Getting Started
Getting started with PowerPoint 2007 you will notice that there are many similar features to previous versions. You will also notice that there are many new features that you’ll be able to utilize. There are three features that you should remember as you work within PowerPoint 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. The function of these features will be more fully explored below.
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Presentations
A presentation is a collection of data and information that is to be delivered to a specific audience. A PowerPoint presentation is a collection of electronic slides that can have text, pictures, graphics, tables, sound and video. This collection can run automatically or can be controlled by a presenter.
Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of PowerPoint. This button allows you to create a new presentation, Open an existing presentation, save and save as, print, send, or close.
Ribbon
The ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Design, Animations, Slide Show, Review and View. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your PowerPoint slides.
Commonly utilized features are displayed on the Ribbon. To view additional features within each group, click the arrow at the bottom right corner of each group.
- Home: Clipboard, Slides, Font, Paragraph, Drawing, and Editing
- Insert: Tables, Illustrations, Links, Text, and Media Clips
- Design: Page Setup, Themes, Background
- Animations: Preview, Animations, Transition to this Slide
- Slide Show: Start Slide Show, Set Up, Monitors
- Review: Proofing, Comments, Protect
- View: Presentation Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be added.
Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.
Navigation
Navigation through the slides can be accomplished through the Slide Navigation menu on the left side of the screen. Also, an outline appears from materials that have been entered in the presentation. To access the outline, click the outline tab.
Slide Views
Presentations can be viewed in a variety of manners. On the View tab, the Presentation Views group allows you to view the slides as Normal, Slide Sorter, Notes Page, Slide Show, Slide Master, Handout Master, and Notes Master.
Customize PowerPoint
PowerPoint 2007 offers a wide range of customizable options that allow you to make PowerPoint work the best for you. To access these customizable options:
- Click the Office Button
- Click PowerPoint Options include picture of OB menu.
Popular
These features allow you to personalize your work environment with the mini toolbar, color schemes, personalize your user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.
Proofing
This feature allows you personalize how word corrects your text. You can customize auto correction settings and have word ignore certain words or errors in a document through the Custom Dictionaries.
Save
This feature allows you personalize how your workbook is saved. You can specify how often you want auto save to run and where you want the workbooks saved.
Advanced
This feature allows you to specify options for editing, copying, pasting, printing, displaying, slide shows, and other general settings.
Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.
Creating Presentation
New Presentation
You can start a new presentation from a blank slide, a template, existing presentations, or a Word outline. To create a new presentation from a blank slide:
- Click the Microsoft Office Button
- Click New
- Click Blank Presentation
To create a new presentation from a template:
- Click the Microsoft Office Button
- Click New
- Click Installed Templates or Browse through Microsoft Office Online Templates
- Click the template you choose
To create a new presentation from an existing presentation:
- Click the Microsoft Office Button
- Click New
- Click New from Existing
- Browse to and click the presentation
To create a new presentation from a Word outline:
- Click the slide where you would like the outline to begin
- Click New Slide on the Home tab
- Click Slides from Outline
- Browse and click the Word Document that contains the outline
Save a Presentation
When you save a presentation, you have two choices: Save or Save As.
To save a document:
- Click the Microsoft Office Button
- Click Save
You may need to use the Save As feature when you need to save a presentation under a different name or to save it for earlier versions of PowerPoint. Remember that older versions of PowerPoint will not be able to open PowerPoint 2007 presentation unless you save it as a PowerPoint 97-2003 Format. To use the Save As feature:
- Click the Microsoft Office Button
- Click Save As
- Type in the name for the Presentation
- In the Save as Type box, choose Excel 97-2003 Presentation
Add Slides
There are several choices when you want to add a new slide to the presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides.
To create a new slide from Office Themes:
- Select the slide immediately BEFORE where you want the new slide
- Click the New Slide button on the Home tab
- Click the slide choice that fits your material
To create a slide as a duplicate of a slide in the presentation:
- Select the slide to duplicate
- Click the New Slide button on the Home tab
- Click Duplicate Selected Slides
To create a new slide from another presentation:
- Select the slide immediately BEFORE where you want the new slide
- Click the New Slide button on the Home tab
- Click Reuse Slides
- Click Browse
- Click Browse File
- Locate the slide show and click on the slide to import
Themes
Themes are design templates that can be applied to an entire presentation that allows for consistency throughout the presentation. To add a theme to a presentation:
- Click the Design tab
- Choose one of the displayed Themes or click the Galleries button
To apply new colors to a theme:
- Click the Colors drop down arrow
- Choose a color set or click Create New Theme Colors
To change the background style of a theme:
- Click the Background Styles button on the Design tab
Working with Content
Enter Text
To enter text:
- Select the slide where you want the text
- Click in a Textbox to add text
To add a text box:
- Select the slide where you want to place the text box
- On the Insert tab, click Text Box
- Click on the slide and drag the cursor to expand the text box
- Type in the text
Select Text
To select the text:
- Highlight the text
Copy and Paste
To copy and paste data:
- Select the item(s) that you wish to copy
- On the Clipboard Group of the Home Tab, click Copy
- Select the item(s) where you would like to copy the data
- On the Clipboard Group of the Home Tab, click Paste
Cut and Paste
To cut and paste data:
- Select the item(s) that you wish to copy
- On the Clipboard Group of the Home Tab, click Cut
- Select the item(s) where you would like to copy the data
- On the Clipboard Group of the Home Tab, click Paste
Undo and Redo
To undo or redo your most recent actions:
- On the Quick Access Toolbar
- Click Undo or Redo
Spell Check
To check the spelling in a presentation:
- Click the Review tab
- Click the Spelling button
Formatting Text
Change Font Typeface and Size
To change the font typeface:
- Click the arrow next to the font name and choose a font
- Preview the font by highlighting text and hovering over font options
To change the font size:
- Click the arrow next to the font size and choose the size
- Or click the increase/decrease font size buttons
Font Styles and Effects
Font styles like Bold, Italic, and Underline help emphasize text. To apply:
- Select the text and click style buttons from the Font group on the Home tab
- Or right-click selected text to access font tools
Change Text Color
To change the text color:
- Select the text and click the Font Color button on the Ribbon
- Or right-click highlighted text and choose a color tool
- Select a color using the down arrow next to the font color icon
WordArt
WordArt applies visual styles to your text. To add WordArt:
- Select the text
- Click the Insert tab
- Click the WordArt button
- Choose a WordArt style
Modify WordArt Styles
To customize WordArt styles:
- Select the WordArt
- Click the Format tab under Drawing Tools
- Use the WordArt Fill, WordArt Outline, or Text Effects buttons
Change Paragraph Alignment
Paragraph alignment determines how your text appears on the slide. To adjust alignment:
- Click the Home tab
- In the Paragraph group, choose the desired alignment:
- Align Left: Aligns text with the left margin
- Center: Centers text within margins
- Align Right: Aligns text with the right margin
- Justify: Aligns text to both left and right margins
Indent Paragraphs
To indent paragraphs:
- Use the Increase Indent or Decrease Indent buttons
- Click multiple times to adjust the indent size
Change Text Direction
To rotate or change the direction of your text:
- Select the text
- Click the Text Direction button on the Home tab
- Choose your desired direction
Adding Content
Resize a Textbox
To change the size of a textbox:
- Click the textbox
- Drag a corner handle to resize it
Bulleted and Numbered Lists
Bulleted lists use symbols, numbered lists use digits, and outline lists may use a mix of numbers and letters to organize items.
Create and Format Lists
To add a list to existing text:
- Select the text you want to turn into a list
- Click the Bulleted or Numbered Lists button
To create a new list:
- Place your cursor where you want the list
- Click the Bulleted or Numbered Lists button
- Begin typing your list items
Create Nested Lists
Nested lists have multiple levels of bullets or numbers:
- Create your main list first
- Use the Increase Indent or Decrease Indent buttons to change the level
Format Lists
Customize bullets or numbers using formatting options:
- Select the entire list to change all items
- Or place the cursor on a single line to change that item
- Click the arrow next to the Bullets or Numbering button
- Choose a different style or image
Adding Multimedia
Add a Video
To embed a video in your presentation:
- Click the Insert tab
- Click the Movie button
- Choose Movie from File or Movie from Clip Organizer
To edit video settings:
- Click the video icon
- Go to the Format tab
Add Audio
To add an audio clip:
- Click the Insert tab
- Click the Audio button
- Select from Sound from File, Clip Organizer, CD Track, or Record Sound
To edit audio options:
- Click the audio icon
- Click the Format tab
Working with Graphics
Add a Picture
To insert a picture into your slide:
- Click the Insert tab
- Click the Picture button
- Browse and select the desired image from your computer
- Click Insert
- To reposition, click and drag the image to the desired location
Working with Clip Art and Graphics
Add Clip Art
- Click the Insert tab
- Click the Clip Art button
- Use the search box to find a desired image
- Click the clip art to insert it
- To move it, drag the image to the desired location
Edit Pictures and Clip Art
Once inserted, images can be customized using the Format tab which appears on selection.
- Adjust: Modify brightness, contrast, and color
- Picture Styles: Add borders, effects, or styles
- Arrange: Align, group, or rotate the picture
- Size: Resize or crop the graphic
Shapes and SmartArt
Add Shapes
- Click the Insert tab
- Click the Shapes button
- Select your desired shape
- Click and drag on the slide to draw it
To format the shape:
- Select the shape
- Click the Format tab to apply effects
Add SmartArt
SmartArt helps present lists, processes, or cycles with style.
- Click the Insert tab
- Click the SmartArt button
- Select a SmartArt graphic
- Click to insert it and drag to reposition
To customize SmartArt:
- Select the SmartArt
- Use the Design and Format tabs to edit layout, color, and style
Photo Album
Create a Photo Album
- Click the Insert tab
- Select Photo Album > New Photo Album
- Click File/Disk to add pictures
- Use the up/down arrows to rearrange photo order
Working with Tables
Create a Table
- Click where you want the table
- Click Insert > Table
- Choose one of the following methods:
- Highlight rows/columns
- Click Insert Table and specify size
- Use Draw Table to manually draw rows and columns
- Insert an Excel Spreadsheet to input data
Modify and Format a Table
Click the table to reveal Design and Layout tabs with these options:
- Design Tab: Table styles, borders, and shading
- Layout Tab:
- Insert/Delete rows and columns
- Merge/Split cells
- Adjust cell size
- Align or rotate text
Insert Table from Word or Excel
- Copy the table from Word or Excel
- Paste it into your PowerPoint slide
Slide Effects
Add Transitions
- Select the slide
- Click the Animations tab
- Choose a transition effect
Adjust Transitions:
- Add sound via Transition Sound
- Change speed via Transition Speed
- Apply to all slides using Apply to All
- Choose slide advancement:
- On mouse click
- After set number of seconds
Add Slide Animation
- Select an object (text, image, etc.)
- Click the Animations tab
- Click Custom Animation
- Click Add Effect and select the animation
Preview Animation
- Click Preview on the Animations tab
Slide Show Tools
Slide Show Options
- Preview from beginning or current slide
- Set up Slide Show preferences (auto-run, narration, loop, resolution)
Record Narration
- Click Record Narration
- Check microphone levels
- Click OK to start recording
Rehearse Timings
- Click Rehearse Timings
- Practice slide transitions with narration
- Save or retry the timings when finished
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