PowerPoint 2010 - LSNTAP 2010 Training.pdfPowerPoint 2010 3 What’s New in PowerPoint The Ribbon...

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Rylander Consulting www.RylanderConsulting.com [email protected] 425.445.0064 PowerPoint 2010

Transcript of PowerPoint 2010 - LSNTAP 2010 Training.pdfPowerPoint 2010 3 What’s New in PowerPoint The Ribbon...

Rylander Consulting

www.RylanderConsulting.com [email protected]

425.445.0064

PowerPoint 2010

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Table of Contents

Identifying Screen Elements ........................................................................................................................... 1

4 Work Areas in Normal View .................................................................................................................... 1

Views – On Status Bar ................................................................................................................................ 1

Screen Tips and Split Tools ........................................................................................................................ 2

Key Tips ...................................................................................................................................................... 2

What’s New in PowerPoint ............................................................................................................................. 3

The Ribbon with Tabs ................................................................................................................................ 3

Tool Appearance ................................................................................................................................... 4

Contextual Tabs .................................................................................................................................... 5

The File Tab – Backstage View ................................................................................................................... 7

File, Info Tab .......................................................................................................................................... 7

File, Recent Tab ..................................................................................................................................... 8

File, New Tab ......................................................................................................................................... 9

File, Print Tab ........................................................................................................................................ 9

File, Save & Send Tab .......................................................................................................................... 10

File, Help Tab....................................................................................................................................... 10

File, Options Tab ................................................................................................................................. 12

The Quick Access Toolbar ........................................................................................................................ 13

Customize the Quick Access Toolbar .................................................................................................. 13

The Mini Toolbar ...................................................................................................................................... 16

View Zoom Slider on the Status Bar ........................................................................................................ 16

New Slide Layouts .................................................................................................................................... 17

Custom Placeholders and Nested Masters .............................................................................................. 17

Organize Slides Into Sections ................................................................................................................... 18

Reuse Slides Task Pane ............................................................................................................................ 19

Formatting Themes .................................................................................................................................. 21

Enhanced Theme Colors (used to be color schemes) ......................................................................... 21

Galleries and Dialog Boxes ....................................................................................................................... 22

Background Styles Gallery ....................................................................................................................... 23

Shape Styles ............................................................................................................................................. 24

Selection and Visibility Pane .................................................................................................................... 25

Improved Collaboration ........................................................................................................................... 26

Merge and Compare Presentations ......................................................................................................... 26

Work with separate PowerPoint presentation files in different windows .............................................. 27

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View separate PowerPoint presentation files Using Reading View ......................................................... 27

Screen Capture Tool ................................................................................................................................ 27

Inserting an Entire Screenshot of any Open Window ......................................................................... 27

Take a Screen Clip ............................................................................................................................... 27

Paste Preview .......................................................................................................................................... 27

Protected View ........................................................................................................................................ 27

Thesaurus ................................................................................................................................................ 27

Animation Easier to Use and Copy to different objects........................................................................... 28

Transitions Easier to Use and New 3D Motion Graphics ......................................................................... 28

Customization .......................................................................................................................................... 28

Office SmartArt ........................................................................................................................................ 29

Charts and Graphs are from Excel ........................................................................................................... 30

Graphic Elements Greatly Enhanced ....................................................................................................... 30

Improved Video and Photo Editing and Compression ............................................................................. 30

Turn a Presentation into a Video ............................................................................................................. 30

Broadcast a Slide Show ............................................................................................................................ 31

Turn your mouse into a laser pointer ...................................................................................................... 31

Design Guidelines ......................................................................................................................................... 32

Font Type ................................................................................................................................................. 32

Font Size................................................................................................................................................... 32

Text – 6 x 6 Rule ....................................................................................................................................... 32

Background .............................................................................................................................................. 32

Templates ................................................................................................................................................ 32

Text slides ................................................................................................................................................ 32

Starting a New PowerPoint Presentation ..................................................................................................... 33

Start a New Presentation using the New Presentation tool on the Quick Access toolbar ...................... 33

Start a New Presentation Using Content Slides ....................................................................................... 33

Start a New Presentation Using An Existing Presentation ....................................................................... 34

Placeholders ................................................................................................................................................. 34

Edit a Placeholder’s Contents .................................................................................................................. 34

Select a Placeholder ................................................................................................................................. 34

Move a Placeholder ................................................................................................................................. 34

Size a Placeholder .................................................................................................................................... 35

Format a Placeholder ............................................................................................................................... 35

Delete a Placeholder ................................................................................................................................ 35

Add a Slide .................................................................................................................................................... 36

Create a Bulleted Slide ................................................................................................................................. 36

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Add a Slide by Right Clicking in the Slide Pane ............................................................................................. 37

Creating a Table ............................................................................................................................................ 38

Select a Row or Column or an entire Table ............................................................................................. 39

Center Headings Vertically and Horizontally ........................................................................................... 40

Change the Column Width or Row Height ............................................................................................... 40

Change the Table Style ............................................................................................................................ 41

Inserting Rows or Columns ...................................................................................................................... 42

Delete Rows, Columns, or Table .............................................................................................................. 42

Make Columns of Equal Width ................................................................................................................ 42

Make Rows of Equal Height ..................................................................................................................... 42

Resize Entire Table ................................................................................................................................... 42

Split Cells .................................................................................................................................................. 43

Merge Cells .............................................................................................................................................. 43

Align Text in a Cell .................................................................................................................................... 43

Change Text Direction in a Cell (horizontal, vertical facing left or vertical facing right) ......................... 44

Apply Borders .......................................................................................................................................... 44

Apply Shading .......................................................................................................................................... 45

View Gridlines .......................................................................................................................................... 45

Changing the Presentation Design ............................................................................................................... 46

Add a Chart ................................................................................................................................................... 47

Chart Elements ........................................................................................................................................ 47

Delete a chart .......................................................................................................................................... 49

Apply a predefined chart layout .............................................................................................................. 49

Apply a predefined chart style ................................................................................................................. 50

Add Chart Titles and Labels ..................................................................................................................... 51

Add a Chart Title ................................................................................................................................. 51

Link a title to a worksheet cell ............................................................................................................ 51

Add an X Axis Title ............................................................................................................................... 52

Add a Data Labels ................................................................................................................................ 52

Format a Data Label ............................................................................................................................ 53

Remove titles or data labels from a chart ............................................................................................... 53

Change Chart Type or Subtype. ............................................................................................................... 54

Switch Row/Column ................................................................................................................................ 54

Add or Remove Chart Data ...................................................................................................................... 55

Show/Hide a Data Table .......................................................................................................................... 55

Show/Hide a Legend ................................................................................................................................ 56

Change Slide Layout ..................................................................................................................................... 57

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Add a SmartArt Graphic ................................................................................................................................ 58

Insert a Picture ............................................................................................................................................. 60

Insert ClipArt ................................................................................................................................................. 61

Editing a Presentation .................................................................................................................................. 62

Navigating in a Presentation .................................................................................................................... 62

Selection Shortcut Keys ........................................................................................................................... 62

Selection With a Mouse ........................................................................................................................... 62

Insert Graphic Objects .................................................................................................................................. 63

Insert a Drawing from the Drawing Group on the Home tab .................................................................. 63

Format a Graphic ..................................................................................................................................... 63

Add text to a Graphic ............................................................................................................................... 63

Format Text within a Graphic .................................................................................................................. 64

Move a Graphic ........................................................................................................................................ 64

Copy a Graphic ......................................................................................................................................... 64

Delete a Graphic ...................................................................................................................................... 64

Rotate a Graphic ...................................................................................................................................... 64

Add a shadow .......................................................................................................................................... 64

Add 3D ..................................................................................................................................................... 65

Reshape ................................................................................................................................................... 66

Change fill color and/or effects ............................................................................................................... 66

Change Line color .................................................................................................................................... 66

Change Font color .................................................................................................................................... 66

Copy Object Formatting ........................................................................................................................... 67

Arrows...................................................................................................................................................... 67

Lines ......................................................................................................................................................... 67

Order - which object goes on top if overlapped ...................................................................................... 68

View Gridlines and Guides ....................................................................................................................... 69

Group items to keep together ................................................................................................................. 69

Format Drawing Tools Tab ....................................................................................................................... 69

Drawing Objects Tips ............................................................................................................................... 69

Saving a Slide Show ...................................................................................................................................... 70

Create a New Folder – Windows 7 .......................................................................................................... 70

Favorite Links – Windows 7 ..................................................................................................................... 71

Create a Favorite Link – Vista .............................................................................................................. 71

Remove a Favorite Link – Windows 7 ................................................................................................. 71

Resizable Dialog Boxes ................................................................................................................................. 72

Opening a Presentation ................................................................................................................................ 73

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Push-pins ................................................................................................................................................. 73

File Open – Office 7 ................................................................................................................................. 74

Open as Copy ...................................................................................................................................... 74

Open and Repair ................................................................................................................................. 74

Outline View ................................................................................................................................................. 75

Working in Outline View .......................................................................................................................... 75

Promote and Demote text using the Shortcut Menu .............................................................................. 76

Collapse/Expand Outline ......................................................................................................................... 76

Move Slides or Bullet Points .................................................................................................................... 76

Expand One Slide into Multiple Slides ..................................................................................................... 77

Duplicate a Slide ........................................................................................................................................... 77

Move and Copy ............................................................................................................................................. 78

Using the Home tab on the Ribbon ......................................................................................................... 78

Using the Keyboard.................................................................................................................................. 78

Using Drag and Drop ................................................................................................................................ 79

Using the Clipboard Pane ........................................................................................................................ 80

Other Paste Options ................................................................................................................................ 81

Formatting Text ............................................................................................................................................ 82

Font Group ............................................................................................................................................... 82

Apply a Font Change ........................................................................................................................... 82

Change Font Size ................................................................................................................................. 82

Clear All Formatting ............................................................................................................................ 83

Paragraph Group ..................................................................................................................................... 83

Aligning Text Horizontally and Vertically in a Cell ............................................................................... 83

Increase/Decrease List Level (Indent) Text ......................................................................................... 84

Change Line Spacing ........................................................................................................................... 84

Change Text Direction ......................................................................................................................... 84

Convert to SmartArt ............................................................................................................................ 85

Copy Formatting Using the Format Painter ............................................................................................. 86

Spelling Check ............................................................................................................................................... 87

Design Tab .................................................................................................................................................... 88

Orientation: Switch From Portrait to Landscape ..................................................................................... 88

Page Setup: Size Slides, Change Slide Number and Orientation, Change Notes, handouts and Outline Orientation .............................................................................................................................................. 88

Print and Print Preview and Quick Print ....................................................................................................... 89

Print ......................................................................................................................................................... 89

Quick Print ............................................................................................................................................... 89

Find and Replace .......................................................................................................................................... 90

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Find .......................................................................................................................................................... 90

Replace .................................................................................................................................................... 90

Headers and Footers .................................................................................................................................... 91

Edit a Footer ........................................................................................................................................ 91

Slide Masters ................................................................................................................................................ 92

Editing a Master ....................................................................................................................................... 92

Appendix A ................................................................................................................................................... 94

Convert a Presentation to a PowerPoint 2010 ........................................................................................ 94

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Identifying Screen Elements

PowerPoint 2010 has a completely new look. There are Tabs, Ribbons and Groups replacing Menus and Toolbars. One toolbar remains at the top of the screen that is customizable and it is called the Quick Access Toolbar. The Windows logo at the top left of the screen is the Office Menu where all the old “File Menu” commands now reside (i.e. New, Open, Save, Save As, Print etc. Some of the old dialog boxes remain and can be accessed using the Dialog box launcher. Another nice new feature is the View Zoom Slider in the bottom right corner of the screen. It allows you to quickly change the magnification of the zoom.

4 Work Areas in Normal View

Outline Tab

Slides Tab

Notes Area

On Slide Editing Area

Views – On Status Bar

Normal – Work on text, graphics, sound, animation, add/remove transitions/notes etc.

Slide Sorter – See entire presentation, add/remove transitions, rearrange and delete slides, etc.

Reading – View one or more presentations on a computer simultaneously with full effects.

Slide Show – Preview show in the full screen, see transitions, animation, and hear sound effects.

Outline and Slide

Tabs

Quick Access Toolbar

Group Dialog Box Launcher

View Zoom Slider

View Tools:

Normal Slide Sorter

Reading Slide Show

Help

Slides Thumbnail

Views

Notes Pane

Ribbon

Status Bar: Slide # and

Theme Name

File Menu

On Slide Editing

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Screen Tips and Split Tools

Screen tips are very nicely done and much more informative than before. See the example below. Screen tips also display shortcut keys (i.e. Ctrl + V for Paste). In addition, notice how the paste tool looks split in two. Click the top part of the tool will perform the most frequently desired action: Paste, where the bottom part of the tool will display additional options.

Key Tips

1. Press ALT to make the Key Tips appear.

2. Then press H to select the Home tab.

3. Press 1 to select the Bold button in the Font group.

Screen Tips with Shortcut Keys

Split Tools Additional Options

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What’s New in PowerPoint

The Ribbon with Tabs

Tabs and the Ribbon have replaced menus and toolbars. When you click on a tab, which looks like a menu, the toolbar changes to reflect commands related to the tab. These changing toolbars are called the Ribbon. Commands on a tab are divided into groups, with the group name appearing below the group. Some groups have a little arrow in the bottom right corner called the Dialog Box Launch icon. The Dialog Box Launch icon sometimes launches a dialog box and other times it causes a task pane to appear. For instance the Dialog Box Launch for the Font group will launch the Font dialog box where the Dialog Launch for Styles will open the task pane on the right side of the screen and display a list of Styles.

The File Tab

Backstage View

The Home Tab Some of the most frequently used commands in PowerPoint.

The Insert Tab Things you might want to put on a slide —tables, pictures, diagrams, charts, and text boxes to sounds, hyperlinks, headers, and footers.

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The Design Tab Choose a complete look for the slides that encompasses background design, fonts, and color scheme. Then customize that look

The Transitions Tab All the transition effects are here. Transitions effect how slides appear and disappear from the screen.

The Animations Tab All the animating effects are here. Basic animations for lists or charts are the easiest to add.

The Slide Show Tab Select a pen color or a certain slide to start on. Record narration, run through the show, and do other preparatory things.

The Review Tab Track slideshow changes, compare to other slide shows, spell check etc.

The View Tab Make a quick switch to Notes Page view, turn on gridlines, or arrange all your open presentations in the window.

Tool Appearance

The appearances of tools change as the size of your PowerPoint window changes. The sizes and shapes of buttons change and could even collapse into menu options if the window gets small enough. If your toolbars look a bit different from the ones displayed in this book, try maximizing your window to see the complete ribbon.

Sample of Groups Collapsing as Window Gets Smaller

Exercise:

Select different tabs to view where commands have been placed.

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Contextual Tabs

Tabs like Home, Insert and Design are always available, but other tabs, called contextual tabs, are only displayed when needed. The Chart Tools tab group has 3 additional tabs: Design, Layout and Format. The Table Tools tab group has two tabs: Design and Layout. The SmartArt Tools group has 2 additional tabs: Design and Format and the Picture Tools tab has one additional tab etc. These tabs are only displayed when you are working that kind of object.

Table Tools Tab - Design

Table Tools Tab – Layout

Chart Tools Tab - Design

Chart Tools Tab – Layout

Chart Tools Tab – Format

SmartArt Tools Tab - Design

SmartArt Tools Tab - Format

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Picture Tools Tab

Drawing Tools Tab

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The File Tab – Backstage View

The File tab is has commonly used commands like: Save, Save As, Open, Close, New, Print etc. as well as a Recent Presentations list etc. I

File, Info Tab

This is the first screen that appears when selecting the File Tab. Here you can restrict permissions, remove metadata using Prepare for Sharing and Manage Versions that have been auto-saved at regular intervals. Find and remove hidden metadata and personal information in presentations.

Removing metadata includes removing information like comments, versions, tracked changes, ink annotations, presentation properties, presentation management server information, hidden text, custom XML data, and information in headers and footers. Before using this feature it is a good idea to save a copy of the presentation first.

Presentation Properties

Properties are visible on the Info tab.

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Properties can be changed using the Properties drop-down.

File, Recent Tab

This new view in 2010 allows you to “Push Pin” both recently used presentations and folders to their respective lists so that they never drop off the list.

Push-pins

The Recent Presentations list has an added feature of push-pins to the right of Presenations and Folders. Click a push-pin to pin the presentation or folder which prevents that item from scrolling off the list. Click the push-pin again to unpin it.

Push Pin Presentations Push Pin Folders

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File, New Tab

Quickly create a new presentation using existing templates.

File, Print Tab

Shows a preview of your presentation and allows adjustments Printer and Page settings.

Tip If you like to edit in Print Preview you will want to add “Print Preview and Edit Mode” to the Quick Access Toolbar.

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File, Save & Send Tab

This tab makes it easy to send a presentation as an attachment or in .pdf or .xps format.

File, Help Tab

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Online Office Help

Online Office Help provides an interactive command reference guide. For example, in Office PowerPoint 2010, the interactive PowerPoint 2003 to PowerPoint 2010 command reference guide is available. This guide provides an interactive interface of Office PowerPoint 2003. When you click any command, the interactive command reference guide displays the location of that command in Office PowerPoint 2010. Select File, Help, Getting Started to display the Interactive Guide Option below.

Help can also be accessed through the blue circle with a question mark in the center. It is located in the top right corner of the tab bar.

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File, Options Tab

Save: Save File Versions and Save Last Autosaved version if I Close Without Saving

Office Auto-Revisions allows you to automatically save different, progressive versions of presentations and retrieve part or all of your earlier versions. If you forget to manually save, if someone overwrites your content, if you accidentally save changes, or if you want to go back to an earlier version for whatever reason. You must, however, turn on AutoRecover or AutoSave to enable these functions.

Exercise:

Click the File tab, select Recent and click a push-pin to “pin” a file. Click the pin again to “unpin” it.

Point to the Paste tool on the Home tab to see a tool displayed in 2 parts.

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The Quick Access Toolbar

There is a customizable toolbar called the Quick Access toolbar. While the Ribbon changes according to the selected Tab, the Quick Access toolbar stays the same. It is great for frequently accessed commands that you wish to access no matter what Tab is selected. The Quick Access toolbar holds up to 90 Icons. The first 54 icons are displayed on screen.

Customize the Quick Access Toolbar

The Quick Access toolbar can be customized very easily. Simply right click on any tool and select Add to Quick Access Toolbar. You can also right click on any tool and select Customize Quick Access toolbar to see all customization options.

Exercise:

Add the Format Painter tool to the Quick Access toolbar (QAT).

1. Select the Home tab.

2. Right click the Format Painter tool.

3. Select Add to Quick Access Toolbar.

The tool was added to the end of the toolbar.

Remove the Format Painter Tool from the Quick Access toolbar.

1. Right click the Format Painter tool on the Quick Access toolbar and select Remove from Quick Access Toolbar.

Add the New, Open, Open Recent File, Email, Spelling, Print Preview and Print and Quick Print tools using the down arrow at the end of the QAT.

Right click on desired tool to add to quick access toolbar.

Format Painter

Tool

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Move tools on the QAT or add tools that you cannot add simply by right-clicking them by using the Customize Quick Access Toolbar feature

1. Right click the Quick Access toolbar and select Customize Quick Access Toolbar.

2. The following dialog box appears. The commands on the left are the ones that can be added to the toolbar and the commands on the right are the ones that are already on the toolbar.

3. Click the down-arrow next to Popular Commands and select Animations Tab to add the Add Animation tool to the QAT.

Change from Popular Commands to find additional commands.

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4. Double click Add Animation to add it to the QAT.

Add and move the tools so they are in the order shown below. Add separators where needed.

1. Select the Command desired and use the Up or Down arrows to move them into the correct order.

2. Add a separator by double clicking Separator at the top of any of the command lists. Move it as needed. Click OK.

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Tip To add a command below another command already on the Quick Access toolbar, click on the tool below which you want the new tool to appear and then double click on the tool you wish to add. For example, to add Open Recent File tool after the Open tool, click on the Open tool on the right side and then double click the Open Recent File tool on the left side.

3. The Quick Access toolbar should look like this.

The Mini Toolbar

The Mini toolbar allows you to quickly format selected text by appearing right next to the text as shown below. When you select text the Mini Toolbar will appear faintly. As you move your mouse closer to the toolbar it gets more pronounced. You can also right click to display the Mini Toolbar.

View Zoom Slider on the Status Bar

The Status Bar includes some new items:

View Shortcuts icons – Normal, Slide Sorter, Reading View and Slide Show View

Zoom Slider – easily zoom from 10% to 400%

Either drag the slider or click on the Minus or Plus icon to Zoom in or out.

Mini toolbar.

Zoom Slider

View Shortcut Icons

Fit slide to current window tool.

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New Slide Layouts

The layouts in PowerPoint 2010 are more robust than before. Several of them include "content" placeholders, which you can use for either text or graphics. For example in the Title and Content layout you can select any content icon or simply type text!

Custom Placeholders and Nested Masters

Add placeholders and save layouts.

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Organize Slides Into Sections

Organize large slide decks to make them more manageable and easier to navigate using sections. Collaborate with others to create a presentation by labeling and grouping your slides into sections – see example below. Sandy will work on slides in her section while Roger can concentrate on his separate section. You can quickly name, print, and/or apply effects to a section.

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Reuse Slides Task Pane

Now it is easier than ever to insert slides from other presentations using the reuse slides task pane.

1. Start by selecting Home, New Slide, Resuse Slides.

2. Open an existing Presentation using Browse, Browse File...

3. The Reuse Slides Task Pane appears on the right side of the screen. As you hover over each slide, it will enlarge the slide so you can better see the contents.

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4. Click on the slide to insert the contents only (no source formatting), or right click the slide to see other options. Notice the Keep source formatting checkbox at the bottom of the slide, which will include all the original formatting in the inserted slide.

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Formatting Themes

Themes are similar to styles, but they apply to an entire presentation. Themes include theme fonts, theme colors and theme effects. If you format text or graphics manually they will not change as the theme changes, but if you leave the formatting set to automatic then they will take on the appearance of the new theme as the theme changes.

To see what themes can do, open a presentation that was created in PowerPoint 2010 and select Design, Themes. As you point to various themes you can watch the entire look of the presentation change thanks to Live Preview. Notice there are three tools to the right of the Themes tool. From top to bottom they are: Theme Colors, Theme Fonts, and Theme effects. You can change a Theme which would include all three or select them individually using these tools.

Themes now span the Office applications. The same themes are in PowerPoint, Word and Excel, making it easy to coordinate all your content.

Theme Colors vs. Standard Colors Theme Fonts

Enhanced Theme Colors (used to be color schemes)

You now have 12 colors instead of 8 to choose from, plus 5 tints and shades of each color.

Theme Colors: If you select a theme color, it is a placeholder color that changes as you change themes. If you select a Standard Color, it will not change as Themes change.

Theme Fonts: Are a combination of 2 fonts: a Heading Font and a Body Font. Applying a font with (Headings) or (Body) after the font name will apply a font that will change when the Theme changes, otherwise the font will stay the same. See examples to the right.

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Galleries and Dialog Boxes

Galleries enable you to browse through a set of formatting results that you can apply. Each gallery is a collection of thumbnail graphics from which you can choose any of the formatting options. Live preview allows you to see the result of a font or color change, etc. simply by holding your mouse over the new font or color. Click the new font or color to apply the change. There are 40 built-in themes (colors, fonts, effects and background styles) and additional Styles from Office.com.

Some dialog boxes are still available in PowerPoint 2010. Dialog boxes can be accessed using the Dialog Launch arrows at the bottom right of some groups on the ribbon and they can be accessed through some menu items that have “More” or “Custom” as an option. For example the Columns menu has More Columns at the bottom. Selecting More Columns will make the Columns dialog box appear.

Themes Gallery on the Design tab

Dialog Boxes accessed using the Dialog Box launcher or certain menus.

Dialog Box Launcher

Exercise:

Launch some dialog boxes using the Dialog Box launcher and menus.

1. Click on the Font Dialog Box launcher on the Home tab.

Click to move up or down a row at a time in the gallery.

Click the “More” tool to display the entire gallery.

Launches the Font Dialog Box.

Launches the Custom Shows Dialog Box.

Point to a theme to view it

Select a theme by clicking it

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Use the Themes Gallery

1. Make sure you are in Normal View and select the Design tab.

2. Hover over a few different themes to see how they change the look of the Presentation. It is giving you a preview of how the slides would appear if you were to select the theme. This preview feature is called Live Preview. It can be used in various galleries. You select a style by clicking on it

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Here are a few examples of what the presentation looks like when you hover over different themes. A theme supplies the look and feel, in terms of slide design, of the presentation. It applies the background design, placeholder layout, colors, and font styles to your slides and slide elements. Themes contain colors, fonts and effects (effects are a range of visual effects for shapes, such as a glow, soft edges, or a three-dimensional (3-D) look). Each of these 3 items can be modified.

Background Styles Gallery

Background styles off another way to change the look of your presentation quickly and easily. Access them by going to the Design tab, Background Group and selecting Background Styles.

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Shape Styles

Styles are groups of formatting characteristics given a name. This makes styles great productivity tools. They are fast to apply and fast to modify.

In the example above, applying the Accent1 style applied two formatting characteristics at once.

PowerPoint has long had text styles, but now it also has Shape Styles. Shape styles include shape characteristics like borders, shadows, tints and gradients and can be applied to almost any graphic object.

Exercise:

Create an oval and add the Colored Fill – Lavender, Accent 2. See below.

1. Select Insert, Shapes. Click the Oval shape and with the mouse pointer looking like crosshairs drag somewhere in your presentation to create an oval.

2. Double click the oval to display the Format tab under the Drawing Tools group. Scroll down the gallery of Shape Styles and click Colored Fill – Lavender, Accent 2 to apply it. If you point to the style it will give you a Live Preview of what the style will look like without actually applying it. Preview some other styles and see how they would look.

Click here to display the styles below.

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Selection and Visibility Pane

You can select individual slide elements and make them visible or invisible. You can also change their layer order with the Up and Down arrows. See S pane below.

1. Select Home, Select, Selection Pane or Home, Arrange, Selection Pane.

2. Click the eyeball icon to the right of the item to toggle between visible and invisible and use the arrows at the bottom of the list to change layer order. You can also use the Show All and Hide All tools to Show or Hide all elements on the slide.

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Improved Collaboration

You can save a copy of the presentation to Skydrive, the 25 GB online storage space that anyone with a free Microsoft Live account can access. Hotmail and MSN Messenger users, this includes you. Skydrive offers granular privacy controls and, as the name suggests, PowerPoint simply considers it an additional drive on your PC. You can save to and from Skydrive directly from Backstage, and if you access a presentaion through your browser at Skydrive.com, the site gives you the option of opening it directly in PowerPoint 2010, just as if you double-clicked it on your PC.

Whether you're using Skydrive, SharePoint, or even a local file server, PowerPoint 2010 also supports active co-authoring, which is to say that two or more users can have the same PowerPoint file open at the same time -- and all edit the doc simultaneously. No more mailing a presentation file around or merging separate versions manually.

Co-authoring allows more than one authors to edit a presentation at the same time. PowerPoint 2010 tells you how many authors are editing a presentation and it allows you to see their changes.

Merge and Compare Presentations

Compare two presentations with another one and combine them using the Merge and Compare feature. This feature is great when working with others on presentations and use e-mail or network shares to communicate changes with them.

You can compare two presentations to see what changes have been made and then you can manage and choose which changes or edits you would like to accept or reject in the final presentation. This feature works much like the compare feature in Word.

Select Compare on the Review tab and then select the presentation you wish to compare.

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Work with separate PowerPoint presentation files in different windows

You can open several presentations on a single monitor, side-by-side, so you now can easily reference one presentation while working on another or move slides from one presentation to another.

View separate PowerPoint presentation files Using Reading View

You can use the new Reading view to show two presentations in a slide show in separate windows on one screen simultaneously, with full animation effects and full media support.

Screen Capture Tool

Screen Capture allows you to capture any area of the screen without using a third party program.

Inserting an Entire Screenshot of any Open Window

If you select Insert, Screenshot, PowerPoint displays screenshots of all open windows in the screenshot gallery. Simply click on a screenshot to insert it into your presentation at the insertion point.

Take a Screen Clip

If you only wish to insert a portion of your screen, first go to the window where the shot is to be taken. Then go back to PowerPoint and select Insert, Screenshot, Screen Clipping. The last screen you displayed is redisplayed (but faded) with some crosshairs for you to drag a selection. The area of the screen you select with the crosshairs is ‘cut’ and pasted into your PowerPoint presentation at the insertion point. You can use the Picture Tools tab to help edit your new image.

Paste Preview

Paste Preview allows you to see how text will appear when pasted prior to actually pasting it.

1. Copy the desired text.

2. Click the down arrow on the bottom half of the Paste tool on the Home tab.

3. Hover over the different paste options to see how text would appear each that paste option. When you have determined the best option, click on that option to paste.

Protected View

Protected View allows you to view potentially risky presentations in a sandboxed PowerPoint environment. Presentations that PowerPoint considers risky are automatically opened in Protected View. This could include anything that was downloaded from the web or came attached to an email. Protected View will disable any macros or embedded functionality and will display a yellow alert bar just below the ribbon. Until you select Enable Editing, the presentation remains locked and safe, but once you disengage Protected View, the presentation will run just like any Presentation file with full privileges.

Thesaurus

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Animation Easier to Use and Copy to different objects

Animation has its own Tab. Select the Organization Chart and point to the different options on the Animations, Add Animation drop-down. You can now copy and paste animated effects from one object (text or shapes) to another using the Animation Painter. You can only copy once and you should copy in the order you wish the animation to appear.

Transitions Easier to Use and New 3D Motion Graphics

The Transition Gallery on the Transition to This Slide Group on the Transitions tab makes it very easy to apply transitions. In addition, the artwork on the tools make it easier to understand the transition effect before applying it. The Preview allows you to preview the different transitions to see exactly how they would appear in a presentation.

Customization

There are many new customization options like: Quick Access Toolbar, the Ribbon, the Status bar etc.

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Office SmartArt

SmartArt (was called diagramming) is also in PowerPoint, Word and Excel and it has more diagram choices. The features, like the Organization Chart is much more robust! In addition, there are some new photo-based additions to SmartArt graphics.

A new text pane allows you to type information either in the text area or in the chart. To display the text pane simply click on the left-pointing arrow.

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Tip You can also change a bulleted list to SmartArt with the Home tab, Convert to SmartArt tool.

Charts and Graphs are from Excel

Excel does all the work seamlessly. Improved chart elements:

Beveled Edges

Metallic Bars

Graphic Elements Greatly Enhanced

You can now create bevels, glows, reflections and great drop-shadows.

Improved Video and Photo Editing and Compression

Photos can now be cropped with more precision and the background and other unwanted portions of a picture can be removed. New artistic effects like Pencil Sketch, Line Drawing, Chalk Sketch, Watercolor Sponge, Mosiac Bubbles, Glass, Cement, Pastels Smooth, Plastic Wrap, Glow Edges, Photocopy, and Paint Strokes can also be applied.

Videos can be embedded into your presentation so you don’t risk missing video files when you move a presentation to a different computer. You can trim videos, add synchronized overlay text, poster frames, bookmarks, and fades. You can also apply a border, shadow, reflection, glow, soft edges, 3-D rotation, bevels, and other designer effects to your videos (as you could already do to photos). Bookmarks can be added to video clips to trigger animations or to jump to a specific location in a video.

You can improve playback performance and save disk space by compressing your media files. These options are located on the File tab under Info, and then in the Media Size and Performance section, click Compress Media.

Turn a Presentation into a Video

You can now change a presentation to a video by saving the presentation as a video under File, Save and Send, Create a Video.

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Broadcast a Slide Show

Broadcast a slide show directly with your Windows Live account or use a broadcast service. You can now broadcast a slide show where your audience just needs a browser and a phone. You, as the presenter, will control slide advancement as the audience follows in their browser.

Turn your mouse into a laser pointer

When you want to emphasize a point on a slide, you can turn your mouse pointer into a laser pointer. In Slide Show view, simply hold down CTRL, click the left mouse button, and begin pointing.

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Design Guidelines

Font Type

1. No more than 2 font styles per slide.

2. Try not to use italics, it tends to look blurry on-screen.

3. Try not to use underline, it cuts off descenders. Use a decorative rule instead.

Font Size

1. General – 18 points or larger

2. Titles – 44 points for titles,

3. Text – 32 points

4. Subtext – 28 points

Text – 6 x 6 Rule

1. Limit text to 6 lines per slide with 6 words per line

Background

1. On-Screen Presentations – Dark, gradated backgrounds with contrasting text.

2. Overheads – clear, light backgrounds with contrasting text.

Templates

1. Use simple templates and limit the number of lines, textures, and other simple effects. Use clip art or graphics to enhance the template.

Text slides

1. Avoid using more than three in a row. Use tables or charts when appropriate.

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Starting a New PowerPoint Presentation

You can create a new presentation by selecting Office, New, Blank Presentation, Create but you may decide you would rather have the New button on the Quick Access toolbar.

Exercise:

Create a New Presentations using 3 different methods

Start a New Presentation using the New Presentation tool on the Quick Access toolbar

1. Click the New Presentation tool on the QAT.

2. A new presentation is opened with a blank title slide displayed. Click to add title and type “PowerPoint 2010”.

3. Click to add a subtitle and type “your name”.

Start a New Presentation Using Content Slides

1. Select File, New, Content Slides and try some of these on-line slides.

2. Select the Winston Churchill quote slide and click Download.

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Start a New Presentation Using An Existing Presentation

1. Select Fle, New and double-click New from existing.

Placeholders

Placeholders are boxes outlined with dots that serve as containers for text and objects. Placeholders add a consistent look to a presentation by having titles and content appear in the same location. You can move, size or delete placeholders.

Title placeholders make it easy to navigate to different slides when giving a slide show. Simply right click on a slide while in a slide show and select Go to Slide. See the list of slide titles.

Edit a Placeholder’s Contents

1. Click in the placeholder to edit its contents and/or see its border. Notice the dots now turn to dashes.

Select a Placeholder

1. Click on the border of a placeholder to select it. Notice the dots or dashes now turn to a solid line. Clicking on a Placeholder allows you to format or delete the entire placeholder.

Move a Placeholder

1. Click in the placeholder to view it.

Title Placeholder

Sub -Title Placeholder

Dashes appear when editing a placeholder. Click in the placeholder to edit its contents.

A solid line appears when selecting a placeholder. Click on the placeholder to select it.

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2. Point to the border of the placeholder. When the mouse looks like a four-headed arrow, drag the border to move the placeholder to the new location.

Size a Placeholder

1. Click in the placeholder to view it.

2. Pointing to sizing circle and the mouse will become a two-headed arrow. Drag the circle to size the placeholder. Drag a corner if you wish to keep the object proportional.

Format a Placeholder

1. Click on the border of a placeholder to select it. Format as desired. By selecting the placeholder, all text within the placeholder is automatically selected for formatting.

Delete a Placeholder

1. Click the border of a placeholder to select it. Press Delete.

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Add a Slide

1. Select Home, New Slide and select Title and Content Slide by clicking on it.

2. Notice that content in the body of the slide can be: Bullets, Tables, Charts, SmartArt Graphics, Pictures, Clip Art and Media Clips.

Create a Bulleted Slide

1. Type “Baskin Robbins Business Plans” in the title placeholder.

2. Click to add text in the bullet placeholder and:

a. Type “Sell more ice cream” and press Enter.

b. Press Tab to move in an outline level and type: “Add caffeine to ice cream” and press Enter.

c. Type “Start an “Ice Cream is Healthy” Advertising Campaign” and press Enter.

d. Type “Sell Coffee with Ice Cream” and press Enter.

e. Press Shift + Tab to move up an outline level and type “Make Employees Eat More Ice Cream”

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Add a Slide by Right Clicking in the Slide Pane

1. Right click under the Baskin Robbins slide and select New Slide.

2. Notice it defaults to a Title and Content slide.

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Creating a Table

Exercise:

Create a 4 column x 3 row table

1. Click the table icon in the content area.

2. Change to 4 columns and 3 rows and click OK.

3. Drag the bottom of the table to increase the row heights.

4. Fill in the table using the sample above.

5. Tab –moves forward cell to cell. If you are in the last cell of a row, tab moves to next row. If you are in the last cell of a table, tab creates a new row.

Note: Since tab is used to bring you to the next cell, it cannot be used to create a tab. To create a tab in a table you must press Ctrl + Tab.

6. Shift + Tab – to move back cell to cell. If you are in the first cell of a row, tab moves to previous row.

7. Type the title in the title placeholder.

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Select a Row or Column or an entire Table

1. Select a Column by placing mouse pointer just above column. The pointer will turn into a heavy black arrow. Click and drag across the columns desired; or

2. Select Layout, Select, Column on the Layout tab.

3. Select a Row by placing mouse pointer just to the left of a row. The pointer will turn into a right pointing arrow. Click and drag across the rows desired; or

4. Select Layout, Select, Row on the Layout tab.

5. Select a Table by clicking on the table border; or

6. Select Layout, Select, Table on the Layout tab.

Table Border

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Center Headings Vertically and Horizontally

1. Select the top row. Select Home, Align Text, Middle to center vertically and click the center tool to center horizontally.

Change the Column Width or Row Height

1. Drag the column border to the right of a column to change the column width.

2. Drag the row border below the row to change the row height.

3. Select the Width or Height desired from the Cell Size Group on the Layout tab.

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Change the Table Style

Table Styles allows you to format a table much faster than using borders and shading.

1. Select the Table and then click the Table Styles arrow on the Design tab to display all table styles. As you hover over a style, it will display a preview of the table with the style applied. The style is not applied, however, until you click the Style to select it.

2. Use the Clear Table option if you wish to remove the table style applied.

Clicking on the “More” bottom arrow displays all styles

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Inserting Rows or Columns

1. Add a Row or Column: Click on the desired row or column and select the desired tool on the Layout tab.

2. Add multiple rows or columns: Select multiple rows/columns first and then click desired tool on the Layout tab.

Delete Rows, Columns, or Table

1. Select the row(s) or column(s) and select Delete on the Layout tab.

2. Select the Delete Rows, Delete Columns, or Delete Table.

Make Columns of Equal Width

1. Columns of Equal Width: Drag across the columns desired and click the Distribute Columns tool on the Layout tab.

Make Rows of Equal Height

1. Rows of Equal Height: Drag across the rows desired and click the Distribute Rows tool on the Layout tab.

Resize Entire Table

1. Drag the sizing handles on the table border.

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Split Cells

1. There are two methods of splitting cells. You can either use the Split Cells tool on the Layout tab by clicking in the cell, or dragging across the cells you wish to split into two or more columns or rows and click the Split Cells tool; or

2. Draw the split using the Draw Table tool in the Draw Borders Group on the Design tab.

3. Click the Draw Table tool on the Design tab and drag across the cells you wish to split. Click the Draw Table tool again to stop drawing.

Merge Cells

1. There are two methods of merging cells. You can either use the Merge Cells tool on the Layout tab by dragging across two or more cells and clicking the Merge Cells tool; or

2. Merge the cells using the Eraser tool in the Draw Borders Group on the Design tab.

3. Click the Eraser tool on the Design tab and drag across the border of the cells you wish to merge. Click the Eraser tool again to stop erasing.

Align Text in a Cell

1. Select the cells desired and then click the Alignment tools desired on the Layout tab. Select the alignment, both horizontal and vertical.

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Change Text Direction in a Cell (horizontal, vertical facing left or vertical facing right)

1. Select the cells desired and then click the Text Direction tool in the Alignment Group on the Layout tab.

2. The first time you click the tool it changes the text to look like column B, then click again to look like column C and click a third time to look like column A.

A B C

This

This

This

Apply Borders

There are potentially four steps to adding a border: Select the Line Style, Line Weight, and Pen Color and then Apply the Border.

Select the cells desired. Borders will only be applied to selected cells.

1. Select the line Style, Weight, and Color in the Draw Borders Group on the Design tab.

Line Style

Line Weight

Line Style

Line Weight

Pen (Line) Color

Apply Borders

Pen (Line) Color

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2. Click the drop-down arrow for the Borders tool and select where you want to apply borders (i.e. Outside, Inside, Top, Bottom, Left, Right etc.).

Apply Shading

1. Select the cells desired. Shading color will only be applied to selected cells.

2. Select the Shading Color desired on the Design tab.

View Gridlines

Gridlines are pale light blue lines that show the outline of table cells if the cells do not have borders applied. They allow you to see the structure of a table without having lines print. Gridlines toggle on and off.

1. If you create a table, but cannot see its outline you may just have gridlines turned off. To turn them on select View Gridlines tool on the Layout tab.

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Changing the Presentation Design

The Presentation Design adds backgrounds, graphics, color schemes, font schemes, and theme effects.

1. Click on the Title Slide to Select it.

2. Select the Metro Theme from the Design Tab. Notice how it changed the look on the table slide as well.

3. Change back to the Median theme.

Themes Gallery on the Design tab

Click to move up or down a row at a time in the gallery.

Click the “More” tool to display the entire gallery.

Point to the Metro theme to view it

Select a theme by clicking it

Median Theme Metro theme

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Add a Chart

Chart Elements

A chart has many elements that can be changed the by moving them, resizing them, or by changing their format. You can also remove chart elements or add additional elements.

Chart Title

Axis Title

Legend

Chart Area: The entire chart and all its elements.

Plot Area: In a 2-D chart, the area bounded by the axes, including all data series. In a 3-D chart, the area bounded by the axes, including the data series, category names, tick-mark labels, and axis titles

Data Points: Individual values plotted in a chart and represented by bars, columns, lines, pie or doughnut slices, dots, and various other shapes called data markers. Data markers of the same color constitute a data series. Each data series in a chart has a unique color or pattern and is represented in the chart legend.

Data Label: Provides additional information about a data marker, which represents a single data point or value from a datasheet cell.

Axis: Y axis is the vertical axis that generally shows data and X axis is the horizontal axis that generally shows categories.

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Exercise:

Create a new slide with two content areas

1. Select Home, New Slide, Two Content.

2. In the left content placeholder select the Chart icon.

3. Select the Clustered Column chart and click OK.

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4. The screen will show the PowerPoint chart and the Excel spreadsheet with data.

5. Make changes as shown in the Excel worksheet and close Excel worksheet when done by clicking on the “X” in the top right corner.

6. To edit data in the Excel worksheet again, simply click Edit Data on the Chart Design tab.

Delete a chart

1. Click on the Chart to select it.

2. Press Delete on the keyboard.

3. Click Undo to restore the chart.

Apply a predefined chart layout

1. Click the chart that you want to format by using a predefined chart layout.

2. On the Design tab, in the Chart Layouts group, click the chart layout that you want to use.

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Apply a predefined chart style

3. Click the chart that you want to format.

4. On the Design tab, in the Chart Styles group, click the chart style that you want to use.

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Add Chart Titles and Labels

Exercise:

Add a Chart Title and an X Axis Title.

Add a Chart Title

1. Click the chart.

2. On the Layout tab, in the Labels group, click Chart Title and select Above Chart.

3. Type Baskin Robbins and press Enter; or

Link a title to a worksheet cell

1. On a chart, click the chart or axis title that you want to link to a worksheet cell.

2. On the worksheet, click in the formula bar, and then type an equal sign (=).

3. Select the worksheet cell that contains the data or text that you want to display in your chart.

4. Press ENTER.

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Add an X Axis Title

1. Click the chart.

2. On the Layout tab, in the Labels group, click Axis Titles, Primary Horizontal Axis Title and select Title Below Axis.

3. Type Monthly Sales and press Enter.

Add a Data Labels

To add a data label to all data points of all data series: click the chart area.

To add a data label to all data points of a data series: click anywhere in the data series that you want to label.

To add a data label to a single data point in a data series: click the data series that contains the data point that you want to label, and then click the data point that you want to label.

Exercise:

Add a data label for June Ice Cream Sales, a single data point.

1. To add a data label for one data point, click 2 times on the one bar (see below). You should see sizing handles on just one single bar.

2. Select Data Labels, Outside End.

3. Notice the label appears above only the one data point.

4. You can drag the data label to a better location if needed. You can also format the data label.

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Format a Data Label

Exercise:

Make the data label look like the following example.

1. Format the data label by right clicking it and selecting format changes from the mini toolbar or selecting Format Data Label… from the short-cut menu.

Remove titles or data labels from a chart

1. Select the label and press Delete.

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Change Chart Type or Subtype.

Exercise:

Change the chart to 3-D Cylinder.

1. Select the Chart.

2. Select Change Chart Type on the Design tab and click 3-D Cylinder. Click OK.

3. Click Undo twice to return to the original clustered column chart.

Switch Row/Column

Reverse the display of rows and columns.

Exercise:

Display months in the legend and food categories on the X Axis.

1. Select the Chart.

2. Select Design, Switch Row/Column.

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Add or Remove Chart Data

Exercise:

Remove June data from chart.

1. Select the Chart.

2. In the worksheet area, drag the corner of the blue outline from June to May.

3. Notice June is no longer displayed on the Chart.

4. To add data, simply drag the blue handle to the right to select June once more.

Show/Hide a Data Table

1. Select the Chart.

2. Select Layout, Data Table, Show Data Table.

3. To remove the Data Table select Layout, Data Table, None.

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Show/Hide a Legend

1. Select the Chart.

2. Select Layout, Legend, and one of the following options:

3. To remove the Legend select Layout, Legend, None.

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Change Slide Layout

If you select a layout for a slide and later want to change it, you can select Home, Layout and select a new layout.

Exercise:

Change the layout of the chart slide to Title and Content

1. Make sure the chart slide is selected.

2. Select Home, Layout, Title and Content.

3. Notice how much better the slide looks.

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Add a SmartArt Graphic

SmartArt (was called diagramming) is also in PowerPoint, Word and Excel and it has more diagram choices. The features, like the Organization Chart is much more robust!

Exercise:

Create a new Content with Caption Slide

1. Select Home, New Slide, Content with Caption.

2. Select SmartArt Graphic icon.

3. Select Vertical Chevron List and click OK. Look at all the choices in this dialog box before selecting OK.

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4. Sample of SmartArt graphic.

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Insert a Picture

Exercise:

Create a new Slide with a Graphic

1. Select Home, New Slide, Title and Content.

2. Select the Insert Picture from file icon and select the Carly and Maggie.jpg.

3. Type Carly and Maggie in the title placeholder.

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Insert ClipArt

Exercise:

Create a new Slide with a Clip Art picture.

1. Select Home, New Slide, Two Content slide.

2. Select the Clip Art icon in the left content box. Type Ice Cream in the search box. Click Go.

3. Click the Ice Cream cone to insert it in the presentation.

4. Click in the placeholder on the right and type the following bulleted list.

5. Type the title in the title placeholder.

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Editing a Presentation

Navigating in a Presentation

Navigation Shortcut Keys

Function Keystroke

Beginning of a Presentation Ctrl + Home

End of a Presentation Ctrl + End

Beginning of Row Home

Previous Slide Ctrl + Page Up

Next Slide Ctrl + Page Down

Switch to Next Presentation – if more than one is open

Ctrl + F6

Switch to Previous Presentation – if more than one is open

Ctrl + Shift + F6

Selection Shortcut Keys

Selection Shortcut Keys

Function Keystroke

Select text using keystrokes Use Shift + any above listed Navigation Shortcut Keys

Select all items on a Slide Ctrl + A

Selection With a Mouse

Selection Shortcut Keys

Function Keystroke

Select Multiple Items Click on the first item and Shift + Click on additional items. Shift + Click again to deselect an item.

Select Multiple Items

Start dragging in a blank portion of the slide and drag around all objects desired. A light box will appear around the objects. An object must be fully within the box or it will not be selected. See example below.

Only 3 pictures selected because the fourth was no entirely in the box.

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Insert Graphic Objects

Exercise:

Insert a new Title only slide and insert some graphic objects.

1. Select Home, New Slide, Title Only slide.

Insert a Drawing from the Drawing Group on the Home tab

1. Click on the desired shape, or click the “More” tool to view more choices.

Tip Double click a shape to continue to draw the shape.

2. Position mouse on the slide and either

a. Drag to desired size; or

b. Shift + drag to get proportional sizes and straight lines (square, or circle vs. Rectangle or oval).

3. To Increase or Decrease size

a. Click on graphic, drag fill handle.

Format a Graphic

1. Double - click graphic object.

2. The Drawing Tools: Format tab will appear. Select one of the options on the tab.

Add text to a Graphic

1. Select graphic and type the desired text.

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Format Text within a Graphic

1. Right - click in the object, select Format Text Effects.

Move a Graphic

1. Drag to new location.

Copy a Graphic

1. Ctrl + drag to new location.

Delete a Graphic

1. Select graphic and press Delete.

Rotate a Graphic

1. Select the graphic and drag the green circle.

Add a shadow

1. Select the graphic and select Shape Effects, Shadow on the Format tab. Select the desired shadow.

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Add 3D

1. Select the graphic and select Shape Effects, 3-D rotation on the Format tab. Select the desired 3-D effect.

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Reshape

1. Select graphic and drag gold diamond.

Change fill color and/or effects

1. Select graphic and click Shape Fill color tool on the Drawing toolbar. Try looking at Gradients and Textures.

2.

3. Select Shape Fill or one of the Shape Styles.

Change Line color

1. Select graphic and click line color tool on the Drawing toolbar.

Change Font color

1. Select graphic and click font color tool on the Drawing toolbar.

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Copy Object Formatting

1. Select object with desired formatting.

2. Double – click the Format Painter tool on the Standard toolbar.

3. Click any object to which you wish to apply the formatting.

4. Click the Format Painter tool to stop painting.

Arrows

1. Change style, thickness, color, etc.

Lines

1. Change style, thickness, color, etc.

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Order - which object goes on top if overlapped

1. Right - click object, select Bring to Front, Bring to Front - all the way; or

a. select Bring to Front, Bring forward - one level; or

b. Send to back , Send to back - all the way; or

c. Send to back , Send backward - one level; or

2. Use the Selection and Visibility pane

a. Select Home, Select, Selection Pane or Home, Arrange, Selection Pane.

b. Click the eyeball icon to the right of the item to toggle between visible and invisible and use the arrows at the bottom of the list to change layer order. You can also use the Show All and Hide All tools to Show or Hide all elements on the slide.

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View Gridlines and Guides

1. Select View, Gridlines to display gridlines.

2. Select View, Guides to display guides.

3. To display the Grid and Guides dialog box click the arrow in the bottom right corner of the Show group. Select the options desired and click OK.

4. Drag guides to desired position (vertical and horizontal), drag objects to guide to line up.

5. To display more than two guides, Ctrl + drag a guide.

6. To remove a guide, drag it off the screen.

Group items to keep together

1. Shift + click items or drag around a group of items (drag around the entire item), right click and select Group (select Ungroup when desired).

Format Drawing Tools Tab

1. Nudge – Ctrl + Arrow Keys

2. Align – objects to one another

3. Distribute – objects horizontally or vertically

Drawing Objects Tips

1. Double click object on toolbar to create many objects of the same shape.

2. Get proportional sizes and straight lines by holding the shift key down while dragging to create or resize an object.

3. To draw an object from the center, hold down the ctrl key while dragging.

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Saving a Slide Show

When you save a slideshow in 2010 format, notice the presentation end with .pptx.

Exercise:

Save a presentation and create a folder

1. Select File, Save or Save As

Create a New Folder – Windows 7

1. Click the New Folder tool and type the new folder name. Press Enter when done.

Click to view Folders

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Favorite Links – Windows 7

Favorite Links allow you to quickly access your favorite folders – similar to My Places in Windows XP.

Go to Office, Save As or Office, Open and then:

Create a Favorite Link – Vista

1. Drag a folder to the Favorite Links area in your dialog box.

Remove a Favorite Link – Windows 7

1. Right click the folder you wish to remove and select Remove Link.

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Resizable Dialog Boxes

View a longer list of presentations (drag the triangle at the bottom right of the dialog box). A few examples are shown below.

Open

Save As

Insert Picture

Insert Symbol

Drag the bottom right corner to increase/decrease the size of the box.

Drag the bottom right corner to increase/decrease the size of the box.

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Opening a Presentation

You can open a Presentation by selecting File, Open or if the presentation has been recently used, you can use the File, Recent Presentations list. By default it shows 4 presentations, but you can display up to 50 presentations on this list (Select Quickly access this number of Recent Presentations and change the number of presentations you would like displayed.).

Push-pins

The Recent Presentations list has an added feature of push-pins off to the right of the filename. Click a push-pin to pin the file and keep the file from scrolling off the list. Click the push-pin again to unpin it. Recent Places has Push-Pins that work the same as the Presentation Push-Pins.

Number of Presentation Displayed

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File Open – Office 7

Open as Copy

Open a copy of an existing presentation to prevent you from accidentally saving a presentation on top of an existing presentation.

Open and Repair

Open and Repair will often repair presentations that have corruption.

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Outline View

Great place to create a presentation and concentrate on organizing content.

1. Click the Outline tab in Normal View to work in Outline View.

2. Right click to view and use the Outline Shortcut Menu

Working in Outline View

Enter Text, Promote and Demote text Using Keystrokes or the Outline Shortcut Toolbar.

Working with Outlines

Enter Text Click to the right of the slide or bullet icon and type.

Replace Text Click the slide or bullet icon to replace existing text as you type.

Create a new paragraph at the same level as the previous one.

Press Enter. If you are typing a slide title, Enter will create a new slide. If you are typing a bullet point, Enter will create a new bullet point.

Demote text. Create a new paragraph a level lower (further right) than the previous one.

Press Enter and then press Tab (or click on the Demote on the Outline Shortcut Menu) as many times as it takes to get to the desired level.

Promote text. Create a new paragraph a level higher (further left) than the previous one.

Press Enter and then press Shift + Tab (or click on the Promote on the Outline Shortcut Menu) as many times as it takes to get to the desired level.

Toggle between creating a new slide and a new bullet point.

Ctrl + Enter. If you are on a slide title it will create a new bullet and if you are on a bullet, it will create a new slide.

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Promote and Demote text using the Shortcut Menu

If the Outlining shortcut menu is not visible, Right click on any outline item.

Collapse/Expand Outline

1. Collapse a slide family – double-click on slide; or right click the level you wish to collapse and select the Collapse, Collapse option.

2. Collapse all slides – right click anywhere in the Outline View and select the Collapse, Collapse All option.

3. Expand a slide family – double-click on slide; or right click the level you wish to expand and select the Expand, Expand option.

4. Expand all slides – right click anywhere in the Outline View and select the Expand, Expand All option.

Move Slides or Bullet Points

1. Simply click the bullet point or the slide and drag until a thin blue line appears where you want to drop the item.

If you select a bullet point, all sub-bullets will move as well. If you don’t want sub-bullets to move, first promote them all, and then move the item. If you drag a slide icon, the entire slide will move.

2. If you don’t want to drag, you can right click the item and select either Move Up or Move Down on the Outline Shortcut menu.

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Expand One Slide into Multiple Slides

1. Display slide you wish to expand.

2. Select each bullet point that you wish to make into a new slide.

3. Shift + click on each bullet.

4. Right click in the slide and select Promote.

5. Each bullet should now be on its own slide.

Duplicate a Slide

1. Right click any slide in the slide View and select Duplicate Slide.

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Move and Copy

Using the Home tab on the Ribbon

1. Select the text, object or placeholder you wish to Move or Copy.

2. Select the Home, Cut or Home, Copy. Sizing handles appear around the object.

3. Click where the text is to be moved or copied.

Tip If you click in a placeholder, the object may try to fill the placeholder. If you click outside a placeholder it will stay its original size.

4. Select Home, Paste (paste as many times as you would like).

Using the Keyboard

1. Select the text you wish to Move or Copy.

2. Press Ctrl + X to cut (move); or

3. Press Ctrl + C to copy.

4. Click where the text, object or placeholder is to be moved/copied.

5. Press Ctrl + V to paste.

The Balloons object is selected as you can see by the sizing handles surrounding the picture.

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Using Drag and Drop

1. Select the text, object or placeholder you wish to Move or Copy.

2. Move - Use your mouse to point to the object to be copied (your mouse should change shape to a 4-headed arrow). Drag the text, object or placeholder to the desired location; or

3. Copy - Use your right mouse to point to the object to be copied (your mouse should change shape to a 4-headed arrow). Drag with your right mouse button to the desired location. When you let go of the mouse and the shortcut menu appears: select Copy Here

Tip Notice that a shadow of the object shows you exactly where the new object will be copied!

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Using the Clipboard Pane

The Clipboard allows you to copy or move up to 24 different selections at a time. Items on the Clipboard stay there until you exit out of the last Office program. Items can be copied or moved to other office programs from the Clipboard as well.

Exercise:

Display the Office Clipboard and set the option for displaying the Office Clipboard by pressing Ctrl + C twice.

1. Select the Clipboard Dialog Launcher on the Home tab.

The Clipboard is displayed on the left side of the screen.

2. Select Options at the bottom of the Clipboard and select Show Office Clipboard When Ctrl + C Pressed Twice. Click off the list to make it disappear.

Use the Clipboard

1. Select the text, object or placeholder you wish to Move or Copy.

2. Cut or Copy the using the Ribbon or Keystrokes.

3. Click where you want the object to appear.

4. Click the snippet you wish to paste in the Clipboard Pane.

5. Close the Clipboard by clicking the “X” on the top right corner of the Clipboard.

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Other Paste Options

Other Paste options are displayed when you click the arrow on the Paste tool.

Paste Options include:

Use Destination Themes

Keep Source Formatting

Paste as Picture

Keep Text Only

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Formatting Text

Most formatting can be found in four groups on the Home Tab: Font and Paragraph groups. Font formatting applies changes to the look and size of text. Font formatting includes Bold, Underline, Italics, Borders, Shading etc. Paragraph formatting includes horizontal and vertical alignment, indentation, spacing, text direction etc.

Font Group

The Font group has all of the most frequently used font formatting choices, but if you cannot find what you need, click on the dialog box launcher in the lower-right corner of the group to find all of the possible options.

Apply a Font Change

Apply a font:

1. Select the text first and then apply the font desired (i.e. Bold, Italics etc.); or

Tip Most font formats toggle on and off. In other words, you click them one time to apply and another time to remove the font. Or, you can choose to click a font change like Bold first, then type the text and then click Bold again to stop the font change.

Change Font Size

1. Select the text to be changed.

2. Select size desired from the Size drop-down on the formatting toolbar.

Exercise:

Type “Baskin Robbins” and then bold it, italicize it, and change the font to 14pt. Then remove the italics.

1. Type your “Baskin Robbins”.

2. Select “Baskin Robbins” and then click the B for Bold and then I for Italics.

3. Change the font size to 12 pt. using the Font Size box.

4. Click I again to remove Italics.

Font dialog box launcher displays the Font dialog box.

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Clear All Formatting

Exercise:

Remove the remaining formatting using the Clear All Formatting tool.

1. Make sure the Baskin Robbins cell is selected.

2. Select Home, Clear All Formats on the Font group.

Paragraph Group

Aligning Text Horizontally and Vertically in a Cell

(Left, Center, Right, Justify and/or Top, Center Bottom)

1. Select the cells to be changed.

2. Select the appropriate alignment tools from the Home, Alignment.

Left Right Center Justify

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Increase/Decrease List Level (Indent) Text

You can change the left indent on the Paragraph group.

1. Select the paragraph(s) to be indented.

2. Select the Increase List Level tools from the Home, Paragraph group.

3. Notice there is also a Decrease List Level tool if needed.

Change Line Spacing

You can change the line spacing on the Paragraph group.

4. Select the paragraph(s) to be changed.

5. Select the Line Spacing tool from the Home, Paragraph group.

Change Text Direction

You can change the Text Direction on the Paragraph group.

1. Select the paragraph(s) to be changed.

2. Select the Text Direction tool from the Home, Paragraph group.

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Convert to SmartArt

This is a very cool new feature that allows you to create amazing looking lists.

1. Select a bulleted list.

2. Select the Convert to SmartArt tool from the Home, Paragraph group. Hover over the different options to see how your list will appear. Click to select the desired look.

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Copy Formatting Using the Format Painter

To apply formatting using the format painter, first highlight text or object from which you wish to copy

the formatting. Then double-click the Format Painter tool and drag across text or click on an object where the formatting is to be applied. To stop the format painter: click the Format Paint tool again or press ESC on the keyboard.

Exercise:

Copy the formatting from one object to another.

1. Click on the object that contains the desired formatting – see above.

2. Double click the Format Painter.

3. Click the object to the left of it to apply the formatting.

4. Press Esc or click Format Painter again to end painting.

Copy the formatting to this object by clicking on it with the paint brush.

Select this object to copy its formatting and then double click the Format Painter.

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Spelling Check

1. Select Review, Spelling.

2. Select the desired options.

Spelling and Grammar Options

Option Function

Ignore Once Ignores the highlighted error one time.

Ignore All

Ignores the highlighted error everywhere in your presentation (see Recheck Presentation Button below if you accidentally hit this button when the word is actually misspelled. Spell check will never check this word in this presentation again).

Add (to add to Dictionary) Never check the highlighted word in any presentation.

Change Change to the highlighted suggestion. If the correct word is not highlighted, select the correct word and then click Change.

Change All Changes to the highlighted suggestion everywhere this highlighted error appears. If the correct word is not highlighted, select the correct word and then click Change All.

AutoCorrect Correct this error with the highlighted suggestion, every time I type it incorrectly.

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Design Tab

Orientation: Switch From Portrait to Landscape

1. Select Design and then Slide Orientation on the Page Setup group.

2. Select Portrait or Landscape.

Page Setup: Size Slides, Change Slide Number and Orientation, Change Notes, handouts and Outline Orientation

1. Select Design, Page Setup and then change the size, and or orientation or Slides and or Notes, Handouts and Outlines.

2. Click OK.

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Print and Print Preview and Quick Print

Print

1. Select File, Print or select a Print on the Quick Access toolbar and select one printing options before clicking on Print.

Quick Print

1. Select Quick Print on the Quick Access toolbar.

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Find and Replace

Find

Find or replace text and/or formatting. You can use the Binocular Find & Select tool on the right side of the Home tab.

1. Select Home, Find or press Ctrl + F to display the Find dialog box.

2. Type the desired text in the Find What dialog box and click Find Next.

3. Continue until you find the text you want.

Replace

Replace can find and replace text. Be very careful when using Replace All, however. You can get unexpected results (i.e. if you replace “the” with “an” you may find other replaced with oanr)!

1. Select Home, Replace or press Ctrl + H to display the Find and Replace dialog box.

2. Type the desired text in the Find What and the Replace With boxes and click Find Next to find the first occurrence of the text.

3. Either click Replace to replace the text or Find Next to skip that instance.

4. Continue until you find and replace the desired text.

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Headers and Footers

Headers and Footers are on the Insert tab.

1. Select Insert, Header & Footer.

2. The Header & Footer dialog box appears.

3. Select the desired options and click Apply to apply to one slide or Apply to All to apply to all slides.

Edit a Footer

4. Click in the section of the Footer you wish to edit and click out when done.

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Slide Masters Controls the default formatting of the design template applied to your presentation. There is a Slide Master, Notes Master and Handout Master. The Slide Master sets the font formatting, bullet styles, placeholder size and position, background design, and color schemes for slides.

Editing a Master

1. Select View, Slide Master.

2. A Slide Master tab appears. Select the first slide and apply a light brown background.

3. Change the look of the first level bullet. Click in the first level bullet area in the slide master and select Home, click the down-arrow to the right of the Bullet tool and select a new bullet style.

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4. Make other changes as desired and then select Slide Master, Close Slide Master tool and view the changes. Notice it changed all slides.

Tip Do NOT type text in Master screens because it will not appear in your slide show. If you need text, you must place it into a textbox to make it appear.

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Appendix A

Converting a presentation makes it smaller and enables you to use all the new features.

Convert a Presentation to a PowerPoint 2010

1. Click the File Tab and select Convert. Only available if presentation is not already a 2010 presentation.