1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-1 Office PowerPoint 2003 Lab 2 Modifying and Refining a Presentation

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-2 Objectives 1.Find and replace text. 2.Create and enhance a table. 3.Modify graphic objects and create a text box. 4.Create and enhance AutoShapes. 5.Change the presentation's design and color scheme.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-3 Objectives continued 6.Change slide and title masters. 7.Hide the title slide footer. 8.Duplicate and hide slides. 9.Add animation, sound, transition, and build effects. 10.Control and annotate a slide show.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-4 Objectives continued 11.Add speaker notes. 12.Check style consistency. 13.Document a file. 14.Customize print settings.

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-5 Concept Preview Find and Replace Table Alignment Design Template Master Special Effects

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-6 Outline Replacing Text –Using Find and Replace Creating a Simple Table –Using the Table Layout –Inserting the Table –Entering Data in a Table

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-7 Outline continued Creating a Simple Table continued –Applying Text Formats –Sizing the Table Columns –Aligning Text in Cells –Changing the Border Size and Color –Adding Background Fill Color

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-8 Outline continued Modifying and Creating Graphic Objects –Changing the Slide Layout –Recoloring a Picture –Duplicating a Slide –Inserting an AutoShape –Enhancing the AutoShape –Adding Text to an AutoShape –Rotating the Object

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-9 Outline continued Working with Text Boxes –Creating a Text Box –Adding Text to a Text Box –Enhancing the Text Box Changing the Presentation Design –Applying a Design Template –Changing the Color Scheme Working with Master Slides

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-10 Outline continued Modifying the Slide Master –Modifying the Title Master –Reapplying a Slide Layout –Changing and Hiding Footer Text Using Special Effects –Animating an Object and Adding Sound Effects –Adding Transition Effects –Adding Build Effects

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-11 Outline continued Controlling the Slide Show –Navigating in a Slide Show –Adding Freehand Annotations –Hiding Slides Adding Speaker Notes Checking Style Documenting a File

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-12 Outline continued Customizing Print Settings –Printing Selected Slides –Adding Headers and Footers to Notes and Handouts –Scaling Slides Concept Summary Key Terms FAQs Lab Exercises

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-13 Concept 1 Finds text in a presentation and replaces it with other text Fast and accurate Take care when replacing text Find and Replace

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-14 Using Find and Replace-1 Enter text to locate Enter replacement text Search options refine search

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-15 Using Find and Replace-2 OptionEffect on Text Match CaseDistinguishes between uppercase and lowercase characters. When selected, finds only those instances in which the capitalization matches the text you typed in the Find What box. Find Whole Words Only Distinguishes between whole and partial words. When selected, locates matches that are whole words and not part of a larger word. For example, finds “cat” only and not “catastrophe” too.

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-16 Creating a Simple Table YearRescuesAdoptions 200017501495 200118741654 200219921033 200310091400 200419001498

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-17 Concept 2 Used to organize information into an easy- to-read format. Consists of horizontal rows and vertical columns. A cell is the intersection of a row and a column. Columns are identified by letters and rows by numbers PowerPoint provides a table layout slide. Table

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-18 Using Table Layout Specifies number of columns and rows in the table

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-19 Inserting a Table Tables of 3 columns (A-C) and 5 rows (1-5) Tables and borders toolbar

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-20 Entering Data in a Table Click on the cell and enter the data Use the Tab key to move to the next cell to the right Use SHIFT + TAB to move to the next cell to the left Use the arrow keys to move up or down a row

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-21 Applying Text Formats Color and bold added to heading Adds bold effect Increased point size Adds text color

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-22 Sizing the Table Columns Resize the table columns by dragging column boundaries. YearRescuesAdoptions 200017501495 200118741654 200219921033 200310091400 200419001498

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-23 Aligning Text in cells Horizontal AlignmentEffect on Text Vertical AlignmentEffect on Text Left Top Center Middle Right Bottom Justified Text This is an example of text that is aligned. There are at least four ways of aligning text.

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-24 Concept 3 Alignment controls the position of text entries within a space Four horizontal alignments –Left –Center –Right –Justified Three vertical alignments –Top –Middle –Bottom Alignment

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-25 Changing the Border Size and Color Mouse pointer shape indicates draw table feature is on Changes border widthAdds color to border

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-26 Adding Background Fill Color Sample box shows and current selection Wide range of colors available Adds fill color to selection

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-27 Modifying and Creating Graphic Objects Select a slide layout that accommodates graphics Use the Picture toolbar to recolor a picture Use an AutoShape

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-28 Changing the Slide Layout

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-29 Recoloring a Picture Select new fill Color from list Shadow color Click to modify fill color Fill color Changes picture colors

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-30 Duplicating a Slide

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-31 Inserting an AutoShape Ready-made shapes supplied by PowerPoint Includes… –Rectangles –Circles –Lines –Block arrows –Stars and banners AutoShapes can be modified

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-32 Enhancing the AutoShape

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-33 Adding Text to an AutoShape Text added to an Autoshape

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-34 Rotating the Object Rotate handle

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-35 Working with Text Boxes A text box is a container for text or graphics Can be … –Moved –Resized –Enhanced How can you use text boxes in your presentation? Text inserted here!

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-36 Creating a Text Box Create the text box first. Next add the content. Creates text box

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-37 Adding Text to a Text Box

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-38 Enhancing the Text Box Border and fill color applied to text box Adds border Adds fill color

39. McGraw-Hill/Irwin (c) 2003 by the McGraw-Hill Companies, Inc. All rights reserved.39 Changing the Presentation Design

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-40 Concept 4 A design template is a professionally created slide design Stored as a file –Extension is.pot –PowerPoint has more than 100 designs Includes various features to quickly give a presentation a professional look Can be applied to selected slides or to all slides in a presentation Design Template

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-41 Applying a Design Template Current design is Generic Screentip for Selected design Previews of other design templates

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-42 Applying a Design Template

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-43 Changing the Color Scheme Displays color scheme associated with design template Color schemes for Beam design template

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-44 Working with Master Slides Slide master view toolbar Master view in use Title master thumbnail

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-45 Concept 5 A special slide that stores information about the formatting for all slides Four key components of a presentation –Slides –Titles –Speaker notes –Handouts Each component has a master Master

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-46 Master Slides MasterFunction Slide MasterDefines the format and placement of title, body, and footer text, bullet styles, background design, and color scheme of each slide in the presentation. Title MasterDefines the format and placement of titles and text for slides that use the Title Slide layout. Handout Master Defines the format and placement of the slide image, text, headers, footers, and other elements that are to appear on every handout. Notes MasterDefines the format and placement of the slide image, note text, headers, footers, and other elements that are to appear on all speaker notes.

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-47 Title Master Title master thumbnail selected Slide master view toolbar Master view in use

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-48 Slide Master Object area placeholder Date, footer, and number area placeholder Title area placeholder

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-49 Modifying the Title Master Placeholder sized and moved Shadow removed and italic added Increased font size and italic

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-50 Reapplying a Slide Layout

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-51 Changing and Hiding Footer Text Ways to stop footer information from appearing –Delete footer placeholder from the master –Turn off the display of selected footer information –Hide footer in the title slides only To change footer information, choose View/Header and Footer

52. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-52 Changing and Hiding Footer Text Hides footer on title slide only Current settings Specified in AutoContent Wizard

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-53 Concept 6 Special Effects Animation adds action to text and graphics Sound enhances the presentation Transition controls the way the display changes from slide to slide Builds are used to display objects independently of the other

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-54 Animating An Object And Adding Sound Effects As you add animated items to a slide, each item is numbered The number determines the order in which the item is displayed Numbered tag that appears on the slide is not printed

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-55 Custom Animation Task Pane First animated item on slide Change Fly In effects Animation setting for heart object

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-56 Adding Transition Effects Open Slide Transition task pane Available transition effects

57. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-57 Random Transitions Random transition effects applies to all slides

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-58 Adding Build Effects Build effects will progressively display each bullet on a slide. The slide initially shows only the title. Bulleted text appears as the presentation proceeds. Can include different build transition effects.

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-59 Animation Schemes Open Slide Design task pane Available animation schemes

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-60 Controlling the Slide Show Navigate Use freehand annotations Hide slides

61. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-61 Navigating in a Slide Show Moving forward –Left-click mouse –Spacebar key –Page up key –Enter slide number and press ENTER Shortcut Menu –Use Go to from shortcut menu –Black out the screen by pressing B or use Screen/Black Moving backward –Right-click mouse –Backspace key –Page down key

62. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-62 Adding Freehand Annotations Different pointers used to add emphasis

63. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-63 Pointer and Arrow Options OptionEffect ArrowDisplays the pointer as an arrow. Ball Point PenChanges the pointer to a ball point pen and turns on freehand annotation. Felt Tip PenChanges the pointer to a felt tip pen and turns on freehand annotation. HighlighterChanges the pointer to a highlighter. Ink ColorDisplays a color palette to select a color for the annotation tool. EraserErases selected annotations. Erase all Ink on Slide Removes all annotations from the slide. Arrow OptionsThese options apply only if Arrow is selected. AutomaticHides the pointer if it is not moved for 15 seconds. It reappears when you move the mouse. This is the default setting. VisibleDisplays the pointer as an arrow and does not hide it. HiddenHides the pointer until another pointer option is selected.

64. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-64 Hiding Slides Icon indicates slide 6 is hidden Hides current slide

65. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-65 Adding Speaker Notes Speaker notes added

66. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-66 Checking Style Style checker feature checks for consistency –Punctuation –Capitalization –Maximum # of bulleted items in a list Feature must be activated –Office Assistant feature must be on –Choose Tools/Options Select Check Style

67. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-67 Default Settings for Checking Style Suggested settings

68. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-68 Documenting A File File Properties box

69. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-69 Summary Tab Text Boxes OptionAction TitleEnter the presentation title. This title can be longer and more descriptive than the presentation file name. SubjectEnter a description of the presentation’s content. AuthorEnter the name of the presentation’s author. By default this is the name entered when PowerPoint was installed. ManagerEnter the name of your manager. CompanyEnter the name of your company. CategoryEnter the name of a higher-level category under which you can group similar types of presentations. KeywordsEnter words that you associate with the presentation so the Find File command can be used. CommentsEnter any comments you feel are appropriate for the presentation. Hyperlink baseEnter the path or URL that you want to use for all hyperlinks in the document. TemplateIdentifies the template that is attached to the file. Save Preview Picture Saves a picture of the first slide with the file to display in the Open dialog box.

70. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-70 Customizing Print Settings Print selected slides Add headers and footers –Notes –Handouts Scale slides

71. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-71 Printing Selected Slides

72. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-72 Header/Footer options Footer textPage number Header text Adding Headers And Footers Date and time

73. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-73 Scaling Slides Slides scaled to fit page

74. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-74 Concept Summary Find and replace Tables Alignment Design template Master Special effects

75. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-75 Key Terms alignment animation animation scheme AutoShape build cell design template Find and Replace master notes page rotate handle table table reference text box transition

76. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-76 FAQs 1.Help! I misspelled a word throughout my presentation. How can I easily correct it? 2.I need a to add a table to my presentation. Do I have to create one in Excel first and then insert it?

77. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-77 FAQs 3.I created a table and now I can't see in in Outline view. Why? 4.I need to insert a graphic? What layout do I use?

78. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-78 FAQs 5.How can I duplicate a slide? 6.What are AutoShapes? 7.I want to add some words to my AutoShape. How can I do this?

79. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-79 FAQs 8.Where can I find professional design templates? 9.I want to insert a logo on every slide. How can master slides help me? 10. Can I override changes made to the master slide?

80. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-80 Discussion Questions 1.Your manager has asked you to prepare a "flashy" sales presentation that will not only dazzle the audience with the content but with special effects. Discuss what features you can use in PowerPoint to enhance this presentation.

81. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-81 Discussion Questions 2.Discuss some of the various slide layouts available in PowerPoint. Give examples of when you would use them. 3.The expense table you created in PowerPoint is very simple. What can you do to enhance it? Discuss the various formatting options that you can use.

82. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-82 Discussion Questions 5.PowerPoint has four different master slides. Describe each one and explain how it is used. 6.Using design templates can make your presentation look more professional. Discuss the ways that you can further enhance a design template.