Unit-III

PowerPoint 2007:
PowerPoint 2007 is the presentation graphics software in the Microsoft 2007 Office suite. With
PowerPoint, you can use its easy-to-use predefined layouts, themes, and templates to create dynamic and
professional presentations.
THE POWERPOINT ENVIRONMENT
Exploring the PowerPoint window
When you open PowerPoint, a new presentation is created, and a blank slide appears in the
PowerPoint window. The slide has placeholders for you to add a title and subtitle.
The tabbed Ribbon menu system is how you access the various PowerPoint commands. If
you've used previous versions of PowerPoint, the Ribbon system replaces the traditional menus.
Above the Ribbon in the upper-left corner is the Microsoft Office button. From here, you can
access important options such as New, Save, Save As, and Print. By default, the Quick Access
toolbar is pinned next to the Microsoft Office button and includes commands like Undo and Redo.
On the left side of the window, you will see a task pane with slides and outline tabs, which
appear by default. On the bottom-right of the screen, you'll find view commands (Normal, Slide
Sorter, and Slide Show), as well as the zoom tool.

To zoom in and out:

 Locate the zoom bar in the bottom-right corner.
 Click the slider and drag it to the right to zoom in and to the left to zoom out.

To change views:
 Locate the View options in the bottom-right corner. The view options are Normal, Slide
Sorter, and Slide Show.
 Click an option to select it.

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 The default is Normal view.

CREATING NEW PRESENTATIONS:

New presentations
When you open PowerPoint from the Start menu or from an icon on your desktop, a new
presentation with one slide appears by default. You can also create a new presentation while
PowerPoint is already open.
 Click the Microsoft Office button,
and choose New from the menu.

 The New Presentation dialog box

will appear. Blank presentation is selected
by default.

 Click Create, and a new presentation

will open in the PowerPoint window.
The default slide that appears when you
create a new presentation is a Title
Slide layout.
Slide basics

About the slides

Slides contain placeholders, or areas on a slide that are enclosed by dotted borders.
Placeholders can contain many different items, including text, pictures, and charts. Some
placeholders have placeholder text—or text you can replace—and thumbnail-sized icons that
represent specific commands such as Insert Picture, Insert Chart, and Insert Clip Art. Hover over
each icon to see the type of information you can insert.

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About slide layouts
The placeholders are arranged in different layouts you can select when you insert a new
slide or that can be applied to existing slides. In the example above, the layout is called Title and
Content and includes title and content placeholders.
A slide layout arranges your slide content. Layouts contain different types of placeholders you
can use, depending on what information you want to include in your presentation. Each layout has a
descriptive name, but the image of the layout shows you how the placeholders are arranged on the
slide.
Slide basics
To insert text into a placeholder:
 Click inside the placeholder. The placeholder text will disappear, and the insertion
point will appear.
 Type your text once the insertion point is visible.
 Click outside the placeholder when you have entered all of your text into the placeholder.
When you enter text or use the icons to insert items, the placeholder text and/or icons disappear
as soon as you start typing.
To insert a new slide:
 Click the New Slide command in the Slides group on the Home tab. A menu will appear with
your slide layout options.

 Click the slide you want to insert. A new slide with

the chosen layout will appear in the center of the
PowerPoint window and in the pane on the left.
To change the layout of an existing slide:
 Select the slide you want to change.
 Click the Layout command in the Slides group on
the Home tab. A menu appears with your options.

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  Click an option to select it. The slide will
change in the presentation.

Working with slides

To copy and paste a slide:
 Select the slide you want to copy.
 Click the Copy command on the Home
tab.

 Click inside the Slides tab on the left task

pane. A horizontal insertion point will appear.
 Move the insertion point to the location
where you want the copy of the slide to appear.

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  Click the Paste command on the Home tab.
The copied slide will appear.

You can use the keyboard shortcut Ctrl+C to copy the slide
and Ctrl+V to paste it.
To delete a slide:
 Select the slide you want to delete.
 Click the Delete command in the Slides group on the
Home tab.

You can also delete a slide by pressing the Delete key on your
keyboard.
To move a slide:
 Select the slide you want to move on the Slides tab
in the left task pane.
 Click and drag the slide to a new location. The
insertion point will appear.
 Release the mouse button. The slide will appear in the new location.
Using different views from the PowerPoint window
In the bottom-right corner of the PowerPoint window are three view commands. From here, you can
change the view to Normal, Slide Sorter, or Slide Show view by clicking a command.

Normal is the default view and where you will create and edit your slides in the center slide pane,
and all of the slides will appear on the Slides tab in the left task pane.
Slide Sorter is a view of your slides in thumbnail form. The slides are presented horizontally, which
allows you to see more slides at the same time.
Slide Show view fills the computer screen with your presentation so you can see how the
presentation will appear to an audience.

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SAVING YOUR PRESENTATION
If you are saving a document for the first time, you will need to use the Save As command; however,
if you have already saved a presentation, you can use the Save command.
To use the Save As command:
 Click the Microsoft Office button.
 Select Save As. A menu will appear.
 Select the type of file you want to save the presentation as. The two most commonly used file
types are:
o PowerPoint Presentation: This saves the presentation as a 2007 PowerPoint file. Only
users with PowerPoint 2007 or the compatibility pack can view the file without possibly
losing some of the formatting.
o PowerPoint 97-2003 Presentation: This saves the presentation so it is compatible with
some previous versions of PowerPoint. If you will be sending the presentation to someone
who does not have Office 2007, you should use this file type.

 The Save As dialog box will appear. Select

the location where you want to save the document
using the drop-down menu.

 Enter a name for the document.

 Click the Save button.
To use the Save command:
 Click the Microsoft Office button.
 Select Save from the menu.
Using the Save command saves the document in its
current location using the same file name.
Compatibility mode
Sometimes you may need to work with presentations
that were created in earlier versions of PowerPoint.
When you open these types of presentations, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the presentation. For example, if you open a presentation created in
PowerPoint 2003, you can only use tabs and commands found in PowerPoint 2003.

If you want access to all of the PowerPoint 2007 features, you can save the presentation in the
PowerPoint 2007 file format.
To exit Compatibility mode:
 Click the Microsoft Office button.
 Select Save As PowerPoint Presentation.

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Themes and Background Styles
Introduction

A theme is a predefined combination of colors, fonts,

and effects that can be applied to your presentation.
PowerPoint includes built-in themes that allow you to
easily create professional-looking presentations without
spending a lot of time formatting. Each theme has
additional background styles associated with it that can
be applied to the slides to modify the theme.
In this lesson, you will learn how to apply a theme; how
to modify theme colors, fonts, and effects; and how to
apply a background style.

About themes
A theme is automatically applied when you create a new presentation in PowerPoint, even
though the slide background is white. This default theme is called the Office Theme. The Office
Theme consists of a white background and Calibri font of various sizes for titles and body text.

You can apply a different theme to your slides before adding

text or making changes to the default slide. An advantage of doing
this is that the location of the text will not move. If you apply the
theme after entering text on the slides, the text boxes and
placeholders may move, depending on the theme you choose.
An advantage of entering some of your text before applying a
new theme is that the live preview feature allows you to see how
the themes will affect your specific text. The example below is the
Aspect theme.

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Themes
You will need to know how to apply a theme and switch to a different theme if you want to use this
feature to create presentations. All of the themes that come included in PowerPoint are located in the
Themes group on the Design tab.
To apply a theme:
 Select the Design tab.
 Locate the Themes group. Each image represents a theme.

 Click the drop-down arrow to access more themes.

 Hover over a theme to see a live preview of it in the presentation. The name of the theme will
appear as you hover over it.

 Click a theme to apply it to the slides.

You can access additional themes on Microsoft Office
Online or create your own.
Fonts that are changed with the font size and style menus will
not change when you apply a new theme.

Background styles
Background styles can be added to your slides after a theme is applied. The styles are fill
variations based on theme colors. When you switch to a different theme, the background styles are
updated based on the new theme colors. The background style options for the Urban theme are
different from the background style options for the Apex theme. The colors are different based on the
theme colors.
To apply a background style:
 Click the Background Styles command in the Background group on the Design tab.

 Click a style to select it. The new background will appear in the slides.

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Pictures and Clip Art
Introduction

On each slide you c reate in your presentation, you have

information you want to communicate with the audience. You
can do this with text and illustrations, such as pictures and clip
art.
In this lesson, you will learn how to insert a picture and clip art,
as well as how to modify both types of illustrations.
Inserting pictures
Pictures and clip art can be inserted from the Ribbon, as well
as by using the commands that appear in certain placeholders. In both methods, the image is centered
in the middle of any selected slide placeholders.
To insert a picture from the Ribbon:
 Select the Insert tab.
 Click the Insert Picture command in the Illustrations group. The Insert Picture dialog box
will appear.

 Locate and select the picture you want to use.

 Click Insert, and it will appear on the slide.

To insert a picture from a placeholder command:
 Click the Insert Picture command in the placeholder.
The Insert Picture dialog box will appear.

 Locate and select the picture you want to use.

 Click Insert, and it will appear on the slide.
Resizing and moving pictures
To resize a picture:
 Select the picture.
 Click one of the corner sizing handles. The cursor will turn into a cross.

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  While holding down the mouse button, drag the
sizing handle until the image is the desired size.
 Release the mouse button.
The side sizing handles change the picture's size but don't
keep the same proportions.
To move a picture:
 Click the picture. Your cursor becomes a cross with
arrows on each end.
 While holding the mouse button, drag the image to the desired location on the page.

 Release the mouse button.

The green circle is the Free Rotate feature. Click and
hold the mouse button, then rotate the picture in
various directions.

You can crop the picture to a specific size using the

Shape Height and Shape Width fields to the right of the
Crop command in the Size group.
To compress a picture:
 Select the picture.
 Select the Format tab.
 Click the Compress Pictures command in the Adjust group. A dialog box appears.

 Click the Options button to access

the Compression Setting dialog box.

 Choose the target output.

 Change any of the default picture settings you
want.
 Click OK in the Compression Settings dialog
box.
 Click OK in the Compress Pictures dialog
box.
Other picture tools
There are many other things you can do to modify a picture. From the Format tab, other useful
commands include:

 Change Picture: Selects a new picture from your

computer
 Reset Picture: Reverts to original picture
 Brightness: Adjusts the brightness of the picture
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  Contrast: Adjusts the contrast of the picture from light to dark
 Recolor: Modifies the color in a variety of ways, including black and white, sepia, pink, and
purple.

WordArt and Shapes

There are many features and commands you can use in PowerPoint to create
visually appealing slides. Two of these features
are WordArt and shapes. WordArt allows you to create stylized text with
textures, shadows, and outlines. It can be applied to text on any slide.
Additionally, in PowerPoint you can insert a variety of shapes such as lines,
arrows, callouts, stars, and basic shapes, including rectangles and circles.

In this lesson, you will learn how to apply and modify WordArt styles, as well as how to insert and
modify various shapes on a slide.
Working with WordArt
To apply a WordArt style:
 Select the text you want to modify. The Format tab will appear.
 Select the Format tab.
 Move your cursor over a WordArt style in the WordArt Styles group to see a live preview of
the style on the slide.

 Click the More drop-down arrow to see all possible

WordArt styles.

 Click an option to select it.

To change the fill color of a WordArt style:
 Select the text you want to modify.
 Click the Text Fill command in the WordArt Styles
group.

 Move your cursor over a color option to see a live

preview on the slide.
 Click a color to select it.
OR select from the following:
 No Fill: This option will leave the WordArt text without a
fill color.
 More Fill Colors: This opens a dialog box of color
choices you can use as a fill color.
 Picture: This opens the Insert Picture dialog box. From
here, you can select a picture from your computer to use as the fill background.
 Gradient: This displays a submenu of various gradient options that change how the fill color
appears.
 Textures: This displays a submenu of various textures you can apply to WordArt text.
Working with WordArt
To change the text outline of a WordArt style:
 Select the text you want to modify. The Format tab will appear.
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  Select the Format tab.
 Click the Text Outline command in the WordArt Styles group.

 Move your cursor over a color option to see a live preview on the
slide.
 Click a color to select it.
From the Text Outline menu, you can also choose to apply no outline color,
access more colors, change the weight of the line, and change the line style.

To apply a text effect to a WordArt style:

 Select the text you want to modify. The Format tab will appear.
 Select the Format tab.
 Click the Text Effects command. A menu of options will appear.
 Select a menu option. The options are Shadow, Reflection, Glow, Bevel, 3-D Rotation, and
Transform. Each will display a submenu.

 Click an option from the submenu to select it.

You can use WordArt to create stylized text that is eye
catching and professional; however, with so many styles and options,
you can also create text that is not appropriate for a presentation, that's
difficult to read, or that simply does not look appealing. Remember, just
because you can do something doesn't mean you should!
Working with shapes
To insert a shape:
 Select the Home tab.
 Click the Shapes command.
 Click a shape from the menu.

 Move your cursor toward the slide. It will appear as a cross

shape.
 Click and hold down the mouse button, and drag the cursor
until the shape is the desired size.

 Release the mouse button to insert the shape.

To change a shape style:
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the More drop-down arrow in the Shapes Style group to display more style options.

 Move your cursor over a style to

see a live preview of the style on the
slide.
 Click a style to select it.
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Working with shapes
To change the shape fill:
 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the Shape Fill command to display a drop-down list.
 Select a color from the list, or choose one of the other menu options.

To change the shape outline:

 Select the shape. The Format tab will appear.
 Select the Format tab.
 Click the Shape Outline command to display a drop-
down list.
 Select a color from the list, or choose one of the other
menu options.

To apply a shape effect:

 Select the shape you want to modify. The Format
tab will appear.
 Select the Format tab.
 Click the Shape Effects command.
 Move your cursor over a menu option. A submenu
will appear.
 Move your cursor over an option in the submenu to
see a live preview of the effect on the slide.

 Click an option to select the shape effect.

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Animating Text and Objects
Introduction

In PowerPoint, you can animate text and objects such as clip art,
shapes, and pictures on the slide. Animation—or movement—on the
slide can be used to draw theaudience's attention to specific content
or to make the slide easier to read.
In this lesson, you will learn how to animate text and objects
on slides using built-in and custom animation effects.
Applying animation effects
Watch the video! (Part 1) (5:31min) (Part 2) (6:49min)
Download the example to work along with the video.
To apply a default animation effect:
 Select the text or object on the slide you want to animate.
 Select the Animations tab.
 Click the Animate drop-down menu in the Animations group to see the animation
options for the selection. The options change based on the selected item.

 Move your cursor over each option to see a live

preview of the animation on the slide.
 Click an option to select it.
To apply a custom animation effect:
 Select the text or object on the slide you want
to animate.
 Select the Animations tab.
 Click Custom Animation in the Animations
group. The Custom Animation task pane will appear on the right.

 Click Add Effect in the task pane to add an

animation effect to the selected text or object.

 Select Entrance, Emphasis, Exit, or Motion

Path to display a submenu of animation effects for the
category.

 Entrance: Changes how the selected item

appears on the page
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  Emphasis: Draws attention to the selected item while the slide is displayed
 Exit: Changes the way the selected item disappears from the slide
 Motion Path: Animates the selected item so it moves to a specific place on the screen
 Select an animation effect to apply it.

 The animation will display on the selected

item on the slide and will appear listed in the
Custom Animation task pane.

1. A number label appears on the

slide next to the animated object. A matching
number label also appears next to the animation in
the Custom Animation task pane list.
2. Drop-down menus appear at the
top of the Custom Animation task pane. You can
define the animation effect in greater detail here.
3. The star Play Animations icon appears beneath the slide on the Slides tab in the task
pane on the left. It indicates that the slide has an animation effect.
Select More Effects or More Motions Paths from the menu to see more animation effect
options.
Working with animation effects
To modify a default or custom animation effect:
 After you apply an animation effect, drop-down menus will appear at the top of the Custom
Animation task pane. The menus vary based on the animation effect.
 Select an option from a drop-down menu to change the default setting.

 Repeat until all menu options are at desired settings.

To remove an animation effect:
 Select the text or object on the slide you want to modify.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The
Custom Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane list,
if it is not already selected.
 Click Remove. The animation label will disappear from the slide and from the Custom
Animation task pane list.

To apply a different animation effect:

 Select the text or object on the slide you want to modify.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The Custom
Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane, if it is
not already selected.
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  Click Change.
 Select an Entrance, Emphasis, Exit, or Motion Path animation effect.

 New drop-down menus with default settings will

appear at the top of the Custom Animation task pane.

To preview an animation effect:

 Select the text or object you want to modify on the slide.
 Select the Animations tab.
 Click Custom Animation in the Animations group. The
Custom Animation task pane will appear on the right.
 Select the animation in the Custom Animation task pane list.
 Click Play at the bottom of the task pane to see a preview of the animation in Normal view.
OR
 Click Slide Show to see the animation in Slide Show view. Press the Esc key to return to
Normal view.

Working with animation effects

To animate text with a default animation:
 Select the text box or text you want to animate on the slide.
 Select the Animations tab.
 Click the Animate drop-down menu in the Animations group to see the animation effects for
the selected text. The effects vary based on the selected item.
 Select an animation effect.

o All At Once: The selected text appears

all at once. The entire text is labeled with one numberon the
slide. Click the drop-down arrow in the task pane to expand
the contents and see that the text is labeled with one number.

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 By 1st Level Paragraphs: The text will appear bullet by
bullet, or paragraph by paragraph. Each level of text is labeled
with a different number on the slide. Click the drop-down
arrow in the task pane to expand the contents and see that the
text is labeled with multiple numbers.

To modify an animation effect in other ways:

 Select an animation effect in the Custom
Animation task pane list.
 Click the arrow to display a drop-down
menu.

 Select Effects Options or Timing. A dialog box will appear.

 In the dialog box, add enhancements such as sounds, and define what
happens after the animation effect is applied to the selected item.

The dialog box name is based on the animation effect name. In the example
above, the animation effect is Fade. The tabs and options on the tabs will vary based on the
animation effect that is being modified.
To reorder animation effects:
 Select the Animations tab.
 Click Custom Animation in the Animations group.
 Select the animation effect you want to move in the Custom Animation task pane list.
 Click the arrows at the bottom of the task pane to reorder the selected animation effect.

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Finalize a Presentation
Introduction

Everyone will develop their own process for completing a PowerPoint

presentation. For some, this may involve reviewing slides for
typographical errors, using proofing tools, or viewing slides in Slide
Show view a final time to see all slides with animations and transitions
in place.
In this lesson, you will learn how to access Slide Show
view from the Slide Show tab, set slide show options, and package the presentation for a CD.
Slide show options
When finalizing or completing a presentation, you may want to preview it in Slide Show view. This
will allow you to see all animations and transitions for each slide and decide whether to make any
changes to slide show options.
To view the presentation in Slide Show view:
 Click the Slide Show view command at the bottom of the window while in Normal view.
OR
 Select the Slide Show tab.

Click the From Beginning command in the Start Slide Show

group to start the slide show with the first slide.

Click the From Current Slide command in the

Start Slide Show group to start the slide show
with the selected slide. This command is useful
if you are interested in seeing specific slides in
Slide Show view.
Slide show options
You can access some commands from multiple
locations on the Ribbon or within PowerPoint. One
Ribbon command that allows you to make changes
to the slide show is the Setup Show command on the Slide Show tab.
To access the Setup Show dialog box:
 Select the Slide Show tab.
 Click the Set Up Show command. The Set Up Show dialog box will appear.

 Set the desired options

in the dialog box.

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  Click OK to apply the settings to the slide show.
Changing slide show options
The Set Up Show dialog box
In the dialog box, you can:
 Show type: The default setting is presenter, but if you
plan to display the slides at a kiosk or booth—or if people
will be looking at the slides independently in the PowerPoint
window—you can change the setting in this section.

 Show slides: If you want to skip one of the

beginning or ending slides during the presentation,
enter the slide numbers where you want to start and
end the presentation in this section.

 Show options: In this section, you can choose

to loop the slides continuously or play them without
any animation if you added animation to the slides.

 Advance slides: If you added timing to each

slide, in this section you can change the slide show so
the slides must be manually advanced.

To hide a slide during a presentation:

 Select the Slide Show tab.
 Select the slide you do not want to display during
the slide show.
 Click the Hide Slide command.

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