McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft PowerPoint 2002 Lesson 3 Developing Your Presentation

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Lesson 3 Skills Adding and Editing Text Boxes Formatting Text Moving Text Boxes and Aligning Text Using Spell Check Finding and Replacing Text Using AutoCorrect Drawing and Formatting Objects Modifying and Enhancing Drawn Objects Printing Audience Handouts Saving Slide Presentations as RTF Outlines

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Adding and Editing Text Boxes Text boxes –Rectangular areas containing text –Manipulated independently of other text boxes –Text label box Words do not wrap to next line Used for single words, short phrases –Word processing Words wrap to next text line

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Adding and Editing Text Boxes Changing case of letters in slide title Click in the title box –Move typing cursor –Backspace, Del, enter text, etc.

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Adding and Editing Text Boxes To create a new slide, use [Ctrl]+[M] key combination –New slide with Title and Text layout appears –Slide Layout pane appears Blank slide includes Design template, but no Text or Object boxes Choose the Blank slide option

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Adding and Editing Text Boxes Click on X to remove Slide layout pane Note Drawing toolbar options (Right-click on any toolbar, choose Drawing toolbar) Line, arrow, rectangle, oval buttons Text box, Word Art, Diagram, Clipart, Picture insertion buttons Fill, Line, and Font color buttons Line, dash, arrow, shadow, and 3-D style buttons

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Adding and Editing Text Boxes To add a text box –Click on Text Box icon –Drag a rectangular area –Enter text

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Adding and Editing Text Boxes Entering successive lines of text, each followed by [Enter] When [Enter] is not pressed, the text will wrap Note wavy red line, indicating misspelled word

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin Formatting Text Text will appear with preassigned characteristics (formatting) Formatting includes –Font –Font size –Color –Style Formatting of a block of text may be done to override Design Template specs

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Formatting Text Elements of the Formatting toolbar Font type. Click dropdown arrow to select different font Font size box Text style buttons Text alignment buttons Bullet or outline text buttons Increase or decrease font size Increase or decrease indent Font color button Slide design, add new slide buttons

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Formatting Text Font color palette –Clock on Font Color button –Palette appears –Note Screen Tip identifies selected color –Click on different color to convert color of selected text

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin Formatting Text To change format of text –Select text with mouse cursor –Click on desired formatting feature Text color button, use palate Style buttons (bold, italics, etc.) Font size box (pulldown menu)

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Formatting Text Font Dialog box Click to specify desired font Add/remove check marks to apply desired formatting effects Another way to specify font color Click to see slide as it will appear Click to apply specified formats and close box

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin Formatting Text Note changes made

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Moving Text Boxes, Aligning Text Appearance of a slide can be improved by –Moving text boxes –Realigning their text Move text boxes by –Dragging them –Using arrow keys Alignment can be left, center, right, left/right Spacing between lines can be adjusted

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Moving Text Boxes, Aligning Text Click on text box to select it Drag by hatched boarder to new location

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Moving Text Boxes, Aligning Text Add Paragraph spacing button to Formatting toolbar –Click on Toolbar options button –Click on Add or Remove Buttons, then Formatting –Choose Increase Paragraph Spacing option Increasing spacing –Click to left of a line of text This provides the button needed on the toolbar

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Moving Text Boxes, Aligning Text Increasing spacing –Click to left of a line of text –Click the newly added Increase Paragraph Spacing button –Do this for each paragraph desired

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Using Spell Check Finds spelling errors in the text of a presentation Offers choices for fixing them Limitations: –Cannot determine misusage of a word "Too" for "to" or "four" instead of "for" –May not recognize some words Proper names Words from foreign languages Words specific to a specialized area of knowledge

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin Using Spell Check To use Spell Check Click Spelling button Spell Check finds word it does not recognize Spelling dialog box appears –Offers choices –Click on desired choice –Click Change to make the change

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Using Spell Check When a proper name is found Use the Ignore button If that word is used multiple times –Click on Ignore All –Or Add it to the dictionary of recognized words If you realize you have consistently misspelled a word, use Change All

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Finding and Replacing Text You may wish to find a specific word or phrase in presentation –Change one or more occurrences Find and Replace accurately searches Replacement may be specified –Manually at each occurrence –For all occurrences Possible to search with or without case sensitive option

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Finding and Replacing Text Click on Edit, and Replace Opens Replace dialog box Specify –Target text –Replacement text –Options Press Find Next to begin search

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin Finding and Replacing Text When text is found Found word selected Specify Replace or Replace All Notification when all occurrences have been found

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Using AutoCorrect AutoCorrect fixes spelling errors as soon as you type them Recognizes predetermined set of common errors –Example: "teh" for "the" You may customize this feature –Add words you commonly mistype

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin Using AutoCorrect Click on Tools, then AutoCorrect Options Dialog box opens –Click on tab if necessary Note options available

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin Using AutoCorrect Enter word often misspelled Enter correction

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin Using AutoCorrect When incorrect spelling is typed in –AutoCorrect feature changes it –Offers option whether to accept the AutoCorrect action –Click button to display shortcut menu

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Drawn objects will improve a presentation –Break up routine of text-only slides –Helps visual learners Use Drawing toolbar –Add lines, shapes, pictures, etc. Able to control size and placement New diagram options available for PowerPoint 2002 Drawing and Formatting Objects

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Drawing and Formatting Objects AutoShapes menu –Click on AutoShapes button Use Mouse cursor place object by to dragging from one corner of desired object to opposite corner Choose desired shape

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin Drawing and Formatting Objects Use sizing handles to adjust Use adjustment handle to alter proportions Use rotate handle to change orientation Fill color is default, can be changed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Drawing and Formatting Objects Click on arrow of Fill button to show menu for Fill Colors and Fill Effects Empties object of color, makes it transparent Default colors available for chosen Design

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Drawing and Formatting Objects Changing Fill Effects –Choose Fill Effects option –Opens Fill Effects dialog box –Note two color shading available –Specify Colors Gradient level Gradient pattern

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Drawing and Formatting Objects Title Slide with finished object

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Modifying and Enhancing Drawn Objects Modification options –Change to look better within scheme of a slide –Change the object itself –Change how it interacts with other elements in the slide

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Modifying and Enhancing Drawn Objects Add a shadow to an object –Click on the Shadow button –Choose shadow option Change layering order –Click Draw button –Then Order option –Specify change in order

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Modifying and Enhancing Drawn Objects Shadow showing on top layer of order

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Modifying and Enhancing Drawn Objects Shadow after being sent to back Shadow may be adjusted Location Color

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Printing Audience Handouts Important to keep audience attention –Convince them –Give them new appreciation or understanding Presentation followed more closely when listeners have material –To follow –To annotate –To take with them for reference

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 40 McGraw-Hill/Irwin Printing Audience Handouts Click on File, then Print Open Print dialog box Choose type of print outSpecify number of slides per page

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 41 McGraw-Hill/Irwin Printing Audience Handouts Print Preview window shows results of choice –3 slides per page –Observe the lines provided for taking notes Other print options may be previewed with pulldown menu

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 42 McGraw-Hill/Irwin Saving Slide Presentations as RTF Outlines Normal disk save of presentation saves graphics and text both –Requires much disk space Possible to save text only –Use RTF (Rich Text Format)

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 43 McGraw-Hill/Irwin Saving Slide Presentations as RTF Outlines Click on File, then Save As Click on drop down arrow for Save As Type Choose.rtf Specify name, then Save