PowerPoint Format Essentials

1. PowerPointFormat Essentials A Help-Yourself-Exercise by Kelvin St. John 8/20/2014

2. Instructions Follow the instructions in blue to complete each exercise. Moving graphics: While you can alwaysclick and drag a graphicwith your mouse, you canalso use the arrow keys toposition a graphic. Click the graphic and tapthe arrow keys to move thegraphic into the box. Tip: To move in smaller steps Press & hold the Ctrl key.

3. Beginning Principles • To select text or a graphic, “touch” the object with the cursor and click. • When you touch text, the cursor changes from an arrow to an “I” beam. • Try it out, “touch” the title of this slide. • When you touch a graphic, the cursor changes from an arrow to a 4-headed arrow. • Try it out, “touch” the graphic on this slide. • Tip: “Touching” an object with the mouse is usually referred to as “hovering”.

4. Beginning Principles • PressCtrl-A to select All. • When no object is selected on a slide, Ctrl-Awill select all objects, text and graphics. • Try it out, click outside the slide’s borders to ensure that no object is selected. PressCtrl-A & 2 text boxes and 1 graphic will be selected. • When you are editing text, Ctrl-A will select all the text in that box. • Try it out, click this text, then pressCtrl-A and all the text will be highlighted.

5. Beginning Principles Clickhere • When drawing an object or selecting multiple objects, visualize the four corners of a rectangle and then click one corner and drag the mouse in a “kitty corner” direction. • Follow the top example to select numbers 4, 5 and 6 on the bottom right. • Click on an imaginary top left corner and then drag to an imaginary bottom right corner. Drag to here

6. Numbering & Bullets • Highlight the bulleted text in the right column (omit the title). • Click the Bullet icon to turn onthe bullets. • Click the Bullet icon again to turn them off. • Click the Numbering icon to turn on the numbers. • Click the Numbering icon again to turn them off. Controlled moves: Ctrl+arrows — Jump by word or paragraph Ctrl PgUp/PgDn — Jump to next page Ctrl+Home/End — Jump to top/end of file

7. Promote / Demote Bullets • Highlight the bulleted text in the right column (omit the title). • Click the Demote icon until it “grays out”. • Notice how the bullets change for each level. • Click the Promote icon to return the text to the left margin of the column. Ctrl-P = Print menu • Print Selected Pages or Selected Text • Choose a different printer • PowerPoint—print slide handouts, notes or outlines Note: for PowerPoint XP, use the Increase Indent and Decrease Indent icons.

8. Text Indents • Note: The text used is the same as the previous slide. • Highlight the text in the right column (omit the title). • Click the Increase Indent icon and Decrease Indent icon to manipulate the text. • The Promote/Demote icons will also move the text Ctrl-P = Print menu Print Selected Pages or Selected Text Choose a different printer PowerPoint—print slide handouts, notes or outlines

9. Paragraph Spacing • Click once anywhere in the text on the right. • PressCtrl-A to select All the text (A=All). • Now click the Increase Paragraph Spacingicon to make the text fill the text box. • Click outside the text box to see the results. Preach the Gospel at all times and when necessary use words. —St. Francis of Assisi

10. Move a Text Box • Click once on the text (click the word “marquee”). • Hover on the border until the 4-headed arrow appears . Click once on the marquee (border). • Use the arrow keys to move the text onto the line.Tip:Press& hold the Ctrl key to move the text in smaller steps. The marquee = the border.

11. Delete a Text Box • Click once on the text on the right. • Click once on the marquee (border). • Press the Delete key. Knowledge comes, but wisdom lingers. Alfred Lord Tennyson (1809 - 1892)

12. Resize a Text Box What we become depends on what we read after all of the professors have finished with us. The greatest university of all is a collection of books. —Thomas Carlyle (1795 - 1881) • Click once on the above text. • Click once on the marquee (border). • Touch the Left Side Handle until a double headed arrow appears. • Click & drag the handle to the right matching the length of the arrow. Then release the mouse button.

13. green handle Free Rotate Text • To align the text to each side of the diamond, click a text box, then click & drag the Free Rotate to rotate each text box by 45°. • Use the arrow keys to move the text box. • XP: The is part of the text box. • 97: The icon appears next to AutoShapes on the Draw Toolbar. Top left Top right Bottom left Bottom right green handle Here’s how it should look:

14. blue yellow Color a Text Box • Click the text box. • Now click the marquee. • Click the down arrowto the right of the Fill Color icon below, and choose . • Click the Font Color icon and choose . UniversityofMichigan

15. Right Align Text Boxes • Click the top text box. • Now press the Shift key and click the other text boxes. • ClickDraw on the Drawing Toolbar. • ChooseAlign or Distribute andthen clickAlign Right. • Now try to left and center align them MidAmerica Masters of Education

16. Vertically Space Text Boxes • Click and drag a box around all text boxes. • ClickDraw on the Drawing Toolbar. • ChooseAlign or Distribute andthen clickDistribute Vertically. MidAmerica Masters of Education

17. Horizontally Space Graphics • Click and drag a box around all the graphics. • ClickDraw on the Drawing Toolbar. • ChooseAlign or Distribute andthen clickDistribute Horizontally.

18. Transparency for Graphics • Click the penny then click the Set Transparent Color icon on the Picture Toolbar . • Now click on the penny’s dark background to make it transparent. Tip: Point with the lower left end of the cursor • PressCtrl-Z to UnDo the transparency • PressCtrl-Y to ReDo it. • Now click the Reset Picture icon and note the result. • This will help you know when to Undo and when to Reset Tip: If you don’t see the Picture Toolbar, right click the graphic and choose Show Picture Toolbar.

19. Transparency for Graphics • Click the above graphic and make the white transparent. Now make the green transparent (white will reappear). • Note: You can only make one color transparent at a time. • Click the above DaVinci graphic and make the background transparent. Try clicking on different shades of the background. • Note: The transparency function does not work well with color blends.

20. Background from a Graphic • Tip: You may need to Press Ctrl-Z to back up and read these instructions. • Right click the graphic and Order it to Send to Back. • Shift click both text windows and change the font to black. • Select the graphic & click the More Brightness icon about 10 times. • Then click Less Contrast about 8 times. • Click and drag the corners of the graphic to the corners of the slide.

21. white yellow Drop Shadows on Text • Click the text box and then click the marquee. • Use the Font color icon to change the text to . Change this text so that it’s legible. Click the Shadow Style icon on the Drawing Toolbar (second from right). ChooseShadow Style 14. Click the Shadow Style icon again and chooseShadow Settings. On the floating toolbar, use the Shadow Color drop-down icon to select a drop shadow. Click the 4 middle icons to nudge the shadow.

22. Move a Graphic • Click the graphic and tap the arrow keys to frame the graphic inside the white box. • Hold downCtrl while you tap to move in smaller steps.

23. Group Objects • Click each object and tap the right & left arrow keys to line up the snowman. • Order some objects backward or forward • Draw a box around the final object. • Hover over any of the selected objects and right click. • SelectGrouping, Group from the popup menu.

24. Resize a Graphic • Click the graphic for the size handles to appear. • Click & drag the top left handle UP until the bodybuilder fills the box • Hold downAlt while you drag to size the graphics in smaller increments.

25. Color Graphics • Click the graphic “plus”. • Click the Fill Color icon’s drop down and choosered. • Click the Line Style icon and select a 6 pt. line. • Click the Line Color icon’s drop down and choose black.

26. Uncolor Graphics • Click the graphic “plus”. • Click the Line Color icon’s drop down and chooseNo Line at the top of the menu. • Now click the Fill Color icon’s drop down and selectNo Fill. • The graphic is invisible. Click & drag a square around where the graphic used to be. The handles should reappear and you can recolor the graphic.

27. Select Graphics • Typically when you need to work with a graphic, you click the graphic first. • Click the top graphic and the handles should appear. • Now click the bottom graphic. Notice that you can only select it when you touch the border since the inside is invisible.

28. handles handles yellow yellow Graphic Handles • Many of the AutoShapes graphics have to help you resize certain elements of the graphic. • Click the top graphic. Click & drag the back and forth to see how the graphic changes. • Click the bottom graphic and try out its handles.

29. Text in Graphics • Select the top graphic and type your name. You can size and color the text as you would any text. • Now label the other graphics with the name of the shape.

30. Color Text • These graphics contain text that is colored like the background. Change the text to a legible color. • Click once in the middle of each graphic, then pressCtrl-A to select All the text. Note: When the text in the circle is selected, it looks as if it isn’t! • Use the Font Color icon to change the text color. Banner Circle Heart Triangle

31. Create Arrows Circle • Use arrows to show correct answers. Match the items on the right with right pointing arrows. • Click the Arrow icon on the Drawing Toolbar below, then click where you want the arrow to begin and drag to where you want the arrow to end. • Use the Line Colors , Line Styles & Arrow Styles icons to customize your arrows. • Tip: Use Arrow Styles to change the direction the arrow points. Square Triangle

32. Move Arrows Circle • To reposition arrows, hover the mouse above the arrow until a 4-headed arrow appears. • Click once and a “handle” will appear on the tail and the tip of the arrow. • You can click & drag the mouse or use the arrow keys to move the arrow. • To move one end or the other of the arrow, click & drag the handle. • Click once on the lower arrow and use the arrow keys to move the arrow up. Square Click once on the top arrow, then click & dragthe arrow tip “handle” down to the square.

33. Change the Master Slide • PowerPoint uses a Master Slide to control various features on all slides such as: • Font type, size & style – Footers • Graphic Elements – Slide numbers • Note: To exit the Master Slide, click the word “Close” on the floating palette. • ClickView, Master, Slide Master on the Menu Bar. • Highlight the blue text and change it to red. • Notice how text that has been manually changed is unaffected by changes made in the master.

34. Crop Graphics • Click the photo to select it. • Choose the Crop icon located on the Picture Toolbar. The standard graphic handles will be replaced with crop handles. • Click & drag the handles to frame the girl’s head & hat. • PressCtrl-Z to Undo. • Try cropping one of the boys. • When you’re done, click the Reset Picture icon. You’ll discover that the original photo was initially cropped. Sample cropped graphics

35. Create a Slide Transition • Select a slide, then select a transition. • Since we are editing this slide, we have in effect selected it. • ClickSlide Show on the Menu Bar and then chooseSlide Transition. • PPT 97: To replay the effect, click the Dog/Key icon. • PPT XP: To replay the effect, click the Play button.

36. Create a Summary Slide • PowerPoint can automatically create a summary slide from the slide titles in your show. • Go to the Slide Sorter View. • Press & hold the Ctrl key while clicking slides to include in the summary slide. (Click once to select a slide. Click again to deselect it.) • For this exercise, select 5 slides. When all slides are selected, click the Summary Slide icon. • A summary slide will be created before the first slide selected for the summary. • Drag the summary slide(s) to the end of the show.

37. Clearing a Background • “When you right click, good things happen” • Hover just outside the slide border and right click. • SelectBackground from the popup menu. • Click the untitled drop down window. • Choose white and click the Apply button. • The background on this slide should disappear.

38. Adding a Gradient Background Apply to All • Open the Background dialog box. (See previous slide). • ClickFill Effects. • In the Fill Effects dialog boxclick the Preset radio button and try them out. • Each Shading Style button provides 4 Variants. • The Variant you select will appear in the Sample window. ClickOK when you’ve made your choice. • Finally, decide if you want to apply the background to All slides or just one slide. Apply to Current

39. Adding a Background Texture • Open the Background dialog box. (See previous 2 slides). • Choose the Texture tab and select a texture from the menu.

40. Adding a Background Picture • Open the Background dialog box. • Choose the Picture tab • Click the Select Picture button. • Use the window that pops up to navigate to a graphic file you would like to use as a background. • Note: When you use a graphic as a background, it permanently remains behind all text and graphics. Round Island Lighthouse, Mackinac MI: by KSJ

41. Pictures in AutoShapes • You may add a picture to an AutoShape. • Select the AutoShape and then click the Fill Color drop down. • SelectFill Effects... • Choose the Picture tab • Click the Select Picture button. • Use the window that pops up to navigate to a graphic file you would like to use as a background. • Use the Preview button to see how well the photo fits in the AutoShape.