1 Power Point 2003 New and Experienced Users

Version 1.
1
Save date 12/06/2006
Happy Computers Manual for

New and Experienced users
PowerPoint 2003
This course guide is produced for the Happy Computers PowerPoint 2003
course
For all your computer training needs contact:
Happy Computers
40 Adler Street
London
E1 1EE
Help-line: 020 7375 7373
Bookings: 020 7375 7300
Copies of this guide can be obtained from Happy Computers, fully bound, at a
cost of £15 each, or £10 for extra copies for organisations who have booked
courses.
Happy Computers allows this guide to be copied, provided that permission is

sought and the name and phone number of Happy Computers remains on the
copies.
© Happy Computers 2008 - 12/06/2006

PowerPoint 2003 - Modifying the design
Contents
Contents..............................................................................................................2
Happy Computers’ Telephone Help-Line............................................................6
The Happy Computers’ Web Site.......................................................................9
About This Manual
................................................
10
Who is it for and how to use it...........................................................................11
What do the icons mean?.................................................................................12
Getting Help......................................................................................................13
Using Help in PowerPoint 2003........................................................................15
The Basics
................................................
16
What is PowerPoint?.........................................................................................17
Starting and Exiting PowerPoint.......................................................................18
Task panes – What Are They?..........................................................................19
Creating a presentation at start-up...................................................................21
The PowerPoint 2003 Screen in Normal View.................................................24
Adding Text to Slides........................................................................................25
PowerPoint Smart Tags....................................................................................26
Text Boxes.........................................................................................................28
Working with Placeholders................................................................................29
Creating New Slides.........................................................................................30
Moving Around your Presentation.....................................................................31
The Different Views of PowerPoint...................................................................32
Outline View......................................................................................................34
Adding Speaker’s Notes...................................................................................38
Modifying the design
................................................
40
Slide Sorter View..............................................................................................41
Design Templates.............................................................................................43
Colour Schemes...............................................................................................45
Background Colour and Fill-Effects..................................................................48
Omitting Background Graphics ........................................................................52
Master Slides....................................................................................................53
The Slide Master...............................................................................................54
The Title Master................................................................................................55
Page 2 Happy Computers 020 7375 7300

The Handout Master.........................................................................................57

The Notes Master.............................................................................................58
Formatting.........................................................................................................59
Bullets & Numbering.........................................................................................61
Logos................................................................................................................65
Headers and Footers........................................................................................66
Page Setup.......................................................................................................68
Printing Your Presentation................................................................................69
Creating Your Own Design Template................................................................71
Graphics and Drawing
................................................
73
Inserting Pictures..............................................................................................74
Using the Clip Art Gallery..................................................................................76
Moving, Re-sizing and Deleting........................................................................79
Customising Clip Art..........................................................................................81
Drawing Toolbar................................................................................................86
Selecting Shapes..............................................................................................87
Editing Shapes..................................................................................................88
Adding Text to Shapes......................................................................................89
Formatting Shapes and Lines...........................................................................90
3-D and Shadow...............................................................................................91
AutoShapes......................................................................................................93
WordArt.............................................................................................................96
Advanced Graphics
................................................
98
Distributing Objects Evenly...............................................................................99
Aligning Objects on the slide..........................................................................100
Grouping and Ungrouping..............................................................................101
Changing the Stacking Order.........................................................................102
Extra Drawing Features..................................................................................103
Images from the Internet
................................................
104
Images/photographs from the Internet...........................................................105
Graphs & Charts
................................................
107
Creating Charts...............................................................................................108
Happy Computers – 020 7375 7300 Page 3

Microsoft Graph..............................................................................................109
The Datasheet.................................................................................................110
Selecting Parts of a Chart...............................................................................112
Formatting Text & Numbers............................................................................114
Formatting the Whole Chart............................................................................115
Adding Extras..................................................................................................116
Working with the Chart in PowerPoint............................................................117
Chart Types.....................................................................................................118
Importing Data from an Excel Spreadsheet....................................................122
Inserting a Diagram ........................................................................................124
Working with an Organisation Chart ..............................................................126
PowerPoint & Word
................................................
129
Sending to Word.............................................................................................130
Creating Word Tables.....................................................................................131
Working with the Table....................................................................................132
Selecting Parts of the Table............................................................................133
Rows and Columns.........................................................................................134
Re-sizing and Moving.....................................................................................135
Borders............................................................................................................136
Shading...........................................................................................................137
Extra Table Features.......................................................................................138
On-Screen Shows
................................................
139
Slide Show View.............................................................................................140
Pointer Options in Slide Show View...............................................................141
Slide Transitions..............................................................................................142
Animation Effects............................................................................................143
Custom Animation...........................................................................................144
Rehearsing the Timings..................................................................................151
Hyperlinks.......................................................................................................152
Setting Up The Show......................................................................................155
The Package for CD Wizard ..........................................................................156
Appendices
................................................
157
Presentation Design Tips................................................................................158
Style-Checking................................................................................................161
Working With Toolbars....................................................................................162
Index

................................................
163
Index...............................................................................................................164

Happy Computers’ Telephone

Help-Line
You can call this number if you have a
question that relates to the course you
did with Happy Computers
(Sorry – it’s not a General Helpline).
020 7375 7373
We do our best but we don’t guarantee
instant answers – please see the table
below for our target call resolution
times.
Our service does not end when you leave our training centre. For two years from
the day of your course you will be able to use, free of charge, our telephone
help-line. The aim is to give you the backup to ensure you can confidently do
what you covered on your course.
The helpline staff are happy to help out - but please note that the support we can
offer is based on the course you attended.
If your question goes beyond the level of the course you attended it is up to the
discretion of the Helpline person whether they answer it. We will always try to
point you to another source of help if this is the case. Please note that the
Service Level Agreement cannot be guaranteed in this instance and other calls
to the Helpline may take priority over your own."
We want you to ring

We want to hear from you. The aim of our courses is to leave delegates
confident in using the software. If you have difficulty with any aspect of what you
covered on the course, we want to know about it and we want to help you
through it.
Your help-line questions also help us. We find out how you use the software, the
problems you hit, and sometimes, bugs we don’t know about. All this helps to
improve our courses and our service. So please keep those calls coming.
Who can ring the help-line?

You can ring the help-line if you sat on a Happy computers course and for
anything covered on that course for up to two years, even if you have changed
jobs since doing the course.

It is a guarantee of the quality of our training, so we don’t extend it to anyone

else in your organisation who has not been trained by us.
(Though ring us if you would like to arrange cover for holidays or sickness)
The support we offer

Access, Excel and web design: please note that we can't undertake re-design
work. If your database, spreadsheet or web site isn't working because it has
been built incorrectly (design faults), we can advise where the problem may lie
but we can't do the work for you, I'm afraid.
Outlook: Our training courses use Outlook on an exchange server. Exchange

server can be configured in many different ways, and you may not be using
exchange server at all. Due to these differences, the menus and other options
in Outlook can be very different. We cannot be responsible for issues that arise
due to these differences.
VBA and JavaScript: Sorry, but we won't be able to write code or de-bug yours
if it isn't working (unless you are basing your code on an example from our
manual). However we may be able to offer you advice on how to change your
existing code or point you to VBA resources. Hope that sounds fair.
When is the help-line available?

The help-line hours are 9.30am - 5.00pm. The target speed at which we can
resolve your problem depends on which course you have done with us:
PowerPoint 2003 is a category C course
Category A 90% solved within one hour
Category B 90% solved within four hours
Category C 90% solved within 24 hours
Category D 90% solved within 2 working days
Category E One special trainer only – 90% solved within 2 working days
unless the trainer is on holiday/sick
Category F 90% solved within 5 working days
If you have difficulty getting through please contact Henry Stewart, Managing
Director of Happy Computers on 020 7375 7300.

Other sources of help:
Here are some sites that we have found useful for information and problem
solving. Please note we are not responsible for anything that appears on these
sites and cannot guarantee any of the solutions that you may find on them.
www.deja.com A website which is a newsgroup run by Google. You can type

in the name of a package and a question. A list of questions
posed by other people appear and when you choose to view
the thread you will see a discussion of the problem and any
possible solutions that other people have suggested.
www.microsoft.com Go to the link to Support and then the Knowledge base and
choose the package you wish to know about and search for a
topic.
www.htmlgoodies.com Excellent site for all things HTML, including tutorials.
www.webmonkey.com Very good for JavaScript tips and code
www.cpearson.com Good for help on Excel
www.response-o- You can use their template to create an online form for your
matic.com website, and they will also process the results for you – and
it’s free!
www.ntfaq.com Frequently asked questions about windows NT/2000

The Happy Computers’ Web Site

Where is it?
http://www.happy.co.uk
Why should I visit it?

The Happy Computers web site is dedicated to providing you with information
about both the software you use, and the courses we run. You’ll find copies of
manuals to download and tips on the programs you use, designed to make your
work quicker and easier. You’ll find up-to-date news about Happy Computers
and the team, and you can of course find information on all our courses and
book your place on one.
Who runs it?

If you have any comments, ideas or just fulsome praise, you can e-mail Adam,
our web editor, at: webmaster@happy.co.uk.
Alternatively, write your comments when you do your evaluations on-line at the
end of a course at Happy Computers.
What is all that stuff above about?

If the above means nothing to you, and you are interested in learning more
about the World Wide Web and the Internet, Happy Computers run a wide range
of courses in Internet software.

About This Manual

Who is it for and how to use it

Who is it for?
This manual is designed for use with the PowerPoint 2003 course with Happy
Computers.
It is also meant as a back-up for when you get back to work in combination with
the two-year telephone help-line you get free with every Happy Computers’
course.
It is not meant as a replacement to the full reference manuals that come with
PowerPoint 2003.
How should I use it?

This manual is a step-by-step guide to the functions taught in the PowerPoint
2003 course.
You should be able to find the part you’re after by looking in the index or
contents, and noting that the general course will follow the pattern of the manual.
The step-by-step parts are in italics. Simply do the things on the left, and read
the things on the right for further information:
This is what you do This is a description of what is

happening

What do the icons mean?

Tips
Handy tips that make your work easier.
Essential
Essential points to understand how to do the work in hand.
Technical
Technical (non-essential) points for the technically minded.
Traps
Hints to help you with certain features that may just trip you up if
you are not aware of them!
Right Mouse Button You can also

use the right
This means that pressing the right mouse button (instead of the mouse
button here
left mouse button) will bring up a short cut menu that can achieve
the same things as listed in the text.

Getting Help
PowerPoint 2003 keeps the screen fairly simple. But don’t expect to have to
remember the functions. There are several levels of help:
Using this Guide

This guide contains all the basic functions of PowerPoint 2003. Use the Table of
Contents and the Index to find the functions that you need explained.
Help Function
The on-screen help function explains commands in detail. It is simple to use:
1. Press F1
2. Type question
3. Click on Search
For help on a particular part of the screen:
1. Press Shift F1
2. Click on the area of the screen you wish to know about
To close help:
Alt + F4
Or
1. Click on File
2. Click on Exit
Make sure you get the file menu for the help and not for the
software!
For more information on using the Office Assistant in PowerPoint 2003 see the
next page
The official PowerPoint 2003 Manual

Software manuals have improved. Use them as a reference on specific functions
rather than for a general read on how to use the software.
Go to the reference section and look up the thing you want explained.

Ring Happy Computers

If you received this manual at a Happy Computers course, we will provide phone
support on any functions covered on the course for two years from the date of
the course. This is a guarantee of the quality of our training:
Ring: 020 7375 7373 and we will help you with your difficulty. You can do this as
many times as you like.

Using Help in PowerPoint 2003

PowerPoint 2003 comes with a question box to help you if you get stuck.
Asking a Question
You can ask questions about Microsoft PowerPoint in complete sentences. For
example, ‘print more than one copy at a time’
1. Type your question into the space provided on the front screen
2. Press return A drop down menu appears
3. Click on what you would like to know more about
Printing the answer

Click on the print icon in the help window
Closing the Help Window

Click on the ‘X’ at the top right of the help window
Click here to
close Help

The Basics

What is PowerPoint?
What is it for?
PowerPoint is for producing presentations on:-
• Acetates (Overheads)
• 35mm slides
• Paper
• On-screen
• The Internet
All of these are created in exactly the same way!

The only difference comes at the end when you wish to give the
presentation. You would print onto acetate or paper, run the slide
show on the screen, upload your presentation to the Internet or
send your presentation to a specialist shop to create 35mm slides.
It can also produce extra documents related to your presentation:-
• Speaker’s notes
• Audience handouts
PowerPoint jargon
Every presentation you produce is made up of slides. Slides is a generic term
that can mean any of the types of presentation listed above
A presentation
Slide One Slide Two Slide Three

Starting and Exiting PowerPoint

Starting PowerPoint
1. Click on the Start button
2. Click on Programs
3. Click on Microsoft PowerPoint
Or if you have a shortcut
Double-click the icon on the desktop
Click the icon on the shortcut bar
Exiting PowerPoint
1. Click on the File
2. Click on Exit
Or
Click the “x” at the top right hand corner of the screen
Click here to
close PowerPoint

Task panes – What Are They?

Task panes have been introduced in this version of Microsoft Office and they are
present in all of the Office 2003 family of products.
The New Presentation task pane, which is shown here, gives you one-click
access to recently used files and templates, and your other document and
template locations.
This is the New

Presentation Task pane
To View the Task pane

Task panes appear automatically in certain situations but you can view task
panes whenever you wish.
1. Click on the View menu

2. Click on Task Pane

To view another task pane

There are several task panes to choose from:
1. Click on the drop down here
2. Select the task pane required

Creating a presentation at start-

up
This is what you see when you start PowerPoint 2003.
New
presentation
Task pane
Creating a blank presentation

Blank presentations are presentations with a white background and black text. It
is up to you to jazz it up!
Click on Blank presentation in the New presentation task pane
Or
Click on the new presentation icon

Choosing the layouts of your slides

If you choose Blank Presentation, the Slide Layout task pane will appear. You
must choose a layout for all of your slides.
1. Click on the arrow next to required slide layout
Click here
2. Click on Insert New Slide

Creating a presentation from a Design Template

A template is a pre-set design for your presentation. It will not add any text, but
will put colours and graphics into the background of your slides
If you choose Design Template the Slide Design task pane will appear
See page 43
Creating a presentation through the AutoContent Wizard

The AutoContent Wizard will ask you questions on the subject matter of your
presentation. It will then create a presentation, including text, based on the
answers you give.
If you choose AutoContent Wizard, a wizard will appear that you can
follow to create a presentation.

The PowerPoint 2003 Screen in

Normal View
Here is a picture of the PowerPoint screen in normal view. Use it as a reference
throughout the course, and mark your own comments to it.
Menu bar
Title bar
Formatting
Standard toolbar
toolbar
Slide view area
Thumbnail
view
Speaker’s
notes area
Adjusting the areas of the screen

There are three areas to the screen in normal view
• Outline view area
• Slide sorter area
• Speaker’s notes area
At different times in your work, you will want to concentrate on different areas. To
make an area bigger or smaller
1. Position your mouse at the edge of an area The mouse will

change to a double-
headed arrow
2. Click and drag

Adding Text to Slides

What are placeholders?
Every layout has placeholders for each item that you will put on your slide.
These will show once you have created your slide, and will give you instructions
on adding your chosen item.
Placeholders
Adding text to placeholders

1. Click inside the placeholder to add text to
2. Start typing!
Moving to the next placeholder with the keyboard

Press escape, then press tab
Editing the text in placeholders

1. Click back into the placeholder to change
2. Use delete and backspace to get rid of text
3. Start typing!
Can I change the text formatting globally?

Yes you can; by changing the Slide Masters. See page 53
Changing the layout

Once a slide is created it is easy to change your mind about its layout…
1. Click on the Format menu

2. Click on Slide Layout Task pane appears
3. Click on the required new layout in the task pane

PowerPoint Smart Tags

In common with other Office 2003 products, Smart Tags appear when you are
working. These buttons provide you with working options.
Autofit Smart Tag

If you are typing a bulleted list and the list gets too long for the slide a smart tag
appears providing suggestions
AutoFit
Smart Tag
1. Click on AutoFit SmartTag
2. Choose option from list

AutoCorrect Smart Tag

PowerPoint will automatically correct grammar and spelling errors. The
AutoCorrect Options button appears after an automatic correction or change,
such as a lowercased letter that's changed to a capital.
1. Click onto corrected word
AutoCorrect
Smart Tag
2. Click on Smart Tag
3. Choose from option in list

Text Boxes
Creating new areas for text
To add new areas for text you may need to view the Drawing toolbar. Right click
on any toolbar and choose Drawing.
To add a new text box…
1. Click on the text box icon on the Drawing toolbar
2. Click where you want to add text
Or
Click and drag the shape of the text box you require
3. Start typing!
If you have dragged the shape of the box that you want then text will wrap inside
the box.

Working with Placeholders

Working with the text inside a placeholder
1. Click inside the placeholder to change Diagonal lines appear
2. Make your changes to the text
Selecting the whole of a placeholder

1. Click inside the placeholder to change Diagonal lines appear
2. Click on the diagonal lines Dotted line appears
3. Make your changes to the placeholder
Moving a placeholder
1. Select the placeholder Dotted line will appear
around the edge
2. Position the mouse over the dotted line Mouse will change to a four-
headed arrow
3. Click and drag to the new
location
Re-sizing a placeholder
1. Select the placeholder Dots will appear around
the edge
2. Position the mouse over a re-sizing It will change to a
handle double-headed arrow
Resize
proportionally
Stretch or squash from here

Creating New Slides

When you create a new slide you will get a Title and text slide which you can
change.
1. Click on the new slide icon The Slide Layout task pane
will appear (see page 22)
2. Click on the required slide layout in the task pane
Or
1. Click on CTRL +M The Slide Layout task pane

will appear (see page 22)
2. Click on the required slide layout in the task pane
I have created a new presentation instead!

Lots of people fall into the trap of creating new slides by clicking
the new icon
or going to File and New.

Moving Around your Presentation

Where am I?
Check the status bar at the bottom of the screen
Using the scroll bar

To move to the next slide click the double-headed down arrows
To move to the previous slide, click the double-headed up arrows
Using the keyboard

Action Key
next slide page down
previous slide page up
first slide HOME
last slide END
To move to individual slides

Click into the slide required in the Thumbnail view area

The Different Views of

PowerPoint
Changing the view

2. Click on the view you require
Or
Click on the required icon from the bottom left of the screen
Slide Show view
Normal view Slide Sorter view
Outline view
Normal View
Normal view is the one that you will work in most of the time. It offers you four
different areas.
• Slide view area where you can see your slide

• Thumbnail area where you can select slides
• Outline view area where you can see all the text in your presentation
• Speaker’s notes area where you can write your own notes on the slides.
In normal view, you can
• Add text
• Add pictures
• Create Speaker’s notes
• Promote and demote text to create main points and sub-points
• Move text around
• Create summary slides

• Expand or collapse the detail of your presentation

• Add Animation schemes and custom animation
Slide Sorter View

Slide sorter view shows you all your slides as if they were laid out on a table.
You cannot add text or pictures in slide sorter view, but you can…
• Change the order of slides

• Delete slides
• Add transition and animation scheme (see section On-Screen Shows on
page 139)
Slide Show view

Slide show view is used for giving an on-screen presentation
Notes Page View

Notes pages area is for adding your speaker’s notes to the slides.
To expand the Notes area…

2. Click on Notes page
If you cannot see the text you can type a higher number into the Zoom box
3. Click into area below and start typing

Outline View
Switching to Outline View
Click here for

Outline View
Displaying the Outlining Toolbar

To use outline view to its maximum effect, the outlining toolbar should be
displayed

2. Click on Toolbars
3. Click on Outlining Toolbar will appear to the left of the
screen
Editing the text

1. Click into the text to change
2. Press delete or backspace to get rid of text
3. Start typing!

Adding new points

1. Position the cursor at the end of the previous point
2. Press the hard return The new point will be at the
same “level” as the previous
point
Selecting a slide
Click over the white box next to the slide you The mouse will
require change to a four-
headed arrow
Selecting a line
Click to the left of the line you require The mouse will change
to a four-headed arrow
Selecting several lines or slides

1. Select the first slide/line you require
2. Hold down the shift key
3. Click on the last slide/line you require
Selecting everything
Press CTRL + A
Promote and Demote

Promote and demote change the importance of the lines you are in. For instance
if you have a main point which you would like to become a sub-point, you
demote it! If you have a main point, which you would like to become a new slide,
you promote it!
1. Click into line to change

or
Select several lines to change
2. Click on promote to increase its importance
or
Click on demote to decrease its importance
Use the keyboard to promote and demote

Tab to demote text
Shift Tab to promote text

Moving text a short distance

1. Click in the line to change
or
Select several lines to change
2. Click on the up arrow to move up
or
Click on the down arrow to move down
Moving text a long distance

1. Select the line or lines to change Ensure your mouse looks
like the four headed arrow
when you do this
2. Click and drag, from the left of
the selection, to the new
position
Collapse and Expand All

This is useful if you do not want to see the detail on your slides, but just the
structure. Or if you want to move slides around, without having to see the detail
underneath
Click on the collapse all icon Only slide titles will be shown
Or
Click on expand all icon All the text will be shown
Collapse and Expand selection

1. Select the slide or slides you wish to collapse
2. Click on the collapse icon
Or
1. Select the slide or slides you wish to expand

2. Click on the expand icon

Creating a Summary Slide

The summary slide will lift the titles off any slides which you select, and turn
them into a bulleted list, which you can use as an agenda or as a conclusion.
1. Select the slides you wish to appear in the summary

2. Click on summary slide icon
Show/Hide Formatting
Outline view does not show you the formatting of your text automatically. To see
it…
Click on the show/hide formatting icon

Adding Speaker’s Notes

Maximising the speaker’s notes area
2. Click Notes Page
Your
notes go
here
1. Move to the slide you wish to add notes to Previous

slide
Next slide
2. If you cannot see the text you can type a higher number into the Zoom
box or choose a zoom from dropdown next to the zoom box
4. Click into area below and start typing
A notes page area is also provided in normal view

Printing Speaker’s Notes

1. Click on the File menu
2. Click on Print
3. Click on the down arrow next to print what
4. Click on Notes Pages

5. Click OK

Modifying the
design

Slide Sorter View

When you are finished creating and editing your presentation, slide sorter gives
you an overall picture of it — making it easy to re-order, add or delete slides and
preview your transition and animation effects. See page 142
Getting to Slide Sorter View

Click on Slide Sorter View Icon
Or
2. Click on Slide Sorter
Selecting One Slide

Click on the slide It will have a dark border around it
Selecting Several Slides next to each other

1. Click on the first slide you require
3. Click on the last slide you require
Selecting Several Slides NOT next to each other

1. Click on the first slide you require
2. Hold down the control key
3. Click on the next slides you require
Selecting all slides
Press CTRL + A
Moving slides
1. Select the slide(s) you require
2. Click and drag to the new location A vertical line indicates
where your slides will
be placed
Deleting
1. Select the slide(s) to delete
2. Press delete

Creating a Summary Slide

The summary slide will lift the titles off any slides which you select, and turn
them into a bulleted list, which you can use as an agenda or as a conclusion
1. Select the slides you wish to appear in the summary

2. Click on summary slide icon
Adding Speaker’s Notes in Slide Sorter View

1. Select the slide you wish to add notes to
2. Click on the speaker notes icon
3. Type your notes into the box

4. Click OK
Hiding slides
You can hide slides so that they do not appear when you run a slide show.
1. Click on the Slide tab
2. Select the slide you wish to

hide
3. Click on Slide Show
4. Click on Hide Slide
5. The slide will then be hidden

when you run the slide show
The number is
crossed out so that
you know the slide
will not show
Can I use the thumbnail view to do all the things I can do in Slide
sorter view?
YES!

Design Templates
What are design templates?
Design templates are pre-set formats that add graphics, colours and fonts
consistently onto all the slides in your presentation.
Applying a design template

In Normal view or Slide Sorter view
1. Click on Slide Design icon Slide Design task pane

appears
2. Select the template you require
Or

2. Click on Slide Design Slide design task
pane appears
3. Select the template you require

Applying the default design template

This will get rid of any formatting, and leave you with a white background and
black text.
1. Click on Slide Design icon Slide Design task

pane appears
2. Select the Default Design template

Colour Schemes
A colour scheme consists of colours used in the design of a slide.
Modifying the colour scheme

In Normal view or Slide Sorter view ...
If you are in slide sorter view, you must have at least one slide
selected!
1. Click on Slide Design icon Slide design task pane

appears
2. Click on Colour Scheme
3. Select colour scheme
What do those diagrams mean?
Title text colour Background

colour
Bullet colour
The colours that will
Bulleted list text be shown in any
colour chart you produce
The colour that any

drawn shape will be
filled in with

Editing the colour scheme

1. Click on Slide Design icon Slide design task pane

appears
2. Click on Colour Scheme
3. Select Colour Scheme to edit

4. Click on Edit Colour Schemes
Hyperlinks take
you to file or a
web page. A
followed
hyperlink is a
hyperlink that
has been
clicked on.
5. Click on item you want to change

6. Click on Change Colour
7. Choose a new Colour
8. Click OK
9. Click on Apply A new Design is created for you

Using Non-Colour Scheme colours

If you introduce new colours to the presentation that aren't part of the colour
scheme — say, by changing the font colour, the new colour is added to all colour
menus, and appears below the colours of the colour scheme.
Colour scheme colours
New colours added to

presentation

Background Colour and Fill-

Effects
Changing the colour of the background
You must have at least one slide selected!
1. Click on the Forma menut

2. Click on Background
Click here to
change the
background
colour
3. Click on the down arrow

4. Click on a colour from those listed
These colours are from the colour

scheme
These colours would have been

added to the colour scheme
5. Click on Apply to All to change all the slides

or
Click on Apply to change selected slides

Adding a Fill-Effect to the Background

1. Click on the Formatmenu
3. Click on the down arrow
4. Click on Fill-Effects
5. Make your changes in the Fill-Effects dialog box (see following
sections)
6. Click OK
or
Changing the Gradient Fill-Effect

1. From the Fill-Effects dialog box click on the Gradient tab (see above)
Colours can be
selected here
Shading Styles
can be selected
here
2. Select One colour, Two colour or preset and choose colours

3. Select the shading style you require
4. Click on the variant you require
5. Click OK

Changing the Texture Fill-Effect

1. From the Fill-Effects dialog box (see page 49) click on the Texture tab
2. Click on the texture you require
3. Click OK

Changing the Pattern Fill-Effect

Changing to a pattern fill-effect can sometimes make your text difficult to read!
1. From the Fill-Effects dialog box, (see page 49) click on the Pattern tab
2. Click on the down arrow underneath Foreground colour and change to

a different colour if required
3. Click on the down arrow underneath Background colour and change
to a different colour if required
4. Click on the pattern style you require
5. Click OK
Changing the Picture Fill-Effect

If you wish to add a picture or photograph to the background of your slides…
1. From the Fill-Effects dialog box (see page 49) click on the picture tab
2. Click on Select Picture
3. Change the “Look In” box to the folder where you picture is saved
4. Click on the name of the picture
5. Click on Insert
6. Click OK

Omitting Background Graphics

If you have chosen a design template for your slides, it may have graphics in the
background that sometimes get in the way. To prevent them showing:

1. Select the slide(s) you wish to change
2. Click on the Forma menut
Click here to
prevent
background
graphics
appearing
4. Tick the “Omit background graphics from master” box

or

Master Slides
What are master slides?
Master slides store information from the design template about fonts used,
placeholder sizes and positions, background design and colour schemes.
The Master slides are there to save you time and give consistency to your
presentation, by allowing you to make global changes to…
• Fonts
• Bullet style
• Positioning of Placeholders
• Background graphics
• Logos
• Positioning of slide numbering, date and footer information
What slide masters are there?
If you change the slide master… Styles like font size and type on all
slides will change, including the title
slide.
If you change the title master… Changes made to fonts will be

preserved and not be affected by
changes made to the slide master.
If you change the handout master… All your handouts will change
If you change the notes master… All your speaker’s notes will change
Can I have more than one Master per presentation?

Yes - If you have applied more that one design template you will
have masters for each

The Slide Master

Getting to the Slide Master
2. Click on Master
3. Click on Slide Master
The slide master
This is a Main title style

graphic
Second
level Main point bullet
Bullet style
style
Third level
bullet style
Closing the Slide Master

Click on Close Master View from the master toolbar
Making Changes on the Slide Master
To change the formatting See page 59

To change the bullets See page 61
To add a logo See page 65
To move the date, footer or slide number See page 67
To move or re-size placeholders See page 29

The Title Master

Which slides does this affect?
Anything you do on the Title master will affect any slide that has the title slide
layout.
Getting to the Title Master

2. Click on Master
3. Click on Slide Master
4. Click here to
switch to Title
master
The Title Master
This is a
graphic Title Style
Subtitle style

Closing the Title Master

Or
2. Click on the view you wish to return to
Making Changes on the Title Master

To move the date, footer or slide number See page 67
To move or re-size placeholders See page 29

The Handout Master

What does this affect?
Anything you do on the Handout Master will affect your Audience handouts (see
page 70)
Getting to the Handout Master

2. Click on Master
3. Click on Handout Master
The Handout Master toolbar

Click on the handout you require from the handout master toolbar
Show positioning of 1,
Show positioning of
2,3,4,6 and 9 per page
outline
handouts
Closing the Handout Master

Or
Making changes on the handout master

To move the date, header, footer, or slide number See page 67

The Notes Master

What does this affect?
Anything you do on the notes master will affect your Speaker’s Notes (see page
38)
Getting to the Notes Master

2. Click on Master
3. Click on Notes Master
The Notes Master

Slide miniature,
can be moved
or re-sized
Notes area can be

moved or re-sized
How your main

and sub-points will
look in your notes
Closing the Notes Master
Or

Formatting
How do I change the formatting all at once?
If you wish to format all the slides in your presentation together, go
to a master slide (see pages 53 - 58)
Changing the Fonts

1. Select the text you wish to change
2. Click on the down arrow next to the font box
3. Click on the font you require
More Detailed Font Changes

1. Select the text you wish to change
2. Click on Format
3. Click on Font
4. Make any changes you require

5. Click OK
Replacing Fonts
If there is a font that you do not like in your presentation, you can quickly change
all instances of it to something else!

2. Click on Replace Fonts
3. Click on the down arrow underneath Replace, and choose the font
you wish to replace
4. Click on the down arrow underneath With, and choose the font you
wish to replace with
5. Click Replace

Changing the Size of Text

1. Select the text to change
2. Click on the down arrow next to the font size box
3. Click on the size you require
Or
2. Click on the increase or decrease font size icons
Increase font size Decrease font size
Making Text Bold, Italic, Underlined or Shadowed

2. Click on the appropriate icon (shown below)
Changing the Alignment

2. Click on the appropriate icon (shown below)
Align right
Align Left
Align Centre
Changing the Line Spacing

3. Click on Line Spacing
4. Change the options as required

5. Click OK
Enter the amount of

space between the
lines here
Enter the amount of

space before the
paragraphs here
Enter the amount of

space after the
paragraphs here

Bullets & Numbering

How do I change the bullets all at once?
If you wish to change the bullets on all of your slides together, go
to the slide master (see page 54)
Changing the Style of Bullet Points

3. Click on Bullets and Numbering
4. Click on Bulleted tab, if you are not there already
5. Click on the bullet style you require

Select Bullet
size here
6. If required, increase or decrease the size of bullets

7. If required, change the colour of bullets
8. Click OK

Getting even more bullet styles

If the bullet style you require is not listed:

3. Click on Customise
4. Change the “Font” box, if required

5. Click OK
6. Click OK
Using a picture as a bullet

3. Click on Picture Clip Art Gallery will open
4. Click on the bullet you require
5. Click on OK

Changing the indentation

Display the ruler if it is not already showing
2. Click on Ruler
1. Click into the paragraph you wish to change

2. Drag the required indent marker on the ruler (see below)
Each top triangle will line up to one level of bullets
Each bottom triangle will line up to one level of text
Drag the top triangles to

move bullets
Drag the bottom triangles to

Drag the squares to move text
move bullet and text
together
Changing to a numbered list

1. Select the paragraphs to change
2. Click on the numbers icon
Removing bullets or numbers

1. Select the paragraphs to remove bullets or numbers from
2. Click on the numbers icon to remove numbers

or
Click on the bullets icon to remove bullets

Logos
Use the master slides to add a logo to all of the slides in your
presentation
If you wish the logo to appear on all the slides, or all the handouts,
or all of your speaker’s notes, use the appropriate master (see
pages 53 - 58)
Adding a logo
1. Go to the slide or master slide where you would like to insert the logo
2. Click on the Insert menu
3. Click on Picture
4. Click on From File
5. Change the “Look In” box to the folder where your logo is saved
6. Click on your logo’s filename
7. Click on Insert
Moving the logo

1. Click onto the middle of the logo
2. Drag to a new location
Re-sizing the logo

1. Click on the logo White circles will
appear around the
edge
2. Hover the mouse over a white box at a corner The mouse will
change to a double-
headed black arrow
3. Click and drag outwards to make the logo bigger
or
Click and drag inwards to make the logo smaller

Headers and Footers

Adding the date, slide number, or a footer onto your slides
2. Click on Header and Footer
3. Click on the Slides tab (if you are not there already)
4. Tick the “Date and time” box if required

5. If required, choose “Update automatically” to update the date
or
Type in a fixed date underneath Fixed
6. Tick the “Slide number” box, if required
7. Type in your Footer information if required
or
I want to format the Headers and Footers!

If you wish to make changes to the headers and footers
formatting, go to the slide master or title master (see pages 54 -
56)

Adding the date, slide number, header or footer onto your

notes and handouts
2. Click on Header and Footer
3. Click on the Notes and Handouts tab (if you are not there already)
Tick the “Date and time” box if required
4. If required, click next to “Update automatically”

or
Type in a fixed date underneath Fixed
5. Type in header information if required
6. Tick the “Page number” box if required
7. Type in footer information if required
8. Click on Apply to All
Moving the header, footer, date, or slide number

1. Go to the Master slide containing the information you wish to
move
2. Click on the dashed line around the placeholder you wish to Dots will
move appear
around the
edge
3. Position the mouse over the dots It will change
to a four-
headed
arrow
4. Click and drag to a new location

Page Setup
Changing the size of slides for different presentations
2. Click on Page Setup
3. Click on the down arrow underneath “Slides sized for” box
4. Click on the type of presentation you are creating

5. Click OK
Changing the orientation of your slides, outlines or notes

pages
2. Click on Page Setup
3. Click in the white circle next to the orientation you require
4. Click OK
Can I have some slides portrait and some slides landscape?

Not in the same presentation. All the slides must be portrait or
landscape

Printing Your Presentation

Previewing in black and white
Click on the colour/greyscale icon on the standard toolbar
Click to choose the option you want
Printing all the slides
Click on the print icon
Print options
2. Click on Print Click here to print
selected slides
Click here to
print the slide
you are on
Type number
Click in the of copies here
circle and then
type in the
numbers of the
slides you wish Click scale to
to print fit paper to
reduce or
enlarge the
Change the image to fit on
print what box the paper
to the part of
the
presentation
you wish to Click frame
print, e.g. slides to print a
handouts border around
the slides
3. Change the print range options as required (see above)

4. Change the copies options as required (see above)
5. Change the print what box as required (see above)

6. Click OK
Printing Handouts
2. Click on Print
3. Change the “Print what” box to handouts
4. Click on the down arrow next to “Slides per page” and click on the
number you require
5. Choose the order you require
6. Click OK
Change to
greyscale or
black and white

Creating Your Own Design

Template
What is a Design Template?
Every PowerPoint presentation is based on a template. The template decides
the design of your presentation and does not contain any text or slide layouts
when applied to an existing presentation.
Templates are made up of three elements
• Colour scheme
• Background
• Master Slides
If you wish to create your own design template, you must change these three
elements to fit the design that you require. For example, if you require a
template that contains your logo, you must insert this onto the relevant master
slide.
Creating a Design Template
1. Start a new presentation

2. Change the colour scheme as required
3. Change the background as required
4. Change the master slides as required
5. Click on Save
6. Type in a name for your template
7. Click on the down arrow next to the “Save as type” box
8. Click on Design Template Do not change the folder

that PowerPoint saves it in
9. Click on Save

Applying a Design Template to an existing presentation

1. Open the presentation you wish to apply your template to
2. Click on Design icon
3. Click on Browse at the bottom of the task pane

4. Click on your template
5. Click on Apply
Creating a New Presentation from a Design Template

2. Click on New
3. Click On my computer
4. Click on the Design Templates tab

5. Select template
6. Click OK
Beware!
If your stored design template also contained data, then any new
Presentation you create using this method, will also contain that
data. The solution is to create a blank presentation and then
apply the design template afterwards
Editing your template

PowerPoint saves your template in a special folder. To change it, you must open
it from there.

2. Click on Open
3. Change the “Look in” box to C:\Windows\Application
Data\Microsoft\Templates
4. Click on the template you wish to edit
5. Click on Open
6. Make the changes you require
7. Close and save the template

Graphics and
Drawing

Inserting Pictures
Inserting with a Clip Art slide layout
I didn’t choose a layout with a Clip Art placeholder
It’s easy to change the layout of a slide once it’s created

2. Click Slide layout
3. Choose a layout with Clip

Art
Double-click the placeholder for Clip Art You will be taken to the
Clip Art gallery (see next
page)
Inserting Clip Art without a Clip Art placeholder

In Normal view
1. Select slide
3. Click on Picture
4. Click on Clip Art You will be taken to the Clip Art
gallery (see next page)
My layout has changed!

When you insert Clip Art or pictures this way the layout changes to
a Title, text and Clip Art layout
Inserting pictures that are not in the Clip Art Gallery

If you wish to insert a picture file that is not part of the Clip Art gallery that comes
with PowerPoint, such as a logo, or a scanned image

2. Click on Picture
3. Click on From File
4. Change the “Look in” box to the folder where your picture is stored
5. Click on your picture file
6. Click on Insert

AutoLayout Smart Tag

The Automatic Layout Options button appears after you insert an item, such
as a diagram, chart, or table (but not a picture or clipart). To accommodate these
items PowerPoint automatically adjusts the slide layout. You can use the
Automatic Layout Smart Tag to undo the automatic layout or turn it off
completely.
Click here
to view
Smart Tag
options
1. Click on Smart tag
2. Select option from list

Using the Clip Art Gallery

Inserting a Picture
When you first enter the Clip Art gallery you will see this dialogue box
1. Type a word or phrase that describes what you’re looking for.
2. Click Go
3. Select Clip Art
4. Click OK

Using the Clip Art task pane

The Clip Art task pane gives you a few more options when selecting Clip Art. To
view the Clip Art task pane…

2. Click on Picture
3. Click on Clip Art Clip Art task pane appears
4. Type a word or phrase which describes what you’re looking for in the
Search text box
5. Select where to search in ‘Search in’ box if required
6. Select what type of media (Clip Art, pictures, movies, sound) in
‘Results should be’ box
7. Click on Search
8. Click on Results icon to expand the view
9. Click on selected item

10. Click on Modify to search again
Getting Extra Pictures from the Web

If you are connected to the Internet you can access even more pictures online!
1. Click on Clip art on Office Online
1. Click OK to the dialog box that appears Your Internet Browser

will open and you will
be taken to
Microsoft’s Clip Art
site
3. Enter your search options on the left hand
side (see example below)
1. Click on go

2. Click on the arrows to move through the pictures
3. Click in the check box under the picture you require Image will
download to
your Clip
organiser
Click here to
download
picture
4. Click on Download 1 item

5. Click to select Import into Clip Organizer version 2002 or
newer
6. Click on Download now
7. Click on Open
8. Click on the drop down arrow next to the Clipart
9. Switch to PowerPoint where you want the picture
10. Click on Paste

Moving, Re-sizing and Deleting

Selecting Clip Art
Click on the picture White “handles” will appear around the edge
Handles
Click away to de-select the picture
Moving Clip Art

1. Click into the middle of the
Clip Art
2. Drag to a new location The mouse should look like a
four headed arrow
Re-sizing Clip Art

1. Select the Clip Art
2. Hover the mouse over a handle It will change to a
double-headed arrow
3. Click and drag inwards to make the Clip Art smaller
or
Click and drag outwards to make the Clip Art bigger
Keeping the picture in proportion

If you drag from a corner handle then the picture will stay in
proportion. If you drag from a middle handle you will “stretch” or
“squash” the picture.

Deleting Clip Art

1. Select the Clip Art
2. Press delete
If you inserted the Clip Art using the placeholder….

You will still see the placeholder when your Clip Art is deleted.
This will not print, and it will not show during an on-screen show.
To get rid of it, change the layout, or add a different piece of Clip
Art.

Customising Clip Art

Displaying the Picture Toolbar
Select the picture Picture toolbar should display

automatically
Or
3. Click on Picture
Image Control - colour

To make an image greyscale, black and white or watermark...
1. Select the picture

2. Click on image control
3. Click on the style you require
My Clip Art / Picture seems to have disappeared

The order in which you change the image control makes a
difference. Go back to Automatic and try again.
Contrast and Brightness

These work just like the controls on a TV set.

2. Click on the icon you require (shown below) the more you click the
more the image will change

Cropping
This allows you to cut the edges off a picture.
2. Click on the crop icon
Click on a
handle and
drag
inwards
3. Position the mouse over a handle

4. Click and drag inwards to cut off an edge
Borders
2. Click on the Border icon
3. Click on the style of border you require
Or
Click on More Lines
Click the down

arrow here then
click on no line to
remove borders
4. Change the line options as required

5. Click OK

Re-colouring
2. Click on the Re-colour picture icon

3. Find the colour you wish to change underneath Original (you may
have to scroll)
Colours will
display all
the colours in
the picture
Fills will not

display line
colours
4. Click on the down arrow underneath New, next to the colour you wish
to change
5. Click on a colour
Or
Click on More Colours if the colour you require isn’t listed
6. Click OK
Set Transparent Colour

The Set Transparent Colour icon is not working!
It will only work on bitmap pictures that are not already
transparent, and on some, but not all Clip Art.
2. Click on the Set Transparent Colour icon

3. Position the mouse over the area to make transparent
4. Click OK
Only one colour goes transparent
If you have scanned in photographs, the set transparent colour
option will often be available, but it will not appear to work. This is
because photographs are made up of hundreds of colours. Even
an area that appears to be one colour, such as a blue sky, will

usually be made up of many different shades of colour.
Re-set Picture
To return a picture to its original size, colour and position…
2. Click on Reset picture icon
Compress picture
To save room on your hard disk or to reduce download time if you will be using
the images on the Web, you can use the Compress Pictures feature.
1. Select image
2. Click on compress pictures icon
3. Select required options

4. Click OK

5. Click on Apply

Drawing Toolbar
Displaying the Drawing Toolbar
If the drawing toolbar is not displayed…

3. Click on Drawing
Drawing shapes and lines
1. Click on the shape you wish to draw

2. Click and drag over the slide to create the shape
If you want to draw lots of shapes

Double-click the icon. It will stay on after you have drawn your first
shape
Creating a perfect shape or a straight line

1. Click on the shape you wish to draw
Drawing a text box

If you wish to add extra text onto your slide, you can draw a text box
1. Click on the text box icon
2. Click and drag over the slide to create the text box
3. Type your text into the box

Selecting Shapes
Selecting one shape
1. Click on the shape White “handles” will appear around the
Edge
Handles
2. Click away from the shape to de-select
Selecting more than one shape

1. Click on the first shape you require
3. Click on any other shapes you require Handles will appear
around all selected
shapes
Selecting more than one shape with the select objects icon
1. Click on the select objects icon
2. Position the mouse underneath ALL the shapes you wish to select
and to the left of ALL the shapes you wish to select
3. Click and drag over the shapes A dotted line will appear around
them
4. Release the mouse Handles will appear around selected

shapes

Editing Shapes
Moving shapes
1. Select the shape(s) you wish to move
2. Position your mouse in the middle of the shapes It will change
to a four-
headed
arrow
3. Click and drag to a new position
You cannot move text boxes like this

If you have drawn a text box, or your shape contains text, see
section “Moving shapes which contain text” on page 89.
Re-sizing shapes
1. Select the shape(s) to re-size
2. Hover the mouse over a handle It will change to a double-
headed arrow
3. Click and drag outwards to make the shape bigger
or
Click and drag inwards to make the shape smaller
Deleting shapes
1. Select the shape(s) to delete
2. Press delete on the keyboard
Creating copies
1. Select the shape(s) you wish to copy
2. Hold down the control key
3. Click and drag from the middle of a shape Your mouse
should have a
small plus sign
next to it
Or Ctrl D

Adding Text to Shapes

Adding text to shapes
1. Select the shape to add text to
2. Start typing!
Moving shapes which contain text

Once you have added text to a shape, you cannot move it by dragging from the
middle, instead:
1. Click inside the shape Diagonal lines appear around

the border
2. Click on the diagonal lines Dotted line appears around the
border
3. Position the mouse over the dotted line, NOT the handles
4. Click and drag to a new position
Changing the text wrapping inside shapes

3. Click on AutoShape
4. Click on Text Box tab
5. Change the options as required (see above)
6. Click OK
Click here to
have the text
wrap inside
the shape
The position
of text
Click here
to change
the shape
The internal
and size of
text box
the shape
margins
to fit the text
Click here to
rotate the text
onto its side
inside the
shape

Formatting Shapes and Lines

Changing the colour of shapes
1. Select the shape(s) to change
2. Click on the down arrow next to fill-colour icon
3. Click on the colour you require
Or
Click on More Fill Colours if the colour you require is not listed
Changing the fill-effect

2. Click on the down arrow next to fill-colour icon
3. Click on Fill-Effects
4. Change the Fill-effects as required
For more information on Fill-Effects see pages 49 to 51.
Changing the line colour

1. Select the line(s) to change
2. Click on the down arrow next to line colour
or
Click on More Line Colours if the colour you require is not listed
Changing the line style

1. Select the line(s) to change
2. Click on the line style icon you require (shown below)
Solid Arrows
lines
Dashes
3. Click on the style you require

3-D and Shadow

Adding shadow

2. Click on the Shadow icon
3. Click on the shadow style you require
The Shadow Toolbar

For more detailed changes to shadows…

2. Click on the shadow icon
3. Click on Shadow Settings Shadow toolbar appears
4. Click on the icon you require from the shadow toolbar
Click on the down

arrow to change
the shadow colour
Click here to turn
the shadow on
or off Click these four icons to
nudge the shadow into a
different position
Adding 3-D
1. Select the shape(s) you wish to change
2. Click on the 3-D icon
3. Click the 3-D setting you require

The 3-D Toolbar

2. Click on the 3-D icon
3. Click on 3-D settings 3-D toolbar will appear
4. Click on the icon you require from the 3-D toolbar
Click here to
change the
direction from Click here to change the
which you look at depth of the 3-D effect
the 3-D shape
3-D on Click on the down

and off arrow to change the
3D colour
Click here to
Click these Click here to change the
four icons to change surface
rotate the 3- direction of texture
D shape the light on
the 3-D

AutoShapes
Drawing AutoShapes
AutoShapes allows you to draw more complicated shapes on your slides
1. Click on the AutoShapes icon
2. Click on the category of AutoShape you require

3. Click on the shape you require from the right
Why do AutoShapes have yellow diamonds?

Some AutoShapes have a small yellow diamond when they are
selected. Click and drag over the diamond to change the shape
Drawing curved lines

2. Click on the lines category
3. Click on curve or freeform icon

4. Click on the slide where you wish to start the first line
5. Move to the mouse to the position where you require the line to start
curving
6. Click the mouse
7. Move the mouse to the next position where you require the line to
start curving
8. Click the mouse
9. Repeat steps 7-8 until the line is finished
10. Double-click when you have finished drawing
Line drawn with the curve icon Line drawn with the freeform icon
Drawing freehand
2. Click on the lines category
3. Click on the scribble icon
4. Click and drag over the slide to draw freehand

Drawing Connectors
Connectors are special lines that you can use to connect two shapes together in
a diagram. When the shapes move – the lines do too!
1. Click on AutoShapes
2. Click on Connectors
3. Click on the style of connector line you require
4. Without clicking, position your mouse over your first Blue squares
shape will appear
around the
edge
5. Position your mouse over the blue square you would like to start the line from
6. Click and drag towards your second shape Blue squares
will appear
around the
second
shape
7. Drag to the blue square where you would like to end the line
8. Release the mouse
Drawing Callouts
Callouts are used when you wish to label something on your slide.
2. Click on Callouts
3. Click on the callout style you require
4. Click and drag on your slide to create the callout
Callouts work the same as text boxes

As soon as you draw a callout, a cursor will appear, ready for you
to start typing.

Moving Callouts
Click and drag the Click and drag this

line to move both the yellow diamond to move
box and the line the line
Click and drag this

yellow diamond to move
the box

WordArt
Creating WordArt
WordArt allows you to jazz up the text on your slides.
1. Click on the WordArt icon
2. Click on the style of WordArt you require

3. Click OK
4. Type your text

5. If required, change the font and font size
6. If required, make the text bold or italic

Moving WordArt
1. Select the WordArt
2. Click into the middle and drag to a new location
Resizing WordArt
1. Select the WordArt
2. Position the mouse over a handle
3. Click and drag to re-size the WordArt
The WordArt toolbar

Use the WordArt Toolbar to change the WordArt
Select the WordArt The WordArt toolbar should appear

automatically
Or
3. Click on WordArt
Change
Allows you Changes the the
to change shape of the alignment
or delete WordArt
text, and
alter the
font Increase or
decrease the
Inserts a space between
new piece letters
of WordArt
Formats the Makes all the Makes the

Click here to WordArt, e.g. letters the text go
choose a change its same height vertical down
different colour, position the slide
WordArt style etc instead of
from the gallery horizontal

Advanced Graphics

Distributing Objects Evenly

An Explanation
The distribute evenly feature allows you to space objects out evenly. The
spacing can be even between the shape at either end or relative to the slide.
Objects spaced evenly between

Objects spaced evenly relative
the shape on the left and the
to the slide
shape on the right
Distributing Objects Evenly Between the Shapes at Either

End
1. Select the shapes to distribute evenly
2. Click on Draw
3. Click on Align or Distribute
4. Make sure that Relative to Slide is NOT ticked
5. Click on Distribute Horizontally if your shapes go across the slide
Or
Click on Distribute Vertically if your shapes go down the slide
Distributing Objects Relative to the Slide

1. Select the shapes to distribute evenly
2. Click on Draw
4. Click on Relative to Slide if it is not ticked already
5. Click on Draw
7. Click on Distribute Horizontally if your shapes go across the slide
Or
Click on Distribute Vertically if your shapes go down the slide

Aligning Objects on the slide

Aligning Shapes to Each Other
If you wish to line shapes up on the slide you can only align them to each other.
Below are some diagrams of two shapes aligned to each other in different ways
Vertical Alignment for shapes that are above each other
Horizontal Alignment for shapes that are side by side
1. Select the shapes you wish to align

2. Click on Draw
3. Click on Align and Distribute
4. Make sure the relative to slide box is NOT ticked
5. Click on the Alignment you require
Aligning Shapes Relative to the Slide

1. Click on Draw
3. Click on relative to slide if it is not ticked already
4. Select the shape you wish to align
5. Click on Draw
7. Click on the Alignment option you require
When I align several shapes on the slide they all go on top of each
other!
If you select several shapes and Align them relative to the slide,
PowerPoint just aligns them all into the same place! If you want
shapes to maintain the distance and alignment they have with
each other, then you must group them before aligning them on
the slide (see page 101)

Grouping and Ungrouping

Grouping Objects
If you have drawn a diagram, spaced it evenly and aligned it neatly, it will be a
bit of a bother if you then have to move or re-size the whole thing.
Once you have completed your diagrams it is a good idea to group all the
shapes it contains together. The computer then sees the diagram as one shape,
which can be moved and re-sized as one. However, you will no longer be able to
select the shapes separately.
1. Select the shapes to group

2. Click on Draw
3. Click on Group Selected shapes become ONE shape
Ungrouping Objects
If you need to select an individual shape in your diagram again you an ungroup
1. Select the shape to ungroup

2. Click on Draw
3. Click on Ungroup Shape “splits” into individual shapes
again
Re-group
Use re-group to group together objects that have been grouped together at an
earlier stage
1. Select any shape that was part of the original group

2. Click on Draw
3. Click on re-group
You may Lose Wrapping!

When you re-group objects, you may lose any wrapping option
you had previously chosen. To make sure the grouped object
doesn’t appear over text:
Select the group (not an individual item)
Click on the Format Menu and choose Object
Select the layout tab and choose Square
Click on OK

Changing the Stacking Order

Send to Back/Bring to Front
If you have two objects on a slide that are on top of each other, you can choose
which one is on top and which one is behind, e.g. if you have a picture and some
text, and you wish the text to go behind the picture.
1. Select the object you wish to move

2. Click on Draw
3. Click on Send to Back
or
Click on Bring to Front
I can’t select the object that’s behind anymore!

If you send an object behind something, it becomes difficult to
select it, because you can’t click on it! If you press the tab key
repeatedly it will cycle through all the objects on the slide,
selecting each one in turn
Send Backward/Bring Forward

If there are more than two objects on the slide that are on top of each other, they
form a “queue” on the slide. Send Backward and Bring Forward move an object
one position in the queue. The diagram below shows 3 circles with their queue
order –1, 2, or 3.
If we send circle number 1 backward, it does not go to the very back, but just
behind slide number 2, which is now at the front of the queue
1. Select the shape to move

2. Click on Draw
3. Click on Order
4. Click on Send Backward
or
Click on Bring Forward

Extra Drawing Features

Rotate
1. Select the shape(s) to rotate
2. Click on the green handle and rotate
Click here
and rotate
Or to rotate by exactly 90°
1. Select the shape(s) to rotate

2. Click on Draw
3. Click on Rotate or Flip
4. Click on Rotate Left
or
Click on Rotate Right
Flipping
2. Click on Draw
3. Click on Rotate or Flip
4. Click on Flip Horizontal to turn the image back to front
Or
Click on Flip Vertical to turn the image upside down
Nudging
To move your shape a very small distance around the slide:
1. Select the shape(s) to nudge

2. Click on Draw
3. Click on Nudge
4. Click on the direction to nudge the shape
Or
1. Select the shape(s) to nudge
2. Use the cursor keys on the keyboard to move it around

Images from the

Internet

Images/photographs from the

Internet
As well as drawing or scanning images in, it is as easy to search and insert an
image/photograph from the Internet. The most popular search engine you can
use in Google.
Searching for an image/photograph using Google
1. Open Internet Explorer

2. In the address bar, type
www.google.co.uk
3. Search for a relevant subject
4. Press Enter
5. Click on the Images link
6. Images will appear

associated with what you
have searched for
Copying an image/photograph from Google to a slide

1. Right-click on an image
2. Choose Copy
3. Press Alt+Tab to switch to
PowerPoint
4. Move to the slide you want to
add the image to
5. Right-click where you want
the image to be
6. Choose Paste

Changing the size of an image/photograph

1. Click on the image to select
it
2. Position the cursor so it is on
one of the handles
3. Click and drag to change the
size of the image
Copying an entire webpage onto a slide

1. Find the webpage you want
to copy
2. Press the Print Screen This button is often at the top of
button the keyboard on the right
3. Press Alt+Tab to switch to
PowerPoint
4. Create a new blank slide
5. Ctrl+V to paste the image

Graphs & Charts

Creating Charts
Using the Slide Layout
1. Click on new slide icon
2. Click on the chart layout
3. Double-click the chart area You will be taken to Microsoft

Graph (see next page)
Or to change the layout of an existing slide
1. Select the slide to change

2. Click on Format
3. Click on Slide Layout
4. Click on the chart layout
5. Double-click the chart area You will be taken to Microsoft
Using the Icon

1. Select the slide you wish to add a chart
to
You will be taken to Microsoft
2. Click on the chart icon
Using the Menu

1. Select the slide you wish to add a chart to
3. Click on Chart You will be taken to Microsoft

Microsoft Graph
What is Microsoft Graph?
• Microsoft Graph is a separate program that comes free with PowerPoint.
• When you insert a chart, PowerPoint opens up Microsoft Graph.
• It is in this program, rather than PowerPoint, that you create and edit your
chart.
Switching from Microsoft Graph to PowerPoint

Once you have finished your chart you will need to come out of Microsoft Graph
and go back into PowerPoint. When you are in Microsoft Graph:-
• There will be black diagonal lines around the edge of your chart
• The Chart Toolbar will appear at the top
• Usually, you will see a datasheet in the middle of the screen
Click outside the diagonal lines around the chart to go back to

PowerPoint
Switching from PowerPoint to Microsoft Graph

If you need to edit your chart, you will have to return to Microsoft Graph
Double-click in the middle of the chart to go back to Microsoft Graph

The Datasheet
Deleting Information From the Datasheet
When you first go into Microsoft Graph, the datasheet will have example figures.
In order for your chart to work correctly, you must delete the example figures.
1. Click the top left corner to select the whole datasheet (see above)
2. Press delete
Click here
to select
the whole
of the
datasheet
Adding Information
The information you wish to chart should be typed into the datasheet
• Labels across the top must start directly underneath “A”
• Labels down the left hand side must start directly next to “1”
1. Click into the cell where you wish to start typing

2. Start typing!
3. Press tab to move to the next cell
Or
Use the cursor keys to move to the next cell
Or
Click on the cell you require
PowerPoint will “build” the chart in the background as you type the figures!
The first column and the first row are “frozen”!

So if you scroll around the datasheet, these parts will not move!
This can make it appear as if you have lost data, but if you scroll
back towards the top or left it will re-appear

Re-sizing the Datasheet

If your datasheet is too small…
1. Position the mouse at a corner of the It will change to a

datasheet double-headed black
arrow
2. Click and drag
Show/Hide the Datasheet

Click the View Datasheet icon
Amending Your Data

1. Show the datasheet
2. Click into the cell you wish to change
3. Type your new information

Selecting Parts of a Chart

To select parts of the chart you must be in Microsoft Graph!
You can select the parts of a chart by using the Chart objects icon
What Are the Parts of a Chart?

Category Axis The x axis (this usually runs horizontally)
Value Axis The y axis (this usually runs vertically)
Legend The key next to the chart that shows you what the colours
represent. This may not be present
Plot area The area taken up by the chart alone
Gridlines The lines in the background of the chart that mark the divisions
There may be several gridlines on your chart, or you may have
none!
Series Series will represent the bars in a bar chart, or the pieces of
pie in a pie chart. There will usually be more than one series.
Data Labels Any labels next to the bars or pieces of pie of a chart that
signify the actual value or percentage represented. These may
not be present.
Data Table Shows the figures being charted underneath the chart. This
may not be present.
Titles Titles for the chart or axes. May not be present
Chart Area Absolutely the whole thing!
Chart Area
Chart
The Axes are different in Bar title
Charts
gridlines
In a bar chart, the X axis Quarters
runs vertically, and the Y axis runs
Plot area (indicated by
100
horizontally
thick line)
80
Selecting Different
60
Parts of the Chart with the Mouse
Legend
Click on
40the part of the chart you require Circles will appear around the
part East
ValueOr 20 West
Axis 1. Select
0 the chart North
2. Click on1st
theQtr
down2nd Qtr
arrow next3rd Qtrchart
to the 4thobjects
Qtr icon on the chart
toolbar 20.4
East 27.4 90 20.4
(see
West
next page
30.6
for more
38.6
information
34.6
on the chart toolbar)Category
31.6
Data 3. Click on the part you require (see above) Black boxesAxis will appear
table North 45.9
around the part
46.9 45 43.9

Changing the Colour of the Bars or the Pieces of Pie

1. Select the series you wish to change (see page 112)
2. Click on down arrow next to the fill-icon
Changing the Background Colour

1. Select the chart area (see page 112)
2. Click on the down arrow next to the fill icon

Formatting Text & Numbers

Changing the Font of Text
1. Select the a title, data label, axis or the legend (see page 112)
2. Click on the icons you require on the formatting toolbar (see below)
Changing the Orientation of the Text

1. Select a title, data label, axis or legend (see page 112)
2. Click on an orientation icon on the formatting toolbar
Changing the Number Format

1. Select the figures in the datasheet or an axes which contains numbers
2. Click on the number format icon you require (see below)
Currency Increase
decimal
Percentage Decrease
Add
decimal
commas
Changing the Scale of the Axes

If you would like the axes to start or finish at different numbers so that you can
see your data more clearly, follow the instructions below
1. Select the axis you wish to change
2. Click on the format icon

3. Click on the scale tab
4. Change the options next to minimum and maximum
5. Click OK

Formatting the Whole Chart

Changing the Chart Type
1. Select the chart area
2. Click on the down arrow next to the chart type icon on the standard
toolbar
3. Click on the chart type you require
For more information about chart types see page 118
By Row or By Column
This determines where Microsoft Graph finds the figures for the chart. By row
will take figures in rows, by column will take the figures in the columns.
1. Select the chart

2. Click on the icon you require
By Row By Column
Show/Hide the Legend
Click on the show/hide legend icon
Show/Hide the Data Table

The data table shows you the figures you have charted
Click on the show/hide data table icon

Adding Extras
Adding a Title
2. Click on the Chart menu
3. Click on chart options
4. Click on titles tab
5. Type in the titles you require
6. Click OK
Adding a Trendline
3. Click on Add Trendline
4. Choose the type of trendline you require
5. Click on the series you wish to see a trendline for
6. Click OK
Certain Chart Types do not allow trendlines

You can add trendlines to data series in unstacked 2-D area, bar,
column, line, stock, xy (scatter), and bubble charts. You cannot
add trendlines to data series in 3-D, stacked, radar, pie, surface,
or doughnut charts.
Adding Gridlines
4. Click on the gridlines tab
5. Click next to the gridlines you would like to see
6. Click OK
Adding Data Labels

4. Click on data labels
5. Choose the type of data labels you would like to see
value, label or percentage
6. Click OK

Working with the Chart in

PowerPoint
Moving the chart
1. Click on the chart to select it White circles will appear
around the edge.
2. Click and drag from the middle of the Your mouse should look
chart to a new location like a cross arrow
Re-sizing the chart

Your mouse must look like a double-headed arrow to re-size
1. Click on the chart to select it White circles will appear around

the edge
2. Hover the mouse over a box Your mouse will change to a
double-headed arrow
3. Click and drag to make the chart
bigger or smaller
Deleting the chart
1. Click on the chart to select it White circles will appear

around the edge
2. Press delete

Chart Types
What Types of Chart Are There?
Area chart
Use this when you want to emphasise change

over time. In the example on the right, the
contribution of several states to sales is shown
from 1994 to 1996. Washington has increased
the most over time.
3-D surface
A surface chart is a bit like a topograhic map.

Colours and patterns indicate areas that are in
the same range of values. In this chart
temperature and time are plotted together to
show the tensile strength they produce
Bar chart
A bar chart compares values with each other.

The example chart shows expenditure figures
over six months.
Radar Chart
In this chart, each category of information has

it’s own line radiating out from the centre. In the
example shown there are three brands of
vitamin, each represented by a line. The further
the line reaches out from the centre the more
vitamins it has in it.
Column chart
A column chart is very similar to a bar chart,

except the bars reach vertically instead of
horizontally. The example chart compares
expenditure figures over six months.

Bubble chart
A bubble chart shows three sets of variables,

represented by the two axes and the size of the
bubble. In the example chart market share is
plotted. The axes shows the number of products
and the sales, and the size of the bubble shows
the market share.
Line chart
A line chart is useful for comparing trends. In the

example chart, expenditure figures are shown
over six months.
Scatter graph
A scatter graph is useful for comparing a set of

values with the average or predicted values. In
the example chart, one set of dots show
predicted temperatures, and another set of dots
show the actual temperatures around it. This
type of chart is commonly used for scientific
data.
Pie chart
A pie chart can compare one set of figures. In

the example chart, expenditure in January is
shown.
Doughnut chart
A doughnut chart is very similar to a pie chart,

except that it can show more than one set of
figures. Each ring of the doughnut represents a
set of figures. In the example chart, one set
represents Gasoline revenues and the other
property revenues.

Two-Dimensional or Three-Dimensional?
Microsoft Graph offers you some impressive looking three-dimensional chart
options. However, they are not always as clear to read as two-dimensional
charts.
3-D area chart
3-D Bar Chart
3-D Column Chart
3-D Line chart
3-D pie chart
3-D cylinder chart
This performs the

same function as a
column chart, but
the columns are
shaped as cylinders

3-D cone chart
This performs the

same function as a
column chart, but
the columns are
shaped as cones.
3-D pyramid chart
This performs the

same function as a
column chart, but
the columns are
shaped as
pyramids

Importing Data from an Excel

Spreadsheet
Checking your Data in Excel
Your Excel spreadsheet must be laid out in exactly the same way as the
datasheet in PowerPoint. In other words your data must be at the top left hand
corner, with no titles above or below it.
1. Open the spreadsheet containing the data you wish to chart

2. Check that your data is in the top left hand corner, with no extra data
above or below it
e.g.
3. Check which sheet your spreadsheet is on

4. Close and save your spreadsheet
5. Close Excel
Importing From Excel into PowerPoint

1. Create a new slide with a layout for a chart
2. Double-click on the chart area
3. Select the datasheet
4. Press delete
5. Make sure the whole datasheet is still selected
6. Click on Import file

7. Change the “Look in” box to the folder where your spreadsheet is
saved
8. Click on your spreadsheet
9. Click OK
Click on the sheet

containing the
data you wish to
chart
10. Click on the sheet you require

11. Click OK

Inserting a Diagram
What is a Diagram?
Organisation charts and Diagrams are used to represent relationships between
elements in various ways,

1. Click on New slide icon
2. Click on the diagram and Organisation chart layout

3. Double-click the chart area You will be taken to the diagram
gallery
Or to change the layout of an existing slide…

4. Click on the Diagram or organisation chart layout
5. Double-click the chart area You will be taken the diagram
gallery
Each diagram has a toolbar that can be used

to change how the diagram looks, add extra
elements and select elements. The toolbar will
appear automatically when the diagram is
created.

Using the Menu

1. Select the slide you wish to add an organisation
chart to
3. Click on Diagram You will be taken to the diagram
gallery

Working with an Organisation

Chart
Adding Information to a Box
1. Open the Diagram gallery (see page 124)
2. Select the Organization chart

3. Click OK
4. Click into a shape you wish to add information into
5. Type information
6. Press return to type on the next line
7. Click into the next shape and repeat until complete
Amending Existing Text

1. Click in the box you wish to change
2. Edit the text as normal

Adding Extra Boxes

1. Click on shape you wish to add to
2. Click on the dropdown arrow next to the insert shape icon on the
Organization toolbar
3. Select the appropriate option
Selecting shapes
1. Click on at least one shape
2. Click on the dropdown arrow next to the Select icon on the
Organisation toolbar
3. Select the appropriate option
Auto formatting
1. Click on at least one shape
2. Click on the Auto format icon on the Organisation toolbar
3. Select a style
4. Click on Apply
Deleting Boxes
1. Select the box(es) you wish to delete
2. Press delete

Changing the Font

1. Select box(es) you wish to change
3. Click on Font
4. Change the font as required
5. Click OK
Changing the Box Colour

1. Select the box(es) you wish to change
2. Click on dropdown arrow next to Fill colour icon
I can’t change the colours

You may have applied an auto format; Apply the default auto
format first
Changing the Background Colour

1. Click on Chart area and not on an individual box
2. Click on dropdown arrow next to Fill colour icon

PowerPoint & Word

Sending to Word
If you want to put your slides into Word to create a manual or handouts you can
use the send to feature of PowerPoint!

2. Click on Send To
3. Click Microsoft Word
4. Click next to the page layout you require

5. Click next to paste to copy the slides as they are now
Or
Click on paste link to create a link between PowerPoint and Word. If
your slides change in PowerPoint they will also change in Word
6. Click OK
Paste Link does not work with Speaker's Notes…

If you send your Speaker's Notes into Word, they will not update
when you change them in PowerPoint.

Creating Word Tables

1. Click on new slide icon
2. Click on the table layout
3. Double-click the table area
4. Type in the number of columns you require

5. Type in the number of rows you require
6. Click OK
Or to change the layout of an existing slide

4. Click on the table layout
Using the Menu

1. Select the slide you wish to add a table to
3. Click on Table
4. Type in the number of columns you
require
5. Type in the number of rows you require
6. Click OK
Using the Icon
1. Click on the table icon

2. Click and drag over the number of columns and rows you require

Working with the Table

Adding Text
1. Click into the cell you would like to add text to
2. Start typing!
Moving Around
Press the tab key to move to the next cell
Or
Use the cursor keys to move around the table
Or
Click the mouse into the cell you wish to move to
The Tables and Borders Toolbar

Whilst you are working with the table the tables and borders toolbar should
appear
If it does not appear…

3. Click on Tables and Borders
Turn off the pencil icon

The pencil icon turns on automatically when the tables and
borders toolbar is first displayed. This causes your mouse to look
like a pencil. Click on the pencil icon to turn it off

Selecting Parts of the Table

Selecting with the Mouse
1. Click on the table to select it “Circles” will appear
around the edge
2. Position the mouse at the start of the The mouse must look
first cell you require like the I bar
3. Click and drag over the cells you require
Selecting with the Menu

1. Click into the part of the table you wish to select
2. Click on Table on the tables and borders toolbar
3. Click on Select Table
Or
Click on Select Column
Or
Click on Select Row
Selecting Several Rows or Columns

1. Click into the first row or column you require
2. Click on Table on the tables and borders toolbar
3. Click on Select Column
Or
Click on Select Row
5. Press a cursor key to select the adjoining column or row

Rows and Columns

Inserting New Rows
1. Click in the row next to where you require a new one

3. Click on Insert Rows Above
Or
Click on Insert Rows Below
Inserting New Columns

1. Click in the column next to where you require a new one

3. Click on Insert Columns to the left
Or
Click on Insert Columns to the right
The Table has gone off the slide

If you insert new rows or columns, the overall size of the table
does not adjust to fit on the slide. It is up to you to change the size
of the rows or columns
Deleting
1. Click into the row or column you wish to delete

3. Click on delete columns
or
Click on delete rows

Re-sizing and Moving

Re-sizing Rows or Columns
1. Position the mouse at the border of the row or column you wish to re-
size
The Mouse must look like a double-headed arrow
Re-sizes Re-sizes
rows Columns
2. Click and drag
Re-sizing the Whole Table

1. Select the table White “circles will appear around
the edge
2. Position the mouse over a white The mouse will change to a
box double-headed arrow
3. Click and drag
Moving the Whole Table

1. Select the table A “border” will appear around the edge
2. Position the mouse over the border at the edge of the table(see
below)
The mouse will change to a four headed arrow
3. Click and drag to the new position

Borders
Adding Borders
1. Select the part of the table you wish to add a border to
2. Click on the down arrow next to line style (see below) and click on the
style required
3. Click on the down arrow next to line width icon (see below) and click
on the size required
4. Click on the colour icon (see below) and click on the colour required
5. Click on the down arrow next to the borders icon and click on the
border you wish to apply (see below)
Line style Borders icon
Line width Colour
Removing Borders
1. Select the part of the table you wish to remove borders from
2. Click on the down arrow next to the borders icon
3. Click on the border you wish to remove
(Any borders which can be removed will show look light grey)
Or
Click on the no borders icon

Shading
Adding Shading
1. Select the cells you would like to add shading to
2. Click on the down arrow next to the shading icon
Or
Click on More Colours if the colour you require is not listed
Removing Shading
1. Select the cells you wish to remove shading from
2. Click on the down arrow next to the shading icon
3. Click on No Fill

Extra Table Features

Changing the Vertical Alignment
1. Select the cells you wish to change
2. Click on the alignment icon you require
Merging Cells Together

You can join cells together in a table
1. Select the cells you wish to merge
2. Click on the merge cells icon
Splitting Cells
Splitting cells can create extra columns where needed, or can be used to split up
cells which have been merged.
Originally there
were three cells in
this row. They have
1. Select the cell(s) to split
2. Click on the split cells icon Cell(s) will be split in two

On-Screen Shows

Slide Show View

Running your slide show
1. Select the slide you wish to start from
2. Click on slide show view icon

Or
1. Click on the Slide Show menu
2. Click on View Show
Going to the next slide

Click the mouse anywhere on the slide
Or
Press the right cursor key
Going to the previous slide

Press the left cursor key
Or
1. Right-click on the slide
2. Click on previous
Going to any slide

2. Click on Go
3. Click on the slide title you wish to go to
Closing Slide Show View before the show is over

Press ESC on the keyboard
Or
2. Click on End Show

Pointer Options in Slide Show

View
Drawing on your slides
If you wish to underline points, or circle parts of your slide you can draw on them
during a slide show.

2. Click on Pointer Options
3. Click on Pen The mouse will change to a pen
4. Click and drag over your slide
Drawing straight lines

Hold down the shift key whilst you drag, and your line will be
straight.
How do I delete what I’ve drawn

What you draw with the pen is not permanent. Once you have
moved to the next slide, whatever you have drawn is erased.
Turning the pen off

3. Click on Automatic Mouse will return to normal
Hiding the Mouse

If you don’t wish your audience to see the mouse moving across the screen it
can be hidden. You will still be able to click it to move around the slides.

3. Click on Hidden

Slide Transitions
What are Slide Transitions?
This refers to the way that the slide comes onto the screen in an on-screen
show.
Creating Slide Transitions in Slide Sorter View

1. Switch to slide sorter view
2. Click on Transition icon Slide transition task pane

appears
3. Select the slide(s) you wish to add a transition to

4. Click on the transition effect you require in the Slide transition task
pane
Modifying the transition

In the Slide transition task pane
Close the transition

speed here
Choose a sound to
go with your
transition here

Animation Effects
What are animation effects?
Animation effects can be applied to any “object” on your slide, such as text, or a
picture. Once it is animated, it will “fly” onto the screen. This can be useful for
long bulleted lists. Each point can fly in separately, so that your audience does
not have to concentrate on the whole list at once.
Applying an Animation Scheme

There are preset animation schemes that you can apply to your presentation
and modify. These schemes affect objects that are in placeholders. The
schemes are categorised into Subtle, Moderate and Exciting.
In Normal or Slide sorter view
1. Click on the Slide show menu

2. Click on Animation scheme Slide design task pane appears
3. Select the slides you wish to apply animation to

4. Select the effect you require A preview of the effect will be
seen

Custom Animation
Getting to the Custom Animation task pane
With custom animation you can animate things which are not in placeholders,
create more whizzy animations from scratch or edit the preset animations you
may have already applied.
In Normal View:

2. Click on Custom Animation The Custom Animation task

pane will appear
Adding Custom Animation

With Custom Animation you can control how things arrive on screen, make it do
something when it gets there, control how it leaves and make it move according
to any route you want.
In Normal view
1. Open the Custom Animation task pane (see page 144)

2. Select Slide to animate
3. Select object to animate
4. Click on Add Effect
Happy Computers – 020 7375 7300 Controls how things arrive on screen
Page 145
Controls how
Controls whatthings
happens
exitwhen
move arrived
screen
about on screen
5. Select from one of the above and choose from the options
Why is there so much animation going on?

PowerPoint will add animation effects on top of each other so you
may need to delete effects you may have previously added
6. Click on Play to replay how the effect looks
7. Modify how effect starts if required
Animation event begins on click of the

mouse on the slide
Animation sequence begins at the same

time as the previous item in the list (that is,
one click executes 2 animation effects).
Animation sequence begins immediately

after the previous item in the list if finished
playing (that is, no additional click is
required to make the next sequence start).

Modify speed of effect if required
8. Make any other Modifications required

9. Add any other effects if required
Editing Animation Effects

In Normal view
Click on
effect
number to
edit the
title
2. Select the number(s) relating to the item(s) you want to change
3. Click on Change Effect
Controls how things arrive on screen
Controls what happens when arrived
Controls how things exit screen
Controls how things move about on screen

4. Select from one of the above and choose from the options
5. Click on Play to replay how the effect looks
6. Modify how effect starts if required
Animation event begins on click of the

mouse on the slide
Animation sequence begins at the same

time as the previous item in the list (that is,
one click executes 2 animation effects).
Animation sequence begins immediately

after the previous item in the list if finished
playing (that is, no additional click is
required to make the next sequence start).
7. Modify speed of effect if required
8. Make any other Modifications required
I want to add another effect
Select the place holder and click on Add effect

Animate text options

The text options change the way that text comes onto the screen
In Normal view

2. Click on drop down relating to text in the task pane list
3. Select Effect options
Choose from
All at once
By word
By letter
4. Select from Animate text option drop down

5. Click OK
Changing the animation order

In Normal view

2. Select Placeholder
Or
Select the effect number in the slide
3. Click on the up or down arrow to change its order

Animate text options

The text options change the way that text comes onto the screen
In Normal view

2. Click on drop down relating to text in the task pane list
3. Select Effect options
Click on the drop

down arrow and
choose a sound
4. Select from Sound option drop down

5. Click OK
Inserting a Movie
In Normal view

2. Click on Movies and Sounds
3. Choose Movie from File
4. Browse for the movie you want to insert
5. Click OK

Rehearsing the Timings

Rehearsing the timings
1. Click on Slide the Show menu

2. Click on Rehearse Timings
3. Run the slide show as normal
Or
1. Switch to slide sorter view
2. Click on the Rehearse Timings icon
3. Run the slide show as normal
Once the slide show is finished, you will see a message
Click yes if you are happy with the timing
Switching off the timings

2. Click on Set Up Show
3. Click next to the “Manually” box

Hyperlinks
Hyperlinks are links that allow the user to move to a different place. This could
be a different slide in the same presentation, a different presentation, a website
or even an email address. Hyperlinks are activated by clicking on them and can
be presented as text or as a button.
Inserting a Hyperlink to a slide in a different presentation

1. Click where you want the hyperlink to appear
3. Click Hyperlink
4. Type the text you would like to display as the Hyperlink
5. Select the location of the file in the Look in: box
6. Select the presentation that you could like to link to

7. Click on the Bookmark… button

8. Select the Slide you would like to link to

9. Click OK
10. Click OK
The Hyperlink will appear on your slide.

Inserting an Action button

Action Buttons are used for creating hyperlinks. They can be used during an on-
screen show to link to web pages, other PowerPoint presentations, or other
documents.
2. Click on Action Buttons
3. Click on the Action Button you require
4. Click and drag over your slide to create the button

5. Change the “Hyperlink to” box to the place you wish the link to take
you
6. Click OK
The Hyperlink can only be used in Slide Show view

Click on the hyperlink whilst you are giving your slide show on-
screen

Setting Up The Show

Setting Up the Show To Loop Continuously

2. Click on Set Up Show
3. Tick in the box next to Loop continuously until ‘Esc’
4. Click OK

The Package for CD Wizard

What is the Package for CD Wizard?
The Package for CD Wizard allows copy your presentation onto CD. You will
need to have a CD writer attached to your computer to do this
Using the Package for CD Wizard

1. Open the presentation you wish to pack
3. Click on Package for CD A wizard will start
4. Click in the box next to Name the CD and give your presentation a
name
5. Click on Copy to CD (make sure there is a CD in the CD drive)
6. Follow the steps as prompted

Appendices

Presentation Design Tips

Microsoft provides some good hints and tips for your presentation. Here they are
in all their glory. Some of the elements that they mention are covered in later
sections of this manual or on the advanced PowerPoint course.
Use a single font

When too many lettering styles are mixed together, slide readability goes down.
Stick to a single font and develop variety with tasteful use of different sizes
Six lines or less

Avoid making slides with too many lines of text. Too many items in a list force
your viewers to work overtime to comprehend them all. Six lines is a good rule of
thumb
Use key phrases

Use short key phrases, eliminating verbs, articles and other words that are not
essential to your message.
Use build sequences

Keep your audience in touch with more complex topics by using animation
effects to bring the points on one at a time.
Use initial capitals

Use leading capitals instead of capital letters. All caps are hard to read and tend
to lose the emphasis that you want.
Break up complex slides

If a slide is too complex, break it into two or more slides.
Focus on One Point

Keep visual elements to a minimum. Incidental art can have great eye appeal,
but when you add too many fancy frills your message gets lost in the clutter. One
graphics element per slide is a good rule of thumb.
Minimise special effects

Unless you are trying to achieve a one-time dramatic effect, avoid using too
many colours, too bright colours, overly ornate typefaces and other distracting
elements.

Be mindful of contrast
The greater the contrast between foreground and background, the more legible
the image. Avoid slides with blaring white or light backgrounds
Use traditional orientation

Your audience is used to reading text from left to right, top to bottom. Techniques
that alter this tradition usually distract from a presentation.
Keep text format consistent

Unexpected shifts in text type style disturb the audience’s attention.
Avoid non-essential values and grids on graphs

Such extraneous detail can obscure your message.
Keep graphs simple

Don’t overlay too many lines or graphic elements. If people don’t have enough
time to sketch your graph, it’s probably too complex.
Round numbers on graphs

Round off numbers and use axis titles that indicate the rounding.
Start graph axis values with zero

Axes that start in mid-scale can confuse and mislead.
Animations and transitions

Transitions are special effects that introduce a slide in a slide show. You can
choose from a variety of transitions and vary their speed. You can change the
transition effect to indicate a new section of a presentation or to emphasise a
certain slide.
Animations are special sound or visual effects that you can add to text or other
objects, such as a chart or picture. Design your animated slides so that your
points appear from the left. Then, to emphasise a particular point, bring it in from
the right. The change will grab the audience's attention and reinforce your point.
Music, sound and videos

An occasional burst of music or sound during a transition or animation can focus
the audience on the slide show. You can also play videos that might include part
of a company's commercial or training film. But remember not to overdo it —
frequent use of special effects can draw attention away from the content of your
presentation.


Style-Checking
Changing the Office Assistant options
PowerPoint can check your presentation’s style for you, but only if the Office
Assistant is set to do so
1. Click on the Help menu

2. Click on Show Office Assistant
3. Click on Options
4. Click on the Options tab

5. Make sure that the “Using features more effectively” box is ticked
6. Click OK
Style-Checking
1. Make sure the Office Assistant is on and that the options are set
correctly (see above)
2. Office Assistant will place a light bulb next to errors
3. Click on the light bulb
4. Click next to the option you require
5. Click OK
Changing the Style Checker options

1. Click on the Tools menu
2. Click on Options
3. Click on the Spelling and Style tab
4. Click on Style Options
5. Change the options as required
6. Click OK

Working With Toolbars

Moving Toolbars around the screen
If a toolbar is getting in your way…
1. Position the mouse on the blue part of the title bar

2. Click and drag to a new location Click on the
blue part of the
title bar
Or
1. Position the mouse on the blue part of the title bar
2. Double-click Toolbar will “dock”
to an edge of the
screen
Or if the title bar is not showing:
1. Position the mouse to the left of the toolbar

2. Click and drag to a new location
Turning Toolbars on and off

3. Click on the toolbar you require It will have a tick if it is currently
on

Index

Index
3-D.................................................91 Excel............................................122
Alignment........................................... Expand...........................................36
of Text.........................................60 Fill-Effects................................48, 90
Animation Effects.........................143 Fill-Effects..........................................
Animation Order..................149, 150 Gradient......................................49
AutoContent Wizard......................23 Pattern........................................51
AutoShapes...................................93 Texture........................................50
Background....................................48 Flipping........................................103
Omitting Graphics.......................52 Fonts..............................................59
Blank Presentation........................21 Replacing....................................59
Bold................................................60 Footer.............................................66
Borders..........................................82 Formatting......................................59
Brightness......................................81 Freehand Drawing.........................93
Bullets............................................61 Gradient.........................................49
Using a Picture...........................63 Graphics.............................................
Callouts..........................................94 Getting rid of from the background
Charts................................................ .................................................52
Changing the colour..................113 Grouping......................................101
Changing the type of.................115 Handout Master.............................57
Creating....................................108 Handouts.......................................70
Moving.......................................117 Headers and Footers.....................66
Titles..........................................116 Help................................................13
Trendlines.................................116 Hyperlinks....................................152
Clipart................................................. Action Buttons...........................154
Toolbar........................................81 Inserting....................................152
Using the Gallery........................76 Image Control................................81
Collapse.........................................36 Images/photographs from the
Colour................................................ Internet............................................
of Shapes....................................90 Changing the size.....................106
Colour Schemes............................45 Copying.....................................105
Connectors....................................94 Copying an entire webpage......106
Contrast.........................................81 Searching..................................105
Copying Shapes............................88 Indentation.....................................64
Cropping........................................82 Italic................................................60
Custom Animation.......................144 Layouts..............................................
Date...............................................66 Changing....................................25
Deleting.............................................. Line Spacing..................................60
Pictures.......................................80 Lines..............................................86
Slides..........................................41 Drawing curves...........................93
Demote..........................................35 Style............................................90
Design Templates....................23, 43 Logos.............................................65
Design Tips..................................158 Master Slides.....................................
Drawing..........................................86 Definition.....................................53
During an On-Screen Show.....141 Moving...............................................
Freehand....................................93 Headers & Footers.....................67

In an On-Screen Show.............140 Shapes........................................87

Pictures.......................................79 Shadowed......................................60
Scroll-Bars..................................31 Shapes...........................................86
Slide in Slide Sorter View...........41 Colour.........................................90
Text in Outline View....................36 Show/Hide Formatting...................37
WordArt.......................................97 Size................................................60
New.................................................... of Slides......................................68
Slides..........................................30 Slide Master...................................54
Normal View....................................... Slide Number.................................66
Definition.....................................32 Slide Show view.................................
Notes Master.................................58 Definition.....................................33
Notes Page View............................... Slide Show View..........................140
Definition.....................................33 Slide Sorter View...............................
Nudging.......................................103 Definition.....................................33
Numbering.....................................61 Using...........................................41
Organisation Chart......................126 Speaker’s Notes............................38
Orientation.....................................68 In Slide Sorter View....................42
Outline View....................................... Printing........................................39
Using...........................................34 Stacking.......................................102
Pack & Go Wizard.......................156 Starting...............................................
Page Setup....................................68 PowerPoint.................................18
Picture................................................ Style-Checking.............................161
Fill-Effect.....................................51 Summary Slide..................................
Pictures.............................................. In Outline View............................37
Inserting Clipart...........................74 In Slide Sorter View....................42
Inserting From File......................74 Task Panes....................................19
Placeholders...................................... Templates......................................71
Definition.....................................25 Text....................................................
Moving & Re-sizing.....................29 Adding to placeholders...............25
Working with text........................29 Adding to Shapes.......................89
Pointer Options............................141 Changing the size.......................60
PowerPoint........................................ In Outline View............................34
Overview.....................................17 Text Box.........................................86
Printing............................................... Text Wrapping................................89
Handouts....................................70 Title Master....................................55
Slides..........................................69 Toolbars.............................................
Promote.........................................35 3-D..............................................92
Re-colouring..................................83 Drawing.......................................86
Re-sizing............................................ Outlining......................................34
Pictures.......................................79 Shadow.......................................91
Re-Sizing........................................... Turning On & Off.......................162
WordArt.......................................97 Transitions...................................142
Rehearsing Timings.....................151 Transparent Colour........................83
Rotate..........................................103 Underlined.....................................60
Running Slide Show....................140 Ungrouping..................................101
Screen...........................................24 Views.............................................32
Adjusting the areas.....................24 Web....................................................
Selecting............................................ Finding Clipart on........................77
In Outline View............................35 WordArt..........................................96
In Slide Sorter View....................41


1 Power Point 2003 New and Experienced Users

Hochgeladen von

Dokumentinformationen

Originalbeschreibung:

Originaltitel

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

1 Power Point 2003 New and Experienced Users

Hochgeladen von

Copyright:

Verfügbare Formate

Version 1.

Happy Computers Manual for

Happy Computers allows this guide to be copied, provided that permission is

© Happy Computers 2008 - 12/06/2006

Page 2 Happy Computers 020 7375 7300

The Handout Master.........................................................................................57

Happy Computers – 020 7375 7300 Page 3

Page 4 Happy Computers 020 7375 7300

Happy Computers – 020 7375 7300 Page 5

Happy Computers’ Telephone

We want you to ring

Who can ring the help-line?

Page 6 Happy Computers 020 7375 7300

It is a guarantee of the quality of our training, so we don’t extend it to anyone

The support we offer

Outlook: Our training courses use Outlook on an exchange server. Exchange

When is the help-line available?

PowerPoint 2003 is a category C course

Category A 90% solved within one hour

Category B 90% solved within four hours

Category C 90% solved within 24 hours

Category D 90% solved within 2 working days

Category F 90% solved within 5 working days

Happy Computers – 020 7375 7300 Page 7

Other sources of help:

www.deja.com A website which is a newsgroup run by Google. You can type

Page 8 Happy Computers 020 7375 7300

The Happy Computers’ Web Site

Why should I visit it?

Who runs it?

What is all that stuff above about?

Happy Computers – 020 7375 7300 Page 9

About This Manual

Page 10 Happy Computers 020 7375 7300

Who is it for and how to use it

How should I use it?

This is what you do This is a description of what is

Happy Computers – 020 7375 7300 Page 11

What do the icons mean?

Right Mouse Button You can also

Page 12 Happy Computers 020 7375 7300

Using this Guide

For help on a particular part of the screen:

The official PowerPoint 2003 Manual

Happy Computers – 020 7375 7300 Page 13

Ring Happy Computers

Page 14 Happy Computers 020 7375 7300

Using Help in PowerPoint 2003

2. Press return A drop down menu appears

3. Click on what you would like to know more about

Printing the answer

Closing the Help Window

Happy Computers – 020 7375 7300 Page 15

Page 16 Happy Computers 020 7375 7300

All of these are created in exactly the same way!

It can also produce extra documents related to your presentation:-

Slide One Slide Two Slide Three

Happy Computers – 020 7375 7300 Page 17

Starting and Exiting PowerPoint

Or if you have a shortcut

Double-click the icon on the desktop

Click the icon on the shortcut bar