1. Creating a Presentation
Practical Office 2007 Chapter 8

2. What’s inside and on the CD?
In this chapter, you will learn essentials of creating presentations with Microsoft PowerPoint
Presentations are backdrops for speeches
PowerPoint provides tools to script, organize, and display presentations
Practical Office 2007 Chapter 8

3. What’s in the PowerPoint window?
Microsoft PowerPoint creates slide show that can be presented with:
Computer
Projection device
Printed on transparency film
Converted to HTML to be viewed through Web browser
To create useful handouts, slides can be printed in a variety of layouts
Practical Office 2007 Chapter 8

4. What’s in the PowerPoint window? Cont’d.
To start PowerPoint:
Click Start
Point to All Programs
Click Microsoft Office
Click Microsoft Office PowerPoint 2007
PowerPoint window includes several work areas called “panes”
Practical Office 2007 Chapter 8

5. What’s in the PowerPoint window? Cont’d.
When presentation is opened in Normal View
Current slide is displayed on right pane
Slides and Outline in left pane
Pane near bottom provides space for speakers notes
Use scroll bar or Previous Slide and Next Slide buttons to move from one slide to another
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6. What’s in the PowerPoint window? Cont’d.
Practical Office 2007 Chapter 8

7. How do I create a presentation?
To create a presentation, select a design theme, or a design template
A theme is a collection of professionally selected slide color schemes, fonts, graphic accents, and background colors
Once you select a design template, PowerPoint automatically applies it to every slide in presentation
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8. How do I create a presentation? Cont’d.
Title Slide is automatically generated for new presentation
Select other layouts from Layout button on the Home tab
Save presentation as soon as first slide is created
Practical Office 2007 Chapter 8

9. How do I create a presentation? Cont’d.
PowerPoint presentations are saved with .pptx extension
As presentation is built, save frequently
All slides are saved in same file
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10. How do I create a presentation? Cont’d.
To change theme:
Click any theme from the Themes group
To change only one slide or a select group:
Select the slide(s), right-clicking the theme in the Themes group, then selecting Apply to Selected Slides
Practical Office 2007 Chapter 8

11. How do I create a presentation? Cont’d.
To change background color:
Click Design tab
Click Background Styles
Choose style from drop-down list
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12. How do I create a presentation? Cont’d.
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13. Practical Office 2007 Chapter 8
How do I add a slide?
New slide button adds a slide to presentation
PowerPoint gives you a choice of slide layouts
Most slide layouts include at least one placeholder, in which text or graphics can be entered
Title Slide layout is typically used for first slide
Practical Office 2007 Chapter 8

14. How do I add a slide? Cont’d.
New Slide drop-down list includes thumbnail sketches of slide types – hold mouse over slide layout to see name
Each design theme has its own Title Slide layout
Use the Title Only layout or Blank layout if you don’t like the Title Slide layout
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15. How do I add a slide? Cont’d.
Use the buttons on the Insert tab to add new placeholders. For example,
click the Text box button
drag across the slide
click inside the new placeholder
type your text
Resize a placeholder by using its sizing handles
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16. How do I add a slide? Cont’d.
Text may be entered on slides in Outline tab entry area when slide show is in Normal View
Edit text, like word processor, with editing keys
Rearrange items by dragging to new locations
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17. How do I add a slide? Cont’d.
Practical Office 2007 Chapter 8

18. How do I add a bulleted list?
To present a list of bulleted or numbered points use one of the following layouts:
Title and Content
Two Content
Comparison
Bulleted lists focus audience’s attention and should be brief
Numbered lists help audience’s focus on sequences, priorities, and ranking
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19. How do I add a bulleted list? Cont’d.
In the Title and Content layout, text is formatted as a bulleted list
Click Bullets button on the Home tab to remove unwanted bullets
Click the Numbering button to have list numbered
A new bullet or number is added to the list each time you press the Enter key
Pressing backspace key will remove a bullet or number
Practical Office 2007 Chapter 8

20. How do I add a bulleted list? Cont’d.
To create sub-bullets, use Increase List Level button on the Home tab
Animation effects can be added to make bulleted items appear one by one
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21. How do I add a bulleted list? Cont’d.
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22. Practical Office 2007 Chapter 8
How do I add a graphic?
Graphics add visual interest to your slides
Select a slide with content in the New Slide drop-down list
You will replace the placeholder with a graphic
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23. How do I add a graphic? Cont’d.
To add clip art:
click Clip Art button
click a graphic from the Clip Art task pane
graphic is inserted in slide
Practical Office 2007 Chapter 8

24. How do I add a graphic? Cont’d.
The Clip Art task paneincludes a search tool to look for clip art:
Enter a search specification in the Search for text box
Click Go button
To add a photo or scanned image:
Click Insert Picture from File button displayed in slide’s placeholder
When Insert Picture dialog box appears, use it to specify picture’s location, folder, and file name
To delete a graphic, select it, press Delete
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25. How do I add a graphic? Cont’d.
Insert pictures or clip art into any layout, even with no graphic placeholder:
Click Insert tab
Click Picture or Clip Art
Select graphic
Use sizing handles to position and size graphic
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26. How do I add a graphic? Cont’d.
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27. Practical Office 2007 Chapter 8
How do I add a chart?
PowerPoint provides slide layouts containing chart placeholders
Use placeholder’s Insert Chart button to add bar chart, line chart, or pie chart
Chart displays sample data in a datasheet which you change to reflect your data
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28. How do I add a chart? Cont’d.
Some slide layouts provide an area for large chart, others accommodate smaller chart plus bullets or other text
You change the sample data by clicking on column headings, row labels, and value data:
Click each cell containing sample data
Replace with your own labels or numbers
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29. How do I add a chart? Cont’d.
To delete sample data in datasheets columns or rows:
Select cells
Press Delete key
Use scroll bars to view additional rows and columns
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30. How do I add a chart? Cont’d.
To move data:
Select cells
Right-click to display shortcut menu
Click Cut
Right-click cell where data is to be moved
Click Paste on shortcut menu
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31. How do I add a chart? Cont’d.
To insert row:
Right-click cell where row is to be inserted
Click Insert on shortcut menu
Click Table Rows Above
Steps for columns are similar to inserting rows
Steps to delete row or column are similar except use Delete option on shortcut menu
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32. How do I add a chart? Cont’d.
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How do I add a table?
Use the New Slide drop-down list to select a slide layout that includes a placeholder for a table
Enter data into rows and columns of table
When a table is inserted into a slide, the Table Tools Design and Layout contextual tabs appear
Practical Office 2007 Chapter 8

34. How do I add a table? Cont’d.
Use the tabs to:
format the table borders
add color shading to cells
adjust the alignment of text
To add text to a cell
Click inside cell
Type your text
Practical Office 2007 Chapter 8

35. How do I add a table? Cont’d.
To add graphic:
Click cell
Click Insert tab
Select Picture or Clip Art
To adjust height or width of cells:
Position pointer over dividing line
Pointer changes to or shape
Drag dividing line to correct position
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36. How do I add a table? Cont’d.
When you position the pointer over the dividing lines, the pointer changes shape
This allows you to adjust the height or width of the cells
Drag the dividing line to the new position
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37. How do I add a table? Cont’d.
To insert rows:
right-click cell where you want to insert
click Insert Above or Insert Below on Table Tools Layout tab
Insert a column in the same manner
Delete a row or column by using the Delete option
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38. How do I add a table? Cont’d.
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39. How do I view a slide show?
The objects you see on your screen as you create a presentation such as menu bars and toolbars will not show during your presentation
Switch to Slide Show view when ready to see how your audience will view your presentation
You can preview your presentation by selecting the first slide, then clicking the Slide Show button
Practical Office 2007 Chapter 8

40. How do I view a slide show? Cont’d.
Use buttons in bottom-left of slide to:
Navigate through slides
Add or view Speakers Notes
Write on slide with pen or highlighter
Switch to another program presentation
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41. How do I view a slide show? Cont’d.
Navigation through the slides can be accomplished by:
pressing the left mouse button to display the next slide or bullet
pressing the right arrow key to display the next slide or bullet
pressing the left arrow key or the P key to move the previous slide or bullet
Practical Office 2007 Chapter 8

42. How do I view a slide show? Cont’d.
Right-click a slide to select a specific slide to display. Click Previous to go back one slide
Press the Esc key to end a slide show and return to PowerPoint
It is good practice to preview your presentation and to rehearse your speech before you present it to an audience
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43. How do I view a slide show? Cont’d.
Practical Office 2007 Chapter 8