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PowerPoint |
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For this assignment you will need to download
02 PPT Lesson and save it on
your computer In addition to starting a presentation with sample text from the AutoContent Wizard as you did in Lesson 1, you can also start a new presentation without having PowerPoint insert any sample text. You can choose a design template or a blank presentation. A design template is a presentation with a professionally designed format and color scheme to which you need only add text. Typically, design templates include background graphics that range from formal to playful. Each design template specifies where text placeholders appear on the slide and how the text in the placeholder is formatted. For example, some design templates specify round bullets for bullet text, whereas others use graphic pictures for bullets. In this exercise, you explore another option for creating a new presentation. You choose a design template and then save the presentation. On the View menu, click Task Pane, if necessary, to display the task pane. If necessary, click the Other Task Panes arrow, and then click New Presentation. In the New Presentation task pane, click From Design Template. The Slide Design task pane appears with a variety of design templates shown as thumbnails. In the Slide Design task pane, point to any design template. The name of the design template appears as a ScreenTip, and a down arrow appears on the right side of the design. In the Slide Design task pane, click the down arrow on the right side of any design template. A menu appears with commands that let you apply the design template to the entire presentation or to selected slides, use the template as the default for all new presentations, or change the size of the preview design templates in the Slide Design task pane. In the Slide Design task pane, drag the scroll box down until the Maple slide design appears in the task pane, and then click the Maple slide design. The Maple slide design is applied to the blank slide in the Slide pane. In the Slide Design task pane, click the Close button to close the task pane. Closing the task pane gives you more room for the slide in the Slide pane. On the File menu, click Save As. The Save As dialog box opens. Verify that the PowerPoint Practice folder appears in the Save In box. In the File Name box, type Contoso Recruiting Pres 02, and then click Save. PowerPoint saves the presentation, and the title bar changes to the new name. To add text to a presentation, including titles and subtitles, you can enter text into either the Slide pane or the Outline tab in Normal view. The Slide pane allows you to enter text on a slide using a visual method, whereas the Outline tab allows you to enter text using a content method. Title a slide and add a subtitle Now that you have applied a design template and saved the presentation, you’re ready to begin entering text into the presentation. Click the Outline tab, if necessary, in the Outline/Slides pane. Though you will work in the Slide pane in this exercise, displaying the Outline tab lets you view the text not only on the slide but also as an outline. In the Slide pane, click the text placeholder Click To Add Title. A selection box surrounds the placeholder, indicating that the placeholder is ready for you to enter or edit text. The placeholder text disappears, and a blinking insertion point appears. Type Recruiting New Clients. Notice that the text appears in the Outline tab at the same time. Click the text placeholder Click To Add Subtitle. The title object is deselected, and the subtitle object is selected. Type Your Name, and then press Enter. Insert your own name in the placeholder rather than the words Your Name to customize the presentation. Type Contoso, Ltd. You can quickly and easily add more slides to a presentation in two ways: by clicking the New Slide button on the Formatting toolbar directly above the task pane or by clicking the New Slide command on the Insert menu. When you use either of these methods, PowerPoint inserts the new slide into the presentation immediately following the current slide, and the Slide Layout task pane appears with 27 predesigned slide layouts, any of which you can apply to your new slide. You select a layout by clicking it in the Slide Layout task pane. The layout title for the selected slide layout appears as you roll the mouse over each choice. Slide layouts allow you to create slides with specific looks and functions. For example, you can choose a layout that displays only a title on a slide or a layout that provides placeholders for a title and a graph. The wide variety of different slide layouts means that you will most likely find one with exactly the layout you need, so you won’t have to take the time to create it from scratch yourself. Create a new slide In this exercise, you add a slide to your presentation and then enter text on the new slide. On the Formatting toolbar, click the New Slide button. The Slide Layout task pane appears. A new, empty slide is added after the current slide in the Slide pane and is created a new slide icon in the Outline tab. The default Title and Text slide layout (a title and bulleted list) is applied to the new slide. The status bar displays Slide 2 of 2. Type Develop a Plan. (If you start typing on an empty slide without first selecting a place, PowerPoint enter the text into the title object.) In the Slide Layout task pane, click the Close button to close the task pane. The Outline tab shows the presentation text in outline form just as if you had typed the text using Outline view in Microsoft Word. The Outline tab allows you to enter and organize slide title and paragraph text for each slide in a presentation. In the Outline tab, the slide title text appears to the right of each slide icon, and the paragraph text appears underneath each title, indented one level. To enter text in the Outline tab, you click where you want the text to start, and then you begin typing. While working in the Outline tab, you can also create a new slide and add title and paragraph text by using the New Slide command or the Enter key. Enter text and create a new slide in the Outline tab In this exercise, you enter text and create a new slide in the Outline tab. Position the pointer—which changes to the I-beam pointer—to the right of the title in slide 2 in the Outline tab, and then click the blank area. A blinking insertion point appears to the right of the slide title. Press Enter. PowerPoint adds a new slide in the Slide pane and a new slide icon in the Outline tab, with the blinking insertion point next to it. To add paragraph text to slide 2 instead of starting a new slide, you need to change the outline level from slide title to a bullet. Press Tab. Pressing Tab indents the text to the right one level and moves the text from slide 3 back to slide 2. The slide icon changes to a small gray bullet on slide 2 in the Outline tab. Type Develop a list of contacts, and then press Enter. PowerPoint adds a new bullet at the same indent level. Notice that once you press Enter after typing bulleted text, the preceding bullet becomes black. Also note that the text wraps to the next line in the Outline tab without your having to press Enter. Type Schedule periodic phone calls to prospective clients, and then press Enter. Type Re-evaluate your strategy regularly, and then press Enter. Now you will display the Outlining toolbar and use one of its tools to work with the current outline. On the View menu, click Toolbars, and then click Outlining. The Outlining toolbar appears vertically to the left of the outline in the Outline tab. On the Outlining toolbar, click the Promote button. PowerPoint creates a new slide with the insertion point to the right of the slide icon. Type Make the Client Number One, press Enter, and then press Tab. PowerPoint creates a new indent level for slide 3. Type Be creative, and then press Enter. A new bullet appears. Type Stay positive, press Enter, and then type Be tenacious. Hold down Ctrl, and then press Enter. A new slide appears. Type Summary, press Enter, and then press Tab. PowerPoint creates a new indent level for slide 4. Type Create a plan suitable to your temperament, and then press Enter. Type Try to avoid cold calls, and then press Enter. Type Keep current with the client’s industry trends. After you have created a presentation, you frequently need to revise it. You may need to insert more text, for example, to “beef up” the content of a slide. Or, you may need to change existing content as you receive more recent information on the presentation’s subject. You can easily modify the text in a presentation using either the Outline tab or the Slide pane. Editing text in either location requires some basic skills that you should already be familiar with if you have worked with programs such as Microsoft Word. To insert text, for instance, you must click in the proper location to position the insertion point. To change text, you must first select it. You can select text by dragging the I-beam pointer over it or by double-clicking a word. In either the Outline tab or the Slide pane, you can select an entire bulleted item by simply clicking the bullet. Besides modifying the text, you may want to rearrange it. For example, you may want to move the second bullet of paragraph text to be the first item, or even move one bullet item to another slide. You can easily rearrange text in this fashion by dragging it in the Outline tab. Edit text in Normal view In this exercise, you insert new text, select and replace text, and then select and rearrange text in the Outline tab. In the Outline tab, click the blank area to the right of the word “regularly” in slide 2. The blinking insertion point appears where you want to begin typing. Press the Spacebar, and then type and make adjustments as needed. PowerPoint makes room in the outline for the new text. In the Outline tab, double-click the word “tenacious” in the third bullet point of slide 3. The text is now highlighted, indicating that it is selected. Type persistent. The new word replaces the text in both the Outline tab and Slide pane. Move the pointer over the bullet next to “Be persistent” in slide 3. The pointer changes to the four-headed arrow. Click the bullet to select the entire line. Drag the selected item up until a horizontal line appears above the bullet entitled “Stay positive,” but do not release the mouse button yet. The horizontal line indicates where the selected text will go. The pointer changes to the two-headed arrow. Release the mouse button. The entire line moves up one line. You have now repositioned the text on this slide. If you are going to deliver a presentation to a live audience, you may want to enter speaker notes on some or all of the slides in the presentation. Speaker notes relate to the content of the slide. For example, you may want to have available statistics associated with bullet items on a slide, or you may want to be able to give your audience more information about a person or place mentioned on a slide. Using speaker notes for this supplementary information can help you keep slide content simple for easy comprehension by your audience. Enter text in the Notes pane You add a speaker note in the Notes pane in this exercise. Click the Notes pane in slide 3. The notes placeholder text disappears, and a blinking insertion point appears, as shown in the following illustration. If you can't see the notes placeholder make sure you are in "Normal View" it should be visible then. Type the sentence below, but do not press Enter. Being persistent without being annoying is a skill you will need to perfect. The Notes pane shows your new entry. Entering Notes in Notes Page View PowerPoint’s Notes Page view displays each slide in a presentation along with the notes that have been inserted for that slide. After you have inserted notes in the Normal view Notes pane, for example, you can see those notes under the slides in Notes Page view. To check all the speaker notes in a presentation, you can move from slide to slide using the Next Slide and Previous Slide buttons just as in Normal view In this exercise, you change the zoom percentage and add a note in Notes Page view to see how this compares to using the Notes pane. On the View menu, click Notes Page. Notes Page view appears at approximately 33% view on most screens to display the entire page. On the Standard toolbar, click the Zoom button down arrow, and then click 75%. The view scale increases to 75%. Click the Next Slide button. The status bar displays Notes 4 of 4. Select the Notes placeholder. The selection box surrounds the area that contains the notes text and the placeholder text disappears. Type Experienced sales reps will lead a question-and-answer session immediately following this presentation. On the Standard toolbar, click the Zoom down arrow, and then click Fit. Choosing this option displays the page at the largest size that will fit in the window. Click the Normal View button. Creating presentations can be a time-consuming process. You can save time while creating a presentation by using slides that you or someone else has already made. For example, you can pick up your company’s title slide or a slide that contains contact information to avoid having to recreate these slides every time you do a company presentation. PowerPoint’s Slides From Files command allows you to pick up one or more—or all—slides from another presentation to insert into the current presentation. You don’t have to worry if the other presentation has the same design template as your current presentation. When you insert slides from one presentation into another, the slides conform to the color and design of the current presentation, so you don’t have to make many changes. Insert slides from one presentation into another You’re now ready to add slides from another presentation your sales manager has given you to beef up your presentation. On the Insert menu, click Slides From Files. The Slide Finder dialog box appears. Click the Find Presentation tab if necessary, and then click Browse. The Browse dialog box appears. In the Look In box, verify that your hard disk is selected. In the list of file and folder names, double-click the folder where your saves 02 PPT Lesson. Click the file titled 02 PPT Lesson, and then click Open. The Slide Finder dialog box reappears. Click Display, if necessary. All of the slides in the selected presentation are displayed as thumbnails. Click slide 2, click slide 3, click the right scroll arrow, and then click slide 4 to select the slides you want to insert. Click Insert. PowerPoint inserts the slides into the new presentation after the current slide. The Slide Finder dialog box remains open so you can insert other slides from the same or a different presentation if desired. Click Close. The Slide Finder dialog box closes, and the last inserted slide appears in the Slide pane. The inserted slides adopt the design template of the current presentation. Creating a presentation often requires reorganizing slides. You want to make sure they appear in the best order to communicate your message effectively. For example, you may want to move a slide that reviews the presentation content from the end of the presentation to the beginning, to give the audience a preview of the presentation’s topics. Although you can rearrange slides in both the Outline and Slides tabs, you will find reorganizing slides to be easiest in Slide Sorter view. This view shows you all slides as thumbnails. To rearrange slides, you simply click a slide and drag it to its new position. As you drag, a vertical gray line appears to show where you can “drop” the slide. You can move a slide to the end or the beginning of the presentation or between existing slides. After you drop the slide, PowerPoint renumbers the slides to reflect their new order. Rearrange slides in Slide Sorter view After you added slides from the other presentation in the last exercise, your Summary slide is no longer the last slide in the presentation. You reorganize the presentation in this exercise. Click the Slide Sorter View button. Notice that the Slide Sorter toolbar appears above the presentation window. Click slide 4 (“Summary”), and then drag it to the empty space after slide 7 (“Maintaining a Contact List”). Slide 4 displays a heavy blue border to indicate it is selected. Notice that the pointer changes to the drag pointer when you begin to drag. When you release the mouse button, slide 4 moves to its new position, and the other slides in the presentation are repositioned and renumbered. Click the current slide 4 (“Today’s Goals”). Drag slide 4 between slides 1 and 2. Drop the slide when you see the vertical gray bar appear between slides 1 and 2. Double-click slide 1 to return to the previous view, Normal view. Easy enough wasn't it? Save your file Email the file as an attachment to me. |