Home

Microsoft® Office 97 User Manual - 4 - PowerPoint

1. 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 51 of 59 and other effects and creating custom slide shows Slide Show gt View Show This Slide Show View Show menu item is identical to View Slide Show see View gt Slide Show page 478 Slide Show gt Rehearse Timings Rehearse Timings opens the current presentation at full screen size along with a clock control dialog box for stopping pausing and restarting the presentation a pop up menu button for choosing pen and pointer options access to the Meeting Minder and any related presentation Notes and more To rehearse timings with a slide show follow these steps 1 Choose Slide Show Rehearse Timings The current presentation begins and the clock control and pop up menu button appear see Figure 4 38 FIGURE 4 38 The Slide Show Rehearse Timings command begins a timed practice session 2 To go to the next slide click the Play Proceed button or choose Next from the Rehearsal pop up menu displayed in the lower left corner of the screen during rehearsals see Figure 4 39 FIGURE 4 39 The Rehearsal pop up menu 3 Repeat a current slide by clicking the Repeat button on the Rehearsal dialog box 4 Close the current practice session by choosing End Show from the Rehearsal pop up menu or by clicking the left mouse button once at the end of a rehearsal PowerPoint shows you the elapsed time and asks whether you want to save your progress Keyboard
2. PowerPoint Page 46 of 59 To expand a slide take these steps 1 Click the Slide View button to choose the slide that you want to expand Choose Tools gt Expand Slide PowerPoint automatically creates new slides based on the selected slide s information 2 In the Expand Slide dialog box see Figure 4 36 you have the option to view the new slides in sequence using the Outline view where you can easily add new text or the Slide Sorter view where you can easily add graphics or animation FIGURE 4 36 Tools Expand Slide opens the Expand Slide dialog box Tools gt Macro Macros are stored procedures that automate tasks you do often You can record a macro or create a procedure directly in Visual Basic Tools gt Macro gt Macros When you choose Tools Macro Macros or press Alt F8 you open the Macros dialog box which enables you to run or manage your macros see Figure 4 37 FIGURE 4 37 Tools Macro Macros opens the Macros dialog box QUICK CHOICES RUN MACRO 1 Press Alt F8 The Macro dialog box opens 2 Double click the macro name Tools gt Macro gt Record New Macro You can record your keystrokes and menu choices and save them as a macro PowerPoint automatically creates the Visual Basic procedure for you 1 Choose Tools Macros Record New Macro The Record Macro dialog box displays 2 Type the name in the Macro name text box 3 Choose the workbook to Store macro in To make the macro available t
3. file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 59 of 59 If you have two or more presentations open or one presentation with more than one window choose Window Arrange All to see smaller windows for each document If there are two presentations open one window is on the left and one on the right Click the maximize button of a window to make it full screen again Window gt Cascade If you have two or more presentations open choose Window Cascade to have the windows stacked one on top of another Click the title bar or any other portion of the window of any window to bring that window on top Click the maximize button of a window to make it full screen again Window gt Fit to Page Fit to Page restores the window of all presentations so that they are no longer maximized Each window has its own title bar scrollbars and view buttons Click any part of a window to bring it in front Window gt Open Presentations The bottom of the Window menu shows you a list of all open presentations Click a presentation name or type the number 1 2 and so on to the left of the document name You can also press Ctrl F6 to cycle through open presentations Help Help enables you to look up more information on the application The only major difference between Word and PowerPoint help is that Word has the WordPerfect Help and PowerPoint does not have an equivalent item se
4. flashes once quickly and disappears Flash Once Medium Slide appears in position flashes once at moderate speed and disappears Flash Once Slow Peek from Bottom Peek from Left Peek from Right Peek from Top Random Bars Horizontal Random Bars Vertical Spiral file J prodinfo MMEMBERS MA iq947 html Slide appears in position flashes once slowly and disappears Slide appears word by word rising up from its line of position on the screen Slide appears word by word sliding out from left to right into its line of position on the screen Slide appears word by word sliding out from right to left into its line of position Slide appears word by word descending into its line of position Slide appears word by word forming in position from randomly sized horizontal bars Slide appears word by word forming in position from randomly sized vertical bars Slide swoops into position in a spiraling motion 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Split Horizontal In Split Horizontal Out Split Vertical In Split Vertical Out Stretch Across Stretch from Bottom Stretch from Left Stretch from Right Stretch from Top Strips Left Down Strips Left Up Strips Right Down Strips Right Up Swivel Wipe Down Wipe Left Wipe Right Wipe Up Zoom In Zoom In from Screen Center Zoom In Slightly Zoom Out Zoom Out from Screen Bottom Zoom Out Slightly Random Effects Page 57 of 59 Sli
5. gt Properties page 467 and comments see Insert gt Comment page 494 Initials Type your initials Tools gt Options Edit Tab Dialog Box Option How to Use Replace straight quotes with Check this box to replace straight up and down quotes with curly smart quotes quotes Automatic word selection Check to select the word and space following a word when dragging across a selection Use smart cut and paste Check to remove extra space when you delete text or add space when you paste text Drag and drop text editing Check to enable you to drag selected text with a left pointing arrow to a new location press Ctrl to copy text New charts take on Clear this box to keep the fonts on inserted charts Check this box to PowerPoint font use 18 point Arial for fonts on inserted charts Maximum number of undos To save memory limit the number of actions you can reverse at one time with the Undo button file J prodinfo MEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 49 of 59 Tools gt Options Print Tab Dialog Box Option How to Use Printing options Background printing If you want to be able to continue working while the presentation is printing check this box Print TrueType font as Instead of downloading TrueType fonts to your printer check this box if graphics available for your printer to print the fonts as graphics for faster printing but maybe lower quality Pr
6. Formatting How to Use Click to move the heading to one level higher subbullet becomes a bullet or first level bullet becomes slide title You can also press Shift Tab Alt Shift Left Arrow or drag the bullet to the left Click to move heading to one level lower You can also press Tab Alt Shift Right Arrow or drag the bullet or slide the icon to the right Click to move the current line up one row You can also use the four headed mouse pointer to drag a slide title and all its bullets or drag one bullet up a row Alternatively press Alt Shift Up Arrow Click to move the current line down a row You can also use the four headed mouse pointer to drag a slide title and all its bullets or drag one bullet down a row Alternatively press Alt Shift Down Arrow Click to hide all bullets on a selected slide or press Alt Shift Minus Hidden text is represented by a gray line Click to show all bullets on a selected slide or press Alt Shift Plus Click to show only slide titles Click to show all slide titles and bullets You can also press Alt Shift A available only in Outline view This creates a summary slide with the bullets being the titles of the selected slides Click the first slide for the summary hold down Shift and click the last slide Then click this button Edit the title of the new summary slide available only in Outline view Click to show or hide formatting such as bold italic and underline You can also press
7. Order effect file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 30 of 59 Animation Opens Animation Settings dialog box which shows existing settings Yes Settings and gives more options than other buttons on Animation Effects dialog box alone see Slide Show gt Action Buttons page 524 All items in above table work with text Those indicated with Yes in fourth column work with pictures clip art and drawn objects View gt Toolbars gt Common Tasks The Common Tasks toolbar is a small toolbar with three of the most common procedures Common Tasks toolbar buttons Name Alternative New Slide Click this button and double click the layout you want for a new slide see Insert gt New Slide page 493 Also press Ctrl M or click the New Slide button Slide To reapply the master style to the current slide or change the layout of the slide click this Layout button an choose a type of slide see Format gt Slide Layout page 503 Also click Apply To choose a layout from another template click this button and double click a Design presentation template file see Format gt Apply Design page 505 Also click Apply Design button View gt Toolbars gt Reviewing You can use the Reviewing toolbar to add or edit comments see Insert gt Comment page 494 Reviewing toolbar buttons Button Name How to Use Insert Comment Click to add a comment A ye
8. Show Set Up Show enables you to customize certain presentation features with regard to the intended audience runtime and customizable display parameters To set up the slide show choose Slide Show Set Up Show see Figure 4 42 FIGURE 4 42 The Slide Show Set Up Show command displays the Set Up Show dialog box Slide Show gt View on Two Screens View on Two Screens enables the presentation to be viewed simultaneously on two computers one for the presenter and another for the audience PowerPoint enables you to see the presentation running on two screens a larger size for the audience and a smaller size for the speaker so you can familiarize yourself with this feature before you give the real thing Slide Show gt Action Buttons Action Buttons enables you to choose from and drag and drop a group of custom or preset icons into each or all the individual slides in your presentation To insert an action button follow these steps 1 Click the Slide View button to the left of the horizontal scrollbar to view the presentation slides 2 Choose Slide Show Action Buttons and select an Action Button to insert into the current slide You have twelve Action Buttons from which to choose file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 53 of 59 Button Name Purpose Action Button Custom Adds an action button that you can customize on the Action Settings dialog
9. Slide Layout e Choose Format Slide Layout FIGURE 4 23 Format Slide Layout opens the Slide Layout dialog box Format gt Slide Color Scheme The color scheme is the set of colors that you use for text graphic objects and the background You can change the color scheme for one slide or for the whole presentation Choose Format Slide Color Scheme or right click the background of the slide and choose Slide Color Scheme The Color Scheme dialog box opens with two tabs see Figures 4 24 and 4 25 FIGURE 4 24 Format Slide Color Scheme Standard tab opens the Color Scheme dialog box so that you can pick a preset scheme FIGURE 4 25 Format Slide Color Scheme Custom tab opens the Color Scheme dialog box so that you can change individual colors on the scheme Format gt Background In addition to using Format Slide Color Scheme for the background you have more control with the background feature as far as gradients of colors and patterns when you choose Format Background The Background dialog box displays see Figure 4 26 FIGURE 4 26 Format Background opens the Background dialog box Format gt Apply Design The Apply Design feature enables you to apply the color scheme and master settings from a template file or another PowerPoint presentation Choose Format Apply Design to open the Apply Design dialog box This dialog box has all the features of any open file dialog box for looking for a file see Word s File g
10. Text anchor point Word wrap text in file J prodinfo MMEMBERS MA iq947 html How to Use If the object is an AutoShape connector this option is enabled Choose whether you want the connector Straight Elbow angled or Curved If the object is an AutoShape or drawing use the settings on this tab for new shapes you create in this presentation If the object is a picture adjust the picture size for ideal viewing of the picture in a slide show When this box is checked change the Resolution to what the screen monitor will be for showing the presentation For the location across the slide for the shape type or click the spinner buttons to change the distance and choose From the Top Left Corner or Center of the slide For the location down the slide for the shape type or click the spinner buttons to change the distance and choose From the Top Left Corner or Center of the slide Click this button to open the Recolor dialog box see Figure 4 27 and change colors of items in the selected picture Within the text box choose where you want the text Top Middle Bottom or Top Centered Middle Centered Bottom Centered This doesn t show unless you have Resize autoshape to fit text cleared Check to have text automatically come to the next line when the width of the 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 42 of 59 autoshape text box is reached Clear for one long line of text Resize autoshape
11. Title bar to move the Symbol dialog box out of your way e You can also use the Character Map application that comes with Windows to see the codes for characters Choose the Windows Start button and Run Type CHARMAP and press Enter The Character map dialog box is displayed with the ANSI code for a selected symbol in the lower right corner FIGURE 4 15 Choose Insert Symbol to display the Symbol dialog box Insert gt Comment The Insert Comment command gives you the capability to write comments to yourself or someone else file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 34 of 59 QUICK CHOICES TO INSERT A COMMENT 1 Switch to Slide view and position the insertion point where you want the comment 2 Choose Insert Comment to open the comment box 3 Type your comment in the box that displays 4 Click outside the comment box to go back to the presentation The comment box stays open and the Reviewing toolbar is displayed To Edit Comments 1 Turn on the Reviewing toolbar if it is not visible Right click any visible toolbar and select Reviewing 2 Click to turn the comments on 3 Click inside the comment box and make changes to the comment To Delete Comments 1 Turn on the Reviewing toolbar if it is not visible Right click any visible toolbar and select Reviewing 2 Click to turn the comments on 3 Click the comment you want to delete click the hashed ou
12. done quickly use a toolbar button rather than a menu item The toolbar button or a keyboard shortcut usually is the quickest way to accomplish a task while the corresponding menu item gives you more details Many of the toolbars and the procedures for using them are the same or similar in Word and PowerPoint see Word s View gt Toolbars page 66 The following toolbars are the same in both Word and PowerPoint see the description in Word for a list of the buttons e Control Word has two extra buttons Design Mode and Image e Picture e Visual Basic except that Word has an extra button for Design Mode e Web e WordArt The Drawing toolbar for Excel matches PowerPoint s Drawing toolbar more closely than Word s does see both Excel s and Word s View gt Toolbars gt Drawing page 293 and page 73 file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 27 of 59 View gt Toolbars gt Standard The Standard toolbar is one of the two default toolbars that appear on your screen unless you turn them off Some of the features you use most such as opening a file saving and printing are on this toolbar Standard toolbar buttons Button Name New Open Save Print Spelling Cut Copy Paste Format Painter Undo Redo Insert Hyperlink Web Toolbar Insert Microsoft Word Table Insert Microsoft Excel Worsheet file J prodinfo MMEMBERS M
13. presentation Tools gt Presentation Conference Presentation Conference helps you establish and manage a conferenced PowerPoint presentation from gathering all participants together on the phone to customizing your connection options If you are scheduling a presentation conference make certain that everyone involved runs the Presentation Conference tool before joining in so that each person is properly set up file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 45 of 59 To use Presentation Conference follow these steps 1 Choose Tools gt Presentation Conference The Presentation Conference Wizard launches see Figure 4 33 Follow the instructions in the first step and click Next or choose any step by clicking its corresponding box in the progress chart FIGURE 4 33 Tools Presentation Conference opens the Presentation Conference Wizard 2 In the Presenter or Audience step click the appropriate option button if you re leading the presentation or just viewing it Click Next 3 In the Slide Show Details step decide whether you want PowerPoint to display all the slides in the open presentation To make changes you have to exit the wizard and choose Slide Show Set Up Show or some similar PowerPoint feature you can t customize the slide sequence here Click Next 4 In the Connection Information step connect to the Internet Click Next 5 In the Connection Detai
14. slash on the numeric keypad available only in Outline view 1 In the table above the bullet rows do not have to display the bullets In the table we re using bullets also to mean subordinate items You can click the Bullets button on the Formatting toolbar to turn the display of bullets on or off View gt Slide Sorter Slide Sorter displays miniatures of your slides and enables you to move the slides around You can also create transitions animation effects and set slide timings Click the Slide Sorter View button on the bottom left of the screen or choose View Slide Sorter To move one or more slides in Slide Sorter view follow these steps 1 To select slides you want to move do one of the following e Click the slide you want to move e Press the arrow keys to go to the slide you want to move file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 21 of 59 e Click the first slide hold down Shift and click additional slides e Move the mouse pointer in an area not occupied by a slide and draw a rectangle choosing the slides you want you don t have to completely enclose the slides just touch part of a slide 2 The selected slides have a darker outline than the other slides Drag in the middle of the selection to the area before a slide The mouse pointer changes to an arrow with a box and a vertical line appears where the slides will go Release the mouse p
15. the Browse button to locate the program Enables you to run a macro you select from the list Enables you to open edit or play the object you select from the list Enables you to play a sound you select from the list Highlights the selected object when you click it or move the mouse over it This is not available if the selected object is text Slide Show gt Preset Animation Slide Show Preset Animation enables you to add preset animation effects to the way that text appears on the slides in your presentation To apply a preset animation do the following 1 If necessary change to Slide Sorter View or Outline View buttons to the left of the horizontal scrollbar 2 Select the slide or slides that you want to affect Open the Animation Effects toolbar choose View Toolbars Animation Effects and click either the Animate Title or Animate Slide Text button See View gt Toolbars gt Animation Effects on page 488 for a description of the tools on this toolbar Choose Slide Show Preset Animation and select a preset animation from the submenu The first eight choices not including Off are on the Animation Effects toolbar To see a description of what the choices are see View gt Toolbars gt Animation Effects on page 488 Additional animation effects choices Effect Off Wipe Right Dissolve Split Vertical Out Appear Description Is the default animation setting The highlighted slide has no special t
16. the General tab 3 Type or use the entries spinner button to change number of files that you want to see in the Recently used file list 4 Click OK PowerPoint displays up to the number of files you chose in step 3 File gt Exit To get out of PowerPoint you use File Exit or press Alt F4 PowerPoint prompts you if you want to save each presentation changed since your last save If you choose Yes and have not given the document a name you enter the Save As dialog box see Word s File gt Save As page 29 Edit The Edit menu enables you to make changes to the presentation as a whole undo and repeat commands cut copy and paste information clear and delete selected information duplicate slides find specific information in a presentation replace information that has been found create links and edit objects Edit gt Undo The first item on the Edit menu enables you to Undo specific actions QUICK CHOICES UNDO e Click the Undo button on the Standard toolbar e Choose Edit Undo Action The bracketed action is the last action you performed For instance Typing Formatting Duplicate and so on file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 14 of 59 e Press Ctrl Z e The last action that you performed is undone QUICK CHOICES UNDO MULTIPLE ACTIONS e Click the pull down arrow on the Undo button and select the actions that you want to undo Al
17. to Make the shape smaller or larger depending on how much text is in the text fit text box Rotate text within Have the text appear rotated and running from top to bottom of the text box the autoshape by instead of left to right 90 Tools The Tools menu provides quick access to Office s spell checker AutoCorrect and other handy features that improve the quality and presentation of all your Office documents In PowerPoint the Tools menu provides additional tools such as the Style Checker AutoClipArt and the Meeting Minder to help you organize and improve your slide shows FIGURE 4 27 Format Picture Picture tab Recolor button opens the Recolor Picture dialog box Tools gt Spelling The Spelling dialog box checks the spelling of each word in your presentation Spelling in Excel and PowerPoint are essentially the same see Excel sTools gt Spelling page 382 Excel has a couple of extra options on the Spelling dialog box Ignore UPPERCASE Alway s Suggest and Undo Last In PowerPoint if you want to undo the last spelling change that you made click the Undo button on the Standard toolbar To set some of the other options for spelling see the Spelling tab of the Options dialog box see Tools gt Options Spelling Tab page 519 Spell check also runs when you choose the Style Checker See the following section Tools gt Style Checker The Style Checker checks your presentations for spelling for ease o
18. 1 Microsoft Office 97 User Manual CH 4 PowerPoint Page 39 of 59 Format gt Alignment gt Center Select the text to center between the left and right margins and click the Center Alignment button on the Formatting toolbar press Ctrl E or choose Format Alignment Center Format gt Alignment gt Right Select the text to align on the right margin and click the Right Alignment button on the Formatting toolbar press Ctrl R or choose Format Alignment Right Format gt Alignment gt Justify Justify works for multiple lines of a paragraph or one bullet item When you justify both the left and the right edges of the line are lined up on the margin The alternative is sometimes called ragged right or ragged left Select the text to justify and choose Format Alignment Justify Format gt Line Spacing Line spacing is the distance between paragraphs of text Normally each bullet is one line but the text can wrap to the second or additional lines You can format an individual slide or note area or change the formatting for all slides or notes see View gt Master page 481 Select multiple paragraphs of text usually the bullet area on the slide and then choose Format Line Spacing The Line Spacing dialog box displays see Figure 4 22 FIGURE 4 22 Format Line Spacing opens the Line Spacing dialog box Format gt Change Case To change the capitalization of selected text press Shift F3 until it is the ca
19. 48 of 59 Slide show section Popup menu on right While in a Slide Show view enable a right click to bring up the pop up mouse click menu to choose the slide to go to arrow and pen options and other choices see View gt Slide Show page 478 Show popup menu While in Slide Show view show button on bottom left of screen button End with black slide After the last slide place a blank slide which can be either black or white depending on the template of the presentation Tools gt Options General Tab Dialog Box Option How to Use Provide feedback with If Microsoft Office Sounds is installed on your computer it provides sound to screen elements sounds when you do certain events close maximize menu popup To change sounds associated with an event choose the Windows Start button Settings Control Panel and double click the Sounds icon Recently used file list Check and use entries spinner button to list up to nine file names at the bottom of your File menu see File gt Recently Used File List page 468 Macro virus protection Check this if you want a warning when you open a presentation that might have a virus because the file has macros or customized toolbars menus or shortcuts Link sounds with file Instead of embedding large sound files link the sound to the file on disk size greater than if the sound file is greater than the size you choose Name Type the name that appears by default in Properties see File
20. 5 The next step asks whether you want to include the PowerPoint Viewer for Windows 95 or NT This Viewer enables people without PowerPoint to see but not edit your presentation Otherwise click Don t include the Viewer Click the Next button 6 If you told the wizard to store the presentation on a removable disk insert the disk in the disk drive and click Finish If the presentation and files don t fit on the disk PowerPoint prompts you for additional disks as needed When you give the disks to the other users tell them to double click the Pngsetup Pack and Go Setup file on the disk The wizard asks for a destination and then prompts for each of the disks File gt Page Setup The Page Setup dialog box controls the size of slides and printed output and page numbers Choose File Page Setup and the Page Setup dialog box appears see Figure 4 4 FIGURE 4 4 File Page Setup opens the Page Setup dialog box File gt Print To send your slides notes pages handouts or outline to a printer choose this option QUICK CHOICES PRINT e Click the Print button on the Standard toolbar The slides print to the default printer To print slides or other items to the printer follow these steps 1 Choose File Print or press Ctrl P The Print dialog box displays see Figure 4 5 FIGURE 4 5 File Print opens the Print dialog box file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint P
21. 99 Select cells and click the drop down arrow to change size of the text Click to make selected characters bold Click to make selected characters italic Click to make selected characters underlined Click to give selected characters a shadow format Click to make selected text line up on the left Click to make text in selected cells centered between the edges of the text frame Right Alignment Click to make text in selected cells line up on the right Bullets Increase Paragraph Select bulleted or unbulleted text on a slide or slide master see View gt Master gt Slide Master page 482 and click this button to turn bullets on or off Select multiple lines of text on a slide or on the notes page Click this button to increase the space between the lines see Format gt Line Spacing page 502 file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 29 of 59 Spacing Decrease Select multiple lines of text on a slide or on the notes page Click this button to Paragraph decrease the space between the lines Spacing Increase Font Click to increase the size of selected characters Size Decrease Font Click to decrease the size of selected characters Size Promote Click a line in the text part of a slide or outline to give the text less indent and give a higher level bullet if bullets are turned on Demote Click a line in the text part of a slide or outlin
22. A iq947 html How to Use Click to create a new blank presentation Click to display the Open dialog box Double click the file you want to open see Word s File gt Open page 21 Click to save presentation with existing name or display Save As dialog box if no name yet given Type name in File name text box see Word s File gt Save As page 29 Click to print the slide For additional options see File gt Print page 464 Click to open the Spelling dialog box Click the Change button to make the suggested change or Ignore to skip the word or phrase see Tools gt Spelling page 507 Click to place a copy of the selection into the Clipboard see Edit gt Cut page 470 and remove the selection after you paste Click to place a copy of the selection into the Clipboard see Edit gt Copy page 470 Click to paste what you cut or copied into the slide see Edit gt Paste page 471 Click the text or object whose format you want to pick up Then click the button and click some text or an object to format If you want to format multiple sections double click the button then paint the sections you want to format Click the Format Painter button again to turn it off Click to cancel the last thing you did You can cancel the last series of items you did by choosing them from the drop down arrow see Edit gt Undo page 469 Click to cancel the Undo for the last item Alternatively click the drop down arr
23. Black and White View gt Slide Miniature View gt Speaker Notes View gt Toolbars View gt Ruler View gt Guides View gt Header and Footer View gt Comments View gt Zoom Insert gt New Slide Insert gt Duplicate Slide Insert gt Slide Number Insert gt Date and Time Insert gt Tab Insert gt Symbol Insert gt Comment Insert gt Slides from Files Insert gt Slides from Outline Insert gt Picture Insert gt Text Box Insert gt Movies and Sounds Insert gt Chart Insert gt Object Insert gt Hyperlink e Format fe O O O OOOO Format gt Font Format gt Bullet Format gt Alignment Format gt Line Spacing Format gt Change Case Format gt Replace Fonts Format gt Slide Layout Format gt Slide Color Scheme file J prodinfo MEMBERS MA iq947 html Page 2 of 59 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint 2 O 0 0 e Tools 0 O 0 0 0 0 0 0 0 0 0 O 0 0 Format gt Background Format gt Apply Design Format gt Colors and Lines Format gt Object Tools gt Spelling Tools gt Style Checker Tools gt Language Tools gt AutoCorrect Tools gt Look Up Reference Tools gt AutoClipArt Tools gt PowerPoint Central Tools gt Presentation Conference Tools gt Meeting Minde
24. Microsoft Office 97 User Manual CH 4 PowerPoint Figures are not included in this sample chapter Microsoft Office 97 User Manual 4 PowerPoint In this chapter e The PowerPoint Screen Keyboard and Mouse o Starting PowerPoint o The Screen o Typing in PowerPoint o Editing Text o Editing Objects o Navigating o Selecting Text e File File gt New File gt Open File gt Close File gt Save File gt Save As File gt Save As HTML File gt Pack and Go File gt Page Setup File gt Print File gt Send To File gt Properties File gt Recently Used File List File gt Exit O O O O O O OO0OO0OO0O0O0 O e Edit Edit gt Undo Edit gt Redo Edit gt Repeat Edit gt Cut Edit gt Copy Edit gt Paste Edit gt Paste Special Edit gt Paste as Hyperlink Edit gt Clear Edit gt Select All Edit gt Duplicate Edit gt Delete Slide O O O O O OOO0O0OO0OO0OOO O file J prodinfo MEMBERS MA iq947 html Page 1 of 59 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint e 5 at O O O O O O O OOO0O O0OO0O0O0O O O O O O O O O OOO0OO0OO0O0OO0O O Edit gt Find Edit gt Replace Edit gt Go To Property Edit gt Links Edit gt Object View gt Slide View gt Outline View gt Slide Sorter View gt Notes Page View gt Slide Show View gt Master View gt
25. Right arrow You select one word at a time The following are some additional keys to select text in the document Press Ctrl A to select the whole presentation in Outline and Slide Sorter views Press Ctrl A to select all objects on the current slide in Slide view In Notes Pages view press Ctrl A to select all objects on the slide and the notes Select with the mouse Do This To Select Drag over the text Any text Double click A word Click the graphic A graphic Click mouse pointer and drag down One or more lines Ctrl click in a sentence A sentence Click at the start of the selection Move to the end A block of text use this method when the screen file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 8 of 59 of the selection with mouse Hold down Shift and scrolls too fast to effectively select a large block click again of text File The File menu helps you manage the document as a whole where it is stored the size and formatting of paper where you want to print or email the document and summary information File gt New The first item on the File menu New is your first step to creating a blank presentation or a presentation with preexisting text and formatting When you first start PowerPoint or use the New toolbar button the default presentation is based on the Blank Presentation template shown as Blank Presentation on the General tab of the dialog bo
26. Slide Show gt Hide Slide page 533 10 Click OK to print the presentation with your choices File gt Send To The File Send To menu enables you to transmit your presentation electronically to one or more email recipients The first three items on the Send To submenus are the same as Word s For Mail Recipient Routing Recipient and Exchange Folder see Word s File gt Send To page 45 PowerPoint has two additional options Microsoft Word and Genigraphics File gt Send To gt Microsoft Word You can export your notes handouts or outline to Microsoft Word and then use Word as an editor If you export the outline to Word and edit it you can then import it back into PowerPoint see Word s File gt Send To gt Microsoft PowerPoint page 46 Choose File Send To Microsoft Word to open the Write Up dialog box see Figure 4 6 FIGURE 4 6 File Send To Microsoft Word opens the Write Up dialog box File gt Send To gt Genigraphics Genigraphics is a company that can take your PowerPoint file and produce 35 mm slides color prints color overheads posters and other services Use File Send To Genigraphics to open the Genigraphics Wizard so that you can package your file identify your order specifications and transmit your order by modem In Typical setup this item is dimmed on your menu You may have to go through setup again to install this option File gt Properties File properties enable you to ident
27. Used with Edit Cut you move the original text Used with Edit Copy you create a copy of the original text QUICK CHOICES PASTE e Click the Paste button on the Standard toolbar file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 16 of 59 e Press Ctrl V e Choose Edit Paste e Right click where you want to insert the copied information and choose Paste Edit gt Paste Special The Paste Special command enables you to paste link or embed what is on the Windows Clipboard at the location of the insertion point with the formatting you specify 1 Cut or Copy the information you want to paste 2 Move the insertion point where you want to paste the information 3 Choose Edit Paste Special The Paste Special dialog box displays see Figure 4 8 FIGURE 4 8 Choose Edit Paste Special to display the Paste Special dialog box 4 Choose Paste or Paste link For more information about Paste Special see Word s Edit gt Paste Special on page 52 Edit gt Paste as Hyperlink The Paste as Hyperlink command enables you to paste Clipboard contents as a hyperlink A hyperlink creates a shortcut to the source document Click the hyperlink to jump to the source document If the application that created the hyperlink is not open it opens and the document also opens QUICK CHOICES HYPERLINK 1 After you have cut or copied text to the Clipboard move the insertion point to t
28. View menu changes the way your screen looks You can change the view to see slides the outline notes and preview the slide show You can also see headers and footers make the view larger or smaller and turn on or off certain screen items such as toolbars the ruler guides and comments View gt Slide For most tasks in PowerPoint especially typing formatting and editing you want to be in Slide view Choose View Slide or click the Slide View button on the bottom left of the horizontal scrollbar to go to Slide view View gt Outline Outline view in PowerPoint works similar to Outline view in Word see Word s View gt Outline page 63 Click the Outline View button on the bottom left of the screen or choose View Outline to turn on Outline view Type on a line and it becomes the title of the slide Press Enter and PowerPoint is ready to type the next slide title Press Tab and the line becomes the first bullet on the slide Type the text press Enter and you re ready to type the next bullet Press Tab again and you can type subbullets Double click the slide icon to go to Slide view You can also use the following file J prodinfo MMEMBERS MA iq947 html Page 19 of 59 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 20 of 59 toolbar buttons Outlining toolbar buttons Button Name Promote Demote Move Up Move Down Collapse Expand Collapse All Expand All Summary Slide Show
29. age 11 of 59 2 To change the printer or print to a fax select from the Name drop down 3 If you want to change Windows options for your printing click the Properties button and change such things as paper size paper orientation where to get paper and printer resolution You want to change some of these options for the presentation through File Page Setup see page 464 4 To print a portion or all resulting slides choose one of the following e Click All to print the entire presentation e Click to print just the Current slide e If you ve selected multiple slides in Slide Sorter view hold down Shift as you click slides or a portion of an outline click to print the Selection e If you ve created a Custom Show see Slide Show gt Custom Shows page 533 choose it from the drop down list e To print specific slides type the slide numbers in the Slides text box For example 2 4 6 9 13 15 5 In the Print what drop down choose whether you want to print Slides Handouts 2 3 or 6 per page Notes Pages or the Outline view 6 To print more than one copy use the spinner buttons or text box to reset the Number of copies 7 If you have more than one copy and you want one entire set and a copy set check Collate With this option unchecked printing can be faster and you print multiple copies of page 1 then page 2 and so forth 8 If you don t have the selected printer connected to your computer choose to Prin
30. agnification changes on the screen but does not affect printing Click the Zoom button on the Standard toolbar and choose a magnification from the drop down list or type a value in the box In Slide view choose fit to see the whole slide on the screen Alternatively you can choose View Zoom to make changes on the Zoom dialog box see Figure 4 14 FIGURE 4 14 View Zoom opens the Zoom dialog box Insert The Insert menu gives you options for inserting slides the date and time tabs symbols comments slides from other files slides from a Word outline objects from other programs such as clip art pictures Excel spreadsheets or charts Word tables organization charts and many others depending on what you have installed on your computer Insert gt New Slide The Insert New Slide command opens the New Slide dialog box so that you can select a slide layout for the new slide that is inserted after the active slide You can also press Ctrl M instead of using the menu commands Insert gt Duplicate Slide The Insert Duplicate Slide command inserts a copy of the slide you are on after the current slide You can also press Ctrl Shift D file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 33 of 59 Insert gt Slide Number The Insert Slide Number command adds the slide number to an individual slide at the location of the insertion point If you want to add the slide numb
31. al scrollbars see View gt Slide Sorter page 477 and View gt Notes Page page 478 If you want to run the presentation see View gt Slide Show page 478 The Screen PowerPoint screen views are significantly different from each other See the references to the Outline file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 5 of 59 Slide Sorter and Slide show in the paragraph above The Slide view is the most common and is shown in Figure 4 3 Typing in PowerPoint The first step to typing in PowerPoint is to position the insertion point where you want to type Click a section of a slide outline or on notes pages You see the blinking vertical line insertion point where your type is inserted When you create a new slide you see prompts such as Click to Add Title and Click to Add Text to guide you Use the keyboard to type characters When you type any characters after the insertion point are pushed to the right Press Backspace to remove characters before the insertion point The slide generally has two areas the title area and text area The text area often has bullets After you type the first bullet press Enter and you are at the second bullet If you press Tab you get an indented bullet Instead of pressing Enter press Shift Enter to create a line break and indent the text under the same bullet item FIGURE 4 3 Click the Slide view button to see and edit a slid
32. all preview window To see an Animation Preview do the following QUICK CHOICES PREVIEWING AN ANIMATION e Choose Slide Show Animation Preview PowerPoint opens a smaller preview window and begins the animation immediately FIGURE 4 45 Choose Slide Show Custom Animation to display the Custom Animation dialog box FIGURE 4 46 Choose Slide Show Custom Animation and click the Effects tab to display this portion of the dialog box Slide Show gt Slide Transition Slide Show Slide Transition enables you to add effects one by one or as a whole to the transitions between slides in a presentation To create a slide transition take these steps 1 Select the slide or slides to which you want to apply a transition 2 Choose Slide Show Slide Transition or right click the selected slides and choose Slide Transition to display the Slide Transition dialog box see Figure 4 47 FIGURE 4 47 The Slide Show Slide Transition command opens the Slide Transition dialog box file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 56 of 59 The Transition Effect drop down menu options are Name No Effect Appear Fly from Bottom Fly from Left Fly from Right Fly from Top Fly from Bottom Left Fly from Bottom Right Fly from Top Left Fly from Top Right Blinds Horizontal Blinds Vertical Box In Box Out Checkerboard Across Checkerboard Down Crawl from Bottom C
33. and enables you to search for and replace characters you specify 1 Press Ctrl H 2 Type what you are looking for in the Find what text box 3 Type what you want to replace in the Replace with text box 4 Select Match Case or Find Whole Words Only to turn those options on or off 5 Choose the Find Next button 6 To replace the found text with the new text choose the Replace button To replace all occurrences of the found text with the new text choose Replace All To skip this occurrence of the found text and continue the search choose the Find Next button To end this session file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 18 of 59 choose the Close button Edit gt Go To Property The Edit Go To Property command enables you to move to a specific location in your presentation similarly to Word s Edit gt Go To see page 58 To enable the Edit Go To Property command you need to define File Properties with a link to the location which is similar to creating a Bookmark in Word To mark a location in your presentation follow these steps 1 Select the text you want to mark 2 Choose File Properties and select the Custom tab to display the Filename ppt Properties dialog box see Figure 4 9 FIGURE 4 9 Choose File Properties and select the Custom tab to display this dialog box To use the Go to Property command follow these steps 1 Choose Edit Go to Prop
34. aves Speeds up saving files by only saving what is new to the disk You cannot use this option with Always create backup copy The general consensus however is not to use fast save it tends to corrupt documents Prompt for file After you save the document PowerPoint displays the Properties dialog properties box see File gt Properties page 467 Full text search Check this option to save text search information with the document so information that the find features of the file dialog boxes are quicker see Word s File gt Open Find a File page 24 Save AutoRecover info If the computer crashes the AutoRecover file automatically opens the file J prodinfo MEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint every Page 50 of 59 next time you start PowerPoint and displays presentations you had open when the last AutoRecover save event happened Enter a number in the minutes spinner box for this save frequency Save PowerPoint files as Changes the default Save as type option in the Save As dialog box see Tools gt Options Dialog Box Item How to Use Spelling Hide spelling errors Suggest section Always Ignore section Words in UPPERCASE Words with numbers Tools gt Options File gt Save As on page 462 when you first save a file Spelling Tab Check spelling as you type section With the next option unchecked check this box to show you a spell
35. box see Slide Show gt Action Settings page 525 Action Button Home Adds a button that returns the viewer to the main or Home presentation page Action Button Help Adds a button that directs the viewer to a Help page Action Button Adds a button that directs the viewer to an Information page Information Action Button Back or Adds a button that takes the viewer back to the page viewed previously Previous Action Button Adds a button that takes the viewer to the next slide in the presentation Forward or Next Action Button Adds a button that returns the viewer to the first slide in the presentation Beginning Action Button End Adds a button that returns the viewer to the last slide in the presentation Action Button Return Adds a button that returns the viewer to the previous presentation page Action Button Adds a button that directs the viewer to a document Document Action Button Sound Adds a button that plays a sound Action Button Movie Adds a button that plays a movie 3 After you select the type of button that you want to insert a set of crosshairs appear on the slide drag the cursor over the area where you want to insert the Action Button and release the left mouse key 4 The Action Settings dialog box appears See the following section Slide Show gt Action Settings to understand the choices on this dialog box Slide Show gt Action Settings Action Settings opens the Action Settings dialog box enabling you to
36. change the Mouse Click and Mouse Over options for a selected Action Button To add action buttons see the previous section Slide Show gt Action Buttons on page 524 To create an action setting follow these steps 1 If necessary change to Slide View using to the left of the horizontal scrollbar 2 Click the Action button you want to customize and choose Slide Show Action Settings or right click the action button and choose Action Settings The Action Settings dialog box is displayed see Figure 4 44 FIGURE 4 44 The Slide Show Action Settings command opens the Action Settings dialog box Mouse Click and Mouse Over options file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 54 of 59 Option None Hyperlink to Use relative path for hyperlink Run program Run macro Object action Play sound Highlight click Description Click to remove an action from the action button Click to define the hyperlink connected to this button a slide in this presentation or another presentation a file or a URL address If this option is available clicking it uses the relative path to the hyperlink The link has no specific instruction for the drive or folder just the filename If you leave this unchecked the path is absolute This means that the link includes the drive or folder instructions If you move the file the link is broken Enables you to run a program You can select
37. commands while in rehearsal T After the first time through rehearsal run rehearsal again Press T for new time shown O After the first time through rehearsal run rehearsal again Press O to use original time M After the first time through rehearsal run rehearsal again Press M to remove time and advance on a mouse click Slide Show gt Record Narration Record Narration enables you to record a voiceover for the presentation in progress This is also where you establish the narration recording quality format and various other attributes such as stereo mono sound To record narration take the following steps file J prodinfo MEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 52 of 59 1 Choose Slide Show Record Narration The Record Narration dialog box appears see Figure 4 40 FIGURE 4 40 The Slide Show Record Narration command opens the Record Narration dialog box 2 Choose Settings to display the Sound Selection dialog box see Figure 4 41 FIGURE 4 41 The Slide Show Record Narrations Settings command displays the Sound Selection dialog box 3 The presentation is shown at full screen size and begins recording your narration Use the left mouse button to move from slide to slide and to close out the presentation when you have finished PowerPoint asks whether you want your narrations saved Click OK to accept or click Cancel to decline Slide Show gt Set Up
38. cted rows View gt Guides Guides are dotted lines across or up and down the slide that help you line up text or objects To turn the guides on or off choose View Guides You can do the following procedures with the guides QUICK CHOICES CREATE DELETE AND USE GUIDELINES e You can drag a guide by moving the tip of the white arrow mouse pointer onto the dotted line and dragging As you drag a number shows how far you are from the center line e To create another guideline hold down Ctrl as you drag a line e To delete a guideline drag it off the slide e To line up objects drag the object until its edge or center is near the guideline When you release the object automatically aligns with the guideline e If you want to override aligning with the guideline hold down Alt as you drag the object FIGURE 4 12 View Ruler displays the ruler View gt Header and Footer Headers and footers print at the top and bottom of your documents You can have headers and footers on slides handouts note pages and outlines Choose View Header and Footer The Header and Footer dialog box opens see Figure 4 13 The Slide tab is essentially the same as the Notes and Handouts tab shown in Figure 4 13 except that you cannot place a header on the slide This tab also has a check box for Slide number instead of Page number The slide tab also gives you the option Don t show on title slide so that there is no footer or other items on the first
39. de forms in position in a horizontal motion like shutters closing Slide forms in position in a horizontal motion like shutters opening Slide forms in position in a vertical motion like shutters closing Slide forms in position in a vertical motion like shutters opening Slide forms in position in a horizontal unfolding motion Slide forms in position in a horizontal upward tilting motion Slide forms in position in a horizontal swinging motion from left to right Slide forms in position in a horizontal swinging motion from right to left Slide forms in position in a horizontal downward tilting motion Slide forms in position in a horizontal unrolling motion from the upper right to lower left corner Slide forms in position in a horizontal unrolling motion from the lower right to upper left corner Slide forms in position in a horizontal unrolling motion from the upper left to lower right corner Slide forms in position in a horizontal unrolling motion from the lower left to upper right corner Slide forms in position with a horizontal pivoting motion Slide forms in position in a horizontal unrolling motion from top to bottom Slide forms in position in a horizontal unrolling motion from right to left Slide forms in position in a horizontal unrolling motion from left to right Slide forms in position in a horizontal unrolling motion from bottom to top Slide forms in position in a zooming motion Slide forms from the center of the screen and moves in
40. e Editing Text To correct your document use the following keys Delete text Press To Backspace Delete one character to the left of insertion point or the selected text Delete Delete one character to the right of insertion point or the selected text Ctrl Backspace Delete one word to the left Ctrl Delete Delete one word to the right Ctrl Z Undo the last action Editing Objects You insert objects through many choices on the Insert menu see especially Insert gt Picture page 496 Insert gt Chart page 498 and Insert gt Object or by double clicking on an object placeholder when you choose that kind of AutoLayout see Insert gt New Slide page 493 To move the object move the mouse pointer to the object The mouse pointer changes to a four headed arrow Drag the object to where you want to go To size the object click it Small square handles appear around the object Move the mouse pointer to one of the squares The mouse pointer changes to a double headed arrow Drag the handle to resize the object To delete a graphic object click the object and press Delete file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 6 of 59 Navigating To type on a slide you need to position the insertion point where you want to edit Use the keyboard to move the insertion point in the selected area Press Left Arrow Right Arrow Up Arrow Down Arrow Ctr
41. e 462 File gt Save If you already gave your presentation a name File Save or Shift F12 saves changes to that presentation name on your disk otherwise the Save As dialog box opens This command works the same way it does in Word see Word s File gt Save page 29 File gt Save As file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 9 of 59 Saving a file places a copy of what is on the screen to a location on a disk The first time you save a file with File Save or the Save button you enter the Save As dialog box Thereafter choose File Save As or press F12 The two commands in PowerPoint and Word see Word s File gt Save As page 462 are the same except for a couple of the following options on the Save As dialog box e Check Embed TrueType to add the fonts to the document If you open the presentation on another computer that computer does not have to have the fonts installed e In the Save as type drop down choose from among the following e The Save as type for PowerPoint is listed as Presentation If you want to save the presentation as a different file format click the Save as type drop down and select a previous version of PowerPoint a graphic format such as Windows Metafile Portable Network Graphics CompuServe GIF or JPEG File Interchange Format If you want to save the presentation as a template that you can use over and over see File
42. e Word s Help page 240 The first and last menu items say Microsoft PowerPoint Help and About Microsoft PowerPoint instead of Word but they and all other menu items work the same The Tech Support information is also the same but PowerPoint s help phone number is 425 635 7145 See Word s Help page 240 for detailed information regarding the Help menu which is standard across all Office applications file J prodinfo MMEMBERS MA iq947 html 3 23 01
43. e it to your slide in PowerPoint See Excel s Chart menu on page 445 Insert gt Object The Insert Object command gives you a choice of inserting many types of objects in your document The choices are related to the software you have installed on your computer For more information see Word s Insert gt Object page 158 Insert gt Hyperlink The Insert Hyperlink command enables you to create or edit a link to a document on your computer network or Internet see Word s Insert gt Hyperlink page 159 Format file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 37 of 59 Formatting enables you to change the text and how figures look on the page Format gt Font Font is the way characters are printed and viewed on the slide Font includes the type style size and effects such as bold or underline To change the font first select the text you want to change and then do any of the following If you want to change the font throughout your presentation change the slide master or title master see View gt Master page 481 QUICK CHOICES CHANGE THE FORMAT OF SELECTED TEXT Do What Button on Formatting Keyboard Shortcut Toolbar Bold Bold Ctrl B Italicize Italic Ctrl I Underline Underline Ctrl U Shadow Shadow Change font face Font Ctrl Shift F then use Up or Down arrow Change font size Font Size Ctrl Shift P then use Up or Down ar
44. e to give the text more indent and give a lower level bullet if bullets are turned on Animation Turns the Animation Effects toolbar on and off see View gt Effects Toolbars gt Animation Effects page 488 View gt Toolbars gt Animation Effects Animation effects move text or objects in Slide Show view You can turn this toolbar on or off with the Animation Effects button on the Formatting toolbar or through View Toolbars Animation Effects Most of these items are also on the Slide Show Present Animation submenu Animation Effects toolbar buttons Button Name Description and Sound if Sound Board Installed Works with Graphic Objects Animate Title of slide flies from top turn on or off Title Build Slide Each click of the mouse displays a new bullet item Text Drive in Object flies from right with a car sound Yes Effect Flying Effect Object flies from left with a whoosh sound Yes Camera Object starts from center outward with a camera sound Yes Effect Flash Once Flashes the object on and then off Yes Laser Text Drops one letter at a time from top right with a laser sound Effect Typewriter Adds one letter at a time with a typewriter sound Effect Reverse Quickly builds text from left to right If bullets are selected reverses Order order of bullets builds from bottom to top Drop in Drops down one word at a time Animation If multiple objects are on a slide chooses order for each animation Yes
45. ect right click an object and select one of the following commands file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Edit commands on the shortcut menu Command Add Text Edit Text Font Bullet Grouping Order Set AutoShape Defaults Custom Animation Action Settings Format AutoShape Description Places the insertion point in the object so that you can type text Selects the added text for you to edit Add Text and Edit Text replace each other on the shortcut menu Opens the Font dialog box see Format gt Font on page 499 Opens the Bullet dialog box see Format gt Bullet on page 501 If you have more than one object selected this gives you the grouping submenu options Group Ungroup and Regroup Displays the submenu options Bring to Front Send to Back Bring Forward and Send Backward Sets formatting for all the AutoShapes you insert to these settings see Format gt Object on page 505 Opens the Custom Animation dialog box see Slide Show gt Preset Animation page 527 and Slide Show gt Custom Shows page 533 Opens the Action Settings dialog box see Slide Show gt Action Settings page 525 Opens the Format AutoShape dialog box see Format gt Object on page 505 For information on inserting objects see Word s Insert gt Picture on page 149 and Word s Insert gt Object on page 158 View The
46. entations tab and double click AutoContent Wizard Click the Next button and choose the Presentation type see Figure 4 2 FIGURE 4 2 Choose AutoContent Wizard from the opening dialog box and click Next to open the Presentation type section of the AutoContent dialog box The next step asks what kind of output you ll have The steps following depend on this step Choose one of the following kinds of presentations Presentations informal meetings handouts generally with a speaker 1 Click one of the output options On screen presentation Black and white overheads Color overheads or 35mm slides 2 Click whether you will print handouts and choose Next 3 On the Presentation options step type the text that you want to appear on your first slide Presentation title Your name and any Additional information you want to appear on the slide Choose Next and Finish to create your presentation Internet kiosk generally without a speaker 1 Check if you want a Copyright notice on each page and type the text for the notice 2 Check if you want to include the Date last updated 3 If you want check and type your E mail address in the format of user domain Choose Next and Finish to create your presentation Regardless of the presentation options you chose you enter Outline view after PowerPoint creates the presentation see View gt Outline page 475 You can switch to the other views using the buttons to the left of the horizont
47. er to every slide use the Header and Footer command see View gt Header and Footer on page 491 Insert gt Date and Time The Insert Date and Time command adds the current date and time to an individual slide at the location of the insertion point using the format you choose If you want to add the date and time to every slide use the Header and Footer command see View gt Header and Footer on page 491 Insert gt Tab The Insert Tab command enables you to insert a tab at the location of the insertion point When you press the Tab key you change the outline level of the line you are on Therefore this enables you to insert a tab to move text over on the line Insert gt Symbol The Insert Symbol command enables you to insert symbols and special characters in your text based on the fonts you have installed on your computer You can insert foreign language characters decorative characters scientific characters or even special characters for sports transportation holidays and many more When you insert a symbol it is inserted into a text box therefore when you paste the symbol it is pasted into its own text box To insert symbols take these steps 1 Move the insertion point to wherever you d like to place the symbol you need 2 Choose Insert Symbol to display the Symbol dialog box see Figure 4 15 e Double clicking a symbol is the same as selecting the symbol and choosing the Insert button e Click and drag the
48. erty to open the Properties dialog box see Figure 4 10 FIGURE 4 10 Choose Edit Go to Property to open the Properties dialog box Edit gt Links Edit Links remains dimmed until you have linked objects For information on creating links see Excel s Edit gt Paste Special on page 274 and Edit gt Paste as Hyperlink on page 277 After you have linked objects you may need to edit the information related to the object If you move the source presentation or document or change the name of the presentation or document the link is broken and you get an error in the active presentation See Excel s Edit gt Links on page 286 for more information The only option that is different in PowerPoint is the addition of the Break Link button Choose the Break Link button to break the link between the source document and your presentation and change the object to an unlinked embedded object Because the connection is no longer a link when the source information changes your presentation remains the same Edit gt Object Edit Object is available if you have an object selected The menu name and additional choices change to reflect the type of object that is selected These menu commands may relate to the Edit Paste Special choices and the Edit Links choices For more information see Excel s Edit gt Paste Special section on page 274 and Excel s Edit gt Links section on page 286 To use the shortcut menu to edit an obj
49. ext effects Makes the text appear word by word forming in position in a silent horizontal unrolling motion from right to left Makes the text slowly appear in position line by line in a reverse silent dissolve Makes the text appear word by word forming in position in a vertical motion like shutters opening silently Makes the text appear silently in position file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 55 of 59 To create a custom animation do the following 1 Change the view from Outline View to Slide View to the left of the horizontal scrollbar Choose Slide Show Custom Animation see Figure 4 45 2 Click the Effects tab see Figure 4 46 3 If there is a chart in the presentation click the Chart Effects tab Decide how to introduce the chart s individual elements with the Introduce chart elements drop down menu plus the Entry animation and sound and After animation effect via their drop down menus 4 Finally click the Play Settings tab to establish timing options in the Play using animation order section such as when or if the animation should play or pause and when it should stop altogether Click Preview to view the settings in full screen size and then click OK to save or Cancel to abort Slide Show gt Animation Preview Slide Show Animation Preview enables you to preview animations on a slide in the Slide view or Outline view by opening a sm
50. f reading visual clarity for proper use of upper and lowercase and for proper punctuation To use the Style Checker do the following 1 Choose Tools Style Checker The Style Checker box appears with the option to check for Spelling Visual Clarity Case and end punctuation or any combination of the three Click Options 2 In the Style Checker Options dialog box on the Case and End Punctuation page see Figure 4 28 establish any conventions or standards you ve used throughout the presentation that may contradict traditional spelling usage and punctuation The Style Checker recognizes and accepts these customized conventions FIGURE 4 28 Tools Sty le Checker Options button Case and End Punctuation tab opens the Style Checker Options dialog box and enables you to check for punctuation and case consistency 3 Click the Visual Clarity tab see Figure 4 29 file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 43 of 59 FIGURE 4 29 Tools Sty le Checker Options button Visual Clarity tab opens the Style Checker Options dialog box and enables you to check for consistency with the font and numbers of lines 4 In the Style Checker dialog box click Start to begin the Style Checker The Spelling dialog box appears see Figure 4 30 where you can change ignore and otherwise manage the Spelling check in progress FIGURE 4 30 Tools Sty le Checker Sp elling check bo
51. gt New page 461 choose Presentation Template PowerPoint opens to the Templates folder Double click the Presentations folder If you want to save to presentation as an add in so that you can use the features such as macros and toolbars choose PowerPoint Add In see Tools gt Add Ins page 515 If you want to save the presentation as an outline choose Outline RTF When you open this file in Word the slide titles become Heading 1 style bullets become Heading 2 3 and so on You can save the presentation as a PowerPoint Show Then when you double click the file name from the Windows Explorer the file automatically opens in Slide Show view When you finish the Slide Show PowerPoint closes If you want to edit the file open it through the Open dialog box File gt Save as HTML If you want to save your presentation as HTML files for use on the Web choose File Save as HTML The Save as HTML Wizard opens enabling you to choose browser frames the graphics format GIF JPEG or PowerPoint animation monitor resolution home page identification page colors and buttons styles and location of your files In typical installation this item is dimmed on your menu You may have to go through setup again to install this option File gt Pack and Go The Pack and Go Wizard enables you to copy your file for use on another computer The wizard compresses the file and enables you to place one file on more than one disk if necessa
52. he location you want to paste to 2 Choose Edit Paste as Hyperlink or Select the text to be moved right click it drag it to the new location and choose Create Hyperlink Here Edit gt Clear The Edit Clear command deletes the selected text or object without putting it on the Clipboard 1 Select the text or object you want to clear file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 17 of 59 2 Choose Edit Clear Edit gt Select All Choose Edit Select All or press Ctrl A to select the whole presentation Edit gt Duplicate Select the object that you want to duplicate and choose Edit Duplicate or press Ctrl D to make a copy of the object Choose Edit Duplicate again to make additional copies of the object Edit gt Delete Slide The Edit Delete Slide command deletes the current slide in Slide or Notes view or deletes the selected slides in Slide Sorter or Outline view from the presentation Edit gt Find The Edit Find command enables you to search for text you specify QUICK CHOICES FIND 1 Press Ctrl F 2 Type what you are looking for in the Find what text box and choose the Find Next button or press Enter Without the Find dialog box open press Shift F4 to repeat the last Find action without opening the Find dialog box For more information see Excel sEdit gt Find on page 283 Edit gt Replace The Edit Replace comm
53. ify and categorize your file in more detail than you can with just a name You can add notes in many different fields such as Subject and Comments File properties also enable you to see more information about your file such as the number of words the creation date and the MS DOS name The dialog boxes for Word and PowerPoint are almost identical with the following exceptions see Word s File gt Properties page 46 e The bottom half of the Statistics tab in Word tells how many words paragraphs and so on the document has In PowerPoint this area adds how many slides hidden slides and Multimedia clips there are e PowerPoint s Contents tab is much more thorough than Word s see Figure 4 7 file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 13 of 59 FIGURE 4 7 File Properties opens the Properties dialog box Click the Contents tab to see details of your presentation File gt Recently Used File List To open one of your last saved presentations choose File and then select one of the files on the bottom of the file menu The hot keys are numbered for each of the files L 2 3 and so on with the last file saved indicated with number 1 If the names do not display at the bottom of the File menu do the following procedure To display the recent files or change the number displayed do the following 1 Choose Tools Options The Options dialog box displays 2 Click
54. in an outline Above the scroll box Scroll up one screen or to previous slide Below the scroll box Scroll down one screen or to next slide Drag the scroll box Screen tip shows slide number and title file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 7 of 59 Left scroll arrow Scroll left Right scroll arrow Scroll right Double arrow on bottom To previous or next slide of vertical scrollbar Double click slide icon in To open slide in Slide view Outline view Double click slide in Slide To open slide in Slide view Sorter view Use Microsoft IntelliMouse Do This To Rotate the wheel toward you Scroll down a few lines in Outline view to the next slide in Slide view Rotate the wheel away from you Scroll up a few lines in Outline view to the previous slide in Slide view Hold Ctrl as you rotate the wheel Zoom so view is smaller toward you Hold Ctrl as you rotate the wheel Zoom so view is magnified away you Selecting Text Before you do major editing or formatting you need to select text first After you select text you can press Delete to remove the text See also the Format page 499 and Edit page 469 sections for many of the features you can do with selected text See the navigation keys with the keyboard above Select text by holding down the Shift key and using the movement keys see Navigating page 459 For example hold Shift and press Ctrl
55. ing a slide show 1 Move the insertion point where you want the inserted audio to reside 2 Choose Insert Movies and Sounds Play CD Audio Track to display the Play Options dialog box see Figure 4 18 FIGURE 4 18 The Insert Movies and Sounds Play CD Audio Track to display the Play Options dialog box Insert gt Movies and Sounds gt Record Sound The Insert Movies and Sounds Record Sound enables you to Record a sound or comment on the active slide Choose Insert Movies and Sounds Record Sound to display the Record Sound dialog box see Figure 4 19 FIGURE 4 19 Choose Insert Movies and Sounds Record Sound to display the Record Sound dialog box After you have inserted the sound double click the sound icon to play it while you are on the slide By default PowerPoint assigns the name RecordingN wav where N is a number PowerPoint embeds this sound on the current slide and adds the name to the Sounds list in the Custom Animation and Slide Transition dialog boxes See Slide Show gt Custom Shows on page 533 and Slide Show gt Slide Transition on page 529 for more information Insert gt Chart The Insert Chart command opens the Microsoft Graph 97 Chart applet This is a quick way to create a simple chart See Word s Insert gt Picture gt Chart on page 156 for more information NOTE If you don t have Microsoft Graph installed or if you know Excel create a chart in Excel and copy and past
56. ing error as soon as you press space or Enter after the word Check to hide the nonprinting red wavy underline on words that you spell wrong as you type If this box is cleared right click the misspelled word to display suggested words Check to always try to display a list of suggestions in the Spelling and Grammar dialog box even if you really messed up the word If the spell checker can t find a close word the Suggestions text box displays no spelling suggestions rather than be blank Check to skip words in uppercase Check to skip words that have a number Advanced Tab Dialog Box Item How to Use Picture section Render 24 bit bitmaps at highest quality For viewing check this box to display 24 bit images at the highest quality it may take longer to see them Export pictures When you export your presentation choose whether pictures are exported Best File locations section Default file location Slide Show for printing or Best for on screen viewing When you first start PowerPoint the File Open dialog box see File gt Open page 462 defaults to this location and stays until you look in another folder Examples include C My Documents or FinanceServer SharedFolders The Slide Show menu helps you prepare and customize individual slides in a presentation with viewing and rehearsal options with timing and rehearsals with adding Action Buttons animation file J prodinfo MMEMBERS MA iq947 html
57. int inserted objects at Print all objects at the resolution of the printer which may be lower than printer resolution the object resolution This may speed up printing and make the presentation more uniform but it may reduce the quality of some graphics Options for current document only Use the most recently Print the presentation with the last used settings see File gt Print page used print settings 464 Use the following Activates the following choices You can change these options when you default print settings choose File Print or set the defaults here Print what In the drop down box choose whether you want to print Slides Handouts 2 3 or 6 per page Notes Pages or the Outline view Print hidden slides If you want to print the slides that you hide see Slide Show gt Hide Slide page 533 Black and white Check to make color slides look as good as possible on a black and white printer Prints colors as shades of gray Pure black and white Check to only print black and white and no shades of gray you can t have both this and the box above checked at the same time Use to print draft copies on a color printer and quick speaker s notes and handouts Scale to fit paper Check to reduce or enlarge the slides so that they fit on a printed page Frame slides Check to add a thin border around slides on slides handouts and notes pages Tools gt Options Save Tab Dialog Box Option How to Use Allow fast s
58. l Left Arrow Ctrl Right Arrow Ctrl Up Arrow Ctrl Down Arrow Tab Shift Tab End Home Page Up Page Down Ctrl Home Ctrl End To Move A character to the left on an outline slide or note To the next slide in Slide Sorter view A character to the right on an outline slide or note To the previous slide in Slide Sorter view Up a line in an outline slide or note To the previous row of slides in Slide Sorter view Down a line in an outline slide or note To the next row of slides in Slide Sorter view A word to the left in an outline slide or note A word to the right in an outline slide or note A paragraph up in a note A paragraph down in a note To the tab stop in a note Demote the bullet in an outline and slide To the tab stop in an outline and slide To end of a line To beginning of a line Up one screen in Outline view In full Slide view to previous slide Down one screen in Outline view In full Slide view to next slide To first slide To last slide After you use the mouse to scroll make sure that you click to move the insertion point where you want to start editing Use mouse to scroll on the screen Click Up scroll arrow Down scroll arrow To Go to previous slide or up a line if slide does not take up full screen in Slide view Scroll up one line in an outline Go to next slide or down a line if slide does not take up full screen in Slide view Scroll down one line
59. l the actions up to the one you select are undone Edit gt Redo Edit Redo is similar to Edit Undo It redoes something that you have undone It is a valuable tool to use with Undo QUICK CHOICES REDO e Click the Redo button on the Standard toolbar e Choose Edit Redo Action The bracketed action is the last action you undid For instance Typing Formatting Duplicate and so on e Press Ctrl Y e The last action you undid is redone QUICK CHOICES UNDO MULTIPLE ACTIONS e Click the pull down arrow on the Redo button and select the actions that you want to redo All the actions up to the one you select are redone Edit gt Repeat Choose Edit Repeat or press F4 or Ctrl Y to repeat the last action or command Edit Repeat replaces Edit Redo when it is available Actions such as formatting fonts formatting slide color and so on enable Edit Repeat Edit gt Cut The Cut command enables you to remove selected text and place it on the Windows Clipboard to Paste somewhere else Select the text or slide that you want to cut see Typing in PowerPoint on page 457 and Selecting Text on page 460 for more information QUICK CHOICES CUT e Click the Cut button on the Standard toolbar e Press Ctrl X file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 15 of 59 e Choose Edit Cut e Right click the selection and choose Cut e Drag and drop Point to the selec
60. lides This feature goes one step beyond Slide Show gt Hide Slide if you want to alter an existing presentation To create a custom show do the following 1 Choose Slide Show Custom Shows to display the Custom Shows dialog box see Figure 4 48 FIGURE 4 48 Choose Slide Show Custom Shows to display the Custom Shows dialog box 2 When you choose New to create a new custom show the Define Custom Show dialog box is displayed see Figure 4 49 FIGURE 4 49 Choose Slide Show Custom Shows and choose the New button to display the Define Custom Show dialog box To select multiple slides to add or remove use Shift Click and Ctrl Click e Shift Click Click the first slide in a group of slides point to the last slide in the group hold down Shift and click the last slide in the group e Ctrl Click Click the first slide you want to select hold down Ctrl and click the next and subsequent slides that you want to select Window The Window menu organizes your document windows on the screen Window gt New Window Choose Window New Window to open another window for the same document You can display different slides or different views of the same presentation for copying or editing for example a slide view and outline view Switch between windows by using the bottom of the Window menu or by pressing Ctrl F6 Close the extra window by clicking the close button x for the window or pressing Ctrl W Window gt Arrange All
61. llow box opens with your name Type the comment Show Hide Toggle back and forth between displaying and hiding all comments Comments Create Microsoft Click to open Microsoft Outlook and create a task The task area shows a Outlook Task shortcut to the presentation and enters the text of the comment Mail Recipient Click to open your email program with the current presentation as an attachment The Subject becomes the name of the file View gt Toolbars gt Customize When you choose View gt Toolbars gt Customize the Customize dialog box opens enabling you to edit or create toolbars and menus This is the same dialog box shown in Word s View gt Toolbars gt Customize section see page 87 The only difference in PowerPoint is that you do not have the Keyboard option button View gt Ruler file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 31 of 59 The ruler in PowerPoint in similar to the ruler in Word You can see where you are on the document from the side and top in inches You can also use the horizontal ruler to set indents and tabs see Figure 4 12 In PowerPoint Tab demotes text to the next level in PowerPoint or creates a new level with additional indents Use Shift Tab to move to the tab stop Another difference between PowerPoint and Word is that tabs and indents are set for the entire text section in the hatched box rather than just the sele
62. ls Look Up Reference to open the Look Up Reference dialog box Depending on what you have installed choose the title that you want to view and click Keyword to search only article titles Full Text to check the whole reference or None to open the reference without searching Tools gt AutoClipArt AutoClipArt scans your presentation for important keywords and makes clip art suggestions based on its findings You can insert a suggested piece of clip art search the entire Microsoft Gallery for something appropriate or ignore the AutoClipArt findings and continue building your presentation QUICK CHOICES TO USE AUTOCLIPART file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 44 of 59 e Click the Insert Clip Art button on the Standard toolbar Automatically add ClipArt to your presentation with the following steps 1 Choose Tools AutoClipArt PowerPoint automatically compares the content of your presentation with its collection of clip art to determine any matches The AutoClipArt dialog box shows you PowerPoint s recommendations based on keywords in your presentation see Figure 4 31 FIGURE 4 31 Tools AutoClipArt opens the AutoClipArt dialog box 2 Click View Clip Art to see PowerPoint s recommendations The Microsoft Clip Art Gallery opens showing you PowerPoint s suggestions for clip art pictures sounds or video that match the key words that it found in your pre
63. ls step enter the computer name or Internet address of all the presentation participants as they each specify Use the Add or Remove buttons to include or exclude individuals use the Open List button to import a preestablished conference list and use the Save List button to save the current list to your hard drive Click Finish Tools gt Meeting Minder Meeting Minder enables you to take notes during a presentation and make a list of any discussed tasks or goals and who will be responsible for getting them done To Use Meeting Minder do the following 1 Choose Tools gt Meeting Minder Type any notes here on the Meeting Minutes page see Figure 4 34 FIGURE 4 34 Tools Meeting Minder opens the Meeting Minder dialog box to the Meeting Minutes page 2 Click the Action Items tab List any tasks or assignments mentioned during the meeting who will complete them and when see Figure 4 35 Click OK when finished FIGURE 4 35 Tools Meeting Minder Action Items tab opens the Meeting Minder dialog box to enable you to create items for participants to do Tools gt Expand Slide Expand Slide takes the bulleted items on an existing slide and creates a new slide for each This feature enables you to quickly create more detailed slides in a presentation when you want to include more information without losing the flow or train of thought file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4
64. o Hidden Slide Go Slide Navigator Go By Title Go Custom Show Go Previously Viewed Meeting Minder Speaker Notes Slide Meter Arrow Pen Pointer Options Screen End Show Effect Go to the next slide Go to the previous slide Display a submenu with the following items If the next slide is a hidden slide go to that slide otherwise this item is dimmed Slide Navigator opens a dialog box with a list of all slides hidden slides are in parentheses Double click any slide to go to the slide If custom shows available they are listed in the Show drop down box Displays titles of all the slides in the presentation Click a slide to go to Displays a list of all custom shows Go to the slides in that show see Slide Show gt Custom Shows page 533 When you jump to another part of the presentation because of the action settings see Slide Show gt Action Settings page 525 on an action button or graphic choose this to go back to the slide from which you jumped Opens the Meeting Minder dialog box that enables you to take notes during a presentation see Tools gt Meeting Minder page 512 Opens Speaker Notes dialog box so that you and everyone else viewing the presentation can see your notes see View gt Speaker Notes page 484 Compare the actual speed of your presentation with the rehearsed timings to not use timings Slide Show Set Up Show Manually See Figure 4 11 for a de
65. o all workbooks choose Personal Macro Workbook 4 Type a Description for your macro This box starts with your name and today s date 5 Click OK You enter the presentation window with the Stop Recording toolbar open 6 Type text move the insertion point or choose menu or toolbar buttons Unlike Word you file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 47 of 59 can record mouse movements 7 When you re done recording your macro click the Stop Recording button Tools gt Macro gt Visual Basic Editor If you want to edit a macro or see macro procedures choose Tools Macro Visual Basic Editor or press Alt F11 Microsoft Visual Basic Editor opens Click the Find button In the Find What text box type your macro name and choose Find Next until you find your macro For more information on Visual Basic for Applications see Que s Special Edition Using Visual Basic for Applications 5 Tools gt Add Ins Add ins extend the capabilities of PowerPoint They can add new functions new menu items and new toolbars To activate an add in choose Tools Add Ins The Add Ins dialog box opens Check each add in that you want or click the Add New button and double click any add in file that you would like to add Click Unload to save memory if you aren t going to use the add in soon Click Remove to delete the add in from the list Tools gt Customize When you ch
66. ointer If you hold down Ctrl when you drag the mouse you copy the slides You can also use Cut see Edit gt Cut page 470 and Paste see Edit gt Paste page 471 to move your slides Double click a slide to return to Slide view for that slide The following toolbar appears in Slide Sorter view Slide Sorter toolbar buttons Button Name How to Use Slide Click this button to open the Slide Transition dialog box Choose the transition Transition Effect and click Apply for this slide or Apply to All for all slides see Slide Show gt Slide Transition page 529 Slide Instead of using the Slide Transition dialog box click the drop down arrow and Transition choose transition effect for all the selected slides Effects Text Preset Click the drop down arrow and choose an effect for the bullets on the slide see Animation Slide Show gt Preset Animation page 527 Hide Slide Click to hide or display the selected slides see Slide Show gt Hide Slide page 533 Rehearse Click this button to display Slide Show view with the Rehearsal dialog box with a Timings timer Click the arrow when you think there has been enough time to show the slide to your potential audience see Slide Show gt Rehearse Timings page 520 Finish the slide show or press Esc Choose Yes to record your timings The time for each slide appears below the slide in Slide Sorter view Summary This creates a summary slide with the bullets being the ti
67. oose Tools Customize the Customize dialog box opens enabling you to edit or create toolbars and menus This is the same dialog box shown in the Word s View gt Toolbars gt Customize see page 87 For differences between Word and PowerPoint see View gt Toolbars gt Customize see page 490 Tools gt Options The Tools Options command modifies how PowerPoint works including screen appearance printing editing spelling and other options Tools gt Options View Tab Dialog Box Option How to Use Show section Startup dialog Check to have PowerPoint display the startup dialog box asking whether you want to create a new presentation or open an existing presentation when you launch PowerPoint New slide dialog Check to display the New Slide dialog box each time you insert a new slide otherwise PowerPoint inserts the last slide type used Also check to have PowerPoint prompt you for a layout for the first slide when you create a new presentation If Startup dialog is clear presentation starts with the New Slide dialog box If both of these two options are clear the presentation starts with a blank title slide Status bar Check to see the Status bar on bottom of the screen Vertical ruler Check to see the vertical ruler whenever the horizontal ruler is in view see also View gt Ruler page 490 file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page
68. ou want for a new slide see Insert gt New Slide page 493 To reapply the master style to the current slide or change the layout of the slide click this button and choose a type of slide see Format gt Slide Layout page 503 To choose a layout from another template click this button and double click a presentation template file see Format gt Apply Design page 505 Click this button to toggle between color and black and white for the slide The Black and White view shows what the slides will look like when printed on a non color printer see View gt Black and White page 483 Click the drop down arrow or type in the box to change the magnification of what you see on the screen does not affect printing For more details see View gt Zoom page 492 Click and type a question for help If you are in the middle of trying to do a task choose from one of the bullet items see Help page 535 View gt Toolbars gt Formatting Like the Standard toolbar the Formatting toolbar also appears by default unless you ve turned it off Most items are also on the Format menu Formatting toolbar buttons Button Name Font Font Size Bold Italic Underline Shadow Left Alignment Center Alignment How to Use Select cells and click the drop down arrow to change the font For this button the next buttons through Shadow and the font size buttons below see more details at Format gt Font page 4
69. ow for the last series of items Click to open the Insert Hyperlink dialog box Type the hyperlink in the Link to File or URL text box see Word s Insert gt Hyperlink page 159 Click to show or hide the Web toolbar see Word s View gt Toolbars gt Web page 85 Click the button and drag to determine the number of rows and columns Microsoft Word opens with a new table Type and format the table as desired see Word s Table page 230 and View gt Toolbars gt Tables and Borders page 82 When finished with the table choose Word s File menu and click Close amp Return to your presentation Click the button and drag to determine the number of rows and columns Microsoft Excel opens with a new worksheet Type within the worksheet and add any other worksheet features see Excel s Typing in an Excel Worksheet page 255 When finished choose Excel s File menu and click Close amp Return to your presentation 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 28 of 59 Insert Chart Insert Clip Art New Slide Slide Layout Apply Design Black and White view Zoom Office Assistant If you have Microsoft Graph installed choose this button to create a graph see Insert gt Chart page 498 Click to open the Clip Art Gallery and double click the graphic sound or motion picture you want see Insert gt Picture gt Clip Art page 496 Click this button and double click the layout y
70. r Tools gt Expand Slide Tools gt Macro Tools gt Add Ins Tools gt Customize Tools gt Options e Slide Show 0 0 0 O O 0 0 2 2 2 O 0 Slide Show gt View Show Slide Show gt Rehearse Timings Slide Show gt Record Narration Slide Show gt Set Up Show Slide Show gt View on Two Screens Slide Show gt Action Buttons Slide Show gt Action Settings Slide Show gt Preset Animation Slide Show gt Animation Preview Slide Show gt Slide Transition Slide Show gt Hide Slide Slide Show gt Custom Shows e Window 0 0 2 0 0 Help Window gt New Window Window gt Arrange All Window gt Cascade Window gt Fit to Page Window gt Open Presentations The PowerPoint Screen Keyboard and Mouse Starting PowerPoint file J prodinfo MEMBERS MA iq947 html Page 3 of 59 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 4 of 59 Unlike Word which starts with a blank document and Excel which starts with a blank workbook PowerPoint opens a dialog box to start with see Figure 4 1 FIGURE 4 1 Windows Start button Programs Microsoft PowerPoint opens the PowerPoint dialog box AutoContent Wizard If you choose the AutoContent Wizard from the startup dialog box the dialog box that opens shows you Start and Finish and the steps that you will be performing You can also choose File New click the Pres
71. rawl from Left Crawl from Right Crawl from Top Dissolve Flash Once Fast How to Use No effects applied Slide appears in position Slide flies up from the bottom edge of the screen into position Slide flies into position from the left side of the screen Slide flies into position from the right of the screen Slide flies down from the top of the screen into position Slide flies into position from an angle at the bottom left corner of the screen Slide flies into position from an angle at the bottom right corner of the screen Slide flies into position from an angle at the top left corner of the screen Slide flies into position from an angle at the top right corner of the screen Slide appears in position using a horizontal window blind effect Slide appears in position using a vertical window blind effect Slide appears in position using a fill in rectangular box shaped effect Slide appears in position using an expanding rectangular box shaped effect Slide appears in position using a left to right fill in checkerboard effect Slide appears in position using a top to bottom fill in checkerboard effect Slide slowly flies up from the top of the screen into position Slide slowly flies into position from the left side of the screen Slide slowly flies into position from the right side of the screen Slide slowly flies into position down from the top of the screen Slide slowly appears in position in a reverse dissolve Slide appears in position
72. row Increase font size Increase Font Size Ctrl Shift gt Decrease font size Decrease Font Size Ctrl Shift lt Subscript Ctrl Superscript Ctrl Shift Cycle through uppercase title case Shift F3 and lowercase To change multiple font characteristics at a time first select the text that you want to change and then choose Format Font or press Ctrl T The Font dialog box appears see Figure 4 20 FIGURE 4 20 Format Font opens the Font dialog box The following table includes additional notes about the Font dialog box not shown in the next figure Dialog Box What It Looks Like and Notes Item Superscript Like the 2 in E MC Subscript Like the 2 in H O Offset Type a number or click the spinner arrows to tell how much text falls above or below the baseline Positive numbers will be superscript Negative numbers will be subscript Shadow This effect makes text look like it is floating over the page Emboss This effect makes text look like it has been pushed up on the page file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 38 of 59 To work with fonts you can also do the following e To copy text formatting select the text formatting you want to copy and do one of the following e Click the Format painter button on the Standard toolbar The mouse pointer changes to a paintbrush with an I beam Select the text you want to change e Double click the Format pain
73. ry The wizard also asks you whether you want to include the PowerPoint Viewer which is a free program that enables the user to look at your presentation but not edit it Copy the file with the Pack and Go Wizard 1 Open the file you want to copy and choose File Pack and Go The Pack and Go Wizard file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 10 of 59 dialog box opens listing the steps you need to take Click the Next button to start 2 The Pick Files to Pack Step appears You can check the Active presentation the one on the screen You can also check Other presentation s and type or use the Browse button to choose another presentation If you want more than one hold down the Ctrl key while you click each presentation and click Select to return to the wizard Click the Next button 3 On the Choose destination step click the A drive or B drive Alternatively you can click the Choose destination option button and type or use the Browse button to choose a folder or disk to store the presentation s Click the Next button 4 The Links step asks you whether you want to Include linked files other applications files you may have inserted see Insert gt Object page 498 You can also check if you want to Embed TrueType fonts so that the presentation looks the same on another computer even if the computer doesn t have the same fonts installed Click the Next button
74. scription of the meter Turn arrow mouse pointer on turns pen off Turn pen on turns arrow off When on drag mouse pointer to draw on a slide the drawing does not show next time slide appears Opens a submenu with which to hide the mouse pointer choose Hide Now move mouse to unhide To hide the mouse pointer even when the mouse is moving choose Hide Always You can also change the Pen Color to one of the colors on the submenu or Reset to the original color Opens a submenu to Pause a presentation with automatic timings choose Screen Resume to start the presentation again Choose Screen Erase Pen to remove all pen marks on the current slide Return to editing the show or location that opened the slide show Note You can have the right click menu or the pop up menu turned off see Tools gt Options View Tab page 515 FIGURE 4 11 Right click during a slide show and choose Slide Meter to display the Slide Meter View gt Master file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 24 of 59 Masters enable you to change all pages of one type of view at once slides handouts or notes You add text or a graphic so that it prints on every page While you are in a master view you can do the following e Select the text indicating the style area and format the font see Format gt Font page 499 e Type text in an area on the slide or insert a text bo
75. se you want You can also choose Format Change Case and choose whether you want the text Sentence case only first letter in line capitalized lowercase UPPERCASE Title Case first letter of every word capitalized or tOGGLE cASE change all uppercase to lowercase and vice versa Format gt Replace Fonts If you have one font throughout your presentation and want to change it to another font choose Format Replace Fonts to open the Replace Font dialog box In the Rep lace drop down list choose the font you want to change In the With drop down list choose the new font and click the Replace button Format gt Slide Layout If you want to change the organization of your slide you can choose the Slide Layout feature For example you may have a bullet list and want to put the bullets on the left side and a chart on the right side Change layout of a slide with these steps file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 40 of 59 1 Do one of the following e Move to a slide in Slide view e Go to Slide Sorter view and hold down Shift as you click each slide to select multiple slides you want to change 2 Open the Slide Layout dialog box see Figure 4 23 through one of the following methods e Click the Slide Layout button on the Standard toolbar e Click the Slide Layout button on the Common Task toolbar e Right click the background of the slide and choose
76. sentation see Figure 4 32 If you want to insert some clip art you see previewed click the image to highlight it and then click Insert PowerPoint inserts the art into the corresponding slide FIGURE 4 32 Tools AutoClipArt View Clip Art button opens the Microsoft Clip Gallery 3 After you insert selected clip art or close the Gallery without changing your presentation PowerPoint returns you to the AutoClipArt dialog box Choose another keyword or slide from the drop down box to view other clip art possibilities or click Close Tools gt PowerPoint Central PowerPoint Central is a larger more robust Help feature downloadable from Microsoft s Web site It contains upgrade information including patches and plug ins tips usability information and much more than regular PowerPoint Help To use PowerPoint Central do the following 1 Choose Tools PowerPoint Central PowerPoint may ask whether you d like to update PowerPoint Central if it has been any significant length of time since you did so If you choose to update establish an Internet connection first because Office attempts to download the latest version of PowerPoint Central from the Microsoft Web site 2 The PowerPoint Central document looks and acts like a PowerPoint presentation or a Web page Click any of the options along the top to read more about PowerPoint and install free stuff downloadable from the Internet When you re through close the document like any other
77. slide FIGURE 4 13 View Header and Footer Notes and Handouts tab opens the Header and Footer dialog box to change notes handouts and outlines To change the location of the footer header page number or date box or to add additional text or graphics on every slide or page use the master see View gt Master page 481 View gt Comments file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 32 of 59 Comments enable you to add a note directly to a slide A comment is a small yellow box that puts your name set through Tools Options General Tab Name text box and any text about a slide that you want to add to it Comments print when you print the slide Use the Reviewing toolbar to work with comments see View gt Toolbars gt Reviewing page 489 QUICK CHOICES ADD AND DISPLAY OR HIDE COMMENTS e To turn comments on or off choose View Comments or click the Show Hide Comments button on the Reviewing toolbar e To add a comment choose Insert Comment or click the Insert Comment button on the Reviewing toolbar e To move a comment drag it with the four arrow mouse pointer e To change the fill color for a comment double click the comment click the Colors and Lines tab of the Format Comment dialog box and choose a Color from the drop down box View gt Zoom Zoom enables you to see more or less of your slide notes handout or outline at one time The m
78. t gt Slide Layout page 503 View gt Master gt Title Master The Title Master sets the default layout and formatting for title slides only Choose the procedures mentioned in View gt Master above To add a new title slide see Insert gt New Slide page 493 and double click the first slide in the New Slide dialog box View gt Master gt Handout Master file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 25 of 59 The Handout Master enables you to see what the position of the slides will be on handouts see the toolbar buttons below For handouts and the outline you can also change the formatting and location of items as mentioned in View gt Master above Hold down Shift and click the View Handout Master button on the bottom left of the screen or choose View Master Notes Master to get to this view Handout Master toolbar buttons Purpose Show positioning of 2 per page handouts Show positioning of 3 per page handouts Show positioning of 6 per page handouts Show positioning of outline View gt Master gt Notes Master The Notes Master enables you to see the layout and formatting of speaker notes pages see View gt Master page 481 Hold down Shift and click the View Notes Master button on the bottom left of the screen or choose View Master Notes Master to get to this view View gt Black and White Instead of showing the presen
79. t Open page 21 The dialog box opens to the Presentation Designs folder You can preview the designs of each of the files Click Ap ply to change the design of your active presentation file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 41 of 59 Format gt Colors and Lines To change the color and style of lines or borders around figures choose Format Colors and Lines The Format dialog box opens to the Colors and Lines tab You can also get to this dialog box through the Format Object command below Format gt Object If you have an object selected such as a picture or AutoShape the Format Object menu item changes to the name of the type of object Picture WordArt AutoShape Generally this is something you ve added by pasting from the Clipboard through the Insert menu see Insert gt Object page 498 or Insert gt Picture page 496 or by double clicking the object on an AutoLayout slide see Insert gt New Slide page 493 Most of the options for formatting an object are the same as they are for Word see Word s Format gt Object page 183 The following table shows what is added for PowerPoint Format Object dialog box differences from Word Dialog Box Item Colors and Lines tab Connector Default for new objects Size tab Best scale for slide show Position tab Horizontal Vertical Picture tab Recolor Text Box tab
80. t collections You can also insert pictures using PowerPoint s built in tools AutoShapes WordArt Organization Chart Microsoft Word Table and the drawing toolbar For detailed information see Word s Insert gt Picture on page 149 Insert gt Text Box The Insert Text Box command enables you to insert a text box object For more information see Word s View gt Toolbars gt Drawing Text Box on page 73 Insert gt Movies and Sounds The Insert Movies and Sounds command opens the Microsoft Clip Gallery 3 0 dialog box to enable you to insert videos sounds pictures and clip art See Word s Insert gt Picture gt Clip Art on page 149 Insert gt Movies and Sounds gt Movie from Gallery See Word s Insert gt Picture gt Clip Art on page 149 Insert gt Movies and Sounds gt Movie from File See Word s Insert gt Picture gt From File on page 152 Insert gt Movies and Sounds gt Sound from Gallery See Word s Insert gt Picture gt Clip Art on page 149 Insert gt Movies and Sounds gt Sound from File See Word s Insert gt Picture gt From File on page 152 Insert gt Movies and Sounds gt Play CD Audio Track The Insert Movies and Sounds Play CD Audio Track inserts an audio track from a CD in the file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 36 of 59 slide so that you can play it dur
81. t to file on your disk When you choose OK PowerPoint opens the Print to file dialog box Give the file a name and location and click OK again PowerPoint automatically gives the file a PRN extension When you want to print the file click the Windows Start button choose Programs MS DOS Prompt From the DOS window type COPY B filename port A specific example would be COPY B c docs print prn Ipt1 When using print to file you need to have the print driver for the destination printer installed even if you are not attached to it 9 Check one or more of the following check boxes on the bottom of the Print dialog box the defaults can be set see Tools gt Options Print Tab page 515 e Check Black amp white to make color slides look as good as possible on a black and white printer Prints colors as shades of gray e Check Pure black amp white to only print black and white and no shades of gray you can t have both this and the box above checked at the same time Use to print draft copies on a color printer and quick speaker s notes and handouts file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 12 of 59 e Check Scale to fit paper to reduce or enlarge the slides so that they fit on a printed page e Check Frame slides to add a thin border around slides on slides handouts and notes pages e Check Print hidden slides if you want to print slides that you hid see
82. tation in color click the Black and White button on the Standard toolbar or choose View Black and White to see and print the presentation in black white and shades of gray The changes you make while working in this view do not affect colors in your presentation Change the settings for black and white while in this view by right clicking an object on the slide and choosing Black and White and one of the following options To change Slide Master to change all slides at once see View gt Master page 481 Black and White settings Menu Item Description Automatic Show only text and graphics and hide textured or shaded background Grayscale Print and display the selected object in shades of gray Light Grayscale Print and display the selected object in lighter shades of gray than Grayscale Inverse Grayscale Print and display the selected object in reverse shades of gray lighter shades appear darker Gray with White Fill Print and display text lines and shape outlines in gray and everything else in white Black with Grayscale Print and display text lines and shape outlines in black and everything else Fill in shades of gray Black with White Fill Print and display text lines and shape outlines in black and everything else in white Black Print and display selected object in black file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 26 of 59 White Print and displa
83. ted text when the mouse pointer changes to a white arrow click and drag the selection to the new location e Right click and drag the selection to the new location and select Move Here Copy Here Create Hyperlink Here or Cancel If the drag and drop operation isn t working make sure that the Drag and Drop text editing option is checked on the Tools gt Options Edit Tab see page 517 for more information Edit gt Copy The Copy command enables you to copy selected text and place it on the Windows Clipboard to Paste somewhere else Select the text or slide s that you want to copy see Typing in PowerPoint on page 457 and Selecting Text on page 460 for more information QUICK CHOICES COPY e Click the Copy button on the Standard toolbar e Press Ctrl C e Choose Edit Copy e Right click the selection and choose Copy e Drag and drop Point to the selection when the mouse pointer changes to a white arrow hold down the Ctrl key and click and drag the selection to the new location e Right click and drag the selection to the new location and then select Move Here Copy Here Create Hyperlink Here or Cancel If the drag and drop operation isn t working make sure that theDrag and Drop text editing option is checked on the Tools gt Options Edit Tab see page 515 for more information Edit gt Paste The Paste command enables you to paste what is on the Windows Clipboard at the location of the insertion point
84. ter button and continue selecting multiple areas for format Click the Format painter button again to turn off the copy e Press Ctrl Shift C to copy the format Select the text to accept the format and press Ctrl Shift V e To remove manual formatting press Ctrl Spacebar Format gt Bullet Bullets are special characters before a line of text that summarize key points Usually each level of bullets has different shaped bullets The most common bullets are filled circles and dashes but you have a choice of many different shapes QUICK CHOICES USE BULLETS e To turn bullets on or off for selected text click the Bullets button on the Formatting toolbar To change bullet shapes take these steps 1 Do one of the following e Select the text on one slide e To change all bullets on all slides hold down Shift and click the Slide Master button to the left of the horizontal scrollbar Click one of the bullet lines 2 Choose Format Bullet The Bullet dialog box opens see Figure 4 21 FIGURE 4 21 Format Bullet opens the Bullet dialog box Format gt Alignment Alignment places text in a horizontal position on the page In some software programs alignment is called justification Format gt Alignment gt Left Select the text to align on the left margin of the page and click the Left Alignment button on the Formatting toolbar press Ctrl L or choose Format Alignment Left file J prodinfo MMEMBERS MA iq947 html 3 23 0
85. the screen to go to the next slide or next animation effect While the slide show is on the screen you can use any of the following to displays slides or create special effects Keyboard and mouse options during a slide show Keyboard or Mouse Effect Number Enter Go to the slide Hold down both left and right mouse Return to first slide buttons for 2 sec Left click Spacebar N Right arrow Advance to next slide Down arrow Enter or Page Down Backspace P Left arrow Up arrow Go to previous slide Page Up Esc Ctrl Break minus Stop the slide show B or period Black or unblack the screen W or comma White or unwhite the screen A or equals Show or hide white arrow mouse pointer S or plus If automatic timing is set stop or restart the slide show E Erase screen drawing H Go to hidden slide see Slide Show gt Hide Slide page 533 Ctrl P Show pen for mouse pointer to enable presenter to drag on the screen to draw Ctrl A Return to arrow mouse pointer to advance to next screen and display button Ctrl H Hide both arrow and pop up menu button on bottom left of screen file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Ctrl L Page 23 of 59 Turn off arrow and button permanently for this viewing of the presentation press Ctrl A to turn it back on Right mouse click or pop up menu button items Menu Item Next Previous Go G
86. tles of the selected slides Slide Click the first slide for the summary hold down Shift and click any slides you want Then click this button Double click the summary slide and edit the title Show Click this button to show only unformatted slide titles and no text especially if it Formatting takes a long time to redraw your screen Click the button again to show the slide miniatures with text and graphics View gt Notes Page To add notes that don t show during the presentation click the Notes Page View button on the bottom left of the screen or choose View Notes Page The screen shows the slide on the top half of file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 22 of 59 the screen and an area to write notes on the bottom half You may need to change your Zoom percent to see your typing as you add notes Instead of using this view you can choose View Speaker Notes to add notes in Slide view To print your slides with speaker notes choose File Print and choose Notes Pages in the Print what drop down box View gt Slide Show To see how your slide show will look when it is presented do one of the following e Click the Slide Show button on the bottom left of the screen e Choose View Slide Show e Choose Slide Show View Show If you have any automatic timings see Slide Show gt Slide Transition page 529 the slides advance If there are no timings click
87. tline around the comment box and press Delete Insert gt Slides from Files The Insert Slides from Files command enables you to select slides from other presentations to insert into the current presentation 1 Move the insertion point where you want the inserted slide s to appear 2 Choose Insert Slides from Files to display the Slide finder dialog box see Figure 4 16 FIGURE 4 16 Choose Insert Slides from Files to display the Slide Finder dialog box When you use the Browse button the Insert Slides from Files dialog box opens Navigate to the folder and file you want to use For more information on navigating in the dialog box see Word s File gt Open on page 21 The slides are inserted after the active slide Insert gt Slides from Outline file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 35 of 59 The Insert Slides from Outline command enables you to insert slides from outlines created in other programs into the current presentation 1 Move the insertion point where you want the inserted slide s to appear 2 Choose Insert Slides from Outline to display the Insert Outline dialog box see Figure 4 17 FIGURE 4 17 Choose Insert Slides from Outline to display the Insert Outline dialog box Insert gt Picture The Insert Picture command enables you to insert pictures from many outside sources such as drawing programs scanners and clip ar
88. to position in a zooming motion Slide forms in position in a slower zooming motion Slide forms by dropping down and moving into position in a zooming motion Slide forms from the bottom of the screen and moves into position in a zooming motion Slide forms by dropping down and moving into position in a slower zooming motion Slide forms with PowerPoint applying a different random animation effect each time the slide loads or in between each slide if this effect is applied to the entire presentation Slide Show gt Hide Slide Slide Show Hide Slide enables you to remove a slide from the presentation lineup or hide it temporarily from view When a slide is hidden it does not appear in sequence when you practice or run the presentation This feature enables you to vary or customize slightly the content of the same presentation for two different audiences To hide a slide do the following file J prodinfo MMEMBERS MA iq947 html 3 23 01 Microsoft Office 97 User Manual CH 4 PowerPoint Page 58 of 59 QUICK CHOICES HIDING SLIDES e Change to Slide Sorter View using the button to the left of the horizontal scrollbar and choose Slide Show Hide Slide e Choose Hide Slide from the Shortcut menu while using the Rehearsal Settings option Slide Show gt Custom Shows Slide Show Custom Shows enables you to create custom shorter presentations based on a single longer presentation by selecting and working a handful of existing s
89. x The only differences between Word and PowerPoint are the templates available to start a new document and that you can create a new document or template with Word while you can only create a new document in PowerPoint from the dialog box see Word s File gt New page 20 After you choose the template PowerPoint may ask for the layout of the first slide Double click the layout of the slide you want File gt Open File Open enables you to open a file stored on a disk and display and edit it on your screen The only difference between Word and PowerPoint is the list in the Files of type drop down box see Word s File gt Open page 21 You can open PowerPoint presentations templates add ins and HTML documents Also one of the items in Files of Type is All Outlines Use this to open a Word Outline document Each Heading becomes the title of the slide Each Heading 2 and lower level headings become bullets and subbullets of the slides If you open an Excel workbook each row becomes a slide You can also open a plain text file and each line becomes a slide Other presentation files such as Harvard Graphics can also be opened depending on which converters have been installed File gt Close To remove the current presentation from the screen use File Close If you haven t saved the file since your last change PowerPoint prompts you to save File Close is also the same in Word and PowerPoint see File gt Close pag
90. x Start button opens the Spelling dialog box 5 After the spelling check is complete the Style Checker automatically proceeds to the Visual Clarity Case and End Punctuation checks Choose to Ignore or Change each of the discrepancies When all three checks are complete PowerPoint displays the Style Checker Summary dialog box pointing out the possible inconsistencies Click OK to return to the main PowerPoint window where you can manually correct these inconsistencies if you want Tools gt Language If you want spelling to skip a selection of text or to set a specific language for a selection of text choose Tools Language The Language dialog box is the same as it is in Word see Word s Tools gt Language gt Set Language page 192 Tools gt AutoCorrect The AutoCorrect dialog box enables PowerPoint to fix mistakes as you type and expand abbreviations for words PowerPoint s AutoCorrect dialog box has one tab AutoCorrect Word has this same tab with the same options but also has additional tabs see Word s Tools gt AutoCorrect page 195 Tools gt Look Up Reference Microsoft Office comes with Bookshelf Basics which is a collection of reference tools that includes a dictionary thesaurus and quotations Bookshelf Basic also includes previews of an encyclopedia almanac atlas Internet directory chronology and an address builder that finds zip codes Select a word on your presentation and choose Too
91. x see Insert gt Text Box page 496 e Insert a picture or other graphic see Insert gt Picture page 496 and Insert gt Object page 498 e With the four headed arrow mouse pointer drag the Header Date Footer or Number area to change the position When you display all four masters the following toolbar displays Master toolbar buttons Button Name How to Use Slide Show a small window showing the current slide see View gt Slide Miniature Miniature page 483 Close Click this button to get out of the master view and back where you were when you got in View gt Master gt Slide Master The Slide Master enables you to edit the default layout and formatting for all slides except title slides see View gt Master gt Title Master page 482 Hold down Shift and click the View Slide Master button on the bottom left of the screen or choose View Master Slide Master to get to this view In addition to the procedures you can do mentioned in View gt Master above you can change the format of a bullet see Format gt Bullet page 501 To add headers and footers to the slides see View gt Header and Footer page 491 Any slides that you already changed do not change to the new master format If however you want to apply the slide master format to a slide with a different format click the Slide Layout button on the Standard toolbar and choose the same slide type as the current slide see Forma
92. y selected object in white doesn t show on a white background Don t Show Do not print or display the selected object View gt Slide Miniature When you re done setting the Black and White settings you can use the Slide Miniature to see what your presentation will look like when you print it on a non color printer Choose View Slide Miniature to display a small window with your slide By default the miniature is in opposite mode to the slide If the slide is in color the miniature is in black and white and shows what the image will look like when printed When you click the Black and White button the slide toggles to black and white while the miniature goes to color You can right click the miniature and override this by choosing either Black and White View or Color View Click the slide or right click and choose Animation Preview to see any animation settings and transitions you have for the slide or text see Slide Show gt Preset Animation page 527 and Slide Show gt Slide Transition page 527 View gt Speaker Notes Instead of using notes pages see View gt Notes Page page 478 open a dialog box for notes by choosing View Speaker Notes Type your notes in the Slide text box Although they are unformatted they are easier to read than they are on notes pages Navigate to each slide and add notes as you want Click Close to remove the dialog box from the screen View gt Toolbars To get many of your tasks

Microsoft® Office 97 User Manual - 4 - PowerPoint

Contents

Download Pdf Manuals

Related Search

Related Contents

Microsoft&reg; Office 97 User Manual - 4 - PowerPoint

Contents

Download Pdf Manuals

Related Search

Related Contents

Microsoft® Office 97 User Manual - 4 - PowerPoint