Basic Environment-Using Powerpoint-Handout, Exercises of MS Microsoft PowerPoint skills

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Creating a PowerPoint 2007 Presentation

Created: 28 November 2006

Starting PowerPoint 2007

Double click quickly on the PowerPoint 2007 icon on the Windows desktop (see image on right ), or click the Start button in the lower left corner of the screen, and then click All Programs, next move your cursor over Microsoft Office, then click Microsoft PowerPoint 2007.

In this tutorial, whenever we indicate that you need to click a mouse button , it will mean to click the left mouse button – unless we indicate that you should click the right mouse button. So, always move the cursor over the “place” we indicate and “click left” unless we tell you otherwise.

If you have been using PowerPoint 97, 2000, XP/2002 or 2007 this will be a wonderful journey. You will find many exciting new features and enhancements. Almost everything is “graphical.” When PowerPoint opens, the appearance of the screen will be very different. Once you get used to the new 2007 features, we think you’ll find it much easier to use as you create and edit your PowerPoint slides.

In the image below you’ll immediately see that the Menu Bar has been replaced by Tabs and Ribbons. The Tabs and Ribbons are then divided into Groups. We’ll be working with these new features in detail as we move through the tutorial.

Tabs Ribbons Groups

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Notice, in the image on the last page, that the screen is “sort of” divided into three sections.

Across the top are the Microsoft Office Button , the Quick Access Toolbar and the Tabs, Ribbons and Groups (indicated on the last page).

If you refer to the Introduction to Microsoft 2007 Tutorial you’ll find a detailed explanation of how to use these new features.

On the left side of the PowerPoint screen you’ll see an area that indicates Outline and Slides at the top. When you first open PowerPoint 2007 you’ll notice that the Slides Tab is “ white .” This means that you’ll be able to see a small version of each slide as we create it.

To the lower right-center of the screen, you’ll see a PowerPoint Design Template. We’ll be using these templates to create our slide show. We’ll come back to this in more detail later in the tutorial.

Microsoft Office Button

Quick Access Toolbar

Microsoft Office Button Quick Access Toolbar

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Beginning the presentation

Slide 1

In PowerPoint 2007 a Slide Layout named Title Slide always appears first. PowerPoint “thinks” that you want to start your presentation with a title. So, logically, the Title Slide appears in the main section of the screen.

After you understand PowerPoint a bit more, you can choose any of the layouts you desire. We’ll show you how to do this as we proceed through the tutorial.

You will notice, in the lower left corner of the screen, Slide 1 of 1 is indicated.

You will also see that your screen looks like the image below.

Now we’ll have some fun and create a PowerPoint 2007 presentation on how to make a Peanut Butter and Jelly sandwich.

Place your cursor in the “ Click to add title ” box and Click the left mouse button. Your text box, after you click, will look similar to the one below.

To insert the text in this formatted text box, we simply enter ( type-in ) the title: How to Make

a Great PBJ – go ahead and type this text in the box.

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Now , Click in the second box “ Click to add sub-title” and type :

A Gourmet Recipe ( tap the Enter key )

From ( tap the Enter key )

Your Name (type in your name like

Janie Schwark or Greg Butler)

New Slide Button

Now it’s time to create the next slide in your presentation. To do this, we’ll need to find the New Slide button.

At the top left of the screen, in the Home Tab you will see a New Slide “button” which looks like the image on the right.

When you move your cursor arrow over the button you will see a Microsoft Help Text box appear that says New Slide.

Now this is a bit tricky ….. Look carefully at the lower right corner of the New Slide button and you will see a down arrow.

Click-on the down arrow to create your next slide.

If you accidentally click the button , and a new slide appears, don’t worry , we’ll show you how to change to the slide format you desire later in the tutorial.

When you click the arrow an image similar to the one on the right will appear. We’ll use the Title and Content slide for our second slide. C lick this choice.

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Slide 2

Your new Slide 2 should look like the image below – even if you did not click the arrow.

For those who are familiar with previous versions of PowerPoint, you will notice that several different Slide Layouts have been combined into this smaller number of choices. All of the Layouts are available, but in new “combinations.”

The Title and Content slide (on the right ) combines several of the Text and Content Layouts. We can choose to use the Bulleted List, or the Content choices. For Slide 2 we’ll use the Bulleted List. We’ll use the Content choices later.

Click in the Click to add title box and type: Ingredients.

Click in the • Click to add text box and type:

Crunchy peanut butter (tap Enter )

Homemade strawberry jam (tap Enter )

Two slices of white bread (tap Enter )

Milk

Your Slide 2 should look like the image on the right.

Notice how each line appears with a “bullet” ( • ) in front of it.

As soon as you began typing “Crunchy peanut butter,” you probably noticed that PowerPoint guessed that you wanted to use this Layout as a Bulleted list – so it took away the Content choices. This is a new feature in PowerPoint 2007.

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Saving your work

Now would be a good time to save your work for the first time.

Notice, you have the small save diskette in the Quick Access Toolbar.

However, there is no longer a Menu Bar with File - Save. The Microsoft Office Button is now used for File menu choices.

Click the Microsoft Office Button and the menu on the right will appear. Notice that we purposely moved our cursor over Save As and it turned orange. We did this so you can see the various Save choices on the right side of the menu screen under Save a copy of the document.

Notice…………… You now have several new choices for saving your presentation.

PowerPoint Presentation – saves your presentation as a .XML (Extensible Markup

Language) file. This is a new saving format that creates a smaller file size. However, this file type is not compatible with older versions of PowerPoint. So, if you share your XML presentation with someone they will have to download a Compatibility Pack. They will see a message similar to the one below when they try to open this file on an older version.

If they click “Yes” – they should be taken to a Microsoft Compatibility Page site for this download. The current site is: http://www.microsoft.com/office/preview/beta/converter.mspx.

“The presentation they see may not look exactly like the one you created if it contains features from PowerPoint 2007 that they don’t have. But they can open, edit, and save it in the format for PowerPoint 2007.” (2007 Microsoft Office Preview webpage)

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PowerPoint 97-2003 Presentation – as indicated, this choice is totally compatible with

older versions of PowerPoint.

PDF or XPS – You can now save your presentations as PDF Files! Wow!

For this tutorial we are going to save our file as a PowerPoint Presentation.

In the upper left corner, of the Menu Screen that appears, you will see: Save in : (see top arrow ). Click -on the small “ V ” to the right of the area next to Save in : (see arrows ) and it will show you the various disk drives available on which you can save ( image below ). Point to the drive you desire, and click-on it. If you choose the 3½ Floppy ( A: ) – make sure you have a formatted diskette in the A drive. If you choose the C: drive, choose the folder in which you want to save, by double clicking quickly on the folder.

Now click in the box to the right of File name : and you will see that How to Make a Great PBJ has already been entered. PowerPoint assumes you desire to name your presentation with the name of your first text entry in your first slide. If you do not want this name, delete How to Make a Great PBJ and type in the file name you desire. Then click Save (see arrows above ).

One of the really nice things about Office 2007 and PowerPoint 2007 is an auto-save feature that will save your file if you forget to – if something causes your computer to “crash.” However, we

still think it’s a good idea to save your PowerPoint presentation after each slide. So we’ll

remind you to do this.

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Other Slide Views

The area running down the left side of the screen , which contained “ little ” views of your slides, is called Normal View. This is the “default” view for PowerPoint.

In the lower right corner of the screen you will see some “ buttons ” that look like the image on the right:

This is the PowerPoint View Toolbar.

Slowly point (move) your cursor arrow over each button and pause a moment ( don’t click -

on any of them yet). Note what the Text Help boxes indicate. The first box (which looks “depressed”) indicates: Normal View. The next: Slide Sorter View. Then, Slide Show.

To the right of the buttons, you will see a Zoom area that will allow you to Zoom in or out to enlarge or decrease the size of your slides.

Each button has its own unique use.

The Normal View gives you a view of the entire slide as well as the “mini-previews” of each slide in the area on the left. This is the one we have been using so far.

You’ll also notice a Click to add notes section at the bottom of the Normal View screen. In this area you can type “speaker notes” for each slide in the lower portion of the screen. When we cover printing, you will see that there is a print selection to print your speaker notes for each slide. Then, during your presentation, you can refer to your printed notes.

Click-on Slide Sorter View.

In Slide Sorter View you can see small images of each slide. In this view you can left click -on a slide and, while holding down the left mouse button, drag your slide to any position in your show that you desire. This view assists you in arranging your slides in the order that you desire for your presentation. This view is sort of like the old, round 35mm slide show trays where you pulled-out and stuck-in slides, in the order you desired.

The last button is Slide Show. Anytime you want to view your presentation, click-on this button. If you click on it now, you will see how the slide, on which you are working, will look. Give it a try if you desire. When you are finished looking at your slide, tap the Esc button/key in the top- left part of your Keyboard. This will take you back to the View in which you were working.

Slide Sorter View

Normal View Slide Show

Zoom

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Click Normal View to return to your slide creation area. We’ll work with Slide Sorter View a bit later.

The Undo Button

One of the really handy “things” about most Microsoft programs is the Undo Button (it looks like the image on the right ). If you make a mistake – no need to panic – click the Undo button and this will remove your mistake. Then you can try again. The Undo Button is found in the Quick Access Toolbar on the top left of the screen. Each time you click the Undo button, PowerPoint will “go back” one change. If you “click too far, there is a “Redo button” that will “undo the undo.” They are both very handy when you need them.

Slide 3

Click the down arrow in the lower right corner of the New Slide button once again.

When the New Slide choices menu screen appears, click the Two Content Slide.

Your screen should look like the image below.

You may use the two lower boxes for either Text or Content.

Instructions on how to complete this slide are found at the top of the next page.

Left Text or Content Box

Right Text or Content Box

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Click in the top text box - Click to add title - and type: Tools Needed

Click in the left Text or Content Box - • Click to add text and type:

Knife (tap Enter )

Spoon (tap Enter )

Plate (tap Enter )

Glass

Right Text or Content Box

Notice the small images in the right Text or Content Box of the new slide. There are six “tiny” icons in this area that will allow you insert a Table, Chart, SmartArt, Picture, Clip Art or Media Clip. For this slide we want to insert a C lip Art image in this area. So, carefully , move your cursor over the tiny image in the center of the bottom row (see arrow above ). When you do, the box will be highlighted and you’ll see a small text help box appear which indicates – Clip Art.

Click -on the Clip Art image ( arrow above ). An image similar to the one on the left will appear.

Since our presentation tells how to make a peanut butter and jelly sandwich, we typed sandwich in the Search for: box. Then we clicked the Go button ( see left arrows above ). A Microsoft Clip Art Task Pane then appeared as you see on the left.

Notice that there are a lot of sandwich clip art images available. You can “run down” the choices by using the “elevator bar” on the right side of the Clip Art Task Pane.

Move up and down the selections until you find one you like. Don’t worry that there aren’t many selections that look just like what you want. We’ll show you how to find a lot more clip art as we go through this tutorial.

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We moved down the selections until our Clip Art menu screen looked like the one on the right. We chose the “sandwich” on the right. You find an image you like. We then moved our cursor over the RIGHT EDGE of the image we chose and a blue selection bar with a “V” appeared. We clicked the blue bar and the image and drop down menu you see on the right appeared. We moved our cursor over Insert and clicked.

The menu will disappear and you will see the image you selected on the right side of your slide.

Note : if your clip art selection does not appear , and you receive an error message , please read on below (where an explanation is given).

Microsoft 2007 Clip Art

As you’ve noticed, Microsoft Clip Art 2007 Selection Screen is different than “old” Microsoft Clip Art screens that were used in the 97, 2000, XP and 2003 versions. There are a lot more pictures and some other unique features.

As we continue through this tutorial we’ll be using additional methods to insert images in our PowerPoint presentation. Once you “get used to” the “2007 way,” you’ll see that the folks who created this neat feature were trying to assist you by having everything you need on the right side of the screen.

If you choose a slide and the following message appears:

Insert CD-ROM or other removable volume

This means that when the Microsoft Clip Art Gallery was installed on your computer, not all of the images were loaded (to save hard disk drive space). So, if you have your installation CD you can place it in the CD drive and click a Retry button that will also appear. If you don’t have the

CD, then choose another image and try again. We’ll show you a way to “get around

this” dilemma later in the tutorial.

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Slide 3 should look similar to the image on the right.

Don’t forget to save your work!

Closing the Clip Art Task Pane

Before we go to Slide 4, we’ll close the Clip Art Task Pane on the right side of the screen. This will give us more room in the center to work on the next slides.

To close the Clip Art Task Pane , click the small “X” in the upper right corner of the Task Pane ( image above on right ). You will see the Task Pane disappear.

Slide 4

Click the down arrow in the lower right corner of the New Slide button once again.

Slide 4 will be another Title and Content slide. Click the Title and Content image in the New Slide menu screen.

Click on the top Click to add title box and type : Directions

Click on the bottom • Click to add text box and type :

Open jars of peanut butter and jam (tap Enter )

Spread peanut butter on one slice of bread with a knife (tap Enter)

Use a spoon to get jam and spread it on the other slice of bread (tap Enter )

Put two slices together and cut the sandwich in half (tap Enter )

Put the sandwich on a plate (tap Enter )

Pour a glass of milk (tap Enter )

Enjoy

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If your text won’t fit in the box completely, click the box and a border will appear around the box. You will notice “ little circles ” at the four corners , and in the middle of the top and bottom , and on each side of you text box. Point to either the center top or center bottom circle. Your cursor will change to a two headed small arrow like the one on the right. Click-on either circle and hold down the left mouse button and drag the top circle up, or the bottom circle down to enlarge the text area so that text fits on the screen. If your “ Directions ” are now “ mixed-in ” with the bulleted text below , click-on Directions. Then click-on the “ edge ” of the “ box ” (a small up-down-left-right arrow will appear – like the one on the right ), hold down the left mouse button , and drag the box up a bit.

Slide 4 should look similar to the image on the right.

Time to save your work!

Slide 5

Click the down arrow in the lower right corner of the New Slide button once again.

For this slide we’ll be creating a bar chart that shows what type jam/jelly people like the most on their peanut butter sandwiches. To create this of slide we’ll start by clicking the same image we did for Slide 3.

When the New Slide menu screen appears, click the Two Content Slide.

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Your Slide 5 screen should look like the bottom of Page 9.

Click the Click to Add title Text box at the top and type: Why use strawberry jam?

Click the left • Click to add text Text or Content box and type:

100 Children and adults were surveyed to find out what goes best with peanut

butter. 33 Selected grape jelly, 11 honey, 46 strawberry jam and 10 sliced

bananas (you don’t have to tap enter, as this is one long statement).

Now we’ll make a graph to show the survey data.

In the Text or Content box , on the right side of the slide, we’ll click the center icon in the top row (it looks like a bar chart – see arrow at right ). When you click this icon, the below image will appear.

We’ll begin with a two-dimension, Column Chart (see top two arrows in the image above ). Click the OK button and all kinds of things will appear!

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When you click the OK button your screen will “ split ” in two. On the left half of the screen, you’ll see your PowerPoint presentation – with a Chart in the right side Text or Content box. On the right of your screen, you’ll see that Microsoft Excel 2007 has opened with a number of entries. The entries you see on the Excel screen created the chart you see on the left in PowerPoint. We’ll leave both screens open so you can see, as we alter the text and numbers in the Excel screen, how the Chart changes in PowerPoint.

For this PowerPoint lesson, we’ll change the sample Excel text and numbers to create our chart. If you desire additional training in Excel spreadsheets and charts, please see our Excel 2007 tutorial. To assist you, we’ve enlarged the default PowerPoint chart on the left and Excel spreadsheet below.

Please take a few moments to look at both and familiarize yourself with the Series and Categories and where they are located in both PowerPoint and Excel.

PowerPoint Excel

Chart numbers and text

Chart from numbers and text in Excel

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Notice that the Series are the “ bars” in the chart. We see three Series in both the Excel spreadsheet and Power Point Chart. We have four “things” that people like with their peanut butter sandwiches, so we need to add another series. To add another Series to your spreadsheet carefully move your cursor over the small triangle in the lower right corner of highlighted area.

When you have your cursor over the triangle , you will see the two headed sizing arrow appear. When you see the arrow, click and hold down the left mouse button and slowly move your mouse to the right. As you do, you will see another Series appear (like the image below).

When you see this image – with Series 4 – take your finger off the mouse. We’re now ready to type in our peanut butter sandwich data to replace this data.

Click in cell B1 and replace Series 1 with Strawberry. Then do the same in the next three cells like we’ve done in the image on the right. Then type Best in Cell A.

As you enter the choices , you will see them appear in the PowerPoint slide on the left side of your screen.

But we still have a slight problem – Categories 2, 3 and 4 are still there. Let’s now remove them.

If you make a mistake, don’t forget the Undo Arrow!

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We need to remove the rows with Categories 2, 3 and 4 – so that these bars will disappear from the PowerPoint chart – and we’ll only see our data.

This can be tricky, so don’t forget the Undo Arrow works in Excel just like it does in PowerPoint.

Move your cursor over the 3 (for the third row in the spreadsheet and you will see a black arrow appear. When you see the arrow , click and hold down the left mouse button and slowly move your mouse to the down to highlight rows 3, 4 and 5 (Categories 2, 3 & 4).

When you see the image ( on the right

• with rows 3, 4 & 5 highlighted) – take your finger off the mouse.

We’re now ready to delete these rows.

Move your cursor over the highlighted area and click the

RIGHT MOUSE BUTTON.

A drop-down menu (like the image on the left ) will appear. Move your mouse cursor over Delete and click

the LEFT mouse button.

The Excel spreadsheet data area should look like the image below.

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Your PowerPoint Chart should look like the image on the right.

If it does not , please try again. Click on Slide 5 , on the left side of your PowerPoint screen , and tap the Delete key on your keyboard. Then return to Page 13 and try again.

If everything is OK , go ahead and close the Excel spreadsheet (that is open on the right side of your screen). Click the Close “ X ” in the upper right corner of the screen.

When you close the Excel spreadsheet, your PowerPoint presentation should again fill your screen. If, for some reason it does not , click the Maximize “ square ” in the upper right corner of the screen.

If need to edit your chart you can return to Excel at any time.

To open Excel again , move your cursor over your chart and DOUBLE CLICK the LEFT MOUSE BUTTON – TWICE QUICKLY. Your chart should look like the image on the left.

As soon as you double click the Chart Tools Tab/Ribbon (image below) will appear.

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To open your Excel spreadsheet ( again) , move your cursor over the Edit Data button in the Chart Tools Tab/Ribbon and click the Edit Data button.

Your Excel spreadsheet will open again on the right side of your screen.

When you have finished editing your Excel data, and your chart looks OK in PowerPoint, close the Excel spreadsheet and return to working with PowerPoint.

You may or may not desire to alter the appearance of your graph. It should be OK.

The Excel 2007 tutorial has additional detail on how to edit your Excel charts. These skills work the same in PowerPoint charts. You may refer to this tutorial as needed.

Slide 5 should look similar to the image on the right.

Save your work!

Slide 6

Click the down arrow in the lower right corner of the New Slide button once again.

We’ll use the Title and Content slide again. Click this slide.

Your Slide 6 screen should look like the top of Page 5.

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Click the Click to Add title Text box at the top and type: Occasions for Eating PBJ’s

Click the • Click to add text Text box at the bottom and type:

School lunches (tap Enter)

Birthday parties (tap Enter)

Picnics (tap Enter)

Visits from persnickety grandchildren (tap Enter)

Late night snacks (tap Enter)

At the pool

Slide 6 should look similar to the image on the right.

Save your work!

Inserting Animated Images and Sounds into PowerPoint slides

You can insert images that move - called animated images - into your slides.. You can insert an animated Clip Art image on any slide. You’ll then want to move and resize the image for your slide. To insert an image, click the Insert Tab , and then click the Clip Art button in the Insert Ribbon (image on right).

When you click the Clip Art button a Clip Art Task Pane will open. This is the same Task Pane that you saw on Page 10 – however, we’re now going to use it in a new way , to find animated clip art and sounds on the internet. The right side of your Power Point screen should look like the image at the top of the next page. You can use this Task Pane as you did on Page 10, or the new way we’ll show you now.

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Once again, you’ll notice the area on the right side of the screen has changed to assist you with the next task – inserting Clip Art. Notice that the image on the left indicates Clip Art at the top.

Notice the two selections under S earch In: and Results should be: All collections and All media file types. Click -on the small down pointing arrows on the right side of each of these selections (see arrows at left).

When you click on the triangle for All collections you will see :

When you click on the triangle for All media file types you will see :

These two areas : Search in: and Results should be: indicate (by the check marks in ALL the little boxes) that you desire to search EVERYWHERE – for EVERYTHING. This makes sense at this point. Later, as you become more skilled in Clip Art selection, you can just check the boxes you desire.