ECDL Module 6 Notes PDF

ECDL Module 6 Notes Module 6: Presentation 6.1 Using the Application 3.1.1 Working with Presentations 6.1.1.1 Open, close a presentation application. Open, close presentations. Opening the Microsoft PowerPoint Application Click on the Start Button Click All Programs Selec...

ECDL Module 6 Notes Module 6: Presentation 6.1 Using the Application 3.1.1 Working with Presentations 6.1.1.1 Open, close a presentation application. Open, close presentations. Opening the Microsoft PowerPoint Application Click on the Start Button Click All Programs Select Microsoft Office Click on Microsoft Office PowerPoint 2007 To close a Presentation Click the Microsoft Office Button and click close, Close. To close PowerPoint Click the Microsoft Office Button and click Exit. OR Otherwise click on the big ‘x’ button © TCTC Page 1  ECDL Module 6 Notes Opening an Existing PowerPoint Presentation Click the Microsoft Office Button and Click Open, or Press CTRL+O (Depress the CTRL key while pressing the ―O‖) on the keyboard Choose the location where the file is Saved Click on the file and Click Open To open several Presentation Click on the office button and from the menu choose open. Use the look in drop down menu to select the drive or folder that contains the files that you want. Select the first file, and then select the second file while depressing the Ctrl button. (This \will allow you to choose two or more files) Then click on open. 3.1.1.2 Create a new Presentation based on default template Create a New Presentation Click the Microsoft Office Button Click New OR Press CTRL+N (Depress the CTRL key while pressing the ―N‖) on the keyboard © TCTC Page 2  ECDL Module 6 Notes You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on centre screen, and preview the selection on the right screen. 6.1.1.3 Save a presentation to a location on a drive. Save a presentation under another name. Saving a Presentation Click the Microsoft Office Button Click Save or Save As (remember, if you‘re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and choose Word 97-2003 Document), OR Press CTRL+S (Depress the CTRL key while pressing the ―S‖) on the keyboard, OR Click the Save icon on the Quick Access Toolbar © TCTC Page 3  ECDL Module 6 Notes Note:- Remember that when you’re saving for the First time you need to click on save as but if you have already saved the file and you want to save it again just click on save. If you want to change the name of the file repeat the same steps like you’re doing the save for the first time and in file name write the new Name and click Save 6.1.1.4 Save a presentation as another file type: Rich Text Format, template, show, image file format, version number. To save document as another file type: Click the Microsoft Office Button Save As Click on the Arrow to the right where you have Save as type Choose the Type of format example Rich Text Format 6.1.1.5 Switch between open presentations There are two ways of how you can switch from one open presentation to another:- 1. Click on the required presentation icon that will appear on the taskbar 2. Or click on the View icon on the Menu Bar and then click on the Switch Windows and Choose the presentation required © TCTC Page 4  ECDL Module 6 Notes 6.1.2 Enhancing Productivity 6.1.2.1 Set user preferences in the application: user name, default folder to open and save files. Update user information When Microsoft PowerPoint is first installed, you will be asked to provide some basic information such as your name, initials and address when you are registering the software. Microsoft PowerPoint uses this information when you create presentations and inputs it into the summary information for each document. If the information you initially entered has changed, you can easily update your new user information, by following these steps: 1. Click the Microsoft Office Button , and then click Word Options. 2. Click Popular. 3. Under Personalize your copy of Office, type the author name in the User name box. © TCTC Page 5  ECDL Module 6 Notes Change the default folder / default file location By default, PowerPoint saves documents in the My Documents folder, located in the root directory. To change the default folder: Click the Microsoft Office Button , and then click PowerPoint Options Click Save From the default file location click on browse Choose the location Click OK 6.1.2.2 Use available Help functions Click the Microsoft Office Help button in the upper right or the F1 key on your keyboard to open Help on your computer. The Help window will be displayed as illustrated: © TCTC Page 6  ECDL Module 6 Notes Select one of the available help topics, or click on the Search Box to search for a topic by entering a keyword. 6.1.2.3 Use magnification/zoom tools. The Zoom feature in Microsoft PowerPoint provides a way for you to shrink or enlarge the presentation you are working on for viewing purposes. You can zoom out to see the complete document in a small enough size for it to fit in the window. Conversely, you can zoom in to get a close-up view of a part of the document. To zoom your presentation, follow these steps: Step1 Go to the View menu. Step2 Select Zoom. Step3 Look at the “Zoom to” and the “Preview” boxes in the Zoom window. Step4 Choose one of the preset zoom buttons, or select a more exact zoom percentage in the percent window below the buttons. Step5 You can preview your choice in the Preview box in the right side of the Zoom window. Step6 Click OK. © TCTC Page 7  ECDL Module 6 Notes 6.1.2.4 Display, hide built-in toolbars. Restore, minimize the ribbon. Display toolbars Right click on an existing toolbar and click on Customize quick Access Toolbar Choose a tool Click Add And Remove toolbars Right click on an existing toolbar and click on Customize quick Access Toolbar Choose a tool Click Remove Minimize the ribbon Click Customize Quick Access Toolbar. In the list, click Minimize the Ribbon. © TCTC Page 8  ECDL Module 6 Notes Restore the Ribbon Click Customize Quick Access Toolbar. In the list, click Minimize the Ribbon. 6.2 Developing a Presentation 6.2.1 Presentation Views 6.2.1.1 Understand the uses of different presentation view modes: normal view, slide sorter view, outline view, Notes View, slide show view. And 6.2.1.3 Change between presentation view modes: normal view, slide sorter view, slide show view. PowerPoint has five views from which you can choose to create and edit your slides. To access the views, you can go to the View Tab. Each view will have a different set of icons from which editing can be done. Each view also displays the slide in a unique way. To select a view, click on the appropriate view icon. The first view is the Normal View. In this view, you edit one slide at a time. With the current slide, you can add text, draw graphics, add clip art, and change the layout. This is the default view. It allows you to see and work with several aspects of the presentation simultaneously, including the slide, the outline/slide sorter section, and the task pane. The second view is the Slide Sorter View. This view shows a miniature of your slides. Under each slide it shows the slide number and transition between slides. © TCTC Page 9  ECDL Module 6 Notes The third view is the Notes page view. While the notes for each slide are available in the Normal view, this view shows your slide in the upper half of the window and your notes in the bottom half in a new window. This is a useful view for correlating your notes with a particular slide. The notes you enter for each slide can be used as notes during your presentation since they do not appear when the slide show is running. You can also print this view. The fourth view is the Slide Show from Current Slide. This view runs your presentation from the slide you were currently editing. To get out of the Slide Show view and back to one of the edit views, press the ESC key. An outline of your slides is accessible by clicking the Outline tab in the left pane while you are in Normal View. You can switch between the Slides tab and the Outline tab. 6.2.1.2 Recognize good practice in adding slide titles: use a different title for each slide to distinguish it in outline view, when navigating in slide show view. Ideally you should give a different title to each slide in your presentation. This will help you to quickly distinguish one slide from another in outline view. 6.2.2 Slides 6.2.2.1 Choose a different built-in slide layout for a slide. On the View tab, in the Presentation Views group, click Normal. In Normal view, in the pane that contains the Outline and Slide tabs, click the Slides tab. Click the slide that you want to apply a layout to. On the Home tab, in the Slides group, click Layout, and then select the layout that you want. © TCTC Page 10  ECDL Module 6 Notes 6.2.2.2 Apply an available design template to a presentation. On the Design tab, in the Themes group, click More. Do one of the following: 1. To apply a built-in theme, under Built-In, click the theme that you want. 2. To apply a newly-created theme or an existing theme that you modified and saved, under Custom, click the theme that you want. 6.2.2.3 Change background colour on specific slide(s), all slides. Click the slide or slides that you want to add a background style to. To select multiple slides, click the first slide, and then press and hold CTRL while you click the other slides. © TCTC Page 11  ECDL Module 6 Notes On the Design tab, in the Background group, click the arrow next to Background Styles. Click Format Background, and then choose the options that you want. 6.2.2.4 Add a new slide with a specific slide layout like: title slide, chart and text, bulleted list, table/spreadsheet. Click on the Home Tab Click on the Arrow next to New Slide The Choose what you need Title Slide: - Chart and Text Slide: - After choose chart Bulleted List: - Table/Spreadsheet: - After choose Insert Table 6.2.2.5 Copy, move slides within the presentation, between open presentations. © TCTC Page 12  ECDL Module 6 Notes Changing a Slide's Position The easiest way to change a slide's position is to use the Slide Sorter view. The slides are shown chronologically in this view, and you can select and drag individual files to move them to different positions. Move Slides from one presentation to another To move slides between open presentations use cut/copy and paste techniques. Right click on the slide that you need to move in the Slides Tab. Click on Cut/Copy Go to the other presentation Right click where you need to put it in the Slides Tab Click Paste 6.2.2.6 Delete slide(s). The current slide can be deleted by Right clicking on it from the Slide tab and click Delete. The next slides in the presentation will each move up in the slide order. 6.2.3 Master Slide 6.2.3.1 Insert a graphical object (picture, image, drawn object) into a master slide. Remove a graphical object from a master slide. Insert a Graphical Object Click on the View Tab Click on slide Master Click on the Insert Tab Choose between picture, shape or clip art. Go to Slide Master Tab Click Close Master View Remove a Graphical Picture Click on the View Tab Click on slide Master Select the Graphical Picture Press delete from your Keyboard © TCTC Page 13  ECDL Module 6 Notes Go to Slide Master Tab Click Close Master View 6.2.3.2 Enter text into footer of specific slides, all slides in a presentation. From the Insert tab, select the Header and Footer Button Insert text: And if you need to add text of your choice as footer, first you have to tick the box next to the text Footer and then write the text in the box provided. The last step that you have to do is to choose between apply (that means to the current slide only) or apply to all (that means to all the slides that you have in the Presentation). You can also choose not to show the footer on any title slides that you might have in the presentation. This can be done by ticking the check box next to ‘Don’t show on title slide.’ 6.2.3.3 Apply automatic slide numbering, automatically updated date, no updating date into footer of specific slides, all slides in a presentation. Insert Date and Time in the slide footer: If you need the date / time just tick the Date and Time, select a date / time format from the drop-down menu and then choose between an update date (that means that every time you open this PowerPoint presentation the date will update automatically) or a Fixed Date (that means that if you write example 17/07/1987 it will always appear the same in the presentation. Insert slide numbers: If you need the slide numbers just tick on the box next to the text Slide Number. © TCTC Page 14  ECDL Module 6 Notes 6.3 Text 6.3.1 Handling Text 6.3.1.1 Recognize good practice in creating slide content: use short concise phrases, bullet points, numbered lists. An effective presentation contains text which is concise and to the point. It is highly recommended that you add a title to every slide to make it easier to navigate through your slide show if necessary. 6.3.1.2 Enter text into a placeholder in standard, outline view. To add text to the title of a slide, click in the box that reads Click to add title. Next, type the text you want to be used as a title. Do not press ENTER at the end of the line unless you wish to place another line of text in the title. To add text to the slide, click in the box labeled Click to add text. All text you enter will be placed on the slide. If the text is too long for the line, PowerPoint automatically wraps the text to the next line. 6.3.1.3 Edit text in a presentation. To edit text in the Presentation click on the text box where you want to edit and re arrange text accordingly 6.3.1.4 Copy, move text within, between presentations. Select the Text box Then highlight the text © TCTC Page 15  ECDL Module 6 Notes Right click and Copy/Cut Switch to the Other Presentation Click on the text box where you need to paste them Right click and Paste 6.3.1.5 Delete text. Select the Text box Then highlight the text that you want to delete Press the delete button from your keyboard 6.3.1.6 Use the undo, redo command. Undo: - From the Quick Access Toolbar choose the Undo command Redo: - From the Quick Access Toolbar select Redo 6.3.2 Formatting 6.3.2.1 Change text formatting: font sizes, font types. Text formatting allows you to add a professional look to your presentation but be careful and don't overuse the effects as this will make your document look anything but professional. It is always best to use the one Font Type throughout the whole document, as this gives the document a look of conformity. The use of different colors and funky fonts detract from a document and makes them look completely amateurish. Changing the Font Arial is the font that is currently being used. Your computer might show a different font name here. Click on the drop-down arrow to display the list of © TCTC Page 16  ECDL Module 6 Notes available fonts. Use the scroll bar to see the full list. Then, simply click on the font of your choice. Changing the Font size Click on the drop down arrow showing the current font size, and select the font size of your choice. 6.3.2.2 Apply text formatting: bold, italic, underline, shadow. Make text bold Select the text that you want to make bold, and move your pointer to the Home tab. Click Bold Note:- Click Bold again to unbold the text that you selected. Make text Italic Select the text that you want to make Italic, and move your pointer to the Home tab. Click Italic Note: - Click Italic again to remove the Italic the text that you selected © TCTC Page 17  ECDL Module 6 Notes Make text Underlined Select the text that you want to make Italic, and move your pointer to the Home tab. Click Underlined Note: - Click Underlined again to remove the underlined text that you selected Make text with Shadow Select the text that you want to make with shadow, and move your pointer to the Home tab. Click on the Shadow button Note: - Click Shadow again to remove the shadow text that you selected 6.3.2.3 Apply different colours to text. Click on the drop down arrow next to the font colour tool and select the colour that you wish to apply. © TCTC Page 18  ECDL Module 6 Notes 6.3.2.4 Apply case changes to text. Select the text that you want to change the case of. On the Home tab, in the Font group, click Change Case (as shown in the diagram below), and then click the capitalization option that you want.
To capitalize the first letter of a sentence and leave all other letters as lowercase, click Sentence case.
To exclude capital letters from your text, click lowercase.
To capitalize all of the letters, click UPPERCASE.
To capitalize the first letter of each word and leave the other letters lowercase, click Capitalize Each Word.
To shift between two case views (for example, to shift between Capitalize Each Word and the opposite, cAPITALIZE eACH wORD), click tOGGLE cASE. To apply the small capital (Small Caps) letter formatting to your text, select the text, and then on the Home tab, in the Font group, click the arrow in the lower right corner. In the Font dialog box, under Effects, select the Small Caps check box. See the diagram below for details. © TCTC Page 19  ECDL Module 6 Notes 6.3.2.5 Align text: left, centre, right in a text frame Select the text that you want to format. On the Home tab, in the Paragraph group, click Align Left, Centre, Right or Justified 6.3.3 Lists 6.3.3.1 Indent bulleted text. Remove indent from bulleted text. Indent bulleted text If the ruler is not displayed, on the View menu, click Ruler. On the slide, click the bulleted or numbered text you want to change. If the text contains more than one level of bulleted or numbered items, the ruler displays indent markers for each level. 1. First-line indent, showing the indent position of the bullet or number. 2. Left indent marker, showing the indent position of text in the list. Do any of the following: 1. To change the position of the bullets or numbers, drag the first-line indent marker. 2. To change the position of the text, drag the left indent marker. Drag just the pointed top part of the marker (if you drag the bottom rectangle, both indents move together). 3. To move the indents as a whole and keep the relationship between the bullet or number and the left text indent as it is, drag the rectangular part on the bottom of the left indent marker. Repeat step 3 for each level of bullets and numbers and each level of text you want to change. Note: © TCTC Page 20  ECDL Module 6 Notes To change these settings for all the slides in a presentation, make the changes to the slide master. Remove Indent To remove the indent click on the Home tab And click on the Decrease Indentation Icon 6.3.3.2 Adjust line spacing before and after bulleted, numbered lists. 1. Click arrow next to the word Paragraph. 2. And in the Section Spacing set the Before and After Spacing 3. Click OK. The normal spacing between lines of a paragraph is single line. However, in some cases we need to leave more space between lines. Change the line spacing Select the paragraphs for which you want to change the line spacing. On the Home tab, in the Paragraph group, click Line Spacing. Do one of the following: © TCTC Page 21  ECDL Module 6 Notes Click the number of line spaces that you want. For example, click 2.0, to double-space the selected paragraph. Click 1.0 to single-space with the spacing that is used in earlier versions of Word. Click 1.15 to single-space with the spacing that is used in Word 2007. Click Line Spacing Options, and then select the options that you want under Spacing. See the following list of available options for more information. Single – This option accommodates the largest font in that line, plus a small amount of extra space. The amount of extra space varies depending on the font that is used. 1.5 lines - This option is one-and-one-half times that of single line spacing. Double - This option is twice that of single line spacing. Exactly - This option sets fixed line spacing, expressed in points. For example, if the text is in a 10-point font, you can specify 12 points as the line spacing. Multiple - This option sets line spacing that can be expressed in numbers greater than 1. For example, setting line spacing to 1.15 will increase the space by 15 percent, and setting line spacing to 3 increases the space by 300 percent (triple spacing). © TCTC Page 22  ECDL Module 6 Notes 6.3.3.3 Switch between the different standard bullets, number styles in a list Bullets are used to set-off and emphasize sections of text and are symbols such as dots or diamonds. You can select from a number of different bullet types or create your own bullets. Any character available within your fonts can be used as a bullet. Select the list you wish to apply number or bullet formatting to. Click on the Bullets tool within the Paragraph Section. Numbers Bullets Remove bullet formatting from the list. Select the list to which the bullet formatting information has been applied Click on the Bullets icon on the Paragraph Section Add numbering to a list using the Numbering icon. Select the text you wish to re-format as a numbered list and select the Numbering icon from the Paragraph Section Apply alternative bullet formatting to a list. Select the items to which you want to add picture bullets or symbols. To change an entire list level in a multilevel list, click one bullet or number at that level in the list. © TCTC Page 23  ECDL Module 6 Notes On the Home tab, in the Paragraph group, click the arrow next to Bullets. Click Bullets and Numbering Click on Picture or Customize Click any symbol or picture that you want to use, and then click OK twice. Add Alternative numbering styles to list. Select the items to which you want to add numbering styles. On the Home tab, in the Paragraph group, click the arrow next to Numbering. Click Bullets and Numbering, Choose one of them and click OK © TCTC Page 24  ECDL Module 6 Notes Control whether separate lists within a document use continuous numbering. If you have a number of separate lists within your document, then you can choose to have each list restart numbering, or you can choose that the number used at the end of one list is the starting number for the next list. You can control this behavior from the Bullets and Numbering arrow and Choose Set Numbering Value 6.3.4 Tables 6.3.4.1 Enter, edit text in a table slide. Click on the Home Tab Click on the Arrow next to New Slide The Choose Content and Caption and click Table/Spreadsheet: - Type the Number of columns and Rows Click OK To enter text in a table, click in the cell in which you wish to insert you text and start typing. To move from one cell to another you can use the mouse, the Tab key or the arrow keys on your keyboard. Use normal text editing techniques to edit cell contents in a table. © TCTC Page 25  ECDL Module 6 Notes 6.3.4.2 Select rows, columns, entire table. The easiest way to select rows, columns or the entire table in a slide is by using highlighting techniques (click and drag). Select Rows Click in front of that Row when the Arrow is white Select Columns Click above of that Column when the Arrow is small and Black Select Entire Table Click on the symbol on the far left side of the table 6.3.4.3 Insert, delete rows and columns. Let’s say that we need to insert an additional row at the top of our table…Right click inside the first row and choose Insert. Choose between Rows Above and Rows Below Likewise, if you wish to insert a column you will need to highlight and perform a right click inside the column. Select Insert and choose between Columns to the left and columns to the right © TCTC Page 26  ECDL Module 6 Notes Delete rows / columns: To delete a row right-click inside the row and choose Delete Rows. To delete a column, you first need to highlight the column, then right-click and choose Delete Columns. 6.3.4.4 Modify column width, row height. 1. Rest the pointer over the column or row boundary you want to change. The pointer changes to a or 2. Drag the column or row boundary to a new location. 6.4 Charts 6.4.1 Using Charts 6.4.1.1 Input data to create built-in charts in a presentation: column, bar, line, pie. Click on the Home Tab Click on the Arrow next to New Slide The Choose Content and Caption and click Chart: - The datasheet dialog box and a chart will be displayed. Use the datasheet to replace existing data with the information that you wish to display in the chart. Click outside the chart. The datasheet dialog box will disappear. © TCTC Page 27  ECDL Module 6 Notes 6.4.1.2 Select a chart And 6.4.1.3 Change the chart type. Click once on the chart Click on Chart in the Menu Bar Choose Chart Type Choose one of the types required Click OK © TCTC Page 28  ECDL Module 6 Notes 6.4.1.4 Add, remove, and edit a chart title. Click once on the chart Click on Chart in the Menu Bar Choose Chart Options On the Titles Tab write or edit the title in the Chart Title Box Note: to remove the Title just Select the title and press Delete © TCTC Page 29  ECDL Module 6 Notes 6.4.1.5 Add data labels to a chart: values/numbers, percentages. Click once on the chart Click on Chart in the Menu Bar Choose Chart Options On the Data Labels Tab and Choose Value, percentage etc. Note: Percentage only is visible when a pie chart is created 6.4.1.6 Change the background colour of a chart. Double click on the Chart Area Choose a Colour Click OK © TCTC Page 30  ECDL Module 6 Notes 6.4.1.7 Change the column, bar, line, pie slice colours in a chart. Right click in the column series / pie slice, etc… of which you want to change the colour. Then select Format Data Series, choose a colour and click OK. Note that using this method all colours of bars / columns in a series will change. If you wish to change only one column / one slice in a pie, click twice inside the column / pie slice. Then right-click and choose Format Data Point… © TCTC Page 31  ECDL Module 6 Notes 6.4.2 Organization Charts 6.4.2.1 Create an organization chart with a labeled hierarchy by using a built-in organization chart feature. On the Insert tab, in the Illustrations group, click SmartArt. In the Choose a SmartArt Graphic gallery, click Hierarchy, click an organization chart layout (such as Organization Chart), and then click OK. Click in a box in the SmartArt graphic, and then type your text. 6.4.2.2 Change the hierarchical structure of an organization chart. © TCTC Page 32  ECDL Module 6 Notes Click once on the Organizational Chart Click on Design Tab And Choose one of the Layouts in the Layouts section 6.4.2.3 Add, remove co-workers, subordinates in an organization chart. To Add:- Click once on the Organizational Chart Click once on the shape that you want to add a box to Click on Design Tab Click on the Arrow next to Add shape To insert a box at the same level as the selected box but following it, click Add Shape After. To insert a box at the same level as the selected box but before it, click Add Shape Before. To insert a box one level above the selected box, click Add Shape Above. The new box takes the position of the selected box, and the selected box and all of the boxes directly below it are each demoted one level. To insert a box one level below the selected box, click Add Shape Below. The new box is added after the other box at the same level. To add an assistant box, click Add Assistant. The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level. Note: To delete a box, click the border of the box you want to delete, and then press DELETE. © TCTC Page 33  ECDL Module 6 Notes 6.5 Graphical Objects 6.5.1 Insert, Manipulate 6.5.1.1 Insert a graphical object (picture, image, drawn object) into a slide. Insert clipart Microsoft PowerPoint has a built-in library of clipart images that you can insert in your Slides. Remember that before inserting any image you should be in the slide where the picture is going to be inserted. Click on the Insert tab. Choose Clipart The clipart task pane will appear at the right hand side of your screen. Type a keyword in the Search for: box, and click Go. Click once on the picture of your choice and it will be inserted in your document. Insert a picture that is saved on your computer Click on Picture from the Insert tab. The Insert Picture dialog box will open, from where you can browse to the folder that contains your pictures. You can change the views of your folder to see a preview of your pictures. Click on the picture that you wish to insert, and then click on Insert at the bottom of the window. © TCTC Page 34  ECDL Module 6 Notes 6.5.1.2 Select a graphical object and 6.5.1.3 Copy, move graphical objects, charts within the presentation, between open presentations. To Select a Picture just click on it Duplicate pictures, images within the presentation or between open Presentations: Select the picture you need to duplicate, right click on the picture and click on copy. Click on the slide where you want to place your image. Right click on a blank space and click on Paste. In case you want to duplicate it to another presentation, you should open the other presentation. After copying your image click on the other presentation from the taskbar, select the slide where you want to paste it. Right click on a blank space and click on Paste. Move, pictures, images within the presentation or between open Presentations: If you wish to move the images, rather than just copying them, you should select ‘Cut and Paste’ instead of ‘Copy and Paste’. 6.5.1.4 Resize, delete graphical objects, charts in a presentation. The easiest way to resize graphical images is to use the resizing handles. However, sometimes you need to set a specific size for a particular image. In that case you will have to:- Click once on the Picture Click the Format Tab In the Size Section change the size in the Height and Width Boxes To delete any type of image in a slide, click on the image to select it and then press the Delete button on your keyboard © TCTC Page 35  ECDL Module 6 Notes 6.5.1.5 Rotate, flip a graphical object. Click once on the Shape Click the Format Tab In the Arrange Section click on the rotation Button Choose Between Rotate or flip However, sometimes you need to set a specific rotation for a shape. In that case you will have to:- Click once on the Shape Click the Format Tab In the Arrange Section click on the rotation Button Choose More Rotation Options And In Size and Rotate section change the Rotation number © TCTC Page 36  ECDL Module 6 Notes 6.5.1.6 Align a graphical object relative to a slide: left, centre, right, top, bottom. Click once on the Shape Click the Format Tab In the Arrange Section click on the Align Button Choose the Alignment that you need 6.5.2 Drawing 6.5.2.1 Add different types of drawn object to a slide: line, arrow, block arrow, rectangle, square, oval, circle, text box. Insert shapes Microsoft PowerPoint has a built-in tool which lets you insert several basic shapes, like circles, rectangles, arrows, callouts and banners, amongst others. Click on the Insert tab and choose Shapes. Click one of the Shapes required © TCTC Page 37  ECDL Module 6 Notes Choose one of the shapes and start drawing the shape on your document To insert a standard-sized AutoShape, click the position in your document where you want to display the shape. (You can later change its size, shape, or position.) To give the AutoShape a specific initial size and shape, press the mouse button and drag to create the figure. © TCTC Page 38  ECDL Module 6 Notes 6.5.2.2 Enter text into a text box, block arrow, rectangle, square, oval, and circle. After inserting a Shape, right click on it and select Edit Text Use normal text editing and formatting techniques to edit and format your text in the shapes. 6.5.2.3 Change drawn object background colour, line colour, line weight, line style. To change the drawn object’s background colour, click on the object then click on the Shape Fill tool in the Format Tab in Shape Styles section and choose a colour. To change the drawn object’s line colour, click on the object then click on the Shape Outline tool in the Format Tab in Shape Styles section and choose a colour. © TCTC Page 39  ECDL Module 6 Notes To change the drawn object’s line weight, click on the object then click on the Shape Outline tool in the Format Tab in Shape Styles section, choose Weight and choose one of the Weights given. To change the drawn object’s line style, click on the object then click on the Shape Outline tool in the Format Tab in Shape Styles section, choose Dashes and choose one of the line styles given. © TCTC Page 40  ECDL Module 6 Notes 6.5.2.4 Change arrow start style, arrow finish style. Right-click on your arrow and choose Format Shape from the popup menu that appears. In the Line Style tab select the ‘Begin’ style and size, as well as the ‘End’ style and size. Click Close 6.5.2.5 Apply a shadow to a drawn object. To change the drawn object’s shadow, click on the object then click on the Shape Effects tool in the Format Tab in Shape Styles section, choose Shadow and choose one of the shadows given © TCTC Page 41  ECDL Module 6 Notes 6.5.2.6 Group, ungroup drawn objects in a slide. Objects can be grouped together so that they are treated as one single object. Once the objects have been grouped, any attributes applied to the single object will affect each separate object in the group. Grouping objects: Select the objects you wish to group, either by clicking on each object whilst holding down the Shift key, or by using the mouse to drag a selection rectangle over each object you want to select. Right click on one of the shapes selected and click Group and Group for the second time To ungroup Objects Select the Object that you want to ungroup Right click on one of the shapes selected and click Group and click Ungroup © TCTC Page 42  ECDL Module 6 Notes 6.5.2.7 Bring a drawn object one level forward, one level backward, to the front, to the back of other drawn objects. Objects often must be ordered a certain way if they are to be visible. If you have overlapping objects, each object can be sent to the back or brought forward. Ordering can be performed with any object. The example below takes you through the ordering process. This general example can be applied to your specific case. Bring Forward or Bring to Front: Select the triangle (i.e., the object you wish to move). Notice it is in the middle of the three layers. NOTES: Using the Bring Forward option moves the object forward one layer. Using the Bring to Front option moves the object to the first layer. From the Format Tab in Arrange section, click on the arrow next to Bring to Front and Choose or Bring to Front or Bring Forward So, now the triangle is in front of the other two shapes. © TCTC Page 43  ECDL Module 6 Notes Send to Back or Send Backward: Select the triangle (i.e., the object you wish to move). Notice it is in front of the three layers. NOTES: Using the Send Backward option moves the object backward one layer. Using the Send to Back option moves the object to the bottom layer. From the Format Tab in Arrange section, click on the arrow next to Send to Back and Choose or Send to Back or Send Backward So, now the triangle at the back of the other two shapes © TCTC Page 44  ECDL Module 6 Notes 6.6 Prepare Outputs 6.6.1 Preparation 6.6.1.1 Add, remove transition effects between slides From the Animations tab in Transition to slide section, click on the Transition effects that you need 1. No transition 2. Blinds Horizontal 3. Blinds Vertical 4. Box In 5. Box Out 6. Checkerboard Across 7. Checkerboard Down 8. Comb Horizontal 9. Comb Vertical If you want to apply to all slides click apply to ALL To Remove Transition Go on the slide that you want to Remove Transition and click No Transition © TCTC Page 45  ECDL Module 6 Notes 6.6.1.2 Add, remove preset animation effects for different slide elements. To add a custom animation to text/image, select the text or image and then follow the steps below: Select the text or image From the Animations tab in Transition to slide section, click Custom Animation Click Add Effect. Choose Entrance if you wish to animate your object on entrance, or Exit if you wish to animate your object on exit. Then choose an effect or click More Effects… for even more effects to choose from! To Remove a Custom animation Select the text or image From the Animations tab in Transition to slide section, click Custom Animation Click remove from the Custom Animation box 6.6.1.3 Add presenter notes to slides. You can add presenter notes to each slide in your presentation by using the notes section, below each slide. These notes will be visible when you print Notes Pages. © TCTC Page 46  ECDL Module 6 Notes 6.6.1.4 Select appropriate output format for slide presentation like: overhead, handout, on-screen show. Click on the Design Tab Click Page setup in Page Setup Section Click on the drop-down arrow below Slides sized for: Choose the appropriate size and click OK. 6.6.1.5 Hide, show slides. Right-click on the slide that you wish to hide, from the preview pane on the left hand side. Choose Hide Slide from the menu that appears. Hidden slides do not show up in Slide Show view. If you want to show a slide that is hidden, simply repeat the same steps as above. © TCTC Page 47  ECDL Module 6 Notes 6.6.2 Check and Deliver 6.6.2.1 Spell check a presentation and make changes like: correcting spelling errors, deleting repeated words. It is important that you check your document for any spelling or grammar mistakes prior to printing. This can be done by clicking on the Review tab and selecting Spelling and Grammar. The spelling and grammar dialog box will be displayed, as illustrated. For each You can select one of the following actions: ⇒ Ignore All: Will not change any further occurrences of the word. ⇒ Change: Will change the word to the suggested word ⇒ Change All: Will change all further occurrences of the word to the suggested word ⇒ AutoCorrect: Enables the AutoCorrect feature for any further occurrences of the word. ⇒ Close: Exits the Spell check. ⇒ Suggestions: A list of suggested corrections is displayed. ⇒ Options: Enables you to change the Spell Checking options. © TCTC Page 48  ECDL Module 6 Notes ⇒ In Option select Flag repeated words: Deletes a duplicated occurrence of a word 6.6.2.2 Change slide setup, slide orientation to portrait, landscape. Change paper size. Click on the Design Tab Click Slide Orientation in Page Setup Section Choose between Portrait or Landscape OR Click on the Design Tab Click Page setup in Page Setup Section :Choose between Portrait or Landscape Choose the appropriate size and click OK. Click on the Design Tab Click Page setup in Page Setup Section Click on the drop-down arrow below Slides sized for: Choose the appropriate size example A4 and click OK. © TCTC Page 49  ECDL Module 6 Notes 6.6.2.3 Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number of copies of a presentation Click on the Office Button. Point to Print, and then click on Print from the sub-menu The Print dialog box will be displayed as illustrated below. © TCTC Page 50  ECDL Module 6 Notes In the Print range section choose whether you wish to print all the slides in the presentation, the current slide only, Slides, or a particular selection. In the Copies section specify how many copies of the same document you wish to print. What is Collate? When printing more than one different copy the printer will automatically sort the pages one after each other thus there will be no need to sort them one after the other. When collate is not marked, the printer will print the copies in number order. Example: Assume that pages 1-5 are being printed for three times Collate:- 1,2,3,4,5 1,2,3,4,5 1,2,3,4,5 Non collate:- 1,1,1 2,2,2 3,3,3 4,4,4 5,5,5 © TCTC Page 51  ECDL Module 6 Notes To print Handouts: Click on the drop-down arrow to the right of the Print what section of the dialog box. Select Handouts from the drop down menu displayed. From here you can select the number of Slides per page, and whether you wish them to be displayed horizontally or vertically. Finally, click OK. 6.6.2.4 Start a slide show from first slide, from current slide. You can set a slide show to start and end at particular slides of your choice: Click on the Slide Show tab and click on Set Up Slide Show. In the Show slides section tick the From: option. Specify the slide numbers from where you wish to start your presentation and where you wish to end. © TCTC Page 52  ECDL Module 6 Notes 6.6.2.5 Navigate to next slide, previous slide, specified slide during a slide show. Use the following commands in slide show view. For each type of navigation, you can choose one of the several methods suggested. Go to the next slide: Click the mouse. Press SPACEBAR or ENTER. Right-click, and on the shortcut menu, click Next. Go to the previous slide: Press BACKSPACE. Right-click, and on the shortcut menu, click Previous. Go to a specific slide: Type the slide number, and then press ENTER. Right-click, point to Go to Slide on the shortcut menu, and then click the slide you want. See previously viewed slide: Right-click, and on the shortcut menu, click Last Viewed. © TCTC Page 53