office training courseware - astro computer training mod 6 manual.pdf · 2012-09-11 · office...

Designed by Michael Kearney Astro Computer Training, Phone 045-434711, Mobile 0851650106

Office Training Courseware

Microsoft PowerPoint 2007

Astro Computer Training

Introduction

PowerPoint is part of the Microsoft Office 2007 suite of software; it is a presentation

graphics program used by travelling sales reps, teachers, presenters and many others to

present a topic to a listening audience. It can be used to prepare many types of

presentation materials including on-screen presentations, overheads, paper-based

handouts and 35mm slides. Backgrounds, pictures and text are easily mixed to produce

professional-looking results.

There are four parts to a presentation:

• Slides - the foundation of your presentation that can contain text, pictures and

charts

• Notes Pages - used to create speaker’s notes which are used by the presenter for

reference during a presentation

• Handouts – are smaller printed versions of the slides which are distributed to the

audience

• Outlines - are text only content of slides printed as handouts for the presentation

audience

PowerPoint Tips

• Avoid clutter and use pictures which are relevant.

• Use bulleted or number lists to organise points

• Place a title and number on each slide

• Use short phrases/keywords and a single concept per slide.

• Line length six or seven words and six lines per page.

• Fewer than 75% of the slide should have text.

• Use left justification and bullets and a relevant font size

• Avoid scripted fonts, Uppercase and too many typefaces.

• Use Italics or colours to emphasise words.

• Consider Contrast/Brightness and Colours

• Preview colours used.

• Avoid Background distractions.

• Test your presentation.


• Starting PowerPoint

• Choose Start

• Programs/Microsoft Office

• Microsoft Office PowerPoint 2007

Alternatively you can place a

shortcut to PowerPoint on the

desktop. This is done by right

clicking on the PowerPoint 2007

option in the program list and

selecting Send To Desktop

(create shortcut)

When PowerPoint Starts you are presented a New Blank Title slide across the top of the

screen runs a ribbon. You can minimise the ribbon or leave as a full ribbon

• Click Customize Quick Access Toolbar .

• In the list, click Minimize the Ribbon.

• To use the Office Fluent Ribbon while it is minimized, click the tab you want to

use, and then click the option or command you want to use.

For example, with the Ribbon minimized, you can select text in your PowerPoint

presentation, click the Home tab, and then in the Font group, click the size of the

text you want. After you click the text size you want, the Ribbon goes back to

being minimized.


What’s where in PowerPoint?

Working Area

Ribbon

Slide

Preview

Notes Area Slide View

The Quick Access Toolbar

The Quick Access toolbar provides quick access to tools that you

use often.

It is beside the Office Button, but can also be moved down below

the Ribbon or customised to suit ones needs this is done by clicking

on the drop down arrow on the right of the customised toolbar.


Creating a Presentation

All slides consist of place holders, this is the Tile

Slide consisting of two placeholders one for the tile

and the second for a subtitle.

To enter text simply click into the placeholder and

type the required text

Type Astro Computer Training as the Title

Type Astral House Eyre St Newbridge as the Subtitle

Press the enter key after Astral House to insert a new

line

Applying a Design Template or Theme

Templates or themes are built in designs for your presentation;

templates can be assigned to a presentation after creating the first

slide or selected for a new presentation using the office button and

selecting new

Using the Design Option

On the Ribbon Select Design

Use the Navigation arrow to open further

options

The image to the right shows the further

options dialog box use the browse for themes to

navigate to other themes

Options available are

More Themes on Microsoft Office Online,

here you can use online themes

Browse for Themes here you can browse for

built in themes or previous office themes

Save Current Themes here you can create and

save your own theme; We will use the Second

built in theme


This is how the presentation now looks

Using the Header and Footer

Options available are:

Date and Time used to insert the date and

time you can select Update automatically or

fixed date and time here we will select Update

automatically

Slide number inserts the slide number

Footer used to insert required text here we will

type in Joe Bloggs ACT (Astro Computer

Training)

If the header and footer are not required on the

first page select Don’t show on title slide

Clicks apply for this slide only or Apply to all

for all slides

This is how the slide now looks


Saving the Presentation

It is of the utmost importance that you save the presentation immediately

after start and then continue to save at regular intervals. There are

numerous options for saving we will use the options available from the

office button

Click on the Office Button and

select Save As

Browse to the required folder enter

the file name and click Save

For this presentation we save to the

desktop using the filename Pres1

Further file types are selected using

the drop down arrow in the Save as

type filed

Inserting a New Slide

Using the Home Option in the Ribbon click on the New Slide

Icon a new slide is inserted in the presentation

The new slide is a Title and Content layout

again there is two placeholders Title and Text.

To enter text click and type in the place holder

Type the text shown on the slide opposite


There are further options for content in this slide

you can select from Table, Chart, Smart Art

Graphic, and Picture from File, Clipart or Media

Clip

For each of the following tasks insert a new slide layout of text and content

Inserting a Table

Click on the Insert Table

Icon In the Insert Table

Dialog Box select 4 columns

and 4 rows

To complete the table type the text shown in the

slide opposite

Tables can be repositioned by click and drag

More Table options are available by right clicking on the table to view available options

Further options are available in the Bullets, Numbering, and

Synonyms and Insert Options

More on tables later


Inserting a Chart

Click on the Insert Chart Icon

There are various chart types available for the

purpose of this exercise we will select a Clustered

Column chart and them click OK

Enter the following data

Once Data is entered click on the close control button

This is the completed chart

More on charts later


Inserting Organisation Charts

Click on the Insert Smart Art Graphic

Click Hierarchy in the panel on the left-hand side of the dialogue

box and choose the Organisation Chart option in the middle pane.

To place the chart in the slide double-click or click Ok

PowerPoint creates an Organisation Chart for you

To enter text in a place holder simply click and type

required text

To complete the organisation chart enter the following Data

More on Organisation Charts Later


Inserting Smart Art Graphics

Click on the Insert Smart Art Graphic

For this exercise we will select

Trapezoid List and Click OK

Enter the text shown in the slide opposite

The slide shows the completed text


Inserting Pictures from File

Most users will have a folder full of their own pictures for this exercise we will use the

My Documents Folder containing a picture file called Trainer.

Click on the Insert Picture from File icon

Browse to the My Documents Folder and select

the picture file Trainer.jpg

Once the picture is selected click Insert

Enter the information shown in the slide

opposite


Using Clipart

Click on the Insert Clipart Icon

When the Clip Art Box appears enter the category or type of picture

you are looking for and click Go. We will use the picture of the lady

using the computer. Double click on the picture to insert on the slide

Enter the information in the slide opposite

Inserting a Blank Slide

On the Menu Bar click Home

On the New Slide Icon click on the Drop down

arrow

and scroll to blank slide

Inserting Word Art On the menu Bar Click Insert and select Word Art

The Word Art Library

appears Click on the

WordArt you wish to use

You are now asked to enter your text here, Enter the text Questions this is how the slide

looks


Printing

To open the Print Options click the Office

Button and select the Print Option

Printing Options include

Printing as Handouts, Slides, Handouts,

Notes page or Outline view

You can also print in colour or Black and

white

Other options Number of copies and Print

range

The picture opposite shows the Print what options


Working with Objects

There are many objects used in presentations for example tables, charts, smart-art

graphics, clipart, pictures, word-art and symbols are all examples.

Working with Tables

Create a new slide with Title Only Layout

Add My Timetable as the title for this slide

From the Insert Tab select Table and then Insert Table in

the Insert Table Dialog box choose 5 columns and 2 rows

The table is created

To activate the Table tools you first select the table, there are

two options Design and Layout available

Using the Design Option

The Table Styles group is used to

apply styles, shadings and borders

The Draw Borders group is used to select border options

of line style, line weight and border colour the border

option in the Table styles group is used to apply the

borders.

Using the Layout Option

The Rows and Columns group is used to insert and/or delete

rows columns and tables this can also be achieved by using

the right-click on the mouse

The Merge group is used to merge cells the cells to be merged must fi

Be selected by right-clicking and dragging over


The Cell Size group is used to adjust the width/height of rows and

columns the rows and columns must first be selected to apply settings

The Alignment group is used to align contents in cells

Working with Charts


Add My Chart as the title for this slide

From the Insert Tab select Chart and select the

first chart which is the default Column Chart

The Datasheet appears modify the data as

follows and then close the datasheet

The chart is created

To activate the Chart tools you first select the Chart, there

are three options Design, Layout and Format available

Using the Design Options

The Type group is used to change the art type

The Data group is used to edit the data in the chart

clicking on the Edit Data Icon opens the original data

sheet where changes are then made


Using the Layout Options

The Labels group is used to add/modify Chart Title,

Legend and Data labels

Using the Format Options

The Shape Styles group is used change the

fill, outline and shape Effects of different

parts of the chart, you must first select the

part to change before selecting the effect

Working with Smart-art Graphics


Add My Hobbies as the title for this slide

From the Insert Tab select Smart-art then

Hierarchy and select the first organisation

chart

Click OK

The Chart is created

To activate the Chart tools you first select the Chart, there are two

options Design and Format available