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PowerPoint 2002: Using the Outline Tab
and Clip Art to Create a Slide Show

  1. Create a presentation from an outline
  2. Start and customize a new slide show
  3. Create a presentation using the Outline tab
  4. Add a slide on the Outline tab
  5. Create text slides with a single-level bulleted list on the Outline tab
  6. Create text slides with a multi-level bulleted list on the Outline tab
  7. Create a closing slide on the Outline tab
  8. Save and review a presentation
  9. Change the slide layout
  10. Insert clip art from the Microsoft Clip Organizer
  1. Use the Automatic Layout Options button
  2. Move clip art
  3. Change clip art size
  4. Add a header and footer to outline pages
  5. Add an animation scheme to a slide show
  6. Animate clip art
  7. Run an animated slide show
  8. Print a presentation outline
  9. E-mail a slide show from within PowerPoint

1. Create a Presentation From An Outline

PowerPoint provides an outlining feature as an alternative to creating your presentation in the slide pane in normal view. An outline helps you organize your thoughts and then becomes the foundation for your presentation.

When you create an outline, you type all the text at one time. PowerPoint simultaneously creates the presentation by evaluating the outline structure as you type. PowerPoint displays a miniature view of the slide as you create your outline. Similarly to creating a presentation in the slide pane in normal view, PowerPoint automatically creates three views for the slides: normal, slide sorter, and slide show.

Use the Outline tab to create a presentation from an outline. First, type a title for the outline. The outline title is the subject of the presentation which later becomes the presentation title text. Then, type the remainder of the outline, indenting appropriately to create a hierarchy, or structure. The slide title is not indented. Body text supporting the main topic begins on the first level and also is not indented. Supporting text can be added on the second through fifth levels, with each level indented. Levels four and five typically are used for very detailed scientific and engineering presentations, while business and sales presentations generally focus on summary information and use the first, second, and third levels.

Upon completion of the outline, you can make your presentation more interesting and effective by adding clips, which are media files of art, animation, sound, and movies.

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2. Start And Customize a New Slide Show

To start a new slide show, the first step is to click the Start button on the Windows taskbar, point to Programs on the Start menu, and then click Microsoft PowerPoint on the Programs submenu. The next step is to customize the PowerPoint window. If the New Presentation task pane displays, click the Show at startup check box to remove the check mark and then click the Close button on the task pane title bar. If the Language bar displays, click its Minimize button.

Then, select a design template for a presentation. Click the Slide Design button on the Formatting toolbar. When the Slide Design task pane displays, click the down scroll arrow in the Apply a design template list, and then double-click the desired template in the Available For Use area. Click the Close button in the Slide Design task pane. Figure 2-3 displays a PowerPoint window using the Title Slide layout and the Ocean template in Slide 1.

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3. Create a Presentation Using the Outline Tab

You can create and edit a presentation easily using the Outline tab. With the Outline tab, you can view text, add and delete slides, drag and drop slide text or individual slides, promote and demote text, save and print outlines and slides, copy and paste slides or text from other presentations, apply design templates, and import outlines from other applications. When you drag and drop slide text or individual slides, you change the order of the text or the slides by selecting the text or slide you want to move or copy and then dragging the text or slide to its new location. Table 2-1 describes the buttons on the Outlining toolbar that can be used to perform a variety of functions.

To create a title slide on the Outline tab, click the Slide 1 slide icon on the Outline tab.

Type the first line of the title and then press SHIFT + ENTER. This moves the insertion point to the next line while maintaining the same first level. Type the second line of the title and then press the ENTER key, which inserts a new slide. Click the Demote button on the Outlining toolbar to delete a blank slide. Type the text for the second level, which is the subtitle. The second level is indented to the right below the first-level paragraph. Press the ENTER key between lines. See Figure 2-8 and 2-9 for an illustration of the process for creating a title slide on the Outline tab.

After creating the title slide, you will add your slides and then create a closing slide to complete the presentation.

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4. Add a Slide on the Outline Tab

One way to add a new slide on the Outline tab is to promote a paragraph to the first level. Click the Promote button on the Outlining toolbar until the insertion point or the paragraph displays as the first level. A slide icon displays when the insertion point or paragraph displays at the first level, as is shown in Figure 2-10. 

This indicates that a new slide is being added to the presentation and the insertion point is in a position to type the title for the next slide.

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5. Create Text Slides With a Single-Level Bulleted List on the Outline Tab

When you add a new slide, PowerPoint defaults to a Text slide layout with a bulleted list. To create a text slide with a single-level bulleted list, you promote or demote the insertion point to the appropriate level and then type the paragraph text. The design template you selected determines font attributes, including the bullet font. The bullet font differs for each level.

Type the title for the slide and then press the ENTER key. Click the Demote button on the Outlining toolbar to demote the paragraph to the second level in preparation for the bulleted list. Type the text for the first paragraph in the bulleted list and then press the ENTER key. Continue typing the paragraphs in the list, pressing the ENTER key at the end of each paragraph. Each paragraph should have a maximum of seven words, and each slide should have a maximum of seven lines, according to the 7 x 7 rule. See Figure 2-12 for further illustration of this process.

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6. Create Text Slides With a Multi-Level Bulleted List on the Outline Tab

To create a text slide with a multi-level bulleted list on the Outline tab, first click the Promote button on the Outlining toolbar and type the title of the slide. Press the ENTER key. Click the demote button on the Outlining toolbar to demote the paragraph to the second level. Type the text of the second-level paragraph and then press the ENTER key. Click the Demote button to demote to the third level and type the text for the third-level paragraph. Press the ENTER key. Continue typing text for the third-level paragraphs in the list, pressing the ENTER key between each paragraph. Pressing the ENTER key begins a new paragraph at the same level as the previous paragraph.

Repeat the process to add a second text slide with a multi-level bulleted list, as is shown in Figure 2-15. At times, a numbered list may be more effective than a bulleted list. If, for example, you wish to show ordered steps or sequences, click the Numbering button on the Formatting toolbar. Numbers will display in sequence instead of bullets.

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7. Create a Closing Slide on the Outline Tab

The last slide in a presentation is the closing slide. A closing slide may list important information, tell the audience what to do next, summarize the main point of the presentation, or remind the audience to take action. It also may provide a memorable illustration or example from the presentation, or cite a quotation that directly relates to the main point of the presentation. The closing slide usually remains on the screen after the presentation, often during a question and answer session.

To create a closing slide containing a multi-level bulleted list, click the Promote button on the Outlining toolbar until the insertion point is at level one and the slide icon displays. Type the title of the closing slide and press the ENTER key. Continue typing the text for the closing slide in the same way you would type text for a multi-level bulleted list, clicking the Demote button to demote to a different level and pressing the ENTER key between paragraphs. Do not press the ENTER key after you type the text for the closing slide.

It often is helpful to type the text for the closing slide first when you create a presentation. Knowing how you want the slide show to end helps you focus the slides so that they are used effectively to reach the desired conclusion.

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8. Save and Review a Presentation

When you have completed the outline, you should save the presentation. Insert a formatted floppy disk in drive A and then slick the Save button on the Standard toolbar. Click the Save in box arrow. Click 3-12 Floppy (A:) in the Save in list. Click the Save button in the Save As dialog box.

PowerPoint uses the first text line in a presentation as the default file name. In this case, the text for the title slide would become the name of the file. After you save, the file name displays on the title bar.

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9. Change the Slide Layout

The slide layout specifies the arrangements of placeholders on a slide. These placeholders may contain text, such as the slide title or a bulleted list, or they can contain content, such as clips, pictures, charts, tables, and shapes. Different slide layouts position the content placeholders in different configurations in relation to the text. PowerPoint defaults to the Title Slide layout for Slide 1 and the Title and Text layout for all subsequent slides. Using the Slide Layout task pane, you can select different layouts for slides.

The Slide Layout task pane contains layout options arranged in four areas: Text Layouts, Content Layouts, Text and Content Layouts, and Other Layouts. The Text Layouts area includes the Title Slide, Title and Text, Title Only, and 2-Column Text layouts. The Content area contains a blank slide and placeholder groupings for content elements. The Text and Content layouts area contains placeholders for a title, a bulleted list, and content. Finally, the Other Layouts area has layouts with placeholders for a title and one object, such as clip art, a chart, or a media clips. PowerPoint automatically sizes objects and text to fit the placeholders within a given layout. If objects are in landscape orientation, meaning their width is greater than their height, PowerPoint sizes them to the width of the placeholder. If the objects are in portrait orientation, meaning their height is greater than their width, PowerPoint sizes them to the height of the placeholder.

To change the slide layout, click Format on the menu bar and then click Slide Layout, as is shown in Figure 2-21. When the Slide Layout task pane displays, click the desired layout to select it. The new layout is applied to the current slide in the window. Click the Close button to close the Slide Layout task pane and return to normal view.

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10. Insert Clip Art From the Microsoft Clip Organizer

Utilizing clip art is a quick and easy way to add professional looking graphic images to a presentation without creating the images yourself. The Microsoft Clip Organizer is a collection of drawings, photographs, sounds, videos, and other media files that can be used with any Microsoft Office application. When you insert clip art from the Microsoft Clip Organizer, you enter descriptive keywords to search for clips that are relevant to your presentation. Clips are organized in hierarchical clip collections, which group together clips of a similar topic. See Table 2-2 for a list of sample categories included in the Clip Organizer, along with keywords of various clip art files in these categories.

To insert clip art from the Microsoft Clip Organizer, you first select a layout that includes a content placeholder. When the text appears with the new layout in the window, click the Insert Clip Art button in a content placeholder. The Select Picture box displays. Type keywords in the Search text box and then click the Search button. The Microsoft Clip Organizer searches for and displays all pictures having the desired keyword. If necessary, click an appropriate clip to select it. Once selected, the clip displays with a blue box around it. Click the OK button to insert the clip into the placeholder. PowerPoint sizes the clip automatically to the placeholder.

If you want to insert clip art on a slide that does not have a content placeholder in its layout, click the Insert Clip Art button on the Drawing toolbar. Click the Search text box, type keywords, and then press the ENTER key. Click the desired clip to insert the clip.

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11. Use the Automatic Layout Options Button

The Automatic Layout Options button is a smart tag, which is a button that automatically displays when PowerPoint performs a certain action. Clicking a smart tag button displays a menu that contains commands relative to the action performed at the location of the smart tag. Table 2-4 lists the four smart tags used in PowerPoint.

The Automatic Layout Options button displays when PowerPoint changes a layout automatically. For example, if you were to insert a clip into a slide layout that does not contain a content placeholder, PowerPoint will automatically change the layout to a layout that includes content placeholders, such as the Title, Text, and Content layout. Move the mouse pointer near the changed object or text and the Automatic Layout Options button displays as an arrow, indicating that a list of options is available that allows you to control automatic layout functions. You can use the Automatic Layout Options button to undo the new layout, stop the automatic layout of inserted objects, or alter the AutoCorrect Options settings.

For example, if you insert an object and PowerPoint automatically changes the layout, you can undo the new layout if the result is not to your liking. Text in the new layout may violate the 7 x 7 rule or you may wish to place the clip in a location other than the areas specified. To undo a layout change, click the Automatic Layout Options button, as is shown in Figure 2-34.

The Automatic Layout Options list displays. Click Undo Automatic Layout to reverse the layout change.

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12. Move Clip Art

If you want to move clip art after you have inserted it, click the clip to select it. Press and hold down the mouse button. Drag the clip to the desired location and release the mouse button. As you drag the clip, a dotted box displays, indicating the clip's new position. The dotted line disappears when you release the mouse button, as is shown in Figure 2-36.

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13. Change Clip Art Size

You may want to change the size of clip art after you have inserted it. Use the Format Picture command on the shortcut menu to change the size of clip art. Right-click the clip to display the shortcut menu, as is shown in Figure 2-37.

Click Format Picture. Click the Size tab in the Format Picture dialog box to display the Size sheet. The Size sheet contains options for changing a clip's size, either by entering the exact height and width or by entering the height and width as a percentage of the original clip. When the Lock aspect ratio check box displays a check mark, the height and width settings change to maintain the original ratio between an object's height and width, referred to as the aspect ratio

The Size sheet contains Height and Width text boxes in the Size and rotate area and the Scale area. The Height and Width text boxes in the Scale area display the current percentages of the clip, 100%. Click and hold down the mouse button on the Height or Width box arrows in the scale area to increase or decrease the relative percentage of the clip. PowerPoint automatically changes the Height and Width text boxes in the Size and rotate area to reflect changes in the Scale area. Click the OK button. If necessary, drag the clip to reposition it on the slide.

Other ways to modify clip art size include clicking the clip and dragging a sizing handle until the clip is the desired shape and size, or clicking Picture on the Format menu and then clicking the arrows in the Height and Width boxes on the Size tab.

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14. Add a Header and Footer to Outline Pages

You can print the outline to distribute to your audience as a handout. Audience members may then use the paper to write notes and comments, or refer to the text on the slides if the lighting is poor or the room is too large. Add a descriptive header or footer to the printed outline to identify the source of the outline as well as pertinent contact information. A header displays at the top of the sheet of paper or slide, while a footer displays at the bottom.

Use the Notes and Handouts Sheet to add headers and footers to printed handouts. Click View on the menu bar and then click Header and Footer, as is shown in Figure 2-42.

Click the Notes and Handouts tab when the Header and Footer dialog box displays. Select the Date and time check box if you would like the date and time to appear on your handout. Click the Update automatically option button if you want PowerPoint to automatically update the date for your handouts. Click the Header check box if you would like to include a header, and type the text in the Header text box. Likewise, click the Footer check box and type text in the Footer text box if you would like to include a footer. Select the Page number check box if you would like a page number to display on the printed outline. Click the Apply to All button, as is shown in Figure 2-44.

PowerPoint applies the header and footer text to the outline and closes the Header and Footer dialog box. Note that you will not see header and footer text until you print the outline.

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15. Add an Animation Scheme to a Slide Show

PowerPoint's animation effects add visual interest and make a slide show presentation look professional. Animation includes special visual and sound effects applied to text or content. One example of animation is slide transitions, which are special effects used when progressing from one slide to another. PowerPoint provides preset animation schemes that determine slide transitions and visual or sound effects for the title and body text. The schemes are grouped into three categories: Subtle, Moderate, and Exciting. You may also set your own Custom animation effects by defining your own animation types, speeds, and sound effects.

To add an animation scheme to a slide show, click Slide Show on the menu bar and then click Animation Schemes, as is shown in Figure 2-46.

PowerPoint displays a list of possible slide transition effects in the Apply to selected slides area. Point to the desired animation scheme and details about the effect appear in a ScreenTip, as is shown in Figure 2-47.

Click the animation scheme to apply the scheme to the current slide. Then click the Apply to All Slides button to apply to all slides in the presentation. An animation icon will appear to the left of all slides in thumbnail view on the Slides tab. Click the Close button in the Slide Design task pane to return to normal view.

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16. Animate Clip Art

In addition to animating text, you may also animate clip art with the Custom Animation task pane. Right-click the clip art image to display the shortcut menu. Click Custom Animation to display the Custom Animation task pane. Click the Add Effects button and then select the type of effect you wish to use to animate the clip. These effects include: Entrance, Emphasis, Exit, and Motion Paths. Point to the type of effect and then point to an effect that displays in the list of possible effects. For example, Entrance effects refer to how a clip enters the slide. Blinds, Box, Checkboard, Diamond, Fly in, and More Effects are available effects for the Entrance option.

Click the effect to apply it to the clip art. A number icon displays to the left of the clip, corresponding to Microsoft's internal identifier for the animation clip. The internal identifier displays in the Custom Animation list, as is shown in Figure 2-53.

Click the Close button to close the Custom Animation task pane. You will see the clip art animation effect when you run the slide show.

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17. Run An Animated Slide Show

When you run a slide show with slide transition effects, PowerPoint displays the slide transition effect when you click the mouse button to advance to the next slide. To run an animated slide show, click the Slide 1 thumbnail on the Slides tab, and then click the Slide Show button at the lower left of the PowerPoint window. Slide 1 displays, to which the slide transition effect is applied. Click the slide anywhere to display text animation effect for the first paragraph. When a slide has text animation effects, each paragraph level displays in the sequence specified in the animation settings in the Custom Animation dialog box. In this way, PowerPoint builds each slide based on the animation settings.

Click the slide again to display the second paragraph with its animation effects. If the Popup Menu buttons display when you move the mouse pointer, do not click them. Continue clicking the slides to finish running the slide show until you reach a blank slide at the end of the presentation. Click again to exit Slide Show view and return to normal view.

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18. Print a Presentation Outline

A printed copy of a presentation outline is useful for audience handouts or if your supervisor or instructor wants to review your subject matter before you develop your presentation fully. Furthermore, it often is easier to review an outline in print rather than on the screen. When you click the Print button on the Standard toolbar, PowerPoint prints a hard copy of the presentation component that was last selected in the Print what box in the Print dialog box. To be certain to print the component you want, use the Print command on the File menu.

To print an outline, ready the printer according to the manufacturer's instructions and click the Outline tab. If you want to print the entire outline, select the Expand All button on the Outlining toolbar. If you want to print only the slide titles, click the Collapse All button on the Outlining toolbar. The location of these buttons is illustrated in Figure 2-59.

Click File on the menu bar and then click Print. When the Print dialog box displays, click the Print what box arrow, as is shown in Figure 2-60.

Click Outline View in the list and then click the OK button. When the printer stops, retrieve the printout of the outline. All slides in the presentation display on the hard copy in outline form, along with the current date, page number, and a customized header and footer.

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19. E-mail a Slide Show From Within PowerPoint

Computer users use the Internet to send and receive plain text e-mail or to send an receive rich-content e-mail that includes objects, links to other Web pages, and file attachments. PowerPoint presentations can be sent as file attachments. Using Microsoft Office, you can e-mail a presentation directly from within PowerPoint. To e-mail a slide show from within PowerPoint, users need an e-mail address and a 32-bit e-mail program compatible with a Messaging Application Programming Interface.

To e-mail a slide show, click the E-mail button on the Standard toolbar. If you do not have an E-mail button on the Standard toolbar, then this activity is not available to you. When the e-mail Message window displays, type the recipient's e-mail address in the To text box. Select the text in the Subject text box and then type the subject. PowerPoint automatically inserts the slide show as an attachment.

Click the message body and write the text of your message. The text should indicate to the recipient that you are sending a slide show as an attachment. Click the Send button on the Standard Buttons toolbar. The e-mail with the attached presentation is sent. The recipient then can save the attachment and open the presentation in PowerPoint.

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