Wiley PowerPoint 2007 For Dummies
Contents
1. Status bar Current slide 1 The Ribbon Across the top of the screen just below the Microsoft PowerPoint title is PowerPoint s main user interface gadget called the Ribbon If you ve worked with previous versions of PowerPoint you were probably expecting to see a menu followed by one or more tool bars in this general vicinity After meticulous research Microsoft gurus decided that menus and toolbars are hard to use So they replaced the menus and toolbars with the Ribbon which combines the functions of both The Ribbon takes some getting used to but after you figure it out 6 Part l Basic PowerPoint 2007 Stuff it actually does become easier to use than the old menus and toolbars The deepest and darkest secrets of PowerPoint are hidden on the Ribbon Wear a helmet when exploring it Note that the exact appearance of the Ribbon varies a bit depending on the size of your monitor On smaller monitors PowerPoint may com press the Ribbon a bit by using smaller buttons and arranging them dif ferently for example stacking them on top of one another instead of placing them side by side For more information about working with the Ribbon see the section Unraveling the Ribbon later in this chapter Although PowerPoint 2007 has done away with the menus the keyboard shortcuts technically called accelerators that were associated with the PowerPoint 2003 menu commands still work However instead of press i2. 1 Lectures PowerPoint is also useful for teachers or conference speakers who want to back up their lectures with slides Homework PowerPoint is a great program to use for certain types of homework projects such as those big history reports that count for half your grade Church People use PowerPoint at churches to display song lyrics on big screens so everyone can sing or to display sermon outlines so everyone can take notes If your church still uses hymnals or prints the outline in the bulletin tell the minister to join the 21st century Y Information stations You can use PowerPoint to set up a computerized information kiosk that people can walk up to and use For example you can create a museum exhibit about the history of your town or set upa trade show presentation to provide information about your company and products 1 Internet presentations PowerPoint can even help you to set up a pre sentation that you can broadcast over the Internet so people can join in on the fun without having to leave the comfort of their own homes or offices Chapter 1 Welcome to PowerPoint 2007 Introducing PowerPoint Presentations PowerPoint is similar to a word processor such as Word except that it s geared toward creating presentations rather than documents A presentation is kind of like those Kodak Carousel slide trays that your father used to load up with 35 mm slides of your family trip to the Grand Canyon The main diffe
3. press Page Up 4 Press Esc when you re done You don t have to wait until the last slide is shown If you find a glaring mistake in a slide or if you just get bored you can press Esc at any time to return to PowerPoint For the complete lowdown on showing your presentation kindly turn to Chapter 6 Saving Vour Work Now that you ve spent hours creating the best presentation since God gave Moses the Ten Commandments it s time to save your work to a file If you make the rookie mistake of turning off your computer before you ve saved your pre sentation poof Your work vanishes as if David Copperfield were in town Like everything else in PowerPoint you have at least four ways to save a document 1 Click the Save button on the Quick Access toolbar Click the Office button and then choose Save 1 Press Ctrl S 1 Press Shift F12 If you haven t yet saved the file to your hard drive the magical Save As dialog box appears Type the name that you want to use for the file in the Save As dialog box and click OK to save the file After you save the file once subse quent saves update the hard drive file with any changes that you made to the presentation since the last time you saved it Also note that after you save a file for the first time the name in the presenta tion window s title area changes from Presentation to the name of your file This is simply proof that the file has been saved 2 6 Part I Basic Po
4. Outline and Slides The Slides tab shows thumbnail icons of your slides and the Outline tab shows your presentation arranged as an outline You can switch between the two tabs by clicking the tab you want to view For more information on working in Outline View see Chapter 3 The Slides tab shown in Figure 1 1 shows little thumbnail images of your slides Chapter 1 Welcome to PowerPoint 2007 7 air e 1 Notes pane Beneath the slide is a small area called the Notes pane which you can use to add notes to your slides For more information on using this feature see Chapter 5 1 Task pane To the right of the slide is an area called the task pane The task pane is designed to help you complete common tasks quickly When you first start PowerPoint the task pane isn t visible so you can t see it in Figure 1 1 However it will appear whenever it s needed and you ll see plenty of examples of it throughout this book 1 Status bar At the very bottom of the screen is the status bar which tells you the slide that is currently displayed for example Slide 1 of 1 You can configure the status bar by right clicking anywhere on it This reveals a list of options that you can select or deselect to determine which elements appear on the status bar You ll never get anything done if you feel that you have to understand every pixel of the PowerPoint screen before you can do anything Don t worry about the stuff that you
5. PowerPoint because the Open dialog box is pretty much the same in any Windows program If you seem to have lost a file rummage around in different folders to see whether you can find it Perhaps you saved a file in the wrong folder by acci dent Also check the spelling of the filename Maybe your fingers weren t on the home row when you typed the filename so instead of River City pptx you saved the file as Eucwe Xurt pptx I hate it when that happens If all else fails you can use Windows built in Search feature For Windows XP click the Start button and then choose Search and follow the instructions Chapter 1 Welcome to PowerPoint 2007 2 7 air that appear in the Search Results window If you re using Vista you can simply type some or all of the filename in the Instant Search box that appears in the Start menu The fastest way to open a file from the Open dialog box is to double click the file This spares you from having to click the file once and then click OK Double clicking also exercises the fast twitch muscles in your index finger PowerPoint keeps track of the last nine files that you ve opened and displays them on the File menu To open a file that you recently opened click the File menu and inspect the list of files on the right side of the menu If the file that you want is in the list click it to open it Closing a Presentation ar Having finished and saved your presentation you have come to the ti
6. Reuse Slides Each slide layout has a name For example the Title and Content layout includes a text object in addition to the title area This is probably the layout you ll use most It s the best format for presenting a topic along with several supporting points For example Figure 1 5 shows a typical bulleted list slide in which a list of bulleted items describes signs that your son is headed down the road toward moral decay Moving from slide to slide You have several ways to move forward and backward through your presen tation from slide to slide Click one of the double headed arrows at the bottom of the vertical scroll bar Doing so moves you through the presentation one slide at a time 1 Press the Page Up and Page Down keys Using these keys also moves one slide at a time Chapter 1 Welcome to PowerPoint 2007 23 Pa Home Insert Design Animations SlideShow Review View a E3 Layout DA aA dD A Find po aaie S22 ene By y 1 Sy Reset A Z he Replace ay y rs gt Shapes Arrange Quick otilia iii bamia ai bnz Gi en hon 2 k cesar Le Select Font Paragraph i Drawing Editing Signs of Moral Decay Inappropriate rebuckling of knickerbockers below the knee e Shameful reading materials such as dime novels hidden in secret locations such as corn cribs e Disgraceful memorization of jokes from Captain Billy s Whiz Bang ees Figure 1 5 Atypical
7. life If you use PowerPoint frequently it might appear in the Frequently Used Programs List directly on the Start menu so you don t have to choose All Programs Microsoft Office to get to it If you want Power Point to always appear at the top of the Start menu choose Start All Programs Microsoft Office Then right click Microsoft Office Power Point 2007 and choose the Pin to Start Menu command Navigating the PowerPoint Interface When you start PowerPoint it greets you with a screen that s so cluttered with stuff that you re soon ready to consider newsprint and markers as a viable alternative for your presentations The center of the screen is mercifully Chapter 1 Welcome to PowerPoint 2007 15 blank but the top part of the screen is chock full of little icons and buttons and doohickies What is all that stuff Figure 1 1 shows the basic PowerPoint screen in all its cluttered glory The following list points out the more important parts of the PowerPoint screen Office button a k a the File menu Quick Access toolbar Slides and Outline tabs The Ribbon Woo g Presentation Microsoft PowerPoint Home Inset Design Animations SideShow Review View Inne eE SE P O dA Find g Sle Replace m Ii f Quick i a Spay ats ever Drawing z Editing a Figure 1 1 PowerPoint s cluttered screen PC Click to add notes Slidet oft Blank s
8. text slide ps e Ben g Click to add notes jeez Y Use the scroll bar When you drag the box in the scroll bar a ToolTip appears to display the number and title of the current slide Dragging the scroll bar is the quickest way to move directly to any slide in your presentation In the list of slides on the left side of the window click the thumbnail for the slide that you want to display If the thumbnails are not visible click the Slides tab above the outline Choosing a design In Parts II and Ill of this book you ll learn many different ways to create great looking slides However you don t have to wait until then to apply some basic style to your presentation I ve already mentioned that Office 2007 comes pre loaded with a handful of professionally designed themes that are designed to create polished presentations with just the click of a mouse To apply one of these themes just select the Design ribbon tab then click the theme you want to apply in the Themes group Figure 1 6 shows a presenta tion after a theme has been applied 24 Part I Basic PowerPoint 2007 Stuff Ca a vU s a 3 Home Inset Design Animations Slide Show B E coors Qi Background Styles A Fonts O Effects Page Slide Hide Background Graphics Setup Orientation Page Setup Background Signs of Moral Decay e Inappropriate rebuckling of knickerbockers below t
9. 4 Part I Basic PowerPoint 2007 Stuff Starting PowerPoint e ar Here s the procedure for starting PowerPoint 1 Get ready Light some votive candles Take two Tylenol Put on a pot of coffee If you re allergic to banana slugs take an allergy pill Sit in the lotus position facing Redmond Washington and recite the Windows creed three times Bill Gates is my friend Resistance is futile No beer and no TV make Homer something something Click the Start button The Start button is ordinarily found in the lower left corner of the Windows display When you click it the famous Start menu appears The Start menu works pretty much the same no matter which version of Windows you re using If you can t find the Start button try moving the cursor all the way to the bottom edge of the screen and holding it there a moment With luck on your side you see the Start button appear If not try moving the cursor to the other three edges of the screen top left and right Sometimes the Start button hides behind these edges Point to All Programs on the Start menu After you click the Start button to reveal the Start menu move the cursor up to the word All Programs and hold it there a moment Yet another menu appears revealing a bevy of commands Choose Microsoft Office Microsoft Office PowerPoint 2007 Your computer whirs and clicks and possibly makes other unmention able noises while PowerPoint comes to
10. Chapter 1 Welcome to PowerPoint 2007 In This Chapter Introducing PowerPoint Firing up PowerPoint Making sense of the PowerPoint screen and the Ribbon Creating a presentation Viewing presentation outlines Saving and closing your work Retrieving a presentation from the hard drive Getting out of PowerPoint his chapter is a grand and gala welcoming ceremony for PowerPoint 2007 the all new and thoroughly revamped version of Microsoft s popular slide presentation program This chapter is sort of like the opening ceremonies of the Olympics in which all the athletes parade around the stadium and people make speeches in French In much the same way this chapter marches PowerPoint 2007 around the sta dium so you can get a bird s eye view of what the program is and what you can do with it I might make a few speeches but not in French unless of course youre reading the French edition of this book What in Sam Hill Is PowerPoint PowerPoint is a program that comes with Microsoft Office although you can buy it separately as well Most people buy Microsoft Office because it s a great bargain You get Word Excel and Outlook all together in one inexpen sive package And PowerPoint is thrown in for good measure Of course depending on which edition of Office you buy you might get other goodies as 10 Part I Basic PowerPoint 2007 Stuff well such as Access Publisher a complete set of Ginsu knives and a Binford VegaPne
11. New From Existing Double click New From Existing to create a new pre sentation based on an existing one Use this option if you want to create a presentation that is similar to one that you created previously Y Microsoft Office Online Use this section of the dialog box to select a template from Microsoft s online Web site Note that the templates are arranged into categories such as Agendas Plans and Presentations Zooming in PowerPoint automatically adjusts its zoom factor so that Slide View displays each slide in its entirety You can change the size of your slide by using the zoom control slider that appears at the bottom right of the window Editing text In PowerPoint slides are blank areas that you can adorn with various objects The most common type of object is a fext object a rectangular area that is specially designated for holding text Other types of objects include shapes such as circles or triangles pictures imported from clip art files and graphs Most slides contain two text objects one for the slide s title and the other for its body text However you can add more text objects if you want and you can remove the body text or title text object You can even remove both to create a slide that contains no text Whenever you move the cursor over a text object the cursor changes from an arrow to the beam which you can use to support bridges or build air craft carriers Seriously when the cursor changes t
12. body text Most slide layouts include placeholders for title and body text You can type any text that you want into these placeholders By default PowerPoint formats the text according to the Slide Master but you can easily override this formatting to use any font size style or text color that you want 1 Text boxes You can add text anywhere on a slide by drawing a text box and then typing text Text boxes allow you to add text that doesn t fit conveniently in the title or body text placeholders 1 Shapes You can use PowerPoint s drawing tools to add a variety of shapes on your slides You can use predefined AutoShapes such as rectangles cir cles stars arrows and flowchart symbols Alternatively you can create your own shapes by using basic line polygon and freehand drawing tools 1 Illustrations You can illustrate your slides by inserting clip art pho tographs and other graphic elements PowerPoint also comes with a large collection of clip art pictures you can use and Microsoft provides an even larger collection of clip art images online Y Charts and diagrams PowerPoint includes a new diagramming feature called SmartArt that enables you to create several common types of dia grams including organization charts cycle diagrams and others In addition you can insert pie charts line or bar charts and many other chart types 1 Media clips You can add sound clips or video files to your slides 13
13. ch slide can have a different background but you usually want to use the same back ground for every slide in your presentation to provide a consistent look Chapter 1 Welcome to PowerPoint 2007 1 Themes Themes are combinations of design elements such as color schemes and fonts that make it easy to create attractive slides that don t look ridiculous You can stray from the themes if you want but you should do so only if you have a better eye than the design gurus that work for Microsoft 1 Slide Master The Slide Master is a special type of slide that controls the basic design and formatting options for slides in your presentation The Slide Master includes the position and size of basic title and text place holders the background and color scheme used for the presentation and font settings such as typefaces colors and sizes In addition the Slide Master can contain graphic and text objects that you want to appear on every slide You can edit the Slide Master to change the appearance of all the slides in your presentation at once This helps to ensure that the slides in your presentation have a consistent appearance All the features described in the previous list work together to control the appearance of your slides in much the same way that style sheets and tem plates control the appearance of Word documents You can customize the appearance of individual slides by adding any of the following elements YY Title and
14. don t understand just concentrate on what you need to know to get the job done and worry about the bells and whistles later Unraveling the Ribbon PC Figure 1 2 The Ribbon with the Insert tab selected PCS The Ribbon is Microsoft s new user interface gadget for not just PowerPoint 2007 but also Word 2007 Excel 2007 and Access 2007 The Ribbon replaces the menus and toolbars found in earlier versions of these programs Across the top of the Ribbon is a series of tabs You can click one of these tabs to reveal a set of controls specific to that tab For example the Ribbon in Figure 1 1 earlier in the chapter shows the Home tab Figure 1 2 shows the Ribbon with the Insert tab selected 8 Part l Basic PowerPoint 2007 Stuff Initially the Ribbon displays the following seven tabs 1 Home Basic commands for creating and formatting slides 1 Insert Commands for inserting various types of objects on slides YY Design Commands that let you tweak the layout of a slide 1 Animations Commands that let you add animation effects 1 Slide Show Commands for presenting your slide show 1 Review Commands for proofing and adding comments to your presentations 1 View Commands that let you change the view Besides these basic tabs additional tabs appear from time to time For exam ple if you select a picture a Picture Tools tab appears with commands that let you manipulate the picture The command
15. he knee Shameful reading materials such as dime novels hidden in secret locations such as corn cribs e Disgraceful memorization of jokes from Captain Billy s Whiz Bang Figure 1 6 Aslide after a design has been applied a Click to add notes Slide2 of 2 Cvi jess ooo Due to space constraints PowerPoint doesn t display all of the available themes in the Ribbon at the same time But just to the right of the themes is a scroll bar you can use to scroll through the themes And the button at the bottom of the scroll bar brings up a gallery that displays all of the themes that come with Office 2007 Displaying Vour Presentation When your masterpiece is ready you can show it on the screen Just follow these steps D 1 Choose the Slide Show tab on the Ribbon and then click the From P Beginning button in the Start Slide Show group shown in the margin Beginning There are several shortcuts to this command You can also start the show by pressing F5 or by clicking the Slide Show button located with the other view buttons in the lower right corner of the screen Chapter 1 Welcome to PowerPoint 2007 25 2 Behold the first slide The slide fills the screen Isn t it pretty 3 Press Enter to advance to the next slide You can keep pressing Enter to call up each slide in the presentation If you don t like the Enter key you can use the spacebar instead If you want to go back a slide
16. itement for one day Use any of these techniques to shut PowerPoint down Click the Office button and then click the Exit PowerPoint button Click the X box at the top right corner of the PowerPoint window Press Alt F4 Bam PowerPoint is history You should know a couple things about exiting PowerPoint or any application 1 PowerPoint doesn t let you abandon ship without first considering whether you want to save your work If you ve made changes to any presentation files and haven t saved them PowerPoint offers to save the files for you Lean over and plant a fat kiss right in the middle of your monitor PowerPoint just saved you your job ING 1 Never never never ever never turn off your computer while PowerPoint or any other program is running Bad Always exit PowerPoint and all other programs that are running before you turn off your computer
17. me to close it Closing a presentation is kind of like gathering your papers putting them neatly in a file folder and returning the folder to its proper file drawer The presentation disappears from your computer screen Don t worry It s tucked safely away on your hard drive where you can get to it later if you need to To close a file click the Close button that appears at the top right of the PowerPoint window Alternatively you can click the Office button and then choose Close or use the keyboard shortcut Ctrl W But clicking the Close button is the easiest way to close a file You don t have to close a file before exiting PowerPoint If you exit Power Point without closing a file PowerPoint graciously closes the file for you The only reason that you might want to close a file is that you want to work ona different file and you don t want to keep both files open at the same time If you ve made changes since the last time you saved the file PowerPoint offers to save the changes for you Click Yes to save the file before closing or click No to abandon any changes that you ve made to the file If you close all the open PowerPoint presentations you might discover that most of the PowerPoint commands have been rendered useless they are grayed on the menu Fear not If you open a presentation or create a new one the commands return to life 2 8 Part I Basic PowerPoint 2007 Stuff Exiting PowerPoint Had enough exc
18. ng Alt and the accelerator key at the same time you press them sepa rately For example to call up the Open dialog box press Alt F and O for the old File Open command And to insert clip art press Alt I P and C for the old Insert Picture Clip Art command The Office button also known as the File menu The big colorful logo in the top left corner of the PowerPoint window is called the Office button You can click it to reveal the program s one and only traditional menu This is the place to come when you need to open or save files create new presentations print a document and do other file related chores 1 Quick Access toolbar Just to the right of the Office button is the Quick Access toolbar also called the QAT for short Its sole purpose in life is to provide a convenient resting place for the PowerPoint commands you use the most often Initially this toolbar contains just four buttons Save Undo Redo and Print However you can add additional buttons if you want To add any button to the QAT right click the button and choose Add to Quick Access Toolbar You ll also find a pull down menu at the end of the QAT that lists several frequently used commands You can use this menu to add these common commands to the QAT Y Current slide Right smack in the middle of the screen is where your current slide appears 1 Slides tab and Outline tab To the left of the slide is an area that has two tabs labeled
19. o an beam you can click the mouse button and start typing text Chapter 1 Welcome to PowerPoint 2007 2 air When you click a text object a box appears around the text and an insertion pointer appears at the spot where you clicked PowerPoint then becomes like a word processor Any characters that you type are inserted into the text at the insertion pointer location You can press Delete or Backspace to demol ish text and you can use the arrow keys to move the insertion pointer around in the text object If you press Enter a new line of text begins within the text object When a text object contains no text a placeholder message appears in the object For example a title text object displays the message Click to add title Other placeholders display similar messages The placeholder mes sage magically vanishes when you click the object and begin typing text If you start typing without clicking anywhere the text that you type is entered into the title text object assuming that the title text object doesn t already have text of its own If the title object is not empty any text that you type with no text object selected is simply ignored After you finish typing text press Esc or click anywhere outside the text object In Chapter 2 you find many details about playing with text objects but hold your horses You have more important things to attend to first Adding a new slide When you first create a presentati
20. on it has just one slide which is useful only for the shortest presentations Fortunately PowerPoint gives you about 50 ways to add new slides to your presentation You see only three of them here v On the Home tab click the New Slide button in the Slides group 1 Press Ctrl M 1 Right click in the Slides or Outline tab on the left and then choose New Slide In all three cases PowerPoint adds a blank slide with a standard layout that includes a title and content area as shown in Figure 1 4 If you want to choose a different layout click the Layout button in the Home tab to display the gallery of slide layouts This pane enables you to pick from several different types of slide layouts Just click the one that you want to use and PowerPoint sets the new slide to the layout of your choosing 2 2 Part I Basic PowerPoint 2007 Stuff 3 id 9 5 Presentation1 Microsoft PowerPoint cay gt Home Inset Design Animations SideShow Review View G A k BS yout Se eS ETS Pa m bet Se OA Find E j amp 3 2 2 ee OP Fly 4 Dy Reset id EZ Be Replace Paste F New Boo etA aa P Shapes Arange qik J fk Selat ar A Tite and Content Section Header Title Only Blank Content with Caption Picture with Caption Duplicate Selected Slides Slides from Outline ey Figure 1 4 Choosing a if slide layout Click to add notes ms S e
21. r ence is that you don t have to worry about dumping all the slides in your PowerPoint presentation out of the tray and onto the floor Word documents consist of one or more pages and PowerPoint presenta tions consist of one or more slides Each slide can contain text graphics and other information You can easily rearrange the slides in a presentation delete slides that you don t need add new slides or modify the contents of existing slides You can use PowerPoint both to create your presentations and to actually present them You can use several different types of media to actually show your presentations Computer monitor Your computer monitor either a CRT monitor or an LCD is a suitable way to display your presentation when you re showing it to just one or two other people vy Computer projector A computer projector projects an image of your computer monitor onto a screen so large audiences can view it Overhead transparencies Overhead transparencies can be used to show your presentation using an overhead projector 1 Printed pages Printed pages allow you to distribute a printed copy of your entire presentation to each member of your audience When you print your presentation you can print one slide per page or you can print several slides on each page to save paper vy 35 mm slides For a fee you can have your presentation printed onto 35 mm slides either by a local company or over the Internet Then you
22. r presentation really is like a Kodak Carousel slide tray Presentation files A presentation is to PowerPoint what a document is to Word or a worksheet is to Excel In other words a presentation is a file that you create with Power Point Each presentation that you create is saved on the hard drive as a sepa rate file 12 TECH Part l Basic PowerPoint 2007 Stuff PowerPoint 2007 presentations have the special extension pptx added to the end of their filenames For example Sales Conference pptx and History Day pptx are both valid PowerPoint filenames When you type the filename for a new PowerPoint file you don t have to type the pptx extension because PowerPoint automatically adds the extension for you Windows may hide the pptx extension in which case a presentation file named Conference pptx often appears as just Conference Previous versions of PowerPoint saved presentations with the extension ppt instead of pptx The x at the end of the new file extension denotes that the new file format is based on XML a popular data format that makes it easier to exchange files among different programs PowerPoint 2007 can save files in the old ppt format but I recommend you do so only if you need to share presentations with people who haven t yet upgraded to PowerPoint 2007 You can download a program called the Microsoft Office Compatibility Pack from www microsoft com that enables PowerPoint 2002 or 2003 to
23. read and write files in pptx format This program enables you to share your pptx files with people who haven t yet upgraded PowerPoint is set up initially to save your presentation files in the My Documents folder but you can store PowerPoint files in any folder of your choice on your hard drive or on any other drive You can write a presentation to a CD RW drive or to a removable USB flash drive if you want to take it home with you to work on or if you need to give it to other people so they can use it on their computers What s in a slide PowerPoint presentations comprise one or more slides Each slide can con tain text graphics and other elements A number of PowerPoint features work together to help you easily format attractive slides 1 Slide layouts Every slide has a slide layout that controls how informa tion is arranged on the slide A slide layout is simply a collection of one or more placeholders which set aside an area of the slide to hold infor mation Depending on the layout that you choose for a slide the place holders can hold text graphics clip art sound or video files tables charts graphs diagrams or other types of content Y Background Every slide has a background which provides a backdrop for the slide s content The background can be a solid color a blend of two colors a subtle texture such as marble or parchment a pattern such as diagonal lines bricks or tiles or an image file Ea
24. s on a Ribbon tab are organized into groups Within each group most of the commands are simple buttons that are similar to toolbar buttons in previous versions of PowerPoint The View from Here Is Great Near the right edge of the status bar is a series of three View buttons These buttons enable you to switch among the various views or ways of looking at your presentation Table 1 1 summarizes what each View button does Table 1 1 View Buttons Button What It Does Switches to Normal View which shows your slide outline E and notes all at once This is the default view for PowerPoint so Switches to Slide Sorter View which enables you to easily rearrange slides and add slide transitions and other special effects Switches to Slide Show View which displays your slides in an on screen presentation Chapter 1 Welcome to PowerPoint 2007 9 Creating a New Presentation When you first start PowerPoint a new blank presentation is created The simplest way to create a new presentation is to start PowerPoint and then edit the blank presentation to your liking An alternative is to use the Office gt New command which brings up the big dialog box shown in Figure 1 3 This dialog box presents several ways to create a new presentation New Presentation weg Templates gt Blank Presentation Blank and recent dilidan Blank and recent Installed Themes My templates al fr xisting Blank Presentation Micro
25. soft Office Online Featured Recently Used Templates Agendas Award certificates Calendars Content slides Design slides Diagrams Brainstorming Session More categories Plans Presentations Resumes a Schedules Figure 1 3 x 2 The New Euro thmn Modern thrra Presen tation g dialog box 1 F PCS create conce Y Blank Presentation Double click Blank Presentation to start a new pre sentation from scratch 1 Recently Used Templates This section of the New Presentation dialog box lists templates you ve recently used to create presentations You can double click any of these templates to create another presentation based on the template 20 Part I Basic PowerPoint 2007 Stuff D 1 Installed Templates Click this item to display a list of all the templates installed on your computer When you create a presentation from a tem plate the presentation inherits various design elements collectively called the theme as well as pre written content that s stored in the template Y Installed Themes Click this item to display a list of all the themes installed on your computer Creating a presentation from a theme is similar to creating a presentation from a template except that the new presentation doesn t contain any pre written content 1 My Templates Double click My Templates to bring up a separate dialog box that lets you locate templates to create your presentation from 1
26. umatic Power Slicer and Dicer always wear eye protection You know what Word is it s the world s most loved and most hated word processor and it s perfect for concocting letters term papers and great American novels Excel is a spreadsheet program used by bean counters the world over Outlook is that program you use to read your e mail But what the heck is PowerPoint Does anybody know or care And as long as I m asking questions who in Sam Hill was Sam Hill PowerPoint is a presentation program and it s one of the coolest programs I know It s designed to work with a projector to display presentations that will bedazzle your audience and instantly sway them to your point of view even if you re selling real estate on Mars season tickets for the Mets or a new Medi care plan to Congress If you ve ever flipped a flip chart you re going to love PowerPoint Here are some of the many uses of PowerPoint 1 Business presentations PowerPoint is a great timesaver for anyone who makes business presentations whether you ve been asked to speak in front of hundreds of people at a shareholders convention a group of sales reps at a sales conference or your own staff or co workers at a business meeting 1 Sales presentations If you re an insurance salesperson you can use PowerPoint to create a presentation about the perils of not owning life insurance and then use your laptop to show it to hapless clients
27. werPoint 2007 Stuff ar Keep the following tips in mind when saving files 1 Put on your Thinking Cap when assigning a name to a new file The file name is how you can recognize the file later on so pick a meaningful name that suggests the file s contents 1 Don t work on your file for hours at a time without saving it I ve learned the hard way to save my work every few minutes After all I live in Cali fornia so I never know when a rolling blackout will hit my neighborhood Get into the habit of saving every few minutes especially after making a significant change to a presentation such as adding a covey of new slides or making a gaggle of complicated formatting changes Opening a Presentation After you save your presentation to your hard drive you can retrieve it later when you want to make additional changes or to print it As you might guess PowerPoint gives you about 2 037 ways to accomplish the retrieval Here are the three most common Click the Office button and then choose the Open command 1 Press Ctrl O 1 Press Ctrl F12 All three retrieval methods pop up in the Open dialog box which gives you a list of files to choose from Click the file that you want and then click OK or press Enter The Open dialog box has controls that enable you to rummage through the vari ous folders on your hard drive in search of your files If you know how to opena file in any Windows application you know how to do it in
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