Microsoft PowerPoint 2007

Part 2
ITS Training Program

For PowerPoint video tutorials, please visit

www.youtube.com/MyCSULA
 Agenda
• Formatting Presentation Text I
• Formatting Presentation Text II
• Editing and Proofing Text
• Using the Outline Tab
 Lesson 1
Formatting Presentation Text I
• Formatting Text
• Changing an Existing Font
• Modifying the Font Size
• Changing Font Style, Effect, and Font Color
• Using the Font Dialog Box
• Using the Format Painter
• Selecting Text
• Deleting Slide Items
 Lesson 1
Formatting Presentation Text I
(cont.)
• Moving/Copying Text between Slides
• Using the Paste Options Button
• Using the Clipboard Task Pane
 Formatting Text
• All text formatting in a slide is determined by the
Theme upon which the presentation is based, as
well as the selected slide layout. Text formatting
can be divided into character formatting and
paragraph formatting.
• Character formatting refers to the font style, size,
effect, and color of text on a slide.
• Paragraph formatting refers to the alignment and
indenting of paragraphs, as well as the spacing
between and within paragraphs. It is applied to
selected text only.
 Changing an Existing Font
• Users can change the font to suit the needs, and
customize a presentation to accommodate special
conditions.
• PowerPoint includes many fonts. They range from
heavy and bold to thin and light.
 Modifying the Font Size
• The default font size of titles, bulleted text, and other
text depends upon the template or theme.
• Font size is measured in points. One point is
approximately 1/72 of an inch.
• A font size can be applied to existing text.
Changing Font Style, Effect, and Font
Color
• Font style refers to bolding and italicizing text.
• Font effects include underline, shadow, emboss,
superscript, and subscript.
• The Font Color button has two components. The
Font Color button displays the currently selected
color. To apply this color to selected text, users click
the Font Color button.
 Using the Font Dialog Box
• Users can use the options available in the Font
dialog box to apply specific font sizes, styles, special
effects, and color to selected text.
• The Font dialog box also provides options to change
character spacing.
 Using the Format Painter

Users can use the Format Painter button in the

Clipboard group on the Home tab or on the Mini
Toolbar to copy the formatting of text and apply it
to other text.
 Selecting and Deleting Text
• Text, placeholders, and objects can be selected
using the mouse or key combinations.
• To select all the text in a placeholder, users can
select the text or select the placeholder.
• To delete text, placeholders, and objects, users can
select the text and press the delete key on the
keyboard.
Moving/Copying Text between Slides
• Using the Cut and Paste features
makes it easy to move text.
• To duplicate text, users can use the Copy
and Paste features, except that the Copy
feature does not remove the text from the
original location.
• Cut or copied text is placed on the Clipboard.
When users paste, the most recent item cut or
copied is retrieved from the Clipboard.
 Using the Paste Options Button
• The Paste Options button appears if users paste
formatted text into a differently formatted placeholder.
• Selecting the Keep Source Formatting option, the
text is pasted with its original formatting. Keep Text
Only applies the formatting of the surrounding text
and Use Destination Theme.
• Users can hide the Paste Options button by pressing
the [Esc] key.
 Using the Clipboard Task Pane

• The Office Clipboard can store

multiple items.
• The cut or copied items are
collected on the Clipboard task
pane and remain available to all
Office 2007 products.
• Users can clear the Office
Clipboard of all items by clicking
the Clear All button.
 Lesson 2
Formatting Presentation Text II
• Selecting a Shape Style
• Customizing a Shape Style
• Applying Effects to a Text Placeholder
• Selecting a WordArt Style
• Editing Text Outline Color
• Editing Text Fill Color
• Applying Text Effects
• Adding and Removing Bullets and Numbers
• Modifying Bullets and Numbers
 Selecting a Shape Style

Using a Shape Style for the text not only applies

a predefined shape to the text but also formats
the appearance of the shape.
 Customizing a Shape Style

Shape Style is a quick

and easy method of
enhancing the text in a
presentation.
Applying Effects to a Text Placeholder

Apply a variety
of effects to text
placeholders, such as
Shadows, Reflections,
Glows, Soft Edges,
Bevels, and 3-D
Rotation.
 Selecting a WordArt Style
• WordArt Style is a way of adding visual effects
and colors to the text.
• It easily applies creative and highly visual effects
to the text, such as Fill color, Outline color, and
Text Effect.
Editing Text Outline and Text Fill Color

Choose colors from

the Text Outline
gallery or Text Fill
-
gallery in the
WordArt Styles
group to apply theme
or standard colors.
 Applying Text Effects

• Apply a variety of effects

to the text, such as
Shadows, Reflections,
Glows, Bevels, 3-D
Rotation, and
Transform.
• The Transform effect
changes the warp or path
of the text in a creative
and unique style.
Adding and Removing Bullets and
Numbers

Slides often contain text in bulleted and

numbered lists. Users can add and remove
bullets and numbers manually, if desired. The
bullet and number size and style are determined
by the size and style of the corresponding text
line.
 Modifying Bullets and Numbers
• Bullet and number
styles can be modified
using options
available in the Bullets
and Numbering dialog
box.
• Users can select from
additional bullet and
number styles, as well
as create customized
styles.
 Lesson 3
Editing and Proofing Text
• Changing Text Alignment
• Setting Tab Stops
• Modifying Paragraph Spacing
• Using the AutoFit Options Button
• Finding and Replacing Text
• Running the Spelling Checker
• Importing Text from Word
 Changing Text Alignment
The Paragraph group contains four main
alignment buttons: Align Left, Center, Align
Right, and Justify.
 Setting Tab Stops
The Tab Selector button at the left end of the
horizontal ruler allows users to choose the tab
type to apply. The following four types of tabs
are available:
Tab Type Tab Character Description
Left Lines up the left edge of the text to
the tab stop; this is the default tab
type.
Center Centers the text under the tab stop.

Right Lines up the right edge of the text to

the tab stop.
Decimal Lines up decimal points or periods to
the tab stop.
 Modifying Paragraph Spacing and
AutoFit Options
• Line spacing can be measured in either lines or points.
• If the text no longer fits in the placeholder, the AutoFit
Options button appears. Users can use the AutoFit
options to choose the formatting to be applied, or
press [Esc] to hide the button.

Line Spacing AutoFit Option

 Finding and Replacing Text
• Users can find a word or phrase and replace it with
another word or phrase. Users can replace all
occurrences of the text or just the current
occurrence.
• Match case option can be used to find text that
matches the characters in the Find what box exactly.
• Find whole words only option ignores text if it
appears as part of another word.
 Running the Spelling Checker
• The spelling checker checks the entire presentation.
• Users can run the spelling checker from the Review
tab. The spelling checker starts in the slide containing
the insertion point. The notes pane is automatically
included in the spell check.
 Importing Text from Word
• An existing Microsoft Word document can be used to create a PowerPoint presentation.
• Users can import text from Word into an existing PowerPoint presentation or create a
new presentation by importing an entire outline created in Word.
• PowerPoint creates the outline from text formatted with Heading styles in the Word
document.
• Any text formatted in Word in the Heading 1 style becomes a slide title in the
presentation; text formatted in the Heading 2 style becomes first-level text in a
presentation slide, text formatted in the Heading 3 style becomes second-level text in a
presentation slide, etc.
 Lesson 4 – Using the Outline Tab
• Working with the Outline Tab
• Collapsing and Expand Slides
• Demoting and Promoting Text Lines
• Moving Text Lines
• Adding Slides in the Outline Tab
• Deleting Slides from the Outline Tab
• Rearranging Slides in the Outline Tab
 Working with the Outline Tab
• The presentation outline appears when you click
the Outline tab in the tabs pane at the left-hand
side of the program window.
• The Outline tab displays a presentation in the
form of a classic outline, consisting of separate
lines for the heading and associated body text of
each slide. Text can be indented to one of five
levels. Level one is the highest heading level.
 Collapsing and Expanding Slides
• A collapsed outline allows the user to see the flow
of ideas more easily. This option leaves more of the
screen available.
• Users can choose to collapse the entire outline and
view only the titles of each slide to check for
continuity, or collapse specific slides.
• Users can also expand the entire outline to view all
the body text, or only specific slides.
Demoting and Promoting Text Lines
• PowerPoint provides nine levels of indentation for
the body text on a slide. Level 1 has the smallest
indent and level 9 has the largest.

• To place less emphasis on an item, users can

demote it. When users demote an item, the
indentation increases, vice versa.

• The Show Text Formatting option in the Outline

menu (displayed when right-clicking in the Outline
tab) lets users display the text formatting in the
outline.
 Moving Text Lines
Users can use the Move Up and Move Down
options on the Outline menu to move titles and
body text up or down on a slide or between slides.
If multiple text lines are selected, the entire
selection moves accordingly.
Adding, Deleting, and Rearranging
Slides in the Outline Tab
• By default, newly inserted slides have the Title
and Content layout and appear above the
selected slide.
• Users can easily delete slides from the
presentation outline and delete multiple slides by
first selecting all the slides users want to delete.
• Users can rearrange slides in the presentation
outline, whether the outline is collapsed or
expanded.