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PowerPoint 2002: Using a Design Template
and Text Slide Layout to Create a Presentation

  1. Start and customize PowerPoint
  2. Describe the PowerPoint window
  3. Describe the speech recognition capabilities of PowerPoint
  4. Select a design template
  5. Create a title slide
  6. Change the font size and font style
  7. Save a presentation
  8. Add a new slide
  9. Create a text slide with a single-level bulleted list
  10. Create a text slide with a multi-level bulleted list
  11. End a slide show with a black slide
  1. Move to another slide in normal view
  2. View a presentation in slide show view
  3. Quit PowerPoint
  4. Open a presentation
  5. Check spelling and consistency, correct errors, and edit a presentation
  6. Display a presentation in black and white
  7. Print a presentation in black and white
  8. Use the PowerPoint Help system to answer your questions

1. Start and Customize PowerPoint

The easiest way to start PowerPoint is to use the Start button on the Windows taskbar at the bottom of the screen. Click the Start button, point to Programs on the Start menu, and then click Microsoft PowerPoint on the Programs submenu. If the PowerPoint window is not maximized, double-click its title bar to maximize it. A task pane displays on the screen. A task pane is a separate window within the application that provides commonly used commands and enables users to carry out PowerPoint tasks efficiently.

Customizing PowerPoint to remove the task pane from the startup instruction will allow for maximum slide space in the PowerPoint window. If the New Presentation task pane displays in the PowerPoint window, click the Show at startup check box to remove the check mark, and then click the Close button in the upper-right corner of the task pane title bar, as is shown in Figure 1-4.

PowerPoint will not display the New Presentation task pane the next time PowerPoint starts.  By default, two toolbars display on the same row below the menu bar. Many of the buttons on the toolbars will not display if the resolution of your monitor less than 800 x 600. Hidden buttons display on the Toolbar Options list. You may also display all the buttons on either toolbar by double-clicking the move handle on the left side of each toolbar, shown in Figure 1-4.

To customize the PowerPoint window to display the toolbar buttons on two rows, instead of one, click the Toolbar Options button on the Standard toolbar and then click Show Buttons in Two Rows. Figure 1-6 demonstrates these steps.

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2. Describe the PowerPoint Window

The primary unit of a PowerPoint presentation is a slide, which contains one or more objects, such as a title, text, graphics, tables, charts, and drawings. PowerPoint has three main views: normal view, slide sorter view, and slide show view. A view is the mode in which the presentation appears on the screen. You may only use one view at a time but can use any or all of the views within the process of creating a presentation. Normal view contains three working areas that allow you to work on various aspects of a presentation at the same time: the tabs pane, the slide pane, and the notes pane. The left side of the screen contains a tabs pane that consists of an Outline tab and a Slides tab. These alternate between views of the presentation in an outline of the slide text and a thumbnail, or miniature, view of the slides. You can type your text on the Outline tab and easily rearrange bulleted lists, paragraphs, and individual slides. The slide pane displays a large view of the current slide on the right of the window. You also can enter text, graphics, animations, and hyperlinks directly into the slide pane. The notes pane, located at the bottom of the window, is an area where you can type notes to yourself or remarks you wish to share with the audience. Use Slide sorter view when you want to see all the slides in the presentation simultaneously. Thumbnail versions of each slide display, allowing you to rearrange their order, add transitions and timings, add and delete slides, and preview animations. Slide show view fills the entire screen and allows you to see the slide just as your audience will view it. See Table 1-1 for complete descriptions of the three views.

The main elements in the PowerPoint window are placeholders, text areas, the mouse pointer, and scroll bars. Placeholders are boxes that display when you create a new slide. You type titles, body text, and bulleted lists in text placeholders; you place graphic elements in chart place holders, table placeholders, organizational chart placeholders, and clip art placeholders. Text areas are surrounded by a dotted outline. Figure 1-7 illustrates two text areas that contain text placeholders.

The mouse pointer can become one of several different shapes depending on the task you are performing and the pointer's location on the screen. A vertical scroll bar displays on the right side of the slide pane when you add a second slide to a presentation. Use the vertical scroll bar to move forward or backward through the presentation. The horizontal scroll bar displays on the bottom of the slide pane when the entire slide does not fit in the screen area.

The status bar, located at the bottom of the PowerPoint screen, consists of a message area and a presentation design template identifier. Generally, the message area displays the current slide number and the total number of slides in the slide show. See Figure 1-7 for an example.

The menu bar contains the PowerPoint menu names, each of which represents a menu of commands that you can use to perform tasks such as retrieving, storing, printing, and manipulating objects in a presentation. If you point to a command on a menu that has an arrow to its right edge, a submenu displays another list of commands. When you click on a menu name on the menu bar, a short menu displays that lists your most recently used commands, as is shown in Figure 1-8b.

Wait a few seconds or click the arrows at the bottom of the short menu to display the full menu, which lists all the commands associated with a menu. See Figure 1-8c for an example.

You may also access the full menu by double-clicking the menu name on the menu bar. Commands that display as gray, or dimmed, instead of black, are not available for the current selection. The Standard toolbar, Formatting tool, and Drawing toolbar contain buttons and boxes that allow you to perform certain tasks more quickly than when using the menu bar. PowerPoint also has additional toolbars that you can display by pointing to Toolbars on the View menu and then clicking the respective name on the Toolbars submenu. You also may display a toolbar by pointing to a toolbar and right-clicking to display a shortcut menu, which lists the available toolbars.

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3. Describe the Speech Recognition Capabilities of PowerPoint

Install the Office Speech Recognition software and a microphone to utilize PowerPoint's speech recognition capabilities. You will be able to speak the names of toolbar buttons, menus, menu commands, list items, alters, and dialog box controls, such as OK and Cancel. You also can dictate cell entries, such as text and numbers. Use the Language bar to indicate whether you want to speak commands or dictate cell entries. The Language bar is also used for handwriting recognition and for Input Method Editors (IME) that convert keystrokes to East Asian characters. The Language bar is illustrated in Figure 1-10.

Display the Language bar by clicking the Language Indicator button in the Windows taskbar tray status area by the clock, and then clicking Show the Language bar on the Language bar menu, as is shown in Figure 1-10b. 

You also may click the Speech command on the Tools menu. If you have speakers, you can instruct the computer to read a slide show to you. Select the appropriate option to instruct the computer to read in a male or female voice.

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4. Select a Design Template

Selecting a design template will provide consistency in design and color throughout a presentation. A design template determines the font and font size, color scheme, and layout of a presentation. Three Slide Design task panes allow you to choose and change the appearance of slides in your presentation. The Slide Design -- Design Templates task pane displays a variety of styles from which you may select. The Slide Design -- Color Scheme task pane allows you to alter the colors used in the design templates. The Slide Design- Animation Schemes task pane allows you to animate elements of your presentation.

PowerPoint uses the Default Design template until you select a different style. To select a design template, click the Slide Design button on the Formatting toolbar, and then click to the down scroll arrow in the Apply a design template list, as is demonstrated in Figure 1-12. 

The Apply a design template list displays thumbnail views of several design templates. The Default Design displays in the Used in This Presentation area. Other templates display in the Available For Use are and in the Recently Used area. Click the down scroll arrow to scroll through the list of design templates. ScreenTips display each template's name. Click the desired template, and then click the Close button. The template is applied to Slide 1, and is displayed as such in the slide pane and the Slides tab. See Figure 1-14 for an illustration.

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5. Create a Title Slide

PowerPoint assumes that every new slide, with the exception of a blank slide, has a title. Any text you type after a new slide displays becomes the title text in the title text placeholder. To enter the presentation title, click the label, Click to Add title, located inside the title text placeholder. The insertion point appears in the title text placeholder, as is shown in Figure 1-16.

A selection rectangle displays around the title text placeholder. The border and sizing handles displaying on the edges of the placeholder indicate that it is selected. In the title text placeholder type your title. If you wish for your title to display on two lines, press the ENTER key after the first line, and then type the rest of the title on the second line. The title text displays centered in the placeholder with the default text attributes, and the insertion point displays after the title's final character. See Figure 1-17 for an example of a title in two lines.

PowerPoint line wraps text that exceeds the width of a placeholder. PowerPoint also has a text AutoFit feature, which prompts you to resize text if you need to fit more text on the slide than it can hold.

To enter a subtitle for the presentation, click the label, Click to add subtitle, located in the subtitle text placeholder. Similarly to the title text placeholder, the insertion point displays in the subtitle text placeholder, indicating that you may add text. Type the text, and press the ENTER key if you wish the title to appear on two lines. See Figure 1-19 for an example of a complete title slide.

If you type the wrong letter, press the BACKSPACE key to erase all characters. PowerPoint's default setting allows you to reverse up to the last 20 changes by click the Undo button on the Standard toolbar. You can also click the Undo command on the Edit menu. You can reapply a change that you reversed with the Undo button or Undo command by clicking the Redo button on the Standard toolbar. A red wavy line that displays below the word indicates a possible spelling error.

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6. Change the Font Size and Font Style

A text attribute is a characteristic of the text, such as font, font size, font style, or text color. See Table 1-2 for a description of each of the attributes.

To change the font size, position the mouse pointer in the paragraph you wish to modify and triple-click any text within the paragraph. A paragraph is a segment of text with the same format that begins when you press the ENTER key and ends when you press the ENTER key again. Triple-clicking is a quick way to select an entire paragraph. For example, if you want to change the font size of the first line of a subtitle, position the mouse pointer on that line and triple-click to select the entire paragraph, as is shown in Figure 1-22.

Click the Font Size box arrow on the Formatting toolbar. The Font Size box is surrounded by a blue box and indicates the current font size of the selected paragraph. If necessary, click the Font Size box scroll bar to find the desired font size. Click the desired font size, and the new font size displays in the text, as is shown in Figure 1-25.

To change the font style, triple-click the paragraph you wish to change in the text placeholder. PowerPoint highlights the paragraph. Then click the button on the Formatting toolbar that corresponds to the desired font style. For example, to change a text font style to italic, click the Italic button, as is shown in Figure 1-20. The italicized text displays on the slide and in the slide thumbnail, as is illustrated in Figure 1-21.

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7. Save a Presentation

Even though the computer saves your presentation while you are working on it, it is still important to save the presentation frequently. If the computer is turned off or if you lose electrical power, the presentation will be lost unless you have saved it. To save a presentation on a floppy disk, insert a formatted disk in drive A. Click the Save button on the Standard toolbar. The Save As dialog box displays. Type the name of the document in the File name text box. Click the Save in box arrow. The Save in list displays a list of locations from which you may choose. Click 3-1/2 Floppy (A:) in the Save in list to select it, as is illustrated in Figure 1-28.

Click the Save button in the Save As dialog box. PowerPoint saves the presentation on the disk and the title bar displays the file name you designated. The extension for PowerPoint presentations is, .ppt. This extension is automatically appended to the file name when you save.

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8. Add a New Slide

After you create a title slide, the next step is to add the first text slide. When you add a new slide, PowerPoint uses the Title and Text slide layout. To add a new text slide, click the New Slide button on the formatting toolbar, as is shown in Figure 1-31.

The Slide Layout task pane opens and the Title and Text slide layout is selected. The status bar indicates that you are working on slide 2 of 2. To hide the Slide Layout task pane, click the Show when inserting new slides check box to remove the check mark and click the Close button on the Slide Layout task pane. Slide 2 displays, retaining the attributes of the design template you previously selected.

You may want to change the layout for a slide during the creation of your presentation. To change the layout, click Format on the menu bar and then click Slide Layout. You also can click View on the menu bar and then click Task pane. You then can double-click the slide layout of your choice from the Slide Layout task pane.

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9. Create a Text Slide With a Single-Level Bulleted List

The Title and Text slide layout presents information in a bulleted list. A bulleted list is a list of paragraphs, each of which is preceded by a bullet. All the bullets display on one level. A level is a position within a structure, such as an outline, that indicates the level of importance for the text. PowerPoint allows for five paragraph levels, with each level having an associated bullet.

To create a text slide, you first must enter a title for the slide. Click the title text placeholder and type the name of the title. Before you can type text into the text placeholder, you first must select it. To select the text placeholder, click the bulleted paragraph labeled, Click to add text, as is demonstrated in Figure 1-34.

Type the text of the first paragraph, which displays next to the first bullet. Press the ENTER key to begin a new paragraph at the same level as the previous paragraph. With the Text slide layout, PowerPoint places a pink square bullet in front of the new paragraph, as is shown in Figure 1-35.

Type the text for the second paragraph and then press the ENTER key. A third bullet displays. Continue until you have completed typing the text for the slide, which may contain up to five paragraphs. After the final paragraph, do not press the ENTER key.

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10. Create a Text Slide With a Multi-Level Bulleted List

A slide that contains more than one level of bulleted text is called a multi-level bulleted list slide. Beginning with the second level, each paragraph indents to the right of the preceding level and is pushed down to a lower level. The lower-level paragraph is a subset of the higher-level paragraph, generally containing information that supports the topic in the paragraph above it. Use the Increase Indent button to increase the indent of a paragraph and move it to a lower level, and the Decrease Indent button to raise a paragraph from a lower level to a higher level. Both buttons are located on the Formatting toolbar.

To add a new slide, click the New Slide button. Type the title in the title text placeholder. Click the bulleted paragraph labeled, Click to add text, to select the body text placeholder. Type the first paragraph and then press the ENTER key. Click the Increase Indent button on the formatting toolbar, which is illustrated in Figure 1-39.

The second paragraph indents below the first, and the bullet appears as a circle, instead of a square. Type the text for the second paragraph. The text for the second-level, indented paragraph displays in a smaller font size. PRESS the enter key to add a new paragraph at the same level as the previous paragraph.

To change a second-level paragraph to a first-level paragraph, click the Decrease Indent button on the Formatting toolbar. The font size increases to the size of the original first-level paragraph, and the bullet changes from a circle to a square. See Figure 1-42 for an example. Continue typing first- and second-level paragraphs as above.

To create a third-level paragraph, place the insertion point on a second level paragraph and click the Increase Indent button on the Formatting toolbar. The font size decreases and the bullet changes from a circle to a square. Type the text for the third-level paragraph and press the ENTER key. The bullet for a second third-level paragraph displays. Click the Decrease Indent button once to raise the bullet to the second level, and twice to raise the bullet to the first level.

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11. End a Slide Show With a Black Slide

PowerPoint defaults to a black slide after the last slide in a slide show. The black slide displays only when the slide show is running to conclude the show gracefully so that the audience never sees the PowerPoint window. All slide shows end in a black slide unless the option setting is deselected. In addition to ending a presentation, black slides can be used to pause for discussion or to separate sections of a large presentation.

To end a slide show with a black slide, click Tools on the menu bar and then click Options. If necessary, click the view tab when the Options dialog box displays. The view sheet contains settings for the overall PowerPoint display and for a particular slide show. Make sure there is a check mark in the End with black slide check box. If not, click the box and then click the OK button.

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12. Move to Another Slide in Normal View

When you are creating a presentation in normal view, you may want to display a slide other than the current one. There are several methods to move to another slide. In the Outline tab, you can point to any of the text in a particular slide to display that slide in the slide pane. In the slide pane, you can click the Previous Slide button, which backs up to the slide preceding the current slide, or the Next Slide button, which advances to the next slide in the sequence.

Another method is to drag the scroll box on the vertical bar up or down to move through the presentation. When dragging the scroll box, the slide indicator will indicate the number and title of the slide you are about to display. Release the mouse button to display the slide in the PowerPoint window, as is illustrated in Figure 1-52.

The Slide 1 thumbnail is shaded in the Slides tab, indicating it is selected.  A slide's Zoom setting affects the portion of the slide displaying in the slide pane. The default setting is approximately 50 percent, but you may also zoom in or zoom out to see either less or more of the slide in the pane. Click the Zoom box arrow and then click the desired magnification. You can display the entire slide in the slide pane by clicking Fit in the Zoom list.

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13. View a Presentation in Slide Show View

Viewing a presentation in slide show view is like watching a slide projector. PowerPoint displays each slide on a full screen, which hides the toolbars, menus, and other window elements. To start slide show view, click the Slide Show button in the lower-left corner of the PowerPoint window above the status bar, as is shown in Figure 1-53.

A starting slide show message displays momentarily and then the title slide fills the screen. Once you begin slide show view, you can move forward or backward through the slides. To move manually through slides in a slide show, click the mouse button to display each slide, one at a time. After clicking the last slide, the black slide displays and a message announces the end of the slide show. PowerPoint also offers a feature that allows you to move through the slides automatically.

Slide show view has a shortcut menu, called a Popup menu, that displays when you right-click a slide in slide show view. The menu contains commands such as the Next command, Previous command, and Go command. Clicking the Go command brings the Go submenu, on which you will find the Slide Navigator command. Click Slide Navigator and when the Slide Navigator dialog box displays, double-click the slide to which you wish to move. The End Show command ends slide show view and returns to normal view.

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14. Quit PowerPoint

To quit PowerPoint, click the Close button on the PowerPoint title bar, shown in Figure 1-60.

If you made changes to the presentation since the last time you saved, a dialog box displays asking if you want to save changes. Clicking the Yes button saves your changes to the presentation before closing PowerPoint and returning to the Windows desktop. Clicking the No button quits PowerPoint without saving the changes. Clicking the cancel button returns to the presentation.

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15. Open a Presentation

Once you create and save a presentation, you may want to open it later from the floppy disk to make changes. To open an existing presentation, click the Start button on the Windows taskbar and then click Open Office Document. When the Open Office Document dialog box displays, if necessary, click the Look in box arrow and then click 3-1/2 Floppy (A:) in the list, as is shown in Figure 1-63.

A list of files that exist on drive A displays. Double-click the desired file name. PowerPoint starts, opens the document, and displays the first slide in the PowerPoint window, as is shown in Figure 1-64.

PowerPoint opens a presentation in the same view in which it was saved. When you start PowerPoint and open a presentation, the application name and file name display on a button on the Windows task bar. If you are working in more than one application, you can switch between applications by clicking the appropriate application button.

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16. Check Spelling and Consistency, Correct Errors, and Edit a Presentation

After creating a PowerPoint presentation, you should check it visually for spelling errors and style consistency. You may also use PowerPoint's Spelling and Style tools to identify possible misspelling and inconsistencies. PowerPoint checks a presentation using a standard dictionary contained in the Microsoft Office group. The standard dictionary contains commonly used English words and PowerPoint treats words not found in the dictionary as misspellings. The standard dictionary does not contain proper names, abbreviations, technical terms, poetic contractions, or antiquated terms. Other Microsoft Office applications, such as Word and Excel, share the same dictionary. You can also use a custom dictionary to add special words such as proper names, cities, and acronyms.

To start the Spelling Checker, click the Spelling button on the Standard toolbar, as demonstrated in Figure 1-65. When a word displays in the Spelling dialog box, you can perform one of several actions, including ignoring the word, ignoring all occurrences of the word, selecting a different spelling, changing all occurrences of the word to a different spelling, adding a word to the custom dictionary, viewing alternative spellings, adding the spelling error to the AutoCorrect list or Closing the Spelling Checker. A description of each of these actions appears in Table 1-3.

When PowerPoint has checked all slides for misspellings, it displays a dialog box indicating that the spelling check is complete, as is shown in Figure 1-67. Click the OK button to close the Spelling checker.

After running the Spelling checker, you may need to make additional changes. Changes may be required because a slide contains an error, the scope of the presentation changes, or the style is inconsistent. Editing text in PowerPoint generally is the same as editing text in a word processing package. To delete text, you can use the BACKSPACE key to remove text just typed or the DELETE key to delete characters to the left of the insertion point. You can also double-click the word you wish to delete and type the correct text over it, or drag through the text you wish to delete and then press the DELETE key. When you need to correct a word or phrase, you can replace the text by selecting the text to be replaced and then typing the new text. The highlighted text is deleted as soon as you press any key to insert new text.

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17. Display a Presentation in Black and White

If you want to make overhead transparencies of printed handouts from your presentation, PowerPoint allows you to view the presentation in black and white before you print. See Table 1-4 for an explanation of how several PowerPoint objects display in black and white. Click the Color/Grayscale button on the Standard toolbar. The Color/Grayscale list displays, as is shown in Figure 1-69.

Pure Black and White alters the slides' appearance so that only black lines display on a white background, while Grayscale displays varying degrees of gray. Click Pure Black and White. Slide 1 displays in black and white in the slide pane. The slide thumbnails in the Slides tab remain in color. The Grayscale View toolbar displays and the Color/Grayscale button changes from color bars to black and white. See Figure 1-70 for an example.

Click the Next Slide button to view all slides in the presentation in black and white. Click the Close Black and White View button on the Grayscale view toolbar, and then make necessary changes to enhance printouts produced from a black and white printer or photocopier.

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18. Print a Presentation in Black and White

A printed version of a presentation is called a hard copy, or printout. The first printing of the presentation is called a rough draft, which allows you to proofread the presentation to check for errors. Before printing a presentation, you should save your work in case you experience difficulties with the printer.

To print a presentation, ready the printer according to the printer's instructions. Then click the Print button on the Standard toolbar to print all the slides in the presentation. The printer icon displays in the tray status area on the Windows taskbar to indicate a print job is processing. You can click the printer icon to obtain information about the presentation being printed and, if necessary, delete files in the print queue that are waiting to be printed. When the printer is finished printing, you may retrieve the printouts of the slides from the printer.

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19. Use the PowerPoint Help System to Answer Your Questions

The PowerPoint Help system can answer your questions and increase your productivity by minimizing the time you spend learning how to use PowerPoint. The PowerPoint Help system offers several types of assistance, including the Answer Wizard, Ask A Question box, Contents sheet, Detect and Repair function, Hardware and Software Information, Index sheet, Office Assistant, Office on the Web, Question Mark button, and What's This? Command. Refer to Table 1-5 for a description of each of these functions.

To obtain help using the Ask a Question box, click the Ask a Question box on the right side of the menu bar and then type a free-form question or a term for which you need further information. For example, you could type, how do I save, or you could type a term such as, save. After typing your question or term, press the ENTER key. A list of related topics displays. As you point to items in the list, the mouse pointer changes to a hand, which indicates it is pointing to a link. Click the desired topic in the list. The PowerPoint Help window displays with a further breakdown of the topic you selected. Double-click the Help window's title bar to maximize it. Continue to click the topics until you reach specific details regarding your inquiry. Click the close button on the PowerPoint Help window title to close the window.

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