PowerPoint is part of the Microsoft Office 2007 suite of software; it is a
presentation graphics program used by travelling sales reps, teachers,
presenters and ...
Office Training Courseware
Microsoft PowerPoint 2007
Designed by Michael Kearney Astro Computer Training, Phone 045-434711, Mobile 0851650106
Introduction PowerPoint is part of the Microsoft Office 2007 suite of software; it is a presentation graphics program used by travelling sales reps, teachers, presenters and many others to present a topic to a listening audience. It can be used to prepare many types of presentation materials including on-screen presentations, overheads, paper-based handouts and 35mm slides. Backgrounds, pictures and text are easily mixed to produce professional-looking results. There are four parts to a presentation: •
Slides - the foundation of your presentation that can contain text, pictures and charts
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Notes Pages - used to create speaker’s notes which are used by the presenter for reference during a presentation
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Handouts – are smaller printed versions of the slides which are distributed to the audience
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Outlines - are text only content of slides printed as handouts for the presentation audience
PowerPoint Tips •
Avoid clutter and use pictures which are relevant.
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Use bulleted or number lists to organise points
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Place a title and number on each slide
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Use short phrases/keywords and a single concept per slide.
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Line length six or seven words and six lines per page.
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Fewer than 75% of the slide should have text.
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Use left justification and bullets and a relevant font size
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Avoid scripted fonts, Uppercase and too many typefaces.
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Use Italics or colours to emphasise words.
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Consider Contrast/Brightness and Colours
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Preview colours used.
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Avoid Background distractions.
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Test your presentation.
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• Starting PowerPoint •
Choose Start
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Programs/Microsoft Office
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Microsoft Office PowerPoint 2007
Alternatively you can place a shortcut to PowerPoint on the desktop. This is done by right clicking on the PowerPoint 2007 option in the program list and selecting Send To Desktop (create shortcut)
When PowerPoint Starts you are presented a New Blank Title slide across the top of the screen runs a ribbon. You can minimise the ribbon or leave as a full ribbon
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Click Customize Quick Access Toolbar .
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In the list, click Minimize the Ribbon.
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To use the Office Fluent Ribbon while it is minimized, click the tab you want to use, and then click the option or command you want to use. For example, with the Ribbon minimized, you can select text in your PowerPoint presentation, click the Home tab, and then in the Font group, click the size of the text you want. After you click the text size you want, the Ribbon goes back to being minimized.
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What’s where in PowerPoint? Working Area
Ribbon
Slide Preview
Notes Area
Slide View
The Quick Access Toolbar
The Quick Access toolbar provides quick access to tools that you use often. It is beside the Office Button, but can also be moved down below the Ribbon or customised to suit ones needs this is done by clicking on the drop down arrow on the right of the customised toolbar.
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Creating a Presentation All slides consist of place holders, this is the Tile Slide consisting of two placeholders one for the tile and the second for a subtitle. To enter text simply click into the placeholder and type the required text
Type Astro Computer Training as the Title Type Astral House Eyre St Newbridge as the Subtitle Press the enter key after Astral House to insert a new line
Applying a Design Template or Theme Templates or themes are built in designs for your presentation; templates can be assigned to a presentation after creating the first slide or selected for a new presentation using the office button and selecting new Using the Design Option On the Ribbon Select Design Use the Navigation arrow to open further options The image to the right shows the further options dialog box use the browse for themes to navigate to other themes Options available are More Themes on Microsoft Office Online, here you can use online themes Browse for Themes here you can browse for built in themes or previous office themes Save Current Themes here you can create and save your own theme; We will use the Second built in theme Astro Computer Training
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This is how the presentation now looks
Using the Header and Footer
Options available are: Date and Time used to insert the date and time you can select Update automatically or fixed date and time here we will select Update automatically Slide number inserts the slide number Footer used to insert required text here we will type in Joe Bloggs ACT (Astro Computer Training) If the header and footer are not required on the first page select Don’t show on title slide Clicks apply for this slide only or Apply to all for all slides
This is how the slide now looks
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Saving the Presentation It is of the utmost importance that you save the presentation immediately after start and then continue to save at regular intervals. There are numerous options for saving we will use the options available from the office button
Click on the Office Button and select Save As
Browse to the required folder enter the file name and click Save For this presentation we save to the desktop using the filename Pres1 Further file types are selected using the drop down arrow in the Save as type filed
Inserting a New Slide Using the Home Option in the Ribbon click on the New Slide Icon a new slide is inserted in the presentation
The new slide is a Title and Content layout again there is two placeholders Title and Text. To enter text click and type in the place holder Type the text shown on the slide opposite
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There are further options for content in this slide you can select from Table, Chart, Smart Art Graphic, and Picture from File, Clipart or Media Clip
For each of the following tasks insert a new slide layout of text and content
Inserting a Table Click on the Insert Table Icon In the Insert Table Dialog Box select 4 columns and 4 rows
To complete the table type the text shown in the slide opposite
Tables can be repositioned by click and drag
More Table options are available by right clicking on the table to view available options Further options are available in the Bullets, Numbering, and Synonyms and Insert Options More on tables later
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Inserting a Chart Click on the Insert Chart Icon
There are various chart types available for the purpose of this exercise we will select a Clustered Column chart and them click OK
Enter the following data
Once Data is entered click on the close control button
This is the completed chart More on charts later
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Inserting Organisation Charts Click on the Insert Smart Art Graphic
Click Hierarchy in the panel on the left-hand side of the dialogue box and choose the Organisation Chart option in the middle pane. To place the chart in the slide double-click or click Ok
PowerPoint creates an Organisation Chart for you To enter text in a place holder simply click and type required text
To complete the organisation chart enter the following Data More on Organisation Charts Later
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Inserting Smart Art Graphics Click on the Insert Smart Art Graphic
For this exercise we will select Trapezoid List and Click OK
Enter the text shown in the slide opposite The slide shows the completed text
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Inserting Pictures from File Most users will have a folder full of their own pictures for this exercise we will use the My Documents Folder containing a picture file called Trainer. Click on the Insert Picture from File icon
Browse to the My Documents Folder and select the picture file Trainer.jpg
Once the picture is selected click Insert
Enter the information shown in the slide opposite
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Using Clipart Click on the Insert Clipart Icon
When the Clip Art Box appears enter the category or type of picture you are looking for and click Go. We will use the picture of the lady using the computer. Double click on the picture to insert on the slide Enter the information in the slide opposite
Inserting a Blank Slide On the Menu Bar click Home On the New Slide Icon click on the Drop down arrow and scroll to blank slide
Inserting Word Art On the menu Bar Click Insert and select Word Art The Word Art Library appears Click on the WordArt you wish to use
You are now asked to enter your text here, Enter the text Questions this is how the slide looks
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Printing To open the Print Options click the Office Button and select the Print Option Printing Options include Printing as Handouts, Slides, Handouts, Notes page or Outline view You can also print in colour or Black and white Other options Number of copies and Print range
The picture opposite shows the Print what options
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Working with Objects There are many objects used in presentations for example tables, charts, smart-art graphics, clipart, pictures, word-art and symbols are all examples. Working with Tables Create a new slide with Title Only Layout Add My Timetable as the title for this slide From the Insert Tab select Table and then Insert Table in the Insert Table Dialog box choose 5 columns and 2 rows
The table is created
To activate the Table tools you first select the table, there are two options Design and Layout available Using the Design Option The Table Styles group is used to apply styles, shadings and borders
The Draw Borders group is used to select border options of line style, line weight and border colour the border option in the Table styles group is used to apply the borders. Using the Layout Option The Rows and Columns group is used to insert and/or delete rows columns and tables this can also be achieved by using the right-click on the mouse The Merge group is used to merge cells the cells to be merged must
fi
Be selected by right-clicking and dragging over
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The Cell Size group is used to adjust the width/height of rows and columns the rows and columns must first be selected to apply settings
The Alignment group is used to align contents in cells
Working with Charts Create a new slide with Title Only Layout Add My Chart as the title for this slide From the Insert Tab select Chart and select the first chart which is the default Column Chart The Datasheet appears modify the data as follows and then close the datasheet The chart is created
To activate the Chart tools you first select the Chart, there are three options Design, Layout and Format available Using the Design Options The Type group is used to change the art type
The Data group is used to edit the data in the chart clicking on the Edit Data Icon opens the original data sheet where changes are then made
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Using the Layout Options The Labels group is used to add/modify Chart Title, Legend and Data labels
Using the Format Options The Shape Styles group is used change the fill, outline and shape Effects of different parts of the chart, you must first select the part to change before selecting the effect
Working with Smart-art Graphics Create a new slide with Title Only Layout Add My Hobbies as the title for this slide From the Insert Tab select Smart-art then Hierarchy and select the first organisation chart Click OK
The Chart is created
To activate the Chart tools you first select the Chart, there are two options Design and Format available
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