For this assignment you will need to download
05 PPT Lesson.ppt and save it on
your computer
In Microsoft PowerPoint, you can add to and modify your
presentation text to fine-tune your message. PowerPoint offers several
alternatives for placing text on your slides: text placeholders for
entering slide titles and subtitles, text labels for short notes and
phrases, and word processing boxes for longer text. You can also place
text inside objects, such as circles, rectangles, or stars.
As the vice
president of sales at the public relations firm Contoso, Ltd, you have
been working on a presentation that you want to customize for new clients.
After working with your presentation outline in the previous lesson, you
are ready to fine-tune your message.
In this lesson, you will learn
how to create several kinds of text objects, edit text, change the
appearance of text, find and replace text, replace fonts, let PowerPoint
correct text while you type, check spelling and presentation styles, An
object is
anything that you can manipulate. For example, the title object on a slide
is all the text in the title, which is treated as a unit. To make
formatting changes to all of the text in a text object, you need to first
select the object. To select an object, you click a part of the object by
using the pointer. To deselect an object, you move the pointer off the
object into a blank area of the slide and then click the blank area.
In PowerPoint, you can select a text object in two ways. First, you can
click inside a text object. This places the insertion point in the object
and surrounds the text object with a
slanted-line selection
box,
consisting of gray slanted lines. When the slanted-line selection
box is displayed, you can edit any content within the box. For example,
you can insert or delete a word. Second, you can click on the outside edge
of a text object. This surrounds the object with a fuzzy outline, called a
dotted selection box.
When the dotted selection box is displayed, the entire object is selected
and ready for you to edit as an object. That is, you can manipulate it as
a whole. The white circles at each corner of either type of selection box
are resize handles,
which you use to adjust and resize the object.
Select and deselect objects
In this
exercise, you review selection boxes and then select and deselect a text
object.
Start PowerPoint, if necessary, click the Open button on the Standard
toolbar, navigate to where ever you saved the 05 PPT Lesson file. Open it
and the save the file as Contoso Company Pres 05.
Display slide 3 and click directly on top of the title object.
The text box is
selected with the slanted-line selection box and an insertion point
displays where you clicked.
Position the pointer
directly on top of an edge of the slanted-line selection box.
The pointer changes to
the selection pointer, shown in the margin.
Click the edge of the
slanted-line selection box.
The selection box
changes to a dotted selection box.
Click outside the
selection box in a blank area of the slide.
The text box is
deselected.
Keep this file open for the next part of this exercise
Adding text to slides
Your
presentation would benefit from some additional information on several
slides. In this exercise, you add text in an existing text object and then
create a text label and a word processing box.
Drag the scroll box
in the Slide pane to slide 5.
Click immediately before the word
“homework” in the first bulleted item.
You will add a word in
this text box to see how text wraps automatically in a placeholder.
Type
your,
and then press the Spacebar.
The paragraph wraps in
the text object.
Click anywhere outside the slanted-line selection box to deselect
the text object.
On the Drawing toolbar, click the Text Box button.
The pointer
changes to the upside-down T-pointer.
Position the pointer
at the bottom center of the slide.
Click to create a text label.
A small, empty
selection box composed of gray slanted lines appears with the blinking
insertion point in it.
Type
Media types are listed
on slide 4.
Text in a new text box uses the current default font and font size, such
as 18 point Arial.
Click a blank area of
the slide to deselect the label.
Click the Next Slide button to advance
to slide 6.
On the Drawing toolbar, click the Text Box button.
Position the pointer below the last bullet, about halfway between the
bulleted item and the bottom of the slide, and then drag the pointer to
create a box that extends a bit farther than the last bullet entry.
When you release
the mouse button, a slanted-line selection box appears with the blinking
insertion point in it. You can now enter your text.
Type
It is worth it to create
community relationships on several levels.
The width of the box
does not change, but the words wrap, and the box height increases to
accommodate the complete entry.
Click a blank area of
the slide to deselect the text object.
Keep this file open for the next
part of the exercise.
On occasion, you may need to adjust
text objects to change object size or wrap options. For example, default
bullet text placeholders usually take up a good portion of the slide, and
if you want to insert a graphic or another text object near the bottom of
the slide, you may want the unused portion of the placeholder out of the
way. You may also want to change the wrap option for a text object to
control the size of the object on the slide. You can adjust text object
settings for any text object on a slide—not only for text objects you have
added, but also for the default text placeholders. Settings are adjusted
in the Format Text Box or Format Placeholder dialog box. The Text Box tab
in either of these dialog boxes offers check boxes that let you turn word
wrap on or off and resize a placeholder to fit its text.
Adjust text objects
In this exercise, you
experiment with changing word wrap options and adjust the size of a text
placeholder.
Click the bottom text box on slide 6, and then click the edge of the
text box to select it with the dotted selection box.
Remember that the
dotted selection box means you can modify the object as a whole.
On the Format
menu, click Text Box.
The Format Text Box
dialog box opens. Note that the command on the menu is
Text Box
because this is
a text box you added yourself.
Click the Text Box tab.
Clear the
Word Wrap Text In AutoShape check box.
Click OK.
The word processing box
changes to a text label and stretches across the slide.
On the Standard
toolbar, click the Undo button.
Position the pointer near the bulleted
text on slide 6 until it changes to the selection pointer, and then click
to select the paragraph text object.
Notice that the dotted
selection box is larger than it needs to be. (There is additional white
space at the bottom that overlaps the word processing box you added.)
On the Format
menu, click Placeholder.
The Format AutoShape
dialog box appears. The menu command is
Placeholder
in this case
because you have selected a default text placeholder.
Click the Text Box
tab.
Select the Resize AutoShape To Fit Text check box, and then click
OK. The
object adjusts to fit the depth of the text. You now have clear space at
the bottom of this slide if you want to add another text box or a graphic.
Click a blank
area of the slide to deselect the text box.
At any time
while you work on a presentation, you can change text formatting. Although
design templates specify fonts, font sizes, styles, colors, and bullets,
you can modify these settings to add special emphasis to text or just to
adjust the design’s formats. With all text formatting changes, you need to
select the text object before you can apply new changes.
Applying or Removing Bullets
and Numbers
By default,
paragraphs on text slides use bullets to indicate each item. You may
sometimes want to remove bullets from paragraphs to achieve a different
look on a slide or when you have only one paragraph on the slide. To
remove bullets, select the placeholder and click the Bullets button on the
Formatting toolbar. To reapply bullets, simply click the button again.
Working with bullets and numbers
In this exercise,
you work with bullets and numbers to decide which approach works best for
the material on a slide.
Click the edge of the
bulleted text box on slide 6 to select it with the dotted selection box.
On the Formatting toolbar, click the Bullets button.
You have turned off
bullets, so the bullets for the four lines of text disappear.
On the Formatting
toolbar, click the Numbering button to apply numbers to the paragraphs.
The text
changes to a numbered list. This list doesn’t need to be in a particular
order, however, so it will be best to return it to a bulleted list.
On the
Formatting toolbar, click the Bullets button again.
The text changes back
to a bulleted list.
In all PowerPoint presentations, you can
choose among three styles to emphasize text:
bold,
italic, and underline. Some design templates also make the
shadow style available for use. Changing font style is as easy as clicking
a button on the Formatting toolbar.
Changing font styles
You will
change text formatting in several ways in this exercise to emphasize
portions of the presentation.
Click the Next Slide
button to go to slide 7.
Position the pointer near the edge of the
quote in the text box until the pointer changes to the selection pointer,
and then click to select it.
A dotted selection box
appears around the text object, indicating that it is selected.
On the Formatting
toolbar, click the Italic button.
The text in the object
changes to italics.
On the Formatting
toolbar, click the Decrease Font Size button to reduce the font size to 20
points.
On the Drawing toolbar, click the Font Color button down arrow.
A text color
palette of the current color scheme appears.
Click the blue color
The
font color in the word processing box changes to blue.
Select the words “Je
ne sais quois.”
The slanted-line
selection box appears, and you can format individual text.
On the Formatting
toolbar, click the Italic button.
You have turned off
italic formatting. This is the usual way to emphasize text that is already
italicized.
Click a blank area of
the slide to deselect the text object.
Changing Text Alignment and Spacing
PowerPoint enables you to control the way text lines up on
the slide. You can align text to the left or to the right or to the center
in a text object. You can adjust the alignment of text in an object by
selecting the object and clicking an alignment button on the Formatting
toolbar. The Align Left button aligns text evenly along the left edge of
the text box and is useful for paragraph text. The Align Right button
aligns text evenly along the right edge of the text box and is useful for
text labels. The Center button aligns text in the middle of the text box
and is useful for titles and headings. You can also justify text in a
paragraph so it lines up evenly along both edges of the text box.
In this exercise, you
change the alignment of text in a text object, decrease paragraph spacing,
and adjust line spacing.
Select the text box
at the bottom of slide 7.
On the Formatting toolbar, click the Center
button. The
text in the text object aligns to the center.
Click a blank area of
the slide to deselect the text box.
Click the edge of the bulleted
paragraph text box on slide 7 with the selection pointer.
The dotted selection
box appears. You are now ready to change the paragraph spacing, but to do
so, you may need to add a button to your Formatting toolbar.
On the Formatting
toolbar, click the Toolbar Options down arrow, point to Add or Remove
Buttons, and then point to Formatting.
A list of all the
buttons currently available for the Formatting toolbar appears.
In the list of
additional buttons, click the Decrease Paragraph Spacing button to place
it on the toolbar.
A check mark appears
next to the entry.
Click the Toolbar
Options down arrow to close the list.
On the Formatting toolbar, click
the Decrease Paragraph Spacing button.
The paragraph spacing
in the text box decreases by 0.1 lines, from 1.0 to 0.9.
Click a blank area of
the slide to deselect the text box.
Click the edge of the bulleted
paragraph text object on slide 7 to select it.
On the Format menu,
click Line Spacing.
The Line Spacing dialog
box appears.
Click the Before Paragraph down arrow until 0.1 appears, and then click
OK. The
paragraph spacing before each paragraph decreases by 0.1 lines.
Click a blank area of
the slide to deselect the text box.
You can move a text
object to any place on a slide to improve the appearance of a
presentation. You can use the mouse to drag a text object from one
location to another on a slide. Any text object on a slide can be moved,
including both the default placeholders and text labels and word
processing boxes you add yourself. The most efficient way to move a text
object is to drag it from one location to another.
Moving a text object
In this exercise, you
move a text object by dragging the edge of the text object’s selection
box.
Click
the edge of the text box at the bottom of slide 7 with the selection
pointer. The
dotted selection box appears.
Drag the edge of the
selection box to center the text object between the bottom of the slide
and the bulleted text box.
Click a blank area of the slide to deselect
the text box.
The Find and Replace commands on the Edit
menu allow you to locate and change specific text in a presentation. Find
helps you locate each occurrence of a specific word or set of characters,
whereas Replace locates every occurrence of a specific word or set of
characters and replaces it with a different one. You can change every
occurrence of specific text all at once, or you can accept or reject each
change individually.
Finding and replacing text and fonts
In this exercise, you
use the Replace command to find and replace a word and then use Replace
Fonts to replace a font.
On the Edit menu,
click Replace.
The Replace dialog box
appears.
Click in the Find What box, and then type
facets.
Press Tab or click in the Replace With box.
Type
aspects.
Click Find Next.
PowerPoint finds and
selects the word facets on slide 5.
Click Replace.
An alert box
appears, telling you that PowerPoint has finished searching the
presentation. If you do not want to replace an instance, you could click
Ignore, and if you want to replace all instances, you could click Replace
All.
Click
OK, and then click Close in the Replace dialog box.
The Replace dialog box
closes.
Click a blank area of the slide to deselect any text boxes.
On the
Format menu, click Replace Fonts.
The Replace Font dialog
box appears.
Click the Replace down arrow, and then click Tahoma.
Click the With
down arrow, scroll down, and then click Arial.
Click Replace.
Throughout the
presentation, the text formatted with the Tahoma font changes to the Arial
font.
Click
Close in the Replace Font dialog box.
As
you type text in a presentation, you might be aware of making
typographical errors, but when you look at the text, the mistakes have
been corrected. PowerPoint’s AutoCorrect feature corrects common
capitalization and spelling errors as you type. For example, if you
frequently type tehm
instead of
them,
you can create an AutoCorrect entry named
tehm.
Then, whenever you type
tehm
followed by a space or a
punctuation mark, PowerPoint replaces the misspelling with
them.
You can customize AutoCorrect to recognize or ignore misspellings that you
routinely make or ignore specific text that you do not want AutoCorrect to
change. You can also use AutoCorrect to recognize abbreviations or codes
that you create to automate typing certain text. For example, you could
customize AutoCorrect to type your full name when you type in only your
initials.
Correcting text while typing
In this exercise, you
add an AutoCorrect entry, use AutoCorrect to fix a misspelled word, and
then use AutoFit to resize text in a placeholder.
On the Tools menu,
click AutoCorrect Options, and then click the AutoCorrect tab, if
necessary.
The AutoCorrect dialog box appears. Note that PowerPoint has already added
a number of commonly mistyped words and their correct equivalents.
Click in the
Replace box, and then type
vidoe.
Video
is commonly
mistyped as
vidoe.
Press Tab,
type video,
and then click Add.
Now, whenever you type
vidoe
in any
presentation, PowerPoint replaces it with
video.
Click OK.
Drag the scroll box to slide 4.
Click the blank space immediately after
the word Outdoor.
Press Enter, and then type
Vidoe.
Press the Spacebar. The word corrects to
Video.
Point to the
small blue box under the “V” of “Video” to display the AutoCorrect Options
button, and then click the AutoCorrect Options down arrow.
A short menu displays,
as shown below, giving AutoCorrect options for the corrected word.
Click a blank
area of the slide to deselect the AutoCorrect Options menu.
Click just
to the right of the word “Television” at the top of the bulleted list.
Press Enter, and then press Tab.
Type
Local.
Press Enter and then type
National.
The text box
automatically resizes to fit in the box. The AutoFit
Options button
appears at the bottom left of the text box.
Point to the AutoFit
Options button, and then click the AutoFit Options down arrow.
The AutoFit
Options menu gives you a number of options for fitting the text into the
placeholder or creating a new slide to hold the runover content.
Click AutoFit
Text To Placeholder if necessary and then click a blank area of the slide
to deselect the text box.
PowerPoint reduces the
font size to fit the text in the placeholder.
PowerPoint’s
spelling checker checks the spelling of the entire presentation, including
all slides, outlines, notes pages, and handout pages. To help you identify
misspelled words or words that PowerPoint’s built-in dictionary does not
recognize, PowerPoint underlines them with a wavy red line. You have
probably noticed this wavy underline under words such as
Contoso
in the current presentation. To turn off this feature, you can clear the
Check Spelling As You Type check box on the Spelling and Style tab of the
Options dialog box (available on the Tools menu).
Correct
spelling
You have finished
entering and formatting text in the presentation. Now you need to check if
the text is accurately spelled.
Drag the scroll box
to slide 7.
The words Je
ne sais quois
appear with a wavy red
underline, indicating that they are misspelled or not recognized by the
dictionary. They aren’t recognized because this is a common French phrase.
Select the
French phrase “Je ne sais quois” in the word processing box.
On the
Tools menu, click Language.
The Language dialog box
appears.
Scroll down, and then click French (France).
You are telling
PowerPoint that this is a French phrase (French as it is spoken in France,
to be precise) that is correct as it stands.
Click OK, and then
click to deselect the selected text.
The dictionary now
recognizes the words, though a wavy red line may still appear below
quois.
Drag the
scroll bar to slide 6.
Right-click the word “Enviromental,” and then
click Environmental on the shortcut menu.
PowerPoint corrects the
misspelled word.
On the Standard
toolbar, click the Spelling button.
PowerPoint begins
checking the spelling in the presentation. The spelling checker stops and
selects the proper name
Contoso.
Contoso
does not appear
in your dictionary, but you know it is a proper name that is spelled
correctly.
Click Add.
The custom dictionary
adds the word
Contoso
and continues to check the presentation. This word will no longer appear
as an error in any presentation, because it has been added to the
dictionary. The spelling checker stops on and selects the proper name
Sacksteder.
Click
Ignore All if the spelling checker highlights “Sacksteder.”
The spelling checker
may stop on
quois, the
French word that is part of the quote in the word processing box.
Click Ignore
if the spelling checker highlights “quois.”
The spelling checker
ignores the proper name. The spelling checker stops when it fails to
recognize the name
Hinsch.
Click
Ignore All.
The spelling checker now ignores all appearances of the word
Hinsch.
The spelling checker stops and selects the misspelled word
Realtionships.
The correct word spelling,
Relationships,
appears in the Suggestions list.
Click Change to
correct the spelling.
The spelling checker
continues to check the presentation for misspelled words or words not
found in the dictionary. A dialog box appears when PowerPoint completes
checking the entire presentation.
Click OK, and then
drag the scroll box up to slide 1.
PowerPoint’s style checker
works with the Office Assistant to help you correct common presentation
style design mistakes so that your audience focuses on content and not on
visual mistakes. When the Office Assistant is visible, the style checker
reviews the presentation for typical mistakes, such as incorrect font
size, too many fonts, too many words, inconsistent punctuation, and other
readability problems. The style checker then suggests ways to improve the
presentation. You can specify the style errors, such as text case or
punctuation, that the style checker looks for.
Checking presentation
styles
You have completed the
spelling check. Now you need to check presentation styles to ensure that
your slides are consistent.
On the Tools menu,
click Options.
Click the Spelling And Style tab.
Select the Check
Style check box.
If PowerPoint prompts
you to enable the Office Assistant, click Enable Assistant.
Click Style Options.
The Style
Options dialog box appears.
Select the Body
Punctuation check box if necessary to check for consistent body
punctuation in the presentation.
Click the down arrow in the box next
to Body Punctuation, and then click Paragraphs Have Consistent Punctuation
in the list, if necessary.
This style option will
prompt the Office Assistant to point out paragraphs whose end punctuation
differs from that of other paragraphs.
Click OK, and then
click OK again.
The Options dialog box
closes.
Drag the scroll box to slide 5.
A light bulb appears on
slide 5.
Click the light bulb.
A dialog balloon
appears over the Office Assistant, as shown below. The Office
Assistant noticed that the second bulleted item does not have a period at
the end of the sentence. The default style for main text is to have a
period at the end of each bulleted item.
Click the Add End
Punctuation option.
PowerPoint adds a
period at the end of the second bullet. The dialog balloon disappears.
Click the Next
Slide button twice to scroll to slide 7.
Click the light bulb on slide
7. The
Office Assistant displays the same dialog balloon as before. The bulleted
text items in this slide are not sentences, so they do not need end
punctuation.
Click OK in the Office Assistant dialog balloon.
The Office Assistant
closes.
To
hide the Office Assistant, if necessary, right-click the Office Assistant,
and then click Hide on the shortcut menu.
As part of the
process of entering and working with text, you need to make sure you’re
using correct information and words that exactly convey the meaning you
intend. In the past, you might have turned to reference books on your
bookshelf to locate the information you need. In PowerPoint 2003, you can
use the Research task pane to open a reference and find information
without leaving the program. The Research task pane gives you access to a
number of research sites such as encyclopedias, a thesaurus, a translation
feature, and specialized search sites. Enter a word or phrase you want to
research and choose the desired reference tool from the drop-down list.
After the search is complete, information displays in the task pane.
PowerPoint’s online Thesaurus works much the same way as a hard-bound
thesaurus. It displays a list of synonyms for your selected word. If you
don’t find exactly the word you want, you can click one of the synonyms to
display synonyms for that word.
Using
the Thesaurus to replace a word
For your final action
in fine-tuning the presentation, you will find a better word for one
currently in the presentation.
Go to slide 5 and
select the word “homework” in the first bullet item.
On the Standard
toolbar, click the Research button.
The Research task pane
opens and displays the word
homework
in the Search
For box.
Click the All Reference Books down arrow, and then click Thesaurus:
English (U.S.).The
task pane displays a list of synonyms for
homework.
Point to the last
synonym in the upper part of the task pane, groundwork.
A down arrow appears at
the right of the word.
Click the down arrow
and click Insert.
The word
homework
is replaced by
the word
groundwork.
Click the Close
button to close the Research task pane.
Save and close the Contoso
Company Pres 05 presentation, and then click the Close button in the title
bar of the PowerPoint window. Email your completed file as an attachment
to me. Good job well done.