McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-1 Office PowerPoint 2007 Lab 2 Modifying and Refining a Presentation

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-2 Objectives 1.Find and replace text 2.Create and enhance a table 3.Duplicate and hide slides 4.Modify graphic objects and create a text box

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Objectives 5.Create and enhance Shapes 6.Create and animate SmartArt graphics 7.Change the theme 8.Modify slide masters 9.Add and hide slide footers 2-3

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-4 Objectives 10.Add animation, sound, and transitions 11.Control and annotate a slide show 12.Add speaker notes 13.Document a file 14.Customize print settings

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-5 Concept Preview Find and Replace Table Alignment Document Theme Master Animations

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-6 Outline Replacing Text –Using Find and Replace Creating a Simple Table –Creating a Table Slide –Inserting the Table –Entering Data in a Table –Sizing the Table Columns –Aligning Text in Cells –Changing the Table Style

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-7 Outline Modifying and Creating Graphic Objects –Changing the Slide Layout –Enhancing a Picture –Duplicating a Slide –Adding a Shape –Enhancing a Shape –Adding Text to a Shape –Rotating the Object –Converting Text to a SmartArt Graphic

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. 2-8 Outline Working with Text Boxes –Creating a Text Box –Adding Text to a Text Box –Enhancing the Text Box Changing the Presentation Design –Applying a Document Theme –Changing the Theme Colors –Customizing Theme Colors

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Outline Working with Master Slides –Modifying the Slide Master –Adding Slide Footer Text Adding Animation Effects –Animating an Object and Adding Sound Effects –Animating a SmartArt Graphic –Animating a Slide Master –Adding Transition Effects 2-9

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Outline Controlling the Slide Show –Navigating in a Slide Show –Adding Freehand Annotations –Hiding Slides Adding Speaker Notes –Adding Headers and Footers to Notes and Handouts Documenting a File

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Outline Customizing Print Settings –Printing Notes Pages –Printing Selected Slides Key Terms FAQs Discussion Questions

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Replacing Text 2-12

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 1 Finds text in a presentation and replaces it with other text Fast and accurate Take care when replacing text Find and Replace

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Using Find and Replace

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Find and Replace Options

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Creating a Simple Table

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 2 Organizes information into an easy-to-read format Consists of horizontal rows and vertical columns A cell is the intersection of a row and a column Columns are identified by letters and rows by numbers PowerPoint provides a table layout slide Table

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Table Layout

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Creating a Table Slide 2-19

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Content Placeholder 2-20

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Inserting the Table

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Entering Data in a Table

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Selecting Different Areas of a Table 2-23

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Sizing the Table Columns

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 3 Alignment controls the position of text entries within a space Four horizontal alignments – left, center, right, justified Three vertical alignments –Top –Middle –Bottom Alignment

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Text Entry Alignment 2-26

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Changing Table Style Table styles are combinations of … –Shading colors –Borders –Visual effects Styles can be applied in one step Use the Table Styles group on the Table Tool Design tab 2-27

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Modifying and Creating Graphic Objects 2-28

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Changing the Slide Layout 2-29

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Enhancing a Picture 2-30

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Duplicating a Slide Duplicating a slide creates a copy of the selected slide Copy is placed directly after the selected slide You can duplicate a slide in any view

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding a Shape Ready-made shapes supplied by PowerPoint Includes… –Rectangles –Circles –Lines –Block arrows –Many more Shapes can be modified

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Enhancing a Shape

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding Text to a Shape

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Text Formats 2-35

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Rotating the Object Rotate an object 90 degrees left or right Flip an object vertically or horizontally Specify an exact degree of rotation Use the rotate handle 2-36

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Converting Text to a SmartArt Graphic SmartArt graphics –Create a visual representation of textual information –Effective when the number of shapes and the amount of text are limited to key points SmartArt helps to make slides more interesting 2-37

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. SmartArt Graphics 2-38

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. SmartArt Categories 2-39

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. SmartArt Process Category 2-40

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Working with Text Boxes A text box is a container for text or graphics Can be … –Moved –Resized –Enhanced How can you use text boxes in your presentation? Text inserted here!

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Creating a Text Box Create the text box first Next add the content

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding Text to a Text Box

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Enhancing the Text Box

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Changing the Presentation Design

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 4 Predefined set of formatting choices that can be applied to a document PowerPoint has 20 named built-in themes Each theme includes … –Colors –Fonts –Effects Document Theme

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Applying a Document Theme Applied to the entire presentation or to selected slides Area called “This Presentation” displays preview on screen Built-In area displays other available themes Live Preview shows how presentation would look if theme were used 2-47

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Using a Document Theme

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Changing the Color Scheme

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Working with Master Slides

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 5 A master is part of a template Stores formatting information about these components –Slides –Titles –Speaker notes –Handouts Each component has a master Master

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Master Slides

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Modifying the Slide Master

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Slide Master Area Placeholders

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Adding Slide Footer Text

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Adding Animation Effects

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Concept 6 Animations Special effects that add action to text and graphics Provides additional emphasis for items Two basic types –Object animations –Transitions

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Animating An Object And Adding Sound Effects As you add animated items to a slide, each item is numbered The number determines the order in which the item is displayed Numbered tag that appears on the slide is not printed

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Animating a SmartArt Graphic SmartArt graphic animations are different –Animation plays in the order that the shapes appear –Live Preview demonstrates the effect The entire graphic can be animated Individual parts can be animated to show information in phases

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding Transition Effects

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Controlling the Slide Show Navigate and stop for questions Go to a specific slide Add freehand annotations

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding Freehand Annotations

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Freehand Annotations Pointer and Arrow Options

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Hiding Slides

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Adding Speaker Notes

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Adding Headers and Footers to Notes and Handouts

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Documenting A File Each presentation can include properties or settings associated with the file –Number of words –Date –Last modified –Author Some of these properties are automatically generated 2-67

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Documenting Standard Property Fields

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Customizing Print Settings Print selected slides Scale size of slides

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved. Printing Notes Pages

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Printing Selected Slides

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Key Terms alignment animation cell document theme Find and Replace master notes page object animation rotate handle Smart Art table table reference table style text box transition

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved FAQs 1.Help! I misspelled a word throughout my presentation. How can I easily correct it? 2.I need to add a table to my presentation. Do I have to create one in Excel first and then insert it? 3.What are table styles?

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved FAQs 4.What are slide layouts? Do they only work with new slides or can I change the layout of a slide? 5.I need to recreate a slide. Is there a way to duplicate it? 6.How do I rotate a basic shape that I placed on a PowerPoint slide?

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved FAQs 7.What is SmartArt? 8.What is a text box? 9.Help! I don’t like the design of my presentation. How can I change it? 10.What are master slides? 11.What are slide transitions and how do they work? 12.Can I add annotations to my presentation?

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Discussion Questions 1.Your manager has asked you to prepare a "flashy" sales presentation that will not only dazzle the audience with the content but with special effects. Discuss what features you can use in PowerPoint to enhance this presentation.

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Discussion Questions 2.Discuss some of the various slide layouts available in PowerPoint. Give examples of when you would use them. 3.The expense table you created in PowerPoint is very simple. What can you do to enhance it? Discuss the various formatting options that you can use.

McGraw-Hill Career Education© 2008 by the McGraw-Hill Companies, Inc. All Rights Reserved Discussion Questions 4. PowerPoint has four different master slides. Describe each one and explain how it is used. 5.Using design templates can make your presentation look more professional. Discuss the ways that you can further enhance a design template.