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PowerPoint |
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For this assignment you will need to download
04 Marketing Outline.doc and save it on
your computer To start your task of creating a customizable presentation, you create a blank presentation and then save the presentation. Click the New button on the Standard toolbar. PowerPoint displays a blank presentation with the default Title Slide layout, and the Slide Layout task pane appears, displaying various slide layouts. On the title bar of the Slide Layout task pane, click the Close button to close the task pane. Because you want to start with the default title slide already displayed, you don’t need to specify another layout. Closing the task pane gives you more room to work. On the File menu, click Save As, and then type Contoso Company Pres 04 in the File Name box. Navigate to the Lesson04 folder in the PowerPoint Practice folder, and then click Save. Entering text in the Outline tab In this exercise, you use the Outline tab to complete the title slide. In the Outline/Slides pane, click the Outline tab, if necessary, and then click to the right side of slide 1 to place the insertion point. The slide icon for slide 1 is selected in the outline. On the View menu, point to Toolbars, and then click Outlining, if necessary, to display the Outlining toolbar. Type Give Your Image Impact, and then press Enter. A new slide appears in the Outline tab.| On the Outlining toolbar, click the Demote button, or press Tab. The insertion point shifts to the right to start a new paragraph for the title text above it. Because this is a title slide, the new paragraph will be the subtitle. Type Contoso, Ltd at the insertion point. On the Outlining toolbar, click the Promote button. The paragraph text shifts to the left to create title text for a new slide. A slide icon appears next to the text. On the Outlining toolbar, click the Demote button. The title text shifts to the right to again create paragraph text for the title text above it Inserting an Outline from Microsoft Word If you already have text in other programs, such as Microsoft Word, you can insert the text into the Outline tab as titles and body text. Inserting an outline in this way can save considerable time because you don’t have to retype the outline text in PowerPoint. You can insert text in several formats, including Microsoft Word (.doc) format, Rich Text Format (.rtf), or plain text format (.txt). When you insert a Word or Rich Text Format document, PowerPoint creates an outline of slide titles and paragraphs based on the heading styles in the document When you insert text from a plain text document, paragraphs without tabs at the beginning become slide titles, and paragraphs with tabs at the beginning become paragraph text. You can of course adjust the title and text levels after you have imported the outline into PowerPoint. You have created the title slide for your new presentation, and you’re now ready to add content. You will use an existing Word outline to create new slides. On the Insert menu, click Slides From Outline. The Insert Outline dialog box appears. In the Look In box, go to the folder where you saved 04 Marketing Outline verify that All Outlines appears in the Files Of Type box. In the list of file and folder names, click 04 Marketing Outline. Click Insert. PowerPoint inserts the Word outline into the PowerPoint outline following the current slide. Click a blank area of the Outline tab to deselect the text. Changing the View of an Outline The outline you are working on might contain more text than you can see on the screen at one time. To make it easier to view an outline, you can reduce the view scale of the presentation window. You can change the scale of your view by using the Zoom button on the Standard toolbar or the Zoom command on the View menu. When you change the view scale, the view of the presentation is increased or decreased in size, but the presentation itself does not change size. To make it easier to work with the main points of an outline, PowerPoint lets you collapse and expand slide content to view entire slides or only slide titles. When you format text in the Outline tab, sometimes the text can be hard to read, so PowerPoint allows you to show or hide text formatting in the outline. The formatting information is not deleted or cleared. It is just turned off so that you can see the content more easily. When you print an outline, the outline will always appear with formatting on. Change the view of the outline Now that you have more content in the outline, you can become more familiar with some of the Outline tab’s features. In this exercise, you change the view scale, and then you collapse and expand the outline. Click in the Outline tab, if necessary. On the Standard toolbar, click the Zoom button down arrow, and then click 25%. The view scale decreases from 33% to 25%. You can also enter a specific zoom percentage in the Zoom box. On the Standard toolbar, click in the Zoom box to type a percentage. Type 38, and then press Enter. The view scale changes to 38%. Click the blank area to the right of the slide 2 title to place the insertion point in the line. On the Outlining toolbar, click the Collapse button. Slide 2 collapses to show only the title. The rest of the outline remains fully expanded. To make it easier to work on the main points of the outline, you can view slide titles only for the presentation. On the Outlining toolbar, click the Collapse All button. The view switches from titles and paragraphs to titles only. Click the blank area to the right of the slide 6 title to place the insertion point in the line. On the Outlining toolbar, click the Expand button. Slide 6 expands to include the paragraph text again. On the Outlining toolbar, click the Expand All button. The view switches to show all of the text in the outline. Now you will change the view to show in the outline the same text formatting applied in the Slide pane. On the Outlining toolbar, click the Show Formatting button. The text in the Outline tab changes from plain to formatted text, as shown in the following illustration. The formatting reflects the styles that were applied in the Word source file. The compact nature of the Outline tab makes it the best place to edit text because you can see a good part of the presentation’s text in one place. Additionally, working in the Outline tab is similar to working in a word processor. In the Outline tab, you can select, edit, and rearrange slides, paragraphs, and text by using the Outlining toolbar buttons or by dragging the slides, paragraphs, or text. Select and delete slides and text in an outline In this exercise, you select and delete a slide and a paragraph, and then you select text using different methods. Position the I-beam pointer (which changes to the four-headed arrow) over the icon for slide 3, and then click the icon to select the slide. The entire slide, including all text, is selected. Press Delete. PowerPoint deletes slide 3 and renumbers the other slides. Scroll to the top of the outline and display slide 2. This slide’s first paragraph refers to the slide you just deleted, so you will need to delete this paragraph. Selecting and deleting paragraphs works the same way as selecting and deleting slides. Position the I-beam pointer (which changes to the four-headed arrow) over the bullet next to the paragraph titled “About Contoso, Ltd” in slide 2, and then click the bullet. PowerPoint selects the paragraph. Press Delete. PowerPoint deletes the paragraph. Click the bullet next to the paragraph titled “Your Corporate Image” in slide 2. Hold down Shift, and then click the bullet for the paragraph titled “Media Plan.” Notice that the bulleted text in between is also selected. Position the I-beam pointer in the middle of the word “Contoso” in the last paragraph in slide 2. Drag the I-beam pointer to the right, through the text “Contoso Success Stories,” to select all the text that follows in the line. Although you started the selection in the middle of the word Contoso, because the Automatic Word Selection feature is turned on, PowerPoint selects the entire word. One of the most important tasks you can perform in the Outline tab is rearranging slide content. As you work with a presentation, you will often realize that a slide would fit better at some other location in the presentation, or that the paragraphs on a slide aren’t in quite the right order. You may also feel that the phrasing of a particular paragraph could be improved by rearranging words. You can rearrange slides and paragraphs in the Outline tab by using the Move Up button and the Move Down button on the Outlining toolbar or by dragging selected slides and paragraphs to the desired location. You can also drag a paragraph so that it becomes a part of another paragraph. To move selected words, you simply drag the selection to the new position. Rearrange a slide, paragraphs, and words You’re ready to begin the process of fine-tuning the presentation outline. In this paragraph, you rearrange slides, paragraphs, and words. Scroll down so that slide 4 is the top slide in the window. Position the four-headed arrow over the slide icon for slide 4, Relationships, and click to select it. Drag the slide icon down between slides 6 and 7. As you drag, the pointer changes to the vertical two-headed arrow, and a horizontal line appears, showing you where you can place the slide. After you release the mouse button, the selected slide content is dropped into its new location, and PowerPoint reorders and renumbers the slides. Click the bullet to the left of the word “Local” in slide 6. The paragraph is selected. On the Outlining toolbar, click the Move Up button three times. Local becomes the first bulleted item. Scroll to the top of the outline, and then in slide 2, position the fourheaded arrow over the bullet of the text line titled “Know Your Media.” Drag the text line horizontally to the left one level. As you drag, the pointer changes to the horizontal two-headed arrow, and a vertical line indicates at what level the text will be placed. The text line moves one indent level to the left. This is the same action as promoting the paragraph. Drag the text line titled Media Plan horizontally to the left one level. You have promoted this bullet item to the first level. Click the bullet next to the text “Making Media Work for You,” and then press Delete. Scroll down so that you can see all of slide 7 at the bottom of the outline, and then position the I-beam pointer over the word “Bits” in slide 7. Select the entire word, the comma, and the space that follows it, and then drag the selection to the left of the word “Bytes” on the same line. As you drag, a gray indicator line shows where the text will be placed. When you release the mouse button, the word Bits moves to its new position. You can apply formatting in the Outline tab just as you would in the Slide pane (You will learn more about formatting text in the Slide pane in the next lesson.) If you are working extensively in the Outline tab, it makes good sense to apply formatting to the outline text rather than switch to the Slide pane to do so. You can change fonts, sizes, and styles in the Outline tab. To format text, you first select it and then apply the specific formatting you want, using the commands on the Formatting toolbar. The Formatting toolbar includes commands to change the font type and size and to apply the bold, italic, and underline styles. Formating text in an outline Now that you’re satisfied with the reorganization of the presentation, you can turn your attention to formatting text. In this exercise, you change the style, font, and size of the text. Scroll to the top of the outline. Double-click the blank area to the right of the word “Impact” in the title of slide 1. The title text is selected. On the Formatting toolbar, click the Bold button. Position the four-headed arrow pointer to the left of the word “Contoso” in the paragraph text of slide 1. Click the blank area to select the entire line. On the Formatting toolbar, click the Italic button. The selected text is formatted. With the subtitle text still selected, on the Formatting toolbar, click the Font Size button down arrow, and then click 28. The subtitle text is reduced in size. Double-click the blank area to the right of the slide title “Give Your Image Impact.” The entire line is selected. On the Formatting toolbar, click the Increase Font Size button. The slide title font changes from 44 to 48 points. The Increase Font Size button increases the font size by a set increment and thus can be used when you just want to increase the size without worrying about a specific font size. On the Formatting toolbar, click the Font down arrow, and then scroll down and click Times New Roman. The selected text changes from Arial to Times New Roman. On the Formatting toolbar, click the Font down arrow again. Notice that the Times New Roman font is at the top of the list. PowerPoint places the fonts you recently used at the top of the list, separated by a double line, so you don’t have to scroll down the list of fonts if you want to use the font again. Click a blank space in the Outline tab. The font list closes, and PowerPoint deselects the slide 1 title text. Save your presentation You may find that you need output options other than simply printing a presentation’s slides, pages, or outline. Suppose, for example, you want to study further and perhaps edit the outline you have created for Contoso in this lesson. You can use PowerPoint’s Send To command to send the outline to Microsoft Word, where you can edit it just like any other Word document. (And you can then, if desired, insert the edited outline back into a PowerPoint presentation to eliminate the need for correcting each slide with your edits.) As long as Word is installed on your computer, you can export a presentation outline or slides and their associated speaker notes directly from PowerPoint into a Word document. You can choose to arrange the presentation’s slides in two different ways as well as choose whether to include the notes or instead create blank lines beside or beneath each slide. Because the slides and notes display in a Word table, you can use table-editing tools to adjust layout and format notes text. This is an excellent alternative to printing handouts or notes pages. Send an outline to Word You have finished tweaking the presentation outline. You’re now ready to export the outline to Word, where you’ll be able to edit it if you need to. On the File menu, point to Send To, and then click Microsoft Office Word. The Send To Microsoft Office Word dialog box appears with five page layout options and two pasting options. The page layout options determine the type of information you want to send to Word. The pasting options determine how you want to send the information. Click the Outline Only option, and then click OK. The pasting options gray out, indicating that you don’t have the option to link the outline. PowerPoint launches Word and inserts the presentation slides with the title text and main text format into a blank Word document. Your Word document should look similar to the following illustration. On the Word File menu, click Save As. The Save As dialog box opens. In the Save In box, verify that you are in the folder where you have your PowerPoint files. In the File Name box, type Contoso Company Doc 04 and click Save. Word saves the presentation slide text in a document called Contoso Company Doc 04 in the Lesson04 folder. On the Word File menu, click Exit. Word closes, and PowerPoint is redisplayed. When you need the text portion of a presentation for use in another program, you can save the presentation text in a format called Rich Text Format (RTF). Saving an outline in RTF allows you to save any formatting you made to the presentation text in a common file format that you can open in other programs. There are many programs, such as Word for Macintosh or older versions of PowerPoint, that can import outlines saved in RTF. Save a presentation as an outline For your last task, you’ll save the current presentation, then save it as an outline in RTF format. On the Standard toolbar, click the Save button. The next time you open this presentation, PowerPoint opens it with the Outline displayed in the same view scale in which you last saved it. Now that you have saved the changes to a presentation in Normal view, you can save it as an RTF file. On the File menu, click Save As. In the Save In box, verify that the PowerPoint Practice folder is open. Type Contoso Outline RTF in the File Name box. Click the Save As Type down arrow, and then click Outline/RTF. Click Save. PowerPoint saves the presentation slide text in RTF format in a document called Contoso Outline RTF in the Lesson04 folder. Email the files you save here as an attachment to me. (Contoso Company Pres 04, Contoso Company Doc 04, nd Contoso Outline RTF) |