Key Applications Unit 4: Using Microsoft Office PowerPoint 2007

Key Applications Unit 4: Using Microsoft Office PowerPoint 2007
Using Microsoft Office 2007 – IC³ Module 2 Unit 6: Using Microsoft Office PowerPoint 2007 Lesson Topic 46 Getting Started 47 Setting Up the Presentation 48 Working with Text 49 Formatting Text 50 Working with Objects 51 Enhancing the Presentation 52 Bringing It All Together Pg 429 This is the fourth portion for the Module Objectives of the IC3 Key Applications exam. CCI has broken down this exam into four units to facilitate a user-friendly learning environment. Focus in each unit will be on learning the individual components for that portion of the exams and develop/enhance knowledge and skill sets for the student. Each unit is broken down into small modules of information for the students to take in. Use this as a guide to let students know what topics will be covered and where they might find information on same. Some units will be a bit larger than others, depending on the amount of pictures used or the type of information. Be prepared that some lessons will take you longer than the suggested timing, depending on questions and how quickly the class picks up the concepts and features. The timings provided are based on an average timing used for teaching the concepts. The timing can be altered with the number of exercises you assign or with time spent in class working on exercises and demonstrations. Features and exercises in this courseware are designed around using double-click to activate features and commands in Office 2007 (SP1) and Windows Vista (SP1) as the operating system. If you are using single–click, you will need to mention the slight differences or alter the exercises to accommodate the differences. Using single versus double-click will cause some problems with the exercises, so you might want to switch back to double-click to minimize any selections or activations with new users. © CCI Learning Solutions Inc.

Lesson 46: Getting Started
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 46: Getting Started Move around in PowerPoint Create a presentation Using the AutoContent Wizard Create a presentation using a blank slide Open, save and close a presentation Add and edit text in different views Pg 430 This is an outline of the topics to be covered in this Lesson. The focus here is getting students familiar with working and looking at basic elements on the PowerPoint screen so they can understand how to insert items onto the slide. One area that is not discussed is the page setup for a presentation. For most users, the presentation will be set up for landscape orientation and hence, why it is kept as same for all exercises in the CCI book. However, you may want to introduce that topic when looking at the different ways to create a presentation as a different option, e.g., overhead projector . © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What is a Presentation Manager?
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 What is a Presentation Manager? Create, edit, and manipulate slides, or online presentations Can enter text, draw objects, create charts, and add graphics Printing presentations can be done with: Local printer Send to designated printing company to produce slides Can do presentations over Internet Pg 430 This is not an IC3 exam objective but provides students with an understanding of what exactly this type of program is, not just for creating simple slides. You may want to build in the fact that most of the popular presentations programs do the same and have the same options (as noted in the next slide) so people don’t think it’s only PowerPoint. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What is PowerPoint? Slides tab shows thumbnail of slides for layout and design Outline tab allows you to type text for slide Multiple templates for creating presentations Add or manipulate images in presentation Save selected objects or backgrounds as picture Apply animation effects Track changes in presentations sent via PowerPoint Viewer for computers without PowerPoint Access to World Wide Web from within PowerPoint Convert presentation into web pages Pg 430 Again, not an IC3 exam objective but geared more towards introducing some of the benefits of using PowerPoint to create presentations that can be delivered to a live audience or via the Internet/intranet The list is not complete by any means; add or shorten the list to suit your class. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What is a Presentation? Title Slide Agenda Slide Slide 3 Slide 1 Slide 2 Summary Slide Title Slide First or opening slide with subject of presentation Agenda Slide Lists titles of all slides Title and Content Slide Contains title and key points about specific topic Support Content Slides Various kinds of content slides for presentation Summary Slide Last slide and review of presentation Pg 431 This is an example of the general structure a presentation takes when creating content to be delivered, regardless of the delivery mechanism. The amount of time you need to spend on this slide will depend on how familiar the class is with creating presentations for themselves or others. Relate this to writing an outline for a report where you have a title page, a list of objectives to be accomplished (table of contents), the content itself regardless of whether it is text, charts, or pictures, and then a final concluding page to show the end of the report. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What is a Presentation? Each slide has placeholders Placeholder is: Dashed line box with tip on what to do Point at icon to display screen tip To move from one placeholder to another: click in placeholder, or press Pg 431 Objective 4.1.2 Take a few moments to describe a placeholder and point out the different kinds that they may see. Essentially any box with a dashed line around it and a tip on what to do is a placeholder and makes inserting or creating elements or objects much easier. Much of the information in the upcoming slides and pages in the book are combined to provide a thorough introduction to the basic elements they will see on the screen. You may want to provide a demonstration of your own to show these, and when they can create their first presentation, you can do a quick review about placeholders with the first two slides they create. Point out how PowerPoint helps you identify which object you want to insert onto the slide. As students become more familiar with the Office products, they may not need the ScreenTips but they can be still be handy as reminders of what is available. You will need to create these slides as part of your demonstration for students to see when these placeholders might appear. Although a bit early in the discussion, you may want to introduce slide layouts and how the selection of a particular slide layout will determine the type of placeholders on the slide. Build this into your demonstration and then have do a review when at the Inserting New Slides topic (Lesson 2). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Presentations
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating Presentations Installed Templates Creates with pre-designed suggestions for text and application of colors, backgrounds, images, etc. Installed Themes Pre-designed themes with specific backgrounds and colors. My Templates Create using existing template. From an Existing Presentation Use from existing content and design components to include in new presentation. Blank Presentation Contains only title slide with no colors or design elements. Pg 432 Objective 4.1.2 Take a few moments to go over the options for creating new presentations with students. It isn’t necessary to go through all the different options as they will be focusing on using one or two in this course. Other methods are discussed in more advanced courses for PowerPoint. If your students show an interest in same, you may want to allocate some time at the end of the class to show them this option. The IC3 exam only covers the topic of what a template is and how to create a new presentation using the AutoContent Wizard or applying an existing design. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating a Presentation Can create more than one presentation at a time Can switch between multiple open presentations To create new blank presentation: Click Office Button, New, Blank Presentation Press Pg 432 As with other programs, you can create multiple presentations at the same time, even though you may only need to work on one at a time. For example, you may need to create a presentation focusing on one product line for one trade show, and then create another presentation for another product that will be presented to a live audience next week. Focus here is on how to create blank presentations. Students will be required to create blank presentation with the intent of adding graphical elements after the text has been entered. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating a Presentation Start by drafting topic flow manually Keep text consistent in format and layout Keep number of colors used to minimum Use contrast to emphasize message Keep points to minimum and brief - standard is 6 Be consistent with special effects and only if needed Clearly identify who you are or what you’re “selling” Pg 432 Objective 4.1.1 Take a few moments to discuss with the class some of these points regarding presentations. Use examples from your experience, those that students have attended, as well as some of the slides in this presentation as samples of how information can be effective or non-effective, depending on the audience. As part of the discussion on the appearance of the presentation, review how they can change the orientation or size of the presentation slide using the Page Setup command. This isn’t covered in the book due to the fact that most presentations use the default settings that PowerPoint provides. However, as an alternative, briefly discuss how this can present another different effect for the presentation instead of just changing the color, background, design, etc. Emphasize that these are guidelines only. Much depends on who the audience is, what the information is, and how you plan to keep it interesting for the audience. For instance, this slide has 7 points on it – usually too much for an audience if there is too much text. However, keeping the text short, and adding an effect to show one bullet at a time gives you time to discuss the point with students, and keeps the information together without it being too much text. Point out also how the points are brief, relying on you (or the book) to provide details and explanations regarding “why” or “how”. As well, white space was used to maximize the amount of space between the points to keep it from looking a small number of points. You may need to explain why points should be kept brief, e.g., if all the information is there on the screen, why do I need to listen to the speaker when I can read for myself? Many of these points are not taught or mentioned when people are asked to create a presentation and as such, can distract the audience. As noted, there are no absolute rules and much does depend on the audience. However, as a cautionary note to your students, be sure to discuss these so they are at least aware of them, if only as consideration when they go to create their own presentations. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Text in the Outline Tab
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Entering Text in the Outline Tab Enter text only for content flow First line always title of slide Press for new slide with no bullet points For first bullet point, press For sub-bullet point, press Go back to previous level, press Press for new slide after bullet points To select entire slide, click slide icon Pg Objective 4.1.3 Discuss with students how the Outline tab should be used as a tool for entering the text for the slides. As it works very similar to setting up an outline in Word (Lesson 10 of the Using Microsoft Office Word 2007 Unit), this can be helpful when focusing on the content of the presentation rather than the effects or graphical elements of the presentation. You may also want to include in your discussion why anyone would want to use this tab when they can enter everything on the slide itself in the Slide Pane. Include in your discussion the same reasons discussed regarding typing in all the text at once (or whatever you have) to ensure you have the points you want to discuss. Objects can also be added afterwards to enhance the presentation; it is the text you use in the presentation that introduces the message and carries it through – video, audio, etc. are the objects that validate the text message in the presentation. Provide a demonstration of this with students, using a simple presentation such as the one from the Word Unit. Each of the titles should be set up as separate slides and the points below those headings will make up the main and subpoints for appropriate slides. Then show students how they can move down or back a level as needed for the points on the slide. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Entering Text in the Slide Pane
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Entering Text in the Slide Pane In most cases, use Slide Pane to insert or modify items on slides View allows you to see everything on slide Pg 433 Discuss with the class exactly what the Slides Pane is and how most people tend to use this pane on the screen for entering all the elements. Discuss how there is no right or wrong way of entering information, especially text – it comes down to a question of preference, mainly for those who want to enter all the information first and then apply the formatting to the presentation versus those who want to create and modify as they progress through a slide at a time in the presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Slide Pane Slide pane different than Slides tab Displays miniatures of slides to view information flow or appearance Cannot make changes to slides here Use as “instant preview” Tabs change to show and when pane smaller Pg 433 Students often get confused about the terminology used for the Slide Pane versus the Slides tab. Point out how this view can be handy for previewing multiple slides as you progress through the presentation, but no editing can be done to the slides on this tab. You may want to build into your demonstration about how the Outlines view does not show anything in a slide that has graphical elements whereas the Slides tab does, but you still can’t make any changes to the slide in this view. You may also want to build in some discussion regarding the benefits of using this pane, even though they may wind up using the Slide Pane to enter all objects on a slide. For instance, this pane can be handy when you want to move quickly between the slides in your presentation without having to use the Slide Sorter view (discussed later). As well, performing some basic management on the slides in the presentation may provide better control than trying to do it with the Slide Pane, e.g., deleting or hiding a slide. As you can see the text or content of the slide on either side of the current one, you can choose to manipulate the slides or change the view for this pane so you can see more or less of the slide contents. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using the Slide Pane Use split bar between Outline and Slide Panes to show more or less of each pane Vertical Split Bar Horizontal Split Bar Pg 434 Be sure to demonstrate how using the split bars can be handy for seeing more or less of each pane, based on what is needed at that time. Provide examples of when you might want to alter the size of the panes, e.g., show more of the text for editing versus working with the Slides Pane, show more of the Slides Pane as unlikely to use the Outlines tab often, etc. Be sure students recognize the symbol that appears when the mouse is overtop a split bar before they begin dragging the mouse. Students sometimes “miss” the split bar and then wonder why that view is selected and the split bar is not moving. In your demonstration on how to use the split bar, be sure to have them size the Outlines/Slides tab pane to be smaller so they see how the tab names change to show icons instead. Not everyone will use the Outline pane and as such, may decrease the size or only use the Slides tab. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Saving a Presentation Automatically assigns .pptx To save changes: Click Office Button, Save or Save As Click (Save) on Quick Access toolbar Press To save file with new name, click Office Button, Save As Pg 436 Objective 1.2.8 As with other file types and applications, emphasize how important it is to save your work, even if you don’t think you’ll use it again. Nothing is more frustrating, especially when the computer crashes part way through a presentation and you need to recreate the text and any effects or objects inserted up to that point. In most cases, PowerPoint will try to recover the file up to that point, but there is no guarantee that will automatically happen. Review the process to save a presentation, as well as the difference between saving changes to an existing file versus saving with a new name to keep the original intact. You may want to quickly introduce the idea of saving your presentation as a PPS (PowerPoint Show) if you want to send the presentation via to someone who might not have PowerPoint or know how to use it very well. Do not go into a long discussion as much as this is an introduction prior to teaching the Living Online module. At least one of your students will ask or recognize this format regarding presentations that have been sent via . © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Closing a Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Closing a Presentation When finished, be sure to save presentation and then close it To close presentation: Click Office Button, Close Press When all presentations closed, Document window becomes gray and most buttons on toolbars unavailable Pg 437 Objective 1.2.9 Discuss why closing a presentation no longer needed is important, especially if system cannot handle large presentations with multiple elements. Demonstrate the gray screen that occurs when all presentations are closed and point out how this is similar to other applications. Point out how they can then only create a new or open an existing presentation before PowerPoint displays any other commands. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Opening a Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Opening a Presentation To open presentation file: Click Office Button, Open Press Click Office Button, then file if listed in Recent Documents Can open file directly from Computer or Windows Explorer If system failure, PowerPoint will try to recover any open documents Pg 438 Objective 1.2.7 Discuss the different ways a presentation can be opened from within PowerPoint. Again, point out the similarities to Word and Excel, thereby maximizing the familiarity and consistency of these programs. Review the topic of file extensions and how PowerPoint presentations are generally recognized by the .ppt or .pps (PowerPoint Show) file types. You may want to mention the pps file type again quickly as a way of being able to identify a PowerPoint file that can be received via (common method to send to others as it does not require PowerPoint to run). Discuss briefly how Microsoft has built in the recovery feature that will help with getting files back to the last stage prior to the system crashing. Each version of Office from 2000 upwards has this feature and it has improved with each higher version. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Displaying Information in the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Displaying Information in the Presentation On View tab, in Presentation Views, click option, or Click view button at bottom right of screen: Normal View displays Outline, Slide, and Notes panes Slide Sorter View shows smaller versions of slides for rearranging or sorting slides Slide Show View runs slides as slide show Pg 439 Objective 4.1.4 Take a few moments to go over the different view options from the View tab, pointing out how there are more options here than the shortcut view buttons. This can be advantageous in that it prevents someone from accidentally choosing a view and making changes that may alter the presentation. It isn’t necessary to go through each of the views as these will be discussed in more detail later in the book. Make sure students recognize where these view buttons are (relate them to the same location as the view buttons in Word or Excel). Point out how these buttons are faster methods of switching views when working with presentations, specifically with the intent of seeing how the information in the presentation flows. The Notes Pages and Master views target specific tasks and should be used only when those tasks are needed. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Displaying Information in the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Displaying Information in the Presentation To change magnification for presentation: On View tab, in Zoom group, then Zoom, or on status bar, use view options for zoom, or click (Zoom level) to set specific percentage level, or click (Fit slide to current window) to automatically resize slide to fit in current window Pg 439 Be sure to draw the students’ attention to where the zoom options are and how much more you can do for zooming into a specific area of the slide. Be prepared to provide examples of when or why you might need to zoom in, e.g., the graphics shown on these slides are inserted as objects and then aligned as much as possible with text. These are not recognized as inline graphics as in Word, so it helps to zoom in for a more precise placement. Have them try each of the zoom options so they can see how easy it is to increase or decrease the zoom percentage, as required. For a more precise zoom, they can use the Zoom Level button which gives them a bit more control. You may also © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Moving Around in the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Moving Around in the Presentation To move around slides: Click (Previous Slide) or press Click (Next Slide) or press In Outline pane, click slide, use or , or scroll to slide Pg 441 Objective 1.3.1 As with all application programs, there are faster ways to move around a presentation, whether it is within a placeholder or from slide to slide. Have students try the different methods to see how each works. Take note that if your classroom has mice with scrolling wheels, the wheels can also help to move from one slide to another, which can be advantageous to quickly scroll through the presentation. This list is not complete by any means and points out the most common ways to move between slides. You can also introduce how pressing Ctrl+Home or Ctrl+End will move quickly to the first or last slide in the presentation (latter can be handy if you are working on an existing presentation that was closed previously). Have students watch where the cursor currently is at the time they move around. For instance, if the cursor is in the Slide pane, only the slides will move which can be helpful if using this pane exclusively. However, if you like the Outline tab, make sure the cursor is highlighted in there first and you can then scroll up or down to find the slide you want rather than see all the slides go by as you scroll. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 47: Setting Up the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 47: Setting Up the Presentation What a master slide is How to insert a master slide What headers or footers are How to insert headers and footers How to change the design for the slides How to change an existing slide layout How to change the order of the slides Pg 443 This outlines the topics to be discussed in this Lesson. The emphasis here will be on setting up the general considerations or standards used for presentations. While not everyone will use all these features or at the timing suggested in the book, it will help students to recognize that some standards may be needed based on company requirements, or general considerations whenever working with a new presentation. For instance, the main difference between presentations is the elements that are inserted to produce the message for the presentation. However, every presentation requires that the slide layout be considered for each slide (all text, picture to be inserted, chart, etc.), which order should the topic content follow, where do you want to put the company or product information so it can identify your company or product, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a Master Slide
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating a Master Slide On View tab, in Presentation Views group Slide Master affects all slides Handout Master change handouts for audience Notes Master affects appearance of speaker notes pages Pg 44 Introduce masters so students can learn how to set up standards for the entire presentation instead of having to set them up individually. It also ties into the header and footer feature. Mention how the Title Master option is only available within the Slide Master option as it is a type of slide that can be set up. You may need to explain the difference between this and a Slide Master and when you might want to use it, e.g., creating a presentation that introduces your company and you want separate titles to represent information for the different departments, or a presentation that separates the different types of products or services you offer. Make sure students understand that anything changed here will affect every slide unless “overwritten” on the individual slide. Our book only addresses the Slide Master as it is the one most commonly used. Depending on the level of experience and interest your students have, you may want to look at the other masters as an extra project at the end of the course. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting Headers and Footers
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Inserting Headers and Footers Text repeated on every slide at top (header) or bottom (footer) Can set up headers and footers separately On Insert tab, in Text group, click Header or Footer Pg 444 Provide examples of why you might want a header or footer in the presentation, e.g., slide numbers to show which slide you’re currently viewing, identify company name or product item, date for when presentation created, etc. You may also want to include in your discussion how footers only appear on slides, but headers and footers can be set up for the Notes Pages or Handouts. Point out the different options and how the preview displays which area they are changing. Especially point out the last option so they can see how the options can be set for all slides but the title slide, similar to inserting a page number for every page in a document with the exception of the title page. Also discuss how the header and footer option allows you to insert these items on the current slide or for every slide. Provide examples of when you might want to apply them individually, e.g., title slides only. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting New Slides To insert new slide: On Home tab, in Slides group, click New Slide, or for specific layout, on Home tab, in Slides group, click arrow for New Slide, then layout required, or press , or on last placeholder, press , or right-click slide in Outline or Slides tab and click New Slide Pg 445 Objective 4.1.2 This is the first topic regarding managing the slides for a presentation. There are numerous ways in order to insert a new slide, depending on where the cursor is at the time a new slide is required. You may want to go through each of the methods to show how all methods only work in all panes, discussing how all the methods with the exception of the second one automatically inserts Bulleted slide layout by default. You then have to use the Layout button to change the slide layout as needed. At this point you may want to discuss both buttons, and encourage them to use the down arrow if they know which layout they want to use at the time of creation. However, there is should be no stress involved in knowing as PowerPoint makes it easy to change the layout once you are more sure of the full content to be included in the presentation. Use a demo exercise to show how they can insert new slides based on where they are entering text, e.g., Outline tab versus Slide pane. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Slide Layout
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing the Slide Layout On Home tab, in Slides group, click Layout, or right-click slide in Slides tab or Slides Pane and click Layout By default, new Title and Content slide layout inserts Click another slide layout to change Pg 446 Have students try changing the layout for a slide, both when they create a new one and with an existing one. This will show how handy this feature is for being able to reapply a layout to best suit the contents of the slide. Be sure to include a brief discussion of the difference between using a slide layout with the Content placeholder versus the Clip Art, Table, or Chart placeholder (i.e., Content can be six different options whereas the others are those object types only). Discuss the different options available for changing the slide layout at any time for a slide. Make a point regarding how the size of the text will alter as they change from one slide layout to another. For example, using one of their Bulleted text slides, have them change to one with a picture placeholder to show how the size of the bulleted text will shrink depending on the number or size of the picture placeholder layout selected. This can then lead to a discussion with the class regarding whether it’s better to type all the text in for the presentation versus type and set up the layout as you progress. There can be pros and cons for both arguments. For example, typing in all the text allows you to put in as much as you want and then make editing changes based on the type of layout selected. Alternatively, selecting the layout as you create already sets up the limitation of how much text can be inputted, therefore you are more likely to keep the points brief in the first place. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Managing the Slides Duplicating Slides On Home tab, in Slides group, click arrow for New Slide, and then Duplicate Selected Slides, or In the Slides or Outline, press Deleting Slides On Home tab, in Slides group, click , or in the Slides or Outline pane, press , or in the Slides or Outline pane, right-click slide and click Delete Slide Pg 447 Remind students how they can only duplicate the slide while in the Outlines pane using either the Outline or Slides tab. Provide examples of why they might want to duplicate a slide versus just creating a new one, e.g., a slide that has more than six points can be split into two or more slides, depending on the number of slides – much faster than retyping the points on a new slide. You may also want to allude to the point how they can select multiple slides to be duplicated or deleted (selecting the slides is covered in the next Lesson). At this stage it may be prudent to have them look at how to duplicate or delete only one slide at a time, and then build on that skill once they are more comfortable with selecting items in PowerPoint. You can also provide a quick review of Windows basic for selecting consecutive or non-consecutive items, e.g., using the Shift or Ctrl key accordingly. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Rearranging the Slides
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Rearranging the Slides In Slide Sorter view, drag slide to new location In Outline tab, drag slide icon to new location within tab In Slides tab, drag slide to new location within tab Pg 448 Objective 4.1.8 This topic is introduced at this stage as students often want to know how to do this, especially if they have been playing with the different features up to this point and now need to rearrange the slides to match others. Provide examples of when or why you might need to rearrange the slides, e.g., topic flow changes, slide inserted at wrong point, etc. Draw their attention to the line that appears as they drag the slide to the new location in each of the methods and discuss how this is a visual clue as to where the slide will be placed when they release the mouse. Try to have students change their view so they can see where the move indicator goes when you want to go to the end of the presentation but the last slide sits at the end of a “row”. For example, using the a new presentation that was creating using the AutoContent Wizard (so you have some slides with text), have them resize the zoom so that the slide 12 sits at the end of the third row. Then have them try moving slide 7 to the end of the presentation (the vertical line sits at the beginning of the next line, not at the right side of slide 12 as they might think it would show. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Theme Refers to changing color scheme for individual elements in pre-designed templates On Design tab, in Themes group, click design or theme live preview appears as you point at each Can customize using Colors, Fonts, or Effects in Themes group of Design tab Pg 449 Objective 4.1.5 Caution students that the design they use can be just as distracting to the message as the amount of elements on a slide itself. For instance, have them try some with very dark colors and others that have a lighter color or a graphical background. Open a discussion regarding the colors and whether text can be seen from anywhere in the room. Another example you can do to demonstrate this point is to have them apply a dark design, turn off the lights in the room, and ask them to scroll through the presentation to see how it might appear if they were in the audience. These are all considerations that need to be made before finalizing a presentation – what may seem “cool” may be more of a distraction to the audience. You can also draw their attention to the fact that more design templates can be downloaded from Microsoft’s web site if these don’t suit their needs. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 48: Working with Text
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 48: Working with Text Select text objects Cut, copy or paste text Use the proofing tools Pg 452 This outlines the topics to be discussed in this Lesson. Focus here will be on how to work with text on a slide and how to manipulate it, with special emphasis on being able to differentiate between Select versus Edit mode for affecting some or all text in that placeholder. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Selecting Text Objects
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Selecting Text Objects Object Any shape, picture or text box inserted or placed onto slide To make changes to object, must be selected or highlighted Text boxes show border for placeholder Objects show handles Single or multiple objects can be selected Pg 452 Objective 4.1.3 As with application programs, once an item has been inserted onto a slide, it must be selected prior to another action taking place. This is no exception in PowerPoint except that the objects are not always simple text. Explain how even though they are typing text in, the text is going into a placeholder object. As such, the entire object can be selected or parts of the object can be selected, based on what the need is for the action to take place. As a point of interest, you may want to quickly introduce how inserting other objects such as pictures or charts still requires them to select the object before you can do anything with that object. Where it can become very interesting (or frustrating) is when you combine text and pictures together without using appropriate placeholders. The perfect example is any slide in these presentations where a button or key has been inserted as part of the text. As PowerPoint does not allow for pictures to be treated as inline objects in the same way as with Word, when you begin to combine elements as such in PowerPoint, sometimes you cannot easily select the pictures without moving the text box out of the way first. This should be kept as a point of interest only; there is no need to do a lot of demonstrations or discussions on same for students. At this point, you want to ensure they learn the basics before finding out some tricks or frustrations that come with wanting to do advanced features with any software program. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Using Select vs Edit Mode
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Using Select vs Edit Mode Squares around selected object are handles Verify object is selected for changes To move or size object: Click handle and drag to required size for width or height. Click corner handle to size two adjacent sides If border dashed lines, Edit mode select specific text to change If border solid line, Select mode affects entire contents of object Pg 452 Be sure to show students the difference between the Select and Edit mode, pointing out the border appearance as well as how one mode allows you to affect the entire contents versus selected pieces within the box. Review how to size or move text boxes (or any placeholder). Have them try moving the cursor to the edge of a placeholder to see the visual clue that you can select the placeholder (if they completed Word prior to this course, this symbol should be familiar for being able to select an object. Draw their attention back to working with pictures which are also objects as were the drawing objects. All objects share the same basic characteristics of having the handles available to size or show the item is selected. What else you can do with the object depends on the object type. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Manipulating Text To insert text, click in text placeholder and type text To delete text, use or To cut or move text, select text and then: on Home tab, in Clipboard group, click , or press , or right-click text and click Cut To copy text, select text and then: on Home tab, in Clipboard group, click , or right-click text and click Copy Pg As with other application programs, manipulating text refers to any action that changes the existing text, either in appearance or position. The most manipulation tools are the Cut, Copy, or Paste features. Review each of the options for deleting text, as well as how to cut or move text. The next slide will show the methods for Copy and Paste. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Manipulating Text To paste text, position cursor first and then: On Home tab, in Clipboard group, click Paste, or press , or right-click text and click Paste For Office Clipboard, on Home tab, in Clipboard group, click Pg 453 As with Cut or Move, review the methods to copy and paste items. The next slide deals with the Office Clipboard but these can be mentioned for individual pieces of text or single objects to be cut, copied, or pasted. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Manipulating Text Office Clipboard can collect up to 24 items To paste item: Click item Click down arrow for item and then Paste To paste all items, use To delete item, click arrow for item, then Delete To clear Clipboard, use Use to set up Clipboard When active, appears in taskbar notification area Pg 453 Take a few moments to review how the Office Clipboard works and the options that can be used to set up the Clipboard. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Checking the Spelling Works in background to check for spelling mistakes Wavy red line displayed beneath spelling mistake in status bar indicates spelling mistake exists Spelling Checker can use main and custom dictionary To activate spelling feature for entire presentation: On Review tab, in Proofing group, click Spelling, or press Pg 455 Briefly discuss how the Spelling feature in PowerPoint works similar to Word although it isn’t as flexible as within Word. Draw their attention to the Spelling Status icon on the status bar, similar to what you see within Word except that it has the Grammar feature attached to it in Word. Most people are likely to check the spelling in their presentation when all text is complete; encourage students to ensure they do run the Spelling feature before submitting the presentation for distribution. Remind students that running a spell check will also not check the grammar portion of the presentation and since there is no grammar checking feature in PowerPoint, they will be required to proof the presentation to make sure the items make sense, or at least are concise to reflect the message. Watch for synonyms or repetitive text! If text is too redundant, you may lose the audience’s interest. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 49: Formatting Text
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 49: Formatting Text What formatting means How to apply formatting to characters How to change the alignment of text How to add bullets to selected text Pg 459 This outlines the topics to be covered in this Lesson. Emphasis here will be on how to format the text in the presentation. Much of this is set up as an introduction (or review) for students who may not have or are not familiar with all the formatting options available with application programs. Depending on the level of your class, you may want to use this Lesson as a review and move quickly through the options in order to show them what else is possible with PowerPoint (upcoming Lessons). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

What Does Formatting Mean?
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 What Does Formatting Mean? Change appearance and position of text or objects On Home tab, in Font group, click option, or Click formatting option from Mini toolbar, or On Home tab, in Font group, click To remove all formatting options on selected text, on Home tab, in Font group, click Clear Formatting Pg 459 Objective 1.3.8 This is essentially a review of what formatting is and what is possible in PowerPoint. As you go through this dialog box, make sure you point out the similarities as well as the limited options within PowerPoint. For example, the All Caps or Small Caps effects are not included in PowerPoint as capital letters are considered shouting and not necessary in a presentation. If they are wanted, you must set it up yourself rather than using a formatting option. Remember that these are presentations that rely on the information displayed to send a message. You want the presentation to emphasize the message, not highlight the text. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Aligning Text Align text according to defaults for slide layout To change alignment, select text and: On Home tab, in Paragraph group, click alignment option, or In Mini toolbar, click alignment option, or Press shortcut keystroke for alignment Pg 460 Objective 1.3.8 The alignment for text in a placeholder can be changed, regardless of what may be set up on the Master slide. Remind students how changing individual slides overrides the Master slide options. Be sure to point out how the alignment types, buttons, and keyboard shortcuts are similar across the Office programs. For instance, the alignment buttons in the Paragraph group are always Left, Center, and Right; it is usually the fourth (or more) that change between programs but you generally have access to these three standard alignment types. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing Bulleted Information
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing Bulleted Information To add bullets to text: Choose slide layout with bulleted list format, or On Home tab, in Paragraph group, click (Bullets), or To change current bullet symbol, on Home tab, in Paragraph group, click arrow of and then click bullet symbol to use, or To customize bullets, on Home tab, in Paragraph group, click arrow of , and then click Bullets and Numbering, or Right-click text and then click Bullets and Numbering Pg 461 Objective 4.1.3 By default, PowerPoint uses and displays the order for bullets as shown in the screen. This is the same as within Word and these can also be customized. Take note to point out how this feature is not as flexible as in Word but it wasn’t designed for any purpose other than to provide a bullet option for points on a slide. Take students through an example of how to customize and change the bullet, giving them examples of when or why you might want to customize the bullets (e.g., extra emphasis, using a theme, etc.). You may also want to include in your discussion how you can turn on or off the bullets as needed. However, it affects all points in the text box. The only way to have different bullets is to either create a new text box for the points with different bullets or insert the symbol for the bullet. The bullets are preset by Microsoft for each level but customizing them assumes you want to change all the points at that level to this bullet style. This may lead into a discussion about how to change the indent for the bullets. The indent and tabs options are not discussed in this book as they are not current IC3 exam objectives. As such, you may need to do a quick review of same, using the same techniques for Word within PowerPoint (i.e., display the ruler from the View menu and then make the adjustments to the indent markers or set tabs accordingly using the same methods). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 50: Working with Objects
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 50: Working with Objects How to add graphics How to size or move graphics How to insert a table onto a slide How to format the contents of the table How to insert a chart onto a slide How to draw an object How to adjust or edit an object How to arrange an object Pg 465 This outlines the topics to be covered in this Lesson. This Lesson will likely be more interesting to students and you may need to plan for the suggested timing (or longer), depending on how quickly students adapt to these topics. It should be very similar to when they worked on these features within Word (and to some extent in Excel) so you shouldn’t need more than the suggested timing other than if you provide them with extra exercises, or give them time to explore the different images available. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting Clip Art Images
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Inserting Clip Art Images Can be inserted from variety of sources To insert clip art image on slide: On slide layout with Content placeholder, click Clip Art icon On Insert tab, in Illustrations group, click Clip Art Pg 465 Objective 1.39, 4.1.3 Show students the different ways they can insert a picture, depending on the requirements for inserting a picture. For example, if creating a new slide, it will be faster to select the appropriate slide layout than to use Clip Art and try to position the picture appropriately later. PowerPoint does not always insert the first picture into a placeholder of its own as was the case with previous versions of PowerPoint. As well, in most cases, you need to select the placeholder if you want the picture to be inserted into the placeholder, especially if the picture currently sits in the Clipboard. One option you may want to emphasize with students is to look at the slide prior to automatically inserting a picture. Think about whether you need to change the slide layout so the picture is associated with the placeholder (i.e., if you change the slide layout, the placeholders will change automatically instead of only the text placeholder with the picture sitting in the original location it had been inserted. You may also want to have a brief discussion about choosing the appropriate slide layout when working with just clip art versus other types of picture files and/or objects. For instance, choosing the Title and Content slide layout automatically identifies the picture to be a clip art image. Using one with a content placeholder assumes you might want to insert a picture from file, a diagram, table, chart, or movie instead of clip art. While it makes no difference for the most part, it should be considered as an option prior to automatically using one layout just because it appears sooner in the task pane. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting Graphics Activate Clip Organizer to: select multiple images and copy to Clipboard Find those images downloaded from Microsoft online Use Search text field to find images Insert directly from results list Quick for narrowing search Requires new search for each image Pg 466 Be sure to go through the two different methods of obtaining images for insertion onto a slide. Some people will prefer to do an immediate search rather than copying from the Organizer. In your demo exercise, be sure to walk them through the process of selecting a clip art image using the Clip Organizer. However, if time permits, you may want them to go online to Microsoft’s Clip Art and Media web page to see all the different types of images (or other items) available. Be prepared to wait a bit when using the Search field. This version of Office takes advantage of web capabilities and searches for the images from the web which means you always have the latest images available. One of the advantages of going online is the option of not having to try and find all the images that might be stored on your system, or need the CD to insert the pictures. Microsoft provides the same pictures online as those that came with the Media CD. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Manipulating the Pictures
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Manipulating the Pictures Refers to sizing, moving or making some changes to picture Picture Tools ribbon appears when picture selected Use handles to size picture to required size Drag for left or right handle to change width Drag for top or bottom handle to change height Drag to change two sides connected to that handle To move picture, move cursor anywhere inside picture and drag to new location Click and drag green handle to rotate picture to any angle required Appropriate slide layout may be needed, or adjustment to individual placeholders Cannot wrap text around picture Pg 468 Take a few moments to discuss with the class how working with pictures is applicable to all application programs as well as any objects. For instance, once an object is inserted onto a document, worksheet, or presentation slide, it will always display handles to show when it is selected. These handles can be used to size the object and the same mouse cursor appears when you want to move the object (provided it has the white handles around it). Depending on time, you may also want to review the buttons available on the Picture toolbar. In most cases, the buttons on this toolbar are more practical for pictures used in a presentation, especially when you take into consideration how the presentation will be delivered. For example, if the presentation will be presented to a live audience on a large monitor in a dark room, the pictures may need to have the brightness adjusted for clarity. Although not discussed in detail in the book, you may also want to introduce the students to the Format Picture dialog box to show them how options can also be set there, as well as multiple options at the same time. Most people will likely use the handles to manipulate the picture until such time as they are comfortable with working with objects or need more information on advanced features available for objects (can be found in a L2 PowerPoint course). Be sure to provide a demonstration of how text cannot be set to wrap around a picture object in PowerPoint, unlike with Word. You may want to use any of our slides (such as this one) to show how unless the picture is set up in a separate placeholder, it becomes a series of trial “hit and miss” in order to place the graphic within the text so it appears as if it was part of the text. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Inserting Graphics from Other Sources
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Inserting Graphics from Other Sources May need to include picture saved as file To insert picture file: On Insert tab, in Illustrations group, click Picture, or in Content placeholder, click Picture icon Pg 471 Provide examples of when you might have to work with a different picture file than clip art, e.g., company logo, product item, etc. Also build into your discussion about how different formats that can be used (saved) for the pictures, e.g., jpg, bmp, gif, etc. Many of these types of picture files cannot be adjusted other than what is available on the Picture toolbar as they are likely to be photographs and will need a dedicated graphics design program to make modifications. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating and Using Tables
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating and Using Tables Grid consists of rows and columns for data Intersection of row and column is a cell To insert table: On content placeholder, click in placeholder, or On Insert tab, in Tables group, click Table, and then drag in grid for total rows and columns needed for new table, or On Insert tab, in Table group, click arrow for Table and click Insert Table To draw table with own rows, columns or diagonal lines, on Insert tab, in Table group, click arrow for Table and then Draw Table. Table Tools ribbon appears to help manipulate or format table Pg Objective 4.1.3 This should be a review from having working with tables in Word, as well as how Excel is structured. If you chose to teach this Unit separate from the others, you may need to spend a bit of time making sure students understand the basic terminology for working with tables. Go through the different methods on how to create a table with students so they realize a table can be inserted as needed on any slide. Take note that inserting a table into a PowerPoint slide will require a bit of time when deciding where to insert text and in situations where you need an indent option such as setting up descriptions. Another consideration is when you need to copy text into a table on a slide. For instance, the information on slide 15 is an example of how you may want to set up a table for the two columns of text. We use this feature frequently in the book (done in Word) as well as with some slides in the presentations whenever a feature name is quite long. Remember that the only way to wrap text for one column is to set it up in a tabular format where the contents are manipulated based on that cell, not the entire paragraph. When copying text from another program into a table in PowerPoint, the text will be inserted at the default size for the first cell and all into the first cell. You then need to use cut and paste in order to reposition the text and adjust the size accordingly after. You may also want to include how the spacing between data in the table is generally set by the size of the table and how it fits on the slide. Have them position their cursor on the vertical and horizontal lines in the table to display the symbol (should be familiar from Word) to adjust the width or height. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating and Using Tables
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating and Using Tables To type text in cell click in cell and begin typing, or press to move from cell to cell To insert tab position in cell, press To add effect for entire table, click placeholder border for table and then apply effect Size table using handles in table placeholder To resize column or row, hover on vertical line for column or horizontal line for row, and then drag to required size Pg 473 Review each of the methods shown here, either to move around or to insert and manipulate items within a cell. Provide examples of when you might want to nest tables, e.g., Methods of Payment table within a product listing table, etc. Point out that if changes to the entire table is needed, they are still working with the placeholder border for the table, not a selection symbol as found in Word. Just about everything that is inserted onto a slide is set up within a placeholder and selecting the placeholder border allows you to use Select or Edit mode accordingly. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting the Table Can manipulate cells and contents within cells: adjust width of columns or height of rows merge cells together to make larger cells split cells to make smaller cells add, change, or remove border style or shading/fill backgrounds for selected cells Before making any changes, select appropriate information in table Pg 474 Discuss how formatting the table could refer to the appearance of the table or the contents within the table. Making or applying formatting options is similar to using these features within Word or Excel; the time spent on these formatting options should not be lengthy unless you provide the time to students to play with the numerous options. You may want to review how formatting options can be selected for the table, pointing to menu options for the table contents or options on the Table Tools ribbons for the table itself. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a Chart Can be created by importing data or entering data Can have title and subtitles Series is one set of data If more than one series, each series displayed in legend Each series can have label displaying value Can display grid lines and tick marks Type of chart should be descriptive of data To insert chart: On Insert tab, in Illustrations group, click Chart, or In Content placeholder, click icon Pg 475 Objective 4.1.3 Charts can play very important roles in a presentation, especially when there is a lot of numeric data that needs to be shown to the audience. Most people will appreciate seeing a chart instead of the numbers as patterns or trends tend to be more noticeable in a pictorial representation of the numbers. Setting up charts within PowerPoint is similar to creating same in Excel and as such, the learning curve here should be reduced. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating a Chart Select All Button Column Address X Axis Headings Row Address Categories Y Axis Values Sizing Handle Graph reflects data entered in datasheet window Datasheet consists of rows and columns Input or edit data in same manner as with spreadsheet program Pg 476 Take a few moments to go over each of the labeled items here so students can relate the terminology used here to where they can be found on the chart, if applied to the chart. You may want to do a review of how a datasheet window works, e.g., cell references, categories set up and data being charted, etc. Point out how although very similar to Excel, the first row and the first column have no letters or numbers and are assumed they will contain the column headings for the data values or the categories to be used to identify the data values. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Selecting Items in a Datasheet
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Selecting Items in a Datasheet Must select part of datasheet to affect Range selection can be single cell, multiple cells, or entire datasheet Click Select All button to select entire database Cells stay highlighted until you change or remove selection Datasheet displays selected range by reversing color of cells Cell in normal color is active cell of range Pg 477 Take a few moments to review how important selecting items is, regardless of whether it is in a datasheet or on the slide itself. You must select the item in the chart or the datasheet before you can make changes to it. Draw their attention to how PowerPoint provides some visual clues as to what is selected on the screen, especially if selecting cells within the datasheet. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Chart Type
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing the Chart Type Column Compare values over time or categories vertically. Bar Compare values over time or categories horizontally. Line Compare continuous trends. Pie Compare sizes that make up whole. XY (Scatter) Determine data patterns. Area Compare continuous change in volume. Doughnut More than one set of data in pie chart type. Pg 479 It isn’t necessary to go through the different chart types in great detail; however, do mention that there are more than just the default style that appears when you activate the Chart feature. Which chart type used will naturally depend on the data values and what emphasis should be placed on that data. For example, to show a stock price increase/decrease, you may want to use the line chart type in order to show any trend rather than the Stock chart type which shows the High, Low, and Close values. You may want to provide examples of when each chart type might be applicable. This can be especially true when you want or need to show trends or patterns in the chart instead of using the figures. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing the Chart Type Radar See patterns or trends with points matched up by lines. Surface Show in 3-D continuous surface. Bubble Compare three values. Stock Display high-low-close data. Cylinder Similar to bar or column, with cylinder shape. Cone Similar to bar or column, with cone shape. Pyramid Similar to bar or column, with pyramid shape. Pg 479 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing the Chart Type Under Chart Tools, on Design tab, in Type group, click Change Chart Type, or Right-click chart and click Change Chart Series Type Pg 479 Have students select the chart and then try each method for changing the chart type. The second option is obviously faster as the chart types are displayed as is. However, students may want to consider using the menu method as it provides a preview of how the chart will appear, thereby giving you a chance to choose another chart type instead of having the new chart type applied automatically with the second method. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Adjusting the Data Series
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Adjusting the Data Series Select Format, Selected Data Series Click (Format Data Series) button on Standard toolbar Press Right-click series, then click Format Data Series Double-click on series bar to be changed Be careful about how many or type of options added Pg 482 Go through the different methods on how to change the properties for a data series, with explanations as to why you might want to change them, e.g., colors selected will likely be too light or too dark for the presentation, use patterns instead of solid colors for printouts, add data values, change the shape, etc. Be sure to discuss why you want to be careful about having too many colors or options displayed with the data series, or on the chart in general. Remember that if it becomes difficult for you to read, it will be just as difficult for the audience to read. At the same time, if you provide a lot of information for the audience, what do they need you as the speaker for? © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Adjusting the Data Series
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Adjusting the Data Series Use Format tab of Chart Tools ribbon Number of formatting options available depends on chart type The more information there for audience to read, less likely they will pay attention to you How easy to read and too many distracting items? Pg Take a few moments to briefly introduce the different groups on this tab, giving students a chance to see what all is possible for formatting. At the same time, caution them about too many effects or colors. Everything should be for emphasizing one or two points; too many different effects and colors only serves to distract from the point of the chart. Be prepared to give students some time to play with these options, over and above the exercise in the book. Students will become animated when they find out all the “fancy” things they can do for effects and styles. Also be prepared to give examples of when you might want to change or adjust the data series, not just to format it, e.g., you want to switch the row and column data around, you need to show the values for the series, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Objects Objects to create with toolbar include: Lines Text boxes Arrows WordArt Rectangles or squares Diagrams or organization charts Ovals or circles Use Shapes in Illustrations group of Insert tab Pg 483 Objective 4.1.3 Discuss how creating objects here refers to creating simple objects. The more complicated the drawing, the more likely a dedicated graphics design program will be needed. However, this can be handy for simple drawings. This should also be a review from having tried this feature in Word. The concepts remain exactly the same for drawing and manipulating the objects. If you didn’t teach these concepts previously, be prepared to spend a bit of time explaining how to create objects and what types of objects there are. As you progress through the slides (pages) on working with objects, allow time for the students to try working with the objects and to answer questions that will come up about manipulating the objects. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Formatting Objects Select object before applying formatting feature Drawing Tools - Format tab provides number of features Can access more options by clicking , then appropriate choice Pg 485 The Shapes menu provides a variety of objects that can be created easily, thereby saving you time and energy in trying to simulate the same drawing object. Provide examples on how to create some of the different types of objects, including options that may require a bit of skill and a steady hand (e.g., Freehand lines, brace types of brackets, etc.). As time permits, allow students to try some of these to show the kinds of effects they can apply to slides, even though it may require a bit of time to create. This is a fun feature that helps keep the students interested and gets them thinking about what else they could add in their presentations. There are a number of the formatting options that are not covered in the book. Depending on time, you may want to demonstrate some of these other options so people can see how they affect the drawing object. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Editing and Adjusting Objects
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Editing and Adjusting Objects To select object, click it once To draw selection box around objects, click at top left of first object and drag to include all objects To move object, click and drag to new location To size object, click on sizing handle and drag until object at required size To maintain proportions of object when resizing, hold key when dragging corner handles Once object selected, stays selected until you click somewhere else Pg 488 You may want to relate this topic to the same methods for working with pictures. Remind students that pictures are objects just as much as drawing objects are and therefore share many of the same properties. Have students try selecting one object and then using the Select tool to select multiple objects. You may then also want to introduce how you can select multiple objects using the Shift key, as well as how to unselect specific objects once they have been selected using the Shift key. Encourage students to zoom into the slide when selecting multiple objects close to each other in location to ensure you are selecting the correct one. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Arranging Objects Each object on its own layer Can move object backward or forward through layers Once objects carefully placed in relation to each other Group so placement and order do not change Changes affect entire group On Home tab, in Drawing group, click Arrange, or Under Drawing Tools, on Format tab, in Arrange group, click option to use Pg Provide demonstrations on how some of the options in this menu can be used. For instance, turn on the grid or guides to show how you can line up options to precise measurements or locations, flip objects horizontally to create mirror effects, turn off the snap to grid option to allow more precise placement of objects, or vertically to make the object upside down, etc. Don’t focus on some of the advanced commands as this may confuse students initially. You may want to review the exercise and use the same types of commands plus a bit more, as required. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 51: Enhancing the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 51: Enhancing the Presentation How to change the background color How to animate slide objects and text How to customize animation effects How to apply slide transition Pg 493 This outlines the topics to be covered in this Lesson. Focus here will be on how you can add effects to different portions of the slides in the presentation to create a different atmosphere or emphasis when the presentation is delivered. As you go through each of these topics, be sure to point out how too many options will be just as distracting as too many fonts or colors. Everything needs to be considered with the audience in mind. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Changing the Background Color
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Changing the Background Color Change background color for one or all slides Be careful about color selection for background and text Changing background does not remove design template applied To change background: On Design tab, in Background group, click Background Styles Right-click blank area of slide, click Format Background Pg 493 Objective 4.1.6 When setting a background color or design, consider whether to use an existing design or a selected color. Some designs can become very complicated in adjusting the colors for the design and present a “worse” color blend/scheme than before. Consider who the audience is and whether they will appreciate the numerous colors and design elements. Take students through the different options for setting the background, from using one to multi colors, as well as using effects or patterns versus design templates. A popular background option for presentations is to use gradient blends of one or more colors. You may want to provide students with an example of how to set this up as an example. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Animating Objects On Animations tab, in Animations group, click arrow for Animate Be consistent in number and style of animation schemes used for elements Pg 494 Be sure to point out that this is a limited feature in that the animation effects you have are not as fancy or extensive if using a more advanced multimedia program such as Flash or Shockwave. The animation options here are meant to provide a little emphasis or interest during the presentation. Have a discussion with the class regarding what, when, or why to animate. Everyone will have a slightly different opinion on how to set up animation in the presentation; again it is not a question of who is right or wrong as much as it comes down to who your audience is and what do you need to ensure you keep their interest in the presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Customizing the Animation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Customizing the Animation Adjust or customize how animation occurs during presentation To customize animation: On Animations tab, in Animations group, click arrow for Animate, click Custom Animation, or On Animations tab, in Animations group, click Custom Animation Pg 495 Objective 4.1.7 Customizing the animation always gets the students’ interest further as it begins to show them how powerful PowerPoint can be for animating specific types of information in the presentation. Remind students again about too many animation effects on too many slides as well as staying consistent with those effects they keep in the slides. Also go over how each animation effect applied is listed in the task pane and as such, can be manipulated in the list to best suit how the effect or element should appear when the slide is played. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Customizing the Animation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Customizing the Animation When animate object, can set option of when or how to appear: Choices make slides interesting to watch but also be distracting Check speed and when should start, then play animation to be sure it works Numbered boxes indicate order animated items will appear: Rearrange elements using or arrows Further customize animation effect for item Pg 496 Discuss how the customizable effects will vary with the object type and effect used. One of the most common animation effects is to show bullet points one line at a time. Walk students through this process using the customization menu for a bulleted list as an example. They will also get this as a review in the exercise. Be sure to take the time to explain how the list of animated items appear and what can be done with them once they are in the Custom Animation list. There are more choices and options that can be set than just choosing the first animation and assuming you no other options. You may also want to include a demonstration of a different effect such as with entrance or motion paths. There are numerous options here that can make the appearance of an element very interesting. Motion paths are discussed in the exercise. Walk students through how they can arrange the order of the effects as well as how to preview how each of the changes they make. Using the Play button can be helpful even with the preview as it shows how everything can be combined for the slide based on options selected. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Animating Objects Customize animation effect options vary with animation effect used check animation as it will appear to audience may want to keep some elements as focal point Customize animation using More Effects variety of effects vary with Effect command chosen test each animation prior to final presentation Delete from Custom Animation Pane if not needed Pg As with other factors in PowerPoint, encourage the students to take care when working with different types of effects such as these. A presentation can be so easily enhanced or so easily “busy” with the number and type of animation applied in the presentation. Depending on time, you may want to allocate some time for students to review each of the animation so they can decide what may be appropriate or what is available for them. We have tried to include some of the standard and a few of the other animation in the exercise for students to try. 64 © CCI Learning Solutions Inc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Applying Slide Transitions
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Applying Slide Transitions How each slide appears during slide show Try to be consistent in transition between specific types of slides On Animations tab, in Transition to this Slide group, click transition style from gallery Pg 498 Not everyone needs or uses the slide transitions in their presentations; much of this will depend on the delivery method. For example, if the presentation is meant to be a self-running show where it will loop from beginning to end continuously (as for a trade show), transitions are often set. However, if delivering the presentation to a live audience, there may not need to be a transition set for each slide. Go through the options in the task pane with students so they understand how each can affect the slide. Point out that this feature is for the entire slide, not the individual elements on a slide. That is why it becomes very important to consider how many and which type of effects have been used on a slide and do you really need that many (or more) for the presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Lesson 52: Bringing It All Together
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Lesson 52: Bringing It All Together Print the presentation and use special printing options Create notes and handouts Run and view the slide show Pg 501 This outlines the topics to be covered in this Lesson. Focus here will be on finalizing the slide show in preparation for printing or delivering the presentation. Remind students that changes can be made at any time when watching the slide show or printing to hard copy for review. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Printing the Presentation
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Printing the Presentation To print presentation: Click Office Button, Print Click the Office Button, point at Print, and then click Print Press Use Print what to print other presentation items Pg 501 Be sure to discuss with students that how they create the presentation will determine the amount of time or effort that can be put into applying certain elements for the presentation. For example, if using a Printer service for slides, animation effects may be pointless; alternatively, if printing on transparencies with a color printer, you may not need a design background of any kind whereas an online presentation may need more items to stimulate interest in the product. Have students try using the Print what field so they can see the other items that can be printed, other than the entire presentation. Students may well ask what’s the difference between using this dialog box versus using the Print button. Be prepared to discuss how this dialog box provides more options than just asking PowerPoint to print a hard copy of the presentation as is, regardless of the elements used in the presentation and the printer type. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Notes and Handouts
Key Applications Unit 4: Using Microsoft Office PowerPoint 2007 Creating Notes and Handouts Creating Notes Organize thoughts about each slide Add notes for slide in Notes pane Drag split bar to see more of notes Can create notes at same time create slides Pg 502 Objective 4.1.9 This is likely the most common method for entering notes for each slide. The next slide will show the Notes Page view which can be handy for inserting items other than text. Consider using some of the slides in these instructor notes as examples of how the notes appear in the Notes pane versus the Notes Page (use the Notes Page for slide 39 or 101 in the Using Microsoft Word Unit or slide 9 in the Using Microsoft Excel Unit). © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Notes Reduced view of slide, with speaker notes beneath Can change any element on this page Switch to Notes Page view to: add drawing objects or pictures review all text for this slide Use Notes master to: set up standard elements Change size of notes placeholder to fit information Pg 503 Discuss some of the advantages of using this view versus the Notes pane, such as inserting graphics or other objects, setting up header and footer, etc. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Printing Notes Prints corresponding slide with note Provides visual guide for slide and any notes for presentation Select Notes Pages from Print what field in Print dialog box Pg 503 Point out to students how they can print the Notes Pages as this is the most advantageous for users since it shows a copy of the slide and any notes that accompany the slide. Notes can be entered by anyone, not just the person delivering the presentation. As such, it can be handy to print the presentation out in this mode to distribute to key people who may be using this presentation in future or who want to have input on the presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Creating Handouts Printed copies of slides in presentation Can specify number of slides to print per page Make appropriate selection in Print dialog box If three slides, lines printed at right side of slide All handouts have enough space on page for audience to make notes Pg 504 Have students try selecting different numbers of slides per page so they can see how each is printed. You may also want to have a discussion with the class as to whether it is better to distribute the handouts before or after the presentation. Handing them out before the presentation allows the audience to make notes, but you may also lose part of your audience who now have the information and no longer need to stay for the actual presentation. At the same time, if the room is dark due to the method you use to deliver the presentation (e.g., large monitor, projector, etc.), the audience may not be able to make notes if they can’t see the pages. However, having the handouts also gives the audience a chance to review the points for future questions at the end of the presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Running the Slide Show Several options for viewing slide show Can print slides directly onto transparencies Can be viewed directly on computer as: Self-running show Delivered by speaker To view slide show: On Slide Show tab, in Start Slide Show group, click starting slide Click (Slide Show from current slide) Press Pg 504 Objectives , The slide show is basically the final result of all the elements put into the slides for the presentation. This is when students will get a chance to view the slide show as if they were the audience. As such, it gives them an eye opener regarding the number of elements applied such as color, animation effects, customized animation, slide transitions, etc. Point out how a slide can be viewed for how it will appear in a slide show at any time, without having to go through the entire presentation. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Viewing the Slide Show Take advantage of monitor size and display full screen mode At end of slide show, blank screen displays To set up slide show, select Pg This focuses on options that can be set up for the slide show. One of the biggest features here to note is the number of monitors, especially if the presentation is to be delivered by a live speaker using a notebook attached to a monitor, projector, or television. The feature is grayed out here due to the fact that there was no second monitor connected at the time of writing. You may want to have a setup like this in the class to show how the delivery method affects which options are selected here. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Viewing the Slide Show To advance slides automatically, set up PowerPoint to display text and objects on slide first, and then advance to the next slide according to set time interval set. To advance the slides manually: Click to move to next slide, display bullets points or objects on slide, or press , , or Right-click screen and navigate to different area of presentation Use Go to Slide to navigate to another slide in presentation Use Screen to change how screen displays. Use Pointer Options to write or emphasize items during presentation To stop slide show any time, right-click and click End Show, or press Pg 505 Refer back to when students were applying animation or other types of effects and the option to activate this effect on mouse click. Depending on the presentation delivery, there are times when you want the slides to advance automatically at a set interval. For most live presentations, there should be no timings included and the speaker has full control over when the next item advances. The Slide Show menu is meant to be used during the presentation, especially for capturing notes. This feature is discussed in further detail in the PowerPoint L2 course so you may want to market the course to students who want more advanced features. Take a moment to go over the different options in this menu. This has been simplified from previous versions of PowerPoint and the more common items are easily accessible from the buttons at the lower left of the slide show screen. You may find that some of the options in the Screen menu may be of interest to students but unless you have something you can show them, it may be best to encourage students to take the PowerPoint Level 2 course to look at these options in more detail. Have students try playing with the pen options so they can see how useful this can be during a presentation. Having the arrow option comes in handy for purposes of pointing to specific numbers. Generally the pen option takes time to get used to and as such, is not always the best option unless a specific type of mouse or skill level is available. However, changing the pen color is a fun tool for the students to try and ends the class with a “fun” option. © CCI Learning Solutions Inc. © CCI Learning Solutions Inc.

Key Applications Unit 4: Using Microsoft Office PowerPoint 2007

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Key Applications Unit 4: Using Microsoft Office PowerPoint 2007

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