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Microsoft
PowerPoint 2007
Efficient Presentation
Techniques
For
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Table of Contents
Overview of PowerPoint 2007 ................................... 2
Creating a Presentation
Starting a Presentation ....................................12
Adding New Slides ..........................................14
Inserting Images ............................................20
Applying Design Themes ..................................24
Exploring PowerPoint 2007 Views
Normal View ..................................................28
Notes Pages ...................................................30
Slide Sorter....................................................32
Outline View ..................................................34
Working With Text In PowerPoint 2007
Formatting Text ..............................................38
Customizing Bullet Lists ...................................42
Applying Line Spacing .....................................50
Copy and Paste Techniques ..............................52
Use Find and Replace ......................................51
Proofing The Presentation ................................56
Creating Tables in PowerPoint 2007 ................... 60
Printing Presentations ................................... 62
Addendum ........................................................... 74
Reference Presentation: UC PowerPoint 2007-New Products Division.pptx
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
CHAPTER
1
MICROSOFT
POWERPOINT 2007
EFFICIENT PRESENTATION
TECHNIQUES
FOR
Jerry Maletsky
Dash Designs Consulting
Technology Training And Consulting
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
Overview Of PowerPoint 2007
CHAPTER
Ruler
Normal View
2 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Overview Of PowerPoint 2007
CHAPTER
1
OFFICE 2007 QUICK ACCESS TOOLBAR
More Commands—Additional
Commands That Can Be Added to
the Quick Access toolbar
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 3
Overview Of PowerPoint 2007
CHAPTER
1
POWERPOINT 2007 COMMAND RIBBONS
Home Tab
Insert Tab
Design Tab
Animations Tab
4 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Overview Of PowerPoint 2007
CHAPTER
1
POWERPOINT 2007 COMMAND RIBBONS
Slide Show Tab
Review Tab
View Tab
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 5
Overview Of PowerPoint 2007
CHAPTER
1
HOW TO GET HELP
If you need help during your Microsoft PowerPoint session, simply press
the <F1> key. The Question Mark icon will also activate the Help
system. If you are in a Dialog Box, PowerPoint will display the help
screen for that specific command or dialog box.
6 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Overview Of PowerPoint 2007
CHAPTER
1
HOW TO GET HELP
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 7
Overview Of PowerPoint 2007
CHAPTER
In addition, you can access a file using the Recent Files list on the right
side of the Office Button menu.
Steps:
Click Office Button menu: Open command
-- Or --
Click the Filename from the Recent Documents list
Navigate to the appropriate drive and folder
Double-Click the file to open it
8 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Overview Of PowerPoint 2007
CHAPTER
1
OPEN A POWERPOINT PRESENTATION
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 9
Overview Of PowerPoint 2007
CHAPTER
1
NAVIGATING A POWERPOINT PRESENTATION
You can navigate a PowerPoint presentation using a variety of different
mouse and keyboard methods.
Keyboard Methods
Method Action
Ctrl+Home Moves to the First Slide
Ctrl+End Moves to the Last Slide
Page Down Moves to the Next Slide
Page Up Moves to the Previous Slide
Mouse Methods
Previous Slide
Lower Right of Screen
Next Slide
10 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Overview Of PowerPoint 2007
CHAPTER
1
NAVIGATING A POWERPOINT PRESENTATION
You can also use the Slides tab to navigate to a specific slide
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 11
CHAPTER
2 Creating A Presentation
Reference File: Start New Blank Presentation
Steps:
Click Office Button: New command
Click an option under Templates
Blank And Recent
Installed Templates
My Templates
New From Existing
Microsoft Office Online
12 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
STARTING A PRESENTATION IN POWERPOINT 2007
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 13
Creating A Presentation
CHAPTER
2
ADDING NEW SLIDES
Every slide you create is based on a slide layout. There are a variety of
slide layouts that contain text or graphics and combinations of both.
When you start a presentation, the default starting slide is the Title
layout. The Slide Layout Task Pane allows you to select the layout you
want to use. You can change the layout of a slide at any time.
Steps:
On the Home Tab, do one of the following:
Click the Top of the New Slide command
-Or- (This will insert a new slide automatically)
Click the Bottom of the New Slide command (This will
open a gallery of slide layout
choices)
Click in the proper placeholder and
fill in your content
14 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
ADDING NEW SLIDES
Types of PowerPoint 2007 Slide Layouts
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 15
Creating A Presentation
CHAPTER
2
ADDING NEW SLIDES
16 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
ADDING NEW SLIDES
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 17
Creating A Presentation
CHAPTER
2
USING THE AUTOFIT SMART TAG
Microsoft Office uses a variety of icons called Smart Tags. They offer
additional options as you work in all the Office programs. One of the
PowerPoint smart tags is the AutoFit tag. It “pops up” automatically
when you enter text into a placeholder (i.e., a Sub-Title) and the text is
larger than the boundary of that placeholder. By default, PowerPoint
will shrink the text to fit the boundary. PowerPoint does offer you an
option to revert back to the original text size in the AutoFit Smart Tag.
The Control
AutoCorrect Options
command opens a
dialog box that allows
you to permanently turn
off the AutoFit option.
Just uncheck either of
both of the AutoFit
check boxes.
18 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
STARTING A NEW PRESENTATION
Practice Exercise:
1. Click Office Button: New menu command
2. Select Blank Presentation
3. Create the following Slides
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 19
Creating A Presentation
CHAPTER
2
INSERTING IMAGES
You can insert photos as well as clipart images onto a slide. You can use a
pre-defined slide layout such as the Title And Content layout. You can
also insert images onto any slide with or without a “content” placeholder.
Steps:
Click the Picture or ClipArt icon in the “Content” place-
holder
— OR —
Click Insert Tab: Picture: (or ClipArt) command
Browse to the folder that contains the picture
Select the Picture or ClipArt
Click OK
20 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
INSERTING IMAGES
Insert Tab: Picture dialog box
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 21
Creating A Presentation
CHAPTER
2
POWERPOINT 2007 IMAGE FORMATTING GALLERY
PowerPoint 2007 includes several new image formatting tools. These include the
Picture Styles gallery in the Picture Tools group. This gallery provides some
high quality image presentation formatting such as beveled edges, rotation, and
shadows. As with other Office 2007 programs, additional command ribbons
(such as Picture Tools) display when that type of object is selected.
Picture Tools,
Format Tab,
Picture Style
Gallery
22 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
POWERPOINT 2007 IMAGE FORMATTING GALLERY
Before
Applying
Picture Style
After
Applying
Picture Style
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 23
Creating A Presentation
CHAPTER
2
APPLYING DESIGN THEMES
PowerPoint includes a group of design templates, called Themes, that can
be used to automatically format a presentation with background graphics
and colors, coordinated fonts, text colors and sizes, fill colors, as well as
customized bullets and master slides. Themes are applied from the
Themes Gallery in the Design Tab. Themes can be applied to all slides
or selected slides only. This makes for a very efficient method of
customizing presentations. Design Themes can also be applied from
existing presentations so that if you or a colleague have created a
presentation, it can be used as the basis for the formatting of a new
presentation.
Steps:
Click Design Tab
Click to Open the Theme Gallery
Select one of the Themes to apply
Themes Gallery
24 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
APPLYING DESIGN THEMES
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 25
Creating A Presentation
CHAPTER
2
SAVING PRESENTATIONS
Just as with all programs, the first time you save your presentation, you
can use the Save or the Save As commands. After the file has been
saved, future updates can be accomplished efficiently with the Save
command.
Steps:
Click Office Button: Save (or Save As) command
Type the appropriate filename
Navigate to the appropriate drive and folder (if necessary)
Click Save
26 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating A Presentation
CHAPTER
2
SAVING PRESENTATIONS
It is important to note that Office 2007 uses a new file format for its files.
The new format is called XML (Xtensible Markup Language) which is a
web-based format that should provide some benefits to users. These
include smaller file sizes, more compatibility with other operating system
platforms, and being more recoverable from file corruptions.
Office 2007 files are not directly compatible with older versions.
That means these files may not be readable in older versions. However, Great Tip!
one of the options that Office 2007 provides is the ability to save the file
as a “97-2003” file format. There will be some features and formatting
from the 2007 version that will not be able to be edited in the older
versions.
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 27
CHAPTER
NORMAL VIEW
There are several views in which to work in PowerPoint. Each view allows
you to perform some specific work. The primary view in PowerPoint is the
Normal View. It actually contains several views but its primary purpose
is to allow you to create and work on the detail of a slide.
The Normal View allows you to access the Notes Pages view as well as
the Outline view and the Slide Tab view. As discussed previously, the
Slide Tab view provides an efficient method of navigating between slides.
Each pane can be adjusted in size by dragging the edge of the pane
window with your mouse.
Other views such as Slide Sorter view and Slide Show view can be
accessed through the View menu or by clicking the View Buttons on the
bottom left of the screen. All these views are discussed in upcoming
pages.
28 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Exploring PowerPoint 2007 Views
CHAPTER
3
NORMAL VIEW
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 29
Exploring PowerPoint 2007 Views
CHAPTER
3
NOTES PAGES VIEW
Notes Pages View, also known as Speaker Notes, allows you to add
notes that can be used by the presenter during the presentation. This is
an excellent method to remind the presenter of important items to discuss
during the presentation that are not displayed on the slides. They can
also be used as handouts to the audience, if preferred.
You can format the text in Note Pages view just as you would text in the
slide. PowerPoint also allows you to print the slides with their notes. It is
important to note that you can only view the actual formatted text
when you print or preview your presentation.
In addition, you can display the notes during the slide show.
Steps:
Click into the Notes Pages pane
Adjust the size of the Notes Pages pane as needed using the
Splitter Bar
Type the preferred content
Select the text and format as preferred (i.e., font size, bul-
lets, etc.)
30 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Exploring PowerPoint 2007 Views
CHAPTER
3
NOTES PAGES VIEW
Notes Pages
Area in Normal
View
Great Tip!
You will not see
the actual
formatting (font,
bullets, etc.) of
the notes until
you print or
preview the slide.
They will display
in the Notes
Pages window as
plain text.
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 31
Exploring PowerPoint 2007 Views
CHAPTER
3
SLIDE SORTER VIEW
Slide Sorter view provides some key “file management” options that you can’t
perform in the other views as efficiently.
They include:
Re-Arrange Slides
Duplicate Slides
Delete Slides
Hide Slides (Hidden Slides do not show in a Slide Show or Print)
Copy Slides From Other Presentations
Set Slide Show Effects
Time Your Presentation
32 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Exploring PowerPoint 2007 Views
CHAPTER
3
SLIDE SORTER VIEW
Steps:
To Re-Arrange the Order of the Slides
Drag Slides to new location between slides
To Duplicate Slides
Click on the slide
Press <Ctrl+D> (shortcut key to duplicate a slide)
To Delete Slides (You can undo the deletion of a slide)
Click on the slide
Press the <Del> key
To Hide Slides (Same command to Un-Hide Slides)
Click on the slide
Click the Slide Show Tab: Hide Slide command
To Copy Slides From Another Presentation
Open the other presentation and switch to Slide Sorter View
Select the Slides you want to copy
(use the Shift key or the Control key for multiple slides)
Click Edit menu: Copy (or the Copy toolbar button)
Switch to the original presentation and
Click where you want to place the slide(s)
Click Edit menu: Paste (or the Paste toolbar button)
To Set Slide Show Effects
Select the Slide(s)
Click the Animations Tab: Transitions To This
Slide command
Select the transition you prefer
To Time Your Presentation
Click the Slide Show Tab: Rehearse Timings command
The Slide Show will begin to run
As you practice your presentation, PowerPoint will record how much
time each slide was on the screen
At end of presentation the timings can be assigned to the slides
You can then run the slide show automatically from those timings
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 33
Exploring PowerPoint 2007 Views
CHAPTER
OUTLINE VIEW
Outline View allows you to edit the text of the presentation in a “text
only” environment. Without the graphics of the slide, it provides a more
efficient method of editing the text. The Outline View is an excellent
method to create your presentation.
34 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Exploring PowerPoint 2007 Views
CHAPTER
3
OUTLINE VIEW
Steps:
To Demote or Promote A Bullet
Click on the line in the Outline panel
Click Decrease or Increase List Level Buttons on Home Tab
-Or - Right-Click on the line and select Demote or Promote command
To Re-Arrange the Order of the Bullets On A Slide
Click on the line in the Outline panel you want to move
Right-Click on the line and select Move Up or Move Down
To Hide or Show the Detail of a Slide
Click on the title of a slide in the Outline View panel
Right-Click on the line and select Collapse or Expand
To Hide or Show the Detail of All the Slides
Right-Click Menu
Click on the title of a slide in the Outline View panel In Outline View
Right-Click on the line and select Collapse All or Expand All
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 35
Exploring PowerPoint 2007 Views
CHAPTER
It is important to note that any or all of the text and levels can be
changed at any time in the future.
Steps:
Click into the Outline View panel
Type your text
Press the <Enter> key
If the next line needs to be Promoted, press <Shift+Tab>
key
If the next line needs to be Demoted, press <Tab> key
If a new slide is preferred, press <Control+Enter>
Repeat the previous 3 steps as needed
36 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Exploring PowerPoint 2007 Views
CHAPTER
3
OUTLINE VIEW
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 37
CHAPTER
The Format Tab under the Drawing Group contain commands for
applying formatting styles to text and paragraphs. These commands
include Shape Styles and WordArt Styles.
38 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
SELECTING TEXT IN “TEXT MODE” OR “GRAPHIC MODE”
In PowerPoint, all elements are considered graphic objects. Text
however, can be formatted in Text mode or Graphic mode. In “Text
mode,” just the text you have selected will be effected by the formatting
you apply. In “Graphic mode,” all the text within the placeholder will be
effected by the formatting you apply.
In “Text mode,” you will see a text cursor (blinking bar) within the
placeholder you have activated. The border of the placeholder will appear
as dashed lines.
Text Mode:
Border is made
up of dashes.
Cursor is visible
in placeholder.
Only the
selected text
will be effected
by formatting
Placeholder in Text Mode changes.
Graphic Mode:
Border is solid.
Cursor is not
visible in
placeholder. All
the text will be
effected by
formatting
changes.
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 39
Working With Text in PowerPoint 2007
CHAPTER
4
FORMATTING TEXT
The Home Tab: Font Group contains text attribute options. These
include Font, Style, Size, Effects, and Color.
You can also set font attributes by using the dialog box options. The
dialog box can be opened by clicking the bottom right corner of the group.
Great Tip!
Font Group :Dialog Box
Remember if
you want to
apply the
formatting to
the entire text
placeholder,
you must select
the placeholder
in graphic
mode.
Steps:
Select the text (or Select the Placeholder in Graphic mode)
Click Home Tab: Font Group dialog box launcher
(or click the appropriate button in the Font Group)
Select the appropriate options
Click OK
40 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
CHANGING CASE OF TEXT
Text can be displayed in UPPERCASE or lowercase. Sometimes while
entering text on to a slide, you might accidentally mistype the case.
Instead of deleting and re-typing the text, the Home Tab: Font Group:
Change Case command provides you with options to change the case to
one that you prefer. These include the following:
Case Result
Sentence case This is text in sentence case
Great Tip!
Microsoft
Word has the
same
command!
Steps:
Select the text (or Select the Placeholder in Graphic mode)
Click Home Tab: Font Group: Change Case command
Select the appropriate option
Click OK
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 41
Working With Text in PowerPoint 2007
CHAPTER
4
FORMATTING BULLETS / NUMBERING
Each Design Theme decides what bullets are displayed on a slide. You
can turn bullets on or off with the Bullets command button.
You can change bullets by using the Home Tab: Bullets (or Numbering)
command. Within the dialog box you can use the Picture button to use
ClipArt images or the Customize button to use graphic bullets based
on fonts (i.e., Wingdings) as bullets.
Great Tip!
Remember if
you want to
apply the
formatting to
the entire text
placeholder,
you must select
the placeholder
in graphic
mode.
Note:
Great Tip! If you want to change the bullets for the entire presentation, you need to do
so in the Master View.
42 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
FORMATTING BULLETS / NUMBERING
Bullets
Picture dialog
box. ClipArt
images that
can be used as
bullets.
Bullet
Customize
dialog box.
Bullets are
based on Fonts
such as
Wingdings.
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 43
Working With Text in PowerPoint 2007
CHAPTER
4
SETTING INDENTS ON A SLIDE
Setting indents allows you to customize how paragraphs are placed within
a placeholder. There are three types of indents. They are the First Line
Indent, Hanging Indent, and Left Indent. The indents are
represented on the ruler as small “triangular” shapes. To set indents,
simply drag the appropriate indent marker across the ruler.
Note: You must be in “Text mode” to activate the indent markers. All of
Great Tip! the text within that placeholder must be selected to be effected by moving
the indent markers across the ruler. Also, the ruler needs to be
“turned on.” This is done by activating the
View Tab: Ruler Checkbox.
Great Tip!
Note: there will be
a set of indent
markers for each
bullet level that is
used in the text
placeholder.
There can be up
to 5 levels of
bullets in
PowerPoint.
44 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
SETTING INDENTS ON A SLIDE
Steps:
Click into the text placeholder
Click and Drag the appropriate indent marker to the loca-
tion on the ruler
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 45
Working With Text in PowerPoint 2007
CHAPTER
4
APPLYING TABS ON A SLIDE
Setting tabs allows you to create custom spaced lists on a slide. There
are four types of tabs. They are the Left Aligned, Right Aligned,
Centered Aligned, and Decimal tabs. The tabs are placed from the
Tab box at the far left of the ruler.
Great Tip! Note: You must be in “Text mode” to activate the indent markers. All of
the text within that placeholder must be selected to be effected by moving
the indent markers across the ruler. Also, the ruler needs to be
“turned on.” This is done by activating the
View Tab: Ruler Checkbox.
46 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
APPLYING TABS ON A SLIDE
Examples of Tab Settings
To Place a Tab
Steps:
Click into the text placeholder
Click into the Tab Box until the preferred tab is visible
Click onto the Ruler at the measurement in which you want to
place that tab
Repeat the process until all the tabs are placed
To Delete a Tab
Steps:
Click onto the tab you want to delete
Drag the tab vertically down from the ruler to delete it
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 47
Working With Text in PowerPoint 2007
CHAPTER
4
ALIGNING TEXT
The Home Tab: Paragraph Group: Alignment command contains
attributes to align paragraphs. These include Align Left, Center, Align
Right, and Justify.
Steps:
Select the text (or Select the placeholder in Graphics mode)
Click Home Tab: Paragraph Group: Alignment command
Select the appropriate option
48 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
REPLACING PRESENTATION FONTS
The Home Tab: Editing Group: Clear command: Replace Fonts
option allows you to “globally” change the fonts in the presentation.
Steps:
Click on any slide in the presentation
Click Home Tab: Editing Group: Replace: Replace Fonts
Select the current font (if necessary) you want to replace
Select the new font you want to display in your presentation
Click Replace
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 49
Working With Text in PowerPoint 2007
CHAPTER
4
CHANGING THE LINE SPACING
An important aspect of designing presentations is to have enough
balanced “empty space” in your presentation. This aids the viewers in
reading the content on the screen. PowerPoint provides you with Line
Spacing options.
Steps:
Click into the text placeholder (or Select the placeholder in
Graphics mode)
Click Home Tab: Paragraph Group: Line Spacing button
Select the appropriate options from list or click line Spacing
Options
Click OK
50 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
CHANGING THE LINE SPACING
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 51
Working With Text in PowerPoint 2007
CHAPTER
4
COPY AND MOVE TEXT
Microsoft Windows provides you with several methods of copying or
moving text. These methods include Copy and Paste, Cut and Paste,
as well as the Drag-and-Drop method.
You can also set font attributes by using the appropriate toolbar buttons.
Steps:
Select the text or graphic object
Choose Home Tab: Clipboard Group: Copy
-- OR --
Choose Home Tab: Clipboard Group: Cut (move)
Click onto the presentation where you want to paste
Click Home Tab: Clipboard Group: Paste command
52 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
USING DRAG-AND-DROP TO COPY OR MOVE TEXT
A shortcut to copying or moving text is to “drag” the selection to a new
location on the slide.
Steps:
Select the text or graphic object
To Move the selection, drag to another location on the
slide
-- OR --
To Copy the selection, hold the <Ctrl> key and drag to an-
other location on the slide
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 53
Working With Text in PowerPoint 2007
CHAPTER
4
FINDING AND REPLACING TEXT
If you need to find and/or replace text in a presentation, the most efficient
method could be the Home Tab: Editing Group: Find Command or
Replace command. In this way, you could replace several occurrences of
text in a presentation at one time.
54 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
USING THE FORMAT PAINTER TO COPY FORMATTING
The Format Painter button allows you to copy formatting
from one object to another. This includes font formatting, cell
formatting, and graphic formatting such as fill color.
Steps:
Click the object whose formatting you wish to copy
Click the Home Tab: Clipboard Group: Format
Painter command
Click the object to which you want to copy the formatting
If you wish to apply that formatting to several objects,
double-click the Format Painter toolbar button instead of
single-clicking. Then turn off the button when you complete
the process
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 55
Working With Text in PowerPoint 2007
CHAPTER
4
CHECKING THE SPELLING OF A PRESENTATION
All Microsoft Office products, including PowerPoint, check your spelling as
you work, by default. When a word is not recognized or misspelled, a red
wavy line will appear below the text. You can spell check the text right
then by right-clicking on the selection and using the spell checking menu
that appears.
You can also spell check your entire presentation by using the
Spell Check command that can be found on Review Tab: Proofing
Group.
Spell Check
Dialog Box
Wavy-Lined
misspelled word on
a slide
56 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Working With Text in PowerPoint 2007
CHAPTER
4
CHECKING THE SPELLING OF A PRESENTATION
Steps:
Click anywhere in the presentation
Click the Review Tab: Proofing Group: Spell Check command
Click the appropriate button...
Ignore Ignore this occurrence or the word and leave as is
Ignore All Ignore all occurrences and leave as is
Change Change this occurrence to one of the suggested corrections
Change All Change all occurrences to one of the suggested corrections
Add Leave this occurrence and add the word to the dictionary
Suggest Suggest some words to replace selection
(this option is on by default)
AutoCorrect Add this word to the AutoCorrect options list
Repeat the process until the Spell Check is complete
Steps:
Right-Click the Red-Wavy lined word
In the short-cut menu, click the appropriate option
Suggestions Choose one of the suggested corrections
Ignore All Ignore all occurrences and leave as is
Add Leave this occurrence and add the word to the
dictionary
Spelling Activate the Spell Check dialog box
Repeat the process until the Spell Check is complete
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Working With Text in PowerPoint 2007
CHAPTER
4
USING AUTOCORRECT IN PRESENTATIONS
PowerPoint automatically fixes commonly misspelled words as you type.
Each time you press the Space Bar, the AutoCorrect feature checks the
entered text in its list and fixes the “typo” instantly.
Great Tip! You can enter additional words to the AutoCorrect list. The AutoCorrect
feature is also an excellent method to insert repetitive text entries while
only having to type few characters.
Steps:
Click Office Button menu: PowerPoint Options button
Click the Proofing Category (on the left side)
Click the AutoCorrect Options button (on the right side)
Click into the Replace Box and enter the “typo” or “shortcut”
Click into the With Box and enter the properly spelled word(s)
Click the Add button, and then click the OK button
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Working With Text in PowerPoint 2007
CHAPTER
4
USING AUTOCORRECT IN PRESENTATIONS
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 59
CHAPTER
Steps:
Click the Home Tab: Slides Group: New Slide button
Select the preferred layout from the gallery
To start the table, click the icon representing a Table
In the Insert Table box, enter the number of columns and rows
you with which you want to start the table
Enter your content into each cell, pressing Tab to move to the next
cell
If you press Tab in the last cell of the table, a new row will
appear
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Creating PowerPoint 2007 Tables
CHAPTER
5
USING THE TABLE SLIDE LAYOUT
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 61
CHAPTER
Note Pages
Handouts
Outline
Options Include:
Slides Sized For (setting the overall size of the page)
Width and Height (setting the margin area)
Number Slides From (setting the starting page number)
Orientation (setting the orientation of the available print options)
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Printing in PowerPoint 2007
CHAPTER
6
PRINTING OPTIONS IN POWERPOINT 2007
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 63
Printing in PowerPoint 2007
CHAPTER
64 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing in PowerPoint 2007
CHAPTER
6
PREVIEWING SLIDES IN POWERPOINT 2007
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Printing in PowerPoint 2007
CHAPTER
6
COLOR/GRAYSCALE VIEW
The Color/Grayscale view provides a way to control how your
presentation will print in black and white. In this view, you can preview
how your presentation will print from a black and white printer, as well as
customize the “grayscale” level of the presentation.
It’s important to note that not every option will be effective in the
Great Tip!
presentation. Some options will not have any effect, while some might
not have an effective result.
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Printing in PowerPoint 2007
CHAPTER
6
COLOR/GRAYSCALE VIEW
Slide In
Normal
Color
Slide In Pure
Black and
White View
Slide In
Color/
Grayscale
View With
Light
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 67
Printing in PowerPoint 2007
CHAPTER
6
PRINTING HANDOUTS
One of the options PowerPoint offers in printing is handouts. The options
for this view include the following:
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Printing in PowerPoint 2007
CHAPTER
6
INSERT HEADERS AND FOOTERS
You can create Footers for the slides in the View menu: Header and
Footer command. PowerPoint does not allow for Headers in a
presentation. The Footer can include the Date, the Slide Number,
and some Custom Text. Use the Master View if you want to
format the Footer.
You can also add both Headers and Footers to the Notes Pages, Handouts,
and Outline views for printing.
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 69
Printing in PowerPoint 2007
CHAPTER
6
PRINTING NOTES PAGES
70 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Printing in PowerPoint 2007
CHAPTER
6
PRINTING OUTLINE PAGES
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Printing in PowerPoint 2007
CHAPTER
6
INSERT HEADERS AND FOOTERS
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Printing in PowerPoint 2007
CHAPTER
6
POWERPOINT PRINT DIALOG BOX
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 73
CHAPTER
7 Addendum
POWERPOINT GLOSSARY
PowerPoint Description
Term
Presentation PowerPoint file
74 PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Addendum
CHAPTER
7
POWERPOINT USES
Visual Presentation
Printed Report
Report Cover
Graphs
Handouts
Speaker Notes
35mm Slides
POWERPOINT VIEWS
Normal
Outline
Slide Sorter
Notes Pages
Slide Show
Master
Color/Grayscale
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 75
Addendum
CHAPTER
7
PRESENTATION GUIDELINES
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Addendum
CHAPTER
7
PowerPoint 2007 Efficient Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 77