PowerPoint 2007 Basics

 

Slides	Themes	Text	Illustrations
Animation	Multimedia	Slide Shows	Handouts

 

SLIDES

Creating

Copying

Deleting

Layout

Hiding

Properties

Headers & Footers

Slide Layouts

Creating a New Slide

1. Select the slide in the Slides tab that you want the new slide to appear after
2. Click on the Home tab
3. Do one of the following:
   • to insert a new slide with the same layout as the selected slide: click the top section of the new slide button in the Slides group
   • to insert a new slide with a different layout: click the bottom secton of the New Slide button in the Slides group and select a layout from the menu

Copying a Slide

1. Select the slide in the Slides tab that you want to copy
2. Click on the Home tab
3. Click on the Copy button in the Clipboard group
4. Click on the Slides tab where you want to paste the new slide
5. Click the top section of the Paste button in the Clipboard group

Note: To move a slide, rather than copy it, click and drag the slide thumbnail in the Slides tab from its current location to its new location

Deleting a Slide

1. Select the slide in the Slides tab that you want to delete
2. Press the delete key on your keyboard

Changing the Layout of a Slide

1. Select the slide in the Slides tab of which you'd like to change the layout
2. Click on the Home tab
3. Click the Layout button in the Slides group
4. Select a slide layout from the gallery (if you don't want a specific layout, select Blank)

Hiding a Slide

You can hide a slide so that it does not appear during a slide show, but it will not be deleted from the presentation

1. Select the slide in the Slides group that you wish to hide
2. Click on the Slide Show tab
3. Click the Hide Slide button in the Set Up group (the hidden slide icon will appear on the page number in the Slides tab)

Changing Slide Properties

1. Click on the Design tab
2. Click the Page Setup button in the Page Setup group
3. Click the arrow on the Slides Sized For box and select a size from the menu
4. Enter or select a number in the Number Slides From box
5. Make changes in the Orientation section
6. Click the OK button

Note: To quickly change the orientation of slides in a presentation, click on the Design tab, click the Slide Orientation button in the Page Setup group, and select an orientation from the resulting menu.

Adding a Header and Footer to a Slide

1. Select the slide in the Slides tab to which you want to add a header and footer
2. Click on the Insert tab
3. Click the Header & Footer button in the Text group
4. Do any of the following:
   • Add the date and time: check the Date and Time box and select options
   • Add the slide number: check the Slide Number box
   • Add footer text: check the Footer box and enter text in the text box
5. Optional: To add a header and footer to notes or handout pages, click on the Notes and Handouts tab, make your selections, and click on the Slide tab
6. Do one of the following to apply the header and footer to:
   • only the selected slide: click the Apply button
   • all slides: click the Apply to All button

Title Slide - Used at the start of your presentation, or to divide sections of your presentation. Title and Content - The default slide layout and the most commonly used slide layout. Section Header - Use this slide type to separate different sections of the same presentation, rather than use an additional Title slide. It can also be used as an alternate to the Title slide layout. Two Content - Use this slide layout if you wish to show text in addition to a graphic content type. Comparison - Similar to the Two Content slide layout, but this slide type also includes a heading text box over each type of content. Use this type of slide layout to - compare two types of the same content type (for example - two different charts) show text in addition to a graphic content type Title Only - Use this slide layout if you want to place only a title on the page, rather than a title and subtitle. You can then insert other types of objects such as clip art, WordArt, pictures or charts if desired. Blank - A blank slide layout is often used when a picture or other graphic object that needs no further information, will be inserted to cover the whole slide. Content with Caption - Content (most often a graphic object such as a chart or pictur Picture with Caption - The upper part of the slide is used to place a picture. Under the slide you can add a title and descriptive text if desired.

THEMES (New in PowerPoint 2007!)

What is a Theme?

Applying a Theme

Applying a Color, Font and Effect Scheme

Saving a Theme

Themes are design elements that allow you to apply unified formatting to your presentation. You may kno them (from older versions of Power Point) as Design Templates. When you apply a theme to your presentation, any new graphical elements (text art, images, and so forth) will use the applied theme.

Apply a Theme

1. Click on the Design tab
2. Select a theme in the Themes group

Note: If the theme you want is not displayed, click the More button and select a theme from the gallery that will appear.

Apply a Color, Font, and Effect Scheme

1. Click on the Design tab
2. In the Themes group, do any of the following:
   • To apply a color scheme click the Colors button and select a color scheme from the menu that will appear
   • To apply a font scheme click the Fonts button and select a font scheme from the menu that will appear
   • To apply an effects scheme click the Effects button and select an effect scheme from the menu that will appear

Save a Theme

1. Click on the Design tab
2. Click the More button on the Themes group
3. Select Save Current Theme from the menu that will appear
4. Enter a name for the theme in the File Name box
5. Click the Save button

TEXT

Creating a Text Box	Adding Notes to a Slide	Formatting Text	Applying Paragraph Formatting	Applying Text Fill
Applying Text Outline	Applying Text Effects	Creating Bulleted or Numbered Lists	Converting Text to a SmartArt Graphic

Creating a Text Box

1. Click on the Insert Tab
2. Click the Text Box button in the Text group
3. Click and drag in the slide to create the text box
4. Enter text in the box and click outside the box when you are finished

Note: If you need to move a text box, place your mouse pointer over the border of the box until it changes into a four sided arrow. Then click and drag to move the text box.

Adding Notes to a Slide

1. Click the Normal button on the Status Bar
2. Click in the Notes pane and enter your text

Note: If you need to view notes in the Notes Page view, click on the View tab and click the Notes Page button in the Presentation Views group

Formatting Text

1. Select the text you wish to format
2. Click on the Home tab
3. Click the small icon in the lower right corner of the Font group to display the Font Dialog Box
4. Make whatever font formatting selections you need
5. Click the OK button when finished

Applying Paragraph Formatting

1. Select the text you wish to format
2. Click on the Home tab
3. Click the small icon in the lower right corner of the Paragraph group to display the Paragraph Dialog Box
4. Make whatever font formatting selections you need
5. Click the OK button when finished

Applying Text Fill

Sometimes, when working with text, you might want to make it stand out by applying a color, or texture to it. Follow these steps:

1. Select the text with which you want to work
2. Click on the Format tab
3. Click the arrow to the right of Text Fill in the WordArt Styles group and do one or more of the following:
   • To apply a text color select a color from the color palette
   • To apply a picture to text select Picture, select a picture file, and click the Insert button
   • To apply a gradient select Gradient, and then pick a gradient from the menu
   • To apply a texture select Texture, and then pick a texture from the menu

Applying Text Outline

1. Select the text to which you'd like to apply an outline
2. Click on the Format tab
3. Click on the arrow on the Text Outline button in the WordArt Styles group
4. Select a color from the color palette
5. Optional: To change the weight of the outline, click the Text Outline button in the WordArt Styles group, select Weight, and select the Weight you'd like from the menu
6. Optional: To change the style of the outline, click the Text Outline button in the WordArt Style sgroup, select Dashes, and select a line style from the menu

Applying Text Effects (New in PowerPoint 2007!)

1. Select the text to which you'd like to apply an effect
2. Click on the Format tab
3. Click the Text Effects button in the WordArt Styles groupo
4. Select an effect type, and then select an effect from the menu

For more in-depth help on text effects and animation, check out our document on animating text in slides.

Creating Bulleted or Numbered Lists

1. Click in the text box where you want to create a bulleted or numbered list
2. Click on the Home tab
3. In the Paragraph group, do one of the following:
   • To create a bulleted list click the Bullets button
   • To create a numbered list click the Numbering button
4. Enter list text and press the enter key after each line to move to the next number or bullet
5. When the list is finished, click the Bullets or Numbering button in the Paragraph group to turn off bulleting or numbering

Note: To create a multi level list (such as the one immediately above), select the list item or items you want to indent and click the Decrease or Increase List Level button in the Paragraph group

Converting Text to a SmartArt Graphic Image (New in PowerPoint 2007!)

SmartArt graphics allow you to create a visual representation of text: your text becomes an image within your presentation

1. Select the text you wish to convert into a SmartArt graphic
2. Click on the Home tab
3. Click the Convert to SmartArt button in the Paragraph group
4. Select a SmartArt graphic from the gallery that will appear
5. Optional: Click the button on the Design tab that appear under SmartArt Tools to add shapes or to change the layout or style of the graphic
6. Optional: Click on the Format tab that appears and click the buttons to format the shapes and/or text in the graphic
7. Click outside of the graphic when you are finished

ILLUSTRATIONS

Inserting a shape

Editing a Shape

Inserting an Image

Inserting a Shape

1. Click on the Home tab
2. Click the Shapes button in the Drawing group
3. Select the shape you want from the menu
4. Click and drag in the slide to create, position and size the shape

Editing a Shape

1. Select the shape in your slide you need to edit
2. Click on the Format tab
3. In the Shape Styles group, do any (or all) of the following:
   • To change the style of the shape select a style in the Shape Styles box. If the style you want is not displayed, click the More button to see extra options
   • To fill the shape with a color click the Shape Fill button and select a color from the pallette
   • To apply an effect to the shape click the Shape Effect button, select an effect type, and then pick a specific effect of that type

Inserting an Image

1. Click in the side where you want to insert your illusatration
2. Click on the Insert tab
3. In the Illusatrations group, do one of the following:
   • To insert a picture from a file click the Picture button. Locate and select the picture you want to insert, and click the Insert button
   • To insert a clip art graphic click the Clip Art button. Enter a keyword for the clip art for which you'd like to search and click the Go button. You may get many selections, and thay may take a moment to appear. When you find an image you want to use, click once on it to insert it into your slide. Then edit it as needed (see above)
   • To insert a SmartArt graphic click the SmartArt button. Select a category in the left pane, and select the SmartArt graphic you'd like to insert. Then click the OK button
   • To insert a chart click the Chart button. select a category in the left pane, and select the chart that you want to insert. Click the OK button. Now enter your chart data and click the Close button when you are finished

ANIMATION

Applying a Transition Effect

Animating an Object

Creating Custon Amination

Animating Text

Previewing Animations

Applying a Transition Effect

1. Select the slide in the Slides tab to which you want to apply a transition effect
2. Click the Animations tab
3. Select a transition in the Transition To This Slide box

Note: If you point to an effect with your cursor, without actually selecting it, you will see a preview of how the transition effect works.

Animating an Object

1. Select the object you want to animate
2. Click on the Animations tab
3. Click on the arrow on the Animate box in the Animations group
4. Select an animation from the menu

Note: To remove an animation, click the arrow in the Animate box in the Animations group, and select No Animation from the resulting menu

Creating Custom Animation

1. Select the object you want to animate
2. Click on the Animations tab
3. Click the Custom Animation button in the Animations group
4. Click the Add Effect button in the Custom Animation task pane and do any of the following:
   • To apply an entrance effect select Entrance and select an effect
   • To apply an emphasis effect select Emphasis and select an effect
   • To apply an exit effect select Exit and select an effect
5. Click the Close button to close the Custom Animation task pane

Previewing Animation

1. Select the slide in the Slides pane that you wish to preview
2. Click on the Animations tab
3. Click the Preview button in the Preview group

MULTIMEDIA

Inserting a Movie or Sound File

Inserting an Action Button

Inserting a Movie or Sound File

1. Click on the Insert tab
2. In the Media Clips group, do one of the following
   • To insert a movie file, click the top section of the Movie button
   • To insert a sound file, click the top section of the Sound button
3. Locate and select the file you wish to insert into your slide
4. Click the OK button
5. Do one of the following:
   • To play the file automatically when the slide is shown, click the Automatically button
   • To play the file manually, when you click on it, click the When Clicked button

Note: To change options for an inserted file, select the movie or sound icon and click the buttons on the Options tab that will appear.

Inserting an Action Button

1. Click on the Home tab
2. Click the Shapes button in the Drawing group
3. Select the action button you want in the Action buttons section of the menu
4. Click and drag in your slide to draw the button, or click once in the slide to insert the button at the default slide
5. Select the action you want to occur when you click in the Action On Click section, and select other options if necessary
6. Optional: To play a sound, check the Play Sound box. Click the arrow on the box and then select the sound you wish
7. Optional: To select actions you want to occur when the button is moused over (but not clicked), click on the Mouse Over tab and make the appropriate selections
8. Click the OK button when finished

SLIDE SHOWS

Viewing a Slide Show

Rehearsing Timings

Setting up a Slide Show

Viewing a Slide Show

1. Click on the Slide Show tab
2. In the Start Slide Show group, do one of the following
   • To start from the beginning, click the Slide Show From Beginning button
   • To start from the slide you are currently viewing, click the From Current Slide button
3. Place your mouse pointer in the bottom left corner of the slide show, and the Slide Show toolbar will appear. Use this bar to navigate through the show.
4. To exit the slide show before it is complete, press the Esc key on your keyboard

Note: Press F1 during the show to get a list of keyboard commands. Click the OK key when finished

Note: You can also press the F5 key to start your slide show from the currently viewed slide

Rehearsing Timings

Use this feature to determine the time you will need to present each slide in your show. Helpful if you are limited to a specific amount of time, or if you need to fill a specific amount of time. Also helpful if you're going to be running the show automatically (without needing to click for each slide to advance)

1. Click on the Slide Show tab
2. Click the Rehearse Timings button in the Set Up group. Note that when yo udo this, the slide show will start in rehearsal mode, and the Rehearsal toolbar will now be displayed. This toolbar shows the time for the current slide, as well as the total time for your presentation
3. When you are ready to advance to the next effect or slide, click the Next button on the Rehearsal toolbar
4. Repeat step three for each slide in the presentation
5. When you are finished, do one of the following:
   • To save the timings, click the Yes button
   • To discard the timings, click the No button

Setting up a Slide Show

Setting up your slide show allows you to set options such as the show type, which slides you want to include (or exclude), and how you wish to advance the slides

1. Click on the Slide Show tab
2. Click the Set Up Slide Show button in the Set Up group
3. Make selections in the Set Up Show dialog box
4. Click the OK button when finished

Note: when finished, it is a good idea to preview your slide show, to be sure you've got it the way you want. Better to discover flaws now than during your actual presentation!

HANDOUTS

Printing a Slide

Printing Handouts

Printing Notes Pages

Printing an Outline

Saving Handouts in a Word Document

Printing a Slide

1. Click the round Office button in the upper left corner of your screen
2. Select Print from the menu
3. Click the arrow on the Print What box, and select Slides from the menu
4. Select or manually enter the slides you wish to print in the Print Range section
5. Select any other print options as needed
6. Click the OK button

Printing Handouts

The Handouts printing can be helpful, especially in situations where the viewers of your slide show might need to take notes: The handout print layout, which includes small copies of three slides per page, displays blank lines for the audience to take notes

1. Click the round Office button in the upper left corner of your screen
2. Select Print from the menu
3. Click the arrow on the Print What box, and select Handouts from the menu
4. Make selections in the Handouts section
5. Select any other print options as needed
6. Click the OK button

Printing Notes Pages

1. Click the round Office button in the upper left corner of your screen
2. Select Print from the menu
3. Click the arrow on the Print What box, and select Notes Pages from the menu
4. Select any other print options as needed
5. Click the OK button

Printing an Outline

Instead of printing the full slides, it is sometimes preferable to print the presentation as an outline which displays the titles and main text for each slide, but does not display images, or borders.

1. Click the round Office button in the upper left corner of your screen
2. Select Print from the menu
3. Click the arrow on the Print What box, and select Outline View from the menu
4. Select any other print options as needed
5. Click the OK button

Saving Handouts in a Word Document

1. Click the round Office button in the upper left corner of your screen
2. Select Publish
3. Select Create Handouts in Microsoft Office Word from the menu
4. Select a page layout in the Page Layout in Microsoft Office Word section
5. Select Paste or Paste Link in the Add Slides to Microsoft Office Word Document section
6. Click the OK button