom layer. To do this in one go you can select the object and in theDraw menu choose Send to Back to move it to the very bottom layer orBring to Front to bring it the very top layer, in one go.

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GROUPING

In PowerPoint it is possible to group objects together. This means that separateobjects, once grouped, will become treated as one object. You can then move themall together or resize them together. They can also be ungrouped at a later date,

becoming separate objects again.If you select multiple objects, each object will have its own selection handles showing.Once the objects are grouped together there will only be one set of selection handlesshowing. You can use these handles, in the usual way, to resize the whole groupedobject.

To Group Objects Together

Select all the objects (if you have forgotten how to select multiple objects, see

below)

Click on Draw then Group

To ungroup objects

Click on the grouped object to select it

Click on Draw then Ungroup

SELECTING OBJECTS

To Select Multiple Objects By Clicking

Click on the first object you wish to select

Hold down the [Shift] key and click on each additional object

There is a faster method available for selecting a large number of different objects.

To Select Multiple Objects By Dragging

Click on the Selection Tool on the Drawing Toolbar

Click on an emptypart of the page and drag out a rectangularbox shapethat encompasses the objects you wish to select. Everything totally containedwithin the box, when you release the mouse, will be selected

To Deselect An Object You Did Not Want Included In The Multiple Selection

Hold down the [Shift] key and click on that object



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ROTATING & FLIPPING

In PowerPoint you can rotate text boxes and graphics objects on the page. You caneven rotate grouped objects.

BlahBlah

BlahBlah

BlahBlah

BlahBlah

Objects can also be flipped horizontally or vertically to create a mirror image of theoriginal.

To Rotate An Object

Select the object

Click on Draw then Rotate or Flip then Rotate Left or Rotate Right to

rotate the object 90 degrees left or right

To Free Rotate

Select the object

Click on "Free Rotate" icon

Use one of the 4 corner handles on the object to click and drag to free rotate it

To Flip An Object

Select the object

Click on the Flip Horizontal or Flip Vertical buttons

Here is a diagram to show the difference between Flipping and Rotating. The facewas created using PowerPoint shapes which have been grouped together.

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ALIGNING

It is possible to align objects together so that they sit neatly on the page in a row orcolumn.

To Align Objects Select all the objects you want to align

In the Draw menu choose Align or Distribute to bring up the following

menu

Click on the appropriate alignment or distribute option

Here are examples of the six different ways that objects can be aligned.

These objects have beenaligned by their Tops

These objects have beenaligned by their Middles

These objects have beenaligned by their Bottoms



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These objects have beenaligned by their Lefts

These objects have beenaligned by their Centres

These objects have beenaligned by their Rights

A A A

SNAP TO GRID

For a more accurate placement of objects on a slide, you can make use of the grid - aseries of invisible, criss-crossing lines about one-twelfth of an inch apart. When youmove an object close to one of the invisible gridlines, it jumps to it as though it were amagnet. You can turn the grid on or off.

The Snap to Grid feature is useful for connecting boxes with lines or arrows. But youneed to have the grid on before you create any of the objects.

To Turn The Grid On And Off

In the drawing toolbar click on Draw, choose Snap" then "To Grid to turn

the grid on. (You'll see the icon for Snap To Grid indented when it's on) In the drawing toolbar click on Draw, choose Snap" then "To Grid again to

turn the feature off

TIP You can also select Draw Snap To Shape which will alignobjects with gridlines that go through the vertical and horizontal edges ofother shapes in the active field

GUIDES

If you want some help placing objects in the middle of the page you can turn on theGuides. These are two dotted lines that run horizontally and vertically through thecentre of the page.

To Turn The Guides On And Off

In the View menu choose Guides. This will turn the Guides on.

Choose Guides again to turn the feature off

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DUPLICATING

You can make copies of objects using Copy and Paste. You can also use theDuplicate command.

To Duplicate An Object

Select the object

In the Edit menu choose Duplicate, or use the keyboard shortcut [Ctrl]+[D]

TIP There is a useful advantage in using Duplicate if you want to make anumber of copies that are evenly spaced out on the page. See theinstructions shown below.

To Make Multiple Copies, Evenly Spaced Across The Page

Select the object to copy

Press[Ctrl]+[D] to duplicate once, but do not deselect the duplicated object

Use the keyboard cursor keys (the arrow keys) to move the duplicated object

across the page. (This works better if Snap to Grid is turned on)

With the duplicated object still selected, press [Ctrl]+[D] again and again to

create each additional copy

Each new copy will be offset from the last copy by the distance you moved the firstduplicate using the arrow keys

UNDOING MISTAKES

If you make a mistake you can undo it using the Undo button. But you can only undoyour last action. So if you make a mistake, you must undo it immediately before youdo anything else.

To Undo Your Last Action/Mistake

Click on the Undo button on the Standard Toolbar



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ZOOMING IN ON THE PAGE

It is possible to zoom in on the page to see your work in more detail. This feature isvery useful for working with small text that is hard to read or complex diagrams thatcontain many small elements.

To Zoom In On The Page

Click anywhere on the slide

Click on the drop down arrow button for the Zoom ControI on the Standard

Toolbar. This will open a drop down menu containing a variety ofmagnification values

Choose a value. The higher the value, the closer you will zoom in to the page.

To See The Whole Page Again

Click on the Zoom Control drop down arrow and choose 50%

TIP To zoom in on a particular object - select the object and then choose amagnification value in the drop down menu.

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CHARTS

In PowerPoint you can create charts to display numerical information in a more

interesting and informative way. Charts are created using Microsoft Graph, aseparate program which opens up within PowerPoint (and makes everything run muchslower).

ADDING A GRAPH TO YOUR PAGE

There are two ways to add a graph to a page/slide:

Either create a new slide choosing the Graph AutoLayout, then double click on

the graph icon where it says Double click to add graphor

To add a graph to any page, click on the Insert Graph button on theStandard Toolbar

Either method will open up Microsoft Graph, placing a copy of the default graph (a 3DColumn Chart) on the page and displaying the Presentation Datasheet containing thedata for this graph.

The Datasheet resembles an Excel spreadsheet, consisting of columns and rows thatintersect to create individual cells. Each piece of data is stored in its own cell.

You are expected to update this datasheet with your own data, (and to change the

chart type if necessary) Enter your own data into the Datasheet

Microsoft Graph does not automatically include all the data entered on the Datasheetin the graph

To Include An Extra Row Of Data In The Datasheet Into The Chart

Double click on the row heading (i.e. the grey box with the row number in it).

This puts a sort of 3D effect on the box, meaning it is on. Similarly to includean extra column of data in the chart double click on the grey column heading



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To Exclude Data In The Datasheet From The Chart

Double click on the row orcolumn heading of the relevant data row or

column in the Datasheet

To Close The Datasheet

This will allow you to see the chart more clearly

Click on the View Datasheet button on the Chart Toolbar

THE CHART TOOLBAR

When Microsoft Graph is running, the PowerPoint toolbars are replaced by theMicrosoft Graph Standard Toolbar. This Toolbar contains buttons that can be used to:

view and edit the graph data; change the graph type; add legends and gridlines andchange the colours and patterns of different chart elements.

This is what the Graph Toolbar looks like:

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CHANGING THE CHART

Each time you use the Insert Graph button to create a chart, you create a 3D Columnchart (the default chart). Once you have entered your own data into the Datasheetthe Column chart will change to reflect the new data.

Here is an example chart showing monthly expenditure for rent, food, travel and drink.

Having entered your own data into the Datasheet you will probably want to alter theappearance of the chart, and may even wish to change the chart type itself. This canbe done using the buttons on the Chart Toolbar.

These are some of the changes you may wish to make:

To Choose A Different Chart Type

Click on the drop down arrow part of the Chart Type button. This will bring

up a list of different chart icons. Choose the chart type you require

To Add Or Remove The Legend

Click on the Legend button

To Add Or Remove Gridlines

Click on the Horizontal Gridlines or Vertical Gridlines buttons

To Change The Fill Colour Of A Data Series

Click on the series (to select it), and click on the drop down arrow part of the

Fill Colour button. Choose a colourfrom the drop down colour palette

To Change The Pattern Of A Data Series

Double Click on the series (to select it),

Click on the fill effects button

Choose a pattern style

Click on OK twice



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To Hide Or View The Datasheet

Click on the View Datasheet button

To Undo Your Last Action

Click on the Undo button

SWITCHING BETWEEN POWERPOINT AND MICROSOFT GRAPH

If the Chart Toolbar is showing then you are in Microsoft Graph. There will also be athick dashed blue and white border around your chart. You can edit the data and thechart when you are in Microsoft Graph, but you can only move and resize the chartwhen you are in PowerPoint.

To Return To PowerPoint

Click on the presentation page away from your chart

To Move The Chart

In PowerPoint, click on the chart and drag it across the page into a new

position (as you would move a graphics shape)

To Resize The Chart

In PowerPoint, click on the chart once to select it, bringing up the eight

selection handles

Click and drag on a selection handle to resize

To Edit The Chart

Double click on the chart

This will activate the chart and take you back into Microsoft Graph, bringing up theChart Toolbar and the dashed blue and white border around the chart

TIP As a general rule you can format any chart element by double clicking onthe element to bring up a dialog box containing appropriate choices.

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ORGANISATION CHARTS

In PowerPoint there is a facility for creating Organisation Charts, called Org Plus. Like

Microsoft Graph, Org Plus is a separate program that opens up within PowerPoint (butcauses your computer to run much slower). Org Plus is useful for putting togethersmall Organisation Charts. But if you have to create large or complicatedOrganisation Charts, or edit existing ones, it is not very versatile. Basically I dontrecommend it.

My advice is to create Organisation Charts using the basic PowerPoint tools -rectangles, text boxes and lines. These elements can then be arranged to create anyOrganisation Chart, no matter how complex. They can also be edited, copied ormoved, very easily, to make any changes that might arise at a later date.

Here are some useful tips for creating an Organisation Chart. We will work towardscreating the chart shown below. Nearly all of these techniques have already been

covered in this manual.

Kate Cooper

IT Manager

Jane Parker

Help Desk

Mark Simpson

Systems Support

John Doe

IT Trainer

Creating an Organisation Chart

Create a new blank page

Should Snap to Grid be on or off? - If you are creating a simple Organisation Chartwith a few boxes filling the page then have Snap to Grid on. If you are creating acomplex Organisation Chart that will contain many small boxes then it will be easier toturn Snap to Grid off

Creatin

Ms Per Wer Point

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