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PowerPoint 365 Lesson 1 PowerPoint Essentials 1 Software Orientation Before you begin working in PowerPoint 365, you should be familiar with the primary user interface. When you first start PowerPoint, you will see a Start screen. If you then...

PowerPoint 365 Lesson 1 PowerPoint Essentials 1 Software Orientation Before you begin working in PowerPoint 365, you should be familiar with the primary user interface. When you first start PowerPoint, you will see a Start screen. If you then press Esc or click Blank Presentation, you see a screen similar to the one shown on the next slide, which is Normal view, where you will do most of your work. If your copy of PowerPoint has been customized, what you see may be slightly different from what is shown. The Ribbon across the top of the window contains tabs; each tab has a different collection of groups and buttons on it. Additional contextual tabs appear when you select certain types of content, such as graphics or tables. 2 Software Orientation 3 Starting PowerPoint Before you can use PowerPoint, you need to start the program. The steps for starting PowerPoint depend on which version of Windows you have on your PC. PowerPoint 365 runs on either Windows 7 Service Pack 1, Windows 8, Windows 8.1 or Windows 10. In Windows 10, the start screen does not appear by default as it did in Windows 8. 4 Step by Step: Start PowerPoint (Windows 10) Before you begin these steps, make sure that your computer is on. Sign on, if necessary. 1. Press the Windows key on the keyboard to display the Start menu. 2. Click All apps. 3. Scroll through the apps to find and click PowerPoint 365 (see right). PowerPoint starts and its Start screen appears. 4. Press Esc or click Blank Presentation. A new, blank presentation appears in the PowerPoint window. LEAVE the blank presentation open to use in the Use the Ribbon exercise later in this lesson. 5 Step by Step: Start PowerPoint (Windows 8) Before you begin these steps, make sure that your computer is on. Sign on, if necessary. 1. If the Start screen does not already appear, press the Windows key on the keyboard to display it. 2. If needed, scroll to the right to locate the PowerPoint 365 tile. 3. Click PowerPoint 365. PowerPoint starts and its Start screen appears. 4. Press Esc or click Blank Presentation. A new, blank presentation appears in the PowerPoint window. LEAVE the blank presentation open to use in the next exercise. 6 Using the Ribbon The Ribbon is the tabbed toolbar at the top of the window. The Ribbon is divided into tabs, and each tab contains several groups of related commands. On the Ribbon, some command groups feature a tool called a dialog box launcher—a small arrow in the group’s lower-right corner. Click the arrow to open a dialog box, which provides tools and options related to a specific task. Some of the Ribbon’s tools have small, drop-down arrows; when you click one, a drop-down list opens, displaying options you can choose (such as a list of fonts). Click an option to choose it. You can minimize (hide) the Ribbon by double-clicking the active tab. To restore the Ribbon, double-click the active tab again. 7 Step by Step: Use the Ribbon USE the new, blank presentation that is still open from the first exercise in this lesson. 1. Look at the Ribbon, which appears below. Note that each tab contains several groups of related commands. By default, the Home tab is active. 2. Click the Design tab to make it active. The groups of commands change. 3. Click the Home tab. 4. On the slide, click anywhere in the text Click to add title. The text disappears and a blinking insertion point appears. 8 Step by Step: Use the Ribbon 5. In the lower-right corner of the Font group, click the dialog box launcher (the small box with a diagonal, downward-pointing arrow, as shown in Figure 1-3). Clicking this button opens the Font dialog box. Click Cancel to close the dialog box. 6. In the Font group, click the Font list drop-down arrow. A drop- down list appears. This list shows all the fonts that are currently available for use. The default font for headings is Calibri Light. 7. Click the drop-down arrow again to close the list. 8. Double-click the Home tab. This action collapses the Ribbon, hiding the groups of commands but leaving the tabs’ names visible on the screen. 9. Double-click the Home tab again to redisplay the Ribbon. LEAVE the presentation open to use in the next exercise. 9 Using Backstage View The File tab displays a full-screen menu called Backstage view. Commands on the menu in Backstage view include the following: Info: Shows information about the active presentation and provides commands that control permissions, sharing, and version management. New: Lists available templates from which you can create a new presentation. Open: Opens an existing presentation from your computer, OneDrive, a network drive, or an external drive. Save: Saves the current presentation in your choice of locations. Save As: Lets you re-save a previously saved presentation with a different name, type, or location than before. History: Lets you see any changes made to your presentation. This only applies to presentations saved on OneDrive for Business or SharePoint. 10 Using Backstage View Print: Provides settings and options for printing a presentation in a variety of formats. Share: Provides options for sending the presentation via email, inviting others to view it online, and publishing slides to a slide library. Export: Offers a variety of options for saving a presentation in different formats, as well as creating a video, packaging a presentation for CD, creating handouts, and changing the file type. Close: Closes the currently open presentation. Account: Enables you to choose which account you are signed into Office with, manage connected services like Facebook and YouTube, and get activation information. Options: Opens the PowerPoint Options dialog box, from which you can configure many aspects of program operation. Feedback: Opens the Windows Feedback dialog box, which allows you to provide feedback to Microsoft and explore other users’ feedback. 11 Working with an Existing Presentation To work with an existing presentation, you need to open it. After opening a presentation, you can use PowerPoint’s View commands to change the way the presentation is displayed onscreen. Different views are suitable for different types of presentation editing and management tasks. Use PowerPoint’s Zoom tools to make slides look larger or smaller on the screen. 12 Opening an Existing Presentation PowerPoint makes it easy to work on a presentation over time. If you can’t finish a slide show, you open it later to work. The Open dialog box lets you open a presentation that has already been saved. Presentations can be stored on your computer or network or on removable media (such as a flash drive). You can store presentations on your OneDrive account. You use the Browse option and Open dialog box to navigate to the file’s location and then click the file to select it. 13 Step by Step: Open an Existing Presentation LAUNCH PowerPoint if it isn’t open already. 1. Click the File tab to open Backstage view. 2. Click Open. The Open tab of Backstage view appears. 3. Click one of the following, depending on where the data files for this lesson are stored (see the figure on the next slide): Click OneDrive - Personal. Click Other Web Locations. Click This PC to access the drives on the local PC. 14 Step by Step: Open an Existing Presentation 15 Step by Step: Open an Existing Presentation 4. Click the Browse button. The general location you selected in step 3 appears. 5. Browse to locate the data files for this lesson and select Blue Yonder Overview. 6. Click Open. The presentation appears on your screen, as shown here. LEAVE the presentation open to use in the next exercise. 16 Working with Text Text is not typed directly onto a slide in PowerPoint, but instead is placed in text boxes. A text box is a box that holds text that you type into it. Most of the available slide layouts have one or more placeholders (also called text containers) that become text boxes when you type text into them, and you can also add more text boxes manually to slides. Text can be placed on a slide either by typing it directly into a text box or placeholder, or by typing in the Outline pane in Normal view. 17 Adding Text to a Placeholder The placeholders available depend on the slide layout. In the Blue Yonder presentation, slide 1 is an example of a Title Slide layout; it contains two placeholders: one for the title one for the subtitle Placeholders make it easy to add text. Click in the placeholder and type the text. 18 Step by Step: Add Text to a Text Placeholder USE the presentation that is open from the previous exercise. 1. Click the Home tab. On slide 1, click at the beginning of the slide’s title (Blue Yonder Airlines). The borders of the title’s placeholder appear (see below), and a blinking insertion point appears before the word Blue. 19 Step by Step: Add Text to a Text Placeholder 2. Click the slide’s subtitle, which is the second line of text. The subtitle’s placeholder appears, as does the insertion point. 3. Go to slide 4 by clicking the slide in the Slides pane, or by pressing Page Down until it appears. 4. Click after the word Snorkeling in the second column. The insertion point appears. 5. Press Enter to start a new line and then type Scuba. 20 Step by Step: Add Text to a Text Placeholder 6. Press Enter and then type Sightseeing. Your slide should look like the one shown in here. LEAVE the presentation open for the next exercise. 21 Adding Text in Outline View Working in Outline view is like working in a word processor. PowerPoint displays the text from each slide on the Outline pane without anything that might distract you from your writing. You can navigate a presentation in the Outline pane the same way you use the Slides pane—scroll to the desired slide’s outline and then click it. 22 Step by Step: Add Text in Outline View USE the presentation that is open from the previous exercise. 1. Go to slide 8. This slide is supposed to contain contact information, but the mailing address and telephone number are missing. 2. Click the View tab and then click Outline View. Because slide 8 is the current slide, its text is highlighted on the tab. 3. In the Outline pane, click after the word Airlines on slide 8 to place the insertion point there. 4. Press Enter to start a new line. 5. On the new line, type 12 Ferris Street and then press Enter. As you type the new text in the Outline pane, notice that it appears on the slide. 23 Step by Step: Add Text in Outline View 6. Type Diehard, TN 34567 and then press Enter. 7. Type (707) 555-AWAY. Your slide should look like the one shown here. 8. Switch to Normal view. LEAVE the presentation open for the next exercise. 24 Step by Step: Save an Edited Presentation USE the presentation that is open from the previous exercise. 1. Click the File tab to open Backstage view. 2. Click Save As. The Save As tab of Backstage view appears (see the figure on the next slide). It is like the Open tab in that it allows you to choose between your OneDrive, Other Web Locations, and This PC as a starting point for browsing. 3. Select the location where you want to save your files (ask your instructor for guidance) and then type Blue Yonder Introduction in the File name box. 4. SAVE the file. LEAVE the presentation open for the next exercise. 25 Step by Step: Save an Edited Presentation 26 Step by Step: Exit PowerPoint When you exit PowerPoint, the program closes. USE the presentation that is open from the previous exercise. 1. Click the Close button on the PowerPoint window. 27 Microsoft PowerPoint 365 Lesson 2 PowerPoint Basics 1 Software Orientation PowerPoint’s New tab in Backstage view enables you to create a new presentation from a template. You can choose templates from Office.com or browse templates stored on your own hard drive (see the next slide). 2 Software Orientation 3 Creating a New Blank Presentation When you start PowerPoint, its Start screen appears. If you click Blank Presentation at that point, or press the Esc key, a new, blank presentation appears, containing a single slide. The fastest and simplest way to create a new presentation is to start with a blank presentation. You can add text to the presentation and then format the slides later. 4 Step by Step: Create a Blank Presentation at Startup Before you begin these steps, make sure that your computer is on. Sign in to Windows, if necessary. 1. Launch PowerPoint. PowerPoint’s Start screen appears (see figure here). 2. Click Blank Presentation or press Esc. A new blank presentation appears. CLOSE the blank presentation without saving it. LEAVE PowerPoint open. 5 Step by Step: Create a Blank Presentation (PowerPoint Already Open) If PowerPoint is not already open from the previous exercise, LAUNCH PowerPoint. 1. Click the File tab. Backstage view opens. 2. Click New. The New tab of Backstage view opens (see Figure 2-1). 3. Click Blank Presentation. A new, blank presentation appears in Normal view. LEAVE the blank presentation open to use in the next exercise. There are two advantages to using a blank presentation to start a slide show: PowerPoint creates a blank presentation every time the program starts, so you always have immediate access to the first slide of a new presentation by just pressing Esc at startup. Because the presentation is not formatted (meaning there are no backgrounds, colors, or pictures), you can focus on writing your text. 6 Saving a Presentation When you create a new presentation, it exists only in your computer’s memory. If you want to keep the presentation, you must save it on your computer, the Web, a network location, or a flash drive. After you save a file, you can close it and then open it later to resume working on it. When you save a presentation for the first time, PowerPoint displays the Save As dialog box so you name the presentation before saving it. 7 Step by Step: Save a New Presentation USE the presentation that is still on the screen from the preceding exercise. 1. On the Quick Access Toolbar, click Save. The Save As tab of Backstage view appears. 2. Navigate to the folder where you want to save your file. To do so, click either OneDrive, Other Web Locations, or This PC, and then click Browse. Then use the Save As dialog box to find the location as needed. 3. Select the text in the File name box by dragging the mouse pointer over it and then press Delete to delete it. 4. Type Managers Meeting. 5. Click Save. PowerPoint saves the presentation in the folder you chose with the name you gave it. LEAVE the presentation open to use in the next exercise. 8 Creating a Presentation from a Template A template is a reusable sample file that includes a background, layouts, coordinating fonts, and other design elements that work together to create an attractive, finished slide show. Templates may contain sample content, too. Each template employs one or more themes. A theme is a collection of settings including colors, fonts, background graphics, bullet graphics, and margin and placement settings. You can create your own templates or download new ones from Office.com. 9 Step by Step: Create a Presentation from a Template If PowerPoint is not already open from the previous exercise, LAUNCH PowerPoint. 1. Click the File tab. 2. Click New to open the New tab. 3. In the Search box, type photo albums and then press Enter or click the Search button. Thumbnail images of the photo album templates appear. 4. Scroll down to locate and click the Classic photo album thumbnail (see the figure on the next slide), then click Create in the Preview pane, which appears in the middle of the screen. PowerPoint opens a new presentation based on the selected template. It contains several sample slides with text and graphics. 10 Step by Step: Create a Presentation from a Template 5. On slide 1, select Classic Photo Album and type Northwind Traders to replace it. 11 Step by Step: Create a Presentation from a Template 6. Click the text in the date and other details placeholder to place the insertion point there. Type New Product Preview, press Enter, and then type January 365 (see below). 12 Step by Step: Create a Presentation from a Template 7. On the Quick Access Toolbar, click Save. The Save As tab of Backstage view appears. 8. Navigate to the folder where you want to save your files and then save the presentation with the file name New Product Preview. LEAVE the presentation open to use in the next exercise. It is important to choose a template that is appropriate for your audience and your message. For business, choose a template that looks professional and does not have elements that will distract the audience from getting your message. Young people may like a whimsical template better. You can also store and use your own templates. Click the Custom (or Personal) heading beneath the Suggested searches line on the New tab of Backstage view and then browse to locate the template you want to use from your own template collection. 13 Creating a Presentation from Existing Content PowerPoint imports content easily from a variety of formats, including Word outlines, other PowerPoint presentations, and slide libraries. Microsoft Word’s Outline view enables you to create a well- structured hierarchical outline that consists of multiple heading levels. You can then open such outlines in PowerPoint, where each of the major headings becomes a slide title and each of the minor headings becomes a bullet of body text. 14 Step by Step: Start a Presentation from a Word Outline If PowerPoint is not already open from the previous exercise, LAUNCH PowerPoint. 1. In PowerPoint, click the File tab. 2. Click Open to display the Open tab of Backstage view. 3. Navigate to the folder that contains the data files for this lesson. 4. OPEN the File type drop-down list by clicking the All PowerPoint Presentations button. 15 Step by Step: Start a Presentation from a Word Outline 5. In the File type list, click All Outlines. The file listing in the dialog box changes to show outlines (including Word documents). The file location is the same; the only thing that’s changed is the filter that determines which file types are displayed (see right). 6. Click Computer Use Policy.docx. 7. Click the Open button. The outline opens as a new presentation. 16 Step by Step: Start a Presentation from a Word Outline 8. SAVE the new presentation as Computer Use Policy Final.pptx and then CLOSE the file. LEAVE PowerPoint open to use in the next exercise. Before you can create slides from a Word outline, the outline must be formatted correctly. Paragraphs formatted with Word’s Heading 1 style become slide titles. Paragraphs formatted with subheading styles (such as Heading 2 or Heading 3) are converted into bulleted lists in the slides’ subtitle placeholders. Any Word document can be opened in PowerPoint and converted to a presentation, but documents that are not structured as outlines may require quite a bit of cleanup in PowerPoint after importing. 17 Reusing Slides from Presentations and Libraries It is easy to reuse a slide from one presentation in another. This technique frees you from creating the same slide from scratch more than once. Some companies store frequently used slides in slide libraries on their file servers, so multiple users can draw from a common pool of premade slides. 18 Step by Step: Reuse a Slide from a Presentation OPEN the New Product Preview presentation that you created earlier in this lesson. Change your file to Normal view if needed. 1. On the Home tab of the Ribbon, click the New Slide button drop- down arrow. At the bottom of the gallery that appears, click Reuse Slides. The Reuse Slides task pane opens on the right side of the PowerPoint window (see the figure on the next slide). 2. In the task pane, click the Browse button. A drop-down list opens. Click Browse File. The Browse dialog box opens. 3. Locate and open New Jackets in the Student Data Files Lesson 02 folder. The presentation’s slides appear in the task pane. 4. In the Slides pane, click slide 2 (This Year’s New Products) to select it. 19 Step by Step: Reuse a Slide from a Presentation 20 Step by Step: Reuse a Slide from a Presentation 5. In the Reuse Slides task pane, click slide 2 (This Year’s New Jackets) in the New Jackets presentation. The slide is inserted into the New Product Preview presentation as the new slide 3. 6. Click the Close button in the upper-right corner of the task pane. 7. SAVE and CLOSE the New Product Preview presentation. LEAVE PowerPoint open to use in the next exercise. 21 Step by Step: Reuse a Slide from a Presentation The steps for selecting a slide from a slide library are very similar to those for selecting from a presentation. Follow the preceding steps, but in step 2, instead of choosing Browse File, choose Browse Slide Library. The first time you access the slide library, you must type the URL in the Folder Name box; after that, the location defaults to that same library. 22 Printing a Presentation In the following exercises, you learn how to preview a presentation before printing it, how to choose a printer, how to set print options, and how to print a presentation in both color, grayscale, and black and white mode. PowerPoint’s Print Preview feature shows you how your slides will look on paper before you print them. When you change to a different print layout, Print Preview reflects the change, so you can try different potential layouts for your presentation printouts before committing one to paper. 23 Step by Step: Use Print Preview and Change the Print Layout USE the Cashier Training1 presentation that is still open from the previous exercise. 1. On the View tab, click the Normal view button and display slide 1 (Cashier Training). 2. Click the File tab and then click Print. A preview of the print job appears in the right pane. The default print layout is Full Page Slides (see figure). 24 Step by Step: Use Print Preview and Change the Print Layout 3. Click the Next Page arrow at the bottom of the window. A preview of slide 2 appears. 4. In the left pane, under the Settings heading, click Full Page Slides to open a menu of layouts. 5. Click 6 Slides Vertical under the Handouts section on the menu of layouts. Print Preview changes to show a page containing six small slides. 6. Click the 6 Slides Vertical button and click Outline. Print Preview shows the presentation as a text-only outline. 25 Step by Step: Use Print Preview and Change the Print Layout 7. Click Outline and then click Notes Pages. Print Preview shows slide 2 with the existing notes in the notes area below the slide (see below). 26 Step by Step: Use Print Preview and Change the Print Layout 8. Click the Back button (the left pointing arrow in the far upper left corner in the Categories pane) or press Esc to leave Backstage view without printing anything. 9. SAVE your changes. LEAVE the presentation open to use in the next exercise. 27 Microsoft PowerPoint 365 Lesson 3 Working with Text 1 Software Orientation Most of the PowerPoint basic text formatting tools are found on the Home tab of the Ribbon (see the figure on the next slide). These are the tools you will use most often when working with text. There are two groups of text formatting tools on the Ribbon: The Font group and the Paragraph group: They allow you to fine-tune the text on your slides, right down to an individual character. Provide access to the Font and Paragraph dialog boxes, which give you even more control over your text’s appearance. 2 Software Orientation 3 Formatting Characters Formatting refers to the appearance of text or objects on a slide. Most of PowerPoint’s tools are devoted to formatting the various parts of your slides. PowerPoint presentations are formatted with specific fonts, font sizes, and font attributes (style and color). You can change the way text looks on a slide using commands in the Font group on the Home tab or the Mini toolbar. The Format Painter allows you to copy formats from selected text to other text items. 4 Step by Step: Choose Fonts and Font Sizes Fonts (sometimes called typefaces) are sets of characters, numbers, and symbols in a specific style or design. You can change the font and font size at any time on your slides. Before you begin these steps, make sure that your computer is on. Sign on, if necessary. 1. LAUNCH PowerPoint, if the program is not already running. 2. Locate and open Sales Pipeline and then save it as Sales Pipeline Formats. 3. Go to slide 2. In the first row of the table, double-click Timing. The Mini toolbar appears above the selected text (see right). 5 Step by Step: Choose Fonts and Font Sizes 4. Click the Font drop-down arrow on the Mini toolbar. A list of fonts appears. 5. Scroll down and click Berlin Sans FB Demi. PowerPoint applies the chosen font to the selected text. 6. Click the Font Size drop-down arrow on the Mini toolbar. A list of font sizes appears. 7. Click 32. PowerPoint applies the chosen font size to the selected text. 8. Double-click Probability in the top-right cell of the table. 9. On the Home tab of the Ribbon, click the Font drop-down arrow. A list of fonts appears. 6 Step by Step: Choose Fonts and Font Sizes 10. Select the Berlin Sans FB Demi font. It is in the Recently Used Fonts section near the top of the list. 11. On the Home tab of the Ribbon, click the Font Size drop- down arrow. A list of font sizes appears. 12. Click 32. 13. Click away from the selected text to deselect it. Your slide should look like this figure. 14. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 7 Step by Step: Choose Fonts and Font Sizes By default, PowerPoint presentations have two fonts: one font for the headings and one for the body text. These font choices are a result of the theme. A theme is a set of formatting specifications. All presentations have a theme—even blank ones. To return to the default fonts provided by the theme, select a font from the Theme Fonts section of the Font drop-down list. If you choose anything other than a theme font, applying a different theme will have no effect on that text, because manually applied fonts take precedence over theme fonts. 8 Using AutoFit to Change Text Size By default, text in the placeholder boxes on a slide layout are set to AutoFit. This means, if you type more text into them than will fit, the text automatically gets smaller so it will fit into the placeholder box. If you then delete some of the text so that there is more room available, the text once again enlarges to its default size. You can change the AutoFit setting for a text box or placeholder as needed. 9 Step by Step: Change AutoFit Behavior USE the Sales Pipeline Formats presentation that is still open from the preceding exercise. 1. On slide 3, type the following additional bullet points at the bottom of the slide: Helps Engineering staff do long-range planning for future product enhancements Provides Marketing staff with critical data about customer needs and preferences As you begin to type the second bullet point, AutoFit engages, and makes the text in the text box smaller so it will all continue to fit. 2. Click the AutoFit icon in the lower-left corner of the text box. A menu appears (see right). 10 Step by Step: Change AutoFit Behavior 3. Click Stop Fitting Text to This Placeholder. The text returns to its default size and overflows the bottom of the text box. 4. Click the AutoFit icon again and then click AutoFit Text to Placeholder. 5. SAVE the presentation. LEAVE the presentation open to use in the next exercise. AutoFit is enabled by default. AutoFit figures out the maximum font size that will allow the text to fit in the allotted space. 11 Copying Character Formats with the Format Painter As you format text in your presentations, you want to keep similar types of text formatted the same way. Format Painter is a tool that copies formatting from one block of text to another. In the following exercise, you will use Format Painter to copy some formatting. 12 Step by Step: Copy Character Formats with the Format Painter USE the Sales Pipeline Formats presentation that is still open from the previous exercise. 1. On slide 2, select the text in the title placeholder. 2. Change the font color to Blue, Accent 1, Darker 25%. 3. Click the Bold button in the Ribbon’s Font group to apply the bold font style. 4. Click the Text Shadow button in the Font group to apply the shadow font style (see below). 13 Step by Step: Copy Character Formats with the Format Painter 5. With the text still selected, click the Format Painter button in the Clipboard group. 6. Go to slide 3 and then click the word Assessment. The formatting is painted onto that word. 7. Click the Format Painter button again to copy the formatting that is now applied to Assessment. 8. Drag across the word Critical, releasing the mouse button when the word is selected. The formatting is painted onto that word. 9. Double-click the Format Painter button. Double-clicking it makes the feature stay on until you turn it off. 14 Step by Step: Copy Character Formats with the Format Painter 10. Go to each of the remaining slides in the presentation, and drag across all the text in the title of each slide, including the title on the first slide (Sales Pipeline). The Format Painter applies the new formatting to the text. 11. When you are finished painting each slide title, press Esc or click the Format Painter button again to turn the feature off. 12. SAVE and CLOSE the presentation. LEAVE PowerPoint open to use in the next exercise. To copy a format multiple times, double-click the button, and the feature will stay on until you turn it off. The Format Painter feature can copy not only character formats, but also paragraph formats. 15 Formatting Lists Lists make the information on slides easy to read and remember. PowerPoint provides for several levels of bulleted lists that you can modify for special effects. You can also create numbered lists when your slide text implies a specific order. Numbered lists are used for procedural steps, action items, and other information where the order in which the items appear is significant. In the following exercise, you will create a numbered list from a list of items on a slide. 16 Step by Step: Create Numbered Lists OPEN the Leveraging Corporate Cash presentation from the data files for this lesson. 1. SAVE the file as Leveraging Corporate Cash Lists. 2. On slide 2, click in the first line of the text in the text placeholder (Determine inventory turnover). 3. Click the Numbering button in the Paragraph group. PowerPoint formats the sentence with a number 1. 4. Select the last three lines in the text placeholder. 5. Click the Numbering button. PowerPoint applies numbers 2 through 4. 17 Step by Step: Create Numbered Lists 6. Click outside the text placeholder to clear any text selection. Your slide should look like the one shown in this figure. 18 Step by Step: Create Numbered Lists 7. Click in the text placeholder containing the numbered list and then press Ctrl+A to select the entire list. 8. Click the down arrow to the right of the Numbering button, opening a gallery of numbering styles. 9. Click the uppercase Roman numeral style as shown here. 19 Step by Step: Create Numbered Lists 10. SAVE the presentation. LEAVE the presentation open to use in the next exercise. When you finish typing text in a numbered paragraph, you can press Enter to start a new numbered paragraph that continues the same numbering sequence. PowerPoint automatically numbers the new paragraph with the next number in the sequence of numbers so you can continue the list uninterrupted. To turn off numbering, press Enter twice or click the Numbering button on the Home tab. 20 Working with Bulleted Lists Bullets are small dots, arrows, circles, diamonds, or other graphics that appear before a short phrase or word. A bulleted list is a set of paragraphs (two or more) that each start with a bullet symbol. Bulleted lists are the most popular way to present items on PowerPoint presentations. In fact, most of PowerPoint’s text placeholders automatically format text as a bulleted list. In the following exercise you will change the formats of a bulleted list. 21 Step by Step: Work with Bulleted Lists USE the Leveraging Corporate Cash Lists presentation that is still open from the previous exercise. 1. On slide 3, select all of the bulleted list items in the text box. To do this, you can either drag across them or press Ctrl+A. 2. Click the drop-down arrow to the right of the Bullets button in the Paragraph group. PowerPoint displays a gallery of bullet styles. 22 Step by Step: Work with Bulleted Lists 3. Click Checkmark Bullets (see the figure). PowerPoint applies the bullet style to the selected paragraphs. 23 Step by Step: Work with Bulleted Lists 4. With the text still selected, click the Bullets drop-down arrow again and then click Bullets and Numbering. The Bullets and Numbering dialog box appears. 5. In the Size: box, type 80. This reduces the bullets’ size to 80% of the text’s size. 6. Click the Color drop-down arrow and then click Blue, Accent 1. (It is the fifth color from the left on the first line.) This changes the color of the bullets. 7. Click OK. PowerPoint applies the changes. 8. SAVE the Leveraging Corporate Cash Lists presentation and then CLOSE it. LEAVE PowerPoint open to use in the next exercise. 24 Step by Step: Insert a WordArt Graphic The WordArt feature allows you to use text to create a graphic object. PowerPoint’s WordArt feature can change standard text into flashy, eye- catching graphics. If PowerPoint is not already open from the previous exercise, LAUNCH PowerPoint. 1. OPEN the Full Profit Potential presentation, and save it as Full Profit. Notice that the first slide has a subtitle but no title placeholder. 2. Click the Insert tab on the Ribbon, and click the WordArt button to display a gallery of WordArt styles (see right). 25 Step by Step: Insert a WordArt Graphic 3. Click the Gradient Fill – Gold, Accent 5, Reflection WordArt style. PowerPoint displays the WordArt graphic with the sample text Your text here. 4. Type Full Profit to replace the sample text. Your slide should resemble this one. 5. SAVE the presentation. LEAVE the presentation open. 26 Step by Step: Insert a WordArt Graphic After you have inserted the WordArt graphic, you can format it in a number of ways: You can change the style from the WordArt gallery. You can modify the fill or the outline You can apply a number of interesting special effects. You can also modify the text of the graphic at any time. Click the graphic to open the placeholder and then edit the text as desired. 27 Formatting Text with WordArt Styles You do not have to insert a WordArt graphic to use the WordArt styles. You can apply WordArt styles to any text in a slide. Applying WordArt styles to regular text in a presentation is an additional way to format the text to customize the presentation. You can use the same features you used to format the WordArt graphic to format a title or bulleted text: Text Fill, Text Outline, and Text Effects. In the following exercise, you will practice applying WordArt styles to text. 28 Step by Step: Format Text with WordArt Styles USE the Full Profit presentation that is still open from the previous exercise. 1. Go to slide 2. 2. Select the slide title, On-Time Delivery. 3. Zoom in to 100% on the selected text, so you can see the effects more clearly that you will apply. 4. Click the Drawing Tools Format tab and then click the More button in the WordArt Styles group (see below) to display the WordArt Styles gallery. 29 Step by Step: Format Text with WordArt Styles 5. Click the Pattern Fill - Purple, Accent 1, 50%, Hard Shadow - Accent 1 WordArt style The style is applied to the selected text. 6. On the Home tab, in the Font group, open the Font Size drop-down list and choose 60. 7. Click outside the text placeholder to clear its border. The title should look like the one shown in the figure on the next slide. 8. SAVE and CLOSE the Full Profit presentation. LEAVE PowerPoint open to use in the next exercise. 30 Step by Step: Format Text with WordArt Styles 31 Creating and Formatting Text Boxes You may occasionally need to insert text in a location for which there is no default placeholder. A text box is a free-floating box into which you can type text. You can use text boxes as containers for extra text that is not part of a placeholder. A text box can hold a few words, an entire paragraph of text, or even several paragraphs of text. Text boxes make it easy to position content anywhere on a slide. In the following exercise, you will add a text box to a slide and then insert text into the text box. 32 Step by Step: Add a Text Box to a Slide OPEN the Profit Analysis presentation. 1. SAVE the file as Profit Analysis Boxes1. 2. If the rulers do not appear, on the View tab click to mark the Ruler check box so that rulers appear around the slide. 3. Go to slide 1. 4. On the Insert tab, click Text Box in the Text group. The cursor changes to a text insertion pointer. 5. Move the pointer to the right side of the slide, below the red dot and at the 3.25” mark on the horizontal ruler. 6. Click and hold down the mouse button. Drag the mouse down and to the right to create a rectangle that is 3” wide. Use the horizontal ruler to gauge the size. 33 Step by Step: Add a Text Box to a Slide 7. Release the mouse button. The rectangle changes to a text box. 8. Type Fourth Coffee in the text box. 9. Select the text Fourth Coffee and then change the Font Size to 28 using the Font drop-down list on the Home tab. 10. Center the text box below the red dot as much as possible. 11. Click outside the text box to clear its border. Your slide should look like the one shown on the next slide. 12. On Slide 2, click the Text Box button on the Insert tab, and drag to draw a new text box under the Divisional Breakdown heading, approximately 6” in width. Use the red guidelines to align the text box with the left of the heading. 34 Step by Step: Add a Text Box to a Slide 35 Step by Step: Add a Text Box to a Slide 13. Click in the text box and then type the following items, placing each item on its own line: 14. Position your mouse pointer over the center, right handle on the textbox frame. Click and the pointer becomes a plus sign. 36 Step by Step: Add a Text Box to a Slide 15. Resize the box so the border is closer to the text (see below). 16. SAVE the presentation. LEAVE the presentation open. Click the slide with the text box pointer, to create a text box in which text will not wrap. To create a text box that will contain the text in a specific area, with text wrapping from line to line, draw a desired width with the text box pointer. 37 Applying Texture and Pattern Fills Texture and pattern fills are alternatives to plain colored fills. A texture fill repeats a small graphic to fill the area. Texture graphics are specially designed so that the edges blend together and it looks like a single graphic. Texture graphics usually simulate some type of textured material. A pattern fill is a repeating pattern that consists of a background color and a foreground color. In the following exercise, you will apply texture and pattern fills to a text box. 38 Step by Step: Apply Texture and Pattern Fills to a Text Box USE the Profit Analysis Boxes1 presentation that is still open from the previous exercise. 1. On slide 2, click the Text Box button on the Insert tab, and drag to draw a new text box to the right of the existing one, approximately 4.5” in width. 2. In the new text box, type the following: Each division makes a unique and valuable contribution to the organization. 3. Select the new text box, and on the Drawing Tools Format tab, click Shape Fill, and hover the mouse pointer over Texture in the menu that appears. 39 Step by Step: Apply Texture and Pattern Fills to a Text Box 4. Click the Papyrus texture. To locate the correct texture, hover the mouse pointer over each texture to display the ScreenTip (see below). The texture is applied to the text box. 40 Step by Step: Apply Texture and Pattern Fills to a Text Box 5. On slide 3, select the text box containing the bulleted list. 6. Right-click the text box to activate the shortcut menu and click Format Shape. The Format Shape task pane opens. 7. Click Pattern Fill. A selection of patterns appears. 8. Click the Light downward diagonal pattern (first pattern in third row). 9. Click the Foreground button to browse for a color. 41 Step by Step: Apply Texture and Pattern Fills to a Text Box 10. Click Brown, Accent 6 (see Figure 3-26). The new fill appears in the text box. 11. Click Close (X) to close the task pane. 12. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 42 Checking Spelling The Spelling feature in PowerPoint compares each word in the presentation to its built-in and custom dictionaries. It flags any words that it does not find plus any instances of repeated words. You can then evaluate the found words and decide how to proceed with each one. Misspelled words appear with a wavy red underline in the presentation. Alternately, you can open the Spelling dialog box and work through all the possible misspellings at once. In the following exercise, you will practice using PowerPoint’s Spelling feature using both of those methods. 43 Step by Step: Check Spelling If PowerPoint is not already open from the previous exercise, LAUNCH PowerPoint. 1. OPEN the TV Options presentation and save it as TV Options Corrected. 2. On slide 1, notice that the word Satelite is misspelled, and that it has a wavy red underline. 3. Right-click the word Satelite. A list of possible spelling corrections appears. 4. In the list, click Satellite (see figure). The correction is made. 44 Step by Step: Check Spelling 5. On the Review tab, click Spelling in the Proofing group. The Spelling task pane opens, and the Spelling feature finds and flags the next misspelled word (see below). The suggestions list contains only one possible correction. 45 Step by Step: Check Spelling 6. Click the Change button to change to the correct spelling of available. The next problem identified is a repeated word, no. 7. Click the Delete button to delete one of the words no. The next problem that appears is a proper name, ValuCable, which is actually a correct spelling. 8. Click the Ignore button to ignore the potential misspelling. You could have also clicked Add to add it to the dictionary; but because it is a made-up word for this exercise, Ignore is more appropriate. 9. Click Change to change to the correct spelling of cable. A message appears that the spelling check is complete. 10. Click OK to close the dialog box. 11. SAVE the presentation. LEAVE the presentation open for the next exercise. Use caution with the Change All button because it may make changes you do not intend. 46 Microsoft PowerPoint 365 Lesson 4 Designing a Presentation 1 Software Orientation PowerPoint offers dozens of unique themes and variants you can apply to presentations to format the slides with colors, fonts, effects, and backgrounds. The figure on the next slide shows the Design tab with the Variants gallery open showing access to the Colors, Fonts, Effects, and Background Styles commands. You can preview a theme by pointing at it in the Themes gallery and then apply it to the presentation by clicking it. After you have chosen a theme, you can select one of its variants from the Variants gallery. 2 Software Orientation 3 Formatting Presentations with Themes and Layouts A PowerPoint theme includes: A set of colors designed to work well together A set of fonts (one for headings and one for body text) Special effects that can be applied to objects such as pictures or shapes, and often a graphic background The theme also controls the layout of placeholders on each slide. Use a theme to quickly apply a unified look to one or more slides in a presentation (or to the entire presentation). You can also modify a theme and save your changes as a new custom theme. 4 Formatting Presentations with Themes and Layouts Slide layouts control the position of text and objects on an individual slide. PowerPoint makes it easy to see how a theme will look on your slides by offering a live preview. Clicking a theme applies it to all slides in a presentation. You can also apply a theme to a single slide or a selection of slides by making the selection, right-clicking the theme, and choosing Apply to Selected Slides. A theme differs from a template in that it contains no sample content—only formatting specifications. 5 Changing Theme Colors One way to change a theme color is to choose a different variant. You can also select a different color theme, or you can create your own color theme. When you apply a different color theme, your current theme fonts, background graphics, and effects remain the same, only the colors change. In the following exercise, you will choose a different color theme for a presentation. 6 Step by Step: Change Theme Colors USE the Special Events Final presentation that is still open from the previous exercise. 1. Click the More button in the Variants group and then point to Colors. A menu appears containing the available color themes. 2. Move the pointer over some of the color themes to see the live preview of those colors on the current slide. 3. Click the Blue Warm color theme. The new colors are applied to the presentation. 4. Click the More button again in the Variants group, point to Colors, and then click Customize Colors at the bottom of the gallery. The dialog box opens to allow you to replace colors in the current color palette. 5. Click the drop-down arrow next to the color designated for Hyperlink. 7 Step by Step: Change Theme Colors 6. Click White, Text 1 on the Theme Colors palette to change the color for Hyperlinks to white (see figure below). 7. Select the text in the Name box and type Southridge in its place. 8. Click Save to save the new theme colors. 9. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 8 Changing Theme Fonts Collectively these two fonts are called a font theme. A font theme may have two different fonts—one for headings and one for body text—or the same font for both. In the following exercise, you will choose a different font theme for a presentation. 9 Step by Step: Change Theme Fonts USE the Special Events Final presentation that is still open from the previous exercise. 1. Click the More button in the Variants group and then point to Fonts. A gallery displays showing font combinations for all available themes. 2. Move the pointer over some of the font combinations to see the live preview of those fonts on the current slide. 3. Click the Candara font theme. The new fonts are applied to the presentation. 4. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 10 Changing Slide Backgrounds Themes provide a default background for all slides formatted with that theme. The Background Styles gallery allows you to choose from plain, light, or dark backgrounds and gradient backgrounds that gradually change from light to dark. Background colors are determined by the theme. Some background styles include graphic effects (fine lines or textures) that cover the entire background. Use the Background Styles gallery to quickly apply a different solid-color or gradient background based on theme colors. Apply a background to one or more selected slides or to all slides in the presentation. In the following exercise, you will select a background style from the preset backgrounds provided by the theme and then customize it with the Format Background task pane. 11 Step by Step: Select a Theme Background USE the Special Events Final presentation that is still open from the previous exercise. 1. Go to slide 6 if it is not already selected. 2. On the Design tab, click the More button in the Variants group and then point to Background Styles. A gallery displays some background styles created using the theme’s designated background colors. 3. Right-click Style 8 and select Apply to Selected Slides (see the next slide). After clicking this option, the background style is applied to slide 6 only. 12 Step by Step: Select a Theme Background 13 Step by Step: Select a Theme Background 4. SAVE the presentation. LEAVE the presentation open to use in the next exercise. The area of the slide that is considered to be “background” can change depending on the theme. For example, some themes have graphics overlaid on a colored background, so that your choice of background color peeks through in only a few spots. 14 Step by Step: Customize the Background USE the Special Events Final presentation that is still open from the previous exercise. 1. With slide 6 still active, click the Format Background button on the Design tab. The Format Background task pane opens. A gradient fill is selected because the style you selected in the previous exercise was a gradient. 2. Click the Type drop-down arrow and then in the drop-down list, select the Linear preset (see right). Click the linear option and the slide background changes to a different gradient type. 15 Step by Step: Customize the Background 3. Click the Solid Fill option button. The controls change to those for solid colors. 4. Click the Color drop-down arrow and in the gallery that appears, click Dark Purple, Background 2, Darker 50% (the third color in the bottom row of the Theme Colors section). 5. Drag the Transparency slider to 20% or type 20 in the Transparency text box. The fill lightens because it is now partly transparent. 6. Click Picture or texture fill. The controls change to those for pictures and textures. 7. Click the Texture drop-down arrow and then click the Green Marble texture. 8. Click Pattern Fill. The controls change to those for patterns. 16 Step by Step: Customize the Background 9. Open the Foreground Color drop-down list and click Dark Purple, Background 2 (the third color in the top row of the Theme Colors section). 10. Open the Background Color drop-down list and click Teal, Accent 5 (next-to-last color in the top row of the Theme Colors section). 11. Click the 90% pattern (the last pattern in the second row). 12. In the Format Background task pane, click Reset Background. The background returns to its original state specified by the theme and variant in use. 13. CLOSE the Format Background task pane. 14. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 17 Inserting a Date, Footer, and Slide Numbers Adding a date, footer, and slide numbers to a presentation can help you identify and organize slides. A footer is text that repeats at the bottom of each slide in a presentation (or in whatever location on the slide where the footer placeholder is located). Use a footer to record the slide title, company name, or other important information that you want the audience to keep in mind as they view the slides. In the following exercise, you will apply a footer, a date, and slide numbers to a PowerPoint presentation. 18 Step by Step: Insert a Date, Footer, and Slide Numbers USE the Special Events Final presentation that is still open from the previous exercise. 1. Click the Insert tab and then click the Header & Footer button. The Header and Footer dialog box opens. 2. Click the Date and time check box and then click Update automatically if it is not already selected. 3. Click to select the Slide number check box. 4. Click the Footer check box and then type Special Events in the text box below the check box. 5. Click the Don’t show on title slide check box. The date will be today’s date. 19 Step by Step: Insert a Date, Footer, and Slide Numbers 6. Click the Apply to All button to apply the date, footer, and slide number to all slides except the title slide. Slide 6 should look similar to the figure below. In this particular theme, the footer and date appear vertically along the right side of the slide, and the slide number appears in the colored box in the upper-right corner. 20 Step by Step: Insert a Date, Footer, and Slide Numbers 7. Click the Design tab and move the mouse over several different themes in the Themes group. Notice that the placement of the slide number, footer, and date change with different themes. In many of the themes, these elements appear at the bottom of the slide. 8. SAVE the presentation. LEAVE the presentation open to use in the next exercise. When you create notes, pages, and handouts, you can specify a header to appear at the top of every page. A header is repeated text, much like a footer, except it appears at the top of each printed page. Headers do not appear onscreen in Slide Show view, only on printouts. You can also create footers for notes pages and handouts. 21 Adding a Text Hyperlink You can set up hyperlinks (clickable shortcuts) on slides that allow you to jump to a specific slide in the presentation or to external content. Hyperlinks can be displayed as either text or a graphic. Use the Insert Hyperlink dialog box to set up links between slides or from slides to other targets. (The target is the page, file, or slide that opens when you click a link.) If you select text before inserting the hyperlink, that text will become the link that can be clicked. If you select a graphic before inserting the hyperlink, the hyperlink will be attached to the graphic, so that clicking it activates the hyperlink. In the following exercise, you will create a text hyperlink. 22 Step by Step: Add a Text Hyperlink USE the Special Events Final presentation that is still open from the previous exercise. 1. Go to slide 6, position the insertion point at the end of the fax number, and then press Enter to start a new paragraph. Then type Visit our website. 2. Select the text you just typed and then, on the Insert tab, click the Hyperlink button. The Insert Hyperlink dialog box opens. 3. Click in the Address box and type http://www.southridgevideo.com as the target of the link text. 4. Click OK. The website address is formatted with the theme’s hyperlink color and an underline. 5. Go to slide 1 and select Southridge Video. 6. Click the Hyperlink button on the Insert tab. The Insert Hyperlink dialog box opens. 23 Step by Step: Add a Text Hyperlink 7. In the Link To list on the left side of the dialog box, click Place in This Document. A list of slides from the current presentation appears. 8. Click 6. Contact Information (see right). 9. Click OK; PowerPoint identifies slide 6 as the target for this hyperlink. 10. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 24 Step by Step: Add a Text Hyperlink You can create links to a number of different types of targets using the Insert Hyperlink dialog box. Choose Existing File or Web Page to link to any web page or any file on your system or network. Choose Place in This Document to display a list of the current presentation’s slides and custom shows. Choose Create New Document to create a link to a new document. Choose E-mail Address to type an email address to which you want to link. You can add hyperlinks to a slide in Normal view, but the links will work only in Slide Show view. 25 Step by Step: Add a Graphical Hyperlink USE the Special Events Final presentation that is still open from the previous exercise. 1. Go to slide 4 and click the photo to select it. 2. Press Ctrl+K to open the Insert Hyperlink dialog box. (Ctrl+K is a keyboard shortcut for the Insert Hyperlink command you used previously.) 3. Click Place in This Document. A list of slides from the current presentation appears. 4. Click 6. Contact Information. 5. Click OK. SAVE the presentation and then CLOSE it. If you need to change a link’s target, click anywhere in the link, and then click the Hyperlink button, or right-click it and click Edit Hyperlink. The Edit Hyperlink dialog box opens. Remove a link by right-clicking the link and selecting Remove Hyperlink from the shortcut menu. 26 Creating Sections To organize a long presentation, you can create sections, which are dividers that group slides into logical clusters, as folders organize groups of related papers. This organization is especially useful in a lengthy presentation that covers multiple topics. You can then work with the sections rather than with individual slides, moving or deleting an entire section as a group. In the following exercise, you create some sections and then use them to manipulate content. 27 Step by Step: Create Sections OPEN the Blue Yonder Introduction presentation from the data files for this lesson. 1. SAVE the file as Blue Yonder Sections. 2. Go to slide 2. In the navigation pane on the left, right-click slide 2 and click Add Section from the menu that appears. A new section bar labeled Untitled Section appears in the Navigation pane above slide 2, indicating that the new section begins with that slide. 3. Go to slide 5. In the Navigation pane, right-click slide 5 and click Add Section. Another new section (also labeled Untitled Section) appears above slide 5 in the Navigation pane. Repeat these actions to create another new section above slide 7. 4. Click the Untitled Section bar above slide 2. Slides 2, 3, and 4 become selected. 5. Right-click the Untitled Section bar you just clicked and choose Rename Section from the menu that appears. The Rename Section dialog box opens. 28 Step by Step: Create Sections 6. In the Section name box , type Introduction and click Rename. 7. Rename the other two sections, Details and Conclusion, using the same actions you used in steps 4-6. 8. Right-click the Details section heading in the Navigation pane and click Move Section Up to move that section to appear before the Introduction section. 9. Right-click the Details section heading again and click Move Section Down. The Details section moves back to its original location. 10. Right-click the Introduction section heading in the Navigation pane and click Collapse All. All the sections collapse in the Navigation pane. 29 Step by Step: Create Sections 11. Double-click the Conclusion section heading. That section is expanded so you can see the individual slides in it (see right). 12. Right-click the Conclusion section and click Remove Section. The section heading is removed, but the slides remain; they are added to the Details section. 30 Step by Step: Create Sections 13. Right-click either of the remaining section headings and choose Expand All. 14. Click the Introduction section heading to select it and then on the Design tab, click the More button in the Variants group and point to Background Styles. On the Background Styles palette that appears, right-click Style 1 (the white background) and click Apply to Selected Slides. Only the slides in the selected section change their background color. SAVE the presentation and then CLOSE it. 31 Software Orientation Slide Master view (see the next slide) provides tools for modifying the master slides, on which all of the current presentation’s layouts and formats are based. You can modify the slide master itself, or any of the individual layout masters subordinate to it. Use the tools on the Slide Master tab and the slide in the Navigation pane to customize formats that will apply to all slides in a presentation. If you make changes to the topmost slide in the left pane, the changes apply to all layouts. If you click a specific layout below it to change, the changes apply to all slides that use that layout. 32 Software Orientation 33 Customizing Slide Masters The slide master for a presentation stores information on the current theme, layout of placeholders, bullet characters, and other formats that affect all slides in a presentation. If you want to make design changes that will apply to many or all slides in a presentation, modify the slide master rather than applying changes on each slide. Slide Master view makes it easy to change formats globally for a presentation by displaying the slide master and all layouts available in the current presentation. To customize a slide master, you use Slide Master view. Slide Master view has its own tab on the Ribbon to provide tools you can use to change the masters. In the following exercise, you will apply a theme to a slide master to change its look. 34 Step by Step: Apply a Theme to a Slide Master OPEN the Rates presentation from the data files for this lesson. 1. SAVE the file as Rates Masters. 2. With slide 1 active, click the View tab. 3. Click the Slide Master button. Slide Master view opens with the Title Slide Layout selected in the left pane. 4. Click the first slide in the left pane, which is the slide master for the current theme. (It is the top slide in the left pane—the one that is slightly larger than the others. You may have to scroll up to see it.) 5. Click the Themes button in the Slide Master tab to open the Themes gallery; click the Wisp theme in the gallery. The theme is applied to the slide master as well as all slide layouts in the left pane (see the figure on the next slide). 35 Step by Step: Apply a Theme to a Slide Master 6. SAVE the presentation. LEAVE the presentation open in Slide Master view to use in the next exercise. 36 Creating a New Layout You may want to create your own custom layout if: You need to create a number of slides with a layout different from any of the default layouts. You want some slides to use a modified version of one of the default layouts, but you also want to retain that original layout. 37 Step by Step: Create a New Layout USE the Rates Masters presentation that is still open in Slide Master view from the previous exercise. 1. Click the Slide Master at the top of the left pane. 2. On the Slide Master tab, click Insert Layout. A new blank layout appears at the bottom of the left pane. It is blank except for a title placeholder and the copyright information. 3. On the Slide Master tab, click the Insert Placeholder button’s drop-down arrow. A menu opens. 4. In the menu, click Text. The mouse pointer turns into a crosshair. 38 Step by Step: Create a New Layout 5. Draw a new text placeholder on the slide below the title placeholder that will cover most of the empty space on the slide vertically and about ¾ of the empty space on the slide horizontally. 6. Click the Insert Placeholder drop-down arrow again and click Picture in the menu that appears. Draw a placeholder box to the right of the text placeholder (see right). 39 Step by Step: Create a New Layout 7. Right-click the new layout master in the left pane and click Rename Layout in the menu that appears. 8. In the Rename Layout dialog box, replace the current name with Text and Side Picture and then click Rename. 9. On the Slide Master tab, click Close Master View. 10. Go to slide 1. 11. On the Home tab, Slides group, click the New Slide button’s drop-down arrow. On the gallery of layouts that appears, click your new layout, Text and Side Picture (see right), to create a new slide using it. 12. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 40 Modifying Handout and Notes Masters Similar to the Slide Master view, the Handout and Note masters let you modify various elements on the page. There’s a little less flexibility on the sizes of the elements in these masters, but you can customize elements such as the header, footer, date, page orientation, page number, number of slides, background, fonts, and so on. In the following exercise, you will modify the Handout and Notes masters. 41 Step by Step: Modify the Handout and Notes Masters USE the Rates Masters presentation that is still open from the previous exercise. 1. Click the View tab and then click the Handout Master button. The Handout Master view opens. 2. Click in the Header section and type Southridge Video. 3. Click in the Footer section and type Copyright 365 Southridge Video. 4. Click Slides Per Page and select 4 slides from the drop- down menu. Your Handout Master should resemble the figure on the next slide. 42 Step by Step: Modify the Handout and Notes Masters 43 Step by Step: Modify the Handout and Notes Masters 5. Click Close Master View. 6. Click the View tab and then click the Notes Master button. The Notes Master view opens. 7. Click in the Header section and type Southridge Video. 8. Click in the Footer section and type Copyright 365 Southridge Video. 9. Click the Notes Page Orientation button and select Landscape. 10. Resize the text box so it appears on the right side of the page and move the slide to the left of the page (see the figure on the next slide). 44 Step by Step: Modify the Handout and Notes Masters 45 Step by Step: Modify the Handout and Notes Masters 11. Click Close Master View. 12. Click File, Print and under Settings, select the arrow next to full page slides. 13. Click 4 Slides Vertical to preview the handout pages and then click Notes Pages to preview the notes pages. You should see your header and footer and custom layouts on each page. 14. Click the back button. SAVE the presentation and then CLOSE the file. EXIT PowerPoint. 46 Microsoft PowerPoint 365 Lesson 5 Adding Tables to Slides 1 Software Orientation Tables are designed to organize data in columns and rows. The Table Tools Design tab, shown here, and the Table Tools Layout tab provide tools for modifying and formatting a table and are only active when a table is selected 2 Creating Tables When you want to organize complex data on a slide, use a table. A table is a grid into which you can type text in the individual cells at the intersection of each column and row. A table’s column and row structure makes data easy to understand. 3 Inserting a Table If you need to organize numerical data that may be used in calculations, you can insert an Excel worksheet on a slide and use Excel’s tools to work with the data. PowerPoint has automated the process of creating a table so that you can simply specify the number of columns and rows and then type data to achieve a professionally formatted result. PowerPoint offers several ways to insert a table. The simplest is to click the Insert Table icon in any content placeholder. You can also insert a table with the Table button on the Insert tab. In the following exercise, you will create tables using both methods. 4 Step by Step: Insert a Table Before you begin these steps, make sure that your computer is on. Sign on, if necessary. 1. START PowerPoint, if the program is not already running. 2. Locate and OPEN the ATMs presentation from the data files for this lesson and then SAVE it as ATMs Final. 3. Click below slide 4 in the left pane and press Enter to insert a new slide with the Title and Content layout after slide 4. 4. On the new slide, click in the title placeholder and type the slide title, Proposed ATM Locations. 5 Step by Step: Insert a Table 5. Click the Insert Table icon in the content placeholder. The Insert Table dialog box opens (see below). 6. In the Number of Columns text box, overwrite the existing text if necessary and type 3 to specify three columns, press Tab to move to the Number of Rows text box, and then type 6 to specify six rows. Click OK. PowerPoint creates the table in the content area. Notice that formats specified by the current theme have already been applied to the table 6 Step by Step: Insert a Table 7. Click in the first table cell in the top row and type Location. Press Tab to move to the next cell and type Site Study Complete. Press Tab to move to the third cell in the row and type Nearest Competing ATM. 8. Type the following information in the table cells, pressing Tab to move cells. Your table should look like the figure below when you complete it. 7 Step by Step: Insert a Table 9. Insert a new slide with the Title and Content layout at the end of the presentation, and click to display the new slide. 10. On the Insert tab, click Table to produce the Table menu and grid. 11. Drag across the grid to select a 5X5 block (see Figure 5-4) and then release the mouse button to create the table. 12. Delete the new slide on which you just created the table. 13. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 8 Step by Step: Draw a Table USE the ATMs Final presentation that is still open from the previous exercise. 1. Insert a new slide at the end of the presentation with the Title Only layout. 2. On the Insert tab, click Table to open the Table menu and then click Draw Table. The mouse pointer changes to a pencil. 3. Click and drag the mouse pointer to draw a frame approximately 3” high and the same width as the slide’s title placeholder box. 4. When you release the mouse button, the new table appears (which has only one big cell), and the Table Tools Design tab is displayed. 9 Step by Step: Draw a Table 5. On the Table Tools Design tab, click Draw Table in the Draw Borders command group. The mouse pointer becomes a pencil again. 6. Click and drag to draw a horizontal line that divides the table horizontally. A dotted horizontal line appears. Release the mouse button to accept it. 7. The drawing pencil mouse pointer should stay on; if it turns itself off, click the Draw Table button again to re-enable it. 8. Drag a vertical line through the middle of the table to divide it vertically. 9. Drag another vertical line that divides only the lower-right cell of the table vertically. 10 Step by Step: Draw a Table 10. Drag another horizontal line that divides only the lower-right cells of the table horizontally. This figure shows the completed table. 11. Press Esc to turn off the pencil cursor on the mouse pointer. 11 Step by Step: Draw a Table 12. Type the text shown in the figure below into the slide’s title placeholder and into the table. You will format this table later in the lesson. 13. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 12 Modifying Table Layout It is often necessary to modify the layout as you work with a table. You may need to add or delete rows or columns, move data in the table, adjust column widths, or merge or split table cells. One of the most common reasons to change a table’s structure is to add data to or remove data from the table. You will learn in the following exercise that you can easily insert rows and columns in PowerPoint tables to keep data accurate and up to date. 13 Step by Step: Add a Row and a Column USE the ATMs Final presentation that is still open from the previous exercise. 1. Go to slide 6 (the Team Leaders slide). 2. Click at the end of the word Bailey in the last cell and press Tab. A new row appears. 3. In the new row, type Western in the first column, Greg in the second, and Ballantine in the third. 4. Click in the cell containing Eastern and on the Table Tools Layout tab, click Insert Above in the Rows & Columns group. A new blank row appears above that cell’s row. 5. Drag the lower border of the first row upward, decreasing that row’s height as much as possible. (The text within that row prevents the height from being smaller than will accommodate that text.) 14 Step by Step: Add a Row and a Column 6. In the new row, type Northern in the first column, Wesley in the second, and Kirk in the third. Your results should look like this figure. 15 Step by Step: Add a Row and a Column 7. Click and drag across all the cells in the Division column to select that column. You can also place your cursor above the column until it becomes an arrow to select the whole column. 8. On the Table Tools Layout tab, click Insert Right. A new blank column appears. 9. In the new column, type the data shown in this figure. If the table becomes so tall that it overruns the bottom of the slide, move the table upward on the slide as needed by dragging its outer border. 16 Step by Step: Add a Row and a Column 10. SAVE the presentation. LEAVE the presentation open to use in the next exercise. To add a new row at the bottom of a table, simply move into the last cell of the table (bottom right) and press Tab. The Tools in the Rows & Columns group on the Table Tools Layout tab also makes it easy to insert new rows and columns. Click in a cell near where you want to add the row or column and then click the appropriate button on the tab. 17 Merging and Splitting Table Cells The merge and split features allow you to adjust how content fits in table cells and to modify the internal structure of a table without increasing or reducing its overall width. By merging cells, you can position content so it spans more than one column or row. When two cells merge, all the content is retained; a paragraph break is inserted between their content. Use the split feature when you want to divide a single row or column to accommodate additional entries without modifying the remainder of the table. When you split a cell that contains content, the content goes with the leftmost or upper cell. Merging and splitting can modify the internal structure of a table without increasing or reducing its overall width. In the following exercise, you will practice merging and splitting table cells. 18 Step by Step: Merge and Split Table Cells USE the ATMs Final presentation that is still open from the previous exercise. 1. Go to slide 6 and select the cells containing Wesley and Kirk. 2. On the Table Tools Layout tab, click Merge Cells. The two cells become one, and the text from both cells appears in the merged cell separated by a paragraph break. 3. Click at the beginning of the second name and press Backspace to delete the paragraph break between the two names, so they appear on the same line. Press the space bar once if needed to add a space between the two names. 4. Use the procedures in steps 1-3 to merge each of the other three names (Claude Simpson, Mary Bailey, and Greg Ballantine) in the table in the same way. 19 Step by Step: Merge and Split Table Cells 5. Use the procedures in steps 1-3 to merge the cells containing the two names of the representatives for the Eastern region, and leave each name on a separate line as shown here. 20 Step by Step: Merge and Split Table Cells 6. Select all three cells that contain state names, and on the Table Tools Layout tab, click Split Cells. The Split Cells dialog box opens. 7. In the Number of Columns text box, type 2 to set the number of columns to 2 if it is not already at that value. In the Number of Rows box, type 1 to set the number of rows to 1 if it is not already at that value. Then click OK. 8. Select the entire table and then click the Distribute Columns button on the Table Tools Layout tab to equalize the column widths. 21 Step by Step: Merge and Split Table Cells 9. For each division, move approximately half of the names from the existing cell to the empty cell to its right (see the figure below). You can move the text either with drag and drop or cut and paste. Resize the columns as needed to fit the states’ names. 10. SAVE the presentation file and then CLOSE it. LEAVE PowerPoint open. 22 Formatting Tables You may want to modify formatting because you do not like the default colors or you want a different look. Use the tools on the Table Tools Design and Table Tools Layout tabs to apply new formatting options. 23 Changing Table Text Alignment and Orientation Text can be aligned both vertically and horizontally within a cell. You can also change the text’s orientation (rotation) to create visual interest. Use the same tools to align content horizontally in a table cell that you use to align text in a text placeholder. Changing alignment in table cells can improve readability as well as make a table more attractive. Vertical alignment options control how content appears from the top to the bottom of a cell. The default option is top alignment. Use options on the Text Direction menu in the Alignment group of the Table Tools Layout tab to change the orientation of text for a special effect. 24 Step by Step: Align and Orient Text in a Table OPEN the Bids presentation from the data files for this lesson. 1. SAVE the file as Final Bids. 2. Go to slide 2 and click in the merged cell at the far left of the table. 3. Click the Table Tools Layout tab and then click the Text Direction button to display a menu of orientation options. 4. Click Stacked. This option will stack text with each letter below the previous one. 5. Type Vendor in the merged cell. The text stacks in the merged cell. 25 Step by Step: Align and Orient Text in a Table 6. Select the text you just typed. Click the Home tab and then click the Character Spacing button in the Font group. Click Very Tight (see below). 26 Step by Step: Align and Orient Text in a Table 7. With text still selected, click the Bold button in the Font group on the Home tab. 8. Select the cells with numbers in the Price column. Click the Align Right button in the Paragraph group to align all text in that column along the right side of the cells. 9. Select the cells with numbers in the last two columns. Click the Center button to center the contents of those cells. 10. Select the cells in the column header row. Because they are already blue, it will not be obvious that they are selected. 11. Click the Center button on the Home tab to center the contents of those cells. 27 Step by Step: Align and Orient Text in a Table 12. Click the Table Tools Layout tab and then click the Align Bottom button in the Alignment group. All column headings now align at the bottom of the cells (see below). 13. SAVE the presentation. LEAVE the presentation open. 28 Step by Step: Apply a Table Style USE the Final Bids presentation that is still open from the previous exercise. 1. Click anywhere in the table on slide 2 and then click the Table Tools Design tab. 2. Click the More button in the Table Styles group to display the Table Styles gallery. Note that the table styles are organized into several groups—Best Match for Document, Light, Medium, and Dark. 3. Click the Themed Style 2 – Accent 6 table style. This style is a colorful alternative, but not exactly what you want. 29 Step by Step: Apply a Table Style 4. Click the More button again and then click the Medium Style 3 style, a black and gray combination in the first column of the gallery. Your table should look similar to this one. 5. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 30 Step by Step: Apply a Table Style Colors available for Table Style formats are controlled by theme. If you apply a Quick Style and then change the theme, the Table Style colors will adjust to those of the new theme. You may want to remove all table formatting to present data in a simple grid without shading or border colors. Remove formatting by clicking Clear Table at the bottom of the Table Styles gallery. Reapply formats by selecting any table style. 31 Microsoft PowerPoint 365 Lesson 6 Using Charts in a Presentation 1 Software Orientation Charts can help your audience understand relationships among numerical values. The figure on the next slide shows a sample PowerPoint chart with some standard chart features labeled. A chart can compare multiple data series with each series represented by a different color or pattern. A legend explains what each color represents. Category axis labels explain what the groupings of bars represent (on the horizontal axis) and vertical axis labels explain the meaning of the numeric values (on the vertical axis). Optional elements such as gridlines behind the chart help make the chart more readable. 2 Software Orientation 3 Building Charts Charts are visual representations of numerical data. Chart features such as columns, bars, lines, or pie slices make it easy to understand trends or compare values. Once you have created a chart in PowerPoint, you can easily: Modify the data on which the chart is based Choose a different type of chart to display the data Change the layout of the chart Modify its formats 4 Inserting a Chart from a Content Placeholder Excel opens when you create a chart in PowerPoint and you enter the data in Excel that you want to plot on the chart. When you return to PowerPoint, the chart appears with the data presented. As with tables and other objects, such as diagrams and pictures, the easiest way to insert a chart is to click the Insert Chart icon in any content placeholder. PowerPoint guides you the rest of the way to complete the chart. In the following exercise, you will place a chart on a slide using a content placeholder. 5 Step by Step: Insert a Chart Before you begin these steps, make sure that your computer is on. Sign on, if necessary. 1. START PowerPoint, if the program is not already running. 2. OPEN the Revenues presentation from the data files for this lesson and then SAVE it as Revenues Final. 3. Go to slide 3. Click the Insert Chart icon in the center of the content placeholder. The Insert Chart dialog box opens (see right), showing chart types and subtypes. 6 Step by Step: Insert a Chart 4. Click the 3D Clustered Column chart subtype (the fourth from the left in the row of icons across the top of the dialog box). 5. Click OK. A Chart in Microsoft PowerPoint window opens on top of the PowerPoint window containing the sample data on which the chart is based (see the figure on the next slide). It is similar to an Excel worksheet. Notice the bright-blue border that surrounds the data range. This range border is used to indicate the data being charted. 6. Drag the marker in the bottom-right corner of the range border so that the range includes only cells A1:C5. 7. Select Column D, right click, and then select Delete to clear the selected cells. (If you just click Delete, it leaves a placeholder for the Column, which appears in your chart.) 7 Step by Step: Insert a Chart 8 Step by Step: Insert a Chart 8. Click cell B1 and type 2014, replacing the current entry. Then press Tab to move to cell C1. Type 2015 and press Enter. 9. Beginning in cell A2, type the following data in Excel to complete the chart: 10. Close the worksheet window. The chart appears with the data you entered (see the figure on the next slide). 11. SAVE the presentation. LEAVE the presentation open to use in the next exercise. 9 Step by Step: Insert a Chart 10 Step by Step: Insert a Chart As you saw in the previous exercise, a worksheet window opens to allow you to insert the data that creates the chart. Edit the worksheet data any time you want by clicking the Edit Data button on PowerPoint’s Chart Tools Design tab. When you click Edit Data in the Data group, a menu appears offering for you to edit the data in PowerPoint (Edit Data) or in Excel (Edit Data in Excel 365). If you want to use data from an existing Excel workbook, open that workbook and Copy and Paste the data into the sheet created for the chart’s data. Adjust the range border as needed. 11 Choosing a Different Chart Type After creating a chart, you may choose to change its type and/or its layout. If you decide that the chart type you have chosen does not display the data the way you want, you can choose a different chart type or subtype. Different chart types display the data series differently. A data series consists of all the data points for a particular category. A data point, sometimes called a data marker, is one point in a series. The default chart type is a Colu